Reusing content

Once you have been working with CommSy for a while, you may find that you want to keep using your own content again and again without having to create new entries or uploading the same files from your computer each time.

Perhaps you have created content that you are not going to use again during the current semester, but you wish to keep it around anyway—such as study material for students before their exams. CommSy offers useful functions to help you with this.

  1. Creating a room template: This function allows you or other colleagues to reuse the content of an entire room. Users opening a new room will be able to select the template you have created. All content will be copied from the old room to the new one.
  2. Copying content: This function allows you to duplicate content, such as announcements, dates, or materials, from one room to another.
  3. Storing content in your stack: Your stack is a place where you can collect, create, and copy content. Only you can access your stack.
  4. Creating a new project room: You can collect materials and other content in a project room created for that specific purpose.

1. Creating workspace templates

<p>Room templates are especially useful for classes that have similar content each semester, such as introductory lectures. The template function allows you to copy entire rooms rather than individual entries.</p>

<p>Once you have created a room template, you can select it when <a href="/node/333">creating a new project room</a> later. All content and settings of the existing room will be copied to the new room, with the exception of personal data.</p>

<p class="trennlinie">&nbsp;</p>

<p class="field field-name-body field-type-text-with-summary field-label-hidden"><strong>Creating a room template</strong></p>

<ol>
    <li class="field field-name-body field-type-text-with-summary field-label-hidden">Enter the project room you want to use as a template. Open the <a href="/node/340">settings</a>. Click the third menu point, &ldquo;Additional.&rdquo; Scroll down to the &ldquo;Template&rdquo; section.</li>
    <li class="field field-name-body field-type-text-with-summary field-label-hidden">Check the box next to &ldquo;Provide this workspace as a template for new workspaces&rdquo; (Fig. 1). Now, choose your &ldquo;target group&rdquo; from the dropdown menu below. This specifies who can use your template: only you (the moderator of the &ldquo;old&rdquo; room), all users of the room, or all users of CommSy.</li>
    <li class="field field-name-body field-type-text-with-summary field-label-hidden">You can enter a description in the text field to help you remember the content of the template later.</li>
</ol>

<p class="field field-name-body field-type-text-with-summary field-label-hidden"><span class="insert-image-with-text insert-image-with-text-main-content-large_description"><img alt="" class="insert-image-with-text_image image-main-content-large_description" src="/sites/default/files/styles/main-content-large/public/pictures/buchseiten/inhaltemehrfachnutzen-1-raumvorlageerstellen-abb1.jpg" title=" Turning a workspace into a template in the settings" /> <span class="insert-image-with-text_description">Fig. 1: Turning a workspace into a template in the setting</span></span></p>

<p class="trennlinie">&nbsp;</p>

<p><strong>Creating a new room from a template</strong></p>

<p>Once you have saved your template, you can use it when creating a new project room. To do this, select the name of the template from the dropdown menu (Fig. 2).</p>

<p><span class="insert-image-with-text insert-image-with-text-main-content-large_description"><img alt="" class="insert-image-with-text_image image-main-content-large_description" src="/sites/default/files/styles/main-content-large/public/pictures/buchseiten/inhaltemehrfachnutzen-1-raumvorlageerstellen-abb2.jpg" title=" Creating a new room and selecting a template" /> <span class="insert-image-with-text_description">Fig. 2: Creating a new room and selecting a template</span></span></p>

<p class="tipp"><span id="cke_bm_126C">&nbsp;</span><strong>Tip:</strong> Project rooms created from a template have exactly the same functions as any other project room. You can add new content and edit/delete existing content as usual.</p>

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2. Copying content

Use the “Copy” function to copy content entries (such as announcements, dates, or materials) from a project room to the “My copies” section in the CommSy bar. From there, you can insert it into the same rubric of other rooms. The following section will explain this function using the “Materials” rubric as an example.

Note: Use the “Copy” function to copy content entries (such as announcements, dates, or materials) from a project room to the “My copies” section in the CommSy bar. From there, you can insert it into the same rubric of other rooms. The following section will explain this function using the “Materials” rubric as an example.

 

Copying content:

  1. Open the project room and navigate to a rubric, such as “Materials” (used here for demonstration purposes).
  2. In the top right, open the dropdown menu labeled “Choose action” and click “Copy.”
  3. Check the boxes for all entries you wish to copy. To copy everything, click “Select all entries” on the top of the list.
  4. Click “Execute action” on the right.

Fig. 3: Selecting and copying material entries from the listYou can access your copies by clicking the “My copies” icon in the CommSy bar (Fig. 4). The small number displayed next to the icon tells you how many copies you have saved.

Tip: You can also open the detail view of an entry and click “Copy” in the “Choose action” menu to add the entry to “My copies.”

Fig. 4: “My copies” in the CommSy bar Inserting copied content

  1. Navigate to the room in which you want to use your copy.
  2. Now, click the “My copies” symbol in the CommSy bar (Fig. 4). You will see a list of your copies, sorted by project room and rubric.
  3. Select “Insert into [project room]” from the dropdown menu.
  4. You can select individual copies to insert into the target room or use “Select all entries.” Confirm by clicking “Execute action.”
  5. The copies are now available in the target room.

Fig. 5: Selecting and inserting copies

3. Storing content on your dashboard

You can access your personal stack by clicking the folder icon to the left of the dashboard icon in the CommSy bar. The stack page has a list of rubrics on the left. They allow you to create materials or other entries without publishing them in a room. You have access to all the usual functions here: adding files, inserting media, and so on.

Fig. 6: Dashboard icon Any materials added here can be copied and inserted into other rooms as usual. You can collect important materials in your stack and access them whenever needed (see Section 2: “Copying content”).

Fig. 7: The “Materials” rubric on your dashboard

Tip: If you have complex collections of materials or wish to share your collection with other users, the stack function will be unsuitable. In this case, it is advisable to collect your content in a separate project room instead.

4. Creating a new project room

Of course, you can also create a new project room and use it privately to store your own content. To do this, go to the room overview and select “Create new workspace” on the right side, then select “Project room.” Give your room a name, click “Save” and use it as a personal space to store your content. You can also copy entries from your room and insert them into other rooms later.

For more information about opening your own project room, read the tutorial “Creating a new project room.”