CloudDeakin Guides

PORTFOLIO OVERVIEW

Portfolio is a personal portfolio tool for storing, organising, reflecting on and sharing items that represent your learning. You may create and include documents, graphics, audio files, videos, presentations, unit work, etc. that demonstrate your development or mastery in a certain area.

You decide what items you want to include in your portfolio, how you want to organise them, and who you want to share them with. When you share items with your peers, lecturers, tutors, potential employers, etc. you may give them permission to view specific items, edit items, see or add comments and see or add assessments depending on what type of feedback you want.

To access your Portfolio click on Tools then click on Portfolio link on the top Navbar.

Ideas

Some ideas on how to use Portfolio in teaching and learning:

Access Portfolio on your mobile devices

The D2L ePortfolio app enables users to access Portfolio on mobile devices and:

  • view, comment and share artefacts
  • create link artefacts
  • upload images
  • record and upload audio
  • write reflections
  • view your newsfeed
  • explore shared items
  • view notifications.

Check out the free app in App Store or GooglePlay.

DASHBOARD

Dashboard Overview
Dashboard is a central area for managing your Portfolio preferences, receiving updates, and searching for items. Your dashboard makes it easy to quickly review changes to portfolio items you’ve recently worked on and to check for invites to view portfolio items from your peers.

"What are you learning?"
The “What are you learning?” panel provides an opportunity to reflect and prompts you to record brief thoughts about your current learning experience which you can expand upon at a later date. You can also add file or a link to your brief reflection.

  1. At the panel, enter your thoughts.
  2. If you wish to attach a file, click Add Files. Drag files over an upload target (contain the text “Drop files here, or click below”). If this functionality is not available in your browser,
    Click Upload to locate the file that you want to upload.
    Click Open.
  3. If you wish to associate a link, click on Add Link.
  4. Add any Tags you want the reflection to have.
  5. When done, click Add to Portfolio.
Update Profile
Update your profile information to include personal information about yourself that you feel comfortable sharing with others. Your profile is the same as your profile in the CloudDeakin. Any changes are reflected in both places.
You can add your profile information to presentations.

  1. At the top right hand corner, click on your name and then click on Profile.
  2. Update your information.
  3. Click Save.
Check Invites
When you receive an invite from another user to view an item in their portfolio, the invite is stored in the Unread Invites widget. You may also receive an email informing you of the invite. The invite lets you know who shared the item with you, when it was shared, what type of item it is, and any description or tags that were added to it. The sender may also include a personalised message letting you know why they shared the item.

  1. To view the invites, click on the subject of the invite towards the right hand side of your dashboard.

Note: You can open an associated portfolio item from the invite by clicking its name.

RSS Feeds
RSS feeds allow you to receive external notifications when changes occur in your portfolio. There are two RSS feeds that you can subscribe to:

  1. Feedback RSS notifies you when edits, comments, or assessments are made to one of your portfolio items (does not include changes that you make yourself).
  2. Invite RSS notifies you when you receive a new invite to view another user’s portfolio item.

To use the RSS feeds you must subscribe to an external RSS reader. There are many free RSS readers, such as Live Bookmarks and Google Reader, available on the Internet.

  1. From the Dashboard, click on Settings.
  2. Do one of the following:
    • To subscribe to Feedback RSS, click on Subscribe to Feedback RSS button.
    • To subscribe to Invite RSS, click on Subscribe to Invite RSS button.
  3. Follow the appropriate steps for adding the feed to the reader of your choice.

EXPLORE

Overview
The Explore tool manages the items others have shared with you. You can search for items by the user’s First Name or Last Name, item’s Name, Description, Tags, Type, Last Edited date or Last Accessed date.

Mobile Not Supported

View Shared Items
  • Within Portfolio, click on Explore.
  • To view the item, click on the title of the item.

