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Alfresco for Moodle 2.3

Alfresco for Moodle 2.3

Book: Alfresco for Moodle 2.3
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Date: Thursday, 19 October 2017, 1:10 AM

ELIS Learning Object Repository

ELIS Files-Alfresco Integration

By default, ELIS uses the Open Source Enterprise Content Management System (CMS) by Alfresco.

With our Moodle 2.3 Alfresco-ELIS Files integration, multiple files can be selected and uploaded at one time using the drag and drop feature. Uploads are fast as they utilize FTP (file transfer protocol), which is designed for fast file uploads.

Alfresco icons

The ELIS Alfresco integration provides for a folder for each user, where instructors, students, etc. can place files which they can access from anywhere on the site. The integration enables Moodle users to access their files via Moodle, using a desktop folder, a WebDAV client, or via an optional embedded java file manager, or by accessing Alfresco's online interface directly.

The repository can be set to enforce a maximum size on user's file directory, and administrators can set up content rules, workflows, metadata, etc. via Alfresco's online interface. Quotas and passwords are set in Moodle.

Why use the Alfresco ECM as the File System for Moodle?

Remote-Learner has vastly improved the ability of Clients to use Alfresco ECMS, a world class content management system, as the main file system for their Moodle sites.

So why would an institution want to use Alfresco as the file system for Moodle? There are number of great reasons; here are just a few.

  • Our SSO (single sign-on) integration creates a folder for each user and each course in Alfresco, and your users can login to Alfresco directly using their Moodle password. This provides an enterprise content management system (ECMS) to our customers for a fraction of the usual cost of setup and configuration of an ECMS.
  • Alfresco contains versioning capabilities that the Moodle file system does not. This means if a teacher or administrator accidentally or purposefully overwrites a file in Moodle (e.g. updates a homework assignment with new content), Alfresco retains both the original version of the file and the updated version in case the teacher or someone else would like to access the original file. Without Alfresco as the file system for Moodle, the original file in Moodle would be lost.
  • Alfresco will not actually delete files even if the teacher accidentally deleted it from Moodle. Instead, Alfresco will retain a copy of the deleted file where the site administrator can retrieve it and undelete it in Moodle.
  • Alfresco contains rich search capabilities. This enables users to search for file content across all of the various Moodle classes an institution has - they will see only the content they have permission to see. The Alfresco file permissions are automatically set by Moodle's roles system, although the site administrator can override or modify these. This means teachers working in Moodle have a straightforward and efficient way of finding and accessing content saved in Moodle by others via Alfresco. The Moodle file system does not include such file searching capabilities.
  • When used with ELIS-2.1+ - our Alfresco implementation supports organizational and sub-organizational folders, where everyone in an organization has certain permissions to view and/or edit the files in the organizational folder.

All of this additional functionality is delivered without changing the teacher’s current user experience with Moodle*. They still navigate to the same place in Moodle that they usually do to both save and open files. They don’t need training or otherwise need to learn new software. Institutions and IT Pros can deliver the same Moodle experience their teachers are accustomed to.

*Although, as described in subsequent pages, via our Alfresco integration teachers and students can setup desktop folders, WebDAV clients, etc. to batch upload/download and manage files on Linux, Windows, MacOS, iPhoneOS, etc.

ELIS File Repository Settings

The repository integration with ELIS 2 provides a number of file handling improvements along with the integration.

To access the Repository Settings page, click the ELIS Files link in the Plugins/Repositories menu.

ELIS files link

Name and service connection settings:

Service connection and name settings
  1. You can enter a new name in here, and this will be displayed instead of the default name "ELIS Files" in the interface.
  2. These settings are the settings for connecting to the Alfresco Repository. They will be set up by Remote-Learner support and there should be no reason to change them. If your Repository Connection is not working correctly, please open a support ticket.

File Transfer Setting:

Standard transfer (upload/download) of files in Moodle is done via HTTP (hyper text transfer protocol). This works OK for small files. The FTP protocol was designed for large files and faster transfer. By using the FTP transfer method, large files and/or large numbers of files can be uploaded much more quickly. There should be no reason to switch from the default settings unless you are externally hosting (not hosting with Remote-Learner) and port 21 is blocked.

