manual d okeos plataformaealearning

Creating & deliveringonline courses with

Dokeos 3.0

© Dokeos – March 2014

Trainer manual

Dokeos®e-learning made easy

Table of contents

Introduction..........................................................................................................................................6What is Dokeos?.........................................................................................................................6What to do with Dokeos?............................................................................................................6For who is this manual intended?...............................................................................................7Structure of the manual...............................................................................................................7

Part 1.....................................................................................................................................................8Features of version 3.0.....................................................................................................................8

MANAGER................................................................................................................................8AUTHOR....................................................................................................................................8EVALUATION............................................................................................................................8CHANNEL..................................................................................................................................8SHOP..........................................................................................................................................9LIVE............................................................................................................................................9Dokeos 3.0 Requirements...........................................................................................................9

Part 2...................................................................................................................................................10Dokeos MANAGER .....................................................................................................................10Chapter 1: Register online.............................................................................................................11Chapter 2: Roles assigned to users................................................................................................12

Definition of the roles...............................................................................................................12Roles and rights.........................................................................................................................12

Chapter 3: Create a course structure..............................................................................................13Do you already have a user ID and a password?......................................................................14What is new between two visits?..............................................................................................14

Chapter 4: The course homepage...................................................................................................15Structure of the course homepage.............................................................................................15Navigate the Dokeos interface..................................................................................................16Use the course scenario ............................................................................................................17Create a course scenario ...........................................................................................................17Customize the introduction text by using the internal editor....................................................19

Chapter 5: Configure course settings.............................................................................................21Control access to the course......................................................................................................21

Chapter 6: «Announcements» tool................................................................................................23Add an announcement for one or multiple users......................................................................23Manage announcements............................................................................................................24

Chapter 7: «Calendar» tool............................................................................................................25Add an event to the calendar ....................................................................................................25Export calendar events of a course............................................................................................26Manage calendar events of a course..........................................................................................26Manage the personal calendar, accessible from the «Calendar» tab.........................................26

Chapter 8: «Description» tool........................................................................................................28Chapter 9: «Documents» tool........................................................................................................29

Use documents in course scenario............................................................................................29Create a folder...........................................................................................................................30Quick folder navigation............................................................................................................30Transfer a file from your work space to the platform...............................................................31Add comments to file (or folders) ............................................................................................32Change the visibility of files and folders..................................................................................32Move a file or a folder...............................................................................................................33

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Display the image gallery..........................................................................................................33Download files, folder content or entire «Documents» content...............................................34Delete a file or a folder..............................................................................................................35Find a file in the documents .....................................................................................................36View the contents of the Mediabox ..........................................................................................37Import new media in a Mediabox category ..............................................................................38Manage media in the Mediabox ...............................................................................................38Use pages..................................................................................................................................40Create a new page.....................................................................................................................40Manage pages............................................................................................................................41Use pages in course scenario.....................................................................................................42Watch the course quota.............................................................................................................42Define glossary terms................................................................................................................42Add a new term ........................................................................................................................43Import/Export glossary terms ...................................................................................................43Manage glossary terms .............................................................................................................44Add a new link category...........................................................................................................45Add a link..................................................................................................................................45Manage folders and links..........................................................................................................46Use the Mindmap feature..........................................................................................................47Download Dokeos Mind for the desktop .................................................................................47Upload Mindmap for learners ..................................................................................................48Comment on a Mindmap ..........................................................................................................48Manage Mindmaps ...................................................................................................................49

Chapter 10: «Dropbox» tool..........................................................................................................50Create folders for organizing files.............................................................................................50Share files..................................................................................................................................50Sent/Received files....................................................................................................................51Feedback on files......................................................................................................................51Move a file................................................................................................................................52Manage files/folders..................................................................................................................52

Chapter 11: «Forums» tool............................................................................................................53Forum views..............................................................................................................................53Add a category to the forum ....................................................................................................55Add a forum..............................................................................................................................55Manage forums categories .......................................................................................................56Manage forums.........................................................................................................................56Start a new thread......................................................................................................................57Manage threads.........................................................................................................................58Manage messages .....................................................................................................................58Add a message to a thread («Reply to this thread» link/icon) .................................................59Respond to a particular message («Reply to this message» icon)............................................59Respond to a particular message by quoting it («Quote this message» icon) ..........................60«Reply to this thread» or «Reply to this message»?.................................................................60Search for an item in the forums ..............................................................................................60

Chapter 12: «Modules» tool..........................................................................................................61Using SCORM modules ...........................................................................................................61Import a SCORM course...........................................................................................................62Use modules in course scenario................................................................................................62

Chapter 13: «Quiz» tool.................................................................................................................64Create a quiz..............................................................................................................................65Create a question.......................................................................................................................65

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Multiple choice question and single answer.............................................................................67Multiple choice question and multiple answers........................................................................68Fill-in-the-blanks.......................................................................................................................69Open question...........................................................................................................................70Matching...................................................................................................................................72Image zones (hotspot)...............................................................................................................73Contour (image recognition).....................................................................................................74Manage questions......................................................................................................................76Manage quizzes.........................................................................................................................77Use quizzes in course scenario..................................................................................................77Use assignments........................................................................................................................78Create an assignment.................................................................................................................78Manage assignments.................................................................................................................79Use assignments in course scenario..........................................................................................79Delete one or more assignment(s).............................................................................................79Sort assignments/papers............................................................................................................79Assess an assignment................................................................................................................80Manage papers..........................................................................................................................80

Chapter 14: «Surveys» tool............................................................................................................81Create a new survey..................................................................................................................81Add questions to the survey......................................................................................................82Manage the survey questions ...................................................................................................82Preview the survey....................................................................................................................83Publish the survey.....................................................................................................................83Use surveys in course scenario.................................................................................................84Survey reports...........................................................................................................................85Manage surveys.........................................................................................................................87

Chapter 15: «Users» tool...............................................................................................................88Subscribe users .........................................................................................................................88Subscribe trainers .....................................................................................................................89Unsubscribe users (learner or trainer, except the responsible trainer)......................................89Change the role of a user...........................................................................................................89Subscribe or delete existing classes..........................................................................................90Work with classes or sessions ..................................................................................................90Export the users list...................................................................................................................91Use groups.................................................................................................................................92Create new groups.....................................................................................................................92Assign users (automatically).....................................................................................................93Assign users (manually) / edit group........................................................................................93Reach the Group area................................................................................................................94Manage groups..........................................................................................................................94Delete one or more group(s).....................................................................................................95Export registered groups...........................................................................................................95Enter the results for the face-to-face activities..........................................................................95

Chapter 16: «Wiki» tool.................................................................................................................96Start a wiki by modifying the main page .................................................................................96Add a new linked page .............................................................................................................97Add a new unlinked page (orphan) ..........................................................................................97Comment on a page ..................................................................................................................97Manage the wiki pages .............................................................................................................98Manage the wiki........................................................................................................................98Other wiki tools ........................................................................................................................99

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Chapter 17: «Settings» tool..........................................................................................................100Change general settings of the course ....................................................................................100Manage access to courses .......................................................................................................101Manage email notifications ....................................................................................................101Modify user rights ..................................................................................................................101Modify the look of a course ...................................................................................................101Manage the calendar functions................................................................................................101Use the «Copy» feature...........................................................................................................101Copy a course..........................................................................................................................101Use the «Backup» feature.......................................................................................................102Create a backup.......................................................................................................................102Import a course backup...........................................................................................................103Empty a course........................................................................................................................104Delete a course........................................................................................................................104

Chapter 18: «Profile» and «Social» tabs......................................................................................105Edit profile information .........................................................................................................105Social tools..............................................................................................................................106

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IntroductionWhat is Dokeos?Dokeos is a platform for distance learning (or an e-learning platform), intuitive and easy to use. Whether you are trainers, learners, or managers, with Dokeos you will find all the tools to manage courses. Dokeos allows trainers to focus on creating scenarios and content by freeing them of any technical aspect. Dokeos lets you express your creativity to develop attractive, interactive and multimedia courses. Dokeos is also available for users of collaborative tools: videoconferencing, forums, wiki ...

Apart from its ease of use, Dokeos is free open source software. The Dokeos code is accessible to all and can be modified or adapted for specific requirements by anyone.

What to do with Dokeos?Dokeos offers, under a common interface:

an effective and ergonomic learning environment, now adapted for mobile media and more particularly for tablets

tools for producing online content: o mediabox o rapid content creation with or without templates o quiz creation o insert links o create a glossary o conversion of presentations into modules o import SCORM moduleso ...

tools dedicated to trainer/learners interaction: o mindmapping o forum o wiki o sending online assignments o ...

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advanced reporting tools to measure the progress of users: o time spent in courses o results of quizzes and surveys o export data to a spreadsheeto …

For who is this manual intended?This manual is meant for teachers, trainers and tutors who are keen to use tools that will help them deliver theircourses to learners via the Internet. You will soon discover that Dokeos is a versatile platform capable of satisfyingyour most imaginative online teaching and training needs.

If you are convinced that delivering an online course is more than just transferring documents to a server andauthorizing access to trainers and learners, if you are keen to exploit the interactive multimedia aspects of digitaleducational content, if you think that collaborative exchanges between users also contribute to the development ofcompetence and acquisition of knowledge - then Dokeos is made for you. It will satisfy your concerns as a teacher,instructor or trainer who expects and demands a genuine value-added tool for web-based distance education andtraining.

Do you require specific technical competence to use Dokeos?Technically speaking, to use Dokeos you only have to be familiar with your favorite web browser. You should beable to handle text and forms and click on icons and buttons («OK», «Submit», «Browse», etc...) and to prepareyour own digital documents to place in your courses. That is all. With such ease of use, you will be able toconcentrate on what is most important for a creator of an online course - the content. And, of course, theexcellent educational environment!This manual is not concerned directly with the creation of instructional content. We expect that you are alreadyfamiliar with editing text, and you know how to surf and browse and how to use a messaging/chat tool.

Structure of the manualEach section of this manual, illustrated with numerous screenshots, will guide you in learning the different toolsoffered by Dokeos. By following the steps shown in this manual you will quickly discover new possibilities for onlinetraining and teaching.

This manual has 2 separate sections: The first section (page onwards) presents the main features of version 3.0 based on the 7 products of

Dokeos: MANAGER, AUTHOR, EVALUATION, CHANNEL, SHOP, GAME and LIVE.

Part 2 of this manual (page 10 onwards) covers all the tools of Dokeos MANAGER. The other Dokeos products will be described in other documents. The order of the tools corresponds to the new organizationof the 7 Dokeos products.

