Administrator manual

Dokeos 1.8

Emmanuel Pecquet, Dokeos STUDIO, june 2010, version 1.0 of this manual. This document is published under Creative Commons BY-SA 2.0 license We can provide you with the source to edit. Translation to English : Geerlie Moestar, 2010

Table of contents
Foreword .................................................................................................................... 4 Dokeos? You said Dokeos? ................................................................................... 4 Structure .......................................................................................................... 4 Memo: users in Dokeos ................................................................................................. 5 Tips and tricks: profiles and roles ......................................................................... 5 Definition of the roles ......................................................................................... 6 Roles and rights ................................................................................................. 7 Part 1...................................................................................................................... 8 Important, after the installation of the portal ............................................................. 8 Setup security on a portal hosted on your server .................................................... 8 Choosing a security strategy ................................................................................ 8 Part 2.................................................................................................................... 10 Administration tools of the portal ........................................................................... 10 Chapter 1: General Configuration ........................................................................... 11 Configure the portal.......................................................................................... 11 Configure security ............................................................................................ 16 Configure the trainings ...................................................................................... 19 Configure the tools ........................................................................................... 21 Configure the users parameters.......................................................................... 23 Configure the assessments ................................................................................ 25 Configure the communication with an LDAP server ................................................ 26 Increase the performances ................................................................................ 27 Activate the plugins .......................................................................................... 28 Choose the theme ............................................................................................ 29 Modify/add a template ...................................................................................... 29 Modify an existing template ............................................................................... 30 Add a new template .......................................................................................... 30 Remove an existing template permanently ........................................................... 30 Chapter 2: Create an announcement (news)............................................................ 31 Create and distribute an announcement .............................................................. 31 Edit an announcement ...................................................................................... 32 Remove an announcement................................................................................. 32 Treat announcements in batches ........................................................................ 32 Chapter 3: Languages management ....................................................................... 33 Make a language available/not available .............................................................. 33 Edit the name of a language .............................................................................. 33 Select a language by default for the portal ........................................................... 33 Chapter 4: Edit the home page .............................................................................. 34 Tricks and easy ways: Customizing your Dokeos homepage .................................... 34 Steps further ...................................................................................................... 36 Edit the homepage central area and the logo ........................................................ 36 Edit the training categories ................................................................................ 36 Insert links on the home page ............................................................................ 37 Place a standard announcement on the home page ............................................... 37 Chapter 5: Consult portal reporting ........................................................................ 38 Chapter 6: Global agenda ..................................................................................... 39 Add an event to the global agenda ...................................................................... 39 Manage the events of the global agenda .............................................................. 39 Part 3.................................................................................................................... 40 Management tools of the users .............................................................................. 40 Tips and tricks: import users .............................................................................. 40 Chapter 1: Search and advanced search ................................................................. 43 Chapter 2: Users list tool................................................................................. 44 Activate an account .......................................................................................... 44

Consult the trainings list of a user....................................................................... 44 Consult the information attached to a user ........................................................... 45 Login as a user ................................................................................................ 46 Get reporting of a user ...................................................................................... 46 Modify the relative information of a user .............................................................. 47 Remove a user ................................................................................................. 47 Chapter 3: Add a user tool .............................................................................. 48 Chapter 4: Export users list tool ........................................................................ 49 Chapter 5: Import users list tool ....................................................................... 50 Chapter 6: Profile tool ..................................................................................... 52 Add a profile field ............................................................................................. 52 Manage the settings of the profile field ................................................................ 53 Part 4.................................................................................................................... 54 Management tools for Training ............................................................................... 54 Chapter 1: Search and Advanced Search................................................................. 55 Chapter 2: Create a training .................................................................................. 58 Tips and Tricks: implement your training scenario on your course homepage ............ 58 Create trainings in batches ................................................................................ 61 Chapter 4 : Manage the trainings categories ............................................................ 62 Add a general category or a subcategory ............................................................. 62 Manage the categories ...................................................................................... 62 Display categories and subcategories when creating training .................................. 62 Chapter 5: Register users ..................................................................................... 63 Part 5.................................................................................................................... 64 Training sessions ................................................................................................. 64 Tips and tricks: managing training sessions.......................................................... 64 Memo: Working with classes or sessions .............................................................. 65 Chapter 1: Search / Training sessions list ................................................................ 66 Manage Sessions .............................................................................................. 66 Chapter 2: Create a session .................................................................................. 67 Add trainings to the session ............................................................................... 67 Select the participants in the session................................................................... 68 Manage settings of the session ........................................................................... 69 Chapter 3: Create sessions in batches / Export sessions ............................................ 70 Part 6.................................................................................................................... 72 Classes .............................................................................................................. 72 Chapter 1: Search / Class list ................................................................................ 73 Manage the classes .......................................................................................... 73 Chapter 2: Create / fill a class ............................................................................... 74 Create a class .................................................................................................. 74 Fill a class ....................................................................................................... 74 Chapter 3: Add a class to a training ....................................................................... 75 Chapter 4: Using CSV files .................................................................................... 76 Import a list of classes ...................................................................................... 76 Register users to a class .................................................................................... 76

Foreword
Dokeos? You said Dokeos?
Dokeos is a software for distance training (or learning management system). With a simple implementation and self-explaining for its users (trainers, trainees, audience of continuing education, etc), Dokeos offers many tools dedicated to organizing trainings. Dokeos also offers a simple and powerful administration interface, making it possible to handle users, trainings, classes or sessions individually or in groups. Management of the entire platform is also possible through the administration interface. In addition to this ease of use, Dokeos has the great advantage being a free software of which the source code is accessible and can be modified or adapted for more specific needs.

Structure

Each part of this manual, illustrated with screenshots, will guide you to understand the various administration tools offered by Dokeos. This manual comprises six distinct parts: The first part (page 8 and following) presents the actions to be carried out immediately after installation of the portal, to ensure the safety and to choose its operating mode: classes or sessions. The second part (page 10 and following) attempts to describe the administration tools of the portal. The third part (page 40 and following) presents the administration tools to manage users. The fourth part (page 54 and following) presents the administration tools to manage trainings. The fifth part (page 64 and following) describes the functions of training courses. The sixth part (page 72 and following) describes the functions of classes. Certain parts, or chapters, contain a heading tips and tricks . These tips and tricks are mainly intended to reflect on how to implement the tools in the context of a training or a company.

Memo: users in Dokeos

Tips and tricks: profiles and roles
To help you organize the profile structure, Dokeos offers several profiles: from Human Resources Manager (Supervisor) to Learner (or trainee).

