MindflashUserGuidev1_6

Mindflash Basic and Advanced Features User Guide

Version 1.6

June 23, 2009

2 Copyright 2009 Mindflash Technologies. All rights reserved. Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, for any purposes without the express written permission of Mindflash Technologies.

This document is provided for information only. Mindflash Technologies makes no warranties of any kind regarding the Mindflash product. Mindflash software is the exclusive property of Mindflash and is protected by United States and International copyright laws. Use of the software is subject to terms and conditions set out in the accompanying license agreement.

3Table of Contents

1.0 BASIC FUNCTIONS PAGE

1.1 Creating and Publishing an Online Course ..................................................... 5

1.2 Creating and Grading Quizzes ............................................................................ 11

1.3 Managing Users ........................................................................................................ 18

1.4 Customizing Your E-Learning Portal ................................................................. 28

1.5 Customizing Registration Forms ........................................................................ 35

2.0 ADVANCED FUNCTIONS

2.1 Adding Content with Audio, Video, Screen Recordings ............................. 40

2.2 Creating a Mindflash Series .................................................................................. 47

2.3 Creating and Sending Email Invitations .......................................................... 50

2.4 Creating Offline Classroom Courses .................................................................. 55

2.5 Setting User Permissions ....................................................................................... 61

2.6 Creating and Customizing Sidebars .................................................................. 64

2.7 Adding Miscellaneous Files for Learner Resources ...................................... 70

2.8 Using Citrix GoToMeeting or Other Web Conferencing Solutions .... 73

4Mindflash Basic Features

51.1: Creating and Publishing an Online CourseMindflash makes it easy to create and publish online training courses from your existing training files.

Once you upload your files to Mindflash, you can add a quiz, provide certificates of completion, set time

and passing requirements, and much more. And once youre ready to offer your course online, you simply

publish the course to your Mindflash E-Learning portal.

The Section Covers:

Uploading Content

Setting Course Properties

Previewing a Course

Publishing a Course to a Catalog

Creating and Publishing an Online Course

SECTION 1.1

6A. UPLOADING CONTENT Adding content to Mindflash is the first step to creating a Course. You can upload files like PowerPoint,

Word, Adobe Acrobat, and more. For instructions on uploading more complex content, such as Capti-

vate and other screen recording files, see Section 2.1 Adding Content with Audio, Video,

Screen Recordings.

To upload content:

1. Log in to the Administrator Portal and click the Content tab.Your Catalog, Register, Template, and Public Sidebar pages will appear.

2. Click the ADD COURSE button.The Add Course tab will appear along with the Create New dialog box.

3. Select the Online Course item.A new Course will be created in the Course Editor tab.

74. Click the placeholder text (Blank_1) beneath the course viewerThe line will be highlighted and an Insert drop-down menu will appear.

5. Click the Insert drop-down menu.The menu items will appear.

6. Select the File From My Computer item.The File Upload window will appear.

7. Navigate to and select the file to upload and click the OPEN button.The File Upload window will close automatically and the file will begin uploading/converting; when conversion is complete, each item will appear and be selected in the file list.

Note: See Section 2.1: Adding Content with Audio, Video, Screen Recordings for instructions on uploading and inserting Adobe Captivate, Presenter (Breeze), Articulate, Camtasia, and PowerPoint with Audio (using ZIP) files.

8. Click the INSERT button.The Course tab will appear with the content added to the Course.

Note: The Slide name can be edited by clicking the Slide name and typing over the existing name.

9. (Optional) Repeat Steps 4-9 as needed to add more content to the Course.

Note: To add a Quiz or Survey, see Section 1.2: Creating and Grading Quizzes.

8B. SETTING COURSE PROPERTIES By editing the Course Properties, you can customize many aspects of your Course such as Course Title,

passing requirements, time requirements, and more.

To set Course Properties:

1. From the Content tab, click the name of the Course you want to publish.

2. Click the down arrow beside Course Properties.The menu will expand revealing Course level settings, including:

Course Name: as it will appear in a Catalog

Description: as it will appear in a Catalog

Learner Re-Enroll: All Learners to re-take a course after completion

Certificate: specify whether a Course Certificate is available

Time Requirements: specify maximum time limits for Quizzes and/or Courses

3. Set Course Properties as needed.

4. Click the SAVE button. A Save As dialogue box will appear.

5. (Optional) Enter a name for the Course.

6. Click the SAVE button.A confirmation dialog box will appear.

9C. PREVIEWING A COURSE Before publishing your course, its a good idea to review how it will appear in your E-Learning portal.

To preview a Course:

1. From the Content tab, click the name of the Course to you want to preview.The Course will appear in a new tab.

2. Click the PREVIEW button.The Course preview will appear in a new window or tab.

3. Click the START COURSE button. The Course preview will run with links disabled.

4. End the Course preview by closing the tab or windowYou will return to the Administrator Portal.

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D. PUBLISHING A COURSE TO A CATALOG Once youve confirmed that your Course is ready to be made available to Learners, you can publish it

to your catalog. This will cause the Course to appear on your E-Learning portal and enable Learners to

begin taking the course.

To publish a Course:

1. From the Content tab, click the name of the Course you want to publish.The Course will appear in a new tab.

2. Click the Publish To drop-down menu.The menu will expand to reveal existing Catalogs and provide the option to create a New Catalog.

Note: If you have changed the name of the default Catalog, the new name will be reflected.

3. Select the desired Catalog.The Catalog tab will open with the Course inserted into the Catalog.

4. Click the SAVE button.A Save As confirmation dialog box will appear.

5. (Optional) Assign a name to the Catalog.

Note: Refer to Section 1.3: Customizing Your E-Learning Portal for instructions on making changes to the Catalog.

