ADMINISTRATION

In this section are available for users with administrative privileges several areas:

SECURITY


Roles

A security role is a privilege granted to users or groups based on specific conditions. Like groups, security roles allow you to restrict access to specific resources for several users at once. Granting a security role to a user or a group confers the defined access privileges to that user or group, as long as the user or group is "in" the security role.

Adding roles

Users with administrative privileges can add new security roles to the system. To add a new security role select the Add item in the Operations menu. The Add a role dialog box will be shown allowing the entry of the following information:
  • Role name - the security role name
  • Role description - the security role description

Editing roles

Users with administrative privileges can edit already existing security roles. To edit already existing security roles, select the Edit item in the Operations menu. The Modify a role dialog will appear, allowing the editing of the role properties.

Deleting roles

Users with administrative privileges can delete existing security roles. Once a security role is referenced in the system it cannot be deleted until all associations are deleted.

Associating functions to roles

Security permissions are associated to roles using functions. Users with administrative privileges can associate functions to security roles. To associate roles and functions and remove function associations select the Manage the functions assigned to this role item in the Operations menu.

Associating groups to roles

Users with administrative privileges can associate groups to security roles. To associate groups to roles select the Manage the groups assigned to this role item in the Operations menu.

Groups

Adding groups

Users with administrative privileges can add new security groups to the system. To add a new security group select the Add item in the Operations menu. The Add a group dialog box will be shown allowing the entry of the following information:
  • Group name - the security group name
  • Group description - the security group description

Editing groups

Users with administrative privileges can edit already existing security groups. To edit already existing security groups, select the Edit item in the Operations menu. The Modify a group dialog will appear, allowing the editing of the group properties.

Deleting groups

Users with administrative privileges can delete existing security groups. Once a security group is referenced in the system it cannot be deleted until all associations are deleted.

Associating users to groups

Users with administrative privileges can associate users to security groups. To associate users to groups select the Manage the users assigned to this group item in the Operations menu.

Associating roles to groups

Users with administrative privileges can associate roles to security groups. To associate roles to groups select the Manage the roles assigned to this group item in the Operations menu.

Users

The Users menu allows the viewing of all AeL users. The report contains the following information: username, first name, last name, full name, email and a column named Imported. If the user is imported from active directory the value of the column is Yes, otherwise is No.

ORGANIZATION


Periods

The users that have administrator privileges can manage periods using the specific functionalities found in the Organization section of the Administration Module. The periods defined in this section are further used in configuring other organizational components and as such configuring them should be the first step performed after a successful AeL installation.

Adding periods

Users with administrative privileges can add periods and define a period as default. In order to add a period the Add item of the Operations menu must be selected. The Add a period dialog box will be shown.
In order to create a period the user must specify the following:
  • Period name - the name of the period to add
  • Period start date - the date the period starts
  • Period end date - the date the period will end
  • Default period - specifies that the newly entered period will be the default period.
Caution, only one period can be the default period. One period will be marked as default, other organizational entities will be defined using it.

Editing periods

Users with administrative privileges can edit periods and define a period as default. In order to edit a period the Edit item of the Operations menu must be selected. The Modify a period dialog box will be shown. The elements that can be changed are identical to the ones needed to create a period.

Deleting periods

Users with administrative privileges can delete periods. In order to delete a period the Delete item of the Operations menu must be selected. A confirmation dialog will be shown to warn the user about the change that will be performed. Once a period is referenced by other organizational entities it cannot be deleted until all existing associations are deleted.

Study year

Users with administrative privileges can manage the study years that the AeL platform will use. Study years are used in Component type definitions and also in other parts of the applications, primarily in teaching and learning activities.

Adding study years

Users with administrative privileges can add study years. In order to add a study year the Add item of the Operations menu must be selected. The Add a study year dialog box will be shown.
In order to create a period the user must specify a study year name.

Editing study years

Users with administrative privileges can edit study years. In order to add a study year the Edit item of the Operations menu must be selected. The Edit a study year dialog box will be shown, allowing the user to change the name of the study year.

