dokeos

e-learning made easy

TRAINERS
MANUAL - PART I
Dokeos eLearning Suite features
one by one
The Dokeos Learning suite
softwares
Organizing course information
Documents, Quizzes, Modules,
Forums, Calendar...

Dokeos, 2014,
Creative Commons ATTRIBUTIONNONCOMMERCIAL-NO DERIVATIVES

dokeos
e-learning made easy

TABLE OF CONTENTS
Table of Contents
Trainers Manual - Part I...................................................................................................................... 1
Table of contents............................................................................................................................... 2
Introduction.................................................................................................................................. 4
What is Dokeos?....................................................................................................................... 4
What to do with Dokeos?......................................................................................................... 5
For who is this manual intended?............................................................................................. 5
Structure of the manual........................................................................................................... 6
Part 1................................................................................................................................................. 7
Features of version 3.0................................................................................................................. 7
Dokeos MANAGER.................................................................................................................... 7
Dokeos AUTHOR....................................................................................................................... 8
Dokeos EVALUATION................................................................................................................ 9
Dokeos GAMES....................................................................................................................... 10
Dokeos SHOP......................................................................................................................... 11
Dokeos LIVE........................................................................................................................... 12
Dokeos WEB TV...................................................................................................................... 13
Part 2............................................................................................................................................... 14
Dokeos MANAGER....................................................................................................................... 14
Chapter 1: Register online.......................................................................................................... 14
Chapter 2: Roles assigned to users............................................................................................. 16
Definition of the roles............................................................................................................. 16
Roles and rights..................................................................................................................... 16
Chapter 3: Create a course structure.......................................................................................... 18
Do you already have a user ID and a password?....................................................................19
Chapter 4: The course homepage............................................................................................... 20
Structure of the course homepage......................................................................................... 21
Navigate the Dokeos interface............................................................................................... 22
Create a course scenario........................................................................................................ 23
Customize intro text............................................................................................................... 23
Chapter 5: Configure course settings.......................................................................................... 25
Control access to the course.................................................................................................. 25
Chapter 6: Announcements tool............................................................................................ 26
Add an announcement for one or many users........................................................................26
Manage announcements........................................................................................................ 27
Chapter 7: Calendar tool....................................................................................................... 27
Add an event to the calendar................................................................................................. 28
Export calendar events of a course........................................................................................ 28
Manage calendar events of a course...................................................................................... 29
Manage the personal calendar, accessible from the Calendar tab....................................29
Chapter 8: Description tool................................................................................................... 30
Chapter 9: Documents tools.................................................................................................. 31
2

dokeos
e-learning made easy

Create a folder....................................................................................................................... 32
Quick folder navigation.......................................................................................................... 33
Transfer a document from desktop to portal..........................................................................33
Rename a file (or folder) / Add comments.............................................................................. 34
Change the visibility of documents and folders......................................................................35
Move a document or a folder................................................................................................. 35
Display the image gallery...................................................................................................... 36
Download files, folder content................................................................................................ 37
Delete a file or a folder.......................................................................................................... 38
Find a file in the documents................................................................................................... 38
View the contents of the Mediabox........................................................................................ 39
Import new media in a Mediabox category............................................................................. 41
Manage media in the Mediabox............................................................................................. 41
Create a new document directly in Dokeos, without templates..............................................44
Create a new document directly in Dokeos, with templates...................................................45
Transform a document into a personal template....................................................................46
Delete a personal template from the templates list...............................................................47
Watch the course quota......................................................................................................... 47
Define glossary terms............................................................................................................ 47
Add a new term...................................................................................................................... 47
Manage glossary terms.......................................................................................................... 48
Add a new link category......................................................................................................... 49
Add a link............................................................................................................................... 50
Manage folders and links....................................................................................................... 50
Use the Mindmap feature....................................................................................................... 51
Download Dokeos Mind for the desktop................................................................................. 52
Upload Mindmap for learners................................................................................................. 52
Comment on a Mindmap........................................................................................................ 53
Manage Mindmaps................................................................................................................. 54

dokeos
e-learning made easy

INTRODUCTION
WHAT IS DOKEOS?
Dokeos is a platform for distance learning (or e-learning platform), intuitive and easy to
use. Whether you are trainers, learners, or managers, with Dokeos you will find all the
tools to organize courses.
Dokeos allows trainers to focus on creating scenarios and content by freeing them of any
technical aspect.
Dokeos lets you express your creativity to develop attractive, interactive and multimedia
courses.
Dokeos is also available for users of collaborative tools: videoconferencing, forums,
blogs, wiki ...

Apart from its ease of use, Dokeos is free open source software. The Dokeos code is
accessible to all and can be modified or adapted for specific requirements by anyone.

dokeos
e-learning made easy

WHAT TO DO WITH DOKEOS?

