EQ201 EQUELLA Content Administrator Certification Welcome!

EQ201 EQUELLA Content Administrator Certification

Welcome!

Course outlineCourse elements:1. Content Management

– Searching and indexing– Item structure and XML

2. Moderation Workflow3. Bulk Item Management 4. Bulk upload options5. Reports6. User details7. EQUELLA support



EQUELLA Core Principals Review

Native EQUELLA

EQUELLA CertificationEQ101 EQUELLA Core Principles Certification

Integrated EQUELLA

EQU

EQ101 EQUELLA Core Principles Certification

Digital content and EQUELLA

Digital content• Individual files, Multi-file archives, learning objects, remote content

Metadata• Information about contentEQUELLA items• The fundamental EQUELLA entityEQUELLA collections• The storage units that house itemsEQUELLA institutions• The whole repository


EQUELLA item lifecycle


How does EQUELLA work?

Every item that enters the repository is catalogued• Item metadata

Users are provided with suitable permissions to• Search, view, create, manage, administer…

Searches use the item metadata to return results.

Items and their components can then be linked to courses.


Anatomy of an EQUELLA Repository


EQUELLA’s Universe

EQUELLA frees content from the bounds of its repository:• Shared interfaces and metadata standards• Copyright management• Digital rights management

Content can be federated, harvested or linked to or fromexternal sources:• Other EQUELLA institutions• External repositories that implement industry accepted standards

and protocols


Upload, search and consume:Learning content, research, iTunes U, YouTube,

copyright materials

EQUELLA UI LMS – eg. Bb/MoodleCustom ApplicationsPresentation

Layer

ManagementLayer

Rights, Security, Workflow

ConsumeLayer

Integration Agent SOAP Agent

DiscoveryMetadata

Common Uses for EQUELLA

LMS Integration(s)Content tagged to standards and/or taxonomiesImage data baseResearch RepositoryLibrary System IntegrationFederated SearchingDRM/CopyrightCourse/Content ProductionStudent ePortfolioOpen Educational Resources / Open CoursewareAnd more...

Client Stories

A few client stories on how EQUELLA is used at other institutions:

http://www.equella.com/community/client-stories/


EQUELLA Content Management

1

Overview

EQUELLA manages content using the following processes:• Contribution—allow documents and multimedia

material to be imported and created• Search indexing—to catalogue materials to make

them discoverable• User role/privilege assignment—identify all key

users and their roles including content managers• Collection privilege assignment—assign roles and

responsibilities for workflow review processes


Fundamental elements

The management processes are supported in EQUELLA by

•Metadata– Fundamental to contributing and cataloguing EQUELLA items

•Access control lists (ACL) and privileges– Fundamental to the user role and item type management


Contribution

Content management begins with item contribution.

During contribution, information about the item is entered and the attachments are uploaded.

So how do you determine what information to collect?


Information

The information required for managing content depends on the content and how it is to be used:

•Are the items to be shared with other repositories?•Are the items only for internal use?•Are digital rights assigned?


Metadata

The information collected during contribution is in fact metadata and its fundamental purpose is to make content discovery and management easier.

Managing content in large repositories requires organization:Information stored without structure makes it difficult to distinguish what the information is, text could represent a name, description or author.


Metadata schemasOrganization of metadata is controlled by the metadata template called a metadata schema. A metadata schema•Typically comprises a number of elements or nodes arranged in a hierarchy•Provides a structure for information that is copied each time a new item is contributed•Provides a map for EQUELLA to enable it to find or store the required information •Schemas are used in collections, workflows and searching


EQUELLA metadata schemas

EQUELLA provides an editor for creating schemas and places no restrictions on their structure.

This is a program management task.


EQUELLA Metadata schemas


Common schemas

To simplify sharing of content with other repositories standard schemas have been developed, such as:

•IMS—http://www.imsglobal.org/metadata/

•Dublin Core—http://dublincore.org/

Typically, schemas only implement part of these schemas because they are extensive with parts that are not relevant to all organizations.