Deleting study years

Users with administrative privileges can delete study years. In order to delete a study year the Delete item of the Operations menu must be selected. A confirmation dialog will be shown to warn the user about the change that will be performed. Once a study year is referenced in the system it cannot be deleted until all associations have been deleted.

School types

By default there is one school type, named AeL.Its name may be changed and you can also introduce new types of schools.

Adding school types

Users with administrative privileges can add school types. In order to add a school type the Add item of the Operations menu must be selected.

A window dialog appears allowing the user to specify the name for the new school type.

Editing school types

Users with administrative privileges can edit school types. In order to edit a school type the Edit item of the Operations menu must be selected. The Modify a school type dialog will be shown allowing the user to edit the name of the selected school type.

Deleting school types

Users with administrative privileges can delete school types. In order to delete a school type the Delete item of the Operations menu must be selected. A confirmation dialog will be shown to warn the user about the change that will be performed.

Component type

Component types are the building blocks used to define the organizational structure. The component types are used as templates for component definitions and as such must be configured before configuring your organizational structure. The component types can be created as a hierarchical structure and can accommodate any organizational layout. By default there can only be one root component type. This root component type must be mapped to the highest hierarchical structure in your organizational layout.

Adding component types

Users with administrative privileges can add component types. In order to add a component type the Add a component type item of the Operations menu must be selected.
A new component type will appear in the list, allowing the user to specify the following:
  • Component type name - the name for the new component type
  • Allow subjects - if subjects can be associated to the component type
  • Allow study years - if study years can be associated to the component type

Editing component types

Users with administrative privileges can edit component types. In order to edit a component type the Edit selected component type button must be selected. The Modify the component type dialog will be shown allowing the user to edit the properties of the selected component type.

Deleting component types

Users with administrative privileges can delete component types. In order to delete a component type the Delete selected component types item of the Operations menu must be selected. A confirmation dialog will be shown to warn the user about the change that will be performed. Once a component type is referenced in the system it cannot be deleted until all associations have been deleted.

Components

Components are used to define the organizational structure. Components can be used to specify a hierarchical organizational structure that will contain users based on their defined job title. The components can only be structured based on the component type definition layout created beforehand.

Adding components

Users with administrative privileges can add organizational components. In order to add an organizational component the Add a component item of the Operations menu must be selected. A new component will appear in the component list enabling the user to specify the following:
  • Component name - the name of the organizational component
  • Component type - the type of the organizational component
  • Study year - the study year associated with the new component
The component type that can be selected for a new component is filtered by the parent component type.

Editing components

Users with administrative privileges can edit organizational components. In order to edit an organizational component the Edit selected component button must be selected. The Modify the component dialog will be shown allowing the user to edit the properties of the selected organizational component.

Deleting components

Users with administrative privileges can delete organizational components. In order to delete an organizational component the Delete selected components item of the Operations menu must be selected. A confirmation dialog will be shown to warn the user about the change that will be performed. Once an organizational component is referenced in the system it cannot be deleted until all associations have been deleted.

Associate day periods

Users with administrative privileges can associate day periods to organizational component. In order to associate day periods select a component and press the Associate day periods button. The window dialog will be show allowing the user to add or remove one or more day periods.

Job titles

Job titles are used to differentiate users when associating them to organizational components.

Adding job titles

Users with administrative privileges can add job titles. In order to add a job title the Add item of the Operations menu must be selected. The Add a job title dialog will appear enabling the user to specify the following:
  • Job title name - the name of the job title
  • Job title description - a textual description of the job title

Editing job titles

Users with administrative privileges can edit job titles. In order to edit a job title the Edit item of the Operations menu must be selected. The Modify a job title dialog will be shown allowing the user to edit the properties of the selected job title.

Deleting job titles

Users with administrative privileges can delete job titles. In order to delete a job title the Delete item of the Operations menu must be selected. A confirmation dialog will be shown to warn the user about the change that will be performed. Once a job title is referenced in the system it cannot be deleted until all associations have been deleted.

