1. Revised 7 May 2012 pkachka

2. EQ201 EQUELLA Content Administrator Certification Welcome!

3. Course outline Course elements: 1. Content Management
Searching and indexing
Item structure and XML
2. Moderation Workflow
3. Bulk Item Management
4. Bulk upload options
5. Reports
6. User details
7. EQUELLA support
EQ201 EQUELLA Content Administrator Certification

4. EQUELLA Core Principals Review
EQ201 EQUELLA Content Administrator Certification

5. EQUELLA Certification
Native EQUELLA
NAVIGATION LINKS + available based on role
HIERARCHY NAVIGATION
TASK LIST
EQUELLA Certification
EQ101 EQUELLA Core Principles Certification

6. Integrated EQUELLA COMPARE THE FEATURES WITH NATIVE EQUELLA EQU
EQ101 EQUELLA Core Principles Certification

7. Digital content and EQUELLA
Individual files, Multi-file archives, learning objects,
remote content
Metadata
Information about content
EQUELLA items
The fundamental EQUELLA entity
EQUELLA collections
The storage units that house items
EQUELLA institutions
The whole repository
EQ101 EQUELLA Core Principles Certification

8. EQUELLA item lifecycle
EQ101 EQUELLA Core Principles Certification

9. 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.
EQ101 EQUELLA Core Principles Certification

10. Anatomy of an EQUELLA Repository
EQUELLA Institution
User Management
Security
Unique URL
Administration Console
Multiple Collections
Collection
Contribution Wizard
Metadata Schema
Workflow
Multiple Items
Item
Content
Metadata
EQ101 EQUELLA Core Principles Certification

11. 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 from
external sources:
Other EQUELLA institutions
External repositories that implement industry accepted standards and protocols
EQUELLA provides:
External application interfaces
metadata standards
Copyright management
DRM
EQ101 EQUELLA Core Principles Certification

12. Upload, search and consume:
Presentation
Layer
EQUELLA UI
LMS – eg. Bb/Moodle
Custom Applications
Integration Agent
SOAP Agent
Management
Layer
Discovery
Metadata
Rights, Security,
Workflow
Consume
Layer
Upload, search and consume:
Learning content, research, iTunes U, YouTube, copyright materials

13. Common Uses for EQUELLA
LMS Integration(s)
Content tagged to standards and/or taxonomies
Image data base
Research Repository
Library System Integration
Federated Searching
DRM/Copyright
Course/Content Production
Student ePortfolio
Open Educational Resources / Open Courseware
And more...

14. Client Stories
A few client stories on how EQUELLA is used at other institutions:

15. EQUELLA Content Management1
EQ201 EQUELLA Content Administrator Certification

16. 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
Contribution is how items are created.
Search indexing is the process used to catalogue all the items in EQUELLA and creates an index of search terms for each item.
User role/privilege assignment—Authors, copyright collection managers, content managers.
Collection privilege assignment—Workflow privileges.
EQ201 EQUELLA Content Administrator Certification

17. 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
While these users won’t be configuring users they should have an understanding of how privileges and ACLs affect items and users.
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ACL-a list of users that can or have been given the privilege to do something to EQ
A collection has a ton of privileges
ACLs apply to objects
EQ201 EQUELLA Content Administrator Certification

18. 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?
The questions leads to the prerequisites for the collection discussed in the next slide.
EQ201 EQUELLA Content Administrator Certification

19. 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?
The answer to each question will define what type of information to collect:
Is the content to be shared with other repositories? — if the answer is yes then you will have to gather information and store it in a suitable form.
Is the content for internal use?— this can simplify the information collected.
Are digital rights assigned?—if yes then DRM information will have to be gathered and stored.
EQ201 EQUELLA Content Administrator Certification

20. 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.
Information stored without organization almost makes the information valueless. Text could represent anything.
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Use metadata for indexing, searching and even security
EQ201 EQUELLA Content Administrator Certification