Dokeos offers, under a common interface:

an effective and ergonomic learning environment, now adapted for mobile media
and more particularly for tablets

tools for producing online content:

mediabox

rapid content creation with or without templates

quiz creation

insert links

create a glossary

conversion of presentations into modules

import SCORM modules

...

tools dedicated to trainer/learners interaction:

o

mindmapping

forum

wiki

sending online assignments

...

advanced reporting tools to measure the progress of users:

o

time spent in courses

results of quizzes and surveys

export data to a spreadsheet

FOR WHO IS THIS MANUAL INTENDED?

This manual is meant for teachers, trainers and tutors who are keen to use tools that will help them
deliver their courses to learners via the Internet. You will soon discover that Dokeos is a versatile
platform capable of satisfying your most imaginative online teaching and training needs.
If you are convinced that delivering an online course is more than just transferring documents to a
server and authorizing access to trainers and learners, if you are keen to exploit the interactive
multimedia aspects of digital educational content, if you think that collaborative exchanges
5

dokeos
e-learning made easy

between users also contribute to the development of competence and acquisition of knowledge then Dokeos is made for you. It will satisfy your concerns as a teacher, instructor or trainer who
expects and demands a genuine value-added tool for web-based distance education and training.

Do you require specific technical competence to use Dokeos?

Technically speaking, to use Dokeos you only have to be familiar with your favorite
web browser. You should be able to handle text and forms and click on icons and
buttons ( OK , Submit , Browse , etc...) and to prepare your own digital
documents to place in your courses. That is all. With such ease of use, you will be able
to concentrate on what is most important for a creator of an online course - the
content. And, of course, the excellent educational environment!
This manual is not concerned directly with the creation of instructional content. We
expect that you are already familiar with editing text, and you know how to surf and
browse and how to use a messaging/chat tool.

STRUCTURE OF THE MANUAL

Each section of this manual, illustrated with numerous screenshots, will guide you in
learning the different tools offered by Dokeos. By following the steps shown by the
author you will quickly discover new possibilities for online training and teaching.
This manual has 8 separate sections:

The first section (page 7 onwards) presents the main features of version 3.0 based
on the 7 products of Dokeos: LMS, Author, Games, Control, TV, SHOP and LIVE.

Parts 2-8 of this manual (page 14 onwards) covers all the 7 Dokeos products
detailing each product per section and each tool per chapter. The order of the
tools corresponds to the new organization of the 7 Dokeos products.

In the appendix (page Error: Reference source not found), you will find the
summary of the functions used in the internal editor.

dokeos
e-learning made easy

PART 1
FEATURES OF VERSION 3.0
By listening attentively to the requests made by users (you and me!)... A lot of reflection
and work by the developers team.... Many tests, experiments, learning... and Dokeos 3.0
has arrived, entirely redesigned, adapted to changing technologies and the needs of
users: HTML5 compliant and divided in 7 products.
The interface is a revolution. Everything is designed for touch screen and adapted for
mobile devices like tablets and smartphones. Drag & drop in Dokeos 3.0 with your
fingertips. Its large icons and menus are visual wonders to simplify the task of trainers
and learners. The integration of Course scenario on the course homepage
Dokeos is a complete learning suite but not everyone needs all tools available in
Dokeos. That's why we have divided the software in 7 products to better meet the needs
of users. The products are briefly presented in the following pages. Just enough to give
you the desire to learn more. You will then have to go to the third part of this manual,
detailing all the features/tools of Dokeos 3.0.
Discover the features specific to the products of Dokeos 3.0 PRO :

Dokeos MANAGER

Dokeos AUTHOR

Dokeos EVALUATION

Dokeos GAMES

Dokeos SHOP

Dokeos LIVE

Dokeos CHANNEL

DOKEOS MANAGER
Dokeos MANAGER or Learning Management System is the most basic product of
Dokeos 3.0 PRO. In order to use the other Dokeos products it's necessary to have
Dokeos MANAGER .
Dokeos MANAGER allows you to distribute courses, quizzes, interact, get reporting.
Focused on HTML5 it offers 100% compliance with mobile devices (such as iPad and
Android) to fit with new demands of versatile projects. So the Dokeos MANAGER works
indifferently on any computer, laptop, tablet, any browser (Internet Explorer, Firefox,
Chrome, Safari...) and on the operating systems Windows, Mac and Linux.
Dokeos MANAGER offers the richest palette of social learning tools like Social
network, Calendar, and Dropbox. It also consists of the following tools:
7

dokeos
e-learning made easy

Announcements, Description, Documents, Forums, Modules, Quiz,

Surveys, Users, Wiki and Reporting.

DOKEOS AUTHOR
Dokeos Author allows you to create customised training modules that consist of a set of
slides, which can be accessed from the Modules tool of Dokeos MANAGER . You can
easily add content by inserting images, audio, videos and quizzes, and also change the
page order with the sort function.

dokeos
e-learning made easy

DOKEOS EVALUATION
Dokeos Evaluation provides extended features to the Quiz tool. It allows you to
create Exams with certificates by using quizzes from the Quiz tool. It also allows to
send invitations to learners to participate in the Exams. The Scoring feature allows you to
correct the Exams and to have an overview of learners scores.

dokeos
e-learning made easy

DOKEOS GAMES
Dokeos GAMES consists in the Serious Games tool and allows you to build games
online. It builds the environment and avatars for you so you dont need to delve into
multimedia authoring. You just concentrate on the scenario, content and skills. This tool
will be described in chapter 2 of this part.