Component type job title

The association between component types and job titles is required so that the system may determine what user jobs can be present on organizational components.

Associating component types to job titles

Users with administrative privileges can create associations between component types and job titles. In order to associate a job title and a component type, the administrator must navigate to the desire component and select the job title.

Removing the association between component types and job titles

Users with administrative privileges can remove associations between component types and job titles. Once a job title � component type association is referenced in the system it cannot be deleted until all associations have been deleted.

Component user job

Component user jobs are the associations between users, components and job titles. This association is restricted by the job titles associated to the component types. For more information about this subject you can consult the Component type job title chapter.

Associating user jobs to components

Users with administrative privileges can create associations between users, components and job titles. In order to associate a user to a component and a job title the administrator must navigate in the organizational structure using the Organization tree available, select the user and the job title and click the Add selected button, as depicted in the image below.

Removing the association between user jobs and components

Users with administrative privileges can remove associations between users, components and job titles by selecting the association and clicking the Delete selected button.

Subjects

Users with administrative privileges can create and manage subjects.

Adding subjects

Subjects can be added by selecting the Add item in the Operations menu. After selecting the menu item the Add a subject dialog box will appear, allowing the user to input the subject name.

Editing subjects

Subjects can be edited by selecting the Edit item in the Operations menu. After selecting the menu item the Modify a subject dialog box will appear, allowing the user to change the subject name.

Deleting subjects

Users with administrative privileges can delete subjects defined in the system. Once a subject is referred in the system it cannot be deleted until all associations are also deleted.

Subjects management

Show animated tutorial for subjects management
Once the subjects have been defined, users with administrative privileges can associate the subjects to organizational components and users.

Associating subjects to components and users

Users with administrative privileges can associate subjects to organizational components and to the users associated to them. A subject associated to a higher organizational component will be inherited to all child organizational components. A subject can be associated to a component or user by selecting the component and user, selecting the subject and clicking on the Add selected subjects button.

Removing the association between subjects and components

Users with administrative privileges can remove associations between subjects and organizational components or between subjects and users by selecting the component or user, selecting the subject and clicking on the Delete selected subject button. Once referenced in the system, the association between subjects and components/users cannot be deleted until all associations have been deleted.

Approval user association

Approval users are those users that have the right to approve the promotion of educational content from private areas to the public area of the content repository.

Adding approval users

Users with administrative privileges can associate users to subjects for the purpose of educational content promotion to the public area of the content repository. To associate a user and a subject for approving content select the Add item in the Operations menu. The Add approval user dialog will be shown to allow the user to select the following:
  • Associated user - the user that will approve the promotion of content
  • Subject - the subject that this user will approve

Editing approval users

Users with administrative privileges can edit user to subject associations for the purpose of educational content promotion to the public area of the content repository. To edit the association between a user and a subject select the Edit item of the Operations menu. The Edit approval user dialog will appear enabling the modification of the user � subject association.

Deleting approval users

Users with administrative privileges can delete user-subject associations by selecting the user-subject association and clicking on the Delete item of the Operations menu. If an approval request is currently in process the Delete operation will not be available until the completion of the request.

Parents and children

Users with administrative privileges can associate parents and children for the application users.

Associate parents to user

After an user is selected, users with administrative privileges can associate parents for the user.

Associate children to user

Associating children for users is similiar with the associations of parents to users.

Edit the parents notification for users

Users with administrative privileges can edit the notifications for the parents. The possible notifications are Absences, Grades, Assignments, and Courses. To edit a notification the user must double click in the wanted cell and to check or uncheck the checkbox.

Numerical grade types

Users with administrative privileges can create and manage numerical grades type.

Adding numerical grades

Numerical grades type can be added by selecting the Add numerical grade type item in the Operations menu. After selecting the menu item, a new row in the list will appear, allowing the user to input the minimum value, maximum value and grade name attribute. Press Save Modifications button in order to save this grade.

Editing numerical grades

User must double click in the cell in order to edit an attribute( minimum value, maximum value and grade name ). Press Save Modifications button to save this grade.

