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.
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.
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.
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
Once the appropriate functions are ticked, click Add.
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 pencil icon on the right, you can re-edit the permissions assigned to the user. Also from the red cross icon, you can delete the selected user not to share the artefact anymore.
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.
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.
Once selected users appear under Presentation Sharing List, choose the users by ticking on the boxes on the left and click Send Invite.
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.
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.
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).
Contact ITS Service Desk on (03) 9919 2777 or via self-service for further technical support.
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