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Part 1Features of version 3.0Features of version 3.0

Dokeos 3.0 has finally arrived, a major change compared to its previous versions. Entirely redesigned, adapted to changing technologies and the needs of users: HTML5 compliant and divided in 7 products. The interface is a revolution. Everything is designed for touch screen and adapted for mobile devices like tablets and smartphones. Drag & drop in Dokeos 3.0 with your fingertips. Its large icons and menus are visual wonders to simplify the task of trainers and learners. The integration of the course scenario on the course homepage makes it possible to plot your unique learning pathway in just a few clicks.Dokeos 3.0 is a complete learning suite but since not everyone needs all tools available in Dokeos. we have dividedthe software in 7 products to better meet the needs of the users. The products are briefly presented in the followingpages. Just enough to give you the desire to learn more. You will then have to go to the next parts of this manual, detailing all the features/tools of Dokeos 3.0.

Enough spoken, discover quickly the features specific to the products of Dokeos 3.0 PRO : MANAGER AUTHOR EVALUATION CHANNEL SHOP GAME LIVE

MANAGERDokeos MANAGER is a complete and flexible Learning Management System and is the most basic product of Dokeos 3.0 PRO. In order to use the other Dokeos products it's necessary to have Dokeos MANAGER . Dokeos MANAGER allows you to distribute courses, quizzes, interact, get reporting. Focused on HTML5 it offers 100% compliance with mobile devices (such as iPad and Android) to fit with new demands of versatile projects. So the Dokeos MANAGER works indifferently on any computer, laptop, tablet, any browser (Internet Explorer, Firefox, Chrome, Safari...) and on the operating systems Windows, Mac and Linux.Dokeos MANAGER offers the richest palette of social learning tools like «Social network», «Announcements», «Wiki», «Forums», «Calendar», «Surveys» and «Dropbox». It also consists of the following tools: «Description», «Documents», «Modules», «Quiz», «Users» and «Reporting».

AUTHORDokeos AUTHOR allows you to create customised training modules that consist of a set of slides, which can be accessed from the «Modules» tool of Dokeos MANAGER . With Dokeos AUTHOR you can create modules from scratch or convert your existing PowerPoint files into modules. You can easily add content by inserting images, audio, videos and quizzes, and also change the page order with the sort function. You can also create your own templates in the Admin section and use them in Dokeos AUTHOR .

EVALUATIONDokeos EVALUATION provides extended features to the «Quiz» tool. It allows you to create Exams with certificates by using quizzes from the «Quiz» tool. It also allows to send invitations to learners to participate in the Exams. The Scoring feature allows you to correct the Exams and to have an overview of learners scores.

CHANNELDokeos CHANNEL allows you to create your video training channel with the «WebTV» tool and offers a simple solution to broadcast and distribute video training content to wide and targeted audiences.

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SHOPDokeos SHOP allows you to sell your training online, build and manage the training catalogue.

GAMEDokeos GAME consists of the «Serious Games» tool and allows you to build games online. It builds the environment and avatars for you so you don’t need to delve into multimedia authoring. You just concentrate on thescenario, content and skills.

LIVEDokeos LIVE is the videoconferencing feature of Dokeos which was represented by the «Virtual classroom» and «Virtual meeting» tools. In Dokeos 3.0 PRO these 2 tools have been merged into Dokeos LIVE. It allows you to exchange (voice, image and chat) with participants around one or several media («Office» presentations or document).

Dokeos 3.0 RequirementsIn order to use Dokeos 3.0 you need the following installed on your machine:

One of the following browsers:o Internet Explorer 8 or highero Firefox 20 or highero Safari 5 or higher o Chrome 12 or higher

Adobe Flash player plugin, last version: https://get.adobe.com/flashplayer/otherversions Java plugin, last version: http://java.com/en/download/index.jsp

Now that you have been introduced to the new Dokeos products and know the Dokeos requirements, go to the next parts where each product and its features are described in more detail so that you can quickly start your e-learning program!

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https://get.adobe.com/flashplayer/otherversions

http://java.com/en/download/index.jsp


Part 2Dokeos MANAGER Dokeos MANAGER

Dokeos MANAGER is a complete and flexible Learning Management System (LMS), and the starting point to manage your e-learning portal. This part of the manual describes the steps on how to proceed with your online registration, and how to create your first course structure. It also demonstrates how to use the various tools and features that Dokeos MANAGER offers: «Announcements», «Calendar», «Description», «Documents», «Dropbox», «Forums», «Modules», «Quiz», «Reporting», «Settings», «Surveys», «Social network», «Users» and«Wiki», which youwill need to help you manage your training curriculum.

Dokeos is accessible via Internet. The address of your Dokeos portal has been communicated to you by the administrator. If this is not the case, contact him directly to obtain this information.

In addition to the address of your Dokeos portal, the administrator may have given you a user ID and password. The administrator has in fact the ability to make multiple registrations, which helps to avoid making a series of individual registrations. User ID and password will enable you to be recognized as the creator of courses in Dokeos.

If you already have this information, you can go directly to chapter 2 of this part, where you will be introduced to the different roles/profiles available in Dokeos. In chapter 1 you will learn how to register yourself as a course creator, if this feature is enabled by the administrator. Chapter 3 will show you how to create a first structure of a simple course. Chapter 4 will familiarize you with the homepage of the first course you create, while chapter 5 givesyou a quick tour of the properties related to each course. The functionalities of Dokeos MANAGER will be discussedin detail in chapters 6 – 19 in this part of the manual.

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Chapter 1: Register onlineChapter 1: Register onlineBy entering the address of the homepage in the address bar of your browser, youreach the homepage of the platform. If no user ID and password has been givento you, you can register yourself as a course creator by clicking on the «Register»link (if this option is activated by the Platform administrator).

You immediately arrive at a simple form. Now you have to decide and fill in a userID and a password with which you wish to log in to Dokeos on your subsequentvisits. Your user ID and password should be kept confidential (they are yourunique identifiers for Dokeos). We recommend that you keep them carefully andnot communicate them to anyone else.

During this part of the registration, please select the «Trainer» status, or else you will be assigned the status of alearner and will not be able to create any courses! Click on the «Submit» button to confirm your registration as acourse creator. You will then see a confirmation screen. By clicking on the button «Create a course» you will cometo a new form authorizing the creation of your first course. You have to complete this form to create your newcourse.

To confirm your registration and help you remember youruser ID / password, you will immediately receive aconfirmation email, the content type is displayed here onthe right.

You can use the services of the platform administrator tocustomize the content of the message.

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Chapter 2: Roles assigned to usersChapter 2: Roles assigned to usersDefinition of the rolesTo help you organize the role structure, Dokeos offers six predefined roles with different responsibilities:

Learner Tutor (this role appears only with the creation of sessions: he is the person in charge of a session and

ensures the reporting Trainer Human Resources Manager Sessions administrator Platform administrator

Roles and rightsThe description of the rights of Sessions administrator and the Human Resources Manager (Supervisor) is achievedwhen these two roles are in their main function and they are not registered as a learner in a course. Keep in mind that to be named Tutor of the session, a user must first have a Trainer role on the platform. The«Tutor» column below describes only the rights of the Tutor in the sessions, which has in addition the rights of aTrainer in his own courses.

Lear

ner

Tuto

r

Trai

ner

HR

Man

ager

Se

ssio

nsad

min

istra

tor

Plat

form

adm

inist

rato

r

Create a course

Manage the interaction and production tools (6)

Use the interaction and production tools (6)

Create or import contents in the «Documents» tool (1) (6)

Exploit the administration tools of a course (Settings, Reporting and Backup)

(6)

Register learners to a course (6)

Create sessions

Register learners in a session (2)

Add new courses to a session (2)

Get detailed reporting of the learners (3)(4) (3) (5)

(1) except within the framework of the «Groups» tool, where the creation and/or import of documents are authorized in the groups tools(2) except for sessions created by the platform administrator(3) detailed reporting of learners registered to courses for which he is responsible (4) detailed learners reporting of sessions where he is the tutor (5) detailed learners reporting of sessions where he is the creator (6) only in courses where he is the creator

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Chapter 3: Create a course structureChapter 3: Create a course structureYou have just registered online. After clicking on the «Create a course» button the creation form appears. By default, you are in charge of this course. Now you only have to provide:

A clear course name. The used language to display the environment of your course (nothing prohibits you to choose French,

even if Dokeos is installed in English). The choice of language will not influence the course content, just theworking environment in which your content is displayed.

If the course should be displayed or not in the catalogue on the Portal homepage. This option appears only when Dokeos SHOP is activated on the portal. Then click the «Submit» button.

You will enter directly into the homepage of the created course to discover the tools.

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The structure of your first course is now created. By using the instructional material you have with you (text, images,flash, video, audio …) you will be able to populate this structure which right now is just an empty area with many powerful tools, but no learning content whatsoever.

Do you already have a user ID and a password?If you already have a user ID and password (which would be the case if you have registered earlier or if your administrator has provided these) you can directly reach your Trainers corner after identifying yourself (logging in) on the login page. On your first visit, this homepage will not contain any courses. By clicking on the link «Create a course», you will reach the course creation form and will be able to proceed to create your first course.For your subsequent visits, you will proceed in the same way to create new courses.

What is new between two visits?You are informed of the access by participants to certain tools,by icons which appear below the title of your course. If you haveto manage many courses, this information can be very useful –for example, you will get to know of new posts in the forumsince your last visit, new documents received etc. It also gives aquick overview of the overall course progress and average score.

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Chapter 4: The course homepageChapter 4: The course homepageFrom your courses list one click is enough to access the homepage of one of them.

Structure of the course homepageThe course homepage is divided into four zones:

The course heading, present on all screens. This allows quick and efficient navigation, The customizable introduction with the Dokeos html editor and the new course scenario tool, The list of tools in Dokeos MANAGER available for the teacher; by default all are visible to learners, except

for the «Settings» tool, The list of tools in the 6 other Dokeos products, activated only when purchased.

Header present on allscreens

Customizableintroduction with internal

editor and coursescenario tool

Tools available for thetrainer in Dokeos

MANAGER. Clicking onthe eye-icon beside a

tool makes it invisible tolearners, yet still available

for the trainer

Tools available for thetrainer in the 6 other

Dokeos products.Clicking on the eye-icon

beside a tool makes itinvisible to learners, yet

still available for thetrainer

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A course, as defined by Dokeos, is a set of tools visible to the user. An invisible tool is inaccessible to users who do not have the status of course creator. The choice of tool visibility lies with the course creator. Based on the teaching strategy they devise, course creators can hide or show certain tools to learners.