In this example a Presentation is used:

  1. To open the presentation, click on the title.
  2. The presentation will open in separate pop-up window.
     - If you have been given access to add comments to the presentation, you will see a Review Presentation option at the very top of the window. Click on the Review Presentation option to add comments.
     - If you have been given access to edit the presentation, you will see an Edit Presentation option at the very top of the window. Click on the Edit Presentation option to begin editing the presentation.
Add a Comment
Depending on the permissions, you might have the ability to add comment to the items that others have shared with you.

  1. Click on Explore.
  2. Click on the Actions button of the item you wish to comment then select View.
  3. Click on Add Comment.
  4. Enter your comment.
  5. Click Add.
Edit an Item
Depending on the permissions, you might have the ability to edit the items that others have shared with you.

  • Click on Explore.
  • Click on the Actions button of the item you wish to edit then click Edit.
  • Make your changes.
  • Click Save.

MY ITEMS

Create Artefacts
You may upload or create artefacts on any number of topics and at any stage of completion. An artefact may be a document, graphic, audio file, video file, presentation, or other form of digital media. You may upload files from a personal computer or storage device, import items from a unit, link to a website, create artefacts in Portfolio (reflections, presentations), or fill out a form.

Upload a file

Upload files from your computer, personal storage device, or Locker.

  1. Click the Add button on the My Items page and then click File Upload from the drop-down menu.
  2. Drag files over an upload target (contain the text “Drop files here, or click below”) then click Add. If this functionality is not available in your browser,
    • Click Upload to locate the file that you want to upload.
    • Click Open.
    • Then, click Add.
  3. Click Next.
  4. Give the file a Name and Description.
  5. Add any Tags you want the artefact to have.
  6. Click Save.

Tip: Consider compressing large media files before you upload them to save space in your portfolio. Full resolution files are not usually necessary for display on the web.

Tag

Tags are words you associate with an object to make items easier to find. You can search for items with specific tags, and other users can use your tags to search for items.

  • To make a multiple-word tag, place double quotes around the entire phrase. For example: typing “winter project” makes the two words a single tag.
  • To make a private tag that only you can see, type the @ symbol in front of the tag. For example: typing @draft adds a private @draft tag to an item that other users will not see when you share the item with them.
  • To make a private multiple-word tag, put the @ symbol before the quotation marks, for example: @”rough draft”.

Tip: You might want to compress large media files before uploading them to save space in your portfolio. Full resolution files are not usually necessary for presentation on the web.

Create an HTML File

Portfolio provides the option to create HTML artefacts using a simple HTML Editor. HTML files may contain formatted text, images, videos, audio files, and links to content in Learning Environment.

  1. Click the Add button on the My Items page and then click Web Document from the drop-down menu.
  2. Enter a File name you want the file to be stored as.
  3. Use the HTML Editor to add your Content.
    Note: If you wish to link to YouTube video or Flickr, use the Insert Stuff icon.
  4. Click Next.
  5. Enter the Name you want to display for the file and a Description.
  6. Add any Tags you want the artefact to have.
  7. Click Save.

Link to a Web Address

If you want to include an existing website as an artefact in your portfolio, you can reference the address (URL) for the site rather than uploading files.

  1. Click the Add button on the My Items page and then click Link from the drop-down menu.
  2. Enter the Name you want the URL to be stored as.
  3. Enter the URL (web address).
  4. Enter a Description of the site or its significance.
  5. Add any Tags you want the artefact to have.
  6. Click Save.

Import Unit Content as an Artefact

A great way to track your progress over time is to include your unit work in your portfolio. You may then review your work at any point in the future and compare it to other assignments and units.

  1. Click the Add button on the My Items page and then click Sites results from the drop-down menu.
  2. You can use the Search function to search for your site.
  3. Click the Site Name you want to import results from.
  4. Select the items you want to import, and click Next.
  5. Enter a Name and Description for each item.
  6. Add any Tags you want the artefacts to have word tag, put the at symbol before the quotation marks, for example: @”rough draft”.
  7. Click Save.

