CTools to U-M Box and U-M Google Feature/Function Map | ITS Documentation

CTools to U-M Box and U-M Google Feature/Function Map

These tables map commonly used CTools features and functions to the corresponding U-M Google and U-M Box features.  

Overview

Note: Click the CTools tool name to see the detailed feature mapping below.

CTools

CTools project sites are used to facilitate collaboration between researchers or student teams or by staff to support business processes.

U-M Box

U-M Box is Michigan's implementation of the Box.com cloud storage and collaboration service. Upload, download, share, and edit files via the web and mobile devices.

U-M Google

U-M Google is a G Suite for Education software bundle that provides the core applications of Gmail, Calendar, Drive, Sites, Classroom, and Hangouts. It also includes over 40 other applications designed to improve collaboration.

Screen Shot 2017-10-20 at 11.15.36 AM.png Announcements    Google Discussion Groups
Screen Shot 2017-10-20 at 11.15.51 AM.png Chat Room   Image result for hangouts icon Google Hangouts
dropbox.jpg Dropbox Related image Box Folders Image result for drive icon Google Drive Folders
Screen Shot 2017-10-30 at 8.28.36 AM.png Email Archive (mail)    Google Discussion Groups / Gmail
Screen Shot 2017-10-20 at 11.16.00 AM.png Resources Related image Box Folders Image result for drive icon Google Team Drive
Screen Shot 2017-10-20 at 11.16.11 AM.png Schedule   Related image Google Calendar

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Announcements

CTools Google Discussion Groups
Create and post announcements for members to view on the site Create and post announcements to a Discussion Group for members to view:
  • Create the post on the Discussion Group page
  • Email the post to the Discussion Group email
Attach files and links to announcements:
  • Attach a file from your computer
  • Attach a website URL
  • Attach a file from the resources in your project site

Attach multiple files or links to a post by uploading them as attachments or references:

  • Attach a file from your computer
  • Attach a website URL
  • Attach an item from Google Drive

Google Advantages:

  • Use a web search, Google image search , Youtube search, or the URL within the Google Groups attachment screen to find a link to attach as a reference
  • Use a Google Drive search filtered by format to find Google Drive files
     
Draft and save an announcement before sending it out to site participants Draft the announcement as an email to the Google Discussion Group and send when you’re ready to post
Set access to an announcement:
  • Members of the site
  • Public to anyone with access to CTools
Access on individual posts is inherited from the Discussion Group settings, not set on an individual post.
Set access to the Google Discussion Group: 
  • Managers of the group
  • Members of the group
  • Public to anyone
Send announcement notification to site members by email Notification settings are determined by each member of the Discussion Group, rather than the member posting the announcement.
Edit or delete  an announcement Edit or delete a post in the Discussion Group
Sort and filter to display the list of announcements Use filters to change the display of posts
Set up permissions to control who can post, delete, and read announcements Set up permissions to control who can post, delete, and read posts
Receive notifications and view announcements from your CTools sites based on preferences set up in your My Workspace: 
  • Do not send me low priority announcements
  • Send me one email per day summarizing all low priority announcements
  • Send me each notification separately

Receive posts through your email that is subscribed to the Google Discussion Group or access the group in My Groups to view the post online

Set your notification preferences for each Google Discussion Group. Options are:

  • Don't send email updates
  • Send daily summaries
  • Send combined updates (25 messages per email)
  • Notify me for every new message (fewer than 1 per day)
Optional: Set up filters in Gmail to control how your notifications are sorted as they come in.
View announcements from all your CTools sites your My Workspace Navigate to a Google Discussion Group from any location in Google Groups by using the left navigation menu to view the discussions for that group
Google Advantage:
  • Star individual announcements to make them appear in the “starred” section at the top of your list
  • Recently viewed and recent searches appear in the lefthand navigation

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Chat Room

CTools Google Hangouts
Create chat rooms for site members to have real-time, unstructured conversations when signed into the site Exchange chat messages or hold video meetings with one or more participants in Hangouts
View chat history (all site members) View and search chat history in Hangouts or in Gmail (under Chats)

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Dropbox

CTools U-M Box U-M Google
Upload & share files privately between site members and site owners in automatically-created folders
Share all kinds of files (documents, data files, audio and video files, etc.)
 

Create folders to share between specified individuals.  Add/remove collaborators and set their access level.

Upload files to U-M Box for sharing and collaboration.

Upload any kind of file to share.  (Note: Any file type can be shared or downloaded, but only certain file types can be previewed.)

Create folders to share between specified individuals. Add/remove collaborators and set their access level.

Create and share Google Docs, Google Sheets, Google Slides and other Google documents. Documents can be created right from your web browser and support real-time collaborative editing.

Upload other files types that can be viewed and/or downloaded. (Note: your Drive settings determine if files are converted to Google formats when uploaded.)
Set notification options for files added to Dropbox: 
  • Always send email
  • Allow email to be sent
  • Do not allow email notifications
Notification settings are determined by the account and folder settings for an individual, rather than by the person uploading the file. 
Notifications can be set at the account level for folders someone owns and for folders they’ve joined.  
Collaborators on a folder can set notifications for actions in that folder:  previews, downloads, uploads, deletes, or comments added.
 
Notification settings for shared items, requests for access, comments, suggestions, and action items on files can be set by a Drive owner.
Send notification to site member that a file has been added to Dropbox Notification settings are determined by the account and folder settings for an individual, rather than by the person uploading the file. For Google documents, send email to one or more collaborators from within the document to let them know the document is available or to send the document as an email attachment.