10

dokeos
e-learning made easy

DOKEOS SHOP
Dokeos Shop allows you to sell your training online, build and manage the training
catalogue.

11

dokeos
e-learning made easy

DOKEOS LIVE
Dokeos LIVE is the videoconferencing feature of Dokeos which was represented by the
Virtual classroom and Virtual meeting tools. In Dokeos 3.0 PRO these 2 tools
have been merged into Dokeos LIVE. It allows you to exchange (voice, image and chat)
with participants around one or several media ( Office presentations or document).

12

dokeos
e-learning made easy

DOKEOS WEB TV
Dokeos WEB TV allows you to create your video training channel with the WebTV
tool and offers a simple solution to broadcast and distribute video training content to wide
and targeted audiences.

13

dokeos
e-learning made easy

PART 2
DOKEOS MANAGER
Dokeos MANAGER is a complete and flexible Learning Management System (LMS), and
the starting point to manage your e-learning portal. This part of the manual describes the
steps on how to proceed with your online registration, and how to create your first course
structure. It also demonstrates how to use the various tools and features that Dokeos
MANAGER offers which you will need to to help you manage your training curriculum:
Announcements, Calendar, Description, Documents, Dropbox,
Forums, Modules, Quiz, Reporting, Settings, Surveys, Social
network, Users andWiki.
Dokeos is accessible via Internet. The address of the Dokeos homepage has been
communicated to you by the administrator. If this is not the case, contact him directly to
obtain this information.
In addition to the address of the homepage, the administrator may have given you a user
ID and password. The administrator has in fact the ability to make multiple registrations,
which helps to avoid making a series of individual registrations. User ID and password will
enable you to be recognized as the creator of courses in Dokeos.
If you already have this information, you can go directly to chapter 2 of this part, where
you will be introduced to the different roles/profiles available in Dokeos. In chapter 1 you
will learn how to register yourself as a course creator, if this feature is enabled by the
administrator. Chapter 3 will show you how to create a first structure of a simple course.
Chapter 4 will familiarize you with the homepage of the first course you create, while
chapter 5 gives you a quick tour of the properties related to each course. The
functionalities of Dokeos MANAGER will be discussed in detail in chapter 6s 16 in this
part of the manual.

CHAPTER 1: REGISTER ONLINE

By entering the address of the homepage in the address bar of your

browser, you reach the homepage of the platform. If no user ID and
password has been given to you, you can register yourself as a course
creator by clicking on the Register link (if this option is activated by
the Platform administrator).

14

dokeos
e-learning made easy

You immediately arrive at a simple form. Now you have to decide and fill in a user ID and
a password with which you wish to log in to Dokeos on your subsequent visits. Your user
ID and password should be kept confidential (they are your unique identifiers for
Dokeos). We recommend that you keep them carefully and not communicate them to
anyone else.
During this part of the registration, please check off the box marked Create course ,
or else you will be assigned the status of a learner and will not be able to create any
courses!
Click on the Submit button to confirm your registration as a course creator.
You will then see a
confirmation screen. By
clicking on the button
Create a course you
will come to a new form
authorizing the creation of
your first course. You have
to complete this form to
create your new course.
To confirm your registration and help you
remember your user ID / password, you will
immediately receive a confirmation email, the
content type is displayed here on the right.
You can use the services of the platform
administrator to customize the content of the
message.

15

dokeos
e-learning made easy

CHAPTER 2: ROLES ASSIGNED TO USERS

DEFINITION OF THE ROLES

To help you organize the role structure, Dokeos offers six predefined roles with different
responsibilities:

Learner

Tutor (this role appears only with the creation of sessions: he is the person in
charge of a session and

ensures the reporting

Trainer

Human Resources Manager

Sessions administrator

Platform administrator

ROLES AND RIGHTS

The description of the rights of Sessions administrator and the Human Resources
Manager (Supervisor) is achieved when these two roles are in their main function and
they are not registered as a learner in a course.

Platform administrator

Sessions administrator

HR Manager

Trainer

Tutor

Learner

Keep in mind that to be named Tutor of the session, a user must first have a Trainer role
on the platform. The Tutor column below describes only the rights of the Tutor in the
sessions, which has in addition the rights of a Trainer in his own courses.