File Transfer Settings

  1. File transfer method selector. Currently the choices are FTP and Web services (HTTP).
  2. FTP port - 21 should be used for Remote-Learner hosting. If you are running the Alfresco Integration on your own servers, then check with your network administrator for the proper setting here. Check with Remote-Learner support before changing these settings.

Connection Timeout and Response Timeout:

The following two settings are available in ELIS, ELIS, and ELIS The settings allow administrators to modify connection and response timeout values.

New ELIS Files settings

  1. Connection Timeout
  2. Response Timeout

Repository browsing/searching settings:

Category and Root

  1. Click this to configure the search categories (see below).
  2. Click this to set the root browsing folder. For most uses, the default /moodle folder is the best setting.

Category Settings:

Categories are meant to facilitate searching. For example if you have multiple files with the word 'rules' in the files, but you want to find only files with that word that are used in the context of compliance with policy, you can create a 'Compliance Policy' category in Alfresco, then when searching for files you can search for the keyword "rules" and filter the search to only show results in the Compliance Policy Alfresco category.

When you click the Configure category filter button, you will see a screen showing you your available categories in Alfresco.

Repository Category Filters

  1. Select the categories and sub-categories you want to be displayed on the the Advanced Search interface.
  2. Save changes to save your settings.

The categories here are set in Alfresco:

Categories in Alfresco

  1. List of Categories
  2. To remove a category from Alfresco click the trash icon. To edit the category, click the edit icon
  3. Use the Add Category link to add a new category in Alfresco

Now when your users search, they will see the categories and can filter by them in the Advanced Search interface in Moodle.

Advanced Search

If you don't see your Alfresco Categories in Moodle, or you have edited/added categories in Alfresco, click the Reset categories button.

Resetting the repository categories

For more detailed instructions on editing categories, see the documentation below on Managing Alfresco.

File Management Settings:

File Management Settings

  1. This displays your Moodle file cache setting. This setting will affect how long it takes users to see a new version of a file when they have already viewed the old version.
  2. Quota - Alfresco will impose a file storage quota on users if you activate it here. For example if you want all your users to have a 100MB quota, you can select that value here and save changes.
  3. This setting will remove a user's files from Alfresco when the user is deleted from Moodle.
  4. ELIS files includes method of setting the default browsing location for files. The site admin can set the default folder for users. If this is set, then when users upload files or view files in the ELIS files repository, they will start at the default folder (if they have permission to view it).
    Default File Browsing Locations

When a user opens up the file browser, the first folder they open is this default setting. For example, in the figure below, the administrator has set "ELIS user files" as the default file browsing location. Now when a user opens up the "Insert Image" or "Insert Link" window, the default location is their own file folder in the repository.

User's ELIS files in the file picker window
  1. When the default file location is set to ELIS User Files, when a user opens the File Picker, they see their own user space in Alfresco.
  2. There is a filter to help search repository files if there a many files.
  3. The Jump to... menu will list the other ELIS spaces the user has permission to see.

Setting the ELIS Files Administrator username:

The Admin User Name

In most cases, there is no reason to change the default setting here. It is a good idea to check with Remote-Learner support before doing so.

Note: Once ELIS Files is set up you will have to log out and log back in before ELIS Files will appear in the File Picker window. The authorization ELIS Files SSO also needs to be enabled before files can be uploaded to ELIS Files.

Uploading Files to the Repository

Uploading Files to the Repository

Files can be uploaded to the repository from either the My private files link or from the ELIS Files link in a course. To upload files using the My private files link go to the Navigation block > My profile > My private files.

The "default file browsing location" setting determines where the file system opens. To edit the setting go to the Administration block > Site Administration > Plugins > Repositories > ELIS Files > Default file browsing location. In this example it is set to ELIS User Files so when a user opens the files interface they will see their personal repository space. To move to different repository spaces use the "Jump to..." menu.

ELIS files

To upload files use the "Add" button to open the file picker window or drag and drop files from your desktop onto the repository space.