With the new Dokeos 3.0 structure of 7 products, the designers of the Dokeos platform have classified the tools into two groups: the Basic tools available in Dokeos MANAGER, and the Advanced tools available for the course creators in the other Dokeos products to enhance their training program. If the platform administrator has not changed the options, by default all the Basic and Advanced tools are visible when a new course is created, except for the «Settings» and «SHOP» tools which are only visible for users with the status of course creator. It is for you, the Trainer, to decide, as per your teaching plan, which tools to use/show and which to hide.

Navigate the Dokeos interfaceThe different pages of your portal are quickly accessible from the navigation bar at the top of the screen:

The tabs give convenient access to the homepage of the platform, to your course list, to edit your profile and use the associated social tools, the calendar, the reporting section and to logout («Logout» icon):

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Finally, the action bar is generalized with a contextualized display of the tools, its reading and its use are greatly facilitated:

Use the course scenario The new course scenario tool in Dokeos 3.0 allows you to define the different steps and activities that the course participants must complete, and to assign prerequisites and criteria to pass each stage. It even allows you to have ablended learning scenario by adding offline activities besides your online activities.The course scenario is a structured instructional sequence containing activities or learning objects. You can organizea course scenario as per your content's existing structure, it will constitute a sort of table of contents, or in terms ofactivities, it becomes akin to an agenda of «things to do» to acquire knowledge or skills.In addition to being structured, a course scenario can be sequenced. The learner's progress through a coursescenario sequence can be controlled by pre-requisites. This means that the learner has to complete certain stepsbefore moving on to others. Your sequence can be suggestive - you show the steps one after the other, and it is upto the learner to follow the sequence; or binding - the learner has to follow the steps in the given order.A course scenario offers you the potential for creating a journey through a knowledge base that can includedocuments, pages, quizzes, exams, modules, assignments, survey and/or face-to-face activities. The course scenario allows you to put most of Dokeos’ pedagogical functionality in sequences learners can chooseto follow, or have to follow.

Create a course scenario To create a new course scenario:

Click on the «Edit scenario» icon on the course homepage. Click on the «Add step» icon to define the activities of the step. Click on the image to change the image. A pop-up window allows you to choose another image or to

upload your own image. In the «Step» row, click on the pencil-icon to change the step name. In the «Border» row, click on the color code to change the color of the border. If you know the color code,

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enter it, or choose the desired color from the color palette. Click the «Hide» option if you do not want any borders.

Click on the «Add activity» icon and choose one of the existing activities: Documents, Quizzes, Exams, Modules, Assignments, Surveys or Face-to-face. Please see further in this manual how to use these tools.

In the «Requires» row, set your prerequisite by selecting the step that is required to be completed before continuing with this activity. Note: It's logical that this cannot be set up for the first step since there are no steps before this step.

In case the activity is a module or a quiz, click on the pencil icon in the «Criteria» row to define the required percentage of completion.

In case of a face-to-face activity choose the type of activity (Pass/Fail or Score) and then click the «Submit» button. In this case the activity does not take place online. You add the face-to-face activity to the course scenario to inform the learners that an offline activity is part of the course. For example if the course also contains activities that will take place in a classroom and the learners will be evaluated on attendance and a paper exam, then you can add them as face-to-face activities. For attendance you can use the pass/fail option and for the paper exam you can use the score option. Once the face-to-face activities have been added in the scenario and completed by the learners, you can add the scores/results of the learners from the «Face-to-face» link/icon in the «Users» tool. See also the section Enter the results for the face-to-face activities inChapter 15: «Users» tool of this manual.

Add more activities and steps by using the «Add activity» and «Add step» options, and repeat the steps described above.

After the scenario creation, click on the «Preview» link/icon to preview the result. Click on the «Delete Scenario» link/icon to delete the whole scenario.

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Customize the introduction text by using the internal editorIn addition to the course scenario you can also add an introduction text by using the Dokeos internal html editor.The editor applet has been enhanced considerably. You will come across this editor in its more (or less) simplifiedform in many pages. Using the editor it is possible to format text, add images and create hyperlinks withoutresorting to html coding. It is also possible to insert Flash animations, mp3 audio files, videos, tables, etc.

After placing and formatting all the necessary material in the editor click on the «Submit» button to preview the result:

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Take advantage of the internal editor to lend impact to key content elements of your course. If activated by the platform administrator, the internal editor is available for creating introduction text content for most of the tools youprovide to learners. To use the internal editor just click on the «Introduction text» link… In addition, the editor gives you access to attractive templates for creating online content. Several templates are available through the internal editor, and are ready to be exploited, modified, enriched…

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Chapter 5: Configure course settingsChapter 5: Configure course settingsWhile creating a course you fill in information such as: title and language of the course. All this information, and more, is accessible and modifiable through the «Settings» tool.

Control access to the courseDuring the course building stage it is preferable not to allow participants to have access. Learners would bedisappointed with incomplete content and hardly be motivated to return - even if in the meantime you havefinished setting up the course. You can control course access in the «Settings» tool.When preparing the course, a wise decision would be to prevent access by anyone except course creators (in thecourse settings choose the option «Closed» under Access and «This function is only available to trainers» underSubscription. See screenshot). Now, course access is restricted to the course creator, and no registration is possibleby learners. Another option - you can allow registration to the course but not allow access (leave the radio button«Closed» under Access checked and check «Allowed» under Subscription). In this case, learners can enroll butcannot access the course. Eventually you can close registrations and allow access only to registered participants(check the radio buttons «Private access» under Access and «This function is only available to trainers» underSubscription). Then, if you need to, from the «Users list» you can identify and unsubscribe intruders. Someorganizations do not allow self-registration by learners. They prefer a centralized enrollment approach. The abovemethod is ideal in such situations because you as the trainer in-charge are in total control of learner registration.

You have created your first course and you know how to control access in «Settings». But the course is empty. Itdoes not contain any learning material and the interaction tools are not set up. The next chapters will help youdiscover the functions of the different tools, including the «Settings» tool where more parameters can be set thanaccess alone. The order of the tools corresponds to the new organization of the course homepage.

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Your Dokeos course as an instructional offering to the whole world!If you wish to let the whole world benefit from your course, why not let everyone in?By checking the corresponding box, you make the course accessible to anybody via a link (installedautomatically) on the welcome page of your platform.Only restriction – interactive learner participation is not feasible - no posting of messages in theforum, no sending of documents, assignments etc.

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Chapter 6: «Announcements» toolChapter 6: «Announcements» tool The «Announcements» tool allows you to publish important information directly in your course. You can inform learners that you have inserted new documents, or announce dates for submitting reports/assignments, or praise astudent for good work. In Dokeos 3.0 you also have the option to filter users based on the results of the course scenario.

Add an announcement for one or multiple users Click on the «Add announcement» link/icon. Select one of the 3 options to define the list of users to whom the announcement will be sent:

o «All»: By default an announcement is visible to all users registered for the course. o «Users»: To select specific recipients (individual participants or groups of participants). Two lists

appear. The left list shows potential recipients, the right the intended recipients. In each list multiple selections are possible. Keep the «Ctrl» key pressed to select non-sequentially. To select sequentially keep the «Shift» key pressed. Click the left and right arrow icons to move users from one list to the other.

o «Depending on Scenario»: To filter users, based on the course scenario results. By selecting the filter criteria, the field «Email target audience population» automatically displays the number of users to whom the announcement will be sent. Clicking on «see list» opens a pop-up window with the list of users who meet the selected criteria.

Fill the subject in the «Announcement» field and enter the content of the announcement (with the internaleditor). Use variables from the drop-down menu to personalize the announcement.

Finally click the «Submit» button to add the announcement to the list. An email notification will also besent to the recipients.

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Clicking on the «Show all» link/icon displays all the announcements that have been created, in chronological order with the newest on top.

Manage announcementsThe current management of announcements is done with known icons:

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Icon FunctionModify an announcement (content and/or recipients)

Delete an announcement without confirmation


Chapter 7: «Calendar» toolChapter 7: «Calendar» toolThe «Calendar» tool is part of each course and can be used for planning, coordination and scheduling . TheCalendar records events of courses you are responsible for. You can also make personal event item entries whichwill not show in learners’ courses.

Add an event to the calendar Click on the «New event» link/icon Select one of the 3 options to define the list of users to whom the event will be visible:

o «All»: By default an event is visible to all users registered for the course. o «Users»: To select specific recipients of the event. Two lists appear. The left list shows potential

recipients, the right the recipients already selected. In each list multiple selections are possible. Keep the «Ctrl» key pressed to select non-sequentially. To select sequentially keep the «Shift» key pressed. Click the left and right arrow icons to move recipients from one list to the other.

o «Myself»: To add a personal event. The event will only be visible for you and not to other users. Fill in the «Start» and «End» fields to indicate the start and end date of the event. Use the help of the

calendar by clicking on the «Calendar» icon. Fill in the «Title» of the event. Add a description of the event in the «Text» field. Finally click on the «Submit» button to add the event to the list.

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Export calendar events of a courseClick on the «Outlook/Gmail export» link/icon to export events to iCalendar format (iCalendar is used and supported by a large number of products, including Google Calendar, Yahoo! Calendar, Evolution (software) and partially by Microsoft Outlook and Novell GroupWise). You can also export a single event by clicking on the «Download» link of the event.

Manage calendar events of a courseThe current management of calendar events is done with known icons:

Manage the personal calendar, accessible from the «Calendar» tabThe Calendar is also accessible from the «Calendar» tab on top of the screen (if activated by the Platformadministrator). The personal calendar does not only display all events related to the courses, but also personalevents you create for yourself. By default the «Calendar» shows a weekly view. By clicking on the icons on top rightof the calendar you can see daily as well as monthly views. The procedure for creating a personal calendar event isthe same as for a course calendar event. Please note in the screenshot below that the two types of events aredisplayed differently. In blue appear the events in a course, in gray those in personal calendar:

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Icon Function

Export a single event

Modify an event (content and/or recipients)

Delete an event after confirmation


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Chapter 8: «Description» toolChapter 8: «Description» toolThe «Description» tool gives you formal course headings to help you describe the course to your learners. Yourlearners will appreciate good, clear and detailed course descriptions for they will get a clear idea of what to expect.

The headings are offered as suggestions. If you need to add your own headings, all you have to do is simply useany of the headings and change its title so it reflects your new heading explicitly.

To complete the course description:● Click on one of the five description headings.● The internal editor appears. It allows you to fill in the title and content of the heading chosen earlier,

highlighting the most important information.● Click on the «Submit» button to save your modifications.

You can delete an item at any time by clicking on the «Delete» icon, or change the details via the internal editor byclicking on the «Edit» icon represented by a pencil.

