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Enterprise Portal Overview

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Presentation on theme: "Enterprise Portal Overview"— Presentation transcript:

1 Enterprise Portal Overview
HR Development Division PA Office of Administration Room 511 Finance Building Harrisburg PA 17120 Click the arrows to go forward or back

2 Course Description This is an introductory course for the Enterprise Portal You will be introduced to the basic components of the Portal and how users interact with them on various levels This course is required prior to attending other Portal classes

3 Agenda I. Enterprise Portal II. Logging in VII. Collaboration
The Portal & Portal Architecture How the Portal works (in a Nutshell) II. Logging in VII. Collaboration III. My pages VIII. Publisher IV. Communities IX. Studio V. Knowledge Dir X. Security VI. Search XI. Roles and Training

4 Identity Mgmt & Security
The Portal Portal Communities Applications The Portal is a Framework for deploying a broad range of solutions Everything in the portal is organized around communities Communities, pages and portlets make up the user experience Portlets can display content and functionality from any of the Activity Servers, as well as other remote applications Portal Collaboration Publisher Activity Servers Studio Search Analytics Process Identity Mgmt & Security IDK Database Document Repository

5 Portal Architecture The main function of the portal is to deliver the user interface (communities, pages, and portlets) to the end user, as well as control security access to each of those elements The portal communicates with back-end Activity Servers to provide specific functionality or content The portal connects to Active Directory, so you use your regular CWOPA account to login

6 How the Portal Works (in a Nutshell)
When a user goes to a portal URL, the portal server retrieves the page structure from the database and checks the security for each object (community, page, and each portlet) to verify the user’s access The portal then retrieves the actual contents of each portlet from the appropriate Activity Server, and finally puts the whole page together and sends it to the user’s browser

7 How the Portal Works (in a Nutshell)
If a user isn’t logged in, or doesn’t have at least Read access the portal will not display that information. The job of the Community Manager is to create all the containing objects, and manage the security on each object so users receive only what is appropriate for them

8 III. Logging in For users connecting to the portal from a computer on the CWOPA domain, login to the portal is automatic. For users connecting from outside of the CWOPA domain you must enter your User name and Password following the directions on the login screen. * To verify if you are logged in or not scroll to the bottom of the navigation portlet in the left column. If there is a “Log Off” button you are logged in If the button says “Log In” you are not logged in to the portal

9 IV. My Pages My Pages are your personalized view of the portal. Each My Page displays portlets that you choose. Other users can not see your My Pages. You can have up to 7 different My Pages, each one with it’s own layout and portlets. These are the tasks that can be performed on a My Page. Edit page name Change page layout Add portlets Delete portlets Rearrange portlets Click the My Pages dropdown and select Home Page

10 My Pages Menu To customize your default My Page or access other pages within My Pages, click My Pages to display the menu. The My Pages default menu contains the following options: Create New Page Edit Page Add Portlets Edit Portlet Preferences Delete this Page Home Page These options are available when you view the menu from a My Page. If you view the menu from any other page in the portal, you will only see the Create New Page option and a list of your My Pages.

11 Click the My Pages dropdown again to see more options
Select Edit Page to change the layout

12 Layout Click Select Page Layout for more page options
Choose one of the four options and click Finish Rename your page here

13 Adding Portlets This is a My Page before being setup
or click Add Portlets on the Edit Page view To add portlets click here or click Add Portlets on the My Pages dropdown

14 Use the Search box to limit the choices
Select a Portlet Scroll through the pages of available portlets

15 The Edit Page function Allows you to rearrange the portlets on your My Page Click and drag to move portlets. Wide portlets cannot be moved to a narrow column.

16 V. Communities Communities are sites within a portal designed for a specific audience or task, such as collaborative projects. The portlets, layout, community preferences, and subcommunities within a community are determined by the community manager. Although the community managers determine which portlets are displayed in a community, a portlet itself might allow community members to change the content within each portlet. To view the communities of which you are a member, click the My Communities menu. To view a community, click its name.