Create a course

Manage the interaction and production tools

(6)

16

dokeos
e-learning made easy

Use the interaction and production tools

(6)

Create or import contents in the

Documents tool

(1)

(6)

Exploit the administration tools of a course

(Settings, Reporting and Backup)

(6)

Register learners to a course

(6)

Create sessions

Register learners in a session

(2)

Add new courses to a session

(2)

Get detailed reporting of the learners

(3)(4)

(1)

(3)

(5)

except within the framework of the groups tool, where the creation and/or import of documents are
authorized in the groups tools
(2)

except for sessions created by the platform administrator

(3)

detailed reporting of learners registered to courses for which he is responsible

(4)

detailed learners reporting of sessions where he is the tutor

(5)

detailed learners reporting of sessions where he is the creator

(6)

only in courses where he is the creator

17

dokeos
e-learning made easy

CHAPTER 3: CREATE A COURSE STRUCTURE

You have just registered online. After clicking on the button Create a course the
creation form appears. By default, you are in charge of this course. Now you only have to
provide:

A clear and detailed course name.

The used language to display the environment of your course (nothing prohibits
you to choose French, even if Dokeos is installed in English). The choice of
language will not influence the course content, just the working environment in
which your content is displayed.

Then click the Submit button.

You will enter directly into the homepage of the created course to discover the tools.

18

dokeos
e-learning made easy

The structure of your first course is now created. By using the instructional material you
have with you (text, images, flash, video, audio ) you will be able to populate this
structure which right now is just an empty area with many powerful tools, but no learning
content whatsoever.

DO YOU ALREADY HAVE A USER ID AND A PASSWORD?

If you already have a user ID and password (which would be the case if you have
registered earlier or if your administrator has provided these) you can directly reach your
Trainers corner after identifying yourself (logging in) on the login page. On your first visit,
this homepage will not contain any courses. By clicking on the link Create a course ,
you will reach the course creation form and will be able to proceed to create your first
course.
For your subsequent visits, you will proceed in the same way to create new courses.

19

dokeos
e-learning made easy

CHAPTER 4: THE COURSE HOMEPAGE

From your course list one click is enough to access the homepage of one of them.

20

dokeos
e-learning made easy

STRUCTURE OF THE COURSE HOMEPAGE

The course homepage is divided into four zones:
The course heading present on all screens. This allows quick and efficient navigation,
Customizable introduction, which can be created/edited by using the Dokeos html editor,
The list of tools available for the teacher, by default all are visible to learners, except for
the Settings to

Header

Scenario

Basic tools

dvanced toolss

A course, as defined by Dokeos, is a set of tools visible to the user. An invisible tool is
inaccessible to users who do not have the status of course creator.
The choice of tool visibility lies with the course creator. Based on the teaching strategy
they devise, course creators can hide or show certain tools to learners.
Drawing on their extensive training experience, the designers of the Dokeos platform
have classified the tools meant for learners into two groups: the Basic tools, and the
Advanced tools. If the platform administrator has not changed the options, by default all
the Basic and Advanced tools are visible when a new course is created. It is for you to
decide, as per your teaching plan, which tools to show and which to hide.

21

dokeos
e-learning made easy

NAVIGATE THE DOKEOS INTERFACE

The different pages of your course are quickly accessible from the navigation bar at the
top of the screen:

The tabs give convenient access to the homepage of the platform, to your course list, edit
your profile and associated social tools, calendar, the reporting section and logout (
Logout link next to your user ID):

22

dokeos
e-learning made easy

Finally, the action bar is generalized with a contextualized display of the tools, its reading
and its use are greatly facilitated:

CREATE A COURSE SCENARIO

CUSTOMIZE INTRO TEXT

The introduction text can be changed by using the Dokeos internal html editor. The
editor applet has been enhanced considerably. You will come across this editor in its more
(or less) simplified form in many pages.
Using the editor it is possible to format text, add images and create hyperlinks without
resorting to html coding. It is also possible to insert Flash animations, mp3 audio files,
videos, tables In addition, the editor gives you access to attractive templates for
creating online content.

23

dokeos
e-learning made easy

After placing and formatting all the necessary material in the editor click on the
Submit button to preview the result:

Take advantage of the internal editor to lend impact to key content elements of your
course. If activated by the platform administrator, the internal editor is available for
creating introduction text content for most of the tools you provide to learners. To use the
internal editor just click on the Introduction text link.

24

dokeos
e-learning made easy

CHAPTER 5: CONFIGURE COURSE SETTINGS

While creating a course you fill in information such as: title and language of the course.
All this information, and more, is accessible and modifiable through Settings .

CONTROL ACCESS TO THE COURSE

During the course building stage it is preferable not to allow participants to have access.
Learners would be disappointed with incomplete content and hardly be motivated to
return - even if in the meantime you have finished setting up the course. You can control
course access in Settings .
When preparing the course, a wise decision would be to prevent access by anyone except
course creators, (check the radio buttons Closed under Access and This function
is only available to trainers under Subscription. See screenshot below). Now, course
access is restricted to the course creator, and no registration is possible by learners.
Another option - you can allow registration to the course but not allow access (leave the
radio button Closed under Access checked and check Allowed under
Subscription). In this case, learners can enroll but cannot access the course. Eventually
you can close registrations and allow access only to registered participants (check the
radio buttons Private access under Access and This function is only available
to trainers under Subscription). Then, if you need to, from the Users list you can
identify and unsubscribe intruders. Some organizations do not allow self-registration by
learners. They prefer a centralized enrollment approach. The above method is ideal in
such situations because you as the trainer in-charge are in total control of learner
registration.