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Chapter 9: «Documents» toolChapter 9: «Documents» toolThe «Documents» tool works like the file management system of your computer. You can transfer all types ofdocuments (html, Word, PowerPoint, Excel, Acrobat, Flash, png, etc.), rename them, and place them in the foldersyou create. To view and use the documents, users need to have the related applications or viewers installed on theircomputers. For example, learners will not be able to view .doc files if they do not have Microsoft Word or anothercompatible viewer or application installed on their PCs.The «Documents» tool is probably one of the first tools you will be using. Just as you do with the files in yourcomputer, it is advisable to organize the contents of the «Documents» tool with care, so that minimum time is spentsearching. The Mediabox will help you greatly in this area! By default the Mediabox folders are hidden. To displaythe folders simply click on the «Show hidden folders» link/icon on the buttom of the page.In addition to all this, the «Documents» tool in Dokeos 3.0 also contains the following features: «Glossary», «Links»,«Mediabox» and «Mindmap».

Use documents in course scenarioThe «Documents» tool is one of the tools that can be used in the course scenario. Files placed in the Home folderof the «Documents» tool can be added as an activity in the course scenario.

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Create a folderFor effective file organization Dokeos facilitates folder and sub-folder creation (directories and sub-directories) inthe «Documents» tool. To create a new folder:

click on the «Create folder»link/icon on the bottom of theDocuments page

enter the name of the folder and click on the «Submit» button

Quick folder navigationWhen you create a new course, the «Documents» tool contains many folders by default (audio, chat, flash, etc...). For quick navigation in the folder tree of your course, a drop down list called «Folder» is present on top right of thescreen. With a click or two you can reach any level of the folder tree you have created for structuring your course.When you reach a sub-folder, you can use the «Up» link/icon to reach an upper level of the tree.For even quicker folder navigation you can use the drop down menu folders tree.

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Transfer a file from your work space to the platform From the «Folder» drop down menu, reach the folder where you wish to place the file. Click on the «Upload» link/icon. On the page that appears, click on the «Upload» button. A dialogue box appears which allows you to

explore your computer or network's hard disk(s), enabling you to choose the file to transfer. After selecting the file, close the dialogue box by clicking on the «Open» button or by double-clicking on

the file. The file will be displayed as thumbnail on the page. A delete icon allows to remove the file if youdo not want to upload it anymore.

In Dokeos 3.0 you can now import multiple files at once by using the drag&drop feature. Simply select thefiles from your desktop and drag&drop them in the indicated area of the upload page.

Click on the «Import» button to send the file(s) in the previously selected folder.

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Be careful of files that have the same name as an already uploaded file in the selected folder. If this is the case (theexisting file could, for example, be an older version of a document that has been modified), then:

● Choosing «Do nothing» will prevent the transfer and leave the older version of the file on the server.● Choosing «Overwrite existing file» replaces without confirmation the older file with the uploaded version● Choosing «Rename uploaded file» allows you to preserve the older version on the server. The new version

will have an extension added to its name (_1, then _2, etc…).

Several files to be transferred? Compress then uncompress!It is not possible to select multiple files when using the «Upload» button. The work-around is tocompress multiple files to transfer into a zipped archive. This way, with a single upload, you cansend not only text files but images, animations and audio as well. If the document to be transferredis a compressed document (a file with the «zip» extension) tick off the option «Uncompress» toinform the server that it has to uncompress the zip archive file after the import.

Add comments to file (or folders) Click on the «Edit» icon, represented by a pencil icon, of the relevant file or folder to be modified Fill in the «Comment» field Then click on the «Submit» button

Change the visibility of files and folders Click on the visibility icon in the group of icons next to the name of the file, represented by a closed or

open eye in the «Visible» column. The name of an invisible file or folder appears grayed out, a visualindication that the file is not visible to learners. The file (or the folder) still exists, but is visible only to thecourse creator.

Click again on the visibility icon to make the file or folder visible.

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Move a file or a folder Click on the «Move» icon in the corresponding column of the table listing the file. The «Move to» drop

down list of the folders appears. Select the destination folder Then click on the «Move the file» button. The contents of the destination folder are displayed

automatically. To go back to the main/parent folder, click on the «Up» link/icon.

Sorting the documentsJust like in your PC's file explorer, the folders and sub-folders can be sorted by type, name, sizeand date. Clicking on the header of each of the columns allows sorting by ascending ordescending order; sorting by name sorts alphabetically.A small trick helps in controlling the order of folders and files. Before the names of the files orfolders you can put an index number 01_, 02_ etc. to get an ordered sequence.

Display the image galleryThe presence of images (in gif, jpeg or png format) in folders is detected by Dokeos. The «Gallery» link/iconappears when images with these extensions are stored in the folder.

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A click on an image in the «Gallery» or in the «List view» displays the images as a simple manual slideshow wherethe images can be viewed with the actual size, as thumbnails, or resized if they are larger than the screen size. Inthe slideshow, each image can be deleted (after request for confirmation), made invisible or downloaded.

Download files, folder content or entire «Documents» contentYou may need to edit and re-upload files, or you may need backups. You can download an individual file, a folderor the entire content of the Documents repository by using the following downloading options:● For downloading a zipped archive (file compressed in zip format) containing all the files and folders in the

Documents repository, click on the «Save zip» link/icon:

● For downloading an archive containing all the files and sub-folders of a folder, click on the «Download» iconlocated on the right of the folder name:

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● For simply downloading a file, click on the «Download» icon located on the right of the file name:

Delete a file or a folderTo delete, simply tick off the boxes located next to the file or folder name and click on the «Delete» button. You will be asked for a confirmation. The file or folder will be deleted from the «Documents» tool.

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Unknown folders in the Documents tool?You will by default see Folders with the names audio, flash, images, shared documents directory,video in the «Documents» tool - these folders are automatically created by Dokeos when acourse is created or, while using other tools (discussion, test, …). Do not worry about the contentof these folders - they are essential for the correct functioning of certain tools and you have touse some of them directly, especially to enhance/modify the contents of the Mediabox. Pleasedo not delete! You can hide these folders by clicking the «Hide hidden folder» link/icon.

Find a file in the documents The files search tool makes it possible to locate all the files containing a word or a character string entered in the search field:

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View the contents of the Mediabox The Mediabox is a simple user interface for the media classification of a course. You noticed that several folders pre-exist when creating a new course. Nine of them have a direct relevance to the Mediabox: they contain several reusable media in courses and you can also store your own media. These folders are:

Images Photos Avatars Audio Video Podcasts Screencasts Animations Mindmaps

These folders correspond directly with those of the Mediabox. By clicking on a media category you have direct access to the media available by default (here, a sample of photos):

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Import new media in a Mediabox category The import of new media in a Mediabox category follows the same steps as the transfer of a file from your work space to the platform which has already been explained previously. To get the upload page just click the «Upload» link/icon on top of each media category. Once the files are uploaded into Dokeos, the Mediabox displays a thumbnail of each new media, in addition to those pre-existing.

Manage media in the Mediabox Depending on the media type, management (delete, download, visibility) is done either directly, or via the media list, or via the slideshow functions described above.

For images, photos, avatars and mindmaps management takes place: Through the media list, by clicking on the «List view» link/icon on top of the screen

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By clicking on the media, which is then displayed in the slideshow:

For audio, video, podcasts, screencasts, animations: management is done directly in each category, and through the media list, by clicking on the «List view» link/icon on top of the screen:

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For all media in the Mediabox, management can also be done directly from the «Documents» tool by using the upload, edit, move, visibility or deletion tools:

Use pagesThe «Pages» option in the «Documents» tool of Dokeos 3.0 allows to create HTML pages which can be used in thecourse scenario.

Create a new page On the Documents homepage, click on the «Pages» link/icon. Then click on the «New page» link/icon. In the page displayed, start by naming the file. Avoid accented letters and spaces (as per the naming rules

for files on the Internet). Use the built-in html editor to enter and format the information.

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Select the «Enabled» option if you want to make it available and visible for the learners. You can alsoenable/disable this later from the Pages list by clicking on the «Enabled» icon.

Click on the «Submit» button to save the page.

Do not forget that a web page is not a Word document and there are important limitations (file size, page layoutconstraints, changing display from one browser to another and from one computer to another).

A quick way to produce content with the help of the built-in editor is to copy/paste the content of your Word pages(a command «Paste from Word» is available in the html editor of Dokeos). You may lose some elements from thepage and at times the links to images, but you will get a quick result.To create acceptable web pages, you have to learn three procedures - creating hyperlinks, inserting images and manipulating tables in the built-in html editor.

Manage pagesThe management of pages makes use of known icons:

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Icon Function

Modify the content of a page

Delete a page

Preview the page


Use pages in course scenarioOnce the pages have been created they can be added as an activity in the course scenario.

Watch the course quotaBy default the size quota of a course is limited to 500 MB. Theplatform administrator can decide to increase or decrease thisamount. You can verify the available space by clicking on the«Disk Quota» link/icon below on the Documents tool'shomepage.

Define glossary termsThe «Glossary» feature which was available as a separate tool in previous Dokeos versions has been added to the «Documents» tool in Dokeos 3.0 . This feature can now be accessed from the «Glossary» link/icon on the bottom ofthe Document tool's homepage. It allows you to define terms or phrases, just like a dictionary. When creating a course, the glossary is empty. For you to enrich this as the course progresses and difficulties are encountered by the learners.

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Add a new term To add a new term to the glossary:

Click on the «New Definition» link/icon Fill in the «Term» field Complete and shape eventually the definition of the term Click on the «Submit» button

Import/Export glossary terms If you do not want to add the terms one by one, the «Glossary» feature allows to import a file in XLS or CSV formatcontaining multiple terms with definitions. There is also a glossary template available to make sure that you fill in the file correctly. To import the glossary file, simply click on the «Import glossary terms» link/icon and use the «Browse» button to select the file containing the terms with definitions. Then click on the «Import» button.

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The «Glossary» feature also allows to export the glossary terms in Dokeos as a XLS or CSV file. To export the glossary terms, simply click on the «Export glossary terms» link/icon, choose the desired Export file type and click on the «Export» button.

Manage glossary terms The current management of glossary terms uses known icons:

Use a links library Another feature that has been added to the «Documents» tool in Dokeos 3.0 is the «Links» feature. This feature was also available as a separate tool in previous Dokeos versions but in Dokeos 3.0 it can be accessed on the bottom of the Document tool's homepage by clicking on the «Links» link/icon. The «Links» feature allows you to create a library of hyperlinks to resources on the web.

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Icon Function

Modify a term in the glossary (content and / or format)

Remove a glossary term without confirmation


When the list of links gets long it is useful to organize them in categories (also called «Folder» in the new Dokeos versions) so that learners can find them easily. You should verify often whether the links are active or not.The «Objective» field can be used effectively to add not just descriptions of documents or sites, but explanations of activities you expect from your learners in relation to the resources. If you have pointed learners to a page on Aristotle, for example, you can inform them that they should study the difference between synthesis and analysis.