6. Click the SAVE button.A Save Confirmation dialog box will appear.

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1.2 Creating and Grading QuizzesQuizzes and Surveys are valuable tools to track user progress and ensure that your training materials are

grasped and retained. You can easily create Quizzes and Surveys within Mindflash, selecting from 8 different

question types.

This Section Covers:

Creating a Quiz

Grading Short Answer Quiz Questions

Creating and Grading QuizzesSECTION 1.2

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A. ADDING A QUIZ OR SURVEY TO YOUR COURSE

1. From the Content tab, click the name of the Course to which you want to add a quiz.The Course will appear in a new tab.

2. Click the slide that the Quiz should follow.The slide will become bold and an Insert drop-down menu will appear.

3. Click the Insert drop-down menu.The menu will expand with four items.

4. Select the New Quiz item.A Quiz will load in the top portion of the screen with an Insert drop-down menu.

5. Click the Insert drop-down menu.The question types available for a Quiz will appear.

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6. Select a question type.The question will be added to the Quiz.

7. Type over the placeholder text in the Question field (Item 1 in Figure 1.1c).

Figure 1.1c

8. Type over the placeholder text in the Answer fields (Item 2 in Figure 1.1c).a. For True/False, Multiple Choice, Multiple Choice Grid, and Multiple Response

questions, click the Radio button beside the correct answer(s).

Note: To activate the Feedback feature, refer to Step 10.

9. (Optional) To insert additional questions, click an existing Quiz question and repeat steps 5-8 above.

10. Click the Down Arrow next to Slide Properties in the Quiz Properties dialog box. The menu will expand and display options.

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Randomize Choice Position (Never, Before Each Attempt,

First Attempt Only)

Randomize Question Position (Never, Before Each At-tempt, First Attempt Only)

Show Feedback (Never, After Every Attempt, After Last Attempt)

Show Score (Never, After Every Attempt, After Last At-tempt)

Show Solution (Never, After Every Attempt, After Last Attempt)

Quiz Display Properties: o Opacity: Affects the semi-transparent overlay

behind questions

o Text Color: Affects question and answer texto Background Color: Affects the background color (if

no image is used)

o Upload Background Image: Replace the default image (green PNG) image; if no image is selected background color appears

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B. GRADING SHORT ANSWER QUIZ QUESTIONS If you have a Quiz with a short answer question, you will need to grade these questions in order for the

Course to be marked as Compeleted.

To grade short answer quiz questions:

1. Log in to the Administration Portal and click the Manage Users Tab.Your list of users will appear.

Note: You must clear all previous searches, sorts, and filters

2. Click the Display drop-down menu and select Online Course Stats (Item 1 in Figure 1.2a).

Figure 1.2a

3. Select BREAK OUT BY: QUIZZES radio button (Item 2 in Figure 1.2a).

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4. Click the DONE button.

5. Click the RUN REPORT button.A list of online courses with Quizzes will appear, with Quiz details displayed.

6. Click the check box next to the Course name.The Learners enrolled in each of the Courses will appear.

7. Click the GRADE button. The Grade tab will appear with all relevant Learners.

8. In the Item to Grade drop-down menu, choose the Quiz you want to grade and click the DONE button. The Quiz to be graded will appear.

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9. Enter a score for the Learners in the Score field (Item 1 in Figure 1.2d).

Note: Pass or Fail is based on the Passing Score set in the Offline Course Properties.

10. Click the SUBMIT GRADE button (Item 2 in Figure 1.2d). The result will be submitted and the grade will appear in the Quiz results window.

11. (Optional) If there are additional Learners to grade, click the NEXT LEARNER button and repeat steps 9-10 above.

Figure 1.2d

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1.3 Managing UsersNo matter what size your online training program is, its important to be able to quickly add and manage

your users. Mindflash offers a variety of tools to ensure that user management is simple.


Adding a Single User

Adding Multiple Users with Miscrosoft Excel

Filtering Users

Dropping and Editing Users

Managing UsersSECTION 1.3

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ADDING A SINGLE USER To add a single User:

1. Log in to the Administrator Portal and click the Manage Users tab.A list of any existing Users will appear.

2. Click the ADD button.A new Add Users tab will appear.

3. Click the ADD USER button.A blank User Information form will appear.

4. Complete User Information form.

5. Click the PREVIEW USER button.The new User profile will appear.

6. Click the ADD USER button.A Success confirmation dialog box will appear.

Note: To make any changes to the User Information, click the BACK button.

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ADDING MULTIPLE USERS To add a multiple Users with Microsoft Excel:

1. Log in to the Administrator Portal and click the Manage Users tab.A list of any existing Users will appear.

2. Click the ADD button.The Add Users tab will appear.

3. Click the UPLOAD LEARNERS FROM EXCEL button.A File Upload window will appear.

4. Navigate to the Excel spreadsheet to upload and click the OPEN button.The Browse window will close and the Excel spreadsheet will upload; the Match Fields screen will also appear.

Note: Excel Spreadsheets must be in .XLS format.

5. (Optional) Click the Select Sheet drop-down item to select the appropriate Excel Sheet (Item 1 in Figure 1.3b).

Note: This is only necessary if you have multiple sheets within your Excel file

6. Match available Mindflash fields to your Excel file fields with the drop-down boxes (Item 2 in Figure 1.3b).

Note: You also have the option to map any custom fields added via the Profile Editor by clicking the Add New Field drop-down.

Figure 1.3b

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7. Click the PREVIEW UPLOAD button.The Select Unique Field screen will appear.

Note: the Select Unique Field screen enables you to ensure that you do not upload duplicate users.

