Even avid StudyMate users are often unaware of a separate application called StudyMate Organizer that is included with StudyMate. StudyMate Organizer is useful for organizing and delivering Flash (SWF) files from a local desktop or computer network.

You may never need StudyMate Organizer if the Flash objects created with StudyMate are delivered to students from a course management system or web page. But if students will be accessing the materials from a local network or PC -- as is often the case in K-12 -- you may find this free tool of particular interest.

Why Use StudyMate Organizer?
StudyMate and many other Flash authoring tools (such as Macromedia Captivate) export both a Flash file (SWF) and an HTML file that’s used to launch the Flash file. If the Flash file is launched directly (that is, without using the HTML file), it may function incorrectly or display at the wrong size.

If StudyMate activities are published directly to a course management system (or exported to SCORM format), you don’t have to worry about the separate SWF and HTML files. But if students will access the Flash activities from a local network or local PC, then it is more difficult to keep everything organized. For example, let’s say that an instructor creates five unique StudyMate exercises. This results in 10 files:

Exercise1.HTML
Exercise1.SWF
Exercise2.HTML
Exercise2.SWF
Exercise3.HTML
Exercise3.SWF
Exercise4.HTML
Exercise4.SWF
Exercise5.HTML
Exercise5.SWF

The instructor will either need to explain to students how to locate the HTML file to start the intended activity, or, the instructor will need to create a Windows shortcut for each exercise. Both approaches are cumbersome and time-consuming. Instead, students can start StudyMate Organizer like a typical Windows application and view only the files and information intended by the instructor.

How Does StudyMate Organizer Work?
StudyMate Organizer is a small application (292 KB) that can be copied to any folder on a Windows PC or local network (it doesn’t require installation). Once the “StudyMateOrganizer.exe” file is copied to a folder, create a Windows shortcut that points to it. Then make sure to output all SWF/HTML files from StudyMate to this folder (or copy the files to this folder after the export).

For the five student exercises mentioned above, this is what students will see when using StudyMate Organizer:

All pairs of SWF/HTML files are listed as a single item in the left window. If the Flash file was created with StudyMate, additional “meta” information can be viewed in the right window, including the title of the Flash object, keywords entered by the instructor, links for launching a StudyMate activity or game, and other file information (date, size, source file, etc.).

To begin an activity, a student will click one of the links in the right window.

StudyMate Organizer will also display and launch Flash files created with other Flash authoring tools. Sub-folders can be added to further organize the materials.

If the Flash object was created with a different authoring tool, less information is displayed in the right window, as shown above. If sub-folders are created, students will click on the folder to view the Flash files located within it.

Where is StudyMate Organizer?
StudyMate’s Publish Wizard provides an "HTML + SWF" export option. Select this and the final step in the wizard will offer to start StudyMate Organizer and display the exported file. If StudyMate Organizer isn’t already located in the folder to where HTML/SWF files are saved, a copy will automatically be placed there.

In Conclusion
StudyMate Organizer is a free application that makes it easy to organize, preview, and deliver Flash (.swf) files. It is primarily used when Flash activities for students are delivered from a local PC or local network. The key advantage is that it eliminates the need for students to locate the HTML file that corresponds to the Flash object (or for the instructor to create separate shortcuts for each Flash activity).

To create StudyMate activities for use with StudyMate Organizer, select the “HTML+SWF” option from StudyMate’s Publish Wizard. The final step of the wizard allows you to view the exported activity with StudyMate Organizer and will copy the application to the folder if it isn’t already there.

For more information about StudyMate Organizer, see the StudyMate online help or user guide.

Source: Respondus, Inc. (www.respondus.com)
Originally Published: January 27, 2005

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