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My Files and Community Gallery

Accessing Community Gallery

Go to My Files/Gallery. This is accessed from the Teacher/Community homepage

This will then link you to the online work space using either a teacher or pupil interface

Editing/Uploading Files

Administrating files is a simple process and is designed to be as effective and easy to use as possible. The maximum upload of files at once is 100mb.

There are two methods of adding files to your 'My Files' area or a community gallery.

Drag and Drop

This method works in all browsers except Internet Explorer, which does not support this facility.

Simply drag the file you want from its folder into your own work area or a community gallery.

Using the Upload Button

Select the tag you wish to upload to
Click ‘Upload’
Click ‘Browse…’
Select the file you wish to upload
Once you have selected the files you wanted to upload, click ‘Upload’

To Copy/Cut a file

Right click the file you wish to copy
Click ‘Copy’/‘Cut’

Select the tab you wish to paste into
Click ‘Paste’

Note: Copy will duplicate the file to another location Cut will delete the original once it is pasted

To Rename a file

Right click the file you wish to copy
Click ‘Rename’

Type the name you wish to rename to
Click ‘Rename’

To Delete a file

Right click the file you wish to copy
Click ‘Delete’

Check this is the correct file to delete
Confirm ‘Delete’ by clicking ‘Delete’

Video file types

Any video file type should play within the embedded DB Player which converts any of the main video formats to mp4 to play. Although there is a 100MB file size limit, a much smaller size would be recommended in order to reduce the time the user must wait for the file to download and play.

Uploading Multiple Documents to Gallery and Tagging

This information relates to uploading and tagging in both the myfiles area and the community galleries.

1.Go to ‘Gallery’ of the desired community and click on the cogs icon.

2. Here you will see you are in the administration area (black and white colour scheme – whenever a page is these colours you are in an administration area):

Here you will see a list of all the documents currently uploaded to your gallery. The ‘tags’ (*1) feature means you can file/sort your documents in any way you like, by subject, date, class and so on. When you click back to the gallery view (arrow instead of cogs icon) the labels on the left hand side show the tag labels and clicking on them takes you to the documents tagged with that name (*2). How to tag will be discussed in more detail later. Firstly, we will look at uploading multiple documents.

3. It is in the administration area that you upload multiple documents. Click on ‘upload’ (*3), which will take you to the following page:

Click ‘browse’ (*4), which will open a search box (shown below). You can search your PC for the document(s) you wish to upload and by holding down the ‘Ctrl’ button on your keyboard while you select you’re enabled to select and therefore upload multiple documents at once. Then select ‘Open’ (*5):

You will then see your selected documents appear in the table of files to upload (*6):

Then select ‘upload’ and you will be taken back to the gallery admin view, where your uploaded document(s) will be:

You will see there is not a label next to the document in the ‘tags’ column (*7) so it will only be viewed in the ‘show all’ area of the gallery (non admin view). Therefore, to ensure it’s organised and easily searchable, it can be tagged (before clicking ‘Tags’, check the document(s) you want to tag (*8):

Then click ‘Tags’ (*9), which will bring up the ‘tag management’ box that is shown on the previous diagram. You can either select from ‘available tags’ (that you will have created previously) or you can create a new tag. To create a new tag type its title (‘Robyn’s Homework’ in this instance) in the text box next to ‘add’ and then click ‘add’ (*10). Your new tag will then appear in the ‘available tags’ box, as shown below:

If you are happy with that tag, check the box next to it (*11) then click ‘tag files’ (*12). You will then be back to full gallery (admin) view and you will see that the tag (Robyn’s Homework) is visible next to the document in the ‘tags’ column:

If you click on the arrow (situated in replacement of the cogs), in the top right hand corner of the page you will be back in the ordinary gallery view and you will see that the tag you created is visible on the left hand side (*13):

Clicking on the tag will then take you to a new tab, showing just the tagged document:

Pointers

You can tag a document as many times as you like to that it appears under multiple tags too. For example you may want to tag a piece of homework by : ‘class’, ‘year’, ‘homework task’ and so on, so that documents are easily grouped and searchable.

