Dokeos 1.8: Administrator Manual
Dokeos 1.8: Administrator Manual
Dokeos 1.8: Administrator Manual
Dokeos 1.8
© Emmanuel Pecquet, Dokeos STUDIO, june 2010, version 1.0 of this manual.
This document is published under Creative Commons BY-SA 2.0 license
We can provide you with the source to edit. Translation to English : Geerlie Moestar, 2010
Table of contents
Foreword .................................................................................................................... 4
Dokeos? You said Dokeos? ................................................................................... 4
Structure .......................................................................................................... 4
Memo: users in Dokeos ................................................................................................. 5
Tips and tricks: profiles and roles ......................................................................... 5
Definition of the roles ......................................................................................... 6
Roles and rights ................................................................................................. 7
Part 1...................................................................................................................... 8
Important, after the installation of the portal ............................................................. 8
Setup security on a portal hosted on your server .................................................... 8
Choosing a security strategy ................................................................................ 8
Part 2.................................................................................................................... 10
Administration tools of the portal ........................................................................... 10
Chapter 1: General Configuration ........................................................................... 11
Configure the portal.......................................................................................... 11
Configure security ............................................................................................ 16
Configure the trainings ...................................................................................... 19
Configure the tools ........................................................................................... 21
Configure the users parameters.......................................................................... 23
Configure the assessments ................................................................................ 25
Configure the communication with an LDAP server ................................................ 26
Increase the performances ................................................................................ 27
Activate the plugins .......................................................................................... 28
Choose the theme ............................................................................................ 29
Modify/add a template ...................................................................................... 29
Modify an existing template ............................................................................... 30
Add a new template .......................................................................................... 30
Remove an existing template permanently ........................................................... 30
Chapter 2: Create an announcement (news)............................................................ 31
Create and distribute an announcement .............................................................. 31
Edit an announcement ...................................................................................... 32
Remove an announcement................................................................................. 32
Treat announcements in batches ........................................................................ 32
Chapter 3: Languages management ....................................................................... 33
Make a language available/not available .............................................................. 33
Edit the name of a language .............................................................................. 33
Select a language by default for the portal ........................................................... 33
Chapter 4: Edit the home page .............................................................................. 34
Tricks and easy ways: Customizing your Dokeos homepage .................................... 34
Steps further ...................................................................................................... 36
Edit the homepage central area and the logo ........................................................ 36
Edit the training categories ................................................................................ 36
Insert links on the home page ............................................................................ 37
Place a standard announcement on the home page ............................................... 37
Chapter 5: Consult portal reporting ........................................................................ 38
Chapter 6: Global agenda ..................................................................................... 39
Add an event to the global agenda ...................................................................... 39
Manage the events of the global agenda .............................................................. 39
Part 3.................................................................................................................... 40
Management tools of the users .............................................................................. 40
Tips and tricks: import users .............................................................................. 40
Chapter 1: Search and advanced search ................................................................. 43
Chapter 2: « Users list » tool................................................................................. 44
Activate an account .......................................................................................... 44
Consult the trainings list of a user....................................................................... 44
Consult the information attached to a user ........................................................... 45
Login as a user ................................................................................................ 46
Get reporting of a user ...................................................................................... 46
Modify the relative information of a user .............................................................. 47
Remove a user ................................................................................................. 47
Chapter 3: « Add a user » tool .............................................................................. 48
Chapter 4: « Export users list» tool ........................................................................ 49
Chapter 5: « Import users list» tool ....................................................................... 50
Chapter 6: « Profile » tool ..................................................................................... 52
Add a profile field ............................................................................................. 52
Manage the settings of the profile field ................................................................ 53
Part 4.................................................................................................................... 54
Management tools for Training ............................................................................... 54
Chapter 1: Search and Advanced Search................................................................. 55
Chapter 2: Create a training .................................................................................. 58
Tips and Tricks: implement your training scenario on your course homepage ............ 58
Create trainings in batches ................................................................................ 61
Chapter 4 : Manage the trainings categories ............................................................ 62
Add a general category or a subcategory ............................................................. 62
Manage the categories ...................................................................................... 62
Display categories and subcategories when creating training .................................. 62
Chapter 5: Register users ..................................................................................... 63
Part 5.................................................................................................................... 64
Training sessions ................................................................................................. 64
Tips and tricks: managing training sessions.......................................................... 64
Memo: Working with classes or sessions .............................................................. 65
Chapter 1: Search / Training sessions list ................................................................ 66
Manage Sessions .............................................................................................. 66
Chapter 2: Create a session .................................................................................. 67
Add trainings to the session ............................................................................... 67
Select the participants in the session................................................................... 68
Manage settings of the session ........................................................................... 69
Chapter 3: Create sessions in batches / Export sessions ............................................ 70
Part 6.................................................................................................................... 72
Classes .............................................................................................................. 72
Chapter 1: Search / Class list ................................................................................ 73
Manage the classes .......................................................................................... 73
Chapter 2: Create / fill a class ............................................................................... 74
Create a class .................................................................................................. 74
Fill a class ....................................................................................................... 74
Chapter 3: Add a class to a training ....................................................................... 75
Chapter 4: Using CSV files .................................................................................... 76
Import a list of classes ...................................................................................... 76
Register users to a class .................................................................................... 76
3
Foreword
Structure
Each part of this manual, illustrated with screenshots, will guide you to understand the various
administration tools offered by Dokeos.
