topic Re: T3G Webinar: AGO Org operation issues, tips, & tricks in T3G Questions

T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Mon, 11 Feb 2019 13:43:32 GMT

T3Gers: PLEASE REPLY BELOW, in prep for Feb T3G Third Thursday Webinar.

What are your issues with ArcGIS Online Org operation (day-to-day) and management (marking period, quarter, semester, year)?
What works well for you in operating your ArcGIS Online Org (i.e. using it in support of instruction) or handling the year-long management processes?

We will set up the Feb webinar to address issues, and will pre-invite some participants to share what they do. (Hopefully about 5 minutes apiece.)

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

ShanaCrosson1 — Mon, 11 Feb 2019 22:43:50 GMT

Issues:

I don't personally manage an org, but issues I hear frequently include managing logins and getting IT to set up the Google integration. The new documentation about Google is awesome but the hurdle can be internal.
I would really like to see an LTI integration with learning management systems such as Canvas, Schoology, etc.

Positives:

The Google integration/SSO support makes things so much easier

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Tue, 12 Feb 2019 00:37:17 GMT

Tom Baker will demonstrate the process of cleaning out content from the "T3GS" (generic workshop) logins, using Python. This allows an admin to identify "these 27" or "those 100" accounts and then to iterate thru deleting content. This is indeed powerful but also "potentially hazardous" as there is no "OOPS!" button. But those with a little time and interest in coding might soon discover some very powerful opportunities.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Tue, 12 Feb 2019 01:02:30 GMT

Kathryn Keranen will demo using Story Maps as an "activity documentation" device, great for showing progress over the year.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

NicoleErnst — Tue, 12 Feb 2019 14:56:12 GMT

Issues:

I create accounts in two different ways – either by batch upload using a csv or by uploading user emails to use the enterprise login. For both, it would be really awesome if there would be a way of assigning licenses (Community Analyst, Business Analyst, etc.) in the CSV file that gets uploaded without having to go in and manually do it for each student. That would be super efficient.

Also, a question about ArcGIS Online Assistant. From my understanding it does not allow students to copy content to a personal account, only an organizational account. So if they create a trial org account that has an end date, what happens to their stuff after their trial expires? I find that I keep users a really long time after they graduate because I don't want them to lose any content.

I can't wait to see that python demonstration from Tom Baker!

What Works Well

Using the enterprise login is awesome.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

AllenRisley — Thu, 14 Feb 2019 20:07:38 GMT

Issues:

When creating accounts via batch upload the invitations on the accounts expire after one week. No matter how much instructors stress to the students that they need to activate their accounts quickly, there are always students who don't activate the account and it is locked. Then the administrator has to go through the process of resetting the password and instructing the students on how to log on with the temp password (e.g., password reset routine asks for your "old password", which in this instance is the temp password from the email - confusing for first-time users). This reset process is time consuming for admins - increasing the time window to 2 weeks might significantly decrease the number of resets we have to do. And yes, I want to implement SSO - but I have to wait until our identity management people are ready to do so.

What works well:

So many things!!!!!!!!!

Thanks,

Allen

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

PaulaLazrus — Thu, 14 Feb 2019 20:31:45 GMT

Not sure why, but as Allen notes I have tried both, added students and assigning passwords with no notification and by sending emails. If I do this well before a class I can be sure a good number of people can't log in. Sometimes it takes multiple tries to get them logged in.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

LindaLoubert — Thu, 14 Feb 2019 20:55:44 GMT

I always have to look up some directions to manage any online accounts. It is a pain. I do not routinely do it so, once every semester, there I am trying to figure it out. Such is life.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

PhillipHare1 — Thu, 14 Feb 2019 21:48:47 GMT

Management:

I use the GeoJobe app to manage/cull old accounts and this works pretty well. I'd be interested in looking at the Python method Tom will show.
I typically use CSV files to batch upload students. This works well, especially as more options for assigning licenses have been introduced for the whole batch, or later for whole groups.
I am looking forward to seeing if my district can get SSO working for MS Active Directory. I don't currently have high hopes, but that is mostly internal concern.
Overall I really enjoy using AGO with students.

Operations:

Shoutout to AGO and Collector. Successfully used it doing some IB Geography fieldwork this week, worked flawlessly, and students continue to find the interface user-friendly.
StoryMaps, and other web apps, continue to be an effective way to build content for class instruction. A couple recent examples include teaching about drainage basins, cut flower supply chains on Valentine's Day, tomato supply chains, and urban street design. It can take a little time, just like any presentation, but I'm always really happy with the result when I take the time.

Issue:

managing student work: it would be nice to set some more granular privacy boundaries on some files. For instance, I don't want all students to be able to see each other's work while they work on something to avoid the copying of others maps, but then I need access to it. If students were collaborating in a small group on a project it would be nice to set viewing only for members in that group, once again to avoid the copying of others' work. I may just be missing a setting or something though.
Managing student work: I havent worked enough yet with the Categories feature in Groups, but it can be difficult, beyond using tags, to get all assignments from a class in one place. Using good metadata tagging can definitely help with filtering and searching, but project folders within groups would kind of be nice. Maybe the Categories feature will provide a solution though. Overall this year, my students have been using it less, so goals for the second semester.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

AllenRisley — Thu, 14 Feb 2019 22:13:48 GMT

I came up with another "Issue": I have not been able to come up with a satisfying way for students to work collaboratively on a map or story map. One person/account has to be the owner and others cannot make changes to the owner's map or story map. This results in most group projects having one "map driver" with other students relegated to being content creators/collectors, which means they don't get the experience of editing the map or story map. And this is a real problem if the driver flakes out and leaves the group without a deliverable.