Fill Out a Form

Forms are templates created by your Faculty, School or Unit Chairs collecting information using a set of question fields.

  1. Click on Add button on the My Items page and then click Form Response from the drop-down menu.
  2. Click the name of the form you want to fill out.
  3. Fill out the form.
  4. In the Fill Out a Form page, provide a Name and Description unique to this form entry.
  5. Click Save.

Record Audio

You can record audio directly within Portfolio, rather than pre-recording audio on your computer and uploading it as a file.

  1. Click the Add button on the My Items page and then click Audio Recording from the drop-down menu.
  2. Ensure your microphone is set up correctly and click Record. You can also:
    • Click Flash Settings to make adjustments to your microphone selection and volume.
    • Click Play to listen to your recording.
    • Click Clear to erase your recording.
  3. Click Next.
  4. Give the file a Name and Description.
  5. Add any Tags you want the artefact to have.
  6. Click Save.
Create Collections
Collections are groups of artefacts, reflections and presentations. They are folders, except an item can belong to multiple collections at the same time. For example, you may add a short story written to a collection called Fiction as well as a collection called Creative Writing 101 and there will only be one copy of the story (artefact).

Create a Collection

  1. Click the New Collection button on the My Items page.
  2. Give the collection a Name and Description.
  3. Add any Tags you want the collection to have.
  4. Click Save and Close.

Add an Item to a Collection from the Edit Collection Page

  1. Click on My Items button.
  2. Use the Filter by to filter for Collections.
  3. Click on the Actions button next to the collection name. Then select Edit.
  4. From the Edit Collection page, click on Add to Collection button.
  5. Select the Artefacts, Presentations or Reflections link.
  6. Select the items you want to add.
  7. Click Add.
  8. Click Save and Close.

Add an Item to a Collection Using the Drop-Down Menu

  1. Click on My Items button.
  2. Click on the Actions button next to the item to add to collection.
  3. Then select Add to Collection.
  4. Select the collection.
  5. Click Add.
Create Presentations
Collections are groups of artefacts, reflections and presentations. They are folders, except an item can belong to multiple collections at the same time. For example, you may add a short story written to a collection called Fiction as well as a collection called Creative Writing 101 and there will only be one copy of the story (artefact).

Create a Presentation

  1. Click on My Items.
  2. Click New Presentation.
  3. Give your Presentation a Name.
    Note: Avoid to use any special characters such as “-“,”&” in the title.
  4. Enter a Description (optional).
  5. Add any Tags you want the Presentation to have. Tags are words you associate with an object to make items easier to find.
  6. You can leave the settings under Comments/Assessments at their default values. These can be edited at a later date if you wish.
  7. Click Save.

Edit a Presentation

  1. Under My Items filter by Presentations.
  2. Click on the Actions button next to the Presentation you want to edit.
  3. Select Edit from the list that appears.

Delete a Presentation

  1. Under My Items filter by Presentations.
  2. Click on the Actions button next to the Presentation you want to delete.
  3. Select Delete from the list that appears.
  4. You will be asked to confirm if you want to delete the presentation. This action cannot be undone.
  5. Click Yes.
Content

Add Content to Presentation

Note: For the following to be added they must already exist in that area of your Portfolio:

  • A document, image or file must first be added to Artefacts
  • An image you want to use in a html file you create must first be added to Artefacts
  • A reflection must first be created in the Reflections area.
  1. Under My Items filter by Presentations.
  2. Click on the Actions button next to the Presentation. Then select Edit.
  3. Click on the Content/Layout tab.
  4. Under Content Area 1, click on the Add Component button.
  5. A pop-up window will open. You can choose to add:
    • Artefact (previously saved file, document or image)
    • Artefact or reflection from a collection (previously created)
    • Artefact or reflection by learning objective (previously created)
    • Reflection (previously created)
    • Text area (create a brand new html page. This page will only exist in your presentation)
    • Information from my profile (a link to your profile)
  6. Click on the link to the item you want to add.
  7. Use the checkboxes to select the content you wish to add. Then click Add.
  8. You can add multiple components to a single page.

