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    Cloud collaboration document
    • 01 Sep 2023
    • 3 Minutes to read
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    Cloud collaboration document

    • Updated on 01 Sep 2023
    • 3 Minutes to read
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    Article summary

    Create a cloud collaboration document and release it to groups

    1. Ensure that the Content tab is selected.
      Cloud doc 1

    2. Move the cursor over a divider line at the place where you want to add the Cloud document. A plus will appear on the line. Click on the plus.
      Cloud doc 1b

    3. On the Item drop down list, click on Create.
      Cloud doc 2

    4. Scroll down the Create item list to Participation and Engagement.
      Cloud doc 3

    5. Click on the dropdown arrow next to Participation and Engagement to see the options available .

    6. Click on Cloud Collaboration.
      Cloud doc 4

    7. The first time you access Cloud Collaboration, you will be asked for your Microsoft login details. Use your ustaffnumber@up.ac.za e.g. u12345678@up.ac.za and UP Portal password.
      Note: Students must also use the @up.ac.za after their student number NOT @tuks.
      Cloud doc 5

    The next time you access Cloud Collaboration, you will be requested to select an account from the list.
    Cloud doc 6

    1. Microsoft OneDrive will now appear.
      Cloud doc 7

    2. Under Type: click on the type of collaborative document you want to create: Word; Excel or PowerPoint. The process is the same for all of them.
      Cloud doc 8

    3. You may also select an existing document by clicking on Select Existing Document.
      Cloud doc 8b

    4. If you have not selected an existing document, type in an educationally descriptive Document Name and add a Description.

    5. Click on Save.
      Cloud doc 9

    6. You will receive confirmation that the document is being created.
      Cloud doc 10

    7. The Cloud Document Settings panel will open with these choices:

    • Allow class conversations
    • Align with goals
    • Give a description

    1. Save when you completed the settings.
      Cloud doc 11

    2. The Cloud document is now available. A range of options may be set:

    • Visibility or release conditions
    • Edit the Cloud Document Settings
    • Access to the Conversation icon (if activated)
    1. Refresh the cloud document to make updates by other students visible to you.
    2. Edit document opens the document in an online Word interface.
      Cloud doc 12

    Add a cloud collaboration to groups:

    1. Click on Hidden from students. Select Release conditions from the drop down menu:
      Cloud doc 13

    2. The Release conditions has the following access options:

    • All members of the course
    • Only specific individual members.
    • Group
      Cloud doc 14

    1. Select group, and choose the group you want to release the document to.

    2. Save after settings are made.

    3. A cloud collaboration document that is shared with a group will display on the Content area as depicted in the image below.
      Cloud doc 15

    4. To release cloud collaboration documents to groups, repeat steps 2-15 for each group.

    Take note:
    • Using cloud collaboration through clickUP Ultra ensures access and shared resources within a controlled environment.
    • Cloud collaboration differs from a Wiki where instructors could see each student's contribution.
    • If cloud collaboration will be used in a group setting, individual cloud documents have to be created for each group and then conditionally released to that group - this can be very time consuming in even medium size classes.

    Some general information

    • Advantages of Cloud collaboration:
      • With cloud collaboration, students can simultaneously work on the same task no matter where they are;
      • All group members can work simultaneously on the document (increased productivity and efficiency);
      • There is only one current version of the document - no confusion;
      • Access control to document;
      • It prepares students for remote work and virtual project team work after university.
    • Disadvantages of Cloud collaboration:
      • Cannot be assessed directly: when it is used to create an assignment, students will have to download the final document and then upload it to an Assignment to be assessed;
      • Cloud documents cannot be bulk created and allocated to groups;
      • Interaction can be impersonal (If you activate Converstations on a Cloud document, you can alleviate this);
      • If the group member task allocation is not done, it can become a case of too many" or "too few" cooks.
        Ben Lutkevich & Moriah Sargent. s.a. What is cloud collaboration? - Definition from TechTarget. Cloud Computing. https://www.techtarget.com/searchcloudcomputing/definition/cloud-collaboration Date of access: 13 Apr. 2023.
        Jotform. 2021. The pros and cons of cloud collaboration. The Jotform Blog. https://www.jotform.com/blog/cloud-collaboration/ Date of access: 13 Apr. 2023.
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