ELIS files

Using the "Add" button opens the file picker where you can upload a new file. Files can also be moved/copied from another repository space by going to the ELIS Files link in the file picker menu on the left hand side of the page.

File picker window

Files can also be uploaded to the repository via the ELIS Files link in a course. Go to a course home page then go to the Administration block > Course Administration > ELIS Files.

The ELIS Files link in a course is only visible if the user has the View course level content permission allowed (repository/elis_files:viewcoursecontent). This permission is separate from the main group of ELIS permissions, it is in a section below the course permissions.

ELIS files link in a course

The ELIS Files link will open on the course repository space.

ELIS course files
  1. Add - Select the Add button to open the file picker window. From the file picker window files can be uploaded to the space, or files can be moved/copied to the space from another repository space.
  2. Drag and drop - Drag and drop files from your desktop onto the repository space to upload the files.
  3. Jump to - Use the Jump to drop down menu to link to other repository spaces, and upload or move files to the selected space.

Using the Repository Block

The repository block can be added to both site and course home pages. The ELIS files Alfresco Repository will need to be enabled for the site for this block to work. User can access the repository in a couple different ways from this block, depending on the Alfresco Repository block configuration.

To add the standard configuration, turn editing on for the site, select the Add Block drop down menu, then choose Alfresco Repository.
Adding the Repository Block

The next image is showing the standard configuration. Users can access the repository from this block by selecting "this link" at the end of the first sentence in the block.

Repository Block

After selecting "this link" from the image above a user will be presented with the following screen. Users login with their Moodle username and password.

Alfresco Login

When they login, they can view their folder in Alfresco:

User files in Alfresco

Within Alfresco they can use the functionality that their user role has been granted.

Administrator Access to the Repository

Files in the Alfresco Repository can be managed in two ways, via the Moodle interface or Alfresco interface. A Moodle site administrator can access all the repository files through the Moodle interface and the Alfresco administrator can access all the repository files through the Alfresco interface.

Moodle administrators can access repository files from the site files, course files, or their My files tab on their profile page. Use the "Browse files from" drop down menu at the top of each page to navigate to different repository sections. If a Moodle administrator accesses Alfresco directly using the link in the Alfresco Repository block then they will only have access to their personal space unless the Alfresco administrator has granted them permissions in other spaces of the repository.

The Alfresco administrator uses a different username and password to access Alfresco. To locate the username and password go to the Administration block > Site Administration > Plugins > Repositories > ELIS files.

Alfresco Settings

On the Settings screen, scroll to the username and password, use the "Unmask" checkbox to view the password.
Administrator login to the repository

Go to the Alfresco Repository block and select "this link" to login as the Alfresco administrator. This user has access to all the repository spaces using the Alfresco interface.

User Spaces in Alfresco

User spaces in the repository can be automatically created when a user logs on to the Moodle site for the first time. This feature will be enabled when Alfresco is installed.

To disable the setting go to the Administration block > Site Administration > Plugins > Authentication > Manage Authentication > ELIS Files SSO. Use the eye icon to disable the setting. If disabled, new users will not have Alfresco accounts created when they login to Moodle for the first time.

Users repository spaces will have the same name as their Moodle username. Users can login to the repository by selecting the repository link from the Alfresco Repository block, then enter their Moodle username and password on the Alfresco login screen.

The user spaces are located on the Alfresco Company Home screen. Select the space name to see the contents of that space. A typical student user might only have the User Homes space available on the Company Home screen, and within the User Homes space, they might only have access to their user space. Users can upload files directly to their user space in Alfresco or via the Moodle Interface.
Alfresco user home screen

To see all the user spaces in Alfresco, you must be logged in as the Alfresco Administrative user as described previously.

User Profile and Settings

Each user has a user profile screen in the repository. The following image shows the link for that screen. Users can use the user profile screen to change their password, check repository usage, manage deleted items in their trash bin, etc.

Alfresco user profile icon link

The Moodle Interface to the Repository

In Moodle 2, each user has their own file space, called My private files. In Moodle 2.3, My private files can be linked to by going to the Navigation block > My Profile > (1)My private files. If their Moodle role has access to the ELIS files repository, they will be able to access, edit, and add files from their repository space.

