Administrators have the ability to share assessment folders with other users.
This article contains the following sections:
- How to Share an Assessment Folder
- Sharing Parent Folders vs. Child Folders
- Managing User Access
- How to Use Shared Assessment Folders
How to Share an Assessment Folder
Step 1: While in the Assessments module, select the ellipsis to the right of the desired folder:
OR, if you are already in the folder, select the ellipsis in the upper-right corner above the assessment list. Select Share.
Step 2: Choose the users to share it with.
- Begin typing the name of the user you'd like to share the folder with.
- Select their name when it appears.
- You can share with multiple users at once.
- You can also begin typing the name of the teacher group you'd like to share it with.
- Determine whether you'd like to allow the users you've shared the folder with to clone the assessments in that folder. *Note - this setting can be adjusted post-sharing.
Step 3: Select Send.
Tip from the Otus Team:
Keep in mind that assessment folders are always shared locked. There Is not an option to share an assessment folder unlocked.
Sharing Parent Folders vs. Child Folders
Rule: Sharing a parent folder will share all of its child folders.
- In the example above: if the ELA parent folder is shared with a user, that user will also have the 1st Grade, 2nd Grade, 3rd Grade, and 4th Grade child folders shared with them.
Rule: Sharing a child folder does not share the parent folder.
- In the example above: If the 1st Grade child folder is shared with a user, that user does not automatically have the ELA parent folder shared with them.
Rule: Sharing a child folder does not share the subsequent child folders.
- In the example above: If the 1st Grade child folder is shared with a user, that user does not automatically have the 2nd, 3rd, or 4th Grade child folders shared with them.
Rule: The cloning abilities you share with a parent folder will remain the same for the child folders.
- In the example above: If the ELA parent folder is shared allowing users to clone the assessments, the same will apply to the 1st, 2nd, 3rd, and 4th Grade child folders that are automatically shared along with the parent folder.
- Tip from the Otus Team: if you want to share child folders with different cloning abilities, share them separately, rather than sharing the parent folder.
Managing User Access
After sharing, you can remove users' folder access. You can also edit the ability to clone those assessments.
- Step 1: While in the Assessments module, select the ellipsis to the right of the desired folder.
- Step 2: Select Manage User Access.
- Step 3: Select the X next to any user or group you'd like to remove access from. You can also change the toggle for cloning abilities here.
❓If an assessment folder is shared with a teacher group, how do you remove access from just a single teacher in that group?
If you remove the teacher from that teacher group, that assessment folder will now longer appear in their account.
How to Use Shared Assessment Folders
Select the button below to learn more about how teachers and administrators can use shared assessment folders.
Sharing Assessment Folders FAQ
- Can an assessment folder be shared as unlocked? No, assessment folders are always shared locked. To send a copy of an assessment unlocked, you can send the assessment individually.
- Can teachers share assessment folders? Folders were built with different purposes for teachers and administrators; for teachers, they serve as a means of organization. For administrators, folders help distribute locked assessments in a cleaner, easier, and more organized method. To allow users other than administrators to share folders could open an unlimited number of pathways for one assessment, making fixing errors in answer keys, completing required edits, or identifying who created the assessment, and many other things extremely challenging. Limiting the sharing of folders to administrators helps maintain assessment integrity, making for much easier distribution of “live” changes and data collection.
Answers to many other questions related to shared assessment folders can be found in the article below.