mahara-contributors team mailing list archive

[Kristina Hoeppner <1996475@xxxxxxxxxxxxxxxxxx>]

** Tags added: newfeature

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https://bugs.launchpad.net/bugs/1996475

Title:
  Allow submissions to create a duplicate page/collection and submit
  that leaving the original still editable

Status in Mahara:
  In Progress

Bug description:
  ## High level functionality summary

  When a student submits a portfolio for assessment, a **copy** is made
  in their Mahara account, which is submitted rather than the original
  portfolio. That copy is available through Mahara.

  If the student accidentally deletes the submission link from an
  external LTI submission, e.g. Brightspace assignment, before they
  submit the assignment, they can return to the Brightspace 'Quicklink
  'option and select their portfolio again for submission and a new copy
  is made. The previous copy is still available in Mahara, but not shown
  to the student in the 'Quicklink' option.

  All changes are made on the Mahara side to which parts LTI will 'call'
  and how we deal with submissions to ensure that no changes are needed
  on the LMS that wouldn't be LTI calls.

  ## Workflow

  1. The student selects portfolio via the Brightspace 'Quicklink' menu.
  2. The student confirms that they want to submit the portfolio. The submission confirmation screen message changes from 'If you submit "Title of the portfolio" for assessment, you will not be able to edit its content until marking has finished. Are you sure you want to submit this portfolio now?' to 'If you submit “Title of the portfolio” for assessment, a copy of that portfolio will be made and submitted. Do not remove the link that is inserted into the 'Text Submission' box. If you do, select your portfolio again via the 'Quicklink' and submit it again. You can continue working on the portfolio itself, but changes you make to it will not be reflected in your submitted portfolio.' 
  3. Student must click the 'Confirm' button to continue or the 'Cancel' button to select another portfolio. The following assumes that the student confirmed the submission.
  4. A copy of the portfolio that is being submitted is made without adding a 'Copy of' at the start of the portfolio or a version number at the end to any page or collection title. Instead, the portfolio title (either title of the collection if the portfolio is a collection or title of the page if the portfolio is a single page; pages within a collection do not change their page title) is appended with '; submitted at DDMMYY, HH:MM', e.g. 'Assessment portfolio; submitted at 09/09/2022, 11:59'. The short date version is used so as not to make the title longer than necessary. A suffix is chosen so if portfolios are all listed in one area, all related portfolios are grouped together alphabetically.
  5. A link to the original portfolio is added to the collection and page settings to find the original more easily later on. This is similar to the link added when a template is copied. The same logic will apply, i.e. if the original still exists, it is linked, if it was deleted, no link will be provided.
  6. The submission copy is flagged as 'Submission' so it can be filtered from the list of portfolios a student sees on their 'Pages and collections' overview page and also wherever portfolios are selected for submission so they are not displayed when viewing portfolios available for submission.
  7. On the 'Pages and collections' overview page an option is added to include submitted portfolios in the display. Per default, they are excluded.
  8. Submitted copies behave like submitted portfolios right now: They are marked in yellow on the 'Pages and collections' overview page and an icon added to the left of the 'More options' menu to indicate that it's a submission. The submission time is mentioned in the 'More options' menu. The portfolio cannot be deleted and artefacts are locked. Page comments are added to this copy and stay with it. They are not added to the original portfolio. Artefact comments are visible on other pages when the artefact is added there.
  9. When the instructor finished grading and the portfolio is unlocked, it is still flagged as 'Submission' but is not marked in yellow any more and the student can remove the 'Submission' flag from the page settings or collection settings if they want to 'promote' this portfolio to a regular portfolio so they can continue working on it and maybe even re-submit that copy if the original already diverged.
  10. Submissions that have been returned to the student can be deleted through the normal deletion process and students can change anything else in them, including portfolio title, artefacts, etc.
  11. Students cannot revoke a submission on their own. However, a site administrator can do so in Admin menu → Groups → Submissions through the already established process.
  12. When a student exports account information, they can export submitted portfolios as well. They are listed like any other page or collection.

  Notes
  * Students can continue working on their original portfolios and change them whichever way they like. The only limitation is that they can't delete files that are submitted in the copy or change journal entries that are submitted etc. However, these can still be removed from the original portfolios or moved around.
  *Instructors do not need to release the portfolio copies. Releasing them would be beneficial if students changed their original portfolio considerably but would only need to make a small change on their submitted one to re-submit it.
  * Portfolios cannot be deleted when they are submitted (no change needed as that is already existing functionality).

  ## Implementation information

  ### Submit a portfolio

  This assumes portfolios that don't use SmartEvidence or portfolio
  completion. These are dealt with separately.