8. Click the Match By drop-down menu and select the criteria Mindflash will use to match existing users with the new users to be imported. The Preview Users screen will appear, listing any duplicate Users.

9. Click the CONFIRM CHANGES button to accept the import.The users will be added and you will return to the Add User tab.

10. Repeat as necessary.

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FILTERING MINDFLASH USERS

The Mindflash filtering system enables you to define and filter Users by any unique characteristic

you define.

To filter Users:

1. Log in to the Administrator Portal and click the Manage Users tab.A series of drop-down menus (filters) will appear along with a list of any existing Users.

2. Click the Display drop-down menu (Item 1 in Figure 1.3d).The drop-down menu will open with display options available for reports.

Figure 1.3d

3. Select the Display option you want to view (Item 2 in Figure 1.3d).The Display option will expand to display the Break Out By options for that item.

4. Click the appropriate radio button to select how the statistics should be organized (Item 3 in Figure 1.3d).

5. Click the DONE button.The Display drop-down menu will close.

6. Click the RUN REPORT button.The results of the change will be displayed in the body of the page.

Note: Filters do not automatically reset after generating and running reports. Refer to Resetting Filters below for additional information.

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FILTERING USERS BY REGISTRATION INFORMATION You can view your users by the information they provided when registering on your E-Learning portal,

including any custom questions you have added to your forms.

To filter Users by registration information:

1. From the Manage Users tab, click the Filter by Registration Information drop-down menu (Item 1 in Figure 1.3f).The menu will open to display any custom registration fields created. If no custom fields have been created, there will not be any contents in the drop-down menu.

Figure 1.3f

2. Click the registration field to which the filter should be applied (Item 2 in Figure 1.3f).The field will expand to show the answer options.

3. Check any additional options to be included in the filter (Item 3 in Figure 1.3f).This filter will separate Learners by options chosen during registration.

Note: To create a custom registration form, see Section 1.5: Creating Custom Registration Forms

4. Click the DONE button.The Filter By drop-down menu will close.


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FILTERING USERS BY ACTIONS COMPLETED You can group users by the actions theyve completed in Mindflash such as course enrollment, courses

passed and failed, and login history.

To filter Users by actions completed:

1. From the Manage Users tab, click the Filter by drop-down menu (Item 1 in Figure 1.3g).The menu will open to display possible actions completed by Learners.

Figure 1.3g

2. Click the desired action by which to filter (Item 2 in Figure 1.3g).If additional options are available, the menu will expand further to display them.

3. (Optional) Check any additional options to be included in the filter (Item 3 in Figure 1.3g).


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The Filter By drop-down menu will close.


FILTERING USERS BY TIME RANGE If youve chosen to filter users by actions completed, you can further limit your results by specifying a

time range to search within.

To filter Users by time range:

1. From the Manage Users tab, click the Time Range drop-down menu (Item 1 in Figure 1.3h).The menu will open to display date-range options.

2. Select either a fixed time or set a custom date range (Item 2 in Figure 1.3h).

3. Click the DONE button.The Time Range drop-down menu will close.

Figure 1.3h

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To generate a report displaying Course completion data for Learners who:

took an online Course

are located in the Pacific Time Zone

and have completed the Course in the past month

Choose these settings:

1. Set the Display drop-down menu to Learner Stats; set the Break out by to Online Courses.

2. The Filter by: drop-down menus are not required.

3. Set the Time Range: drop-down menu to Last Month.

4. Filter by All Users

EXA

MP

LE

To generate a report displaying all Learners who:

are currently occupying a seat

Choose these settings:

1. Set the Display drop-down menu to Learner Stats

2. The Filter by: drop-down menus are not required.

3. Set the Time Range: drop-down menu to Any Time.

4. Filter by All Users in Seats

5. Click the RUN REPORT button.

EXA

MP

LE

Note: To quickly filter by Users in Seats, click the Account tab and view the Current Seats in Use: line item

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RESETTING FILTERS

Filters retain settings for the most recently generated report. You must restore the Manage Users page to

the original view and see all Learners

To reset filters:

1. Display Filter: Choose Learner Details

2. Filter by Registrations Info Filter: Click the ellipsis at the top of the filter options ()

3. Filter by... Filter: Choose None

4. Time Range Filter: Choose Any Time

5. Filter by All Users

6. Click the RUN REPORT button

DROPPING AND EDITING USERS

To take action on the list of Learners that you have generated using the filters:

1. Place a checkmark next to each Learner, and then click the appropriate button at the top of the list.Depending on the action, either a confirmation dialog will appear or a tab requiring further selections will open on the right.

Note: See Section 2.5: Creating Offline Classroom Coures for grading instructions.

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1.4: Customizing Your E-Learning Portal Your E-Learning Portal is the face of your Online Training program. Learners will visit your E-Learning portal

to take courses, see grades, and more. Mindflash makes it easy to customize your E-Learning portal to

ensure that the look and feel matches your company identitiy. All pages can be edited using HTML and/or

text; you can also easily add images and links. By default, you will have a Register Page, a Catalog Page, and a

Public Sidebar; additional Web Pages can be added to your E-Learning Portal as necessary.


Adding a Logo to E-Learning Portal Page Headers

Editing the Name in E-Learning Portal Page Headers

Changing the Background Colors in E-Learning Portal Page

Setting Header Properties

Changing Catalog Properties

Previewing Changes

Customizing Your

E-Learning Portal

SECTION 1.4

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ADDING A LOGO TO ELEARNING PORTAL PAGE HEADERS You can customize your E-Learning portal by adding your companys logo to the page header. This

header appears on all site pages.

