FAQ — CTools Project Site Migration

Timeline

1.  When is CTools going away?
2.  When are Project Sites going away?
3.  Can I download materials from my project sites now?
4.  Can I request an exemption to keep my site active after August 31, 2018?

Site ownership and access

5.  How do I access CTools?  What if I forgot my password? 
6.  How do I find out what sites I own?
7.  I am not the right person to make decisions about a project site I own. What should I do?
8.  How do I change the ownership of a project site?
9.  I don’t have access to download or delete a project site. What should I do?
10.  What if I’m not a site owner, but I use a project site? How will I know when/if the site moved to an alternative service?

Deleting project sites

11. What do I do if I no longer need my project site?
12. How do I delete my site?

Downloading materials from CTools project sites

13. What can I download from my CTools project site and how do I do it?
14. How do I migrate content out of CTools project sites that is neither Resources or Email Archive?
15. Can I download my content from a CTools Course Site?

Alternatives to CTools project sites

16.  What are some alternatives to CTools? How can I tell which alternative is best for me?
17.  Can my project site be moved into Canvas?
18.  Can I create a new project site in Canvas?
19.  What are the alternatives for the CTools Sign-up tool?
20.  Will my information be secure in U-M Box or Google Drive?

GradTools

21.  What will happen to my GradTools site in CTools?

Get help

22.  I need to meet with someone to review my project sites. I need help figuring out what to do with other types of content besides file sharing.
23.  Will there be training?
24.  What does it mean that CTools is read-only?
25.  Why did my email to a CTools site get bounced back?
26.  Where can I find more information about CTools project site migration?

 


 

Timeline

1. When is CTools going away?

The decommissioning date has not yet been set for CTools, and it is not going away in the short term.

CTools sites have become read-only as of September 2018.  Site content can be viewed and downloaded, but not modified.  

Content will be accessible in a read-only state until at least July 1, 2019.

2. When are Project Sites going away?

As of February 2017, no new project sites can be created in CTools.

Project site owners have been encouraged to migrate project sites from CTools to alternative services. In September, 2018, CTools project sites became read-only.

CTools will remain accessible in a read-only state until at least July 1, 2019.

3. Can I download materials from my project sites now?

Yes! All site owners have access to an easy-to-use self-service tool in CTools. You can find the tool by going to My Workspace and clicking the Project Site Migration link in the left-hand navigation.

Using the tool, you can download Resources (folder structure will be preserved), Email Archive content, and/or site membership information. You can then upload the downloaded materials to U-M Box, Google Drive or another alternative service (see the next section).

Once you’ve moved your content and no longer need your CTools site, see “Deleting project sites” below.

4. Can I request an exemption to keep my site active after August 31, 2018?

Exemptions to read-only status will be made for sites that contain export-controlled data.

If you have a site that needs exemption or needs to be reactivated, contact the ITS project team with the name of your site, reason for exemption, and how long you need the site to remain active. Requests will be reviewed on a case by case basis.

 

Site ownership and access

5. How do I access CTools? What if I forgot my password?

Log in to CTools by going to https://ctools.umich.edu/ and log in with your UMICH uniqname and (level 1) password or your UMICH friend account and password.

If you have forgotten your password, click on the Forgotten Password link on the login screen.  Follow directions on the screen to reset your password or contact the ITS Service Center for help. For more information see Resetting a forgotten UMICH (Level 1) password.

 

6. How do I find out what sites I own?

You can see a list of all the project sites that you own in the CTools Project Site Migration tool. Open My Workspace in CTools and click Project Site Migration in the left navigation. A list of all the sites that you own will be displayed.

7. I am not the right person to make decisions about a project site I own. What should I do?

To have yourself removed as a site owner, contact us with the name of the site you need to be removed from.  If you are the only owner, please identify someone else for this role so that we can transfer ownership.

8. How do I change the ownership of a project site?

To change site ownership, please contact us with the site name as well as the name and uniqname of the person to add as an owner.  Also let us know if you would like to be removed as a site owner.

9. I don’t have access to download or delete a project site. What should I do?

Only project site owners can delete a project site or download materials using the project site migration tool. 

Contact ITS (4-HELP 4help@umich.edu) to be added as a site owner. ITS requires permission from the owner of a site in order to transfer ownership. ITS can respond more quickly if you provide permission from the owner with your request to ITS, e.g., email from the site owner granting ITS permission to add you to the site as an owner.

10. What if I’m not a site owner, but I use a project site? How will I know when/if the site moved to an alternative service?

Site owners are responsible for communicating with site members when they move a CTools project site to an alternative service. If there is a site you are concerned about, make the site owner aware that you would like to be notified of any changes.

 

Deleting project sites

11. What do I do if I no longer need my project site?

If none of the other site owners need the site, and you don't need to save a copy of your content, we encourage you to delete your project site(s) using the self-service Project Site Migration tool now. It can be found in the left-hand navigation of your My Workspace.

