Files and Folders in Content System
NOTE: Only The characters a-z, 0-9, period “.” and underscore “_” are acceptable in file names of files added to the content system. All spaces should be converted to underscores “_” in the name of the uploaded file. Special characters are not supported in file names.
There is a 255 character limit for all file and folder names. The total path to a file or folder must not exceed 400 characters.
Folders
A folder stores both items and other folders. Folders must be made available to a user before that user can view the contents of the folder. Folders are made available to users when a person with ownership of the folder adds permissions for that user to the folder. For example, the Instructor of a course can make the folder containing files for that course available to students in the course. The Content System allows adding users to folders in pre-defined groups such as course users or users with a specific institution role. It is important to remember that all folders are contained within other folders up to the top-level (/) folder.
Users added to a folder are assigned permissions to control their actions within the folder. Permissions include: Read, Write, Remove, and Manage. Permissions are an easy way to show content while protecting it from unauthorized changes.
The size of each folder can be restricted to prevent unmanaged growth. Size quotas are definite for each folder, but flexible within the folder to allow some subfolders to grow larger than others. Metadata and comments can be added to a folder to make it easy to find when searching and to make it easy to identify the content in the folder by adding a description.
Files/Items
An item is a file stored in the Content System. Items are automatically available to the user that added the file but must be shared if other users are to view the item. The permissions, comments, and metadata functions work the same for items as for folders. Items include several other management features that are not used with folders.
Passes may be created for an item to allow anyone, even those without a user account, controlled access to the item. A pass is a URL that can be accessed a limited number of times or for a limited duration of time. When viewing content through a pass, the viewer cannot access other areas of the Content System. Passes can assign Read permission only or Read/Write permission to allow collaboration.
Passes are a great way to share a file with someone who is not a My.Seneca user. A pass allows direct access to the file through a URL without logging in to the system. Items use versions to allow collaborative work without overwriting earlier drafts. Each draft is stored as a separate version that can be checked out and checked in to manage changes. Only the user that has a version checked out can make changes to the file.
Use of the item can be viewed through the tracking feature. Tracking displays every instance that the file was changed or read and shows the user that took the action. Tracking is useful for managing changes or for Instructors to verify that students have read an item.
Adding a Folder
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Navigate to the location where you wish to create the folder.
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Click the Create Folder button.
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Provide a name for the folder.
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Click Submit.
Adding a File
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Navigate to the location where you want to add the item.
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On the Upload button, click the Upload Files option.
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Drag and drop files into the upload box.
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Set the necessary options for the files.
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Click Submit.