z The first part (page 8 and following) presents the actions to be carried out immediately
after installation of the portal, to ensure the safety and to choose its operating mode:
classes or sessions.
z The second part (page 10 and following) attempts to describe the administration tools
of the portal.
z The third part (page 40 and following) presents the administration tools to manage
users.
z The fourth part (page 54 and following) presents the administration tools to manage
trainings.
z The fifth part (page 64 and following) describes the functions of training courses.
z The sixth part (page 72 and following) describes the functions of classes.
Certain parts, or chapters, contain a heading « tips and tricks ». These « tips and tricks » are
mainly intended to reflect on how to implement the tools in the context of a training or a
company.
4
Memo: users in Dokeos
Tips and tricks: profiles and roles
To help you organize the profile structure, Dokeos offers several profiles: from Human
Resources Manager (Supervisor) to Learner (or trainee).
Alice is starting a project. She has the rights of HR Manager (Supervisor) and acts as project
manager, supervising the processes and the progress of the trainings in the Reporting tool.
Paul is the System administrator. He imports lists of users in the system or connects them to
the LDAP directory of the company.
The company has 3 centers: in London, New York and Shanghai. In the center of Shanghai,
Ping is the local HR manager. He has the Administrator rights of training sessions and
registers the employees for the training sessions.
A series of authors (located in the 3 centers) produce and import courses. They have the
rights of Trainer.
Chang is Coach in Shanghai. He supervises 30 people on this site in the training session
Hiver 20008, Shanghai New Recruits.
Tien-Mu is a new employee. He is registered in Dokeos with the rights of Learner and takes
part in the training activities.
To modify a profile, login as System administrator, enter Administration and search for the
name of this user. Then modify the rights while clicking on the icon represented by a yellow
pencil.
To approach the pedagogical administration of the portal, you must keep in mind the roles and
rights associated with the users.
5
Definition of the roles
To help you organize the role structure, Dokeos offers five affected roles with different
responsibilities:
• Learner
• Trainer
• Human Resources Manager (Supervisor)
• Training sessions administrator (Coach)
• Platform administrator
The rights evolve/move by concentric circles: the level of responsibilities N+1 has all the rights
of N and more. The Human Resources Manager is an exception: he cannot manage the system,
even if he has a total view on the tracking of learning. The profile of Training sessions
administrator (Coach) appears only with the creation of the training sessions: he is the person
in charge of a training session and ensures reporting.
The table below summarizes the rights for the different roles:
Sessions administrator
Platform administrator
Supervisor
Learner
(1)
except within the framework of the « groups » tool, where the creation and/or import of documents are authorized
in the group tools
6
Roles and rights
The rights description of Training sessions administrator (Coach) and the Human Resources
Manager (Supervisor) is carried out when these two roles occupy their principal function and
when they are not registered as a trainee in a training.
Keep in mind that when a Training sessions administrator (Coach) has been assigned as a
Trainer, he has the same rights as the responsible trainer on the trainings that are included in
the sessions.
7
Part 1
Important, after the installation of the
portal
Your portal has just been installed, on your server or directly hosted by Dokeos.
You are the administrator and for this reason, some operations are now necessary to define
the security level of the platform and to carry out a pedagogical choice, especially in relation to
the type of organization which you are part of.
If the second choice is more constraining, it does not make it much less secure. You will
probably be contacted by certain trainers to authorize other types of files at the beginning of
portal setup, but a few weeks after its startup, you will have listed all the files used by your
organization on the portal and you will not be bothered any more.
To carry out your choice, keep in mind that a class contains trainees, registered by the
administrator. The trainer can decide to register trainees and/or classes to his training.
As for a session, it is a group of trainings (belonging to one or more responsible persons):
• gathering trainees
• during a definite period of time
• supervised by a sessions administrator who can intervene in the session, X days before
the opening of the session and Y days after (the number of days are defined by the
administrator). The sessions administrator can be a trainer not intervening in any of the
trainings from the session.
The trainers cannot directly modify the trainings list, the start and end dates and the list of
8
participants in a session, it is the administrator (you!) who is in charge.
The administration of the sessions and classes is detailed in parts 5 and 6 of this document.
Strategy of safety and operation in classes or sessions are to be set on the section Portal >
Configuration settings of the administration interface. It is this part where the manual
begins… Follow the guide!
9
Part 2
Administration tools of the portal
The « Portal » section of the administration
interface is where the most parameters are.
It allows:
• The choice of the languages shown on the login page of the platform,
• Keeping a global agenda allowing to send e-mail to all users of the platform.
10
Chapter 1: General Configuration
The general configuration of the portal has 13 tools that gives access to a certain number of
parameters.