Metadata and searching

Metadata provides the means for finding EQUELLA content.

Metadata is used to catalogue content using a process called indexing.

The index associates search terms with the location of content in the repository.


EQUELLA searching

EQUELLA provides a range of searches each configured for a specific purpose.

Searches can be accessed:•Directly from EQUELLA•Through an integrated application, such as LearningStudio or Blackboard •Through the Resource Selector or HTML Editor during contribution


EQUELLA indexing

EQUELLA indexing is the process of cataloguing items for searching.

Indexing is controlled by options associated with a schema node•Searchable by Free Text•Index for Power Searches

Selecting either or both options will include the metadata stored in this node in the index so it is available for a suitably configured search.


Schema node indexing


Schema node indexing


EQUELLA Items

The previous section discussed how metadata can be organized and used, this section describes how items are stored.


Contribution

EQUELLA items are created by contribution. During contribution, each item is given a copy of the collection schema and the copy is filled with information from the contribution wizard.

Information is also added by the system, including•A unique identifier called a UUID•Time and date of contribution•Item status


After contribution

EQUELLA creates a URL for the item and stores metadata as a file in the filestore and the attachments in a separate attachments folder.

EQUELLA also updates the system metadata associated with the item.

Some of this information can be found in the item URL.


EQUELLA URLsEQUELLA item URLS comprise the following components:The name of the EQUELLA server (e.g., http://myequella.someplace.edu.au/)

The EQUELLA institution name or code (e.g., learning/)The institution names or codes are created by the organization when

EQUELLA is installed

The unique ID of the item (e.g., items/5b0dbc71-b444-3789-d6e5-dce072993c5e/).

The version number (e.g., 2/)cont’d


EQUELLA URLsFollowing the version number is a long string of characters

beginning with “?” that are EQUELLA application instructions on how to search and display the item, and can be ignored when saving the URL for later use or to email to colleagues.

Thus, the full “useful” EQUELLA URL will look like this:http://myequella.someplace.edu.au/learning/5b0dbc71-b444-

3789-d6e5-dce072993c5e/2/


Viewing the item filestore

EQUELLA items and their attachments can be viewed by inserting a tildé character “~” immediately before the question mark.

An example is http://myequella.someplace.edu.au/learning/5b0dbc71-b444-3789-d6e5-dce072993c5e/2/~?...

Entering this URL into a browser will display the item page providing links to the constituent parts of the item.


Viewing the item filestore

Selecting <XML> displays the item XML document.


Viewing the Item Filestore


The displayed XML will be a combination of•entered metadata and •system generated metadata

System generated XML

The nodes for system generated XML are appended to the item metadata schema and cannot be accessed when editing a schema.

System generated XML contains system related information such as the item ID, the version number, the date of creation or editing, the workflow steps the item has been through, etc.


System generated XMLThis is an example of system generated XML attributes:<item id="7a9204a1-22be-957c-7408-963c1c07bbef" itemdefid="b4c2ddf0-b647-db8b-1e0d-d899d851724a" itemstatus="live" key="30219" version="1">

This is an example of system generated XML elements:<datecreated>2010-01-27T16:49:30+1100</datecreated><datemodified>2010-01-28T11:08:40+1100</datemodified><dateforindex>2010-04-09T09:09:17+1000</dateforindex>


Practical exercises

Using the Item structure and XML exercises sheetparticipants should

•Contribute an item.•Find the item after contribution.•Note the components of the URL. •View the item filestore •View the item and system metadata



EQUELLA Moderation Workflow

2

Access control lists and privileges

Fundamental to the user role and item type management are the security privileges and access control lists (ACL).

Access control lists control every aspect of EQUELLA and how it can be used by users.


Access control lists (ACL)

The ACL defines the items and functionality available to EQUELLA users by granting or revoking privileges.

The ACL provides a hierarchy of inherited privileges enabling•Institution ACL to be applied to all collections, items or users•Collection ACL to be applied to all items in the collection•Item ACL to be applied to specific items•Role ACL to be applied to all users associated with that role•Simple and powerful control over items and users


An EQUELLA ACL


Content management role assignment

To play a role in content management, users must have suitable privileges.

