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Repositories Manual

The most recent documentation for Moodle/Joule 2 has moved.

Please go to http://kb.moodlerooms.com to view the New Knowledge Base.

Table of Contents

1. Private Files Repository

1.1. Overview

Moodle file repository system contains repositories instances, which are areas where Moodle users can access and/or storage files. The Private files repository is an area that basically serves as a private repository for each Moodle user, where they can save and easily access file at their convenience.

1.2. Benefits

Each Moodle user has a private files area for uploading and managing a set of files. The Private files repository provides the following benefits to Moodlerooms clients:

  • Ability to organize files into private folders and sub-folders
  • Files can be uploaded very easily to the course
  • The file can be either linked or copied into the course modules
  • Linked files can be updated only in one place

1.3. User Documentation

1.3.1. Managing private files

Each Moodle user can manage their own private files.To access the My private files area navigate to Navigation>My profiles> My private files.

It is also possible to access the private files area via the My private files bloc. This block provides to access the repository by clicking on the Manage my private files link within the block.

Once inside the My private files, users can then click the icons on the top of the file manager to Add, Create folder or Download all files. Files can also be dragged and dropped directly into the My private files area.

1.3.2. Accessing files saved in the Private files repository

Moodle users can easily copy or link the files saved in the Private files. They first need to find an activity or resource where they want to add a file and click Add...to open the File picker.

The File picker opens and lists the Private files repository on the left pane.

.

Once a file is selected,the following options are available:

  • Make a copy of the file- This option duplicates the file and saves a new version of the file inside the course.
  • Create an alias/shortcut to the file - This option creates an alias (link) to the file save inside the private files repository. If an alias is created, then when the original file is updated, it will change in all instances of the alias.

 

1.4. Administrator Documentation

1.4.1. Enabling Private files repository

Private files are turned on by default in all new and upgraded sites. To turn off the repository, log in as a user with site administration privileges. Navigate to the Settings>Site administration> Plugins > Repositories> Manage repositories and disable the Private files.

1.5. Global Settings

Administrators can set maximum number of bytes that a user can store in their own private file area. Navigate to the Settings>Site administration> Security > Site policies and update the field User quota.

1.6. Permissions

  • Manage files on own private file areas: This allows a user to access their private files via the file picker .
    • Default Permissions
      Role Not Set Allow Prevent Prohibit
      Manager X

         
      Course Creator X

         
      Teacher X

         
      Non-Editing teacher X
         
      Student X
         
      Guest X
         
      Authenticated User X
         

2. Server Files Repository

2.1. Overview

Moodle file repository system contains repositories instances, which are areas where Moodle users can access and/or storage files. The Server files repository enables administrators, manager and teachers to access files used within a course and elsewhere on the site, as long as they have permission to access and edit the area.

2.2. Benefits

The Server files repository is the place where files are located in site-specific context and the access to its folders will vary depending on the role of each user. The Server files repository provides the following benefits to Moodlerooms clients:

  • Ability to access files saved in other courses
  • Files can be re-uploaded very easily to the course
  • The file can be either linked or copied into the course modules
  • Linked files can be updated only in one place

2.3. User Documentation

2.3.1. Managing Server files

When files are added to courses, they are saved in folders named after the activities/resources.These folders are organized in the context of categories and courses in which users have permission to access. Only users with editing privileges have access to Server files folders of a course. User can browse through the Server files via the File Picker.

Server files can only be updated via the activity module. To overwrite a file, return to the activity/resource where it was created and click Update.

Drag and drop or add a file with the same exact name.

Click the button Overwrite to confirm the file update.

2.3.2.

2.3.3. Accessing files saved in the Server files repository

Moodle users can easily copy or link the files saved in the Server files as long as they have access to the folder. They first need to find an activity or resource where they want to add a file and click Add... to open the File picker.

The File picker opens and lists the Server files repository on the left pane. Browse through the folders to find the file.

Once a file is selected,the following options are available:

  • Make a copy of the file- This option duplicates the file and saves a new version of the file inside the course.
  • Create an alias/shortcut to the file - This option creates an alias (link) to the file save inside the Server files repository. If an alias is created, then when the original file is updated, it will change in all instances of the alias.

 

2.4. Administrator Documentation

2.4.1. Enabling Private files repository

Server files are turned on by default in all new and upgraded sites. To turn off the repository, log in as a user with site administration privileges. Navigate to the Settings>Site administration> Plugins > Repositories> Manage repositories and disable the Server files.

2.5. Permissions

  • View server repository: This allows a user to access the Server files repository .
    • Default Permissions
      Role Not Set Allow Prevent Prohibit
      Manager
      X    
      Course Creator   X    
      Teacher   X    
      Non-Editing teacher X
           
      Student X
           
      Guest X
           
      Authenticated User X
           
  • Manage files: This allows a user to access files used in a course in the Server files repository (and in Legacy course files) depending upon the repository being enabled and the user having appropriate permission to view it .
    • Default Permissions
      Role Not Set Allow Prevent Prohibit
      Manager
      X    
      Course Creator   X    
      Teacher   X    
      Non-Editing teacher X
           
      Student X
           
      Guest X
           
      Authenticated User X
           

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