The parameters of the configuration tools are reviewed in the following pages, by specifying
(in bold character) the parameters configured by default at the time of a new installation and
by making some remarks as for the significance of these parameters.
11
Portal Administrator: • Text field to be completed
E-mail • admin@localhost.localdom
ain
Portal Administrator: • Text field to be completed
Last Name • Doe
Portal Administrator: • Text field to be completed
First Name • John
Platform Administrator • No
Information in footer • Yes
Show session's tutor's • No If « yes » is selected, information
data in the footer • Yes is shown on left bottom of the
screen
Show teacher • No If « yes » is selected, information
information in footer • Yes is shown on left bottom of the
screen
Server Type • Production server Enabling the test (or
• Test server development) server shows
translation feature functional that
indicates untranslated strings.
Enable « Production server » for
an active portal.
12
Lost password • No If « yes » is selected, a link « I lost my
• Yes password » appears on the home page. The
recovery of the password is carried out thanks to
the valid e-mail address used by the trainee.
Display Code in • No If « yes » is selected, the shown code is the one
Training name • Yes chosen by the trainer during the creation of a
training. This code is used on the server to create
the file in which all the elements of a training is
stored.
Display trainer • No If « yes » is selected, the name of the responsible
in training list • Yes trainer(s) appears besides the name of the
trainings, on all screens where those are listed.
Portal • Optional text field to
Administrator: complete
telephone • (000) 001 02 03
Enable learner • No If « yes » is selected, a link «Learner View»
view • Yes appears on top right of the screen.
Clicking on this link makes it possible for the
trainer to see the screens of a training as a
trainee would see them, in order to validate the
elements of the training (useful when the trainer
has used the visibility/invisibility of certain
elements).
Page after login • Homepage If « Homepage » is selected, the registered users
• Trainings see a page identical to the home page of the
portal.
If « Trainings » is selected, then the shown page
lists all the trainings to which the trainee is
registered (or all trainings created by a trainer, if
necessary).
Time limit on • Field to be completed, Specify for how long after its last action a user
Who Is Online value in minutes still is regarded as connected to the portal.
• 30
13
Show e-mail addresses • No If « yes » is selected, the e-mail
• Yes addresses are shown to everyone
in the «Users » tool.
Public pages compliance • No For more information consult the site
to WAI • Yes of the WAI (Web Accessibility
Initiative, depending on W3C: World
Wide Web Consortium):
http://www.w3.org/WAI/
Show training number • No If « yes » is selected and if the
• Yes trainings categories are listed on
the home page, the number of
trainings contained in each
category is shown.
Show empty training • No If « yes » is selected and if the
categories • Yes trainings categories are listed on
the home page, the categories,
not containing training yet, is
shown.
Show back links from • No Facilitate navigation in the
categories/training • Yes categories and subcategories of
trainings by showing an
additional link to turn over to the
preceding screen.
Show training languages • No If « yes » is selected and if the
• Yes trainings categories are listed on
the home page, the language in
which a training is conceived is
shown (which perhaps differs
from the portal language).
Hide DLTT Markup • No Hides the normally shown specific
• Yes code when a variable of a
language is not translated.
14
No-reply e-mail address • Optional field to complete Email addresses that will be used
• Empty by default when e-mail is sent from the
platform while specifically
requiring not to answer it.
User theme selection • No If « yes » is selected, this
• Yes parameter will allow each user to
choose his own style.
By default the style of the portal
will however remain unchanged.
If a training or a session has a
visual theme assigned, this one
will take precedence over the
theme selected by the user.
Display closed training • No If « no » is selected, the closed
on login page and portal • Yes trainings (i.e. only accessible to
startpage the responsible trainer) are not
listed on the home page of the
portal.
Show session coach • No Not applicable if selected mode is
• Yes Classes.
Allow non admin to • No If « no » is selected, only the
create training • Yes portal administrator is authorized
to create trainings.
Advanced file manager • No If « yes » is selected, a big
for WYSIWYG editor • Yes number of options will be added
to the files manager opening in a
pop-up window at the time of
uploading a file on the server
(access to this manager in all the
internal editors of Dokeos).
Learners access to • No If « yes » is selected, it allows
training catalogue • Yes learner to see the list of the
trainings in order to subscribe to
the available trainings, by
showing a link « Subscribe » on
the home page seen by the
trainees.
If « no » is selected, the
responsibility for the registration
is referenced to each trainer, or
the portal administrator.
Allow the definition and • No If « yes » is selected, you will be
use of sub-languages • Yes able to define variations for each
of the language terms used in the
platform's interface, in the form
of a new language based on and
extending an existing language.
You will find this option in the
languages section of the
administration panel, in the
shape of a plus icon.
15
Enable terms and • No If « yes » is selected, a link «
conditions • Yes Terms and Conditions » is
added to the portal section of the
administration interface.
Every new user must accept
these terms and conditions to be
registered.
A user already registered will
accept the terms and conditions
at the time of his next login if
those are activated subsequently
to his registration on the portal.