Typically, users are assigned to a suitably configured user group that is then assigned to an EQUELLA role by a system administrator.


Group assignment


Users are put into Groups

Role assignment


Groups are assigned to Roles

Content management roles

Content management is a collaborative processes typically involving the following roles•Creator—responsible for creating or editing content•Editor—responsible for refining content to organizational standards•Publisher—responsible for releasing content for use•Administrator—responsible for managing ACLs for content and users •User—the person who reads or otherwise takes in content after it is published or shared


Role coordination

The interaction between the various content management roles is coordinated by a workflow.

Workflows automatically notify reviewers when a review is required.

Workflows are typically created by a system administrator.


Workflow overview

Workflows are associated with a collection and can be a simple one-step review or complex multi-step editorial and technical reviews that contain multiple publication paths.

Items contributed to a collection with a workflow will enter the workflow when•The item is contributed •A new version of the item created•The item moves to a Review state after the designated period has elapsed


Item StatesItem states indicate an item’s progress through the workflow•Items have the status Moderating after entering the workflow for the first time

•Other status displayed are Rejected and Review

•Other moderation states displayed in the moderation history are Assigned, Accepted (Live), May moderate, Must moderate, Asked to Moderate, Unassigned, Notifications.


Workflow messages

EQUELLA notifies moderators when items require review by displaying a message on their Home Page Task List or in the notifications section of the navigation bar.

Email reminders can also be sent to moderators when items are not reviewed within a defined period.


Task List messages

Tasks assigned to me—displayed when you must moderate an item.

• Items in this group are classified as Asked to Moderate on the Tasks page item filter.

Tasks assigned to others—displayed to review group members when the X items have been assigned reviewers.

• Items in this group are classified as May Moderate on the Tasks page item filter.


Task List messages

Unassigned Tasks—displayed to review group members when the X items have not been assigned to reviewers.

• Items in this group are classified as Unassigned on the Tasks page item filter.

Must moderate—displayed when you must moderate an item.

• Items in this group are classified as Must Moderate on the Tasks page item filter.


Task List messages

Items that were rejected—displayed to item contributors when the X items have been rejected by a reviewer.

• Items in this group are classified as Rejected on the Tasks page item filter.

Items that went into review—displayed to item contributors when the X items re-enter a workflow to be checked for currency.

• Items in this group are classified as Review on the Tasks page item filter.


Workflows

Workflows can be•very simple•extremely complex


Performing workflow tasks

Clicking on a Task group in the Task List displays the list of all items in that list. The list can be sorted and filtered to select specific items.

On the right, amid the filters, there is a keyword input window.

Following this is a filter by Collection.

Selecting a Collection results in the display of a workflow step filter.Finally there is an item filter by Status.

Filters can be used individually or in combination, and the results sorted by date, rank, rating or title.


Moderating an Item

When the Moderate button to the right of an item is clicked, the Tasks page is displayed.

Above the action buttons at the bottom of the page is a link: Show Moderation Progress.


Advanced functions

When the Moderate action is selected for a given item, a number of action buttons are displayed at the top of the page.

Reject, Approve, Prev & Next

Also: Edit resource, View summary, View metadata

If an item is Rejected, it can return to a previous workflow step or can be returned to the original contributor (setup in workflow).


Advanced functions - RejectThe moderator will be asked to confirm the rejection by clicking the Confirm rejection button. Items which are rejected must be accompanied by comments.

Comments are displayed to moderators, the original owner (if the item is rejected back to them), and in the Item history.

Item owners, when an item has been rejected, will see a Redraft under Actions. Redrafted items are returned to moderation workflow.


Advanced functions - Accept

It can also be Accepted – this makes it live and removes it from workflow.

Comments can be added by selecting the Comments button.


Workflow steps

Workflow steps are the places in a workflow tree where, when reached by an item, moderation occurs. To see which step has been reached by an item, find the item and go to the Moderation History.

Information similar to that on the following slide will be displayed.

