HomeTN eCampus FacultyManaging Files for SuccessWhy Get Organized?

8.1. Why Get Organized?

Managing Course Files to Avoid Headaches

Do your course’s managed files appear a bit “unmanaged”? Good file management includes an orderly way to develop module folders and files. In this tutorial, you will find strategies to return “managed” back to Managed Files and keep your course up to date and headache-free.

Why Organize and Streamline Your Course Files?

Using an organized file structure helps to keep the course manageable. When files are structured in a hierarchy of folders, it is easier to know which image, table, or video is the one for a specific course page. Updates and improvements are easier to make and implement. Even experienced developers may have trouble keeping track of course files and which files need updating if they neglect to put them in the correct folders from the beginning. Keeping files organized and updated in folders will resolve this problem and ultimately develops the type, of course, we want our students to experience.

Get Started in Managed Files

What is Managed Files? It is the behind the scene area of the course just for instructors, course developers and admins to organize HTML pages, presentations, images, and other media files. Just as your computer has a collection of folders and individual files. Courses are also arranged in a similar way. Keeping them managed is the challenge.

Open Course Admin from the NavBar and choose Managed Files to review course contents.

The course's folder tree is on the left. Choosing a folder expands the contents on the right, which may include subfolders.  Standard course folders, such as Developer Information and Getting Started are typically followed by module folders from 1 to the maximum number of modules in the course. Each module typically has subfolders for Images, Media, and other necessary folders to group like items. It is recommended to use a consistent folder hierarchy to organize each of the modules. In this example, Module 01 is highlighted. Notice, the list of subfolders with the remaining course pages of the module “nested” within the module folder.

Each of the column headings (Name, Size, and Type) are sortable. Sort by Name and scroll through the list in the right side of the window. Selecting root folder (/content/enforced/________) will display all of the unassigned files not included in a folder. Choosing each folder will display the list of assigned files and subfolders.

An average course may have hundreds of files. This example has 2 tables and 3 logo files in the base folder of the course. File names are usually generated on the spot, leading to examples like Table and Table 2. To resolve this problem, files in the base folder will have to be tracked back to the course page to determine which is which and if the file is in use and can be safely removed.

Look for files that should be associated with a module or course folder. Notice this example has presentations and videos from different modules. Each presentation should be stored in a module folder. Additionally, this type of file would typically be assigned to a media subfolder within the module folder.

For example, the Chapter 10PPT.pptx would be assigned to the Module 10 folder with a M10 Presentation subfolder. To move the file, select the menu and choose Cut. (Copy will leave an extra copy in the old location.) Open the new folder location and choose Paste. Before you try a moving file, also check out the tutorial Course Files and Broken Links same frame unless you are already experienced with developing and correcting file links.

*Please note, the toolbar shown here (Cut, Copy, Trash, etc.) is not visible until files are selected and remains at the top of the window. Scroll to the top after selecting files to see the tools.

Remember, files stored in the correct and logical folder will make future reviews, edits, and updates much simpler. Students will also have a smoother experience without encountering mismatched files and content that may need last minute corrections.

Knowledge Tags

This page was: Helpful | Not Helpful