Configure security
The « Security » tool on the section « Configuration settings » makes it possible to
intervene on the security level of the portal, via fields to be completed or check boxes. Please
take into account that modifications are accepted only after clicking on the button « Save
settings ».
16
Blacklist - setting • Field to complete Separate the file extensions by
• Empty by default semicolons.
Do not put dots in front of the
files extensions.
All files, including those without
extension are accepted on the
server by default.
Upper and lower cases don’t
matter.
Whitelist- setting • Field to complete All files which extensions do not
• htm;html;jpg;jpeg;gif; appear on the whitelist are
• png;swf;avi;mpg;mpeg; removed (or renamed)
• mov;flv;doc;docx;xls; systematically. Do not put dots in
• xlsx;ppt;pptx;odt;odp;ods; front of the files extensions.
pdf All files without extension are
accepted on the server by
default. Upper and lower cases
don’t matter.
Filtering behaviour • Rename If « Remove » is selected, the
(skip/rename) • Remove files which extensions appear on
the blacklist OR do not appear on
the whitelist will be prohibited on
the server.
If « Rename » is selected, the
undesirable extensions will be
replaced by another extension
(see below), but nevertheless
imported on the server.
Replacement extension • Field to complete Replacement extension if the
• dangerous selected filtering is «rename ».
Permissions for new • Field to complete The ability to define the
directories • 0777 permissions settings to assign to
every newly created directory lets
you improve security against
attacks by hackers uploading
dangerous content to your portal.
The given format uses the UNIX
terminology of Owner-Group-
Others with Read-Write-Execute
permissions.
Permissions for new files • Field to complete The ability to define the
• 0666 permissions settings to assign to
every newly created file lets you
improve security against attacks
by hackers uploading dangerous
content to your portal.
The given format uses the UNIX
terminology of Owner-Group-
Others with Read-Write-Execute
permissions. Attention, If you use
Oogie, make sure that the user
who launch OpenOffice can write
files in the course folder.
17
OpenID authentification • No If « yes » is selected, an
• Yes additional login form is shown on
the portal homepage.
Register users by coach • No Enabling « yes » can be of
• Yes interest when the portal functions
in Sessions.
Extend rights for coach • No Enabling « yes » can be of
• Yes interest when the portal functions
in Sessions. The coach inherits
the same rights as the trainer to
use the production tools.
Extend rights for coach • No Enabling « yes » can be of
on surveys • Yes interest for the « Surveys » tool
when the portal functions in
Sessions.
18
Configure the trainings
The « Training » tool on the section « Configuration settings » makes it possible to
intervene mainly on the general presentation of the trainings, via fields to be completed or
check boxes. Please take into account that modifications are accepted only after clicking on the
button « Save settings ».
19
Allow users profiling • No If « yes » is selected, it allows
inside training • Yes the trainer to create new fields
for the « Profile » tab.
Display training • No If « no » is not selected, it
navigation menu • Icons only displays a navigation menu on
• Icons and texts the right screen, with the icons
• Texts only and/or text of the available tools.
Enable tool introduction • No If « yes » is selected, it gives
• Yes access to the internal editor to
create an introduction at the
header of each tool.
Training homepage • Code Enables the horizontal links
breadcrumb • Training navigation system usually in the
• Training home top left of your page, allowing to
• Session and training name quickly reach the various sections
of a training.
Default forum view • Flat Manage the default display of
• Nested new forums.
• Threaded The responsible trainer can
choose a different view for every
individual forum.
Survey e-mail sender • Coach email address Choose the e-mail address used
(no-reply) • No-reply e-mail address by the « Surveys » tool.
Allow training themes • No If « yes » is selected, it allows to
• Yes select a theme for each training
and thus to modify appearance
for the user.
When a user enters the training,
the stylesheet of the training will
have priority over the user's own
stylesheet and the platform's
default stylesheet.
Show glossary terms in • Automatic: adds links to all Defines how to add links to the
documents defined glossary terms found glossary terms from the
in the document documents created in the internal
• Manual: shows a glossary editor of Dokeos.
icon in the online editor, so
you can mark the terms that The definition in the glossary is
are in the glossary and that shown within a framework when
you want to link the pointer is rolled over the
• None: doesn't add any word located in the document.
glossary terms to the
documents
20
Configure the tools
The « Tools » tool on the section « Configuration settings » makes it possible to intervene
mainly on the visible tools by default in the trainings and the parameter setting of those, via
fields to be completed or check boxes. Please take into account that modifications are accepted
only after clicking on the button « Save settings ».
21
Deleted files cannot be • No (the files will be
restored deleted from the
application but will be
manually recoverable by
your server administrator)
• Yes (the files will be deleted
permanently and will not be
recoverable)
Dropbox: Can documents • No If « no » is selected, the users
be overwritten • Yes can preserve various versions of
a document (versioning
mechanism).
Dropbox: Maximum file • Field to be completed Maximum size (in bytes) of a
size of a document • 100000000 document in the « Dropbox »
tool.
22
Social network tool • No The social network tool allows
(Facebook-like) • Yes users to define relations with
other users and, by doing so, to
define groups of friends.
