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EduCanada, Internal (Government), Purpose child taxonomy, COLLECTIONS,…
EduCanada
Homepage / Splash Page
Home
Simple one page template with general info on why a user could benefit from the extranet.
Links to log in or create an account
Portal Login
Login and password recovery
Create an account
User groups
Selected user group will determine the user's permissions to individual or packages of assets
Username + Password
min 8-character, strong passwords
Keep same domain (extranet-educanada.ca)
Public Guidelines
EduCanada Brand Extranet
Account
My Profile
Manage account settings, language settings, see their activity history.
Help & Support
Admins side: Manage FAQs, Send tickets to the Sparkjoy ticketing system
Clients: View FAQs/Training. Find out who to contact/how. Send SJ tickets for technical issues.
Log out
Client and Admin
Admin Settings
Translations
Admins manage menu, page content, etc. in EN/FR.
Reports
Pull info in .csv for: user logins, asset downloads, views, imports, usage, usage by category
User logins
Digital asset downloads
Digital assets viewed
Digital assets imported
Downloads by each user roles
Usage could be tracked through the collection/task names
Comments on assets
Activity
Track all portal activity such as downloads, category changes, new versions, etc.
Categories
Admins manage categories here in EN/FR.
See, add, and edit all taxonomies
User Group Singles: Title, description, see users within this group and user data for each user, set permissions, download spreadsheet
EN/FR translations
Asset Group Singles: Title, descriptions, see asset list with general report numbers for each asset, download spreadsheet
See overview of report numbers
Admin Only
General
Assets
All Assets
Asset Singles
(Private)
Version history
Documents do get updated. Show most recent version. Show admins a list of archived past versions that they can download or restore.
(Private)
Activity log (Views, downloads, comments, favorites, etc)
(Private)
Permissions for who can access this asset or request for customization
Ability to favourite the asset to save it to "My Favorites"
Share link for those who do not have an account: temporarily allows restricted permission to view and download a single asset
Single shared link for non-users - ad block for creating an account to see all assets.
Option to log in if you already have an account
Optional Admin Settings: Revoke key - all the currently active keys and delete them + timeframe that they are active for
Timeframe for link: 30 days
Type, Education Level, Sub Themes, Three Leaf Themes
File name, asset ID, Description, Type, Size, File Type, Import Date, Date modified, Date published, Thumbnail
Clients can report an asset or request for customization - Form that goes to email
Optional Comments: To help us improve this asset
Advanced view of all assets in card or list format.
Filter by Asset Status (eg. Published, Drafted, Archived, Favorited)
Additional hidden filters for themes, types, etc.
Sort by: Name, Asset type, File Type, File Size, Last Modified, Downloads
Flag admins when the Review date has been reached.
Move flagged assets to the top
Search
Bulk Download assets in the background
Landing/ Home Page
Keep very clean and minimal
Option 1: Fill out question bar with "I want to..." (Collection name based on their user type)
Option 2: Quick links to Collections, All Assets, or Favorites
Collections
Groups of assets put together for quick access.
Title format should fit something like "I want to..."
Create a presentation / Build an exhibition / Gather photos / Print information documents / etc
Admins will need to categorize and upload assets to these collections carefully.
Be able to Download all assets in one click
Favorites
View and manage all favorite Collections and Assets
Users
User dashboard to show admins a list of all users on the extranet.
Admin Only
Filterable by Role type (eg. Admin, Staff, Client, Pending Approval)
Sort by Name, Role, Group, # Views, # Favorites, # Downloads, Last logged in
Flag admins when someone needs approval for creating an account
Email admins when this flag turns on
User Single
Same as My Profile, but Admins can see stats for each user on their single and their activities
approval for a new account
Flag: Inactive for over 2 years
How to turn off the flag: Auto archive the user
What if the user comes back to log in: Auto log them in without approval
Create a new account
Guidelines
Overview Page with all Guidelines
Singles with plain text
Client and Admin
Brand Guidelines will be protected within the Extranet
Internal (Government)
classify individual assets as "internal only"
classify collections as "internal only"
internal can see all assets in extranet
Only these groups can request 'asset customization' email form with details autopopulated
Purpose child taxonomy
study in canada recruitment
program partnerships (B2B)
COLLECTIONS
Fit this format: "I want to (
Collection name
)
INTERNAL (user login)
Educanada logos (unique to internal)
context and supporting information specific to internal users
understand purpose of educanada brand
contact the brand team
creating / editing presentations
accessing pre made educanada handouts
producing promotional items locally
organizing an event or educational fair
creating a social media post
producing exhibit materials locally
brand guidelines
EXTERNAL (user login)
use educanada logo (unique to external)
context and supporting information specific to external users
feature educanada on international education related social media posts
contact educanada team
create / edit presentation
understand purpose of educanada brand
unique text for external users
contact the brand team
brand guidelines
Public (not logged in)
short list educanada brand guidelines
policy oriented documents (5)
Brand Use Eligibility Policy
Brand Overview
Brand Use Authorization
Eligible Institutions & Authorized NGOs
Training for Institutions & NGOs
External (Partners)
default assets and collections not categorized as internal
Collections
Assets might be 1:1 versions in EN/FR, tag assets with their language
Filter through collections, my collections, shared, received, etc.
