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EchoVideo: Folders for Admins

Amanda Leibovich
  • Updated

An admin must toggle on Folders for the institution from the Beta and Preview Features page.

Folders are an organizational tool in EchoVideo that makes organizing, finding, and managing content easier. Folders allow you to create a structured hierarchy, including subfolders, to aid in navigating and managing media efficiently. Properly organized folders can make searching for and locating specific content easier. Easily set folder permissions, restricting access content to authorized users only.

The first system admin to toggle on Folders gets access to the institution's root folder. The root folder is the top-most directory in the folder hierarchy. It cannot be deleted. This admin can add other system admins to the root folder. The root folder is the starting point from which all other folders and subfolders branch out. It does not count towards the five-folder limit in the tree structure.

Create a Folder or Subfolder

  1. Log into EchoVideo as an Institutional Administrator.
  2. Click Folders from the toolbar at the top of the page as shown in the figure below.

    Folders must be enabled first.

    Folders tab and New Folder button identified as described
  3. Click New Folder, as shown in the figure above.

    The New Folder modal opens.

  4. Under Name, enter a Folder Name.
  5. Under Code, enter a Code.

    The code must be unique across all folders in the institution.

  6. Optionally, from the Term dropdown, select a Term for the Folder. 

    Terms are used to group course offerings by academic term (semester, trimester, quarter, etc.). They allow you to define a date range for the term and Exception dates during which classes are not held, such as holiday breaks or scheduled exam dates.

  7. Optionally, from the Parent Folder dropdown, select a Parent Folder to nestle the subfolder in. 

    Terms are used to group course offerings by academic term (semester, trimester, quarter, etc.). They allow you to define a date range for the term and Exception dates during which classes are not held, such as holiday breaks or scheduled exam dates.

  8. Optionally, add a Description.

    Adding a description can help identify and distinguish folders from one another, making locating specific content easier.

  9. Optionally, add a Tag.

    Tags can be words or phrases. Press Enter after each tag. Tags enhance search functionality by allowing users to filter and find content based on specific words or phrases.

    New Folder Modal with name and code populated and other fields displayed as described
  10. Click Save.

    Your folder is created and appears under Institution Folders.

Search and Filter

The left menu bar contains Search and Filter options for Folders. The arrow allows you to collapse and expand this menu.

The search and filter options in the main folder tab expanded as described

Search

Enter search text to match the folder name of what you are searching for to find matches. You can use the Search text with the Filters. First, use the filter options on the page and then the Search box to find what you want within the filtered results.

Creation Date

Search for a specific folder by creation date. Use the calendar input to enter a Single date or date Range to search in.

Parent Folder

Select a Parent Folder from the dropdown to filter folders to its subfolders. 

Owner

Select a user from the dropdown to filter folders by that specific folder Owner. Optionally, start typing the user's email address to narrow the list.

Term

Select a Term from the dropdown to filter folders by academic term.

View Folder

Clicking the View Folder icon next to a folder from the Folders tab opens the folder and allows users to see all subfolders, sessions, and content associated with it. Folder Settings are also available here.

An opened folder showing session content, admins and settings.

Folder Tabs

Use the arrows to expand the selected folder's tab to see all available subfolders. Search and filter using the Search box or Content Type dropdown to find specific content Session Content. Use the bottom menu to jump back to the top of your Session Content. Use the page tabs to navigate multiple pages of Session Content. Use the dropdown to change the number of results displayed per page. These options are shown in the figure below.

Open folder view with folders expanded, search bar, and pages identified as described

Clicking on a specific Session Content card will open that content for viewing. 

Sessions Tab

The Sessions tab displays all scheduled sessions and units. Units are groups of related sessions. Clicking on a specific Session Content card will open that content for viewing. 

Click New Session to create a new session within the selected folder quickly. Click New Unit to create a space in which to group existing sessions. Click the vertical dots to open the Action Menu to reorder sessions and units. 

