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The information in this guide is intended for Instructors, Teaching Convenors and Tutors, namely teaching staff.

Sharing ePortfolio artefacts with individuals 

ePortfolio is a tool that allows you to represent your learning by creating, organising and sharing your artefacts, which may include presentations and portfolios, documents, audio, video files and more. Sharing with others is useful if you want them to view, comment, or co-edit your work. You can also encourage sharing as part of informal feedback or peer review with your students. This guide outlines how staff can share their artefacts created within eportfolio with individuals (VU internal and external people). As opposed to ‘pushing’, by sharing, you can work on the same artefacts with certain permissions associated.

Note: This guide assumes you have already created artefacts, if not, please refer to the guide on how to create artefacts with eportfolio.

How to share artefacts with VU staff and students

After creating artefacts, you can share them with other teaching staff and students within VU.

Step One

Find the ePortfolio item (in this case, a presentation) you wish to share, either via the ePortfolio tab, or by going to the My Items tab.

Click on the drop-down arrow next to the title of the artefact, and choose Share. This will then open a new window.

accessing sharing tool

Step Two

Click on Show Display Options under Presentation Visibility

Show Display Options   Presentation Visibility

Presentation Visibility allows you to choose how long others can view or access the artefact. You can choose to allow others to only view the artefact for specific dates, or have unlimited access (Always Visible)

To add people to share with, click on Add Users and Groups.

add users and groups


Step Three

In selecting users, search for others by typing in their names.

Once you ensure that the chosen name appears under the Selected Users, assign appropriate permissions under the Assign Permissions section. This will restrict certain functions that the people can perform with the shared artefact. These include the capacity to:

  • See comments from others:
  • Add comments
  • See assessments from others
  • Add assessments
  • Edit

Once the appropriate functions are ticked, click Add.

assigning permissions

Step Four

You can see now the selected user is listed under the Presentation Sharing List.

To send an email invitation to share the artefact with the selected user, choose the users by ticking on the boxes on the left and click on Send Invite. This will take you to a new window, allowing you to write a message and send an invitation email to the selected users for sharing the artefact. You can also send a copy invite to yourself.

Note: From the icons edit  pencil icon on the right, you can re-edit the permissions assigned to the user. Also from the icons cancel red cross icon, you can delete the selected user not to share the artefact anymore.

sending invite

How to share presentations with external people

Similarly to the sharing of artefacts with VU people internally, you can share presentations with external people as long as you have their email addresses, or can share with a larger audience publicly by sharing a web address (URL).

Note: You cannot share any other type of artefacts with external individuals.

Step One

From the Sharing Settings option, click Add Users and Groups.

add users and groups

Step Two

In the Sharing Settings page, instead of searching for and choosing an existing VU member, click on the link to Click to share the presentation with an external user. This will allow you to share the ePortfolio artefact with anyone, using their email account.

Type in any email addresses with which you would like to share the artefact.

Once the emails are added to the Selected Users, make sure to assign certain permissions.

Click Add.

click to share the presentation with an external user

Step Three

Once selected users appear under Presentation Sharing List, choose the users by ticking on the boxes on the left and click Send Invite.

send invite for external people

Step Four

This opens a new window for you to write an invitation email.

Optionally, you can send a copy of the invitation message to yourself by ticking the box under Copy Invite.

invitation email

Step Five

The external people you have shared with will receive an invite message telling them they have access to your artefact, and provide them with a link where they can set up a temporary account.

Note: If sharing with other external viewers, they will only get the ability to access the link and view the artefact for 3 days, from the time the email is sent.

sharing with external people   email and link

How to share artefacts publically to others

If you need to share your presentation more widely, because you wish to present your work to a large group of people or keep it open for an extended period of time, then you can use the public web link.

Note: this option only works for presentations (not other artefacts).

Step One

To share the artefact publically, in the Sharing Settings option, tick on the Public Access option. This will allow anyone to access the artefact outside the VU Collaborate. Click Save.

Note: the URL provided in this section can be sent to and shared with anyone as a link to the artefact.

Public Access with URL


Further Support

Visit the VU Collaborate Help site[https://blendedlearning.vu.edu.au] for up to date information and resources on blended learning. Provide feedback on this help resource by visiting the Help Site Feeback forum [https://blendedlearning.vu.edu.au/forum/helpsite-feedback.html].

Contact ITS Service Desk on (03) 9919 2777 or via self-service[http://servicedesk.vu.edu.au] for further technical support.



Licensed under a Creative Commons Attribution ShareAlike license [http://creativecommons.org/licenses]