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Email Archive

CTools Google Discussion Groups
Send messages to CTools project site members Send messages to Google Discussion Group members
Store all messages sent to a CTools site's email address in the Email Archive Store Discussion Group posts in the Group archive
Attach files and links to an email Attach multiple files or links to a post by uploading them as attachments or references:
  • Attach a file from your computer
  • Attach a website URL
  • Attach an item from Google Drive
Google Advantages:
  • Use a web search, Google image search , Youtube search, or the URL within the Google Groups attachment screen to find a link to attach as a reference
  • Use a Google Drive search filtered by format to find Google Drive files
Set access to the email archive messages by site member role:
  • Read email in the archive
  • Send email to the site
  • Delete email in the archive
Set access to view, post, and delete posts based on member role in the Discussion Group settings
Set the mailbox settings, including who to accept messages from, the reply-to address, and who to send messages to Set granular permissions in the Discussion Group settings, including view/access permissions, posting permissions, and moderation permissions based on member roles
Create an easy-to-remember alias for the site's email address

Select an easy-to-remember Group name that will become the email address for the Discussion Group

Discussion Groups also let you add a subject prefix and email footer that will be included on all email notifications from the group

Receive emails from your CTools email archives based on preferences set up in your My Workspace: 
  • Do not send me emails sent to the site
  • Send me one email per day summarizing all emails
  • Send me each mail sent to the site separately

Set your notification preferences for each Google Discussion Group. Options are:

  • Don't send email updates
  • Send daily summaries
  • Send combined updates (25 messages per email)
  • Notify me for every new message (fewer than 1 per day)
Optional: Set up filters in Gmail to control how your notifications are sorted as they come in
Sort and filter to display the list of messages in the archive Use filters to change the display of posts
Search messages in the archive Search posts in the discussion group using simple or advanced search options

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Resources

CTools U-M Box U-M Google Team Drives
Upload & share files
Share all kinds of files (documents, data files, audio and video files, etc.)

Upload files to U-M Box for sharing and collaboration.

Upload any kind of file to share.  (Note: Any file type can be shared or downloaded, but only certain file types can be previewed.)

Create and share Google Docs, Google Sheets, Google Slides and other Google documents. Documents can be created right from your web browser and support real-time collaborative editing.

Upload other files types that can be viewed and/or downloaded. (Note: your Team Drive settings determine if files are converted to Google formats when uploaded.)
Add and share links to other websites Add and share links to other websites as files called Bookmarks  Add links to shared Google documents
Create simple text documents in the site Create text documents with Box Notes Create text documents with Google Docs or Google Keep
Copy or move files between sites Copy or move files between folders in Box  Copy or move files between folders in Google Team Drive
Replace a file with a new version

Automatically create new versions when files are edited or uploaded

Track previous versions

Restore files to previous versions

Google document types

  • Automatically create new versions when Google documents are edited
  • Name and track previous versions of Google documents
  • Restore previous versions

Other file types

  • Upload a file that matches the name of an existing file to create a new version
  • Select “Keep Forever” to retain older versions longer than 30 days
Sort & organize files by hierarchical folder structure There is no option for manual, customized sorting.
Folders and files can be sorted by Name, date last Updated and Size. An arrow next to the column header indicates which sorting option is applied, clicking that arrow reverses sort direction.
Files and folders can be sorted into lists of Recents and Favorites for easy access.
You can also switch between List view and Grid view

There is no option for manual, customized sorting.

Folders and files can be sorted by Name, Last modified, Last modified by me, and Last opened by me. To Reverse sort direction, click the arrow next to the selected sorting option.

If you have Quick Access turned on, then those files will always appear at the top of your My Drive or Team Drive.

You can also switch between List view and Grid view
Share files with people at U-M and with external collaborators Share files with people at U-M and with external collaborators Share files with people at U-M and with external collaborators

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Schedule

CTools Google Calendar
Add an event to the schedule for all site members

Add an event to an individual or group Calendar and invite attendees

Use “Suggested Times” or “Find a Time” to schedule events based on attendee availabilit

Attach files to an event:
  • Attach a file from your computer
  • Attach a website URL
  • Attach an item from the resources in the project site
Attach files to an event:
  • Attach a file from your computer
  • Include a website URL in the description (automatically becomes a hyperlink when you save the event)
  • Attach an item from Google Drive
Set the frequency for repeating events Set the frequency for repeating events
Add a location

Add a location (Google automatically maps it for you)

Schedule and reserve a room for the event using  U-M resources (includes rooms, conference lines and equipment) listed under Rooms
Change or delete an event Change or delete an event
Control access to events by setting permissions for site member roles Share and set Calendar access and event permissions for individuals and groups in the Calendar settings
Add custom fields to events for a project site Calendar does not allow the creation of custom fields.  Use the description field to capture additional information about events
Merge schedules from your other sites into a project site schedule Export one Google Calendar and import it into another to merge events from two Calendars into one
View schedule by day, week, month, year, or event list within the project site View Calendars by day, week, month, year, 4 days, or schedule (agenda/event list) view  (Note: 4 days is a default custom view option that can be changed in settings)
View schedules from all project and course sites in My Workspace schedule View all Calendars you have access to in your Calendar view  
Selectively add or remove Calendars and assign colors to Calendars to easily differentiate events from each Calendar
Generate a printable version (PDF) of the schedule view to download and/or print Generate a printable version the Calendar view to print or save as PDF.  Set the date range to include in the print version (can differ from the view in the web browser)

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Last Updated: 
Tuesday, November 28, 2017