You have created your first course

and you know how to control
access in Settings . But the
course is empty. It does not contain
any learning material and the
interaction tools are not set up. The
next chapters will help you
discover the functions of the
different tools, including the
Settings tool where more parameters can be set than access alone. The order of the
tools corresponds to the new organization of the course homepage.
25

dokeos
e-learning made easy

Your Dokeos course addresses the world

If you wish to let the whole world benefit from your course, why not let everyone in?
By checking the corresponding box, via a link (installed automatically) on the
welcome page of your platform, you make the course accessible to anybody.
Only restriction interactive learner participation is not feasible - no posting of
messages in the forum, no sending of documents, assignments etc.

CHAPTER 6: ANNOUNCEMENTS TOOL

The Announcements tool allows you to publish important information directly in
your course. You can inform learners that you have inserted new documents, or announce
dates for submitting reports/assignments, or praise a student for good work.

ADD AN ANNOUNCEMENT FOR ONE OR MANY USERS

Click on the Add announcement link/icon.

By default an announcement is visible to all users registered for the course. You
can select specific recipients (individual participants or groups of participants) by
clicking on All, Users or Myself.

Two lists appear. The left list shows potential recipients, the right the intended recipients. In each
list multiple selections are possible. Keep the Ctrl key pressed to select non-sequentially. To
select sequentially keep the Shift key pressed. Click the left and right arrow icons to move
users from one list to the other. You can modify the list of recipients (individual user or group users)
at any time.

Fill in the Announcement field and also the content of the announcement
(with the internal editor).

Finally click the Submit button to add the announcement to the list. An email
notification will also be sent to the recipients.

26

dokeos
e-learning made easy

MANAGE ANNOUNCEMENTS

The current management of announcements is done with known icons:

Icon

Function

Modify an announcement (content and/or recipients)

Delete an announcement without confirmation

CHAPTER 7: CALENDAR TOOL

The Calendar tool is part of each course and can be used for planning, coordination and
scheduling. The Calendar records events of courses you are responsible for. You can also
make personal event item entries which will not show in learners courses.

27

dokeos
e-learning made easy

ADD AN EVENT TO THE CALENDAR

Click on the New event link/icon

Select the recipients of the event. Click on Users to choose specific users. Two
lists appear. The left list shows potential recipients, the right the recipients already
selected. In each list multiple selections are possible. Keep the Ctrl key pressed
to select non-sequentially. To select sequentially keep the Shift key pressed.
Click the left and right arrow icons to move recipients from one list to the other.

Fill in the Start and End fields. You can use the help of the calendar by
clicking on the Calendar icon.

Fill in the title of the event

Add a description of the event in the Text field

Finally click on the Submit button to add the event to the list. By default, the
added event is visible to all who are registered for the course.

EXPORT CALENDAR EVENTS OF A COURSE

Click on the iCal Export link/icon to export events to iCalendar format (iCalendar is
used and supported by a large number of products, including Google Calendar, Yahoo!
Calendar, Evolution (software) and partially by Microsoft Outlook and Novell GroupWise).
You can also export a single event by clicking on the Download link of the event.

28

dokeos
e-learning made easy

MANAGE CALENDAR EVENTS OF A COURSE

The current management of calendar events is done with known icons:

Icon

Function

Modify an event (content and/or recipients)

Delete an event after confirmation

MANAGE THE PERSONAL CALENDAR, ACCESSIBLE FROM THE

CALENDAR TAB
The Calendar is also accessible from the Calendar tab at the top of the screen (if
activated by the Platform administrator). The personal calendar does not only displays all
events related to the courses, but also personal events you create for yourself. By default
Calendar shows a weekly view. By clicking the icons above the calendar you can see
daily as well as monthly views.
The procedure for creating a personal calendar event is the same as that for a course
calendar event. Please note in the screenshot below that the two types of events are

29

dokeos
e-learning made easy

displayed differently. In blue appear the events in a course, in gray those in personal
calendar:

CHAPTER 8: DESCRIPTION TOOL

The Description tool gives you formal course headings to help you describe the course to your
learners. Your learners will appreciate good, clear and detailed course descriptions for they will get
a clear idea of what to expect.
The headings are offered as suggestions. If you need to add your own headings all you have to do is
simply use any of the headings and change its title so it reflects your new heading explicitly.
To complete the course description:

Click on one of the five description headings,

The internal editor appears. It allows you to fill in the title and content of the heading
chosen earlier, highlighting the most important information,

Click on the Submit button to save your modifications.

30

dokeos
e-learning made easy

You can delete an item at any time by clicking on the Delete icon, or change the details via the
internal editor by clicking on the Edit icon represented by a pencil.