To add a logo to your portal header:


2. Click the Template link. The Template tab will open.

3. Click the Bulleted List icon within the Insert Image area.The File List tab will open.

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4. Click the UPLOAD button.The Browse Files window will open.

Note: Logo files must be in JPEG format; the maximum dimensions are 150 pixels (high) by 686 pixels (wide).

5. Browse to the JPEG image you want to upload and click the OPEN button.Once uploaded, the image will appear in the File List with a checkmark next to it.

6. Click the INSERT button.The image will appear in the template on the Template tab.


8. (Optional) Assign a name to the template.

Note: Keep template as part of the name for easy location and access at a later time.


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CHANGING THE BACKGROUND COLOR OF YOUR ELEARNING PORTAL Mindflash offers several colors for your E-Learning portal. These colors affect several aspects of your

portal such as backgrounds and drop shadows.

To change the background color of your E-Learning portal:

1. From the Template tab, select a color from the Color drop-down menu.The Template background will reflect your color selection.

2. Click the SAVE button.A Save confirmation dialogue box will appear.


Note: It is recommended that you include template as part of any name you assign, this will allow for easy location and access in the future.


32

SETTING HEADER PROPERTIES Your Mindflash E-Learning portal header contains several components that can be customized per your

needs. These components include: Company Logo, Logo Text, Login Box, and Link to Cart.

To set header properties:

1. From the Template tab, select/deselect the corresponding check boxes in the Header Properties section



Note: It is recommended that you include template as part of any name you assign, this will allow for easy location and access in the future


Logo: Header image (if added)

Logo Text: Portal Name (uncheck to hide)

Login Box: Allows Learners to Login

Link to Cart: For use if youre selling courses

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CUSTOMIZING CATALOG PROPERTIES Your catalog page provides Learners with a complete list of courses available from your E-Learning

portal. You can adjust various properties of the catalog to best suit your Learners needs.

To customize Catalog properties:

1. From the Content tab, click the Catalog link.The Catalog tab will open.

2. Click the text to select the Catalog field (Item 1 in Figure 1.4h).The field will be highlighted and an Insert drop-down menu will appear; the Catalog elements will also appear.

Figure1.4h

3. Select/deselect the items you wish to add/remove (Item 2 in Figure 1.3h):

Columns: Description, Price

Actions: Add to Cart, Enroll Now

Buttons: Cart Button, Access Code

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5. (Optional) Assign a name to the template. Note: It is recommended that you include template as part of any name you assign, this will allow for easy

location and access in the future.


Note: You can always preview your changes by opening a new browser window and navigate to you e-learning portal

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1.5: Customizing Registration FormsMindflash Registration forms enable Learners to register for Courses on your E-Learning Portal. You can

customize these forms to collect any specific information you may need about your Learners.

To customize Registration forms:


2. Click the Register link. The Register tab will appear.

3. Click the last registration field on the page.An Insert drop-down will appear.

4. Click the INSERT drop-down.A list of available Registration form fields will appear.

5. Select the type of field to add.The selected field type will be added to the Registration form.

Customizing Registration Forms

SECTION 1.5

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6. Edit the Field and Answer text:

A. FOR MULTIPLE CHOICE DROP-DOWN QUESTIONS:

i. Type over the placeholder text (Drop Down) in the Form Label text field (Item 1 in figure 1.5b).

Figure 1.5b

ii. Click the drop-down menu and click the ADD NEW button (Item 2 in figure 1.5b). A new field with placeholder text (New) will appear.

iii. Type over the placeholder text (New) with an option you would like presented to the Learner (Item 3 in figure 1.5b).

iv. Repeat as needed.

v. Click the SAVE button. A Save As dialogue box will appear.

vi. (Optional) Enter the name for your registration form. This name will not be visible to Learners.

vii. Click the SAVE button. A Save confirmation dialogue box will appear.

B. FOR TEXT BOX QUESTIONS:

i. Type over the placeholder text (Text) in the Form Label text field.

ii. Click the SAVE button. A Save As dialogue box will appear.

iii. (Optional) Enter the name for your registration form

iv. Click the SAVE button. A Save confirmation dialogue box will appear.

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C. FOR MULTIPLE CHOICE, RADIO BUTTON, OR CHECK BOX:

Note: Radio Button Questions allow only one answer; Multiple Response Questions allow multiple answers.

Figure 1.5c

i. Edit the Question label by typing over the placeholder text (Item 1 in figure 1.5c).

ii. Edit the Answers/Options by typing over the placeholder text (Item 2 in figure 1.5c).

iii. Click the SAVE button. A Save As dialogue box will appear.

iv. (Optional) Enter the name for your registration form.

v. Click the SAVE button. A Save confirmation dialogue box will appear.

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EDITING THE LOGO TEXT IN YOUR E-LEARNING PORTAL PAGE HEADERS You can further customize your E-Learning portal by editing the Logo Text that appears beneath the

header. By default, the name is populated with the company name provided during registration.

To edit the logo text in your E-Learning portal name:

1. From the Template tab, click the text area below your header image

2. Type over the existing text with your new portal name or delete the existing text to have no E-Learning Portal name appear.



Note: It is recommended that you include template as part of any name you assign, this will allow for easy location and access in the future.


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Mindflash Advanced Features

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2.1: Adding Content with Audio, Video, Screen RecordingsMindflash allows you to upload multiple files in one easy step. This makes it a snap to upload content

created with popular authoring tools such as Adobe Captivate, Adobe Presenter, Articulate, PowerPoint with

embedded audio or video, or Techsmith Camtasia.

This section covers:

Compressing Files

Uploading Compressed Files to Mindflash

Inserting Various File Types into Courses

Note: Mindflash does not currently support SCORM or AICC content or standards used to communicate progress, answers, and scores in many authoring tools. To test your Learners, see Section1.2: Creating and Grading Quizzes.

