Manage group resources

Use the Group Resources widget to create a document repository that all members of a Page can access. For example, for a chemistry class Page, you could post the class syllabus, your grading policy, the periodic table, and a link to a video on balancing chemical equations.

For each group, a group folder is automatically created in the Group Resources widget. Page administrators are able to upload files to this folder (as well as edit and delete); group members can only view and download the files. Note that Group Resources belong to the Page, not a person.

If you administer multiple Pages that need similar resources, you do not have to upload the files multiple times. Use the My Resources area of the Group Resources widget to store your files, then drag and drop them as needed.

If a preference was enabled in a Page's details, you can use custom Group Resources on every tab of that Page. Select the "Assign to current tab only" checkbox when uploading a file; uploads to Group Resources automatically appear in a folder with the same name as the tab.

Note: There are storage space quotas for different types of users. These can be adjusted in the district security preferences.

For Page administrators, the following folder icons are used in Group Resources:

• : User-created folder.
• : Group folder (only page administrators can upload files into and delete from this type of folder).
• : Group folder with read-only access (group members can only view files in a group folder).
• : Uploads folder, automatically created when a teacher uploads a file or weblink directly into an assignment (rather than dragging from My Resources). A subfolder for the class appears, with the file/weblink within.

  Notes: You can move, rename, and delete user-created folders and files. You cannot have two files with the same name within Group Resources or My Resources (unless they are in different folders). If you upload or copy a file to a folder already containing a file of the same name, Aspen automatically appends a number, starting with (2), to the name of the file that has been added or moved.

You can do any or all of the following:

• Add different types of files to Group Resources.
• Edit, delete, and copy a file that has been added to Group Resources.
• Copy individual files or folders of files from Group Resources to My Resources (and vise versa).
• Manage your storage quota (for district administrators only).

To add files to Group Resources:

1. Go to the Group Resources widget.

2. 

2. Click Edit in the title bar of the widget. The widget displays options.

3. 

3. At the bottom of the widget, click Add. The menu expands.

4. Select one of the following:

5. Field	Description
   File	Click Browse to locate the file, and add a Description. Note: Files can include Word documents, Excel spreadsheets, images and PowerPoint presentations.
   Google Doc	Type a Description. Then click Select Google Document to select from the available files. Click Select Document.
   Note	Type a Title and the Text of your note (such as information about a lesson plan).
   Weblink	Type a Name, Description, and URL (you can copy and paste into this field).
   Folder	A new folder appears. Rename the folder, move it, and drag and drop files into it as desired.
   Multiple Files	Note: If you have a specific place where you want a file or folder to appear, select that location in My Resources before you add the file. When you click Multiple Files, the resulting messages/pop-ups that appear are based on your operating system and browser. In general, you want to keep, enable, and allow the Java Web Start application on your computer. If a security pop-up appears, click Run. The application automatically starts to run, and an Aspen File Uploader pop-up appears: Click Add files to select multiple files, one or more folders, or a combination of files and folders. (Press and hold the Shift key to select multiple files or folders adjacent to each other; press and hold the Ctrl key to select multiple files or folders not adjacent to each other). Select the Assign to current tab only checkbox (if available) if you want the resource you are adding to appear only on the current tab. Aspen automatically puts the resource into a folder that matches the tab name. Note: Once you make your selection, it is possible to continue adding files until you reach your quota. Click Upload. A confirmation message appears. Click OK. The selected files or folders appear in Group Resources. Skip to Step 6. Note: If you saved the Aspen Uploader file to your computer, the next time you click Multiple Files, find and select the icon in your taskbar to view the Aspen File Uploader pop-up.

5. If you want the resource you are adding to appear only on the current tab, select the Assign to current tab only checkbox (if available). Aspen automatically puts the resource into a folder that matches the tab name.
6. Click Save. The resource that you added appears in the widget.

To edit, delete, and copy files in Group Resources:

1. Select the file or folder that you want to edit.
2. At the bottom of the widget, click Edit. The menu expands.
3. 

3. Select one of the following:

4. Field	Description
   Edit Item	A details pop-up appears, where you can edit details such as file name, description, and file location. Notes: You cannot edit the contents of a file. To do that, you need to download the item, edit it, and upload it or edit the version that is on your computer, upload it, and delete the unedited version. You cannot edit a folder.
   View	Based on your selection, one of the following occurs: For a folder: The folder expands (if it was already expanded, nothing happens). For a file: The file opens directly, or a pop-up asks you whether you want to save or open the file. For a Google Doc: You need to have a Google account and might need to grant Aspen access to Google Docs. For a video: The video opens in a new window. For a web page: The web page opens in a new window. Note: Clicking Edit and then View produces the same results as double-clicking the item.
   Rename	A rectangle appears around the folder name, and the text is highlighted. Type the new name and then press Enter on your keyboard. Note: You cannot rename a file.
   Delete	A confirmation message appears. Click OK. Note: If you delete a file from Group Resources, group members will no longer be able to access that file, unless they already downloaded it.
   Copy	A copy of the file appears, with a number, starting with (2), appended to the file name. Note: You cannot copy a folder.

To copy a file or folder of files between Group Resources and My Resources:

Besides working with individual documents, it is possible to copy a folder or multiple levels of folders from Group Resources to My Resources, and from My Resources to Group Resources.

Notes: Uploading or copying files into My Resources makes it easy to share documents with all of the groups/Pages that you administer. If you later decide that you do not want Aspen and Google Docs to communicate, click Remove Access at the Google Docs email field. Within My Resources, you will see a folder for each group that you are the page administrator for. For example, you might have English Literature, English Language Arts, and Drama Club folders. Notice that these folders have the checkmark icon . If you upload files to the English Literature folder, this content will automatically appear in the Group Resources widget for all members of that group. Any resource added to the Group Resources widget also appears in members' My Resources group folder, but with a read-only status . The folder structure between My Resources and Group Resources is independent of each other. Assigning a resource to the current Page tab creates a folder of that tab name in Group Resources; this filtering is not duplicated in My Resources.

1. In the title bar of the Group Resources widget, click Edit. The My Resources button appears.
2. Click My Resources. The My Resources pop-up appears (which you can click and drag to the desired location).

3. 

3. Click your mouse button to select the file or folder in Group Resources or My Resources you want to copy.
4. While still holding your mouse button down, drag the item to the location in Group Resources or My Resources where you want it to appear.

   Note: If you are copying an individual file, drag it onto the folder you want it to appear in. You can copy multiple files by clicking and holding the Shift key before you select the files.

5. Release your mouse. The files or folders are copied.

   Notes: If you accidentally copy a file or folder to the wrong spot, within either Group Resources or My Resources you can click and drag to the correct location. When you drag and drop between Group Resources and My Resources, the files or folders are actually being copied, not moved. They exist in both places. Online quizzes in My Resources can not be copied to the Group Resources widget. If you have reached your space quota, the files or folders will not copy, and an error message appears.

Manage your storage quota

Each Aspen user has a storage quota for the files that can be uploaded to My Resources and Group Resources. Use the My Quota indicator at the bottom of the boxes to see how much storage space you have left (in MB—megabytes).

To manage your storage quota:

1. Click My Quota. The My Quota pick list displays all of the individual files that make up your current quota.
2. 

2. From here, you can do any of the following:
• View the details of the files that you have uploaded, including size and date last modified.
• To navigate through the Pages of files, click the Page drop-down or use the arrow keys.
• To delete a file or files, select the appropriate checkbox(es) and click Delete. A message asks you to confirm the deletion. Click Yes to confirm. The files are deleted, and your space quota is updated accordingly.