Example of situation: we are a multinational. Alice is starting a project. She has the rights of HR Manager (Supervisor) and acts as project manager, supervising the processes and the progress of the trainings in the Reporting tool. Paul is the System administrator. He imports lists of users in the system or connects them to the LDAP directory of the company. The company has 3 centers: in London, New York and Shanghai. In the center of Shanghai, Ping is the local HR manager. He has the Administrator rights of training sessions and registers the employees for the training sessions. A series of authors (located in the 3 centers) produce and import courses. They have the rights of Trainer. Chang is Coach in Shanghai. He supervises 30 people on this site in the training session Hiver 20008, Shanghai New Recruits. Tien-Mu is a new employee. He is registered in Dokeos with the rights of Learner and takes part in the training activities. To modify a profile, login as System administrator, enter Administration and search for the name of this user. Then modify the rights while clicking on the icon represented by a yellow pencil. To approach the pedagogical administration of the portal, you must keep in mind the roles and rights associated with the users.

To help you organize the role structure, Dokeos offers five affected roles with different responsibilities: Learner Trainer Human Resources Manager (Supervisor) Training sessions administrator (Coach) Platform administrator The rights evolve/move by concentric circles: the level of responsibilities N+1 has all the rights of N and more. The Human Resources Manager is an exception: he cannot manage the system, even if he has a total view on the tracking of learning. The profile of Training sessions administrator (Coach) appears only with the creation of the training sessions: he is the person in charge of a training session and ensures reporting. The table below summarizes the rights for the different roles: Sessions administrator Platform administrator

Definition of the roles

Create a training Manage the interaction and production tools Use the interaction and production tools Create or import contents in the Documents tool Exploit the administration tools of a training (Properties, reporting and backup) Register trainees to a training Create training sessions Register trainees in a training session Add new trainings to a session Get detailed reporting of the trainees
(1) (1)

except within the framework of the groups tool, where the creation and/or import of documents are authorized in the group tools

Supervisor

Learner

Trainer

Roles and rights

The rights description of Training sessions administrator (Coach) and the Human Resources Manager (Supervisor) is carried out when these two roles occupy their principal function and when they are not registered as a trainee in a training.

Keep in mind that when a Training sessions administrator (Coach) has been assigned as a Trainer, he has the same rights as the responsible trainer on the trainings that are included in the sessions.

Important, after the installation of the portal

Your portal has just been installed, on your server or directly hosted by Dokeos. You are the administrator and for this reason, some operations are now necessary to define the security level of the platform and to carry out a pedagogical choice, especially in relation to the type of organization which you are part of.

Part 1

Setup security on a portal hosted on your server

When you are identified as an administrator and get the administration interface, a message informs you that the file main/install is always accessible on the users web. Remove this file, this will prevent that anyone can carry out a re-installment of your portal without your permission. For the portals hosted directly by Dokeos, this operation is already carried out.

Choosing a security strategy

The Security tool on the section Portal > Configuration settings authorizes two function modes for the security of the server, against uploading files containing dangerous codes: Blacklist: black list is a filtering mode that makes it possible to remove (or rename) the files which extensions appear on a list set up by the administrator, Whitelist: white list is a filtering mode that makes it possible to remove (or rename) the files which extensions do not appear in a list set up by the administrator. This method is generally considered as more secure but more constraining than the blacklist. If the second choice is more constraining, it does not make it much less secure. You will probably be contacted by certain trainers to authorize other types of files at the beginning of portal setup, but a few weeks after its startup, you will have listed all the files used by your organization on the portal and you will not be bothered any more.

Carry out a pedagogical choice: classes or sessions

The Portal tool on the section Portal > Configuration settings authorizes two exclusive function modes: Classes or Sessions. Based on the selected pedagogical organization and the type of organization to which you belong, you will have to choose one of the function modes.

To carry out your choice, keep in mind that a class contains trainees, registered by the administrator. The trainer can decide to register trainees and/or classes to his training. As for a session, it is a group of trainings (belonging to one or more responsible persons): gathering trainees during a definite period of time supervised by a sessions administrator who can intervene in the session, X days before the opening of the session and Y days after (the number of days are defined by the administrator). The sessions administrator can be a trainer not intervening in any of the trainings from the session. The trainers cannot directly modify the trainings list, the start and end dates and the list of

participants in a session, it is the administrator (you!) who is in charge. The administration of the sessions and classes is detailed in parts 5 and 6 of this document. Strategy of safety and operation in classes or sessions are to be set on the section Portal > Configuration settings of the administration interface. It is this part where the manual begins Follow the guide!

Administration tools of the portal

The Portal section of the administration interface is where the most parameters are. It allows: General configuration of the platform, including the modification of some of the parameters preset at the time of the initial installation of the portal, The creation and the programmed display of announcements (news) intended for a target group or all the users of the platform, The choice of the languages shown on the login page of the platform, The customization of the portal home page, Tracking (reporting) of trainings and users, Keeping a global agenda allowing to send e-mail to all users of the platform.

Part 2

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Chapter 1: General Configuration

The general configuration of the portal has 13 tools that gives access to a certain number of parameters.

The parameters of the configuration tools are reviewed in the following pages, by specifying (in bold character) the parameters configured by default at the time of a new installation and by making some remarks as for the significance of these parameters.

The Portal tool on the section Configuration settings makes it possible to intervene on the general parameter settings described hereafter, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Configure the portal

Type of information
Organization name Organization URL (web address) E-learning portal name

Setting
Text field to be completed My Organization Text field to be completed http://www.dokeos.com Text field to be completed My Campus

Remarks

Information is shown on top right of the screen.

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Portal Administrator: E-mail Portal Administrator: Last Name Portal Administrator: First Name Platform Administrator Information in footer Show session's tutor's data in the footer Show teacher information in footer Server Type

Text field to be completed admin@localhost.localdom ain Text field to be completed Doe Text field to be completed John No Yes No Yes No Yes Production server Test server If yes is selected, information is shown on left bottom of the screen If yes is selected, information is shown on left bottom of the screen Enabling the test (or development) server shows translation feature functional that indicates untranslated strings. Enable Production server for an active portal.

Type of information
Who is Online

Setting

Remarks

Display number of Information is shown on top right of the screen. users online in this training Display number of users online on all pages (visible for the persons who are logged in) Display number of users online on the login page (visible for the world) After approval No Yes If After approval is selected, the intervention of the administrator is necessary to release the user account. The release is carried out from the users list. If yes is selected, a link Register appears on the home page that leads to a self-registration form. If yes is selected, it requires the authorization of self-registration on the portal (see preceding line). If yes is selected, the choice Follow training or Create training is shown on the self-registration form.