CHAPTER 9: DOCUMENTS TOOLS

The Documents tool works like the file management system of your computer. You can transfer
all types of documents (html, Word, PowerPoint, Excel, Acrobat, Flash, QuickTime, etc.), rename
them, and place them in the folders you create. To view and use the documents, users need to have
the related applications or viewers installed on their computers. For example, learners will not be
able to view .doc files if they do not have Microsoft Word or other compatible viewer or application
installed on their PCs.
The Documents tool is probably one of the first tools you will be using. Just as you do with the
files in your computer, it is advisable to organize the contents of the Documents tool with care,
so that minimum time is spent searching. The Mediabox, new in Dokeos 2.x will help you greatly in
this area!

31

dokeos
e-learning made easy

CREATE A FOLDER
For effective file organization Dokeos facilitates folder and sub-folder (directories and
sub-directories) creation in the Documents tool. To create a new folder:

click on the Create folder

link/icon on the bottom of
the screen

enter the name of the folder

and click on the Submit

button

32

dokeos
e-learning made easy

QUICK FOLDER NAVIGATION

When you create a new course, the Documents tool contains many folders by default
(audio, chat, flash, etc...).
For quick navigation in the folder tree of your course, a drop down list called Folder is
present on the top right of the screen. With a click or two you can reach any level of the
folder tree you have created for structuring your course. When you reach a sub-folder,
you can use the Up link/icon to reach an upper level of the tree.
For even quicker folder navigation you can use the drop down menu folders tree.

TRANSFER A DOCUMENT FROM DESKTOP TO PORTAL

From the Folder drop down menu, reach the folder where you wish to place
the document.

Click on the Upload link/icon.

On the page that appears, click on the Browse button. A dialogue box appears
which allows you to explore your computer or network's hard disk(s), enabling you
to choose the document to transfer.

After selecting the document, close the dialogue box by clicking on the Open
button.

You can now import multiple documents at once by clicking on the Add
link/icon on the right of the first import field

Click on the Import documents button to send the document(s) in the

previously selected folder.

33

dokeos
e-learning made easy

Be careful of files that have the same name as an already uploaded file in the selected
folder. If this is the case (the existing file could, for example, be an older version of a
document that has been modified), then:

Ticking off Do nothing will prevent the transfer and leave the older version of
the file on the server.

Ticking off Overwrite existing file replaces without confirmation the older
file with the uploaded version

Ticking off Rename uploaded file allows you to preserve the older version on
the server. The new version will have an extension added to its name (_1, then _2,
etc).

Several files to be transferred? Compress then uncompress!

It is not possible to select multiple files. The work-around is to compress multiple files to
transfer into a zipped archive. This way, with a single upload, you can send not only text
files but images, animations and audio as well. If the document to be transferred is a
compressed document (a file with the zip extension) tick off the box Uncompress
zip to inform the server that it has to uncompress the zip archive file.

RENAME A FILE (OR FOLDER) / ADD COMMENTS

Click on the Edit icon, represented by a pencil icon, of the relevant file or
folder to be modified

Modify the Title field or fill in the Comment field

Then click on the Submit button

34

dokeos
e-learning made easy

CHANGE THE VISIBILITY OF DOCUMENTS AND FOLDERS

Click on the visibility icon Visible / Invisible in the group of icons next to the
name of the document, represented by a closed or open eye in the Visible
column. The name of a hidden document or folder appears grayed out, a visual
indication that the document is not visible to learners. The document (or the
folder) still exists, but is visible only to the course creator.

Click again on the visibility icon to make the document or folder visible.

MOVE A DOCUMENT OR A FOLDER

Click on the Move icon in the corresponding column of the table listing the
document. The Move to drop down list of the folders appears.

Select the destination folder

Then click on the Move the file button. The contents of the destination folder
are displayed automatically.

To go back to the main/parent folder, click on the Up link/icon.

35

dokeos
e-learning made easy

Sorting the documents

Just like in your PC's file explorer, the documents folders and sub-folders can be sorted by
type, name, size and date. Clicking on the header of each of the columns allows sorting by
ascending or descending order; sorting by name sorts alphabetically.
A small trick helps in controlling the order of folders and documents. Before the names of the
files or folders you can put an index number 01_, 02_ etc. to get an ordered sequence.

DISPLAY THE IMAGE GALLERY

The presence of images (in gif, jpeg or png format) in folders is detected by Dokeos. The
Gallery link/icon appears when images with these extensions are stored in the folder.

A click on an image in the Gallery displays the image gallery as a simple manual slideshow
where the images can be viewed in actual size, as thumbnails, or resized if they are larger than the
screen size.

36

dokeos
e-learning made easy

In the gallery, each image can be deleted (after request for confirmation), made invisible
or downloaded.