Combined with the internal
messaging tool, this tool allows
tight communication with friends,
inside the portal environment.
23
Extended profile • No The extended profile offers the
• Yes fields below, in addition to the
usual fields.
If « yes » is selected, the fields of
the extended profile will be
shown to the users in the
«Profile » tab.
Extended profile fields in • My competences
registration • My diplomas
• My personal open area
• What I am able to teach
Required extended • My competences Allows to require certain fields
profile fields in • My diplomas from the extended profile during
registration • My personal open area registration.
• What I am able to teach Requires selected fields above, as
well as the use of the extended
profile.
24
Configure the assessments
The « Assessments » tool on the « Configuration settings » section makes it possible to
set the assessments on/off line, via fields to be completed or check boxes. Please take into
account that modifications are accepted only after clicking on the button « Save settings ».
Showing of the parameter setting of the « Assessments » tool, with Trainer View:
25
Configure the communication with an LDAP server
The « LDAP » tool on the « Configuration settings » section makes it possible to set the
communication with an LDAP server or a replicate server, via fields to be completed or check
boxes. Please take into account that modifications are accepted only after clicking on the
button « Save settings ».
26
Increase the performances
The « Tuning » tool on the « Configuration settings » section makes it possible to activate
performance increase of the portal. Please take into account that modifications are accepted
only after clicking on the button « Save settings ».
27
Activate the plugins
The « Plugins » tool on the « Configuration settings » section makes it possible to activate
the detected plugins on the portal. Please take into account that modifications are accepted
only after clicking on the button « Save settings ».
28
Choose the theme
The « Style sheets » tool on the « Configuration settings » section makes it possible to
select the main theme of the portal. Keep in mind that the theme of the portal can be replaced
by the theme of the training, or the one chosen by the user. The theme by default is « Blue
Dokeos ».
Modify/add a template
The « Templates » tool of the « Configuration » section makes it possible to modify one of
the standard templates provided by Dokeos, or to add a template specific to your organization.
Remember, the templates are available during the creation of a multi-media page, in the «
Documents » tool.
29
Modify an existing template
Click on the « Edit » button represented by a pencil, located opposite the templates, to
modify.
The shown screen gives access to the internal editor of Dokeos, which allows the modification
of the selected templates.
Do not forget to add a miniature of the modified template in order to update the icon of the
templates, in the list seen by the administrator as well as in the list presented to the trainer
when creating a multi-media page.
Click on the button « Validate ».
30
Chapter 2: Create an announcement
(news)
The Portal part of the administration interface comprises a tool for creating and distributing
announcements (news). Very easy to use, this tool makes it possible to format contents and to
make it visible for a selected public (unidentified trainers and/or learners and/or users) during
a certain amount of time.
The headings of the announcements are shown on top of the trainings list (except for the
unidentified users: they are shown on the home page of the portal), their contents being
detailed while clicking on the title of each announcement:
31
Edit an announcement
To edit the contents of an announcement:
• Click on the « Edit » icon (represented by a pencil) located on the line of the
announcement to modify.
• The shown screen makes it possible to edit the contents of the announcement, in
the internal editor of Dokeos.
• Click on the button « Edit news » to validate the changes.
Remove an announcement
• Simply click on the « Delete » icon (represented by a red cross) located on the
line of the announcement to eliminate.
• After request for confirmation, the announcement is deleted from the portal.
32
Chapter 3: Languages management
The Portal part of the administration interface allows, thanks to the « Languages » tool, to
define what languages appear in the drop-down list visible on the portal home page. These
same languages will be shown to the trainer during the creation of a training, which makes it
possible to dissociate, if necessary, the portal language to that of the training.
33
Chapter 4: Edit the home page
Login as admin > go to Administration tab > Portal > Edit portal homepage and:
Add a nice image in the Central Area. Select or build an image that helps understand what
the portal is about. Resize it (using tools like GIMP or Photoshop) to values like 720x 250
pixels. In our example, the image addresses a metro company emmployees: it recycles a
metro lines image to present the training programme as a pathway towards skills
improvement.
In the right hand menu, add web pages through the "Add a page (CMS)" tool. In two steps :
(A) Add a page (remove the "http://" that appears there), (B) edit (yellow pencil) the page
create and type your text (basic layout = text + title + one trainer picture aligned right).Edit
the homepage notice there too (important messages to your visitors)
Go back to Administration tab - top middle- and enter Portal > Portal news to add news. To
have news visible only before login, check Guest target group only.
Multilingual: if you manage a multilingual portal take into account that the language selector
on top of the Portal Homepage Edition page decides for which language your changes will be
active. In other words, in a bilingual portal you will have to edit 2 homepages, 2 sets of links
and 2 sets of news.
34
Below: portal homepage editing
35
Steps further
2. Link your homepage nice image (or any kind of homepage central content) to one of the pages
created in the right hand menu. You should first create the content page, then logout, then
copy its URL, then login back, then edit portal homepage central area and add link on top of the nice
image, using the online editor.
The Portal part of the administration interface allows, thanks to the tool « Edit portal
homepage », to personalize the home page of the portal.