Registration

Registration as Trainer

No Yes

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Lost password

No Yes

If yes is selected, a link I lost my password appears on the home page. The recovery of the password is carried out thanks to the valid e-mail address used by the trainee. If yes is selected, the shown code is the one chosen by the trainer during the creation of a training. This code is used on the server to create the file in which all the elements of a training is stored. If yes is selected, the name of the responsible trainer(s) appears besides the name of the trainings, on all screens where those are listed.

Display Code in Training name

No Yes

Display trainer in training list Portal Administrator: telephone Enable learner view

No Yes Optional text field to complete (000) 001 02 03 No Yes

If yes is selected, a link Learner View appears on top right of the screen. Clicking on this link makes it possible for the trainer to see the screens of a training as a trainee would see them, in order to validate the elements of the training (useful when the trainer has used the visibility/invisibility of certain elements). If Homepage is selected, the registered users see a page identical to the home page of the portal. If Trainings is selected, then the shown page lists all the trainings to which the trainee is registered (or all trainings created by a trainer, if necessary).

Page after login

Homepage Trainings

Time limit on Who Is Online

Field to be completed, Specify for how long after its last action a user value in minutes still is regarded as connected to the portal. 30

Type of information
Example material training creation on No Yes

Setting

Remarks
If yes is selected, a series of examples (in the Documents or Tests tool) is created in each new training.

Account validity

Fields to be completed, in Automatically decontaminate a days user account XX days after his 3660 registration. No Yes Exclusive choice: all the portal functions in classes OR sessions. A class contains trainees, registered by the administrator. The trainer can decide to register trainees and/or classes with his training. See parts 1, 5 and 6.

Use training sessions

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Show e-mail addresses

No Yes

If yes is selected, the e-mail addresses are shown to everyone in the Users tool. For more information consult the site of the WAI (Web Accessibility Initiative, depending on W3C: World Wide Web Consortium): http://www.w3.org/WAI/ If yes is selected and if the trainings categories are listed on the home page, the number of trainings contained in each category is shown. If yes is selected and if the trainings categories are listed on the home page, the categories, not containing training yet, is shown. Facilitate navigation in the categories and subcategories of trainings by showing an additional link to turn over to the preceding screen. If yes is selected and if the trainings categories are listed on the home page, the language in which a training is conceived is shown (which perhaps differs from the portal language). Hides the normally shown specific code when a variable of a language is not translated.

Public pages compliance No to WAI Yes

Show training number

No Yes

Show empty categories

training No Yes

Show back links categories/training

from No Yes

Show training languages

No Yes

Hide DLTT Markup

No Yes

Type of information
Display categories home page on No Yes

Setting

Remarks
Showing trainings by categories, empty trainings, closed trainings is dependent on this parameter setting. The tab Administration is visible only by the administrator!

Tabs in the header

Tab Home Tab Agenda Tab Trainings Tabs Assessment Tabs Profile Tab Administration Tab Reporting

Character set

Field to be completed iso-8859-15

To modify only in the case of certain languages (Russian, Japanese).

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No-reply e-mail address

Optional field to complete Empty by default

Email addresses that will be used when e-mail is sent from the platform while specifically requiring not to answer it. If yes is selected, this parameter will allow each user to choose his own style. By default the style of the portal will however remain unchanged. If a training or a session has a visual theme assigned, this one will take precedence over the theme selected by the user. If no is selected, the closed trainings (i.e. only accessible to the responsible trainer) are not listed on the home page of the portal. Not applicable if selected mode is Classes. If no is selected, only the portal administrator is authorized to create trainings. If yes is selected, a big number of options will be added to the files manager opening in a pop-up window at the time of uploading a file on the server (access to this manager in all the internal editors of Dokeos). If yes is selected, it allows learner to see the list of the trainings in order to subscribe to the available trainings, by showing a link Subscribe on the home page seen by the trainees. If no is selected, the responsibility for the registration is referenced to each trainer, or the portal administrator. If yes is selected, you will be able to define variations for each of the language terms used in the platform's interface, in the form of a new language based on and extending an existing language. You will find this option in the languages section of the administration panel, in the shape of a plus icon.

User theme selection

No Yes

Display closed training No on login page and portal Yes startpage

Show session coach Allow non admin create training

No Yes to No Yes

Advanced file manager No for WYSIWYG editor Yes

Learners access training catalogue

to No Yes

Allow the definition and No use of sub-languages Yes

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Enable terms conditions

and No Yes

If yes is selected, a link Terms and Conditions is added to the portal section of the administration interface. Every new user must accept these terms and conditions to be registered. A user already registered will accept the terms and conditions at the time of his next login if those are activated subsequently to his registration on the portal.

Configure security

The Security tool on the section Configuration settings makes it possible to intervene on the security level of the portal, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Type of filtering document uploads

Setting

Remarks
By default, filtering is set on blacklist, which does not contain any file extension to be filtered. If you maintain this type of filtering, make sure to populate the list of extensions to be removed (or renamed) on your server.

on Blacklist Whitelist

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Blacklist - setting

Field to complete Empty by default

Separate the file extensions by semicolons. Do not put dots in front of the files extensions. All files, including those without extension are accepted on the server by default. Upper and lower cases dont matter. All files which extensions do not appear on the whitelist are removed (or renamed) systematically. Do not put dots in front of the files extensions. All files without extension are accepted on the server by default. Upper and lower cases dont matter. If Remove is selected, the files which extensions appear on the blacklist OR do not appear on the whitelist will be prohibited on the server. If Rename is selected, the undesirable extensions will be replaced by another extension (see below), but nevertheless imported on the server. Replacement extension if the selected filtering is rename . The ability to define the permissions settings to assign to every newly created directory lets you improve security against attacks by hackers uploading dangerous content to your portal. The given format uses the UNIX terminology of Owner-GroupOthers with Read-Write-Execute permissions. The ability to define the permissions settings to assign to every newly created file lets you improve security against attacks by hackers uploading dangerous content to your portal. The given format uses the UNIX terminology of Owner-GroupOthers with Read-Write-Execute permissions. Attention, If you use Oogie, make sure that the user who launch OpenOffice can write files in the course folder.

Whitelist- setting

Field to complete htm;html;jpg;jpeg;gif; png;swf;avi;mpg;mpeg; mov;flv;doc;docx;xls; xlsx;ppt;pptx;odt;odp;ods; pdf

Filtering behaviour (skip/rename)

Rename Remove

Replacement extension Permissions directories for

Field to complete dangerous

new Field to complete 0777

Permissions for new files Field to complete 0666

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OpenID authentification

No Yes No Yes No Yes

If yes is selected, an additional login form is shown on the portal homepage. Enabling yes can be of interest when the portal functions in Sessions. Enabling yes can be of interest when the portal functions in Sessions. The coach inherits the same rights as the trainer to use the production tools. Enabling yes can be of interest for the Surveys tool when the portal functions in Sessions.