Adding Content with Audio, Video Screen Recordings

SECTION 2.1

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COMPRESSING FILES (USING ZIP WITH MICROSOFT WINDOWS XP OR LATER) Microsoft Windows XP (and later versions of Windows) allows you to compress files to reduce size and

improve organization.

To compress files with Windows XP or greater:

1. Identify all of the files to be uploaded into Mindflash and place them into a single folder in your computers file structure.

2. Right-click the folder containing your files, select Send To, then Compressed (zipped) Folder.

Note: You may also upload images or otherresource materials using ZIP. Refer to Section 1.1 Creating a Course for more information.

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UPLOADING COMPRESSED FILES TO MINDFLASH Once you have compressed your files, they can be quickly uploaded into Mindflash for use in courses.

To upload compressed files:


2. Click the name of the Course to which you will be adding files. The Course Editor will appear.

3. Click the INSERT drop-down menu and select the Browse File Directory item.The File List tab will open.

4. Click the UPLOAD button.The File Upload window will open, allowing to you navigate to the ZIP file you wish to add.

5. Select the ZIP file to upload and click the OPEN button.The Browse window will close automatically; the file will begin the upload and conversion process.

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INSERTING VARIOUS FILE TYPES INTO COURSES

Note: Once you have uploaded the ZIP file(s), follow the instructions below to insert the content into the Course. These instructions are specific to the authoring software.

UPLOADING ADOBE CAPTIVATE CONTENT:

a. Follow Steps 1 6 for Uploading Compressed Files to Mindflash

b. Ensure that only the main program file (with the .SWF extension) is selected in the File List. (See Figure 2.1b)

Figure 2.1b

c. Click the INSERT button.

The Course tab will appear with the single file added into the course.

UPLOADING ADOBE PRESENTER (BREEZE) CONTENT:



c. Click the INSERT button. The Course tab will appear with the single file added into the course.

UPLOADING ARTICULATE CONTENT:



c. Click the INSERT button. The Course tab will appear with the single file added into the course.

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UPLOADING POWERPOINT FILES THAT INCLUDE AUDIO AND/OR VIDEO

Microsoft PowerPoint uses two methods for creating a presentation with audio and/or

video: embedded or linked.

To upload compressed files:

A. DETERMINE IF THE AUDIO/VIDEO FILES ARE EMBEDDED OR LINKED:

Note: For more information on Linked and Embedded files, visit Microsoft Office Online at:http://office.microsoft.com/en-us/powerpoint/HA010348231033.aspx

i. An embedded file is created in a separate folder, then inserted into the PowerPoint presentation, becoming part of that presentation.

If the audio/video files are embedded:

(1) Upload the PowerPoint presentation directly into Mindflash. The audio and video files will automatically upload and play in Mindflash.

ii. A linked audio/video file is created and stored in a separate folder, with the folder linked to the presentation.

If the audio and video files are linked:

(1) Determine the folder location (see Figure 2.1c)

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Figure 2.1c PowerPoint Slideshow Record narration dialog window view showing the location of linked audio files..

(2) Follow Steps 1 6 for Uploading Compressed Files to Mindflash, be sure to include the PowerPoint and the linked audio or video files.

(3) Ensure that all slides are selected in the File List. The audio files will be associated with the slides in the File List.

(4) Insert each of the PowerPoint slides into the Course.

Note: If you do not upload the linked audio files in the same ZIP as the PowerPoint, Mindflash will place an UPLOAD button next to each audio file that is missing. You can upload each audio file individually or go back to your files on your computer, and ZIP them together and re-upload them.

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UPLOADING TECHSMITH CAMTASIA STUDIO CONTENT

(1) Follow Steps 1 6 for Uploading Compressed Files to Mindflash Depending on the types of files in the ZIP, Mindflash may check the box next to each file immediately after uploading and converting.

(2) You must deselect all files except for the main program file with a .SWF extension. (This file will have the same name as the ZIP, but with a .swf extension). Depending on the types of files in the ZIP, Mindflash may check the box next to each file immediately after uploading and converting.

(3) Click the INSERT button.

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2.2: Creating a Mindflash Series A Mindflash Series enables you to join short courses into longer courses, or break down long courses into

shorter segments. A Series also provides you with the option to require Learners to complete courses in a

specified sequence, or allows them to choose which courses of the group they would like to take. Finally,

you can present learners with a single certificate at the end of the entire series, instead of a certificate at the

end of each course.

Note: You must have at least two Courses in your Catalog to build a series. See Section 1.1 Creating a Course, for instructions on building a Course.

To create a Series:


2. Click the ADD SERIES button. The Series Editor tab will appear.

3. Click the Insert drop-down menu (Item 1 of Figure 2.2a).The complete list of courses in your Mindflash program will appear.

Figure 2.2a

4. Click on the course youd like to be first in the series (Item 2 of Figure 2.2a).

Creating a Mindflash SeriesSECTION 2.2

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5. (Optional) Add another course by clicking the most recent course added (Item 1 of Figure 2.2b).The Insert drop-down menu will appear with a list of available courses.

Figure 2.2b

6. Click the Insert button (Item 2 of Figure 2.2b).The list of courses in your Mindflash program (not already in the Series) will appear.

7. Select the next Course to appear in the series (Item 3 of Figure 2.2b).

Note: To re-order the courses, click the up/down arrows on the Insert drop-down.