17 My Communities Menu The My Communities menu also allows you to:
Join Communities Unsubscribe Communities Add Portlets Edit this Community Create New Page Edit Portlet Preferences Depending on the security settings all of these options may not be available to you.

18 Joining a Community From the My Communities menu, select Join Communities. Search for and select the communities you want to join. After you have selected all of the communities that you want to join, click Finish. Note: To unsubscribe from communities on this page, clear the check boxes next to the communities from which you want to unsubscribe. Note: You will only see the communities that you have permission to join. If you are not able to join a community, ask your portal administrator to change your access privilege.

19 Searching for a Community
On the Join Communities page, type the text for which you want to search in the Search for Communities text box. Click You can perform the following actions on the search results: To change the way the search results are sorted, in the Sort by drop-down list, select Relevance, Last Modified Date, or Folder. To join a community, select it and click Finish to save your changes.

20 Unsubscribing from a Community
This page lists all of the communities of which you are a member, making it simple to unsubscribe from communities you no longer need. However, your administrator might have made your membership in some communities mandatory. NOTE: You cannot unsubscribe from mandatory communities. To remove yourself from a community: In the My Communities menu, click Unsubscribe Communities. To select all non-mandatory communities, select the box next to My Communities; to select an individual community, select the box next to the community. Click Unsubscribe. To save your settings, click Finish. To revert to your previous settings, click Cancel. The communities to which you unsubscribed no longer appear in your My Communities menu.

21 VI. Knowledge Directory
Allows all logged in Users to browse the folders in the Directory that they have been given access to. The Knowledge Directory is similar to a Windows Explorer file system tree in that documents are organized in folders and subfolders. A folder can contain content from various sources including documents, links to people, portlets, and communities. If your Portal or Community Manager has given you permission you may also be allowed to submit content or documents to the Knowledge Directory. If the folder includes a description, it appears as a tooltip. To view the description, place your mouse over the folder name.

22 Knowledge Directory (cont)
To view a document or content in a folder or subfolder, click the folder or subfolder, navigate to the item you want to view, and click its name. You can tell other portal users about a document by sending them a Document Invitation. When other portal users click the URL in your , the document displays. If a user does not have permission to see the document, an error message is displayed.

23 Knowledge Directory (cont)
The following options are only available to you if you have the appropriate permissions. Contact your Portal or Community Manager if you need to perform any of these actions but do not have the option to do so. Edit the Directory Submit Documents Add yourself as an Expert See Related Communities See Related Folders See Related Portlets See Related Experts See Related Content Managers

24 VII. Search The Portal Search is included in the header for all communities. The search returns results from the Portal. The Agency Search is created by the agency Portal Manager or Community Manager for use on the community pages. The search can be set up to look in specific folders in the Knowledge Directory, specific Publisher portlets, as well as Collaboration Projects.

25 VIII. Collaboration The collaboration portion of the Portal provides us with Projects or work areas to share information. NOTE: Projects in the portal are distinct and separate from project management activities. Collaboration Projects allow us to: Set schedules Manage tasks Share documents Exchange ideas

26 Collaboration Project
The functional areas of a Project Set Schedules Share documents Manage tasks Exchange ideas Overview

27 Project Calendar Tasks Event Recurring Event Milestone

28 Project Tasks Task Lists Tasks Milestone

29 Project Documents Folder list Document list

30 Project Discussions Discussion Topics Discussion Message
Message Replies

31 Collaboration Summary
Collaboration Projects provide an easy to use interface for sharing calendars, tasks, documents and discussions. Anyone assigned as a Project Leader should take the Collaboration Project Leader Workshop training. The workshop covers: Setting up and using the project Adding users and setting security Using WebDAV to upload documents and folders

32 IX. Publisher Publisher allows portal users to publish content in a controlled, consistent way. Publisher provides fully integrated administration, search, security, and user profile management.