User's ELIS files

Users can add to their private repository space by clicking the (2)Add button. Files can also be uploaded to the repository space by dragging and dropping files onto the space.

Selecting the Add... button to add files to your repository space takes a few extra steps. The Add link opens the file picker. From there you can select the Upload a file link from the menu and upload files to the repository space.

File picker window upload a file screen

Repository Quotas

ELIS Files enables administrators to set a file size quota in the Repository administration interface. To access this from the site home page go to the Administration block > Site Administration > Plugins > Repositories > ELIS Files. Select the Save Changes button at the bottom of the screen to save any changes made.

User storage quota

If a user fills up their storage space to the limit of their quota, ELIS provides them with an error message when they try to upload files.

Users can check their repository usage as follows:

Login to Alfresco with Moodle username and password. Use the link in the Alfresco Repository block to login to Alfresco.

Alfresco login screen

Select the User Profile icon.

Alfresco user profile link

User Profile and Settings:
Alfresco user profile screen

At the bottom of the image in the Management section, the usage and quota information is given.

If a user file is deleted from the repository by a user other than the owner of the file, the user's repository space usage will not be updated to reflect that file being deleted. The file space will still be counted as being used, and the user will not see the file or have access to it. To prevent this only the owner of the space should delete files from a space.

Recovering Files in Alfresco Recycle Bin

Repository user files that are deleted from the Alfresco interface are placed in the user's Alfresco recycle bin. Files in a user's recycle bin can be recovered by that user. If repository files are deleted from the Moodle Interface then the files will not be placed in the Alfresco recycle bin and can't be recovered.

To demonstrate how to recover files from the Alfresco recycle bin we will:
  1. Login to Alfresco as a user with content in their personal space
  2. Delete the content so it goes to their Alfresco recycle bin
  3. Go to their Alfresco recycle bin and recover the deleted item.

Go to the Alfresco Repository block and select "this link".
Alfresco block

Login to Alfresco using your Alfresco username shown in the block with your Moodle password.
Alfresco login screen

Go to the My Home screen and delete content.
Alfresco My Home screen

Select the User Profile link in the menu bar at the top of the page to access the recycle bin.
Alfresco user profile link

Select the Manage Deleted Items link at the bottom of the page.
Alfresco manage deleted items link

Select the recover icon next to the content that is being recovered.
Manage deleted items page

Confirm file recovery from Alfresco recycle bin and the file will be placed in the location it was deleted from, unless a new location is selected.
Confirm file recovery from Alfresco recycle bin

Course Spaces in the Repository

When a user accesses the repository course files for a Moodle course, a course space is automatically created in the Alfresco Repository for that course. The course space will be named the Moodle course short name.

The course spaces can also be accessed via Moodle. Go to the Moodle course > Administration block > ELIS Files link. The link will open the repository course space.

Course ELIS files link
  1. The ELIS Files link in the Course administration menu
  2. Selecting the ELIS files link in the Course Administration menu opens the course repository space. Note that the course shortname is displayed - this will also be the name of the course files space in Alfresco.

If you access Alfresco directly via the Alfresco Repository block link, the course spaces are located on the Company Home screen, shown in the image. Select the space name to see the contents of that space. The Course Files for the Electrical Safety course are identified by the unique Moodle shortname:

Alfresco course space

Auto Creating User Set Spaces in the Repository

Some organizations want to have spaces where members of that organization can share and edit files. For example an Academic Department working on policy or program, a Corporate Division working on policy files, educational content for the division, etc. When Alfresco is coupled with Remote-Learner's ELIS Program Management system, spaces for organizations and sub-organizations can be created automatically as described below.

Organization spaces in the repository are automatically created when
  1. A user set is assigned a User Set Classification that has the "Automatically create an ELIS Files User Set shared folder" feature enabled and
  2. A user is assigned to the user set.
To setup a User Set classification go to the ELIS Administration block > Admin > User Set Classification. Create a new user set classification and enable the "Automatically create an ELIS Files User Set shared folder" setting.

User set classification

Create a user set and assign the new User Set classification to it. Note - existing user sets that belong to a classification that you enable ELIS files shared folder creation for will also now have user set shared spaces created in Alfresco.