Deleting numerical grades

Users with administrative privileges can delete grades defined in the system. Once a grade is referred in the system it cannot be deleted until all associations are also deleted. Numerical grades type can be deleted by selecting the Delete selected item in the Operations menu

Qualificative grade types

Users with administrative privileges can create and manage qualificative grades type.

Adding qualificative grades

Qualificative grades type can be added by selecting the Add qualificative grade type item in the Operations menu. After selecting the menu item, a new row in the list will appear, allowing the user to input the possible value, and grade name attribute. Press Save Modifications button in order to save this grade.

Editing qualificative grades

User must double click in the cell in order to edit an attribute( possible value, and grade name ). Press Save Modifications button to save this grade.

Deleting qualificative grades

Users with administrative privileges can delete grades defined in the system. Once a grade is referred in the system it cannot be deleted until all associations are also deleted. Qualificative grades type can be deleted by selecting the Delete selected item in the Operations menu

Day periods

Users with administrative privileges can create and manage day periods. Day periods are used for adding grades and absences.

Adding day periods

Day periods can be added by selecting the Add item in the Operations menu. After selecting the menu item, a dialog box will appear, allowing the user to input the day period. Press Add button in order to save this day period.

Editing day periods

Day periods can be edited by selecting the Edit item in the Operations menu. After selecting the menu item, a dialog box will appear, allowing the user to change the day period.

Deleting day periods

Users with administrative privileges can delete day periods defined in the system. Day periods can be deleted by selecting the Delete selected item in the Operations menu

CONFIGURATION


Synchronizer

The AeL Synchronizer runs synchronization jobs that import organizational structure data from Active Directory. In order to synchronize the organizational structure, users with administrative privileges can open the synchronizer component and select the Synchronize button. After the synchronization is completed, a new item will appear in the synchronization list showing the result of the operation.

Filters

The Filters component contains filters used for Active Directory synchronization operations.

Adding filters

Users with administrative privileges can add filters for Active Directory operations. To add a new filter, select the Add item of the Operations menu and select the List filter item. Three types of filters can be defined:
  • List filter
  • Ognl filter
  • Regular Expression filter
The list filter uses lists of names to filter Users, Groups and Organizational units. The OGNL filter uses OGNL variables and expressions to filter Users, Groups and Organizational units. The Regular Expression filter uses regular expressions to filter Users, Groups and Organizational units.

Editing filters

Users with administrative privileges can edit filters defined for Active Directory operations. To edit already existing filters, select a filter from the list then press the Edit item of the Operations menu. The Update filter dialog box will be shown allowing the editing of filter properties.

Deleting filters

Users with administrative privileges can delete filters defined for Active Directory operations. To delete already existing filters, select a filter from the list then press the Delete item of the Operations menu.

Filter mappings

Filters can be mapped to component types.

Adding filter mappings

Users with administrative privileges can add filter mappings to components type. Must be provided Filter and Component type.

Editing filter mappings

Users with administrative privileges can edit filters mapped to components type. To edit already existing mappings, select a record from the list then press the Edit item of the Operations menu. The Update mapping dialog box will be shown allowing the editing of mapping properties.

Deleting filter mappings

Users with administrative privileges can delete mappings defined. To delete already existing mappings, select a mapping from the list then press the Delete item of the Operations menu.

Mappings

Mappings are used to synchronize organizational components, users and groups with Active Directory setups.

Adding mappings

To add a mapping select the Add item of the Operations menu. The Save mapping dialog will appear allowing the user to input the following:
  • Entity type - the mapping entity type. It can be a user, a group or an organizational unit
  • AD name - the Active Directory name
  • DB name - the AeL name to be mapped

Editing mappings

To edit mappings select the item then press the Edit item present in the Operations menu. The Update mapping dialog will appear allowing the user to modify the mapping properties.

Deleting mappings

Users with administrative permissions can delete Active Directory mappings by selecting them from the list and pressing the Delete button present in the Operations menu.

PREFERENCES


Application preferences This page is visible only for users in the Administrators' group. It allows establishing global parameters:
In order for the changes to be saved the user must click the "Save preferences" button.