Register users by coach

Extend rights for coach

Extend rights for coach No on surveys Yes

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The Training tool on the section Configuration settings makes it possible to intervene mainly on the general presentation of the trainings, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Configure the trainings

Type of information
Training design Tools shortcuts

Setting

Remarks
Manage the display of tools on the trainings home page. If yes is selected, the list of the visible tools is shown in the form of icons, in lower part of the navigation bars. If yes is selected, it authorizes the trainers to create categories in the Groups tool.

homepage Two columns view Three columns view Activities view No Yes

Group categories

No Yes

Default hard disk space

Field to be completed, value Quota of disk space available for in bytes training. The administrator can override 50000000 the quota for specific training through: Administration > Training > Create a training.

Group available

disk

space Field to be completed, value Quota of disk space available for in bytes the Groups Documents 5000000 tool.

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Allow users inside training

profiling No Yes No Icons only Icons and texts Texts only

If yes is selected, it allows the trainer to create new fields for the Profile tab. If no is not selected, it displays a navigation menu on the right screen, with the icons and/or text of the available tools. If yes is selected, it gives access to the internal editor to create an introduction at the header of each tool. Enables the horizontal links navigation system usually in the top left of your page, allowing to quickly reach the various sections of a training. Manage the default display of new forums. The responsible trainer can choose a different view for every individual forum. Choose the e-mail address used by the Surveys tool. If yes is selected, it allows to select a theme for each training and thus to modify appearance for the user. When a user enters the training, the stylesheet of the training will have priority over the user's own stylesheet and the platform's default stylesheet. Defines how to add links to the glossary terms from the documents created in the internal editor of Dokeos. The definition in the glossary is shown within a framework when the pointer is rolled over the word located in the document.

Display training navigation menu Enable tool introduction

No Yes

Training breadcrumb

homepage

Code Training Training home Session and training name

Default forum view

Flat Nested Threaded

Survey e-mail (no-reply)

sender Coach email address No-reply e-mail address No Yes

Allow training themes

Show glossary terms in Automatic: adds links to all documents defined glossary terms found in the document Manual: shows a glossary icon in the online editor, so you can mark the terms that are in the glossary and that you want to link None: doesn't add any glossary terms to the documents

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Configure the tools

The Tools tool on the section Configuration settings makes it possible to intervene mainly on the visible tools by default in the trainings and the parameter setting of those, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Modules active upon training creation

Setting
Agenda Announcements Chat Training Description Documents Dropbox Forums Glossary Assessments Groups Courses Links Notebook Dokeos LIVE Tests Assignments Surveys Users Wiki

Remarks
Defines the visible tools by default during the creation of all new training.

Use a title for the document name

No Yes

If no is selected, the name of the file (without extension) will be used to name the document.

21

Deleted files cannot be restored

No (the files will be deleted from the application but will be manually recoverable by your server administrator) Yes (the files will be deleted permanently and will not be recoverable) If no is selected, the users can preserve various versions of a document (versioning mechanism). Maximum size (in bytes) of a document in the Dropbox tool.

Dropbox: Can documents No be overwritten Yes

Dropbox: Maximum file size of a document

Field to be completed 100000000

Dropbox: Upload to own dropbox space Dropbox: Learner <-> Learner

No Yes No Yes If yes is selected, a peer to peer connection is simulated in the Dropbox tool . If not, only the trainer can receive documents.

Dropbox: Allow group Dropbox: Allow mailing

No Yes No Yes If yes is selected, the trainer can send a personal document to each user. If yes is selected, an online e-mail editor appears when clicking on an e-mail address.

Active online email editor No Yes

Type of information
Display the small month calendar in the agenda tool No Yes

Setting

Remarks
Manage the display of the small month calendar that appears in the left column of the Agenda tool.

Display the upcoming No events in the agenda tool Yes Number of upcoming events that have to be displayed Booking Field to be completed 1 No Yes No Yes Require that the preceding option (upcoming event functionality) is set on yes . The booking system makes it possible to book resources for your training (rooms, screens,). The internal messaging tool allows users to send messages to other users of the platform and to have a messaging inbox.

Internal messaging tool

22

Social network tool (Facebook-like)

No Yes

The social network tool allows users to define relations with other users and, by doing so, to define groups of friends. Combined with the internal messaging tool, this tool allows tight communication with friends, inside the portal environment.

Configure the users parameters

The Users tool on the Configuration settings section makes it possible to set relative information of the user, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Profile required

Setting
API keys E-mail Language Login Name Code OpenID URL Password Phone Picture Theme (stylesheet) E-mail Language Code Phone

Remarks
Only the selected elements are accessible to the users for the update of their profile.

Registration: fields

The selected fields are mandatory when registering a user.

Personal Agenda

No Yes

23

Extended profile

No Yes

The extended profile offers the fields below, in addition to the usual fields. If yes is selected, the fields of the extended profile will be shown to the users in the Profile tab.

Extended profile fields in registration

My competences My diplomas My personal open area What I am able to teach Allows to require certain fields from the extended profile during registration. Requires selected fields above, as well as the use of the extended profile.

Required extended My competences profile fields in My diplomas My personal open area registration What I am able to teach

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Configure the assessments

The Assessments tool on the Configuration settings section makes it possible to set the assessments on/off line, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Assessments activation tool No Yes

Setting

Remarks
The Assessments tool makes it possible to assess competences. The activation of this tool can however complex the interface (an Assessments tab is added amongst others). Please take note of the trainer documentation for more information on the Assessments tool and its impact on the interface, before activating it. Competence level See screenshot below, with Trainer View, for the comprehension of these parameters. limit

Competence colouring Competence labelling Threshold

thresholds Enable thresholds levels Enable labeling

Competence

Field to be completed 50 Enable display score's upper

Display score upper limit

Showing of the parameter setting of the Assessments tool, with Trainer View:

25

Configure the communication with an LDAP server

The LDAP tool on the Configuration settings section makes it possible to set the communication with an LDAP server or a replicate server, via fields to be completed or check boxes. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Main LDAP address Main port LDAP

Setting

Remarks

server Field to be completed localhost server's Field to be completed 389 Field to be completed dc=nodomain server Field to be completed localhost For more information about the configuration of LDAP server, please refer to the installation guide (paragraph 6: LDAP) contents in the installation file of Dokeos, while following the directory: dokeos-1.8.6.1 .zip \ dokeos-1.8.6.1\documentation \ installation_guide.html

LDAP domain Replicate address

Replicate server's port Field to be completed 389 Search term LDAP version Tutor field Field to be completed Empty LDAP 2 LDAP 3

identification Field to be completed employeenumber Field to be completed Empty Field to be completed Empty

Authentication login Authentication password Tutor value

identification Field to be completed Empty

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Increase the performances

The Tuning tool on the Configuration settings section makes it possible to activate performance increase of the portal. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Split users' upload directory No Yes

Setting

Remarks

27

Activate the plugins

The Plugins tool on the Configuration settings section makes it possible to activate the detected plugins on the portal. Please take into account that modifications are accepted only after clicking on the button Save settings .