User sub-sets can also be setup with User Set Classifications that will create spaces in the repository. User sub-sets will create their own spaces that will be located in the same folder as the user set spaces in the repository, not as a sub-folder of the user set space.

Creating user set with repository space

Once the user set has been created and a user has been assigned to the user set, the shared ELIS Files user set space will be created in the repository. The space name will be the name of the user set.

The site admin can view the user set repository spaces in the Jump to drop down menu if they are assigned to the user set or if they are assigned a role in the user set.

Site admin access to users set ELIS Files spaces

The site admin could access all user set repository spaces by using the ELIS Files breadcrumbs even if they have no assignment/roles in the user sets. Go to the Navigation block > My profile > My private files. Then in the breadcrumbs section select ELIS Files, select the moodle folder, and then select the userset folder.

ELIS files breadcrumb navigation

Users other than site administrators will need to be assigned permissions via a role assignment to view the user set repository space. For example, edit the student or authenticated user role to allow the 'view shared user set content' capability. This would allow the student user access to shared user set content in user sets they are assigned to.

Accessing User Set Spaces

Users other than site administrators will need to be assigned a user set role with repository permissions in order to access the user set space. To demonstrate how this works we will:
  1. Create a role that allows ELIS Files permissions for a user set
  2. Assign a user the role in the test user set "Sales"
  3. Login as the user and access the ELIS Files space.

Creating a role with User Set files permissions:

To create a new role go to the Administration block > Site Administration > Users > Permissions > Define roles and select the Add a new role button at the bottom of the page. Allow the following permissions in the ELIS Files Repository section:
  • Create shared user set content - repository/elisfiles:createusersetcontent
  • View shared user set content - repository/elisfiles:viewusersetcontent

User set repository permissions

These permissions could also be added to an existing role. For example, this test site gives ELIS Files permissions to the Authenticated user role. The "View shared user set content" permission could be assigned to the Authenticated user role, then any user set the user is assigned to will be visible in ELIS Files.

On the the Roles tab of the user set with repository space assign a new user to the new role.

Assigning role in user set

In the above example we added the Repository permissions to the role "User Set Repository". On the roles table of a user set (in this example Sales) click the name of the role and assign a user to it.

Login as the user.

Access the repository on any of the ways described above. Shown in the next image is a user's ELIS Files space. The Jump to menu has links to the ACME Sales user set repository space or to the user's Moodle Files space.

User set admins view of the user set's ELIS Files space

Now in My private files the user can navigate to the shared user set space and view and access files.

This user could also navigate to these spaces in Alfresco directly. To do so the user goes to the Alfresco Repository block and selects "this link".
This link link in the Alfresco Repository block

Enter the Moodle username and password to login to Alfresco.
Alfresco login screen

In Alfresco you can navigate to the shared organization/user set space by selecting the Company Home link > moodle folder > organization folder and then the user set folder. The user's space/folder can be accessed from the My Home link or Company Home > User Homes folder.

User Set repository space

Working with Categories in Alfresco

Alfresco: Creating and Assigning Categories

An Alfresco category can be thought of as a tag for classifying content and making that content searchable in the future. To create a category the user must have the role of Administrator. However, users with the role of admin, editor, collaborator, or coordinator role for the content can add categories to content. Follow these steps to create a category and assign a category to content.

Alfresco Category Management
  1. Login as the ELIS Files administrator (username and password located on your Plugins:Repositories:ELIS Files page) and click the Administration console link.
  2. Click on the "Category Management" link.
Click on the Category Management link in the Administration Console.

Add category

  1. In the Categories section you will see a list of your current categories.
  2. You can use the edit and delete icons -click the edit icon (the one with the pencil) to edit a category, click the delete icon (the one with the trashcan) to delete a category.
  3. Click the Add Category link to create a new category.

In the Category Management window, click the Add Category icon.
  1. Add the name of the Category (and description if desired).
  2. Click the New Category button.
Category Management in Alfresco
  1. Name the new Category
  2. Give it an optional description
  3. Click the New Category button to create the new category.

Assigning Categories to Content

Go to the content that will be categorized and select the View Details link.