21. Metadata schemas
Organization 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
Reinforce the idea that metadata schemas are about organizing the information.
There is nothing mysterious about a schema: each node is a label for the information it holds. EQUELLA uses these labels to find the information.
There are many ways to organize information so there are many schemas.
EQ201 EQUELLA Content Administrator Certification

22. EQUELLA metadata schemas
EQUELLA provides an editor for creating schemas and places no restrictions on their structure. This is a program management task.
The editor and a schema are shown on the next slide.
EQ201 EQUELLA Content Administrator Certification

23. EQUELLA Metadata schemas
===
Schema can be comprised of 100 fields; however, for contributions, you might only choose 10 and make 3 mandatory
EQ201 EQUELLA Content Administrator Certification

24. Common schemas
To simplify sharing of content with other repositories standard schemas have been developed, such as:
IMS—
Dublin Core—
Typically, schemas only implement part of these schemas because they are extensive with parts that are not relevant to all organizations.
IMS is IMS IEEE LOM-Learning Objects Management (I think)
Dublin Core is general and used often for libraries; sometimes educational and sometimes not
Dublin Core has everything LOM has; Dublin Core is a subset of LOM
EQ201 EQUELLA Content Administrator Certification

25. 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.
Metadata is used to find items in the repository.
An index is created, this is very similar to a book index where words and the pages they appear on are listed.
So to find the page you want you look in the index for the word you want and turn to the page. It certainly beats having to search every page for the word.
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Important=the index associates search terms with the location of content in the repository
In computing it also greatly simplifies searching.
EQ201 EQUELLA Content Administrator Certification

26. 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
Some search the whole repository, or controlled sections and some only your content.
Basic search - keyword
Guided Search - collection
Power Search - advanced
Federated Search – external repositories
My Resources search - personal
My Favourites search - bookmark
My Searches - saved
Browse the repository - organized
Task List search – task oriented
My items
YouTube
Google Books
ITunesU
EQ201 EQUELLA Content Administrator Certification

27. 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.
Indexing can be a significant system load for large systems and the number and type of nodes indexed may need review if performance is noticeably degraded.
===
Index for Power Searches pairs up the search criteria with specific fields (such as video or color image)
Balancing act-want the search to work effectively but indexing takes time and is slow
Free Text is like Google
EQ201 EQUELLA Content Administrator Certification

28. Schema node indexing
Select either or both to include the node in the index. Searches can then use this content in search results.
EQ201 EQUELLA Content Administrator Certification

29. Schema node indexing
Only nodes indexed for power search are then available for selection.
EQ201 EQUELLA Content Administrator Certification

30. EQUELLA Items
The previous section discussed how metadata can be organized and used, this section describes how items are stored.
EQ201 EQUELLA Content Administrator Certification

31. 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
Each wizard control is linked to a schema node where the information entered in the control is stored. (more details below)
To put these numbers into perspective, one's annual risk of being hit by a meteorite is estimated to be one chance in 17 billion,[32] that means the probability is about (6 × 10−11), equivalent to the odds of creating a few tens of trillions of UUIDs in a year and having one duplicate. In other words, only after generating 1 billion UUIDs every second for the next 100 years, the probability of creating just one duplicate would be about 50%. The probability of one duplicate would be about 50% if every person on earth owns 600 million UUIDs. (from Wikipedia)
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When you do a contribution and save—then the index is updated; it is called incremental indexing
If we change the schema, then the index has to be rebuilt and that is time consuming. The point is—get the schema right to start and hope not to make big changes
UUID is a long string of indentifiers—have to send URLs around and some find it clunky; the advantage is that the UUID is unique worldwide
EQ201 EQUELLA Content Administrator Certification

32. 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.
Can take unique URL, post it anywhere and access—some security though
Full URL:
UUID is: 135bc71a-45af-c0aa-2b99-ec4f99805a37
Extra /1/ is version
Archived means it is still fully accessible, but it is just not going to turn up in regular searches
Change /?/ to /0/--it reverts to only the latest version
So, embedding in LMS, the URL is entered into the HTML and then single sign on stuff is arranged on the back end so it seems seamless
EQ201 EQUELLA Content Administrator Certification

