BYU-Idaho Online KnowledgebaseI-Learn Help GuidesEquella EquellaHow Do Online Designers and Maintenance Groups Contribute Content into Equella?

How Do Online Designers and Maintenance Groups Contribute Content into Equella?

This help guide is Specific to Online Designers and Maintenance groups only. Campus Faculty have a different process for making Equella contributions.

Click here to learn important information about File Naming conventions when making contributions

To learn more about a few important items to be aware of before you contribute to the “BYU-Idaho Managed Content” click here

PLEASE follow these guidelines when naming files, otherwise Equella may not functions as expected.

  1. File Naming  
    1. Try not to make file names too long, since long file names do not work well with all types of software or application like backup, content management systems, etc.
    2. Special characters such as ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ' " | foreign language and other symbols should not be used at all.
    3. Do not use spaces, as some software will not recognize file names with spaces, and file names with spaces must be enclosed in quotes or %20 when using some systems.
    4. Other options include:
      1. Underscores, e.g. file_name.xxx
      2. Dashes, e.g. file-name.xxx
      3. No separation, e.g. filename.xxx
      4. Camel case, where the first letter of each section of text is capitalized, e.g. FileName.xxx
    5. Other: Some search tools do not work with spaces and should be especially avoided for internet files. Spaces are poor visual delimiters and some search tools do not work with spaces. The hyphen (-) is a common word delimiter.
    6. When using a sequential numbering system, using leading zeros for clarity and to make sure files sort in sequential order. For example, use "001, 002, ...010, 011 ... 100, 101, etc." instead of "1, 2, ...10, 11 ... 100, 101, etc."
    7. If archiving is important - a good format for date designations is YYYYMMDD or YYMMDD. This format makes sure all of your files stay in chronological order, even over the span of many years.

Besides this help aid you have additional help with the question mark on each item. Here is an example:

1. Login Into Equella

Use the URL https://content.byui.edu to navigate to the correct webpage.

Sign in using your BYU-Idaho login creditials.

2. Contribute

Click on the Contribute button on the left handle panel of the screen

3. BYU-Idaho Faculty Content

Click the BYU-Idaho Faculty Content link.

4. Title & Description

Add a Title and a brief and concise Description of the item being contributed.

  • Title: Please be specific in the naming of an asset. Titles like image01.jpg, RFI 001, Travel 2, faml 300, are not acceptable titles in the “BYUI Managed Content”. Example, “image01.jpg” could be “Horse By A Tree Image”. This title better describes the asset.
  • Description: Be specific in the Description of an asset. Describe the asset in the description field. Here are a few bad examples that have been used:
    1. These are Pictures
    2. Problem Set
    3. Video

Use phrases or words you would use if you were searching for an asset. Example of the horse image above  Horse standing by an oak tree in the fall. Something like this would be a much better description. If you need the file name then put it in the description, example, File Name image01.jpg.

5. Attach File

Attach the desired file.

IMPORTANT: PLEASE follow these guidelines when naming files, otherwise Equella may not functions as expected.
  1. File Naming  
    1. Try not to make file names too long, since long file names do not work well with all types of software or application like backup, content management systems, etc.
    2. Special characters such as ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ' " | foreign language and other symbols should not be used at all.
    3. Do not use spaces, as some software will not recognize file names with spaces, and file names with spaces must be enclosed in quotes or %20 when using some systems.
    4. Other options include:
      1. Underscores, e.g. file_name.xxx
      2. Dashes, e.g. file-name.xxx
      3. No separation, e.g. filename.xxx
      4. Camel case, where the first letter of each section of text is capitalized, e.g. FileName.xxx
    5. Other: Some search tools do not work with spaces and should be especially avoided for internet files. Spaces are poor visual delimiters and some search tools do not work with spaces. The hyphen (-) is a common word delimiter.
    6. When using a sequential numbering system, using leading zeros for clarity and to make sure files sort in sequential order. For example, use "001, 002, ...010, 011 ... 100, 101, etc." instead of "1, 2, ...10, 11 ... 100, 101, etc."
    7. If archiving is important - a good format for date designations is YYYYMMDD or YYMMDD. This format makes sure all of your files stay in chronological order, even over the span of many years.

6. Associate Course

  1. Find the course this content belongs to
  2. Click Select

7. Media & Tags

  1. Select the media type by checking the approapriate box. If the media type is not listed select the Show more media types box to show additional options.
  2. Input any appropriate tags to assist search in finding the content item later.

8. Security & Copyright

1. Select the desired security

Selecting BYU-Idaho requires a current username and password to BYU–Idaho to view the item. Selecting Public is accessible to anyone with the link.

2. Select the Copyright owner

The licensing option you choose may produce additional option to determine additional copyright usage.

For additional help with Copyright quetions contaact Nate Wise at (208) 496-9544 wisen@byui.edu

9. Save & Publish

Click Save on the right hand side of the page.

Click Publish or Draft depending on what you want.

The content must be published for it to be searchable. Some things can be left as drafts.

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