View details

Go to the Category section and select the Allow Categorization link.

Allow categorization

Select the Change Category icon on the right side of the category section to add/edit a category link.

Change category

The next section will require 3 selections to choose the category.
  1. Choose the Select button
  2. Choose the Click here to select a Category link
  3. Choose the + symbol next to the category that should be added
Modify categories

Once the category has been selected, choose the Add to List button.

Add to list

Select the OK button on the right hand side of the page when the categories have been added.

Searching Categories

Content can be searched for by category when using an Advanced Search. The search section can be found in the upper right hand corner of the screen in Alfresco. The following image demonstrates how to access the advanced search feature.
  1. Select the search Options icon or the arrow next it to open a menu of choices
  2. Select the Advanced Search link from the bottom of the list
Advanced Search

The category section is located on the bottom left hand corner of the screen, select the Click here to choose a Category link.

Advanced Search

  1. Select the + symbol to the right of categories that should be added
  2. Select the Add to List button
Category search list

Select the Search button to complete the search.

Adding Repository Spaces

This page demonstrates how users can create spaces in Alfresco. Admin users will have these permissions on the Company Home page, student users will have these permissions within their space only. The following examples will be showing the company home page viewed by an admin user.

Company home screen

Creating Spaces

This space will be created so teachers can share documents with other teachers. The teachers must be added to the space so they have access to the documents within it.

The Create drop down menu, shown in the first image, has the link to create spaces. Enter a name for the space, the title and description are optional entries.

Create a space screen

Once the space is created, files can be uploaded to the space or files can be moved to it from another space.

Moving Content to Spaces

There are two ways to move content, cut or copy. Cut will remove the item from one space and then it can be added to the another space. I want to remove this item from the content section so I'm selecting cut.

Cut a content item

Next I select the space I want to move this content item to, in this case it will be the new Teacher Documents space. Go to the More Actions drop down menu and select Paste All.

Pasting cut content

Advanced Spaces

Advanced Spaces are created from the 'Create' drop down menu on the company home screen (shown on the first image of this page). The advanced space wizard has a 4 step process, shown in the left hand column of the image below.

Creating advanced spaces wizard

Managing Users for Repository Spaces

Users can be assigned to course spaces and other user's spaces in the repository. When adding users to the spaces, the users roles are assigned for that space.

This page shows an example of a repository space for teacher documents. We will add a user to this space. Managing users for a user space is done in the same way, except we would be starting from a User space instead of the Teacher Document space.

The following image shows the space Teacher Documents. Next we'll go to the More Actions menu, scroll down the list, and select Manage Space Users as shown in the next image. The View Details link from the same drop down menu will have a list of actions available also.

Manage space users link

A new screen opens, Manage Space Users 'Teacher Documents'. To the right of this is the Invite link marked by the red arrow in the following image. Select the Invite link to manage users in the space.

Space invite link

The Invite link opens up a 3 step manage users wizard.

Step 1:
Manage users wizard step 1
A (1)search will have to be performed to find a user/users to invite to the space. Once the user/users are (2)selected, choose the (3)role to be assigned to the user/users. Multiple users can be selected at once here. Select the (4)Add to list button to finish assigning the user to the role for the space. The user is added to the (5)selected users area. Select the (6)Next button on the right hand side of the screen to go to the next step.

Step 2:
Manage users wizard step 2
Choose (1)yes or no for email notification. Editing the (2)email message is optional. Select the (3)Next button to continue to the next step.

Step 3:
Manage users wizard step 3
Step 3 provides a summary of the users added along with their roles in the space. Select the Finish button to complete the role assignment.

The following image is showing the updated view of the users for this space.

Listed users of a repository space

The users added to this space will be able to access this folder when they login to the repository. This folder will not be displayed in user's space, but users can search for the space or locate it on the Company Home screen in this instance.

The search window is located in the upper right hand corner of the screen. Use the drop down menu to narrow the items searched or to perform an advanced search.

Adding Content in the Repository

This page is demonstrating a student user uploading a file to their repository user space.

Select the Add Content link to upload content.

Add content link

A standard upload screen will appear.