33. EQUELLA URLs EQUELLA item URLS comprise the following components:
The name of the EQUELLA server (e.g.,
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-b d6e5-dce072993c5e/).
The version number (e.g., 2/)
cont’d
Discuss item version numbers e.g.
Archived /1
Live /2
Draft /3
EQ201 EQUELLA Content Administrator Certification

34. EQUELLA URLs
Following 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 to colleagues.
Thus, the full “useful” EQUELLA URL will look like this:
EQ201 EQUELLA Content Administrator Certification

35. 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
Entering this URL into a browser will display the item page providing links to the constituent parts of the item.
This will strip away all UI and just present item
This is the item; if you have attachments or uploads, that will follow where the ? sits above
Being able to do this is a right that must be granted; not all EQ users can view the filestore
EQ201 EQUELLA Content Administrator Certification

36. Viewing the item filestore
Selecting <XML> displays the item XML document.
Native data in EQ is the XML document
Each item in a contribution also have a unique URL as well because the URL adds /potato.jpg (get from ~view and click on item or just add to unique id)
So EQ works as a Web server in this respect
IMS packages are both zip and viewable
There are tools XML Edit to differentiate between two XML docs
EQ201 EQUELLA Content Administrator Certification

37. Viewing the Item Filestore
The displayed XML will be a combination of
entered metadata and
system generated metadata
Path-description of the full location to the path of an element if you work your way down.
EQ201 EQUELLA Content Administrator Certification

38. 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 metadata—EQ creates it and we cannot change
Custom metadata—we generate with our wizard; defined in the Schema Editor; only custom needs to be defined here
System generated XML typically takes the form of an XML attribute (versus an element)
EQ201 EQUELLA Content Administrator Certification

39. System generated XML
This is an example of system generated XML attributes:
<item id="7a9204a1-22be-957c c1c07bbef" itemdefid="b4c2ddf0-b647-db8b-1e0d-d899d851724a" itemstatus="live" key="30219" version="1">
This is an example of system generated XML elements:
<datecreated> T16:49: </datecreated>
<datemodified> T11:08: </datemodified>
<dateforindex> T09:09: </dateforindex>
Data is an element or an attribute
Attributes are denoted by = and elements are denoted by < > tags-element has no spaces in the text
EQ201 EQUELLA Content Administrator Certification

40. Practical exercises Using the Item structure and XML exercises sheet
participants 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
Item structure and XML exercises EQ201 sheet.
AFTER users complete this exercise – add the Quality Assurance Workflow to the Learning resources collection
EQ201 EQUELLA Content Administrator Certification

41. EQUELLA Moderation Workflow2
EQ201 EQUELLA Content Administrator Certification

42. 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.
The participants don’t need to understand the ACL in detail but having an overall view of how privileges control access to contribution wizards, schemas and collections is important.
EQ201 EQUELLA Content Administrator Certification

43. 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
ACL precedence can be very detailed so simply provide a summary.
EQ201 EQUELLA Content Administrator Certification

44. An EQUELLA ACL
Discuss that most lists are grant as this is simpler to maintain.
The inherited ACL can be overridden at any level for individual privileges.
===
Tree view on the left hand side—rights trickle down starts at top hierarchical security model
EQ201 EQUELLA Content Administrator Certification

45. 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.
EQ201 EQUELLA Content Administrator Certification

46. Group assignment Users are put into Groups
Can hook up EQ to SIS stand alone; in LMS integration, it is governed by the link between SIS and LS
Marry groups to collections—maybe more for stand alone installs
EQ201 EQUELLA Content Administrator Certification

47. Role assignment Groups are assigned to Roles
Users are in groups and groups are given roles and then users are given privileges
Best practice is to put people into groups and then give rights; you can do it with just one person.
Equella Security Model—consultant will setup initial structure
EQ201 EQUELLA Content Administrator Certification