33 Publisher Users Publisher users can be divided into the following groups based on the tasks they perform: Content Manager - Creates and Maintains all Publisher based content for a community and its subcommunities. Community Manager - responsible for the creating and publishing content. Content Portlet Developer - responsible for creating portlets that are used in community pages and My Pages as well as the templates that are used within Publisher. Portal Manager - responsible for configuring and maintaining the agency folder in Publisher. These Publisher groups are assigned permissions based on the roles listed in the Enterprise Portal Governance document. To review the document, sign into the Portal then click here

34 X. Studio Studio gives us a set of portlet templates that allow users to create powerful database driven portlets. An easy to follow Wizard walks you through the creation process Create polls and surveys quickly Build a database to your specifications Database stores all information submitted by users Portlets collect data from and display data to end users

35 Studio Portlets There are seven (7) Studio Portlet Templates available
Studio Calendar Studio Poll Studio Survey Studio Data Submission Studio Record Browser Studio Record Lookup Studio Record Summary An additional portlet template available for Studio is the New Studio Portlet. This allows the user to preview the various types of Studio portlets and choose the one that best meets their needs.

36 Studio Calendar Looks just like the Collaboration Calendar but, the New Event button opens a custom designed submission form set up by the portlet creator.

37 Studio Poll In just a few minutes time you can create a portlet that asks one question and get immediate feedback.

38 Studio Survey A survey can be created to ask a series of questions.
The type of response is selected while setting up the survey with the Wizard.

39 Studio Data Submission
The Data Submission portlet allows users to determine what information they want to capture The input form shown here lets the audience respond to a set a questions These responses will be created as records in the Database Other portlets can be created to display or search for the records in the database

40 Studio Record Browser Using a Record Browser portlet you can view and edit the records that have been created in the various Studio databases. You can also create New records, Export records, and Delete records based on the permissions you have to the database.

41 Studio Record Lookup The Record Lookup portlet lets you specify the search criteria for the records you want to find in a particular database. You can view each record by clicking on it’s link

42 Studio Record Summary The Record Summary allows you to view a report of the combined record totals.

43 XI. Security Everything that is created in the Portal is considered an object All objects have some level of security assigned Security settings are different for each of the functional areas of the Portal Collaboration has 5 levels of security but can only be assigned to 3 groups (Leaders, Members, Guests) Communities have 4 levels Publisher has 7 levels Studio security is set on the database and has 8 levels

44 XII. Roles & Training Role Role Description Approved Curriculum
Collaboration Project Leader Manages and Leads a Collaboration Project(s). Enterprise Portal Overview Collab Project Ldr Workshop Content Manager Creates and maintains all Publisher based content for a community and its sub-communities, at the level where the Content Manager role is given responsibility (this may be at the CoP level, and agency level, or – for very large agencies- a particular set of sub-communities within a large agency). The responsibilities are the same regardless of the breadth of the Content Manager’s oversight. Publisher Basics Content Portlet Developers Manages the content portlets and page layout for a community and its sub-communities, at the level where the Content Portlet Developer is given responsibility. The responsibilities are the same regardless of the breadth of the Content Portlet Developer’s oversight. Community Management Publisher 5-day Advanced Workshop Knowledge Directory Community Managers Administers the portal at the level where the community manager is given responsibility. The responsibilities are the same regardless of the breadth of the portal manager’s oversight. Studio Analytics

45 Roles & Training (cont)
Role Description Approved Curriculum Portal Managers Administers the portal at the level where the portal manager is given responsibility. The responsibilities are the same regardless of the breadth of the portal manager’s oversight. Enterprise Portal Overview Administration Community Management Studio Analytics Publisher Basics Knowledge Directory Collab Project Ldr Workshop Portal Application Developer Develops custom portlets using the Integration Developers Kit to integrate applications with a portal community. IDK Parts 1 & 2 Portal Admin Concepts Business Sponsor Provides Executive Level Business Direction and Financial Support. Project Manager Leads portal project following the EPM Methodology. Portal Designer Optional Role: Leads overall layout of the portal to meet business, usability, and IT Accessibility requirements. End

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