Sometimes students will attempt to get around this by sharing their login and password with their colleagues so they can all have editing access. This often results in the "too many cooks" scenario, where user A saves their work, thereby deleting user B's work that was previous saved but that user A had not added to their map/story map.

Our students regularly work on group projects using Google Apps, which seem to have figured out how to handle simultaneous editing. They don't understand why AGOL can't do the same.

Allen Risley

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

AllisonHoff — Thu, 14 Feb 2019 23:25:18 GMT

Something that works well:

I use the homepage of the GRACE Project AGOO to advertise Esri's AGOO competition. The advertisement is a text announcement that links to a story map about the Michigan AGOO competition. The story map has a link to an entry submission form that I created with the survey123 web designer (no download needed). The resulting survey123 spreadsheet can be cut and pasted into the spreadsheet that the state submits to Esri. I used rules to shorten the survey if less than the maximum number of entries (5) are submitted. The locations, school names, and divisions of schools are also shown on a map in the story map.

Allison Hoff

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

NicoleErnst — Fri, 15 Feb 2019 00:56:54 GMT

Hi Allen,

Here are two resources that might be helpful for having multiple collaborators on a storymap.

https://www.esri.com/arcgis-blog/products/arcgis-online/sharing-collaboration/enable-colleagues-to-update-your-maps-and-apps/?rmedium=redirect&rsource=blogs.esri.com/esri/arcgis/2015/07/14/enable-colleagues-to-update-your-maps-and-apps

https://www.esri.com/arcgis-blog/products/apps/sharing-collaboration/more-ways-to-collaborate-on-maps-and-apps/?rmedium=redirect&rsource=blogs.esri.com/esri/arcgis/2015/08/11/more-ways-to-collaborate-on-maps-and-apps

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Fri, 15 Feb 2019 14:37:38 GMT

Right! Choosing "Group members can update all group items" is very powerful ... but can also be a "good news, bad news" story if people are not careful. Sequence of operation is absolutely critical. To wit:

User1 makes a map, saves it in a group where all members can update all items, and closes the item.
User2 opens the item
User3 opens the item
User2 makes changes, saves the item, and closes the item.
User3 makes changes, saves the item, and closes the item.
User1 opens the item and complains that User2 has not entered anything.

ArcGIS Online saves ONLY when the SAVE button is clicked. Because User3 opened the item before User2's changes were saved, the User2 changes are not in User3's map, and so will not exist when User3 saves. In this situation, Step3 needed to be done AFTER Step4.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Fri, 15 Feb 2019 14:46:12 GMT

Michael Componovo has agreed to share what TN is doing with "Hub," which can be a powerful support for people who want to collaborate across their district or state.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

JimHanson — Fri, 15 Feb 2019 18:40:19 GMT

You can create "Showcase" accounts in your Org where student competition entries can be moved after submission to the state. Students cannot edit their entries once they are moved to the "Showcase" account. It also preserves the entries for future reference. The items won't be deleted from the Org account when students are deleted. As an admin create a new account with a username and password. Use your school email address on the account. I used the school name as the first name and Showcase as the last name for the account. Once created, you can move student entries to the account. They are still accessible as originally shared. Student names may still appear on the Item Details page, but that's not considered PII. I noticed that some of the entries from last year on the national map are already no longer accessible.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

AllenRisley — Fri, 15 Feb 2019 19:15:52 GMT

Thanks, Charlie, that's EXACTLY my point. It's extremely difficult to explain that to students who are doing this for the first time and then similarly difficult for them to follow that protocol. This could really use a better solution in order for AGOL to become a better tool in a collaborative educational environment.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Fri, 15 Feb 2019 21:28:13 GMT

Understood Allen. It's not happening soon. The ArcGIS Online universe is the heart of a vast fleet of disparate tools, all of which need to work effectively together. The technology is built in a particular way, to meet the needs of uncountable types of users beyond students -- firemen on the go, foresters, coffee shop owners, airports, national defense departments, etc -- so while we always want to know what works or doesn't and what people want, sometimes the answer is "ok, that one not yet, so here's your best strategy." This is such a situation.

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Fri, 15 Feb 2019 21:36:22 GMT

Phil: Re Issue: Content people create is private (visible to the creator and admins only) until proactively shared with a group, the Org, or the public. Members in a group can be the only ones to view things. (Admins can always see everything.) Getting students comfortable making good metadata (and teachers comfortable requiring it) can help. "Everyone, make a tag for your item saying 'PH_Assig_20190214' so I can find them easily. If I have to go looking, you lose points for not having an important tag in place."

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

CharlieFitzpatrick — Fri, 15 Feb 2019 21:39:16 GMT

These Showcase accounts are KEY for keeping things over time. You can either "reassign ownership" or use the ArcGIS Online Assistant to 'copy content to another login.'

Re: T3G Webinar: AGO Org operation issues, tips, & tricks

AllisonHoff — Fri, 15 Feb 2019 21:47:44 GMT

Do you know of a good demo/tutorial on how to use ArcGIS online Assistant? I told a teacher in Canada’s about it and he wants to learn how to use it. Thanks,

Allison