Add a new link category Click on the «Folder» link/icon Fill in the «Folder name» field Click on the «Submit» button

Add a linkTo add a link:

Click on the «Add a new link» link/icon. Fill in the «URL» field (by copying the link from the address field of the browser, for example). Fill in the «Text» field (important – this is this name your users will click!). Fill in the «Objective» field (optional information, explanation of what is on the site etc.). From the drop down menu select (if available) the category to which the link should belong. Finally you can decide if the link has to appear directly on the homepage of the course by checking the

box «Show on course homepage?», or if it is to be accessible only through the «Links» tool (do not do anything in this case, this is the default).

Click on the «Submit» button to complete the procedure.

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Manage folders and linksFor managing links, you can drag and drop the folders and links with the mouse (or with your finger if you're the proud owner of a tablet!):

Some functions are accessible via the classic icons:

You can also hide or view all available links by using the «Fold / Unfold» link/icon.

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Icon Function

Modify a folder or link name or description

Delete a folder or a link

Make link visible / invisible for the learner


Use the Mindmap featureThe method of hierarchical representation is not always adapted to the representation of complex situations, where different elements are interdependent. A mindmap, or heuristic chart, can be drawn simply on a sheet of paper or atable, which allows to work together on the same map. Dokeos is based on the latter scheme by offering two tools,one online (Mindmaps) and the other on the desktop (Dokeos MIND). The «Mindmaps» feature was available as a separate tool in previous Dokeos versions but in Dokeos 3.0 it has alsobeen added to the «Documents» tool and can be accessed from the «Mindmaps» link/icon on the bottom of the Document tool's homepage.

Download Dokeos Mind for the desktop Use the «Dokeos Mind» link/icon on top of the screen of the Mindmaps homepage to download Dokeos Mind. Thistool is intended to be used on the workstation and requires no installation! You quickly produce quality maps and you can export them to png format to integrate them into the «Mindmaps» tool for your learners.

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Upload Mindmap for learners Click on the «Upload a map» icon/link Click on the «Upload» button to browse your workstation or network to find the mindmap image to send.

You can also use the drag&drop feature to select the files from your desktop and add them in the indicated area of the upload page.

Select the recipient(s) of the mindmap from the list of course participants. Click on the «Submit» button.

The links/icon «Maps In» and «Maps Out» allow to track the exchanges with the learners, and each mindmap can be commented by all course participants.

Comment on a Mindmap Each mindmap can be commented by both the trainer and the learners:

Click on the «Comments» icon Enter your comment Click on the «Submit» button

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Manage Mindmaps Now you know the classical management commands very well:

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Icon Function

Download the mindmap

Comment on the mindmap

Delete the mindmap


Chapter 10: «Dropbox» toolChapter 10: «Dropbox» toolThe «Dropbox» is a tool that lets you share files (images, documents, videos, etc.) easily and makes it accessiblefrom anywhere.

Create folders for organizing filesTo create a new folder:

Click on the «Add a new folder» link/icon Give a name to the new folder Click on the «Submit» button

Share filesTo share a file:

Click on the «Share a new file» link/icon Click on the «Upload» button to browse for the file on your network/hard disk or drag and drop them

from your desktop to the indicated area of the upload page Choose if you want to overwrite previous versions of this file with the version to be uploaded Choose who you want to share this file with or you can also just upload it (In the list multiple selections are

possible. Keep the «Ctrl» key pressed to select non-sequentially. To select sequentially keep the «Shift» key pressed.)

Click on the «Submit» button

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Sent/Received filesClicking on the «Sent files» link/icon shows an overview of the files that you have sent for sharing. Likewise, an overview of the files that you have received will be displayed when clicking on the «Received files» link/icon.

Feedback on filesTo add or view feedback on a file:

Click on the «Comment» icon Place your feedback, and click on the «Save feedback» button Click on the «Close feedback» link to close the feedback view

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Move a file Click on the «Move» icon under the Edit column of the table listing the files and folders. The «Move file to»

drop down list of the folders appears. Select the destination folder Then click on the «Move the file» button. To go back to the root folder, click on the «Root» link/icon.

Manage files/foldersThe management of files and folders are as followed:

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Icon Function

Change the name of the folder

Delete file or folder (after confirmation request)

Move file to another folder or to the root directory

Download the file/folder

Add/view feedback on a file

New file


Chapter 11: «Forums» toolChapter 11: «Forums» toolThe forum is an asynchronous discussion tool. Unlike email, forum discussions take place in a public or semi-publicspace with several participants. To use the «Forums» tool provided by Dokeos, users only need a web browser(Firefox, Opera, Internet Explorer ...) and not an email application (Thunderbird, Eudora, Outlook...).

The structure of the forum pages is as follows:

Forum exchanges are organized in a hierarchical manner as follows: Categories > Forums > Topics > Posts > Response

Forum viewsDepending on the complexity of the exchanges on the forums, multiple views can be displayed, simplifying thereading and responses to posts. To browse discussion posts effectively three different forum views can be invoked.

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The Flat view simply displays the posts chronologically:

The Threaded view shows only one post at a time:

The Nested view nests posts related to a topic:

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Each view can be set from the additional options of the forum by clicking on the «Finetuning» link/icon:

Add a category to the forum Click on the «New category» link/icon on the Forums homepage Fill in the «Title» field on top of the page Put in a description for the category in the «Comment» field Then click on the «Submit» button

Add a forum In the Forum homepage click on the «New forum» link/icon Fill in the «Title» field on top of the page Add a comment in the «Comment» field Then choose a category from the drop down list, if applicable. By clicking on the «Finetuning» link/icon (advanced settings), you can decide to:

o allow or prevent learners from editing their own posts. It is recommended that you allow them; at least they can correct spelling mistakes!

o allow them to start new discussion threads: which is also recommended in order to bring in more richness to the exchanges.

o choose the default view (flat, threaded or nested) for the new forumo if the forum is a group forum, other parameters can be changed. This information will be included

in the section on the «Groups» tool.o add an image.

Finally click on the «Submit» button to save the settings.

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Manage forums categories Besides the drag and drop which allows the complete reorganization of the forum categories, the current management of forum categories uses known icons:

Manage forumsBesides the drag and drop which allows the complete reorganization of the forums, the current management of forums uses known icons:

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Icon Function

Modify settings (title and comment) of the forum category

Delete (after request for confirmation) the forum category AND all the forums that it contains

Control the visibility of a forum category

Lock / unlock a forum category to prohibit its modification (but access to older posts are still allowed)


Start a new threadWhen the content of a forum is displayed

Click on the «Create thread» link/icon. Fill in the «Title» and «Text» fields. The advanced settings allow to:

o Be notified by email if a contribution is made to the thread o Always position your message on top of the thread (message says «sticky») o Add an attachment to your post, eventually enriched with a comment.

Click on the «Create thread» button

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Icon FunctionModify forum settings ( title , comment, category, keywords and advanced settings: see previous page)

Delete (after request for confirmation) the forum AND all the messages that it contains

Control the visibility of a forum

Lock / unlock a forum to prohibit its modification (but access to older posts are still allowed)

Request email notification when a new contribution is added to the forum. The type of mail that alerts such a new contribution is similar to the following:


Manage threadsThe management of threads is identical to that of categories or forums, with the additional feature that you can move a thread from one forum to another, i.e. where the context is more appropriate:

To move a thread from one forum to another, first click the arrow icon in the group of icons in the Detail column of the thread. Then select the destination forum from the «Move to» drop down list. Click on the «Move thread» button to shift the thread to the new forum.

Manage messages The current management of messages is identical to that of threads and forums, but with the ability to move a message to another thread, i.e. where the context is more appropriate:

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Icon Function

Modify message settings (title, text and advanced settings)

Delete the message (after confirmation)

Control the visibility of a message

Move message to another thread

View all contributions posted by the learner and a statistical table based on these contributions

Reply to previous message (Reply on the chosen message)

Quote previous message in the reply

Icon Function

Modify thread settings (title, text, and advanced settings: see previous page)

Delete (after confirmation) the thread and all the items it contains

Control the visibility of a thread

Lock / unlock a thread to prohibit its modification (but access to older posts are still allowed)

Move a thread to another forum

Request email notification when a new contribution is added to the thread

View participants of the thread and contributions/statistics


Add a message to a thread («Reply to this thread» link/icon) On top of the thread page appears the «Reply to this thread» link/icon. «Reply to this thread» adds a message tothe same hierarchical level as the start message (see screenshot below, performed in hierarchical order). To do this:

Click on the «Reply to this thread» link/icon to open a page with the internal html editor where you can write your message. Below the editor you can re-read the messages related to the same subject.

Provide a title for your new message Enter the text of your contribution Choose whether to be notified by mail in case of a response to your contribution Attach a document eventually and discuss it if you want Click on the button «Reply to this thread».

Respond to a particular message («Reply to this message» icon)If you use the «Reply to this message» icon at the bottom of a message, you will insert a reply to the selected message and hierarchically related to this same message (which you will notice when you choose the «Threaded View»). The response procedure is the same as previously, with the difference that the title of the message takes over the title of the selected message, preceded by «Re:» indicating that the two messages are related.

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Respond to a particular message by quoting it («Quote this message» icon) When replying in a forum discussion it is often convenient to quote all or part of a previous message. This is precisely the purpose of this command. Your reply will be attached to the message you are referring to. The quoted message appears in green text.

«Reply to this thread» or «Reply to this message»?The fundamental difference lies in the hierarchy of the various messages and responses.

«Reply to this message» created messages will be deleted along with the original message.

«Reply to this thread» created messages will be retained even if the start message is deleted.

Search for an item in the forums All the screens in the «Forum» tool have a search function. The search is conducted in all the forums of a course and is based on the capture of one or more keywords separated by the «+» sign. The results are returned as a list indicating:

Forum category The title of the forum The title of the thread in which search words are quoted.

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Chapter 12: Chapter 12: «Modules» tool«Modules» toolThe «Modules» tool allows you to re-use your existing training materials in SCORM format with ease by importingthem directly into the portal. The «Modules» tool can display and track content which conforms to the SCORM(Sharable Content Object Reference Model) standard. Via the «Reporting» tool you can follow the progress oflearners on these modules and generate accurate reporting tables. In case you also have Dokeos AUTHOR thenthe «Modules» tool also allows you to import Powerpoint files which you can edit and enrich further in Dokeos. Oryou could create Dokeos modules from scratch with the Dokeos AUTHOR tool. All these modules will also be seenin the «Modules» tool. Please see the Dokeos AUTHOR Tutorial for further details on this. This chapter is aboutimporting courses created outside the Dokeos platform - SCORM course packages.