8. Enter a name for the series (Item 1 in Figure 2.2d).

Figure 2.2d

9. Enter a description for the series (Item 2 in Figure 2.2d).

10. In the Navigation drop-down, choose Free or Fixed navigation (Item 3 in Figure 2.2d).

Note: Free navigation allows Learners to take Courses in any order; Fixed navigation requires Learners to take Courses in the order you specify.

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11. In the Learner Re-Enroll drop down, choose Can Re- Enroll or Cannot Re-Enroll (Item 4 in Figure 2.2d).

Note: Allowing Re-Enrollment enables Learners to re-take a Course after theyve completed that Course; the Learner must re-enroll via the Catalog page.

12. Click the Must Pass drop-down menu and select the number of courses in the series that must be passed to receive a certificate (Item 5 in Figure 2.2d).

13. Select a certificate option from the Certificate drop-down menu (Item 6 in Figure 2.2d).

Note: By default, learners will receive the system-generated Certificate. You may create as many certificates as you need, from the Add Certificate section in the Content tab.

14. Click the SAVE button.The Save As dialog box will appear.

15. (Optional) Rename the series.

16. Click the SAVE button.The Save confirmation dialog box will appear.

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Creating and SendingInvitations

SECTION 2.3

2.3: Creating and Sending Email InvitationsAn effective way to communicate with existing and potential Learners is through email invitations built in

and delivered from your Mindflash account. From your Administrator portal, you can send a customized

invitation, including links to Courses and Catalogs on your E-Learning Portal.

This Section covers:

Creating an Invitation

Sending an Invitation in Mindflash User(s)

Sending an Invitation to Users outside of Mindflash

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CREATING AN EMAIL INVITATION Mindflash makes it simple to communicate with your users. From the Administrator Portal you can

quickly create and customize email invitations.

To create an email invitation:

1. Log in to the Administrator Portal and click the Communication tab.Invitations and Automated messages will appear.

2. Click the ADD INVITATION button.A new tab will appear with a blank invitation.

3. Click the Insert drop-down menu (Item 1 in Figure 2.3a).The Insert menu items will appear.

Figure 2.3a

4. Select the Text and HTML option (Item 2 in Figure 2.3a).A text item will appear with placeholder text (Sample text).

5. Type over the placeholder text with your message details.

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6. (Optional) To add a link to a Course(s):

A. CLICK THE INSERT DROP-DOWN MENU AND SELECT CATALOG.

The Name, Course, Description, Price, and Web Link columns will appear.

B. CLICK THE INSERT DROP-DOWN MENU AND CHOOSE THE TYPE OF COURSE (ONLINE OR OFFLINE) (ITEM

1 IN FIGURE 2.3C).

Figure 2.3c

C. CHECK THE BOXES BESIDE THE COURSE(S) YOU WANT TO DISPLAY (ITEM 2 IN FIGURE 2.3C).

D. CLICK THE DONE BUTTON.

The selected Courses will appear under the Catalog headings.

E. REPEAT AS NEEDED.

7. Enter a name for the Invitation.

8. Click the SAVE button.The Save As dialog box will appear.

9. (Optional) Enter a name for the Invitation.


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SENDING AN EMAIL INVITATION TO MINDFLASH USERS Once youve created your invitation, you can send it to Mindflash users or recipients outside

of Mindflash.

Note: See Section 1.2: Managing Users to create a list of Learners with specific criteria.

To send an email invitation to Mindflash users:

1. Log in to the Administrator Portal and click on the Manage Users tab.The list of Mindflash Users will appear.

2. Check the boxes next to the names of Users you want to receive the Invitation.

3. Click the INVITE button.The Invite tab will appear with the selected Users.

4. Click the Select Invitation drop-down menu (Item 1 in Figure 2.3e).The list of available invitations will appear.

Figure 2.3e

5. Select the Invitation you want to send (Item 1 in Figure 2.3e).

6. Click the INVITE button.A Success dialog box will appear.

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TO SEND AN EMAIL INVITATION TO USERS OUTSIDE OF MINDFLASH

1. Log in to the Administrator Portal and click the Communication tab.Invitations and Automated messages will appear.

2. Click the Invitation you want to send.

3. Enter email addresses in the To field.

Note: Multiple email addresses must be separated with a comma (,).

4. Click the SEND button.A Confirmation dialog box will appear.

5. Click the SEND button.A Success Confirmation dialog box will appear.

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2.4: Creating Offline Classroom Courses The Mindflash Offline Course feature allows you to set up registration for a classroom Course, either for

a one-time meeting or a recurring structure. Instructors can grade the Learners, indicating that they have

passed or failed the Course.

This Section covers:

Creating an Offline Course

Grading Offline Courses

Creating OfflineClassroom Courses

SECTION 2.4

56

CREATING AN OFFLINE COURSE


2. Click the ADD COURSE button. The Create New Course tab will appear along with the Create New dialog box.

3. Choose Offline Course (Classroom Sessions).

The Offline Course template will appear with the Insert drop-down menu.

4. Click the Insert drop-down menu and choose Session. The session field and options will appear.

5. Choose the Session Name, Location, Start/End Time, and Instructor.

Note: The Instructor will be responsible for grading the Learners, denoting their participation in the of-fline session and thus allowing Learners to proceed with additional Courses. To create an Instructor, see Section 2.6: Setting User Permissions.

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A. (OPTIONAL) TO ENTER ADDITIONAL DETAILS:

i. Click the Insert drop-down menu and choose Details Box.

An additional field will appear with placeholder text (Details).

ii. Enter text, HTML, or an image as needed.

B. (OPTIONAL) TO ENTER ADDITIONAL SESSIONS:

i. Click the Insert drop-down menu and choose Session.

The session field and options will appear.

6. Enter the Name, Description, Certificate, and Passing Score.These details will display on the Catalog page. The Certificate will be presented if the Learner earns the passing score.