Add Pages to Presentation

  1. In the Pages box, click on the New Page icon.
  2. In the New Page window, type in a Page Name for the page e.g. Introduction.
  3. Select the Hide Name checkbox if you do not want the page name to display at the top of the displayed page in the presentation (recommended).
  4. Select the Hide Page checkbox if you do not want the page to appear in the navigation panel.
  5. Click on the Save button.

Edit or Delete a Page

  1. Click on the Content/Layout tab.
  2. In the Pages box, click on the Actions button next to the page you want to edit or delete.
  3. You will be given three options: Open, Delete and Page Properties.
    • If you want to open the page, select Open.
    • If you want to delete page, select Delete and then click Yes. Keep in mind that this action cannot be un-done. Any html files you have specially created from the presentation area will be permanently deleted. Any image or documents that you have linked to the page from your artefacts will be removed from the presentation but not deleted from Portfolio.
    • If you want to change the title of the page, select Page Properties a pop-up window will open. Make your changes and click Save.

Edit and Move a Component

  1. Click on the Content/Layout tab.
  2. Click on the link to the Page.
  3. To edit component, click on Edit. Make all the changes and click Save. To move component, click on the related arrows to move component within the page.

Note: These options will change depending on whether you wanted to edit an artefact or a html page.

Delete a Component

Note: Any html files you have specially created from the presentation area will be deleted and cannot be retrieved. Any image or documents that you have linked to the page from your Portfolio artefacts will be removed from the presentation but not deleted from Portfolio.

  1. Click on the Content/Layout tab.
  2. Click on the link to the Page from which you want to delete the component
  3. Click on the Actions button next to the component you want to delete.
  4. Select Remove from Layout.
Appearance

Customise Banner and Theme

  1. Under My Items filter by Presentations.
  2. Click on the Actions button next to the Presentation. Then select Edit.
  3. Click on the Banner tab.
  4. In the Banner Title field, type in the wording you wish to appear at the top left of your presentation. This area can be left blank if you wish.
  5. In the Banner Description field, type in the wording you wish to appear at the centre left of your presentation. This area can be left blank if you wish.
  6. Click on Save.
  7. Click on Theme tab.
  8. A list of themes displayed. Use the Preview button to view the sample theme. Use Select to set your theme.
  9. When prompt for confirmation, click Set Theme.
  10. Under the Current Theme, click Edit to customise the theme. You can customise the header image, banner image, banner title, description, font size, colour and so on.
  11. When done, click Save.
Share a Presentation
  1. Under My Items filter by Presentations.
  2. Click on the Actions button next to the Presentation you want to share.
  3. Select Permissions from the list that appears.
  4. Click on the Add Users and Groups button.
  5. Click on the Users tab.
  6. In the Search for field, type in the first name of the user you want to share with.
  7. Click on the image next to their name.
  8. Repeat step 6 and 7 for other users you wish to add.
  9. Assign the permissions you want the users to have by clicking on the appropriate box(es) under Assign Permissions. These can be edited at a later date for individual users if you wish.
  10. Click Share.
  11. You will then be returned to the previous screen where the users you have chosen to see will appear.
  12. Click on the box(es) next to the all of the users to send invitation.
  13. Click Send Invite.
  14. Type in a quick message.
  15. Choose whether you want to Send a copy to myself.
  16. Click Send.
  17. Click Close.

Note: You can also share items through the Sharing Group.

Create Reflections
Reflections can be used to discuss items in your portfolio, record your thoughts on topics that interest you, set goals, and think critically about your learning.

Mobile Not Supported

Add a Reflection

  1. Click on My Items.
  2. Click the Add button and then click Reflection from the drop down menu.
  3. Give your reflection a Title.
  4. Enter your thoughts in the Reflection field.
  5. Add any Tags you want the reflection to have.
  6. If you do not wish others to comment on your reflection, untick the Comments box.
  7. Click Save.