Uploading content

Once you have uploaded the file, two more screens will appear with some general file properties that can be edited.

Add content settings screen

The uploaded item will be in the contents section of the space it was added to, in this case, the test user's space.

Added content

If a user file is deleted from the repository by a user other than the owner of the space, the user's repository space usage will not be updated to reflect that file being deleted. The file space will still be counted as being used, and the user will not see the file or have access to it. To prevent this only the owner of the space should delete files from a space.

Creating Content

Select the Create Content link to create content, shown in the following image.

Create content link

A wizard will walk you through the steps to create content. HTML, Plain Text, and XML files can be created here.

Create content wizard

Moving files in ELIS Files

ELIS Files lets you move files between one repository space and another. For this example we will access the repository by going to the Navigation block > My profile > My private files. In this instance the My private files link opens in the user's repository space. Select a file to open the interface for moving it.

Moving files in ELIS Files

Go to the Path drop down menu to move the file from one repository space to another. Once the correct path is chosen select the Update button to complete the file transfer. The user in this example has restricted access to the repository, they have access to their personal ELIS files space and access to the user set space named "Sales".

Moving files in ELIS Files

Alfresco Help Topics

The My Alfresco link will take you to a screen with Alfresco help topics. Select the 'Online Help' link as shown in step 2 of the image below for a menu of topics to choose from.

Alfresco help

Alfresco help menu

More Information

CMS Integration on the deskop:

Flex client development:

Repository Role Permissions

There are eight role permissions that will determine access to the repository. The image shows the permissions as they appear when adding or editing a role.

Alfresco permissions
  1. Create shared organization content: If this is set to Allow, this permissions allows a user to create content for an organization space in the repository.
  2. Create personal content: If this is set to Allow, this allows users to create personal content in their repository space, for example, uploading a new file.
  3. Create shared content: If this is set to Allow, this permission allows users to create/upload new content to the repository shared folder for the site.
  4. Create site level content: If this is set to Allow, this permission allows site level content to be created.
  5. View shared organization content: If this is set to Allow, this allows access to site level organization content, but no new content can be added with this permission.
  6. View personal content: If this is set to Allow, this allows a user to access personal repository content from their repository space, but no new content can be added with this permission.
  7. View shared content: If this is set to Allow, this allows a user to access repository shared files.
  8. View site level content: If this is set to Allow, his allows a user access to the repository site-level content.
Remember that Moodle's permissions change as a user's role changes in different contexts, for example, if the Authenticated User role does not have Create personal content set to Allow, but the Student role does have Create personal content set to allow, users will be able to access their personal file space in courses where they are students, but not in other areas (such as the site level) where they are not students.

Student view of the Repository

A student users access to ELIS Files can be controlled by editing the ELIS Files permissions in the Student role and/or the Authenticated user role.

In this use case the user is a student in a course and the student role has three additional permissions enabled:
  • Create personal content - repository/elisfiles:createowncontent
  • View personal content - repository/elisfiles:viewowncontent
  • View course-level content - repository/elisfiles:viewcoursecontent

Note: In the image the first two permissions enabled and the third permission enabled are in different sections of the role capabilities list.

Additional ELIS FIles permissions for student role

When students click the ELIS Files link in a course, the ELIS Course Files space is opened.

Course ELIS Files link for students

They can view and download files from the ELIS Course Files space and link to their personal ELIS Files space.

Student view of course ELIS files

Files from the users ELIS Files space can also be uploaded to assignments using the file picker. When you choose to upload a file to the assignment you can drag and drop a file or select the Add... icon to open the File Picker window.

Add file button for course assignment

Use the navigation link on the left side of the file picker to open the ELIS Files space if it isn't open already. Then select a file to add it to the assignment.

File picker window for course assignment upload

In the above example, the student has an Upload files assignment in their Moodle course, and they can add files from their ELIS Files repository to the assignment. Files can be added from ELIS Files to forum posts, blogs, and any other place where students need to add files in their Moodle course.

To enable students to see the ELIS Files link in courses and to be able to upload files to their personal space when they are in a course, either the authenticated user role or the student role should have the three capabilities noted above.