7. Click the Publish To: drop-down menu.The menu will show existing Catalogs and provide the option to create a New Catalog.

8. Click the Catalog to publish the Course to.The Catalog tab will appear with the Course inserted into the Catalog.

9. Click the SAVE button.A Save As... dialogue box will appear.

10. (Optional) Enter the name for your registration form.

11. Click the SAVE button. A Save Confirmation dialog box will appear.

Note: See Section 1.2: Managing Users

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GRADING OFFLINE COURSES Once offline learners have completed an offline course, you can then grade them within Mindflash. This

grade will be recorded and can be referenced for furture needs.

1. Log in to the Administration Portal and click the Manage Users Tab.Your list of users will appear.

Note: You must clear all previous searches, sorts, and filters

2. Click the Display drop-down menu and select Offline Course Stats (Item 1 in Figure 2.4a).

Figure 2.4a

3. Select BREAK OUT BY: USERS radio button (Item 2 in Figure 2.4a).


5. Click the RUN REPORT button.The offline Courses will appear, along with enrollment statistics.

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6. Click the down arrow next to the Course name (Item 1 in Figure 2.4b).The Learners enrolled in each of the Courses will appear.

Figure 2.4b

7. Check the box next to each Learner to grade (Item 2 in Figure 2.4b).

8. Click the GRADE button. The Grade tab will appear with all selected Learners.

9. In the Select a Course drop-down menu, choose the Course you want to grade and click the DONE button.

10. Enter a score for the Learners in the Score field.

Note: Pass or Fail is based on the Passing Score set in the Offline Course Properties.

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11. Click the GRADE button. The Preview Learners tab will appear, indicating any Problems, New Enrollments, and/or Updates.

12. Click the CONFIRM GRADE LEARNERS button.A Grade Update confirmation dialog box will appear.

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2.5: Setting User PermissionsProviding Learners with Administrative permissions allows them to edit content, manage Users, create and

send communications, and manage account settings, such as billing and charging.

Note: Once a User has advanced permissions, he or she will not be allowed to log in and take Courses as a Learner.

Setting User PermissionsSECTION 2.5

62

SETTING USER PERMISSION LEVELS

1. Log in to the Administrator Portal and click the Manage Users tab.Your list of users will appear.

2. Click the User Permissions link. The Users Permissions screen will appear, listing your Account Administrators permission levels

Note: There are four areas in which a User may have advanced permissions, each represented under the headings:

Content

Manage Users

Communication

Account

3. Click the Select One drop-down list and click the Learner name to edit.The permissions list for each User you select will appear.

4. Edit the permissions settings by un/checking the settings for the Learner.

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A. (OPTIONAL) TO RESTRICT THE USER MANAGEMENT TO LEARNERS WITHIN SPECIFIC PARAMETERS:

i. Select all necessary parameters from the following drop-down menus:

a. Filter By: Registration Information

b. Filter By: Activity

c. Time Range:

5. Click the SAVE button.Users will be granted the permissions specified.

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2.6: Creating and Customizing SidebarsThe Mindflash Sidebar is used to provide resources , such as links or documents, from the Sidebar to

particular Learner groups or individual Learners. For example, Learners with a Marketing function can see

resources pertinent to their courses, while Sales-oriented Learners can see resources tailored specifically

for them. Additionally, a Public Sidebar is listed along with other Webpages in the Content tab; the Public

Sidebar is available to all Users who visit your eLearning Portal.


Adding Items to the Sidebar

Targeting Sidebars to Specific Users

Creating and CustomizingSidebars

SECTION 2.6

65

TO INSERT A LINK INTO THE SIDEBAR


2. Click the Public Sidebar link.The Public Sidebar tab will open

3. Click the Calendar.An Insert drop-down menu will appear.

4. Click the Insert drop-down menu.A list of items that can be inserted into a Sidebar will appear.

5. Select Resources from the drop-down list.A Resource box will appear below the Calendar.

6. Edit the name of the Resource by typing over the placeholder text (Resources).

7. Click the Insert drop-down menu.The drop-down box will appear.

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A. TO ADD AN EXTERNAL WEB SITE LINK:

i. Select New Hyperlink.

An editable hyperlink will replace the Insert drop-down menu.

ii. Edit the placeholder text (Hyperlink) in the Name field (Item 1 in Figure 2.6a).

Figure 2.6a

iii. Edit the URL in the URL field (Item 2 in Figure 2.6a).

Note: You must format your URL as http://www.site.com.

iv. Click the Target drop-down menu to define where the URL will open in (Item 3 in Figure 2.6a).

Popup: Link will open in a small browser window with no buttons or controls

Same Window: Link will replace the E-Learning portal within the same browser window.

New Window: Link will open in a fill browser window with buttons and controls.

v. Click the SAVE button.

A Save As confirmation dialog box will appear

vi. (Optional) Rename the Sidebar.

vii. Click the SAVE button.

A Success Confirmation dialog box will appear.

B. TO ADD A LINK TO A FILE ALREADY UPLOADED TO YOUR PORTAL:

i. Click the Insert drop-down to add a file or link.

The drop-down box will appear.

ii. Select the Browse File Directory option.

The File List tab will appear.

iii. Click the checkbox beside the item to which you want to link.

iv. Click the INSERT button.

You will return to the Sidebar tab and the link will appear.


A Save As confirmation dialog box will appear




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C. TO INSERT HTML OR TEXT IN THE SIDEBAR

i. Click the box under which you want to insert the HTML or text.

The Insert drop-down menu will appear.

ii. Click the Insert drop-down menu.

iii. Select the Text and HTML item.