48. 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
Content management is about collaboration. It is a large job and requires successful interaction between the roles listed.
The role collaboration is coordinated using a workflow.
==============
Roles are not fixed in Equella. We make them up from scratch to suit the client.
EQ201 EQUELLA Content Administrator Certification

49. 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.
The interaction between the various content management roles is coordinated by a workflow.—this allows for approval of content
Each entity can have up to 30 different types of privileges
EQ201 EQUELLA Content Administrator Certification

50. 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
Having a series of approval steps for an individual item before going live
EQ201 EQUELLA Content Administrator Certification

51. Item States
Item 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.
EQ201 EQUELLA Content Administrator Certification

52. 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.
reminders can also be sent to moderators when items are not reviewed within a defined period.
These messages are automatically created by EQUELLA.
Skip the next three slides (or go quickly through) and just explain them on the native EQUELLA screen.
EQ201 EQUELLA Content Administrator Certification

53. 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.
Tasks assigned to me – assignment can be self assignment or the items have been automatically assigned.
Assigning items enables the unassigned items to be easily found.
Tasks assigned to others—items assigned to other member of the review group. You could technically approve them as well.
EQ201 EQUELLA Content Administrator Certification

54. 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.
Unassigned Tasks—any member of the review group can review the item, assign it to themselves or assign it to another in the group.
Must moderate—you are the only user in a review group or unanimous agreement is required.
EQ201 EQUELLA Content Administrator Certification

55. 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.
X items you contributed now require review—The review period has elapsed and the item has the Review status.
X items that you have contributed have been rejected—this message is displayed to item contributors when the X items have been rejected.
EQ201 EQUELLA Content Administrator Certification

56. Workflows Workflows can be very simple extremely complex
Workflow progress is displayed using the workflow diagram displayed by selecting the Show Moderation Progress link on moderations Tasks page.
Workflow is huge in for profits and state-wide implementations;
Build workflow with the workflow template editor—a program admin task
EQ201 EQUELLA Content Administrator Certification

57. 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.
DEMONSTRATE THIS – use this section as a backup
BEFORE this exercise – add the Quality Assurance Workflow to the Learning resources collection
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You can setup multiple people to approve/review tasks; they can be setup parallel so that it just waits for all three of the reviewers to complete their assigned tasks before it moves on in the workflow.
EQ201 EQUELLA Content Administrator Certification

58. 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.
If an item has been in a queue for a while, you can trigger a notification; it can be up the chain or someone else
EQ201 EQUELLA Content Administrator Certification

59. 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).
Can be setup to preview or edit; preview doesn’t automatically allow editing (must be configured)
EQ201 EQUELLA Content Administrator Certification

60. Advanced functions - Reject
The 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.
When we reject it, it goes where ever the workflow designer sends it; could go back to original contributor or could go back to someone in the previous workflow process (back to a previous reviewer)
EQ201 EQUELLA Content Administrator Certification

61. 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.
EQ201 EQUELLA Content Administrator Certification

62. 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 template editor
To view the flow chart, click on Current Moderation. Colors indicate status (step done)
Other details:
In order to get it to go back into workflow, you have to re-draft to re-submit instead of just editing
EQ201 EQUELLA Content Administrator Certification

63. Workflow steps
EQ201 EQUELLA Content Administrator Certification

64. Workflow Reports EQUELLA 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.)
EQ201 EQUELLA Content Administrator Certification

65. Workflow exercises Using the Moderation workflow exercises sheet
participants should
Contribute an item.
Perform a workflow step that accepts the item.
Perform a workflow step that rejects the item.
Redraft an item.
In order to implement Workflow, you apply the template to the Collection. Quality Assurance for use with these exercises.
Demonstrate the process before addressing it as a group.
EQ201 EQUELLA Content Administrator Certification

66. EQUELLA Bulk Item Management3
Remove workflow before starting this section
EQ201 EQUELLA Content Administrator Certification