Type of information
Name of the detected plugins

Settings

Remarks

Display area of selected Download the plugins from the plugin Dokeos site: they are offered as ZIP files. Once extracted, copy the plugin folder into the plugin folder of the installation, on the server. Acivate the plugins page to immediately see it installed on your server. Tick off the boxes corresponding to the areas where the functionality must be visible, then click on the button Enable the selected plugins .

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The Style sheets tool on the Configuration settings section makes it possible to select the main theme of the portal. Keep in mind that the theme of the portal can be replaced by the theme of the training, or the one chosen by the user. The theme by default is Blue Dokeos .

Choose the theme

The Templates tool of the Configuration section makes it possible to modify one of the standard templates provided by Dokeos, or to add a template specific to your organization. Remember, the templates are available during the creation of a multi-media page, in the Documents tool.

Modify/add a template

29

Modify an existing template

Click on the Edit button represented by a pencil, located opposite the templates, to modify. The shown screen gives access to the internal editor of Dokeos, which allows the modification of the selected templates. Do not forget to add a miniature of the modified template in order to update the icon of the templates, in the list seen by the administrator as well as in the list presented to the trainer when creating a multi-media page. Click on the button Validate . List of templates provided by default:

Click on the link Add a template located on top left of the screen. The shown screen gives access to the internal editor of Dokeos, which allows creation of a new template. Do not forget to add a miniature of the modified template in order to update the icon of the template, in the list seen by the administrator as well as in the list presented to the trainer when creating a multi-media page. Click on the button Validate .

Add a new template

Click on the Delete button represented by a cross, located opposite the templates, to modify. A request for confirmation is shown. Click on OK to remove the template permanently, from the list seen by the administrator as well as in the list presented to the trainer when creating a multi-media page.

Remove an existing template permanently

30

Chapter 2: Create an announcement (news)

The Portal part of the administration interface comprises a tool for creating and distributing announcements (news). Very easy to use, this tool makes it possible to format contents and to make it visible for a selected public (unidentified trainers and/or learners and/or users) during a certain amount of time.

Create and distribute an announcement

Click on the link Add a news located on top left of the screen. In the screen which is shown, you must: Name the announcement Select the language Write and format the contents of the announcement in the internal editor Define a start and completion date to display the announcement Choose the public recipient of the announcement If required tick off the box Send mail Click on the button Add news

The headings of the announcements are shown on top of the trainings list (except for the unidentified users: they are shown on the home page of the portal), their contents being detailed while clicking on the title of each announcement:

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Edit an announcement

To edit the contents of an announcement: Click on the Edit icon (represented by a pencil) located on the line of the announcement to modify. The shown screen makes it possible to edit the contents of the announcement, in the internal editor of Dokeos. Click on the button Edit news to validate the changes. To edit the public recipient of an announcement: On the home page of the announcements, use the Visible/Invisible icon (represented by an open or closed eye) in the columns Trainer/Learner/Guest.

Remove an announcement

Simply click on the Delete icon (represented by a red cross) located on the line of the announcement to eliminate. After request for confirmation, the announcement is deleted from the portal.

Treat announcements in batches

Batch processing is possible for the action Delete. Check the announcements to be deleted (or use the Select All, if necessary) and click on the button Validate . After confirmation, the selected announcements are removed from the portal.

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Chapter 3: Languages management

The Portal part of the administration interface allows, thanks to the Languages tool, to define what languages appear in the drop-down list visible on the portal home page. These same languages will be shown to the trainer during the creation of a training, which makes it possible to dissociate, if necessary, the portal language to that of the training.

On the home page of the languages, use the Visible/Invisible icon (represented by an open or closed eye) to make a language available/not available on the portal.

Make a language available/not available

Edit the name of a language

Use the Edit icon (represented by a pencil) to change the name of a language, or to possibly transform the selected language into portal language by default. A click on the button Validate is necessary to save the modifications.

Fastest is to click on the button Set language as default (represented by a globe). The changes are accepted after confirmation.

Select a language by default for the portal

33

Chapter 4: Edit the home page

Tricks and easy ways: Customizing your Dokeos homepage
This will implement a lightweight Content Management System (CMS) and help you articulate deep training processes with surface information (courses catalogue, commercial website, company intranet...).

Login as admin > go to Administration tab > Portal > Edit portal homepage and: Add a nice image in the Central Area. Select or build an image that helps understand what the portal is about. Resize it (using tools like GIMP or Photoshop) to values like 720x 250 pixels. In our example, the image addresses a metro company emmployees: it recycles a metro lines image to present the training programme as a pathway towards skills improvement. In the right hand menu, add web pages through the "Add a page (CMS)" tool. In two steps : (A) Add a page (remove the "http://" that appears there), (B) edit (yellow pencil) the page create and type your text (basic layout = text + title + one trainer picture aligned right).Edit the homepage notice there too (important messages to your visitors) Go back to Administration tab - top middle- and enter Portal > Portal news to add news. To have news visible only before login, check Guest target group only. Multilingual: if you manage a multilingual portal take into account that the language selector on top of the Portal Homepage Edition page decides for which language your changes will be active. In other words, in a bilingual portal you will have to edit 2 homepages, 2 sets of links and 2 sets of news.

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Below: portal homepage editing

Below: editing a page added in the right hand menu

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Steps further Three proposals to go further in homepage customization. 1. Select another Stylesheet for the header + footer + overall coloring scheme of Dokeos. Admin > Portal > Configuration settings > Style sheets. Or add your own stylesheet like in this example http://msf.dokeos.com. (this will require some CSS programming skills and a basic knowledge of Dokeos architecture, see the Dokeos wiki on CSS Coding Conventions). 2. Link your homepage nice image (or any kind of homepage central content) to one of the pages created in the right hand menu. You should first create the content page, then logout, then copy its URL, then login back, then edit portal homepage central area and add link on top of the nice image, using the online editor. 3. A pedagogically relevant approach in portal customization is to offer an image-based greyed menu before login and activate (and visually enlighten) this menu once logged in, like in this example : http://www.medtronicdiabeteseuniversity.com. This requires that you create 2 images, the second being the black and white copy of the first one + using the imagemap tool that is now included in Dokeos online editor. Advantage : you master your training scenario.

The Portal part of the administration interface allows, thanks to the tool Edit portal homepage , to personalize the home page of the portal.

