ELIS Files Learning Object Repository 2.0 Manual

Auto Creating Organization Spaces in the Repository

Some organizations want to have spaces where members of that organization can share and edit files. For example a Academic Department working on policy or curriculum, 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 Userset is assigned a Userset classification that has the "Automatically create an Alfresco shared organization folder" feature enabled and
  2. A user is assigned to the Userset.

To setup a Userset classification go to the Program Administration block > Admin > Userset classification. Enable the "Automatically create an Alfresco shared organization folder" setting.

Activating Userset Repository Spaces]
  1. Click the User Set Classification link. Select a Userset
  2. Create a Userset and assign the new Userset classification to it. Note - existing Usersets that belong to a classfication that you enable ELIS files shared folder creation for will also now have Userset shared spaces created i Alfresco.
  3. Assign a user to the Userset.

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

Userset Alfresco spaces

The user 'michael' is a member of Usersets Spacely Sprockets All Staff and Sales Usersets which have repository spaces.

Sub-Usersets can also be setup with Userset classifications that will create spaces in the repository. Sub-Userset will create their own spaces that will be located in the same folder as the organization spaces in the repository, not as a sub-folder of the organization space.

Accessing Organizational/Userset Spaces

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

Creating a role with Userset files permissions:

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

Userset permissions

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

Userset role assignment

In the above example we added the Repository permissions to the role "User Set Administrator". On the roles table of a user set (in this example ACME Corporation is the Userset) 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.
Userset folders

Now in the File picker you can navigate to the shared Userset 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".
Alfresco Repository block

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

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

Alfresco Company Home page