Alfresco for Moodle 2.3

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