A click on the link Edit Homepage central area gives access to the internal editor and the possibility of replacing the logo of Dokeos by multi-media.

Edit the homepage central area and the logo

Click on the link Edit training categories to return towards another part of the administration interface, allowing to add/modify/delete the training categories by default. This functionality is detailed further in the documentation.

Edit the training categories

36

A click on the link Add a page (CMS) or on the icon located in lower part of Forum gives access to a screen making it possible to insert a link towards another part of the site or to another site. To let the user not lose the context of the portal, and open the link in a new window, click on the Yes box.

Insert links on the home page

A click on the link Edit notice gives access to a screen allowing the drafting of a simple announcement (title and contents), without any difficulty.

Place a standard announcement on the home page

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Chapter 5: Consult portal reporting

The Portal part of the administration interface allows, thanks to the Reporting tool, to show various indicators of portal tracking: indicators related to trainings, users and system. The list below shows the indicators available. The majority of them are shown in the shape of bar graphs.

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Chapter 6: Global agenda

The Portal part of the interface of administration allows, thanks to the tool Agenda total , to inform portal users.

Add an event to the global agenda

Click on the link Add event Complete the fields Start Date and End Date : you can help yourselves with the calendar-support while clicking on the button Validate Add the name of the event Add a description of the event Finally click on the button Save the Event to add the event to the list.

Manage the events of the global agenda

Icon

The current administration of agenda events calls upon the following icons: Functions To modify the parameters or the contents of the event To remove the event To export the event with the format iCalendar (or iCal) as a confidential, deprived or public event. This functionality created a file with extension .ics which can be imported in the majority of calendar business applications. To print the event

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Management tools of the users

The Users section of the administration interface allows: To carry out a multi-criteria search to find a user, To carry out all management tasks of the users (trainings/trainees), To add a user, To export the users list from the portal, To import a CSV or XML users list, To enrich the headings of the Profile tab.

Part 3

Tips and tricks: import users

Throughout your training project you will have to register users in Dokeos. There is a tool for that in the portal administration. This operation will be able to meet several objectives: add users, but also add trainings to a user (one reintroduces an existing user by assigning trainings to him) or to amend in only one operation of several users. During all these steps, Dokeos will use the identifier (or username or Login) as single identifier to know if two registrations correspond to the same person. To import users in Dokeos: To build a list of these users in Excel or Openoffice

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Attention to the following points:

the first line of the file must mandatorily contain the column name required by Dokeos, with exactly the same orthography and the same breakdown: LastName, FirstName, Email etc, no semicolon in the fields (because the point comma will be used as separator of fields), the fields of the columns LastName, FirstName and Email cannot be empty, Only the columns LastName, FirstName and Email are mandatory. The others are optional. If you do not wish to specify the other values, remove or avoid adding the corresponding columns. To export this list in CSV format

Excel and Openoffice enable you to export the users list in CSV format. For that, choose: Save As , unroll the list of formats types and select CSV (sometimes called Text (CSV) ). During this export Excel and Openoffice propose to you to publish the filter parameters (sometimes formulated in other words according to the versions of Excel). Select this option in order to choose the semicolon as delimitor of fields (this is mandatory to import them in Dokeos). If possible, open a simple type text editor Notepad (Start Menu > Accessoires > Notepad) and open created CSV file there, in order to check that the separator is indeed the point comma, that the first line mentions the names required by Dokeos to be able to record the users correctly, and that none of the first three columns contains empty fields (an empty field corresponds here to a succession of two semicolons).

41

To import CSV list in Dokeos Login to your Dokeos portal as an administrator. Enter Administration > Users > Import users list. Browse your hard drive via the Browse button and select the CSV file that you created. Select File type: CSV, Send a mail to users: yes.

Caution: Password and username values correspond in French to the password and the login (or identifier) of the user. If these columns are filled in your CSV file, Dokeos will record the values that you propose. If these columns are empty or missing, Dokeos generates values according to a random criterion. It is then imperative that you select the box Send a email to the user at the time of the import, because if not nobody will know his password (it is however still possible for the user to use the function I lost my password presented on the home page of the portal in order to have it sent).

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Chapter 1: Search and advanced search

The search and advanced search tools make it possible to find all the users who meet the given criteria. You will use more easily the simple search field to find a single user. It is enough for you to seize a character string (incomplete name, portion of e-mail address, etc) and the search tools return all the users that contains the required information. For a search based on refined criteria, the advanced research tools propose several criteria, it is thus easy to isolate the trainers or the trainees, unless you do not wish to seek all the trainees whose e-mail address contains for example @yahoo.fr. In this case, the two search criteria return the list of the users considered.

Once the user (or users) is (are) found, several management tools is at your disposal. These tools are described in detail in the following chapter.

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Chapter 2: Users list tool

The Users list tool provides the list of the people registered on the portal. You will use this tool to manage the list of the users, to inform you on the trainings to which they are registered, to assign a role or responsibilities to them The Users list tool allows also the reporting of activities of the various trainees.

If the administrator has set the registrations so that self-registrations are authorized after approval, then the new registered users on the portal see their account blocked until you click on the icon represented by a prohibited direction. Consequently, the icon is transformed into a white tick off mark on green bottom, signing that the new user can freely reach the platform.

Activate an account

Consult the trainings list of a user

A click on the icon Trainings shows a pop-up list of the trainings to which the trainee is registered, or lists it trainings managed by a trainer. You will use this functionality only for the consultation, the Information tool described below is much more powerful.

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Consult the information attached to a user

A click on the icon Information shows a screen where all the information attached to a user is gathered.

Since the preceding screen, the possible functionalities are the following ones: Functionality Description and standard screen Reporting of the Shows the individual report of a user and gives access the detailed reporting of activities in each training: activity of a user:

Relative information of training:

Shows the details of a training: Internet Addresses gives directly access to the home page of the training List tools and documents of the training List registered users

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Homepage of a training:

Gives access to the home page of the training, viewed as the responsible trainer, and with the same rights. The administrator can thus modify/enrich any training from the portal.

Edit information Displays extended properties of training by completing the properties on which the responsible trainer may involve other specific administrator: of a training:

Remove a training:

Erase definitively, after confirmation, the selected training.

Login as a user

A click on the icon Login as modifies temporarily information of identification of the administrator so that he can endorse the identity of a user, trainee or trainer. Once identified, the administrator can act as if he were the trainee or the trainer considered.

A click on the icon Reporting gives access to detailed reporting of activities in each training.

Get reporting of a user

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You will note here that the reporting of trainer is not available, only the activities of a trainee can be followed.

Modify the relative information of a user

A click on the icon Edit shows the individual management screen of the user.

You can modify here any type of relative information of the selected user:

A click on the icon Delete removes the platform user permanently, after request for confirmation.