A box will appear with placeholder text (Sample text).

iv. Enter text or HTML over the placeholder text (Sample text).

Note: You can include HTML tags, such as bold, italic, etc. directly in the text field.


A Save As confirmation dialog box will appear.




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TARGETING SIDEBARS TO SPECIFIC USERS You can create custom sidebars that only appear for users with the unique characteristics you specify.

To target sidebars to specific users:


2. Click the ADD WEBPAGE button.A Create New dialog box will appear within the Create New Page tab.

3. Select the Sidebar option.A new Sidebar will appear in a Sidebar tab.

4. Add Sidebar items as detailed above.

5. Target the Sidebar to Users in one of the following ways:

A. TO TARGET A SIDEBAR TO A SPECIFIC GROUP OF USERS BASED ON REGISTRATION PROFILE:

i. Click the Filter By: Registration Info drop-down menu.

The drop-down menu will show profile filter options.

ii. Select the parameters you want to filter by.

iii. Click the DONE button.

iv. Click the SAVE button.

The Save As dialog box will appear.

v. (Optional) Rename the new sidebar.

vi. Click the SAVE button.

A Confirmation dialog box will appear.

B. TO TARGET A SIDEBAR TO USERS WHO HAVE TAKEN SPECIFIED ACTIONS OR STATUS:

i. Click the Filter By: None drop-down menu.

The drop-down menu will open to reveal filter options.








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C. TO TARGET A SIDEBAR TO USERS BASED ON SPECIFIC TIME PARAMETERS:

i. Click the Filter by Time Range: Any Time drop-down menu.

The drop-down menu will open to reveal time filter options.








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2.7: Adding Miscellaneous Files for Learner ResourcesMindflash allows Learners to view files that they can easily download for access before, during, or after

Courses. All files are stored in the File List and linked within the Course, such as on Web Pages or the Sidebar.

Note: Learners cannot upload files to Mindflash.

Adding MiscellaneousFiles for Learner Resources

SECTION 2.7

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UPLOADING AND LINKING RESOURCE FILES In order to provide user access to files, you must upload files and create links in Mindflash.

To upload and link resource files:

1. Log in to the Administrator Portal and click the Content tab. Your Catalog, Register, Template, and Public Sidebar pages will appear.

2. Click the File List link. The File List tab will appear.

3. Click the UPLOAD button.A File Upload window will appear.

4. Select the file to upload and click the OPEN button.The Browse window will close automatically; the file will begin the upload and conversion process. After completion, the file will be listed in the file list.

Note: Mindflash does not support .exe files and will not allow linking to a ZIP file.

5. Right-click the file link under the Slides/Title heading (Item 1 in Figure 2.7b) and click Copy Link Location (Item 2 in Figure 2.7b).The file location will be placed on your clipboard.

Figure 2.7b

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6. Paste the link in any of the following locations

A. ELEARNING PORTAL WEB PAGES: SEE SECTION 1.3 CUSTOMIZING YOUR ELEARNING PORTAL

B. SIDEBAR: SEE SECTION 2.6.: CREATING AND CUSTOMIZING SIDEBARS

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Section 2.8: Using Citrix GoToMeeting or Other Web Conferencing SolutionsYou can use Mindflash in conjunction with GoToMeeting or another Web conferencing solution. This will

allow your Instructors to share their screens with Learners and take them through the Course content in real

time. You will use the Offline Course (Classroom Sessions) functionality to set up registration for your live

GoToMeeting sessions and use Automated Messages and Invitations to communicate with Learners. You can

then Grade Learners, indicating that they attended the Course.


Adding Web Conferencing Details to Offline Courses

Publishing Offline Courses to a Catalog

Creating Automated Messages for Offline Courses

Using Citrix GoToMeeting or Other Web Conferencing Solutions

SECTION 2.8

74

ADDING WEB CONFERENCING DETAILS TO OFFLINE COURSES

1. Create an Offline Course (see section 2.6: Creating Offline Classroom Courses)

2. Click the Insert drop-down menu and select Details Box.

A Details field will appear.

3. Enter all of the GoToMeeting information (such as URL, phone number, and audio PIN) in the Details text field.

4. (Optional) Edit Course Properties (Name, Description, and Passing Score, Certificate).

5. Click the SAVE button. A Save As dialogue box will appear

6. (Optional) Enter the name for your Course.

7. Click the SAVE button.

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PUBLISHING OFFLINE COURSES

1. Click the Publish To drop-down menu.The menu will expand to reveal existing Catalogs and provide the option to create a New Catalog.

2. Select the Catalog to which you want to publish the Course.A new tab will open for the Catalog with the Course inserted.

3. Click the SAVE button.

To invite Learners to register for and enroll in the GoToMeeting sessions, see Section XXX. This will

allow you to send an email to Learners, including a Course listing and registration links.

CREATING AUTOMATED MESSAGES FOR OFFLINE COURSES

1. From Administrator Portal, click the Communication Tab.A listing of Invitations and Messages will appear.

2. Click the ADD AUTOMATED MESSAGE button.The Invitation Editor will appear.

3. Click the Insert drop-down menu and select the Text and HTML option.A Text field will appear with placeholder text (Sample text).

4. Enter the Web conferencing details you want to include.

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5. Enter the Message subject.

6. Click the Filter By: None drop-down menu (Item 1 in Figure 2.8f)

Figure 2.8f

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7. Select the Enrolled option, then Offline Course Sessions (Item 2 in Figure 2.8f)

8. Check the box beside the appropriate Offline Course (Item 3 in Figure 2.8f).

9. Click the DONE button

10. Click the SAVE button.A Save As dialog box will appear

11. (Optional) Rename the message.


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