36
Insert links on the home page
A click on the link « Add a page (CMS) » or on the icon located in lower part of « Forum »
gives access to a screen making it possible to insert a link towards another part of the site or
to another site.
To let the user not lose the context of the portal, and open the link in a new window, click on
the « Yes» box.
37
Chapter 5: Consult portal reporting
The Portal part of the administration interface allows, thanks to the « Reporting » tool, to
show various indicators of portal tracking: indicators related to trainings, users and system.
The list below shows the indicators available. The majority of them are shown in the shape of
bar graphs.
38
Chapter 6: Global agenda
The Portal part of the interface of administration allows, thanks to the tool « Agenda total »,
to inform portal users.
Icon Functions
To modify the parameters or the contents of the event
To export the event with the format iCalendar (or iCal) as a confidential,
deprived or public event. This functionality created a file with extension «.ics »
which can be imported in the majority of calendar business applications.
39
Part 3
Management tools of the users
The « Users » section of the administration
interface allows:
• To add a user,
Throughout your training project you will have to register users in Dokeos. There is a tool for that in
the portal administration. This operation will be able to meet several objectives: add users, but also
add trainings to a user (one reintroduces an existing user by assigning trainings to him) or to amend in
only one operation of several users.
During all these steps, Dokeos will use the identifier (or username or Login) as single identifier to
know if two registrations correspond to the same person.
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Attention to the following points:
• the first line of the file must mandatorily contain the column name required by Dokeos, with
exactly the same orthography and the same breakdown: LastName, FirstName, Email etc,
• no semicolon in the fields (because the point comma will be used as separator of fields),
• the fields of the columns LastName, FirstName and Email cannot be empty,
• Only the columns LastName, FirstName and Email are mandatory. The others are optional. If
you do not wish to specify the other values, remove or avoid adding the corresponding
columns.
Excel and Openoffice enable you to export the users list in CSV format.
For that, choose: « Save As », unroll the list of formats types and select CSV (sometimes called « Text
(CSV) »).
During this export Excel and Openoffice propose to you « to publish the filter parameters » (sometimes
formulated in other words according to the versions of Excel).
Select this option in order to choose the semicolon as delimitor of fields (this is mandatory to import
them in Dokeos).
If possible, open a simple type text editor « Notepad» (Start Menu > Accessoires > Notepad) and
open created CSV file there, in order to check that the separator is indeed the point comma, that the
first line mentions the names required by Dokeos to be able to record the users correctly, and that
none of the first three columns contains empty fields (an empty field corresponds here to a succession
of two semicolons).
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To import CSV list in Dokeos
Login to your Dokeos portal as an administrator. Enter Administration > Users > Import users list.
Browse your hard drive via the Browse button and select the CSV file that you created. Select File
type: CSV, Send a mail to users: yes.
Caution: Password and username values correspond in French to the password and the login (or «iden-
tifier») of the user. If these columns are filled in your CSV file, Dokeos will record the values that you
propose. If these columns are empty or missing, Dokeos generates values according to a random cri-
terion. It is then imperative that you select the box « Send a email to the user» at the time of the im-
port, because if not nobody will know his password (it is however still possible for the user to use the
function « I lost my password» presented on the home page of the portal in order to have it sent).
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Chapter 1: Search and advanced search
The search and advanced search tools make it possible to find all the users who meet the
given criteria.
You will use more easily the simple search field to find a single user. It is enough for you to
seize a character string (incomplete name, portion of e-mail address, etc…) and the search
tools return all the users that contains the required information.
For a search based on refined criteria, the advanced research tools propose several criteria, it
is thus easy to isolate the trainers or the trainees, unless you do not wish to seek all the
trainees whose e-mail address contains for example @yahoo.fr. In this case, the two search
criteria return the list of the users considered.
Once the user (or users) is (are) found, several management tools is at your disposal.
These tools are described in detail in the following chapter.
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Chapter 2: « Users list » tool
The « Users list » tool provides the list of the people registered on the portal. You will use this
tool to manage the list of the users, to inform you on the trainings to which they are
registered, to assign a role or responsibilities to them… The « Users list » tool allows also the
reporting of activities of the various trainees.
Activate an account
If the administrator has set the registrations so that self-registrations are authorized after
approval, then the new registered users on the portal see their account blocked until you click
on the icon represented by a prohibited direction.
Consequently, the icon is transformed into a white tick off mark on green bottom, signing that
the new user can freely reach the platform.
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Consult the information attached to a user
A click on the icon « Information » shows a screen where all the information attached to a
user is gathered.
Since the preceding screen, the possible functionalities are the following ones:
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Homepage of a Gives access to the home page of the training, viewed as the responsible
training: trainer, and with the same rights. The administrator can thus modify/enrich
any training from the portal.
Remove a
training: Erase definitively, after confirmation, the selected training.
Login as a user
A click on the icon « Login as » modifies temporarily information of identification of the
administrator so that he can endorse the identity of a user, trainee or trainer.
Once identified, the administrator can act as if he were the trainee or the trainer considered.