Using SCORM modules Packaged as a ZIP file, a SCORM module not only contains all the course resources (documents, media, exercises…),but also information related to the structure of the course, like the definition of the different sections, pre-requisitesetc... In addition, a SCORM module can «talk» to the LMS platform on which it is imported. This communication canbe basic (such as informing the platform if a section has been completed or not) or can be more advanced(deciding which sections to display based on test results, etc…). The SCORM compliant modules store in a personalway the progress of the learner (actually, it is the interaction module / platform that keeps track of the progress).

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Import a SCORM courseAs explained earlier, modules packaged in the SCORM format are available as compressed files (ZIP). To import a SCORM module into the Dokeos portal:

Click on the «SCORM Import» button on the «Modules» homepage. Click on the «Browse» button to browse for the Zip file in your hard disk or on your network. Click on the «Submit» button

When the SCORM format is recognized by Dokeos, it will appear in the module list as another module. A SCORMmodule looks exactly like a Dokeos module when displayed.

Use modules in course scenarioAnother tool that can be used in the course scenario is the «Modules» tool. Once the modules have beenuploaded or created they can be added as an activity in the course scenario.

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Chapter 13: «Quiz» toolChapter 13: «Quiz» toolThe «Quiz» tool allows you to create self-evaluation tests that can contain any number of questions. Dokeos offers, in addition to the usual eight questions types, a set of thirty question templates ready to be deployed.

There are different types of responses available for the creation of your questions:

Multiple choice (Single answer) Multiple choice (Multiple answers) Reasoning Fill-in-the-blank Open question Matching (correspondence between a series of proposals and a second set of responses) Image zones (hotspot) Contour

One quiz consists of a certain number of questions, not necessarily of the same type, under a common topic.

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Create a quiz Click on the «New quiz» link/icon Fill in the «Quiz name» field Click on the «Submit» button

Create a questionOnce the quiz is created, after clicking on the «Submit» button, you can continue adding questions. You can choose questions from among the eight types offered. You can proceed in the same way as if the quiz already exists by adding one or more questions. You have eight types of exercises to cover many possibilities. These types are also broken down into thirty pre-cooked templates ready to be customized.

Keep in mind that the same quiz can involve several types of responses in order to break the monotony and meet different evaluation needs.

Question type Possible variations using precooked templates

Multiple choice question and single answerThis is the most classic MCQ where only one response will be considered valid.

Seeking the truth of information (true / false)

Select one correct answer from multiple choices

Sequencing operations

Select and justify

Be sure of your answer

Choose an image

Listen then answer a multiple choice question

Follow the steps described in the screencast

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Following a flash animation

Grasp information from a video

Multiple choice question and multiple answers

Variation of the preceding type, MCQ can affect several valid responses.

To include in a list

To eliminate the intruders from a list

Reasoning

MCQ variant of the preceding type. Include / exclude images

Provide a set of answers (reasoning)

Fill-in-the-blanks

This is the text with gaps (blanks). The goal is to register words that you previously removed from the text. This is the type of exercise commonly used by language instructors in early learning.

Complete a form

Calculate an answer

Complete a table

Fill in the blanks while listening

Complete the crossword

Open Question

Here, the response of the learner will be written freely. That answer will not be evaluated immediately, because the evaluation requires the intervention of thetrainer. The final score will be assigned by the trainer, after the correction.

Answer freely (open question)

Justify your answers to the previous question

Explain concepts from a mindmap

Matching

This type of answer can be selected to create a question where the learner will have to connect elements of a set of propositions P1 with the elements of a second set of propositions P2.

It can also be used to ask the learner to sort items in a certain order.

Match words with one another

Order a process (prioritize)

Build a demonstration

Matching images with one another

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Image zones (hotspot)

In this type of exercise, the learner will have to identify (by clicking) areas in an image, in response to the question posed by the trainer.

Identify zones of an image by clicking into them

Navigate in a diagram by clicking on it

Follow operations on a screenshot

Find errors in a form

The following part of the manual will detail only the main questions types.

Multiple choice question and single answer Complete the question title. Enter the maximum score for the question. The learner obtains this score if the question is answered

correctly. If answer is incorrect, then the learner obtains a score of 0. Add media using the internal editor and choose its position. Add or decrease the number of possible answers by clicking on «+» or «-». Enter the answer options provided to learners. Select the single correct answer. Enter the feedbacks associated with responses. Keep in mind that feedback associated with a wrong

answer can be a start of remediation, and feedback associated with good response may be an early reinforcement of learning. «Feedback if true» is given to the learner if the question is answered correctly. If answer is incorrect, then the learner receives «Feedback if false».

Click the «Submit» button to save the question.

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Multiple choice question and multiple answersThis consists of 2 types of question: «Multiple Answer»and «Reasoning». The question creation is the same but the score and feedback (if enabled in the quiz scenario) given to the learner differs.

To create the question: Complete the question title. Enter the maximum score for the question. The learner obtains this score if the question is answered

correctly. If answer is incorrect, then the learner obtains a partial score or 0, depending on the answer of the learner and the type of question. Please also see the note below.

Add media using the internal editor and choose its position. Add or decrease the number of possible answers by clicking on «+» or «-». Enter the answer options provided to learners. Tick off the correct answers. Enter the feedbacks associated with responses. Keep in mind that feedback associated with a wrong

answer can be a start of remediation, and feedback associated with good response may be an early reinforcement of learning.

Click the «Submit» button to save the question.

NOTE: The score obtained by the learner depends on the question type and the answer of the learner. For the question type «Multiple Answer» the following options are possible:• The learner answers the question correctly. In this case the learner obtains the total score and «Feedback if

true». • The learner selects only part of the correct answers. In this case the learner obtains partial score and

«Feedback if true».• The learner selects only incorrect answers or no answers at all. Then the learner obtains a score of 0 and

«Feedback if false».• The learner selects both correct and incorrect answers. Then the learner obtains a partial score and

«Feedback if false».

The calculation of the partial score is as follows:Max score / Number of correct answers = points added for each correct answer or points subtracted for each incorrect answer.

For the question type «Reasoning» the following options are possible:• The learner answers the question correctly. Then the learner obtains the total score and «Feedback if true».• The learner answers incorrectly, either by selecting only part of the correct answers, or selecting only

incorrect answers, or both correct and incorrect answers, or no answers at all. In all these cases the learner obtains a score of 0 and «Feedback if false». There is no partial score for this question type.

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Fill-in-the-blanks Complete the question title. Add media using the internal editor and choose its position. Enter the complete text, select the words to complete and click on the square brackets-icon. Dokeos

accepts words in uppercase or lowercase as correct answer. Instead of entering the text, you can also upload an Excel file by using the «Browse» button. The content will be placed in the text field. To see an example of the Excel file, download the template via the «DOWNLOAD FILL IN BLANKS TEMPLATE» link.

Assign a score to each element in brackets, they are automatically enrolled under the response area. Enter the feedbacks associated with the responses. Keep in mind that feedback associated with a wrong

answer can be a start of remediation, and feedback associated with good response may be an early reinforcement of learning. «Feedback if true» is given to the learner if 50% of the max score is obtained. If less than 50% of the max score is obtained, the learner receives «Feedback if false».

Click on the «Submit» button to save the question.

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Open question Complete the question title. Add media using the internal editor and choose its position. Enter the maximum score for the question. By default the learner obtains a score of 0 because open

questions cannot be corrected automatically. It requires the intervention of a trainer. Click on the «Submit» button to save the question.

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The remaining work will be done during the correction. You will then need to add a comment and especially to specify the score obtained by the learner for that question, counting the elements of the answer the learner has provided. For quizzes that contain open questions an icon will appear in the «CORRECT» column in the Quizzes list,indicating that the quiz has open questions and also giving the possibility to correct and a assign a score to the open questions.

By clicking on the «Correct» icon of the quiz, you can display the results of the quiz taken by all the learners in yourcourse. By default the quizzes still to be corrected will be displayed. A click on the «Mark activity» icon under the«More Details» column displays the answer details. Here you can enter feedback for the open question by clickingon the «Individual feedback» link, plus you can also enter the score for the open question. Learners can see theirscores for open questions only after you have entered them. Once the open questions in the quiz have been corrected, the quiz will be removed from this list and appear in thelist of corrected quizzes. To display the corrected quizzes simply click the «With individual feedback» link/icon.

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There is also an optionally to export in xls format (Excel), allowing all imaginable sorting on learners and theirresults:

Or in PDF format:

Matching Complete the question title. Enter the maximum score for the question. The learner obtains this score if the question is answered

correctly. If answer is incorrect, then the learner obtains a partial score or 0, depending on the number of correct answers. The obtained score is calculated as follows: Max score / Number of matching elements = points obtained for each correct match.

Add or decrease the number of possible answers by clicking on «+» or «-». Enter the proposed and corresponding elements. Use the dropdown lists to associate the correct answers to the proposed elements. Enter the feedbacks. «Feedback if true» is given to the learner if all elements are matched correctly. In all

other cases, the learner receives «Feedback if false». Click «Submit» to save the question.

The result shown to the learner will appear as drag and drop areas to restore the correct pairs.

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Image zones (hotspot)In this question type the learner must click on one or more areas of an image you have previously made available on the server to answer your question. The design of a question of the type image zones requires to:

Complete the question title Click the «Browse» button to import an image ( jpg, png or gif ) from your hard drive or network then click

on «Upload». The image is uploaded in the central area where by default 2 colors appear, each associated with a

clickable form (accessible from a drop down list). Click on the buttons «+» or «-» to add or delete hotspots. Select among the 3 available forms (square, ellipse, polygon) that which will be best suited for the area to

be identified. For closing a polygon, a right click gives the context menu that has a dedicated command to close the area.

Complete the titles of the areas to be identified by the learner. Assign a score to each area to be identified. The learner obtains the assigned score if the learner has

clicked within the indicated area. The learner obtains 0 points if the learner has clicked outside the indicated area.

Enter the feedbacks. «Feedback if true» is given to the learner if all areas have been identified correctly. In all other cases, the learner receives «Feedback if false».