Remove a user

A trainer cannot be removed permanently in the condition of not being responsible for training any more, which the administrator can decide by modifying information of a training, as described in the preceding page.

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Chapter 3: Add a user tool

The Add a user tool authorizes an individual registration on the portal. The administrator has thus the leisure to register either a trainee, or a trainer. The fields to be completed are illustrated by the screenshot below, only those marked with an asterisk are mandatory.

You will use the button Add + if you wish to register several users after.

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Chapter 4: Export users list tool

The Export users list tool allows the backup of the following list of users: Portal or Registered users with a particular training

If you leave the field Only users from the training empty, all the users registered on the portal will be exported in a file. The formats of export are: XML CSV

49

Chapter 5: Import users list tool

The Import users list tool authorizes the batch processing of registrations. Less detailed than the individual registration, the batch registration is an appreciable time-saver.

The files (with format XML or CSV, as for the export of users) must be prepared as a preliminary. For format XML, the syntax of the file must be in conformity with the following example:

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For format CSV, the syntax of the file must be in conformity with the example below:

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Chapter 6: Profile tool

The Profile tool makes it possible to create additional fields appearing in the tab Profile and exploitable to sort the users when the administrator registers them with the trainings itself.

Add a profile field

To complete the various fields make sure to: Use only letters and figures for the Label field Separate the possible values by semicolons for the following types: Select drop-down , Multiple selection drop-down and Double select (in this case with a vertical separation | for different options of selection boxes)

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Manage the settings of the profile field

The possible actions on the profile fields are: Icon

Functions Reorganize the position of the fields

Make a field visible/invisible Make the field modifiable by the user and/or exploitable in search by the administrator Make the field non-modifiable by the user and/or non-exploitable in search by the administrator Modify a field (possible identifier, name, standard, values) Remove a field

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Management tools for Training

The Training section of administration interface allows to:

Part 4

the

Undertake a multi-dimensional search to find a training, Perform all management tasks around training, Establish a training individually or in batches, Manage the categories of training, Add users to a training, individually or in batches.

54

Chapter 1: Search and Advanced Search

The search and advanced search tools can retrieve all courses that meet a set of criteria.

The results returned by the search tools are presented in the form of a list and make it possible to carry out several operations. In addition to the code of the training, a colored icon allows identification at first glance: Open - access allowed for the whole world Open - access allowed for users registered on the platform Private access (training reachable only by people on the users list) Completely closed - the training is only accessible to the trainers

55

The search results screen provides access to the following functions/features: Functionality Information on training: Description and standard screen Displays the details of training: Web address to directly access the homepage of the training List of the tools and training materials (documents) List of registered users

Homepage of the Provides access to the considered home page of the training, with Trainer training: View, and with the same rights. The administrator can modify / add any training on the portal. Reporting of activity in a training: Shows tracking of activity of users registered to the selected training and allows access to individual reporting of each training:

Also allows reporting of training in terms of tools used:

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Modify the information of a training:

Displays extended properties of training by completing the properties on which the responsible trainer may involve other specific administrator:

Remove a training:

Delete permanently the selected training, after request for confirmation.

The previous tools also appear when you request the display of all training on the portal via the tool Training List . This tool will not be detailed in a separate chapter.

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Chapter 2: Create a training

Tips and Tricks: implement your training scenario on your course homepage
A Dokeos training is a toolbox containing: Documents, Tests, Forums ... Designing your course scenario, you may want to replace this default set of tools by a clear description of your course resources and activities. Here is a method to do it in 6 steps by hiding all the Dokeos tools and adding your own icons and links. Hide all tools clicking on the icon

The tools will remain functional but the learners will not see them anymore.

Build you course home page in the Introduction text with a table On your course area homepage, click on the pencil icon to open the Introduction text > select Table and choose table settings (copy the ones in the screenshot below for instance).

Add icons to illustrate the key features of your course You can alternatively use the default icons from the images gallery or add your own through Browse > Send.

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Go to one of the pages you want to be a target for a link and copy its address from the address bar A web link is a connection between an origin page and a destination page. You need to start by copying the address ot the target and then create the link on the origin page. Select any page and Ctrl+c or right-click+copy in the address bar.

Paste the link on top of an image in Introduction text Go back to course area Introduction text > edit it > select an image > click the link button and paste the link on top of image. Repeat for all icons.

You end up with a clear course homepage that links only to the pages and activities you designed Dokeos toolbox does not appear anymore. You customized your environment and adapted the software to your pedagogical scenario.

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Conclusion : pedagogy at stake Linking things together your own way is powerfull. Consider using the same idea in other situations : linking the feedback of a test to a theory page (you may want to use the Popup option of the link feature) linking the course area Introduction text to a learner production so as to point other learners to an example good practice (...) all connections that your imagination will consider relevant In Dokeos, every resource or learning object has an address (also called URL). It is visible in the address bar on top of your browser and can become the target of a link.

The tool for creating training is very similar to that shown to the trainers. As an administrator, you can however: Choose a "principal" trainer in the drop-down list "Trainer" Choose several assistant trainers (which however will have the same rights as the principal trainer) from the list "Trainers"

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You just have to define: A code for your course (make sure to choose a code referring to the style of training, combined with a numerical classification: CAO001 or ANGLAIS004 for example). If defined in lowercase, then the course code will be automatically converted to uppercase by Dokeos. Similarly, the characters -, _ and space will be eliminated from the code, A clear and detailed name, A category from the drop-down list, and which you can manage as an administrator, The language used to display the environment of your training (nothing prohibits you to choose English, even if the portal is installed in French). The choice of language will not influence the content of the training, just the working environment in which your content is displayed, Access authorizations, The possibilities for subscribe / unsubscribe, The disk space (similar to the default parameter setting of the portal).

Memo: Controlling access to a training

During the construction phase, it is preferable not to allow participants to access the training: it is always disappointing for a trainee to discover unfinished or missing elements; he will hardly be motivated to return, even if in the meantime you have time to finalize your production. You can modify the properties of your training, so that it is (temporarily) not available to trainees. A common use is as a first step to close all access to the training (check Training access >> Completely closed and Subscription >> This function is only available to trainers , see screenshot below) during its design period: no access except for the person in charge of the training, no registration possible for other users. Then you can allow entry to the training but not access (leave the box Training access >> Completely Closed selected and click Subscription >> Allowed), and the time required so that each participant is registered. Finally, you can close the registrations and allow access to training only for registered users (click on Training access >> Private Access and Subscription >> This function is only available to trainers , not without having removed the possible intruders as a preliminary by using the functionalities of the tool Users . Some organizations prefer not to use this method and use a centralized administrative registration. In this case, the participants do not have the opportunity to enroll in the training; only the person in charge of the training can give access to them.