NOTE: steps and their names are created when a workflow is designed.


Workflow steps


Workflow ReportsEQUELLA has two default workflow reports:

• Items in Moderation• Items in Moderation for more than 2 weeks

The second is a subset of the first. Each lists the item name, the date and time the item first went into moderation, and the item version.

The item names listed in the reports are hotlinks – clicking on these takes the user to the item’s summary page. (NOTE: The link does NOT go to the moderation page.)


Workflow exercises

Using the Moderation workflow exercises sheetparticipants should

•Contribute an item.•Perform a workflow step that accepts the item.•Perform a workflow step that rejects the item.•Redraft an item.



EQUELLA Bulk Item Management

3

Bulk Item Management

This section of the course describes various functions that can be performed on multiple EQUELLA items.


OverviewBulk item management is used to•change the status of one or more items in one or more

collections •clone items•move items to new collections•assign new ownership to items

These actions are only available to users with appropriate privileges, such as EQUELLA content administrators.


Bulk management operationsBulk management operations can be performed on the Manage Resources Navigation Link

Actions that can be carried out includeArchive – changes a Live status to ArchiveMake live – sets the Archive item status back to Live

Re-draft – make changes to item in workflow and re-submit to moderationSubmit for moderation – submit items for moderation


Bulk management operations

Reset Workflow – restarts the Moderation WorkflowReview - puts an item back into a Moderation Workflow and sets the item status to ReviewChange Owner - allows the item owner to be changed to another EQUELLA login usernameClone - allows an item to be duplicated without saving the history of the parent itemMove - allows an item to be moved to a new Collection


Bulk management operations

Delete – removes items from the repository and sets the item status to DeletedRestore - sets the Deleted item status back to LivePurge – permanently removes Deleted itemsIt is irreversible. Purged items cannot be recovered – they and their index entries are completely removed from the database

Suspend – removes items from the repository and sets the item status to SuspendedResume – restores item from suspended state


Group by item status The filter menu in Bulk Management lists groups of items by like status. Options currently available include•All: (active items)•Draft•Live ( “published” items)•Rejected•Moderating (includes items flagged for Review)•Archived•Suspended•Deleted•Review•Personal


Selecting combinations of items

• Limit by Collection• Limit by item owner• Limit by last modified date (a date range can be

selected, or just a single date, as required)

One or more of these filters can be used together to reduce the number of items retrieved from the EQUELLA database.


How to select via item metadata and XML nodesIf a specific collection is selected, a new filter will appear: “Edit query.”

This filter allows a user to generate queries against the database using schema nodes, plus data values possibly stored in the selected node.


How to select via item metadata and XML nodes

“Where” statements are generated as a result of this filter.

For example, where /xml/item/lom/technical/format <> “video”

This filter can be used on its own or along with one or more of these filters, in order to reduce the number of items retrieved from the EQUELLA database.


Practical exercises

Participants should work through the exercises provided on the EQ201 Bulk Management exercises sheet.



EQUELLA Bulk upload options

4

EQUELLA Bulk Importer and other upload options

This section describes how data can be imported into EQUELLA


OverviewEQUELLA items can be individually created via the contribution wizard and they can be bulk uploaded from, for example, legacy databases.

The three options for bulk loading data into EQUELLA include•EBI (EQUELLA Bulk Importer), which is available to users from the EQUELLA Community Site upon request

•A Java import utility•Custom programming by a consultant to client specifications


What is EBI?

The EBI (EQUELLA Bulk Importer) creates EQUELLA items from data contained in a csv file. It is accompanied by a comprehensive user manual.

It can also read and import attachments – either files or URLs, including multiple attachments for the same item.

EBI is configured via a GUI that allows the user to configure how EQUELLA uses the CSV file.


EBI


CSV file

The spreadsheet (csv file) must comprise a minimum of two rows:

•The first row contains the XML paths where data is to be stored;

•The second (and subsequent) row/s contains the values to be stored.