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Contour (image recognition)In this question type the learner must draw a contour on an image you have previously made available on the server to answer your question. The design of a question of this type requires to:

Complete the contouring question in the title. Click the «Browse» button to import an image ( jpg or png) from your hard drive or network then click on

«Upload». Left-click on the mouse and start drawing the contour polygon. For closing a polygon, a right-click gives

the context menu that has a dedicated command to close this area. Besides the contour polygon, also polygon(s) on avoided areas can be given. To add/remove more zones

to be avoided, click on buttons «+» or «-» in the «Optional: Zones to avoid» section. In the «Contour accuracy required» section you can set the following parameters:

o «Minimum overlap» in %. This is the percentage that the learner's contour at least must have in common with the correct contour.

o «Maximum excess» in %. This is the percentage that the learner has selected outside the correct contour.

o «Maximum missing» in %. This is the percentage that the learner has missed (thus not seleceted) of the correct contour.

o «Score» in points. If the contour drawn by the learner is acceptable and meets the criteria indicated in the above settings, the learner obtains the assigned score, even if the avoided area has been selected. In all other cases a score of 0 is obtained.

Enter the feedbacks. «Feedback if true» is given to the learner only if the contour meets the indicated criteria without selecting the avoided area. In all other cases, the learner receives «Feedback if false».


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Now that you have added the questions in your quiz, you can indicate the difficulty level of each question (Prerequisite, Beginner, Intermediate or Advanced) in the questions list by clicking on the relevant level of the level icon. The level icon will change colors. Each level has its own color (yellow = Prerequisite, blue = Beginner, green = Intermediate and red = Advanced).

From the questions list you can also set the scenario of your quiz by clicking on the «Scenario» link/icon, stating for example:

The context of the quiz The feedback at the end of quiz The time allowed to answer The questions order: random or not

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The type of feedback given to the learner To show thye score to learner or not.

Manage questionsThe management of questions makes use of known icons as well as drag and drop to reorganize:

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Manage quizzesThe current management of quizzes makes mostly use of known icons as well as drag and drop to reorganize the various quizzes:

Use quizzes in course scenarioThe «Quiz» tool is another tool that can be used in the course scenario. Once the quizzes have been created theycan be added as an activity in the course scenario.

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Icon Function

Provides access to the existing list of questions and to create

Makes test visible / invisible to the learner

Makes it possible to correct the quiz when the quiz has open questions. If the quiz does not have open questions this icon will not appear.

Icon Function

Modify the content of a question

Delete a question

Indicate the level of difficulty of the question (click on the icon to increase/decrease the level of difficulty)

Preview the question without being able to validate the response


Use assignmentsThe «Assignments» feature which was available as a separate tool in previous Dokeos versions has been added tothe «Quiz» tool in Dokeos 3.0 . This feature can now be accessed from the «Assignments» link/icon on top left ofthe Quiz tool's homepage. The «Assignments» feature is a very simple tool allowing all learners to send documents(papers) to trainers or tutors. It can be used to receive individual and collective homework assignments, answers toopen questions and all other forms of documents. The «Assignments» feature has the possibility for evaluationwhere the trainer/tutor assign scores to the papers of the learners. The essential function of the «Assignments»feature is to make it possible for learners to send papers (exercises, reports, written work...) to trainers/tutors with asimple file upload. Then it is up to the trainer/tutor to make corrections etc. Another useful function that this featureserves is to allow all learners registered in a course to enrich their learning by consulting each other ’s papers. Thechoice between private (solely meant for the trainer/tutor) or public assignments (all learners can consult eachother's papers) can be configured when creating or modifying an assignment.

Create an assignmentIf the number of learners in your course is large, you will undoubtedly receive a large number of papers tocorrect....To help you with grading papers, Dokeos now lets you group them in assignments. Moving papers fromthe root to a specific assignment (or from one assignment to another) is only for the trainer's/tutor's convenience toorganize their papers and place them under the correct assignment. Learners will also see this change in theirAssignment areas. To create a new assignment:

Click on the «New assignment» link/icon. Give a name to the new assignment, eventually add a description. Set the deadline for sending the assignment. Beyond this date the paper submission is still possible but

they will be irrevocably marked as being sent late (Sent date will be marked red on Trainer's/Tutor's list) Decide on the confidentiality of the assignment:

o Each student sees own papers and corrections onlyo All students see all papers and all corrections

Specify the maximum achievable score from the «Score» drop-down list Click on the «Submit» button to save the assignment.

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Manage assignmentsThe management of assignments is based on known commands:

Use assignments in course scenario«Assignments» can also be used in the course scenario. Once the assignments have been created they can beadded as an activity in the course scenario.

Delete one or more assignment(s)Simply tick off one or more assignment(s), and click the «Delete» button!

Sort assignments/papersYou have the possibility to sort assignments or papers by clicking on the column headers of the Assignments list or Papers list.

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Icon Function

Modify an assignment

Download all the (corrected) papers of an assignment


Assess an assignmentTo correct a paper and assign a score:

From the Assignments list, click on the Assignment name that contains the papers to be corrected From the Papers list, enter the «Marking/Correcting» space by clicking on the Paper name. Here you can:

o Download the paper. You can also download the paper directly from the Papers list by clicking on the «Download» icon of the appropriate paper.

o Upload the corrected papero Add remarkso Assign a score from the «Score» drop-down list. By default, the maximum score will be indicated. o Click the «Submit» button to save the changes

Manage papersThe management of papers is based on the commands that you begin to master.

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Icon Function

Delete a paper (after confirmation request)

Move paper to another assignment or to the root directory

Download the (corrected) paper


Chapter 14: «Surveys» toolChapter 14: «Surveys» toolGetting proper feedback on your courses is always a major concern, isn't it? You will appreciate the dedicated «Surveys» tool which you can use to effectively seek feedback from learners…

Create a new survey Click on the «New survey» link/icon. Fill in the «Title» field. With the help of the calendar, you can control the duration of your survey. No need to keep it on for a

whole year; at the most for some days at the conclusion of the course program. Decide on the anonymity of the survey by checking the appropriate box. Filling up the text fields «Introduction» and «Final thanks» is also good practice; you will add some clarity

and warmth to your survey. Click on the «Submit» button

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Add questions to the surveyOnce the survey outline is created, it is for you to create the questions. The «Survey» tool has many question types:Yes/No question, percentage, MCQ, multiple responses... You will definitely find what you need for your (everincreasing) feedback needs.

Manage the survey questions Drag and drop is still present here to rearrange the order of questions. The removal of one or more questions is done with the classic check boxes on the left of the screen and a click on the «Delete» button. The modification of a question is ensured by the «Edit» column.

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Preview the surveyNow that the questions have been created, you would perhaps like to preview what the survey looks like tolearners:

Click on the «Preview» icon/link The preview screen will show you what the survey will look like to end users.

Publish the surveyHappy with the preview? Any modifications to be made? No? In that case you can continue to the publication ofthe survey:

Click on the «Publish» icon/link to send the survey to the selected recipients. Just like in creating groups, the list of potential recipients is on the left and the designated recipients on its right.

Add other email users (not necessarily enrolled in the course), by entering their email addresses separated by commas.

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Next, you fill in the mail subject and the content. The prospective respondents will be notified by email of the availability of a survey. Give good thought to the email content for it will play a big part in motivating users to take the survey.

Choose whether it is a first shipment by mail, a reminder to learners who have not responded or sent a general reminder to all learners.

Click on the «Publish» button.

For information, email sent to learners (participants and non-participants in course) is formatted as follows:

Use surveys in course scenarioThe «Surveys» tool is also a tool that can be used in the course scenario. Once the surveys have been created theycan be added as an activity in the course scenario.

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Survey reportsAnalyzing surveys is a tedious task. The survey Reporting tool will help with analysis as it sorts reports by question, by user, comparative or full report.

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Examples of detailed reporting:

Report by question - Question by question

Report by user - Answers of an individual person

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Comparative report - Compare two questions

Full report - All answers of all users on all questions

Manage surveysWhen managing surveys you will see some new icons are available in addition to the individual or group deletion:

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Icon Function

Modify survey settings

Empty the survey results

Preview survey

Publish survey

Access reporting functions


Chapter 15: «Users» toolChapter 15: «Users» toolThe «Users» tool displays the users list, the list of participants registered for the course or session (if the course is part of a session). You use this tool to manage course users, like adding new learners, creating groups and allocating roles and rights to the learners or groups. Even though session users are also displayed in this list, they are managed by the Session administrator or Platform administrator from the Admin section. Thus session users cannot be managed by Trainers. Trainers can only see which users belong to which sessions. The «Users» tool also gives you access to the «Face-to-face» functionality, where the results for offline activities can be managed.

Subscribe users On the users list page, click on the «Add learners» link/icon. A list of users appears. These are the

registered users of the platform, but they are not registered yet for your course. Whether you want to register one or more users, in the first column tick off the boxes of the users you

want to register for your course and click on the «Register» button.

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Searching the users listWhen you have many registrations in a course you will at times need to use the searchfunction to locate a user. The search function will help you find one or many users from apart of or whole first name or last name. Just enter in the search field the name informationyou have and click on the «Search» button. A list of learners with similar names will appear(almost) immediately.

Subscribe trainers The registration of users as a trainer to a course follows the same procedure as before.

Unsubscribe users (learner or trainer, except the responsible trainer)Whether you want to delete one or more users, tick off the boxes in the first column of the users to unsubscribefrom your course and click on the «Unregister» button.

Change the role of a userTo add / remove the Trainer role of a registered user in the course:

Simply click on the icon in the «Role» column of the relevant user The icon changes color, and the role is changed immediately (in current course)

Keep in mind:

Trainer in the course:

Learner in the course:

Tutor in the course:

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Subscribe or delete existing classesA class is a group of learners created by the platform administrator. The «Classes» option appears in the «Users»tool if this setting has been enabled by the Platform administrator from the Admin section. You access the list ofclasses created by the administrator by clicking on the «Classes» link on top of the users list. If you wish to registerone or more classes in a course:

Click on the «Add classes to a course» link Select the classes to register for your course (left column) Click the «Register» button

To delete a class, once the list of registered classes is displayed, select the class and click the «Unregister» button.

Work with classes or sessions The platform administrator should 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 operations.

A class contains learners, enrolled by the administrator. The trainer may decide to include learners and / or classes for the course.

A session is a set of courses (from one or more Trainers): o for a group of learners o during a specified time o supervised by the 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 courses list, start and end dates and the list of participants in a session

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The screenshots below represent a summary of a session (organized by the sessions administrator) and the view as a trainer (in addition to its usual course).

Export the users listOn the Users list page:

Click on the «Export» link/icon to download a file containing the list of users registered in your course. You can import this file's contents into your spreadsheet application. It is advisable to take a CSV snapshot

of your users list at regular intervals.

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Use groupsThe «Group» feature which was available as a separate tool in previous Dokeos versions has been added to the«Users» tool in Dokeos 3.0 . This feature can now be accessed from the «Group» link/icon on top of the Users tool'shomepage. The «Groups» tool allows creating and managing workgroups. When a course is created there are nogroups and thus no users assigned to groups. After groups are created, users can be added automatically ormanually. You can also allocate different tools to a group, depending on the scenario: assignments, messages,documents, forum, wiki and chat.

