2.6 Glossary Tool Help

Glossary: Overview

The Glossary tool provides definitions for terms in matrices and wizards, including matrix row and column names. Using the glossary tool in conjunction with a matrix compensates for the limited space allowed for matrix row and column names. Within matrix cells and wizard pages, glossary entries also apply to terms in cell or page names and descriptions.

When participants move the mouse over a glossed term, Sakai displays a short definition or explanation that has been entered via the Glossary tool. When participants click on the name, it hyperlinks to more extensive information that has been entered via a rich text editor. CIG Coordinators (including site organizers and others) often use these hyperlinks to provide detailed information such as objectives, outcomes, or standards represented by each matrix row; a complete list of campus activities for each matrix level; or an extensive grouping of resources to develop a particular skill.

If you are a CIG Coordinator, the Glossary tool allows you to create the short and long definitions and explanations described above for matrices or wizards within a portfolio site. If you are a system administrator, you may use the Glossary tool in Portfolio Admin to define terms in matrices and wizards across sites within a Sakai instance.

This tool also allows you to manage glossary terms in other ways. You may:

• Change glossary terms.
• Delete glossary terms.
• Use a glossary created in one site in another site by exporting it from the first site and importing to the other site.
• Change glossary tool permissions for all users in any given role.
• The Glossary tool is usually located in the Guide category in a portfolio site.

To access the Glossary tool, click the Launch button for Glossary. Sakai displays the Glossary home page.

The home page contains a list of glossary terms in alphabetical order, along with their short definitions. You have several options for viewing the glossary:

• To see the long definition or description of a term, click the term itself. Sakai displays the longer hyperlinked definition in a separate window. To close the window, click Close.
• To display the first page of terms, click First.
• To display the previous page of terms, click Previous.
• To display the next page of terms, click Next.
• To display the last page of terms, click Last.

Adding a Glossary Term

To add a term to the glossary, access the Glossary tool and follow these steps:

1. If you do not see the Glossary tool menu bar, click the Reset button.
2. Click the Add link on the menu bar. Sakai displays the Add Glossary Term screen.
3. In the Term box, enter the term you need to define.
4. In the Short Description box, enter a brief definition of the term.
5. In the Long Description box, enter a longer definition or description, or add more extensive information to help participants fully understand the term. Use the icons and pulldown lists to format the text as appropriate.
6. Click the Add Term button. Sakai adds the term to the glossary and displays it in the list on the home page. The new term and the short definition you entered for it are displayed in the list.

Or, to return to the home page without adding the term, click Cancel.

Changing a Glossary Term

To change a glossary term or either of its definitions, access the Glossary tool and follow these steps:

1. If you do not see the Glossary tool menu bar, click the Reset button.
2. Click the Edit link next to the term you want to change. Sakai displays the Edit Glossary Term screen.
3. Change entries in the Term, Short Description, and Long Description boxes, as needed. Use the icons and pulldown lists to format text for the long description as appropriate.
4. Click the Save Changes button. Sakai makes the changes and displays the list on the home page. The revised term and its short definition are displayed there.

Or, to return to the home page without changing the glossary entry, click Cancel.

Deleting a Glossary Term

To delete a term from the glossary, access the Glossary tool and follow these steps:

1. If you do not see the Glossary tool home page, click the Reset button.
2. Click the Delete link next to the term you want to remove. Sakai deletes the term from the list.

Sakai does not display a warning message before deleting the term. Instead, Sakai immediately removes the term from the list.

Publishing a Glossary Term Globally

If you are a system administrator, you may publish a glossary term globally (that is, for all sites in a Sakai instance). To do so, log in and follow these steps:

1. Click the Administration folder at the top of the screen.
2. Select the Portfolio Admin site.
3. Access the Glossary tool. Sakai displays the Glossary tool home page.
4. Add the term as instructed above. Because you are working in the Portfolio Admin site, Sakai makes this term available to all sites.

Exporting and Importing a Glossary

If you own more than one site, you may want to use the same glossary in two or more of them. To do so, first export the glossary to your desktop as a compressed file first and then import it to the other site(s) where you plan to use it. When you import a glossary, you will be asked whether you want to replace any existing term with the imported term or ignore the imported term whenever a duplicate term is included in the import.

Exporting a Glossary

To export a glossary as a compressed file, access the Glossary tool on the appropriate site and follow these steps:

1. If you do not see the Glossary tool menu bar, click the Reset button.
2. Click the Export link on the menu bar. Sakai displays the Opening File window.
3. Follow the instructions.
4. The glossary will be exported to your desktop as a zip file.

Importing a Glossary

To import a compressed glossary file, access the site to which you want to import it and follow these steps:

1. Add the file to Resources.
2. Access the Glossary tool. If you do not see the Glossary tool menu bar, click the Reset button.
3. Click the Import link on the menu bar. Sakai displays the Import Glossary Terms screen.
4. Click the Select file... link. Sakai displays the Select Item screen.
5. Select the compressed file for the glossary.
6. Under "When a term being imported exists," click to indicate whether you want the system to use the term being imported or ignore that term and use the existing term instead.
7. To import the file, click Import. Sakai imports the file, adds the terms to the glossary, and displays the Glossary home page. Or, to return to the home page without importing the file, click Cancel.

Changing Permissions

All participants who work with a matrix are permitted to display glossary definitions for row and column names. However, permissions to add, delete, change, and export glossary terms can be restricted by role, just as they can in other tools in Sakai.

To assign permissions, access the Glossary tool and follow these steps:

1. If you do not see the Glossary tool menu bar, click the Reset button.
2. Click the Permissions link on the menu bar. Sakai displays this screen:
3. Referring to the table below, click boxes to select the appropriate permissions for users in each role.

   Permission	Description
   Delete	Users in this role may delete glossary terms.
   Add	Users in this role may add and import glossary terms.
   Edit	Users in this role may change glossary terms and their definitions.
   Export	Users in this role may export a zip file of glossary terms.

4. To save the permissions settings, click save. Sakai saves the settings and displays the Glossary home page. Or, to return to that screen without saving your changes, click cancel.