DOWNLOAD FILES, FOLDER CONTENT

You may need to edit and re-upload files, or you may need backups. You can download an
individual file, a folder or the entire content of the Documents repository by using the
following downloading options:

For downloading a zipped archive (file compressed in zip format) containing all the
files and folders in the Documents repository, click on the Save zip link/icon:

For downloading an archive containing all the files and sub-folders of a folder, click on
the Download icon located on the right of the folder name:

For simply downloading a file, click on the Download icon located on the right of
the file name:

37

dokeos
e-learning made easy

DELETE A FILE OR A FOLDER

To delete, simply tick off the boxes located next to the file or folder name and click on the
Delete button. You will be asked for a confirmation. The file or folder will be deleted
from the Documents tool.

Unknown folders in the Documents tool?

You will by default see Folders with the names audio, flash, images, shared documents
directory, video in the Documents tool - these folders are automatically created by
Dokeos when a course is created or, while using other tools (discussion, test, ). Do not worry
about the content of these folders - they are essential for the correct functioning of certain
tools and you have to use some of them directly, especially to enhance/modify the contents of
the Mediabox. Please do not delete! You can hide these folders by clicking the
ShowHiddenFolder link/icon.

FIND A FILE IN THE DOCUMENTS

The files search tool makes it possible to locate all the files containing a word or a
character string entered in the search field:

38

dokeos
e-learning made easy

VIEW THE CONTENTS OF THE MEDIABOX

The Mediabox is a new feature in Dokeos 2.x. Under a simple user interface hides a
significant development for the media classification of a course.
You noticed that several folders pre-exist when creating a new course. Nine of them have
a direct relevance to the Mediabox: they contain several reusable media in courses and
you can also store your own media.
These folders are:

Images

Photos

Avatars

Audio

Video

Podcasts

Screencasts

Animations

Mindmaps

These folders correspond directly with those of the Mediabox:

39

dokeos
e-learning made easy

By clicking on a media category you have direct access to the media available by default
(here, a sample of photos):

40

dokeos
e-learning made easy

IMPORT NEW MEDIA IN A MEDIABOX CATEGORY

Click the Upload link/icon on top of each media category,

Click the Browse button to locate the media to be imported on your disk or
network (you can import multiple media in a single operation)

Click the Import documents button

Once the files are uploaded into Dokeos, the Mediabox displays a thumbnail of
each new media, in addition to those pre-existing.

MANAGE MEDIA IN THE MEDIABOX

Depending on the media type, management (delete, download, visibility) is done either
directly, or via the media list, or via the gallery functions described above.
For images, photos, avatars and mindmaps management takes place:

Through the media list, by clicking on the List view link/icon on top of the
screen

By clicking on the media, which is then displayed in the gallery:

41

dokeos
e-learning made easy

For audio, video, podcasts, screencasts, animations: management is done directly in each
category:

For all media in the Mediabox, management can also be done directly from the
Documents tool by using the upload, edit, move, visibility or deletion tools:

42

dokeos
e-learning made easy

43

dokeos
e-learning made easy

CREATE A NEW DOCUMENT DIRECTLY IN DOKEOS, WITHOUT

TEMPLATES

Navigate to the folder where the new document must be stored.

Click on the New document link/icon.

In the page displayed, start by naming the file. Avoid accented letters and spaces
(as per the naming rules for files on the Internet). The extension .html is added
automatically by Dokeos.

Use the built-in html editor to enter and format the information.

Click on the Submit button to save the file.

Simultaneously with the file, a folder named css will be created (hidden by
default).

Do not forget that a web page is not a Word document and there are important limitations
(file size, page layout constraints, changing display from one browser to another and from
one computer to another).

44

dokeos
e-learning made easy

A quick way to produce content with the help of the built-in editor is to copy/paste the
content of your Word pages (a command Paste from Word is available in the html
editor of Dokeos 2.2). You may lose some elements from the page and at times the links
to images, but you will get a quick result.
To create acceptable web pages, you have to learn three procedures - creating hyperlinks,
inserting images and manipulating tables in the built-in html editor.

CREATE A NEW DOCUMENT DIRECTLY IN DOKEOS, WITH TEMPLATES

Another quick way to produce content is to use the models (or templates ) offered by
Dokeos 2.2. Simple, easily customizable, they immediately can get a professional look
for your documents by providing a layout, already made, that ensures an identical
appearance of the screens from one course to another. The templates were designed by
taking into account different phases of the course: an overview, summary, comparison...
Each template is designed to be customized quickly via the internal editor.

45

dokeos
e-learning made easy

TRANSFORM A DOCUMENT INTO A PERSONAL TEMPLATE

You have created a document that you're happy with, you want to turn it into a template
and add it to the list of those offered by Dokeos by default, so you can use your
document in the current course.
To create a personal template from a document:

Save your document as you would with any other document, so that its name
appears in the documents list of the course.

Click the Add as a template icon (represented by a wand) located in the

Template column, opposite of the document name.

Name your personal template.

Add an icon to visually identify the personal template (making a screenshot of the
template is a good idea: no matter its size, the image will be resized automatically
when creating the template).