Create trainings in batches

According to the same principle as to import users in batches, you can prepare a list of courses to be created in only one operation, in a file CSV. The format of the file is detailed in the screenshot below:

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Chapter 4 : Manage the trainings categories

The general categories allow the trainers to group a set of consistent trainings. These general categories are common to all trainers and managed only by the portal administrator. They are independent of the personal categories that each trainer can create for clearness in his own trainings list.

Add a general category or a subcategory

Click on the link Add a category and then fill in the Category code and Category name , and decide on the authorization to add training in this category. The procedure is identical for the creation of sub-categories, after opening an existing category.

Manage the categories

Icon

The management of categories uses the known icons: Functions Open a category to add / manage subcategories Edit a category Delete a category Rearrange the position of categories

Display categories and subcategories when creating training

When creating training, the trainer has to select a category (possibly a subcategory) to which the training belongs. If sub-categories are defined by the administrator, they will be presented to the trainer as shown below:

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Chapter 5: Register users

Based on a very simple principle, the registration of users to trainings is done by: 1. 2. 3. The discontinuous (Ctrl key down) or continuous (Shift key down) multiple selections of users in the left box The discontinuous (Ctrl" key down) or continuous (Shift key down) multiple selections of training in the right area A click on the button Add to the training(s)

To facilitate the work of selection, you can use (both for the users and for the training) sorting by first letter. You can also carefully create new profile fields (see Part 3, Chapter 6) and authorize the filter of the fields: for example, create a profile field called service in order to be able to isolate all users from the same service on the left list and for whom a particular training is designed.

Subscribe / unsubscribe users in batches

The handlings (subscribe / unsubscribe) of the users may also be facilitated in batches, thanks to a CSV file format which is shown in the screenshot below:

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Training sessions
The Training sessions section of the administration interface allows: To search an existing session To list all the sessions To create a new session To export the sessions

Part 5

Tips and tricks: managing training sessions

Training sessions is a Dokeos administration tool that helps organise groups of learners and associate them to a set of courses. A session can be limited in time and supervised by a coach who will get access to reporting data and interaction tools. Let me take an example. This term, my company registers its new employees in a training session called May 2008 Geneva New Hire Training. The session contains one course called New Hire Training.

At the end of the session, we have the new employees pass an English Language test that decides whether we register them to a Session 2 called September 2008 Geneva Glucose monitoring or to a Session 3 called September 2008 Geneva English as a Second Language.

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Memo: Working with classes or sessions

The platform administrator must make a pedagogical choice: working with classes or sessions. Although classes and sessions are both created by the administrator, there is a fundamental difference between the two functions: A class contains trainees, enrolled by the administrator. The trainer can decide to register trainees and / or classes to his training. A session is a training package (belonging to one or more persons in charge): o gathering trainees o during a specified time o supervised by a sessions administrator who can intervene in the session, X days before the opening of the session and Y days after (the number of days are defined by the administrator) o trainers cannot directly modify the list of courses, start and end dates and the list of participants in a session

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Chapter 1: Search / Training sessions list

In addition to the sessions list, the screen showing search results allows certain actions.

Manage Sessions
Icon Functions Add users to the session (same screen as adding users when creating the session, see Chapter 2) Add training to this session (same screen as adding training when creating the session, see Chapter 2) Edit a session (session name, name of the coach, opening/closing dates of session, access times of the coach) Delete session

66

Chapter 2: Create a session

To create a session, you must define the parameters listed in the memo of Part 5. The steps are illustrated below. Some of the screens shown during the creation of a session are identical to those called during a later modification.

Define the general properties of the session

Enter:

The name of the session, The name of the coach, Start and end dates of session (or check the No time limit box), If required, define access limits for the coach: X days before the beginning of session, Y days afterwards.

Click on the Next Step button.

Add trainings to the session

The left area shows the list of trainings available on the portal, the right area (empty when creating) shows the list of trainings related to the session. Multiple selections are always possible: Ctrl allows a discontinuous multiple selection; Shift allows a continuous multiple selection. Click on the Next Step button.

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Select the participants in the session

On the same principle as for the selection of the training, the left area presents all the users (trainers and trainees) registered on the portal, the right side (empty when creating) shows a list of users registered for the session. If you have defined profile fields used for sorting, then you will be able to facilitate the users' search, using these fields, and sorting by first letter. Finally click on the Finish session creation button.

View / edit the summary of the session created

The final screen lets you view the parameters of the created session.

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Manage settings of the session

Icon

The summary of the session provides access to known functions: Functions Show detailed reporting of training or trainee Edit the general properties of the session, add or withdraw trainings or trainees in the session Delete trainings or trainees from session

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Chapter 3: Create sessions in batches / Export sessions

To create more quickly a set of sessions containing trainings and users, the function of creating in batches is adapted.

Accepted file formats are typically XML and CSV. Example of a XML format:

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Example of a CSV format:

In addition to creating sessions with XML or CSV files, the export of sessions is also possible with the same file extensions. All the sessions can be exported once, or you can choose the session one by one from the sessions list:

Example of an exported XML file:

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Part 6
Classes
The Classes section administration interface allows:

of

the

To search an existing class, To list all classes, To create a new class,

To import a class list (in CSV format), To enroll users in a CSV class, To enroll classes in trainings.

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Chapter 1: Search / Class list

In addition to the list of classes, the screen showing search results allows certain actions.

Manage the classes

The administrative functions of classes are copied to the training sessions: Icon Functions Shows a list of those enrolled in the class, as well as the list of the trainings to which the class is registered Edit the name of the class Removing a class Add / remove users in the class

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Chapter 2: Create / fill a class

The creation and the filling of a class are generally done in the tread. However the filling of a class implies that the users who will be part of it are registered beforehand on the portal.

Create a class

Nothing could be easier A name and a click on the Validate button.

Fill a class

Once the class is created, the list of classes is automatically displayed.

Click on the Add users to a class icon to access a screen showing on the left the list of all those registered on the portal and on the right the list (empty after creation of the class) of those enrolled in the class. Perform user selection and then click on Add to the class .

The same allows also to remove users from the class!

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Chapter 3: Add a class to a training

The logical step following the creation of a class and its filling is its registration to one or more training. The screen for registration is structured in a known way: the list of the classes to be registered on the left, on the right that of the trainings available. The buttons located at the center allow subscribing / unsubscribing of selected classes with one or more trainings.

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Chapter 4: Using CSV files

As for the training, sessions and users, CSV files can be used for:

Importing a list of classes Registering users to a class

Import a list of classes

Example of CSV file for quick import of classes:

Register users to a class

Example of CSV file for quick registration of users to a class:

*** END ***

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