Using the Filters

Click the appropriate filters icon

Importing files in bulk with a zipped file

This section explains how to import files in bulk by saving them to a zipped folder.

Note: When you import files this way, DB Primary will seek to reflect your folder hierarchy by adding tags to the imported files.

You may have a folder containing a couple of sub-folders, such as in the example below:

To import your files into your ‘my work’ or the gallery area of a community, first make an archive of your folder.

In Windows, you can right click on the file and choose ‘send to’ and then ‘compressed ‘zip’ folder’, as in the following example:

Once you have saved the zipped file, upload it by clicking on the cogs and visiting the administration area of the gallery or my work area. Next click on upload:

Browse and locate the folder you wish to use and double click on that folder to start the upload process:

Click on upload.

You will now be taken back to the administration view of the gallery. Click on uploaded zip file to open it. Clicking on ‘extract’ will extract all files contained within the folder to your gallery:

Once you have extracted the files you can delete the zip file.

Your files will be tagged with the same names as the folders that they were originally in. In this case, the files that were in ‘Planning’, and its subfolder ‘Term 1’ are tagged with the same names:

This is how the tagging will look in the gallery or my work area:

Viewing Files

Files of any type can be uploaded into the Galleries. All files, sound files, picture files, video files and other files are all applicable. To view a file is quick and easy.

To Locate a file

You can filter your files by your own created tags, or automatically created filters.

To use your tags

Click the tag you would have stored the file
If you can not at first locate it, use the filters.

To use the filters

Click the file type filter the file is. E.g. a sound file would be;
If you can not at first locate it, use the tags

To view the file

Click the file
Pictures will load within your browser, all other formats will open depending on your

computers software and for example Microsoft Word files require Microsoft Word or other compliant software.

To view information on the file

Click the information icon
This will display information page

Hiding Files from Members

Files can be hidden so that only the teacher is able to access them in the cogs (administration) view of the gallery. This is done by creating a hidden tag.

To do this, in the gallery view, open up your file and add a tag such as the word 'hidden', as follows:

Click on the blue cross for the tag to be added. Close the dialogue window and now click on the cogs at the top right of the community gallery which will to take you to the advanced or administration view.

Select 'tags' from the options at the top:

Now click on the following icon:

Then select 'hide this tag in the listing':

Your file will disappear from the gallery front page, but will still be visible to teachers in the advanced gallery view.

Teacher List View - Advanced

Bulk publishing from the My Files area (teachers only)

In the My Files area, by default the 'All Files' view is shown. This is shown in the image below:

Clicking on the 'List format button will show files in a list view and provide teachers with a number of extra options listed across the top of the page.

Here teachers will be able to Publish, Delete, Cut, Paste and Copy.

Publish

Select a number of files that you would like to publish to a community by using the tick boxes next to the title of the file.

Click on the Publish button and select the community you would like to publish all the files to.

This can also be completed in the 'Administration' Area of the My Files area. This can be accessed by clicking on the cogs in the top right hand corner.

Moderating multiple files in a community gallery

Pupils in your class may want to publish some of their favourite work in a community gallery. In some cases, when a number of pupils have submitted work to be published, it may be useful for the teacher to be able to moderate these files in bulk: to accept or decline to be shown in the community gallery.

To do this, when you are in the appropriate gallery, navigate to the admin view by clicking on the cogs at the top right of the screen.

Choose the moderate button.

This will bring up a listing of all of these files in a confirmation dialog.

Any files which were selected (checked) in the main listing will be selected here, too. The selections can be changed as required.

The files can be clicked on to view them in a popup window (or download them, for non-displayable files).

The selected files can then be accepted or rejected.

Restoring deleted files

If you would like to restore files previously deleted from the gallery you can do this by clicking on the cogs in the community gallery view:

Select 'Deleted files' from the dropdown:

Now highlight your files and click on either restore or else 'delete' if you wish to permanently delete the file/s:

DB Primary help wiki

My Files