Associate Reflections with Collections or Presentations

Reflections may be independent portfolio items or associated with collections, or presentations. Associating reflections with other items assists other users see the relationship between the items and makes it easier to revisit your goals and assumptions later.

Reflections are only visible to other users if you share them or you add them to a collection or presentation.

  • Associating them with another item does not automatically share them.
  • When you share a reflection that is associated with an item, users may view the associated item when viewing the reflection.
  • If you include a reflection in a collection or presentation, it inherits the permissions of that collection or presentation.
  1. Click on My Items button.
  2. Use the Filter by to filter for Reflections.
  3. Click on the Actions button next to the item.
  4. Then select either Add to Collection or Add to Presentation.
  5. Select the appropriate item from the list of items that appears.
  6. Click Add.
Share and Push
Use permissions to share Portfolio items with other users. You can set up separate permissions options for each artifact, collection, reflection and presentation in your Portfolio so you can pick and choose what content you share with others.

Mobile Not Supported

Share My Items

  1. Click on the Actions button next to the item you wish to share.
  2. Select Share from the list that appears.
  3. Click on the Add Users and Groups button.
  4. Click on the Users tab.
  5. In the Search for field, type in the name of the user you want to share with.
  6. Click on the image next to their name.
  7. Repeat step 5 and 6 for other users you wish to add.
  8. Assign the permissions you want the users to have by clicking on the appropriate box(es) under Assign Permissions.
    These can be edited at a later date for individual users if you wish.
  9. Click Share. You will then be returned to the previous screen where the users you have chosen to see will appear.
  10. To send invitation, click on the box(es) next to the all of the users.
  11. Click Send Invite.
  12. Type in a quick message.
  13. Choose whether you want to Send a copy to myself.
  14. Click Send.
  15. Click Close.

Note: You can also share items through the Sharing Group.

Push an Item

Note: This feature is only available to Unit Chair. Unit Chair can push artefacts, presentations, reflections and collections to students’ portfolios for their own use.

  1. Click on My Items.
  2. Click on Actions button of the artefact that you wish to push to students and select Push.
  3. Select the Automatically include associated items options if you want.
  4. Click Next.
  5. Browse for users, groups or unit sites to push the content to. Use the Search For field to narrow your browsing results.
    Note: Users with cascading roles must perform a search to display results.
  6. Click on the results to add to Selected Users list.
  7. Perform step 5 to 6 for all other users.
  8. To remove users, click the Remove icon beside those groups or unit site.
  9. Click Push.
  10. Click Yes to confirm.

SHARING GROUPS

Overview
Sharing groups let you save the permissions you want a user or group of users to have so you may reuse them with other items. You can create sharing groups for individual users or for all users in a particular unit or group. You can have multiple sharing groups for the same users that you apply in different situations.
Create a New Sharing Group
  1. Click on Sharing Groups.
  2. Click on New Sharing Group.
  3. Give the sharing group a Name and Description.
  4. Click Add Users to add new users to the sharing group.
  5. Use the Search For field to narrow your browsing results.
  6. Click on users or groups of users in the browse listing to add them to the Selected Users list. Click the Remove icon beside users or groups of users in the Selected Users list to remove them from the list.
  7. Assign Permissions you want the selected users to have.
  8. Click Add.
  9. Click Save and Close.

 

Modify and Remove Permissions

Modify permissions for a Sharing Group

  1. Click on Sharing Groups.
  2. Select the sharing group you want to manage by clicking its name.
  3. To edit:
    • Click the Edit icon for the user or group of users for which you want to edit permissions.
    • Select new permissions.
  4. To add:
    • Click Add Users to add new users to the sharing group.
    • Use the Search For field to narrow your browsing results. Note: Users with cascading roles must perform a search to display results.
    • Click on users or groups of users in the browse listing to add them to the Selected Users list. Click the Remove icon beside users or groups of users in the Selected Users list to remove them from the list.
  5. To remove:
    • Click the Remove icon to remove a user or group and their permissions from the sharing group.
    • Click Save and Close.