Create new groupsOn the Groups home page

Click on the «New group(s)» link/icon. In the calculator, on the left, enter:

o The number of groups to be createdo The number of persons per group

The groups area, on the right, is updated and you can rename the groups Click on the «Submit» button

The next screen allows choosing a scenario for the groups. Dokeos 3.0 offers three scenario's: tutoring, collaboration and competition. The characteristics of the scenario's are described in this screen, both in terms of type of interaction and the tools available for the interaction. Select the appropriate scenario for your group(s) and click the «Submit» button.

The new groups are created but at this stage they are still empty.

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Assign users (automatically) Click on the «Add users» icon (represented by a funnel) to automatically assign users to a group. An algorithm is responsible to fill the group(s) with registered learners who are not yet allocated to any

group. The names are added randomly, you do not control the user composition of the groups. But, you can do that manually whenever you want to.

Assign users (manually) / edit groupOn the Groups home page

Click on the «Edit group» icon (represented by a pencil) under the «Edit» column opposite the name of thegroup.

On the page that appears you can assign members and tutors to the group. On the left are the names of users who are registered in the course but are not yet part of the group. Select the users in this area. You can make multiple selections by using the key combination «Ctrl + click» or «Shift + click».

Use the «right arrow» icon to transfer the selected users to the area on the right which represents the list ofusers registered to the group. You can similarly remove one or more members or tutors from a group. In that case you’ll use the «left arrow» icon.

This method is definitely more tedious, but you get full control of group composition and can comprehensively configure the groups settings as well.

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Reach the Group areaOn the Groups home page:

Click on the group name to reach the group area. The «Assignments», «Messages», «Documents», «Forum», and «Wiki» tools are specific to a group. From the group area you can also see the list of members of the group.

Manage groupsThe management of groups uses known commands and other group specific tools:

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Icon Function

Edit group settings

Empty group

Fill group randomly


Delete one or more group(s) Simply tick off one or more group(s), and click the «Delete group(s)» button!

Export registered groups Click on the «Export» icon/link You then open or save a file in CSV or XLS format

Enter the results for the face-to-face activitiesIn chapter 4 of this manual we have seen that it was possible to add face-to-face activities in the course scenario. The Face-to-face functionality in the «Users» tool is to register the results of the learners for those offline activities on the portal. To add the scores/results, simply click on the «Face-to-face» link/icon on top of the Users toolhomepage and enter the score/results.

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Chapter 16: «Wiki» toolChapter 16: «Wiki» toolThe wiki allows all participants (trainers and learners) in a course to build content pages in a collaborative way, possibly connected by links. The characteristic of the wiki is not to impose any organizational constraint, unlike a blog consisting of successive articles. Thus, the wiki pages can harbor numerous links to other pages, whose contents exist or are to be created. The wiki pages are editable, and each participant has the same rights for writingor editing the contents. Designed to support collaboration between learners, the wiki may, at the beginning of a course, be made up of only a list of links created by the trainer and pointing to other empty pages as everyone will have to build enriching ideas, point of view or experiences of each other.

Start a wiki by modifying the main page The main page is the wiki entry; it can be modified by the trainer only. As long as the trainer did not modify the main page, the wiki is inaccessible for the learner. To start the wiki main page:

Click the «Edit» icon/link on the Wiki's homepage. Delete the existing content and replace it with your own content (a list of links pointing to other wiki pages

for example). You can add the links by selecting the phrase that should point to a new page and clicking on the «Add wiki link» icon/link represented by «[[ ]]». The link to a new page will be created as soon as you click the «Submit» button.

Click the «Submit» button.

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Add a new linked page From the page where the inserted link is located, simply click on the link. This will lead to a page where

you can add your content. Add the content Then click the «Submit» button

to save the contents of thepage

Add a new unlinked page (orphan) By clicking on the «New Page» icon/link, you create a new page called orphaned page because it’s not linked to therest of the wiki. This may be an opportunity to prepare a page that you temporarily do not want to make accessiblein an obvious way. Remember that the orphaned pages can be listed from the menu at the bottom of the screen, using the links «More» > «Orphaned pages».

Comment on a page By clicking on the «Discuss» icon/link you will reach the area of consulting and adding comments. This area is visibleand editable by you and your learners.

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If you want to be notified via email of the comments made by other contributors, the message received by email is like this:

Manage the wiki pages By clicking on the «All pages» icon/link on top of the page, you can access the management interface of all wiki pages.

The available commands are:

Manage the wikiThe available commands are:

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Icon Function

Edit page content

Associate a comment

See the change history of a page

List linked pages to current page

Delete the current page

Icon Function

Delete the wiki

See changes made


Other wiki tools The tools on top and in the bottom of the page give access to other actions in the wiki for any displayed page. You can:

Conduct a search on titles or content pages See a list of all pages List only the most recent changes Delete the entire wiki (caution with this command) View the most active users List the most visited pages List the most changed pages List orphaned pages View the wanted pages (empty pages for which names were created by the trainer or learners)

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Chapter 17: «Settings» toolChapter 17: «Settings» toolThe «Settings» tool allows you to modify the overall behavior of your course. It is one of the first tools you'll use, particularly to manage registration parameters and course access, discussed in Chapter 5. Other features are also available to manage the course: Copy, Delete or Empty a course, save or re-import a course which is already saved... All these procedures can be performed very quickly from the «Settings» tool.

Change general settings of the course In this section, you can change:

The trainers name and the course title The general category to which your course belongs The language in which the course environment is displayed. Keep in mind that the course environment can

be displayed in a language different from the platform: useful for training in foreign languages. If the course should be displayed or not in the catalogue on the Portal homepage. This setting can only be

used with the Dokeos SHOP tool and appears only when this tool has been activated on the portal. If you choose to let it appear in the catalogue then users will be able to buy the course.

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Manage access to courses These functionalities have been detailed in Chapter 5 of this manual.

Manage email notifications Associating email notification to certain events is a good way to keep the trainer informed in real time of these events. In this section you can choose to be notified by mail if:

A user registers himself to the course (this feature must be activated by the platform administrator) A new file is submitted in the «Assignments» tool A new file is submitted in the «Dropbox» tool A learner has submitted a quiz

You can also choose to send a notification to a learner when the learner is registered to the course.

Modify user rights This section gives learners, more or less, the liberty on actions they can take on announcements (allow learners to edit or not). This section also manages the ability to display photos of users in the forums.

Modify the look of a course Dokeos offers several graphical themes for the platform. These themes can also be chosen to display the course environment, regardless of the theme chosen by the administrator for the entire platform.

Manage the calendar functionsYou will be able to set here the display of certain elements in the calendar:

which events have to be displayed in the calendar its default view: detail view or edit view display of feedback messages or not allow learners to edit the group calendar or not

Use the «Copy» featureThe «Copy» feature which was available as a separate tool in the last Dokeos version has been added to the «Settings» tool in Dokeos 3.0 . This feature can now be accessed from the «Course copy» link/icon on top of the Settings tool's homepage. This function allows you to duplicate all or part of an existing course to another, empty or not. You must first have a target course to receive the copied elements.

Copy a courseTo start the copy process:

Click on the «Course copy» link/icon on the Settings tool's homepage to enter the «Copy» page. The screen that appears allows the choice of a destination or target course to which the course or

components of it has to be copied. To see the target course you must first be registered as Trainer to that course, otherwise the course will not be displayed in the list of target courses.

Choose what to copy, either full copy or parts that you select yourself. In case there are certain components (files) that already exist in the destination course, you have the choice of not doing anything (skip same file name), renaming files or overwriting the files which are in the destination course.

Finally click on the «Copy» button. If you wish to select parts of the course to copy, the next screen helps you to choose. Select the components you need, then click on the «Submit» button.

A message will appear confirming the duplication.

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Use the «Backup» featureFor security reasons, as well as for record and reusability, it is prudent to create a backup of the complete course content. This process is automated. The «Backup» feature offers the choice between creating a complete backup of the course, or create a partial backup of the items you have previously selected. The «Backup» feature which was available as a separate tool in the last Dokeos version has been added to the «Settings» tool in Dokeos 3.0 . This feature can now be accessed from the «Backup» link/icon on top of the Settings tool's homepage.

Create a backupTo start the backup:

Click on the «Backup» link/icon on the Settings tool's homepage to enter the «Backup» page. On the page that appears, choose to save the complete course, or some of its components (to choose

from the next screen) Finally, click on the «Create a backup» button (for full backup) and then the «Submit» button (for partial

backup) to start the backup procedure

The backup is available as a downloadable compressed file on your hard drive and simultaneously in the form of a compressed file stored on the server where Dokeos is installed.

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Import a course backupEach backup creates a date and time specific compressed file. This zip file is stored on the server (in the «archive»folder). You can also download it to your own workstation. If you create a new empty course, Dokeos lets youimport the content of a backed-up course to the new empty course. To start the import:

Click on the «Import» link/icon on the Settings tool's homepage to enter the «Import» page. In the page that appears, select the import source: either a zip file stored on your hard disk (or on the

network), or a zip file stored on the server. Choose to import the whole course, or some components (to choose in the next screen). Then, decide what to do with the files that may be overwritten during the import process. Finally, click on the «Import backup» button (for full import) and then the «Submit» button (for partial

import) to start the import.

A message will inform you if the backup is successful or not.

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Empty a courseThis tool empties the course of selected items or all the items it contains. It deletes documents, forums, links… Thisprocedure can be put in practice at the end of a course or session. Of course, before emptying the course youshould ensure that you have saved all that is necessary and recyclable! To empty the course of its content:

Click on the «Empty» link/icon on the Settings tool's homepage to enter the «Empty» page. In the page that appears, you can choose to delete the whole course, or certain components (to choose in

the next screen). Click finally on the «Empty this course» button (for complete deletion) and then the «Submit» button (for

partial deletion) to launch the cleaning process.

Delete a courseClick on the «Delete» link/icon on the Settings tool's homepage to remove all traces of the course on the server. Given the irreversible character of this step, a warning will appear before the course vanishes! The delete function is to be used cautiously.

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Chapter 18: «Profile» and «Social» tabsChapter 18: «Profile» and «Social» tabsDokeos offers trainers and learners management tools for profiling and simple social networking. An internal messaging is especially available for you.

Edit profile information To change your personal information, click the «Profile» or «Social» tab:

Fill in the different fields (simple or extended profile) Click on the «Submit» button

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Social toolsThe social tools allow the following functions:

Sending and receiving messages (Dokeos internal e-mail)

Sending and receiving invitations

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Hold a personal page

List friends

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List groups

Find friends, groups

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