67. Bulk Item Management
This section of the course describes various functions that can be performed on multiple EQUELLA items.
Demonstrate and use the power point as a back up
EQ201 EQUELLA Content Administrator Certification

68. Overview Bulk 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.
Change ownership if someone leaves and we need to assign it to a new or different person
EQ201 EQUELLA Content Administrator Certification

69. Bulk management operations
Bulk management operations can be performed on the Manage Resources Navigation Link Actions that can be carried out include Archive – changes a Live status to Archive Make live – sets the Archive item status back to Live Re-draft – make changes to item in workflow and re-submit to moderation Submit for moderation – submit items for moderation
The Archive operation removes selected items from the live status, so that they are no longer available to repository users other than the item owner and the system administrator.
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Under manage resources (no longer Item Admin)
Do your search, you can search by collection, user, filters etc.
Can select all in the search
EQ201 EQUELLA Content Administrator Certification

70. Bulk management operations
Reset Workflow – restarts the Moderation Workflow Review - puts an item back into a Moderation Workflow and sets the item status to Review Change Owner - allows the item owner to be changed to another EQUELLA login username Clone - allows an item to be duplicated without saving the history of the parent item Move - allows an item to be moved to a new Collection
The Reset Workflow operation resets the moderation process to the beginning of a workflow
The Review operation is intended for items that have completed a workflow and allows items in the live state to be checked for currency. he moderation process to the beginning of a workflow
EQ201 EQUELLA Content Administrator Certification

71. Bulk management operations
Delete – removes items from the repository and sets the item status to Deleted
Restore - sets the Deleted item status back to Live
Purge – permanently removes Deleted items
It 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 Suspended
Resume – restores item from suspended state
When items have been deleted selecting the Restore operation will restore deleted items to a live state.
When items have been deleted selecting the Purge operation will permanently remove selected items from the repository. Items that have been purged are not recoverable.
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Look at all bulk tasks—Perform an Action
FYI-deleting, it will still be in EQ; though it won’t show up in searches and will show as broken link in a LMS; can search by deleted in Manage Resources which is the only way to undelete
If you delete an item, if three weeks, it will automatically purge after three weeks—it is only reversible for 3 weeks
EQ201 EQUELLA Content Administrator Certification

72. 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
EQ201 EQUELLA Content Administrator Certification

73. 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.
EQ201 EQUELLA Content Administrator Certification

74. How to select via item metadata and XML nodes
If 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.
If you move items from one collection to another collection with a different schema, the metadata is still there, but it won’t match up; you can fix the items or undo what you did.
EQ201 EQUELLA Content Administrator Certification

75. 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.
EQ201 EQUELLA Content Administrator Certification

76. Practical exercises
Participants should work through the exercises provided on the EQ201 Bulk Management exercises sheet.
Bulk Management exercises EQ201 sheet.
Demo how to find:
--edit query by choosing a specific collection
--move (transform metadata??--also figure out how to break it when copying without ruining it)
--clone combo of Move and clone—with or without attachments
EQ201 EQUELLA Content Administrator Certification

77. EQUELLA Bulk upload options4
EQ201 EQUELLA Content Administrator Certification

78. EQUELLA Bulk Importer and other upload options
This section describes how data can be imported into EQUELLA
Use this power point
EQ201 EQUELLA Content Administrator Certification

79. Overview
EQUELLA 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
EBI is actually available on the Equella Community site
There is also a Java exporting utility that can be used to get content out
EQ201 EQUELLA Content Administrator Certification

80. 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.
EQ201 EQUELLA Content Administrator Certification

81. EBI Column heading is the titles from the inbound content
Column date type corresponds to fields in EQ (again, similar to Outlook contacts import)
EQ201 EQUELLA Content Administrator Certification

82. 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.
Very important to setting CSV for import
EQ201 EQUELLA Content Administrator Certification

