Setting up a private files section for each group

Setting up a private files section for each group

by Ted Long -
Number of replies: 8

Hi

I'm after some help if anyone can assist?

I understand that Moodle offers a private file function for users, but I would like to set up my Moodle so that it can have the following functionality:

  • each group to have their own private file that will contain files all of the users in the group can see but no one else
  • I'm trying to get it so that once a group has completed a course, then a new file is uploaded to their own seperate and private file for their entire group to see.
  • When they complete another, yet another file becomes visible to the entire group in their private file folder

Is this possible?  The private file section only seems to let me do it for individual users.

I'd really appreciate any help!

Many thanks


Eddie

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In reply to Ted Long

Re: Setting up a private files section for each group

by AL Rachels -
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Hi Eddie,

You can do what you want by using

  • multiple file folder resources, one for each group
  • adding a restriction to each folder so that only one group can access it,
  • click the eye for the restriction then only THAT group can see the file folder resource
  • then change each folder permissions so that students can, Manage files in folder module

The teacher will see and have access to all the folders. Students can only see the folder for their group with all other folders being hidden.

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In reply to AL Rachels

Re: Setting up a private files section for each group

by Visvanath Ratnaweera -
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Al

That is interesting! What is a "file folder resources" exactly? Didn't find it under the https://docs.moodle.org/en/Repositories. From which version does Moodle have the features you mention?

P.S. Isn't this a discussion for the Repositories forum https://moodle.org/mod/forum/view.php?id=1807 ?
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In reply to Visvanath Ratnaweera

Re: Setting up a private files section for each group

by AL Rachels -
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Hi Visvanath,

No, it is not a repository. I didn't mean to be, but I was a little misleading when I called it file folder. The actual name is just, Folder, and it is a resource. When you are in edit mode of a course and want to add it into a topic area, it is listed under Resources. A type of Folder resource was even available back in the 1.9 days, but then it was called "Display a directory."

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In reply to AL Rachels

Re: Setting up a private files section for each group

by Ted Long -

Hi

Many thanks for your reply, I will take a look at this and see if I can implement it.  Two other queries leading on from that, if I could?

1) is it possible for these folders to be automatically generated for each group?  I envisage I will have a high number of groups and therefore this will be v time consuming to do manually for each group?

2) is it possible to create a link on my Moodle homepage that would take a group straight to their respective folder.  So, for example, there might be a link which says "Access your group documents here" and then this takes that user to his own groups folders?

Many thanks


Eddie

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In reply to Ted Long

Re: Setting up a private files section for each group

by AL Rachels -
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Hi Eddie,

  1. I don't know of a way to automatically generate the folders for each group, but once made, they can be recycled by removing and adding the group members. You can even do like I used to do, create a template course with all these things pre-made, back it up, and then restore when starting a new year/grading period/semester/or whatever, as a new course.
  2. To make some sort of link on the front page "that would take a group straight to their respective folder" would create twice the work as you would have to make new groups on the front page. Probably a better way is to make sure all the folders you set up in a course are in the SAME TOPIC section. Then here's a little trick, edit the topic, don't make any changes, just save and return to the course. Notice the URL at the top of the page, now includes the section number for that topic area. Copy that URL, go to the front page of Moodle. Now add a URL where ever you want it on the front page. I put mine in the Main Menu block. Name whatever you want to, such as, "Access your group documents here" and use that URL you copied from the course. Any student will see the link and be able to click it. When they are taken directly to that topic in the course, they will only see their folder listed, if you set them up like I mentioned before. This require the student to make two clicks instead of just one, but it is simpler to implement.
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In reply to AL Rachels

Re: Setting up a private files section for each group

by Ted Long -

Hi ALS


Many thanks for your reply.  It sounds like your solution would work for me - I'm just a little lost as to how to execute it.  So, do I set up a course called 'Documents' for example and then include all the folders within that course?


Kind regards


Eddie

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In reply to Ted Long

Re: Setting up a private files section for each group

by AL Rachels -
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Hi Eddie,

You could create a 'Documents' course if you wanted too, but I never did. I had two types of courses. One type in which the Course format was set to Topics format and in the other type the Course format was set to Weekly format. In either case, I always used one extra topic section or one extra week, and named the extra section 'Resources' and put any needed items such as this type of folder, in it.

However, if I read your original post correctly, you are wanting to make these folders available to the same groups, while they work their way through multiple courses. If that is the case, then yes, you probably would want to make a separate documents course.

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In reply to Ted Long

Re: Setting up a private files section for each group

by William Lu -
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Method 1: Using folder (As AL Rachels said, enable separate groups; Change Student permission: Manage files in folder=Allow)

Pros: Easy to use

Cons: If you have 10 groups, then you need to create 10 folders, change permission 10 times, setup access restrictions 10 times. If you want a link from your 'Front page' to the folders, again, 10 URL links, 10 restriction settings. Inside the folders, no record of history, no ownership of files, students can delete others' files.

 

Method 2: Using Wiki (enable separate groups).

Pros: Easy for teacher, just set ‘Group mode=Separate groups’. All files show who is the owner; Changes are recorded into the history Tab; and versions can be rolled back when needed.

Cons: Students have to learn how to use Wiki.

 

Method 3: Using Group Assignment (You don’t have to enable separate groups, just set ‘Group submission setting=Yes)

Pros: Easy for teacher, as long as groups are there, all done. Easy for students, just like a normal assignment submission. Good for all group members to work on ONE word file.

Cons: Among group members, students can see who is the owner of a file, but can edit/delete a file, no rollback function.

 

Method 4: Using a Database activity (Just import the preset attached, make sure you have enabled separate groups )

Pros: Easy to use, simple interface, all files shows ownership, time tag, student can make comments to each other, but won’t be able to delete others’ files.

Cons: Teachers have to learn how to build a Database if they want more features than the one attached. Please go to Database forum if they have any question.


HTH
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