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Setting Up a Workgroup

Module by: Mark Husband

Summary: How to create a workgroup and use it as a workspace for your Connexions documents.

What Is a Workgroup

Connexions allows you to create a work area in which you can upload, edit, and manage your unpublished content. These areas are called "Workgroups". You create the workgroup, name it, enter content, and list other Connexions account holders who will have access to your workgroup. You can create multiple workgroups, having a different one for each of your projects.

Viewing Workgroups

Once you log into Connexions, the "Log in" sidebar in the lower left of the Connexions home page is replaced by the Workspaces sidebar. This sidebar remains on the home page and the other Connexions Web pages as long as you are logged in, and allows you to move among your workgroups easily and quickly.

Figure 1: "Workspace" sidebar.
Figure 1 (workspacebox.png)

In the example "Workspace" sidebar, "Demo Workgroup" is a previously created workgroup. If you have not created any workgroups the word "None" appears under the "Workgroups" label.

The names of the workgroups of which you are a member are listed in the "Workspaces" sidebar. You can display the contents of a workgroup by clicking on the name of the workgroup.

Note:

In addition to the names of the workgroups that appear in the "Workspaces" sidebar, there is an item called "My Workspace". This is a personal work area where you can work independently of anyone else. "My Workspace" is not described in this document. For information about it, please see the Work Areas module.

Creating a New Workgroup

Each workgroup can contain files, modules, or courses that are associated with it. The members of the workgroup can add items to the workgroup. Once a module is created or checked out, any member of the workgroup who has editing permission on that module may modify it. To have editing permission, a person must have the maintainer role for that module. For more information on edit permission, please see the Editing Module Roles section in the "Editing Modules" module.

To create a workgroup, use the following steps:

  1. Display the Connexions home page (http://cnx.rice.edu) with your Internet browser.
  2. Log into the system with your Connexions account name and password.
  3. Click Create a workgroup in the "Workspaces" sidebar. The "Create Workgroup" screen displays.
  4. Type the name of the workgroup in the "Name" field.
  5. (Optional) Type a group e-mail address in the "Email" field. This should be a common e-mail address or mailing list that is shared by all members of the workgroup.
  6. (Optional) Type a description of the workgroup in the "Description" field.(optional)
  7. Click Create. The screen for the new workgroup displays.

Since it is a new workgroup, it has no content and you are its only member. See Workgroup Members: The People in the Workgroup for a description of how to add members to the new workgroup.

Editing a Workgroup Name, E-mail Address, and Description

To edit the name, e-mail address, and description of a workgroup you of which you are a member, use the following steps:

  1. Click the name of the workgroup in the "Workspaces" sidebar to display the workgroup screen.
  2. Click on the Properties tab. The "Properties of" screen displays.
    Figure 2: "Properties" tab in a workgroup.
    Figure 2 (wgproperties.png)
  3. Type a new title or name for the workgroup in the "Name" field.
  4. Type a group e-mail address in the "Email" field. This should be a common e-mail address or mailing list that is shared by all members of the workgroup.
  5. Type a description of the workgroup in the "Description" field.
  6. Click Update.

Creating New Items in a Workgroup

To create new modules or courses in your workgroup, use the following steps:

  1. Click the down arrow in the text box next to the Create New Item button. A drop-down list of valid item types appears.
  2. Select either the "Course" or "Module" item type and click Create New Item. The "New content: Licensing" screen displays.
  3. Select the checkbox to agree to the license and click Next. If you selected "Course", the "Metadata" tab on the "Edit Course" screen displays. See the How to Use the Course Composer for a description of how to edit a course. If you selected "Module", the "Metadata" tab on the "Edit Module" screen displays. See Editing Modules for a description of how to edit a module.

To create new files or images in your workgroup, use the following steps to upload the source of the file or image:

  1. Click the down arrow in the text box next to the Create New Item button. A drop-down list of valid item types appears.
  2. Select either the "Image" or "File" item type and click Create New Item. If you selected "File", the "Edit File" screen displays. If you selected "Image", the "Edit Image" screen displays.
  3. Click Browse and locate the file or image to be added.
  4. Select the item and click OK to upload the source of the file or image.
  5. Click Save to add the file or image to the work area.

The "File" and "Image" item types allow you the freedom to upload materials that you want to use in your content. These materials must exist before you can import them into Connexions. When you create the file or image in your workgroup, you are actually creating an instance of the item in Connexions.

When you create a new image item, once you click Save a preview of the image appears and a message that your image has been saved displays. When you create a new file item and click Save, information about the file displays and the Click here to get the file link appears.

Note:

Adding content into modules is explained in the Starting with Microsoft Word Documents module.

Workgroup Members: The People in the Workgroup

Once you have created a workgroup or you have become a member of an existing workgroup, you can add other people, or members, to the workgroup. These members can work together on the content in the workgroup.

Note:

Only a person who has a Connexions account can be a member of a workgroup.

The names and e-mail addresses of the members of the workgroup are listed on the Members tab.

Figure 3: Workgroup "Members" tab.
Figure 3 (members.png)

Adding Members to a Workgroup

As a member in a workgroup, you can add other members to the workgroup. To add new members to a workgroup you are in, use the following steps:

  1. Type the name of the person you wish to add to the list of members in the text box next to the Search button.
  2. Click Search. A list of the Connexions account holders that match the search string appears. If the search returns no results, try the search again using just a username or a last name.
  3. Select the checkbox next to the name of the person or persons you wish to add to the workgroup.
  4. Click Add selected users. The "Current Group Members" table is updated to include the new member or members.

Joining a Workgroup

To join a group, a current member of the group must add you to the workgroup member list. If you wish to join a workgroup, contact a member of that workgroup and ask them to add you to the workgroup.

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