  1. When a student submits a portfolio, the technical call changes to not submit the current portfolio, but to make a copy of that portfolio first and to submit that copy.
  2. The submission locking messages are changed in Brightspace. For LTI Advantage, it changes from 'If you submit "Title of the portfolio" for assessment, you will not be able to edit its content until marking has finished. Are you sure you want to submit this portfolio now?' to 'If you submit “Title of the portfolio” for assessment, a copy of that portfolio will be made and submitted. Do not remove the link that is inserted into the 'Text Submission' box. If you do, select your portfolio again via the 'Quicklink' and submit it again. You can continue working on the portfolio itself, but changes you make to it will not be reflected in your submitted portfolio.'
  3. A copy is made no matter whether the portfolio is submitted via LTI or via a group in Mahara so that there is only one submission function to maintain like right now. This ensures that if a group is used for submissions instead of the LMS, the workflow is the same.
  4. If the portfolio is a collection, the collection title is appended with '; submitted at [short date, language dependent, and time in hours and minutes]'. Page titles do not change and don't receive 'Copy of' or 'v. #'.
  5. If the portfolio is a single page, the page title is appended with '; submitted at [short date and time in hours and minutes]' but doesn't receive 'Copy of' or 'v. #'.
  6. Any timeline snapshots that are on the original pages are not accessible on the submission as the submission itself is a snapshot in time. Timeline snapshots are only available on the original portfolio.
  7. The flag 'Submission' is added as a Yes/No switch to the collection settings if the portfolio is a collection or the page settings if the portfolio is a single page. The switch is set to 'Yes' and greyed out as long as the portfolio is an active submission. Once the portfolio was released (and archived), the switch can be changed to 'No'. That would then turn this portfolio into a regular one that students can change a needed and submit in other assignments. **Client customisation**: At this stage, the option 'Submission' is removed / hidden from the settings so that students don't turn it back into a submission that is not linked anywhere.
  8. If the setting stays on 'Yes', students won't be able to edit the content, therefore making it less likely that they accidentally edit the wrong portfolio. Only when they switch the toggle to 'No' will the portfolio be moved into the 'regular' area, and is treated like a not submitted portfolio.
  9. Portfolios that are marked as 'Submission' are not displayed in any menus that show portfolios that are available for submission. This prevents students from seeing too many copies once old submissions have been released. Only portfolios that have 'Submission' set to 'No' are shown.
  10. As long as a portfolio is marked as 'Submission', a link to the original portfolio is displayed in the collection and page settings. When the 'Submissions' flag is set to 'No', this connection will be removed.
  11. Page comments from the original page come along when a copy is made.

  ## 'Pages and collections' overview page

  1. Besides the yellow indicator and the submission time stamp in the 'More options' menu on the 'Pages and collections' overview page, which already exist, an icon is added as secondary indicator that the portfolio is currently submitted. The same icon is used as for 'Current submissions' in Admin menu → Groups → Submissions. The icon is an upwards facing arrow (arrow-turn-up from Font Awesome).
  2. Instead of having the yellow background, a portfolio that is still on 'Yes' for the submission receives another colour, e.g. green / grey to indicate that it has been released, but is not yet a regular portfolio.
  3. Per default, submitted portfolios are not displayed and cannot be searched on. Current submissions can be accessed via the link, e.g. via the Brightspace assignment, and also in Admin menu → Groups → Submissions → Current submissions. Portfolios that have been released and archived are accessible in 'Archived submissions' as download. New would be that an administrator who has access to this page can remove the 'Submission' flag from a portfolio or multiple portfolios in bulk so students can have access again in case students do need to continue with a previous submissions, e.g. to make changes and re-submit the portfolio that has teacher comments on a page or when the original portfolio has changed.
  4. There is an option to show submitted portfolios. It is not ticked by default so as to hide submitted portfolios. This is not a 'sticky' filter, i.e. a reload of the page sets it back to the default. That includes portfolios that have been released, but where the toggle is still on 'Yes' for 'Submission'. A help icon on the option outlines its significance if a help icon can be placed there.
  5. **Client customisation**: There will be no separate tab on the custom 'Pages and collections' page for submissions to keep them a bit more hidden.
  6. The help text behind the icon in the page heading is updated to provide information on submissions. 

  ## Idea not pursued at this stage: Revoke a portfolio submission

  Note: This is not functionality that is to be developed. It is left
  here as reference in case it is pursued at a later stage.

  Being able to revoke a submission is beneficial so that submissions
  don't accumulate over time, especially when numerous submission
  attempts are made. Furthermore, they allow artefacts to become
  'unsubmitted' again in order to be changed once the correct submission
  is done and any false submissions are cleared.

  In the 'More options' menu on the 'Pages and collections' overview
  page or on any page of the portfolio itself, a student can click the
  'Revoke submission' option. When they do, a modal is displayed letting
  them know about the consequences. An archive is made automatically
  when a student revokes their own submission, no matter whether the
  revocation was via LTI or a group in Mahara.

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