Click on the Submit button.

The document is converted into a personal template and added to the list of
Dokeos templates. In the documents list of the course the wand-icon located in
the Template column will be grayed out, indicating that the document has
been used as a template.

Any subsequent changes to the document which forms the basis of the personal template
will be reflected in this template, but not to the documents created from the template.

46

dokeos
e-learning made easy

DELETE A PERSONAL TEMPLATE FROM THE TEMPLATES LIST

To delete a personal template from the templates list:

From the documents list, simply click the Remove template icon (represented
by the grayed-out wand) located in the Template column, opposite of the
document name.

Or delete the document that serves as a basis for the template from the
documents list

The personal template is immediately removed from the Dokeos templates list

Documents created from the deleted template are not deleted

WATCH THE COURSE QUOTA

By default the size quota of a course is limited to 500 MB.
The platform administrator can decide to increase or
decrease this amount. You can verify the available space
by clicking on the Disk Quota link/icon below on the
Document tool's homepage.

DEFINE GLOSSARY TERMS

The Glossary feature allows you to define terms or phrases, just like a dictionary.
When creating a course, the glossary is empty. For you to enrich this as the course
progresses and difficulties are encountered by the learners.

ADD A NEW TERM

47

dokeos
e-learning made easy

To add a new term to the glossary:

Click on the New Definition link/icon

Fill in the Term field

Complete and shape eventually the definition of the term

Click on the Submit button

MANAGE GLOSSARY TERMS

The current management of glossary terms uses known icons:

Icon

Function
Modify a term in the glossary (content and / or format)

Remove a glossary term without confirmation

Links library
The Links feature allows you to create a library of hyperlinks to resources on the web.

48

dokeos
e-learning made easy

When the list of links gets long it is useful to organize them in categories (also called
Folder in the new Dokeos version) so that learners can find them easily. You should
verify often whether the links are active or not.
The Objective field can be used effectively to add not just descriptions of documents
or sites, but explanations of activities you expect from your learners in relation to the
resources. If you have pointed learners to a page on Aristotle, for example, you can
inform them that they should study the difference between synthesis and analysis.

ADD A NEW LINK CATEGORY

Click on the Folder link/icon

Fill in the Folder name field

Click on the Submit button

49

dokeos
e-learning made easy

ADD A LINK
To add a link:

Click on the Add a link link/icon. (Dokeos is definitely ergonomic!).

Fill in the URL field (by copying the link from the address field of the browser,
for example).

Fill in the Text field (important this is this name your users will click!).

Fill in the Objective field (optional information, explanation of what is on the

site etc.).

From the drop down menu select (if available) the category to which the link
should belong.

Finally you can decide if the link has to appear directly on the homepage of the
course by checking the box Show on course homepage? , or if it is to be
accessible only through the Links tool (do not do anything in this case, this is
the default).

Click on the Submit button to complete the procedure.

MANAGE FOLDERS AND LINKS

One of the innovations introduced by version 2.2 of Dokeos is drag and drop. For
managing links, you can forget about the arrows from now on, and move the folders and
links with the mouse (or with your finger if you're the proud owner of a tablet!):

50

dokeos
e-learning made easy

Some functions are accessible via the classic icons:

Icon

Function
Modify a folder or link name or description

Delete a folder or a link

Make link visible / invisible for the learner

You can also hide or view all available links by using the command Fold / Unfold .

USE THE MINDMAP FEATURE

The method of hierarchical representation is not always adapted to the representation of
complex situations, where different elements are interdependent. A mindmap, or heuristic
chart, can be drawn simply on a sheet of paper or a table, which allows to work together
on the same map. Dokeos 2.2 is based on the latter scheme by offering two tools, one
online (Mindmaps tool) and the other on the desktop (Dokeos MIND).

51

dokeos
e-learning made easy

DOWNLOAD DOKEOS MIND FOR THE DESKTOP

Use the Dokeos Mind link/icon on top of the screen of the Mindmaps tool homepage
to download Dokeos Mind. This tool is intended to be used on the workstation and
requires no installation!
You quickly produce quality maps and you can export them to png format to integrate
them into the Mindmaps tool for your learners.

UPLOAD MINDMAP FOR LEARNERS

Click on the Upload a map icon/link

52

dokeos
e-learning made easy

Click on the Browse button to browse your workstation or network to find the
mindmap image to send

Select from the list of course participants, the recipient(s) of the mindmap

Click on the Submit button.

The links Maps In and Maps Out allows to track the exchanges with the learners,
and each mindmap can be commented by all course participants.

COMMENT ON A MINDMAP
Each mindmap can be commented by both the trainer and the learners:

Click on the Comments icon

Enter your comment

Click on the Submit button

53

dokeos
e-learning made easy

MANAGE MINDMAPS
Now you know the classical management commands very well:

Icon

Function
Comment on the mindmap
Modify the mindmap
Delete the mindmap

See PART 2

54