CSV file


Imported Items


Java utilities

There are two utilities that allow items, or items plus attachments, to be exported and imported:

Export tool - exports records from a collection as XML files plus linked attachments. The original items and attachments remain in the original collection.

Import tool - reloads exports into another EQUELLA collection – perhaps on a different server – as long as both schemas match.

Available from EQUELLA Client Support


Custom programmingCustom programming gives an organization or institution great flexibility in exporting and importing data from legacy systems to EQUELLA.

Python (an open source computer language) is the preferred scripting language for these activities.

Python uses API calls which can manipulate existing EQUELLA XML or create and upload new XML.

Python scripts can also be used to upload attachments.



EQUELLA Reports

5

Reports

This section describes the reports that are available in EQUELLA, how they are run, and how they are created.


Standard Reports

EQUELLA is installed with a set of default reports (this may vary depending which version is implemented at your site). These include:

•Items in moderation for more than 2 weeks•Items in moderation•Items rejected through workflow report•URL checker report•Users Report•Weekly usage


Customized Reports

New reports can be created by using the BIRT report designer, downloadable from the EQUELLA support site.

Using BIRT requires specialist training - prior experience with SQL is an absolute requirement for generating reports with the Report Designer. Alternatively, EQUELLA can be commissioned to create or modify reports according to client specifications.


How to Run ReportsReports can be run by users with the appropriate EQUELLA permissions.

(NOTE: reports should not be run during peak times, since generating large reports may impact on system performance.)

Available reports are listed in the EQUELLA Reports navigation button.


How to Run ReportsTo run a report, select it from the Report list and OK to confirm to display the report.

The default report format is HTML.

Select PDF from the drop-down list to display the report as a PDF document ready for printing.

You can also export as an Excel file.


Parameterized Reports

Parameterized reports are those that require a user to input variables such as date ranges.

Parameters are used to filter results, and thus restrict the number of items that match the criteria used in the report.

Parameters can also be used to allow one report to pass parameters to another report.

When reports are run that use parameters, a wizard prompts the user for the required input values.


Drilling Down Through Reports

Some reports allow users to generate further reports or get more information about an item listed in the report.

For example, the Top Search Queries report lists the most popular items for the past number of days (the number is a parameter passed into the report by the user when it is run).

This report lists search terms and the number of hits per item; clicking on an item link displays the item username and date in a new browser window.


Practical Exercises

Participants should work through the exercises provided on the EQ201 Report exercises sheet.



User Details/Profile

6

Edit User


OverviewUsers can:•Edit username and email details•Change password •Set the frequency of workflow notifications•Hide the login notice•Select to be notified about collection changes•Change preferred language displayed•Select a time zone for display dates


Practical Exercises

Participants should work through the exercises provided on the EQ201 User Profile exercises sheet.



EQUELLA Support

7

EQUELLA Certification EQXXX102

User level support

Typically, this support is provided by a local support team led by the system administrator.

Contact your local support team as the first step to resolving user issues.

EQUELLA Certification EQXXX103

Institution level support

Direct access to EQUELLA supportTypically, this support is restricted to system administrators.

Contact [email protected] to obtain log in details to the EQUELLA Support Site.

Support Site: http://support.equella.com

What’s available from Support?

EQUELLA support provides:•EQUELLA Documentation (by version)•Knowledgebase & RSS feed•Open support tickets (or via email)•Track open tickets•EQUELLA Installer and upgrades•Internationalization packs•Sample reports•Miscellaneous Tools•Access to consultants

EQUELLA Certification EQXXX

EQUELLA Consultants

Consultants offer at-cost services, including

•Customized scripting•Integration enhancements•Transformation templates•Security configuration•Bulk importing of items and user records from legacy systems


User community forum

The International User Community forum is designed to facilitate interaction amongst the EQUELLA client community.

Register at the community site: http://www.equellacommunity.com


Further training courses

EQUELLA provides the following training courses:• EQ101 – Core Principles Certification• EQ201 – Content Administrator Certification• EQ301 – Application Administrator Certification• EQ302 – Advanced Application Administrator Certification• EQ401 – System Administrator Certification


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