Remove Permissions from an Item

  1. Click on My Item.
  2. Click on the Actions button next to the title of item you want to remove permissions from (artefact, collection, reflection, or presentation).
  3. Then, click on the Share.
  4. Click the delete icon next to the user or group of users you want to remove permissions from.
Set Default and Delete Sharing Group

Set a Default Sharing Group

A default sharing group can make sharing easier if you consistently share items with the same group of users. However, all items that meet your filter criteria are automatically shared with your default group, so ensure you set up your filters correctly.
For example:

  • If you only want to share presentations, add a type filter.
  • If you only want to share some items, add a tag filter and then tag the appropriate items with that tag when you create or edit them.
  1. Click on Settings in the top right hand side.
  2. Under the Sharing Settings, select a Default Profile.
  3. Use the Type Filter check boxes to specify which item types to automatically apply the default sharing group to.
  4. Use the Tag Filter to restrict which items the default sharing group applies to by tags.
  5. Click Save.

Delete a sharing group

  1. Click on Sharing Group.
  2. Click the Delete icon across the group you want to delete.

 

Hide Items

Temporarily Hide an Item from all Users

Change the Visibility options on the Sharing Setting page for the item.

Tip: Temporarily hide an item when:

  • You want to make changes to it and don’t want others to see it in draft stages.
  • You want to make it available on a specific, predetermined date and want to set up sharing permissions in advance.
  1. Click on My Item.
  2. Click on the Actions button next to the title of item you want to remove permissions from (artifact, collection, reflection, or presentation).
  3. Then, click on Share.
  4. Do one of the following:
    Select the option of Always Hidden.
    Select the option of Visible for specified date range and select the start date and end date.
  5. Click Save and then click Close.
EXPORT AND IMPORT
Overview
This enables you to import and export ePortfolio items for use in other ePortfolios. When you export items, you also export the item’s description, tags, and settings. You can export your entire portfolio content or specific items. If you export specific items, use the auto-include options to ensure you also export any related items you might want.

Auto-include options

Auto-include options appear at the top of the Select Items to Export page. They enable you to specify which types of related or associated items to export with the items you selected to export. If an item is included multiple times, it will only appear once in the export zip file.

Export

Export all items

  1. Click on My Items.
  2. Click on More Actions button and select Go to Import/Export page.
  3. Click Export.
  4. To export all items from your ePortfolio, click All Items.
  5. To exclude items from the export list, click on Delete icon for those items.
  6. Click Export.
  7. Select View progress of the export package and click the link when the file packaging is complete.
  8. Save the export file to your computer or storage device.

Export Specific Items

  1. Click on My Items.
  2. Click on More Actions button and select Go to Import/Export page.
  3. Click Export.
  4. To export all items from your ePortfolio, click Selected Items.
  5. Click Add Items.
  6. From the pop-up window, select the items you want to export and click Add.
  7. To remove unwanted items from the export list, click on Delete icon for those items.
  8. Click Export.
  9. Select View progress of the export package and click on the link when the file packaging is complete.
  10. Save the export file to your computer or storage device.

Export a Single Item

  1. Click on My Items.
  2. Click on the Actions button next to the title of the item you wish you export.
  3. Then, select Export option.
  4. From the pop-up window, click Next.
  5. Click on the link of the file to download a copy.
Import

You can only import Desire2Learn ePortfolio packages into your portfolio. If you have other items you want to add to your ePortfolio, use the File Upload to add them individually.

  1. Click on My Items.
  2. Click on More Actions button and select Go to Import/Export page.
  3. Click on Import.
  4. Use Browse to select the file to upload.
  5. Click Next.
  6. On the Preview page for the import package, enter any new Tags that you want all imported items to have.
  7. Click Import All Items.