Eg. Campuses, Adventure, Cities, Spanish assets, Promoting your event, Exhibition Material, Brand Guidelines, etc.
More front and center. Right now gets a little lost. A little easier to use than Assets.
Define the types of collections... language, functional, etc.
Guidelines
Overview, Authorization, Policy, Training, Toolkit, Brand Guidelines.
Might just dissolve to become Brand Guidelines and Policies
Needs to be available in FR. Currently not available.
Give Kira access to edit these in EN and FR, and publish these.
Stale content filter. Make sure admins update things more often - set an expiry date reminder flag to let admins know to update rescources.
Assets
Everything - like our dashboards
They want a prefiltered version. This view feels quite overwhelming for adv users. Know what they want to do before they start needing to filter and give them a customized version of the dashboard that is cleaner.
Show the dashboard based on popular tasks: I want to... eg. print, do you want a custom design or a preexisting asset?, etc.
Right now, users email Mike directly if they want a custom asset. They instead want those requests coming from specific user types.
Comments or Chats could go to admin email address
Do you need this customized? / Custom requests flag on the dashboard
Eg. need this banner in a third language.
Need a way for users to contact the admin based on user type
Ready to print assets vs customizable assets
Mainly use search box. Hide filters until necessary for adv users.
Ability to avoid typos/search past typos, auto complete or show related assets in dropdown.
Show full title for docs - might not need thumbnail, need previews for photos
Stale content filter. Make sure admins update things more often - set an expiry date reminder flag to let admins know to update rescources.
Bulk upload with categorization
Move to draft for further categorization
ASSET CATEGORIES
Asset Status
Asset Language
Asset Template
Asset Type
Exhibition Material
Logo
File Type
Education Levels
Postsecondary
Career Colleges
University Undergrad
Master’s and PhD
Graduate and Post-Doctoral Programs
Sub-themes
Beautiful nature and landscapes
Canadian landmarks
City life and cityscapes
Culture and arts
Diversity of origins
Empowered students
Environmental consciousness
Hands-on experience
In class
Innovation
On campus
Outdoor activities
Seasonal variety
Social Interaction
Sports and recreation
Students enjoying education
Teacher support
Tolerance and inclusivity
Three Leaf Themes
Academic environment
Cities and landscapes or culture
Student life
Reporting an asset - Issue Types
6 more items...
omit
omit
Colleges, Institutes, CEGEPS, Polytechnics
K-12
target audience
PNG
JPG
MOV
etc.
Pulled automatically based on upload. No need to categorize by this manually.
Template
Video
Image
Theme child taxonomy
canadian cities and landscapes
students in learning environment
campuses
Information Document
Main reason for filtering
Promotional Items (pens, etc.)
Ready to Print
Customizable
Be able to request EduCanada for customization
Editable
User can edit this template after download
omit this
EN
FR
Other (3rd language)
Published
Archived
Delete
Draft
Favorited
user meta
Needs Review
For both flags: Reported + Expiry Date for reviews
ability for admin to dismiss flag by clicking on the dashboard icon for the flag
USER CATEGORIES
User Status
User Roles
User / Portal Language
Groups
Global Affairs Headquarters
which division
Missions / Trade Commissioners abroad
Which mission (e.g. STKOM acronym)
Academic Institutions
type (e.g. K-12)
region
3rd party contractor
company name
Associations
Association name
Federal Government Employee
which department
Provincial / Territorial Government
which province
EN
FR
External User
search and download assets
all new account applicants are default user
Admins
any admin account can be added or removed by other admins
Internal User
Active
Archived
Pending Approval
User account shelf life: Set to inactive after 2 years. Status reverts to active upon user login
Inactive (no login for period)
For reporting
DAM
Essential Functionality
Current Splash Page and Homepage
Recently added media
EduCanada Brand Extranet
Approval process for all new accounts
extranet-educanada.ca
Currently feels a little overwhelming - they would like to streamline the project
Open to modifications
Welcome banner, types of assets, Extranet Help / Training / Overview / IT Help
Featured content (Manual and Automation) - Eg. Most popular downloads, recently added media,
Tablet but maybe not mobile
EN/FR language switcher, Profile page assigns language
Do not mix EN and FR content within one version of the site
Templates
GIve the users ability to download and edit the assets themselves.
Currently not using because they are worried they would conflict with brand guidelines.
Eg. InDesign or Photoshop files.
Option to reach out to the admins to get something customized/resized
Support
Admins send SJ tickets
Clients - comment on the asset itself - goes to Admins
Client - reach SJ for system problems and technical issues
show these links on asset single
show these links in portal menu
Google drive link to Categories Spreadsheet:
https://docs.google.com/spreadsheets/d/1PfmsJDAT8QnedcKQX50vBmzIxBj9joeS_cSzQeuFHSA/edit?usp=sharing
User Meta: text field
Asset Access Groups
Group Types
Asset Permissions Access Controls
I want to find assets for...