If you have other types of sites that need to be deleted, contact us with the name of the site(s) to delete.

12. How do I delete my site? 

You can easily delete your project site(s) using the Project Site Migration tool, which can be found in the left-hand navigation of your My Workspace.

If you need a course site deleted, contact us with the name of the site(s) to delete.

 

Downloading materials from CTools project sites

13. What can I download from my CTools project site and how do I do it?

All site owners have access to a self-service download tool in CTools. You can find the tool by going to My Workspace and clicking the Project Site Migration link in the left-hand navigation.

Using this tool you can download Resources (folder structure will be preserved), Email Archive content, and/or site membership information.

Zip files are downloaded to the location specified in your browser settings (see Firefox or Chrome help for more information on downloading files).

14. How do I migrate content out of CTools project sites that is neither Resources or the Email Archive?

To save content from the Announcements, Discussions, Chat and Wiki tools, save as a PDF or take a screen shot (Print Screen).

15. Can I download my content from CTools Course Sites?

You can migrate instructional material from Resources, Quizzes, Assignments, Modules, Lessons, Forums to a Canvas course site using the Convert2Canvas service. Simply fill out this online form.

You can download student submissions from an Assignment by clicking on Grade, then selecting Download All to download all the submissions for that Assignment.

 

Alternatives to CTools

16. What are some alternatives to CTools? How can I tell which alternative is best for me?

You can upload materials that you download from your CTools project sites to one or more alternative services that can serve the same purpose as project sites.

There are several alternative services and tools. You can use the CTools Project Sites Alternative Services Wizard to help identify the best options based on how you use your project site.

17. Can my project site be moved into Canvas?

Canvas is designed for site owners who are instructing others. (Among other instruction-oriented features and details, site owners in Canvas are referred to as Teachers and site members are Students.)

If you’re primarily using CTools to share files, U-M Box and Google Drive are more suited to document management and include version control and collaborative editing features.

If you are using project sites for instructional content, you can request help moving your project site to Canvas using this online form.

18. Can I create a new project site in Canvas?

We recommend that faculty and staff review all of the recommended alternatives to decide whether Canvas is the best option for the project site need that they have. Canvas is primarily designed for teaching and learning.

Many people find that U-M Box and Google provide better features for file sharing and collaborating, such as unlimited storage, MCommunity group integrations, finer control of security settings, collaboration, and versioning features. If you need to conduct surveys or collect research data, Qualtrics would be a good choice.

Canvas sites that are not for official U-M courses can be requested through your Canvas Unit Contact or ITS Service Center. (Canvas sites for U-M courses are created automatically.)

19.​ What are the alternatives for the CTools Sign-up tool?

Google Calendar Appointments and Canvas Calendar Scheduler are possible alternatives for the Sign-up tool.

20.​ Will my information be secure in U-M Box or Google Drive?

Yes! View detailed information about your data security in U-M Box and U-M Google Drive.

 

GradTools

21. What will happen to my GradTools site in CTools?

In fall 2016, new tools were made available that focus on students’ completion of Rackham Doctoral requirements. See more at: the Rackham Grad Tools page.

Existing Grad Tools sites will remain available until CTools is decommissioned. They will be available at least through July 1, 2019.

Get Help

22. I need to meet with someone to review my project sites and help me figure out what to do with other types of content besides file sharing.

ITS offers migration clinics to help you move to alternative services. Visit the project website to see a schedule of upcoming clinics and sign up for your one-on-one consultation.

You can start by using the CTools Project Sites Alternative Services Wizard to help identify the best options based on how you use the site, and if you still have questions, you may schedule an appointment.

23. Will there be training?

See the available support documentation and training resources.

 

24. What does it mean that CTools is read-only?  

CTools sites can be viewed and content can be downloaded.  Sites cannot be modified or deleted.  

If you need a site deleted, please contact us with name of the site(s) to delete.  If you need to have site membership modified, contact us with the site name as well as the name and uniqname of the person to add or remove from the site. 

If you have a site needs to be reactivated, contact the ITS project team with the name of your site, reason for reactivation, and how long you need the site to remain active. Requests will be reviewed on a case by case basis.

 

25. Why did my email to a CTools site get bounced back?  

CTools sites have been made read-only.  If you send email to a CTools address (@ctools.umich.edu), you will recieve a bounce-back message.  Note: Exempted sites can still receive email.

If you are a site owner, check out the alternative services to find another option. Both MCommunity and Google Discussion Groups are great ways to communicate with groups.  If you have a site that needs to be reactivated, contact the ITS project team with the name of your site, reason for exemption, and how long you need the site to remain active. Requests will be reviewed on a case by case basis

If you are a site member, contact the site owner to find out if the email group has moved to a new address.

 

26. Where can I find more information about CTools project site migration?

If you still have questions, please contact us.