User preferences

In this section the user can choose their own style preferences for the application:
In order for the changes to be saved the user must click the "Save preferences" button.

User defined styles

In this section the user can choose the preferred fonts and colors for the application. Screen styles and printer styles are available. In order for the changes to be saved the user must click the "Save styles" button.

Welcome page preferences

Show animated tutorial for welcome page preferences section
Users with administrative privileges can manage welcome messages and images for the application users.

Editing messages

The default message and the user's messages can be edit. If an user has a personal welcome message, than this message will be displayed in the welcome screen, otherwise the default message will be displayed.

Editing Images

The default image and the user's images can be edit. If an user has a personal welcome image, than this message will be displayed in the welcome screen, otherwise the default image will be displayed.

View Images

The default image and the user's images can be displayed in a window.

Imported files filter

The import files filter allows the system's administrator to restrict the types of files that users can upload to the system's content repository.

Specifying which types of files can be uploaded

The imported files filter list contains the file types that are restricted for upload operations in the system's content repository. By pressing the Add item in the Operations menu the administrator can define file name patterns that will be check on file upload operations.

Configurable URLs

Users can create and manage Configurable URLs. Application URL can be customized in an aspect more accessible.

Adding Configurable URLs

Configurable URLs can be added by selecting the Add item in the Operations menu. After selecting the menu item, a dialog box will appear, allowing the user to input an application URL(eg. /menu/collaboration.action ). Press Add button in order to save this url.

Editing Configurable URLs

Application URL can be edited by selecting the Edit item in the Operations menu. After selecting the menu item, a dialog box will appear, allowing the user to change the application URL.

Deleting Configurable URLs

Users can delete application URL defined in the system. Application URL can be deleted by selecting the Delete selected item in the Operations menu

URLs configuration

Users can manage personalized version of configurable URLs. The first step is to define an application url ( Configurable URLs link), then associate this application url to a personalized url.

Adding URLs configuration

URLs configuration can be added by selecting the Add item in the Operations menu. After selecting the menu item, a dialog box will appear, allowing the user to select an application URL and define a personalized url. Press Add button in order to save this personalized url.

Editing URLs configuration

URLs configuration can be edited by selecting the Edit item in the Operations menu. After selecting the menu item, a dialog box will appear, allowing the user to change the URLs configuration.

Deleting Configurable URLs

Users can delete URLs configuration defined in the system. URLs configuration can be deleted by selecting the Delete selected item in the Operations menu

CUSTOM ATTRIBUTES



Custom attributes are small placeholders for information that can be associated with documents and files stored in the system�s content area. The information stored in custom attributes can be searched using the user workspace search functions. The custom attributes created can be used by all users on their documents and files.

Managing custom attributes

Custom attributes can be created by administrators and can be used by all system users. Once an attribute has been created it can be immediately used by users. Once an attribute has been used by the users of the system this attribute can no longer be deleted until all documents that use that attribute are either deleted or their respective attribute association is deleted.

CV's



This section is used for viewing, creating, editing or deleting CVs. The CVs are automatically stored in the current user's documents, in /Personal Folder/My CVs. The CVs report that shows in this section lists all the HTML documents found in this path, so if the user adds a non-CV HTML document (from the Workspace menu), it will appear in this list, too. The user can create their own CVs, using either Once the CV is saved, it can be edited only using the HTML editor. The created CVs can be viewed either by clicking the corresponding link in the CVs list or by using the Workspace menu (like viewing any other HTML document). A new page will pop up showing the CV.

REPORTS


Connected users

The connected users list contains all the users that are currently logged on, the host name of the computer they are currently using and the IP associated with the respective host.

Disconnecting users

The administrator can disconnect users that are currently logged on by using the Disconnect selected button that is available on the Connected users list.

Connection history

The connection history list displays all user connections, the time the connection began, the time the connection ended and other information such as the host name of the computer used to connect to AeL and the IP associated with the respective host. The list can be filtered by the fields displayed and can be exported in multiple formats for external usage.