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You will note here that the reporting of trainer is not available, only the activities of a trainee
can be followed.
You can modify here any type of relative information of the selected user:
Remove a user
A click on the icon « Delete » removes the platform user permanently, after request for
confirmation.
A trainer cannot be removed permanently in the condition of not being responsible for training
any more, which the administrator can decide by modifying information of a training, as
described in the preceding page.
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Chapter 3: « Add a user » tool
The « Add a user » tool authorizes an individual registration on the portal.
The administrator has thus the leisure to register either a trainee, or a trainer.
The fields to be completed are illustrated by the screenshot below, only those marked with an
asterisk are mandatory.
You will use the button « Add + » if you wish to register several users after.
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Chapter 4: « Export users list» tool
The « Export users list » tool allows the backup of the following list of users:
• Portal
or
• Registered users with a particular training
If you leave the field « Only users from the training » empty, all the users registered on the
portal will be exported in a file.
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Chapter 5: « Import users list» tool
The « Import users list » tool authorizes the batch processing of registrations. Less detailed
than the individual registration, the batch registration is an appreciable time-saver.
The files (with format XML or CSV, as for the export of users) must be prepared as a
preliminary.
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For format CSV, the syntax of the file must be in conformity with the example below:
51
Chapter 6: « Profile » tool
The « Profile » tool makes it possible to create additional fields appearing in the tab « Profile
» and exploitable to sort the users when the administrator registers them with the trainings
itself.
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Manage the settings of the profile field
The possible actions on the profile fields are:
Icon Functions
Remove a field
53
Part 4
Management tools for Training
The « Training » section of the
administration interface allows to:
• Undertake a multi-dimensional
search to find a training,
54
Chapter 1: Search and Advanced
Search
The search and advanced search tools can retrieve all courses that meet a set of criteria.
The results returned by the search tools are presented in the form of a list and make it
possible to carry out several operations.
In addition to the code of the training, a colored icon allows identification at first glance:
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The search results screen provides access to the following functions/features:
Homepage of the Provides access to the considered home page of the training, with Trainer
training: View, and with the same rights. The administrator can modify / add any
training on the portal.
Reporting of Shows tracking of activity of users registered to the selected training and
activity in a allows access to individual reporting of each training:
training:
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Modify the Displays extended properties of training by completing the properties on
information of a which the responsible trainer may involve other specific administrator:
training:
Remove a
Delete permanently the selected training, after request for confirmation.
training:
The previous tools also appear when you request the display of all training on the portal via
the tool « Training List ». This tool will not be detailed in a separate chapter.
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Chapter 2: Create a training
The tools will remain functional but the learners will not see them anymore.
Build you course home page in the Introduction text with a table
On your course area homepage, click on the pencil icon to open the Introduction text > select Table and
choose table settings (copy the ones in the screenshot below for instance).
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Go to one of the pages you want to be a target for a link and copy its address from the
address bar
A web link is a connection between an origin page and a destination page. You need to start by copying
the address ot the target and then create the link on the origin page. Select any page and Ctrl+c or
right-click+copy in the address bar.
You end up with a clear course homepage that links only to the pages and activities you
designed
Dokeos toolbox does not appear anymore. You customized your environment and adapted the software
to your pedagogical scenario.
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Conclusion : pedagogy at stake
Linking things together your own way is powerfull. Consider using the same idea in other situations :
• linking the feedback of a test to a theory page (you may want to use the Popup option of the link
feature)
• linking the course area Introduction text to a learner production so as to point other learners to
an example good practice
• (...) all connections that your imagination will consider relevant
In Dokeos, every resource or learning object has an address (also called URL). It is visible in the address
bar on top of your browser and
can become the target of a link.
The tool for creating training is very similar to that shown to the trainers.
As an administrator, you can however:
• Choose a "principal" trainer in the drop-down list "Trainer"
• Choose several « assistant » trainers (which however will have the same rights
as the « principal» trainer) from the list "Trainers"
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You just have to define:
• A code for your course (make sure to choose a code referring to the style of training,
combined with a numerical classification: CAO001 or ANGLAIS004 for example). If
defined in lowercase, then the course code will be automatically converted to uppercase
by Dokeos. Similarly, the characters -, _ and space will be eliminated from the code,
• A clear and detailed name,
• A category from the drop-down list, and which you can manage as an administrator,
• The language used to display the environment of your training (nothing prohibits you to
choose English, even if the portal is installed in French). The choice of language will not
influence the content of the training, just the working environment in which your con-
tent is displayed,
• Access authorizations,
• The possibilities for subscribe / unsubscribe,
• The disk space (similar to the default parameter setting of the portal).
During the construction phase, it is preferable not to allow participants to access the training: it is always dis-
appointing for a trainee to discover unfinished or missing elements; he will hardly be motivated to return,
even if in the meantime you have time to finalize your production.
You can modify the properties of your training, so that it is (temporarily) not available to trainees.