Sessions and units displayed as described

Settings

After clicking the View Folder icon next to a folder from the Folders tab you can manage the Folder details from Settings.

  1. Click Settings from the bottom left corner.

    The folder's settings open.

  2. Edit the Folder Name, Description, Code, Term, and / or Tags.
  3. Optionally, click Upload to add a Cover Photo.
  4. In the FileStack window, use the location selection on the left to identify where the image you want to upload resides, then follow the prompts.

    Your local computer is selected by default.

  5. Click the icon in the center of the screen to select the file to upload.
  6. Select the file you want to upload.
  7. Once the file you want to upload is listed in the FileStack window, click Upload.

    The photo is uploaded.

    Folder settings with the cover photo populated as described in the steps

From Settings you may also manage memberships, move, or delete the folder. 

Manage Memberships

Currently, only existing users can be added to a folder. 

  1. Click the Manage Membership icon to the right of the folder you wish to edit.

    The Manage Membership modal opens.

    Manage Membership Modal as described
  2. Select the user role from the menu on the left.
    • Administrator - Can Add, Edit, Remove, and View folders.
    • Instructor - Can Add, Edit, Remove, and View folders.
    • Teaching Assistant - Can View, Add, Edit, Remove, and View folders.
    • Student - Can View folders.
  3. Select an existing user from the User dropdown.

    Type an email address to find an existing user quickly.

  4. Click Add.
  5. Click the Pencil icon to edit the user's permissions.
  6. Check or uncheck the user's folder permissions.
    • Add - Allows the user to add additional folders.
    • Edit - Allows the user to edit the folder.
    • Remove - Allows the user to remove the folder.
    • View - Allows the user to view the folder. Manage Membership Modal with a selected user's permissions displayed
  7. Optionally, click the Delete icon to remove the user from the folder.
  8. Click Save when finished. 

    The user(s) are added to the folder with the selected permissions.

Add Additional Admins to the ROOT Folder

  1. Click the Manage Membership icon to the right of the ROOT folder.

    The Manage Membership modal opens to the Administrator user role.

  2. Select an existing user from the User dropdown.

    Type an email address to find an existing user quickly.

  3. Click Add.
  4. Click the Pencil icon to edit the user's permissions.
  5. Check or uncheck the user's folder permissions.
    • Add - Allows the user to add additional folders.
    • Edit - Allows the user to edit the folder.
    • Remove - Allows the user to remove the folder.
    • View - Allows the user to view the folder. 
  6. Click Save when finished. 

    The user(s) are added to the ROOT folder with the selected permissions.

Create a Subfolder in an Existing Folder

All folders, except the root folder, can have subfolders. 

  1. Click the vertical dots to expand the Action Menu. Folder action menu expanded with Create Folder identified as described
  2. Select Create Folder.

    The New Folder modal opens.

  3. Enter the required and / or optional folder details and click Save.

Edit Folder Details

All folders and subfolders, except the root folder, can be edited. 

  1. Click the vertical dots to expand the Action Menu. Folder action menu expanded with Edit Details identified as described
  2. Select Edit Details.

    The Edit Details modal opens.

  3. Edit the folder details and click Save.

Move a Folder

All folders and subfolders, except the root folder, can be moved. 

  1. Click the vertical dots to expand the Action Menu. Folder action menu expanded with Move identified as described
  2. Select Move.

    The Move Folder modal opens.

    Move Folder Modal is displayed as described
  3. Enter at least 3 characters to search for and select an existing folder from the dropdown.
  4. Click Save.

    The folder moves to the new folder as a subfolder.

Delete a Folder

All folders and subfolders, except the root folder, can be deleted. 

  1. Click the vertical dots to expand the Action Menu. Folder action menu expanded with Delete identified as described
  2. Select Delete.

    The Delete modal opens.

  3. Type DELETE to confirm. Delete modal open with steps as described
  4. Click Delete

    The folder is deleted. This cannot be undone.