83. CSV file
EQ201 EQUELLA Content Administrator Certification

84. Imported Items
Imported items ultimately look like regular contributions to Equella so if you have workflow on the contribution process, all bulk imported items will go into moderation. When using EBI, imported files either go to moderation or live or draft.
Also, each time you run a file, it will re-contribute them. You can run it again to create duplicate items, update items or new versions.
EQ201 EQUELLA Content Administrator Certification

85. 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
Equella Client Support is on the support Website—so software and other tools
EQ201 EQUELLA Content Administrator Certification

86. Custom programming
Custom 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.
EQ201 EQUELLA Content Administrator Certification

87. Copyright 5
EQ201 EQUELLA Content Administrator Certification

88. EQUELLA Reports 5
EQ201 EQUELLA Content Administrator Certification

89. Reports
This section describes the reports that are available in EQUELLA, how they are run, and how they are created.
START WITH PPT THEN Demonstrate and use power point as a back up
EQ201 EQUELLA Content Administrator Certification

90. 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
EQ201 EQUELLA Content Administrator Certification

91. 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.
Specialized training to use BIRT is taught in 302
Download and install BIRT – Build report in BIRT, export and then import into Equella. Works like crystal reports.
EQ201 EQUELLA Content Administrator Certification

92. How to Run Reports
Reports 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.
EQ201 EQUELLA Content Administrator Certification

93. How to Run Reports
To 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.
DEMONSTRATE
EQ201 EQUELLA Content Administrator Certification

94. 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.
Report generator—uses BIRT (open source software) with EQ specific modifications
BIRT version needs to be installed for appropriate version of EQ-find BIRT in support site
BIRT is installed on desktop to work with EQ (like using Plan or Publish with CLP)
EQ201 EQUELLA Content Administrator Certification

95. 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.
Example: List of projects running; click and had more details; clicked again and got finer details
Other such reports can be downloaded from the Website.
EQ201 EQUELLA Content Administrator Certification

96. Practical Exercises
Participants should work through the exercises provided on the EQ201 Report exercises sheet.
Bulk Management exercises EQ201 sheet.
EQ201 EQUELLA Content Administrator Certification

97. User Details/Profile 6
EQ201 EQUELLA Content Administrator Certification

98. Edit User Demonstrate and use the power point as a back up
===============
Still wondering if can lock down ability to edit details and/or lockdown password if using an SSO or integration with an other program of record
EQ201 EQUELLA Content Administrator Certification

99. Overview Users 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
about workflow to be done
Hide the login notice-at user level but can also be done globally
Preferred display language same as in eCollege
Time zone
EQ201 EQUELLA Content Administrator Certification

100. Practical Exercises
Participants should work through the exercises provided on the EQ201 User Profile exercises sheet.
Report exercises EQ201 sheet.
EQ201 EQUELLA Content Administrator Certification

101. EQUELLA Support 7
EQ201 EQUELLA Content Administrator Certification

102. 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.
Try to give them an example for their institute
EQUELLA Certification EQXXX

103. Institution level support
Direct access to EQUELLA support
Typically, this support is restricted to system administrators.
Contact to obtain log in details to the EQUELLA Support Site.
Support Site:
EQUELLA Certification EQXXX

104. What’s available from Support?
EQUELLA support provides:
EQUELLA Documentation (by version)
Knowledgebase & RSS feed
Open support tickets (or via )
Track open tickets
EQUELLA Installer and upgrades
Internationalization packs
Sample reports
Miscellaneous Tools
Access to consultants
EQUELLA documentation—a large range of user and configuration guides.
KB & RSS feed—articles on EQUELLA management and configuration.
Support tickets—provide a means to gain assistance with managing EQUELLA.
EQUELLA Certification EQXXX

105. 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
EQUELLA Certification EQXXX

106. User community forum
The International User Community forum is designed to facilitate interaction amongst the EQUELLA client community. Register at the community site:
EQUELLA Certification EQXXX

107. 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
EQUELLA Certification EQXXX

108. Thank you. Please take a moment to complete the survey
Thank you! Please take a moment to complete the survey. Quick checkboxes are fine. Detailed comments are welcome but not required. 