A common use is as a first step to close all access to the training (check « Training access
>> Completely closed » and « Subscription >> This function is only available to
trainers », see screenshot below) during its design period: no access except for the person in
charge of the training, no registration possible for other users. Then you can allow entry to the
training but not access (leave the box « Training access >> Completely Closed » selected
and click « Subscription >> Allowed»), and the time required so that each participant is
registered.
Finally, you can close the registrations and allow access to training only for registered users
(click on « Training access >> Private Access» and « Subscription >> This function is
only available to trainers », not without having removed the possible intruders as a
preliminary by using the functionalities of the tool « Users ».
Some organizations prefer not to use this method and use a centralized administrative registration. In this
case, the participants do not have the opportunity to enroll in the training; only the person in charge of the
training can give access to them.
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Chapter 4 : Manage the trainings
categories
The general categories allow the trainers to
group a set of consistent trainings. These general
categories are common to all trainers and
managed only by the portal administrator.
They are independent of the personal categories
that each trainer can create for clearness in his
own trainings list.
Edit a category
Delete a category
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Chapter 5: Register users
Based on a very simple principle, the registration of users to trainings is done by:
1. The discontinuous («Ctrl » key down) or continuous («Shift » key down) multiple selections of users
in the left box
2. The discontinuous («Ctrl" key down) or continuous («Shift » key down) multiple selections of training
in the right area
3. A click on the button « Add to the training(s) »
To facilitate the work of selection, you can use (both for the users and for the training) sorting by first letter.
You can also carefully create new profile fields (see Part 3, Chapter 6) and authorize the filter of the fields:
for example, create a profile field called « service » in order to be able to isolate all users from the same ser-
vice on the left list and for whom a particular training is designed.
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Part 5
Training sessions
The « Training sessions » section of the
administration interface allows:
At the end of the session, we have the new employees pass an English Language test that decides
whether we register them to a Session 2 called September 2008 Geneva Glucose monitoring or to a
Session 3 called September 2008 Geneva English as a Second Language.
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Memo: Working with classes or sessions
The platform administrator must make a pedagogical choice: working with classes or
sessions. Although classes and sessions are both created by the administrator, there is a
fundamental difference between the two functions:
• A class contains trainees, enrolled by the administrator. The trainer can decide to
register trainees and / or classes to his training.
• A session is a training package (belonging to one or more persons in charge):
o gathering trainees
o during a specified time
o supervised by a sessions administrator who can intervene in the session, X days be-
fore the opening of the session and Y days after (the number of days are defined by
the administrator)
o trainers cannot directly modify the list of courses, start and end dates and the list of
participants in a session
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Chapter 1: Search / Training sessions list
In addition to the sessions list, the screen showing search results allows certain actions.
Manage Sessions
Icon Functions
Add users to the session (same screen as adding users when creating the
session, see Chapter 2)
Add training to this session (same screen as adding training when creating the
session, see Chapter 2)
Edit a session (session name, name of the coach, opening/closing dates of
session, access times of the coach)
Delete session
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Chapter 2: Create a session
To create a session, you must define the parameters listed in the memo of Part 5.
The steps are illustrated below. Some of the screens shown during the creation of a session
are identical to those called during a later modification.
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Select the participants in the session
On the same principle as for the selection of the training, the left area presents all the users
(trainers and trainees) registered on the portal, the right side (empty when creating) shows a
list of users registered for the session.
If you have defined profile fields used for sorting, then you will be able to facilitate the users'
search, using these fields, and sorting by first letter.
Finally click on the « Finish session creation» button.
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Manage settings of the session
The summary of the session provides access to known functions:
Icon Functions
Show detailed reporting of training or trainee
Edit the general properties of the session, add or withdraw trainings or trainees in the ses-
sion
Delete trainings or trainees from session
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Chapter 3: Create sessions in batches /
Export sessions
To create more quickly a set of sessions containing trainings and users, the function of creating
in batches is adapted.
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Example of a CSV format:
In addition to creating sessions with XML or CSV files, the export of sessions is also possible with the same
file extensions.
All the sessions can be exported once, or you can choose the session one by one from the sessions list:
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Part 6
Classes
The « Classes » section of the
administration interface allows:
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Chapter 1: Search / Class list
In addition to the list of classes, the screen showing search results allows certain actions.
Removing a class
73
Chapter 2: Create / fill a class
The creation and the filling of a class are generally done in the tread. However the filling of a class implies
that the users who will be part of it are registered beforehand on the portal.
Create a class
Nothing could be easier… A name and a click on the
« Validate » button.
Fill a class
Once the class is created, the list of classes is automatically displayed.
Click on the « Add users to a class » icon to access a screen showing on the left the list of all
those registered on the portal and on the right the list (empty after creation of the class) of
those enrolled in the class.
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Chapter 3: Add a class to a training
The logical step following the creation of a class and its filling is its registration to one or more
training.
The screen for registration is structured in a known way: the list of the classes to be registered
on the left, on the right that of the trainings available.
The buttons located at the center allow subscribing / unsubscribing of selected classes with one or more
trainings.
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Chapter 4: Using CSV files
As for the training, sessions and users, CSV files can be used for:
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