Presentation on theme: "Https://connect.incose.org Advanced Features for INCOSE Connect Administrators with Windows SharePoint Services 3.0 Prepared by: James Chism, Adjunct."— Presentation transcript:
1 Advanced Features for INCOSE Connect Administrators with Windows SharePoint Services 3.0Prepared by:James Chism, Adjunct Faculty-Johns Hopkins UniversityJanuary IW 2008
2 Agenda INCOSE CONNECT - Overview Purpose How to get Permissions ArchitectureWhat’s Improved with Windows SharePoint Services 3.0?Windows SharePoint 3.0 Pre-RequisitesSample Shared SpaceWeb Site Management FunctionsAdd MembersTips for Adding MembersPermissions for UsersAdding Links to a PageStandard Web PartsDocuments and ListsView and Modify Settings for Version ControlCreateSub-Site CreationCreate SharePoint List or librarySite SettingsUsers and PermissionsEdit Site PermissionsModifying a Page LayoutAdd a web part to a SharePoint sitePresentation and ManualsQuestions
3 INCOSE Connect Purpose Support a culture of effective two-way communication throughout INCOSE by providing:Private workspaces for INCOSE activities (TLT, CAB, Member Board, Chapters, project teams, etc)Distributed collaboration capabilities (document repositories, discussion threads, calendars, action items, decision histories, etc)
4 How to Get Connected – Permissions - All INCOSE members are given an INCOSE Connect username and password.Members can reset their own passwords, assuming they know what their INCOSE ID is. They will automatically be taken to a window that allows them to change their password if they fail to sign on three times, other ways are via the the "Members Only" link as well as by the "reset password" link under "Member resourcesIf anyone has forgotten your username or password for access, please visit:If you do not have a username or still have questions, please contact Christian Tulodieski, or the INCOSE Connect Collaboration team:
5 ArchitectureINCOSE Connect is an internet service built on Microsoft SharePoint Technologies. Will be updated to SharePoint 3.0 after the IW 08.Each INCOSE Connect site is a separate protected workspace.Each workspace view is controlled by “web parts”Workspace access is managed by Site AdministratorsPermissions can be reader, contributor, designer, or full control.Site administrators can create new sub-sitesWith the same or different permissions as the parent site.
6 What's Improved in Windows Sharepoint Service 3.0? WikisIssue TrackersSurveysProject task ManagementIntegrationUsers can only see features that they have access to viewAutomatic breadcrumb bar - helping users navigate appropriatelyBetter version controlBetter indexing & searchingRSS SupportSupport for more browsers (Firefox & Safari)Extranet mode - eliminate multiple authentication dialog boxes
7 Windows SharePoint 3.0 Pre-requisites Before accessing INCOSE Connect, please be sure you meet the Computer software meets the following prerequisites.In order to access INCOSE Connect, you must be running one of the following browsers:Optionally, Microsoft Office 2007 provides enhanced SharePoint/Office integration features.
8 Sample Shared Space (Member Board) Shared Space has several sectionsAnnouncementsEvents (Calendar)Shared Documents
9 Web Site Management Functions Documents and ListsCreateSite SettingsLinksMember Access
10 Add Members to Site (1 of 2) To add access for a new user for your site, click on Add new user.
11 Add Members to Site (2 of 2) Step 1: Enter the name or INCOSE address for new membersStep 2: Select permissions fornew member.Step 3: Type a WelcomeStep 4: Click OK
12 Tips on Adding Members- Step 1 Click to make sure the users exist and you spelled there names correctly. You do not need to addUse the address book to lookup users
13 Tips on Adding Members- Step 1 If the user does not exist in the INCOSE data base anerror message will show “No exact match was found”
14 Tips on Adding Members- Step 1 Click on Search Directory
15 Tips on Adding Members- Step 1 Type in name, then enter to begin search
16 Tips on Adding Members- Step 1 Select the name and then clickOn Add
17 Permissions for Users – Step 2 Enter user name or groupEnter desired permission for user or groupInsert message for to user or groupClick OK
18 Permissions for Users – Step 2 Includes the following permissions for users:Full Control - Full control of the scope.Design - Can create lists and document libraries and edit pages in the Web site.Contribute - Can create and edit items in existing lists and document libraries.Read - Read-only access to the Web site.
19 levels that contain specific permissions. Microsoft Windows SharePoint Services 3.0 includes five permission levels by default.You can customize the permissions available in these permission levels (except for theLimited Access and Full Control permission levels), or you can create new permissionlevels that contain specific permissions.Microsoft Windows SharePoint Services 3.0 includes five permission levels by default. You can customize the permissions available in these permission levels (except for the Limited Access and Full Control permission levels), or you can create new permission levels that contain specific permissions.
20 Adding LinksTo add a Link to your site, click on Link web part.
21 Adding Links to a Page URL can be tested after entry for validity Step 1: Type in the URLStep 2: Type in a Descriptionof site.Step 3: Click OK
22 Documents and ListsClick on Documents and Lists
23 Documents and Lists To create a new library or list click Create. Site Name & ViewViews: Different viewscan be selected forDisplay.Shared parts willvary from site to sitedepending on partscreated by administratorThis page shows all the libraries, lists, discussion boards, and surveys in this Connect site. Click the name of a library or list to view its contents.
24 Shared Web Parts-Documents and Lists Document LibrariesPicture LibrariesListsAnnouncementsEventsLinksMember ResourcesMember RostersDiscussion BoardsSurveysSites and WorkspacesRecycle Bin
25 View and Modify Document Settings for Version Control On the Quick Launch bar, click Shared Documents
26 View and Modify Document Settings for Version Control On the Settings menu, click Document Library Settings.The Customize Shared Documents page is displayed.
27 View and Modify Document Settings for Version Control In the General Settings list, click Versioning Settings.
28 View and Modify Document Settings for Version Control You now see the Document LibraryVersioning Settings pagefor the Shared Documentsdocument libraryNew and changed documents must be approved by aspecific person before they are available from the siteSpecify whether a version is created each timeyou edit a file in this document libraryDrafts are minor versions or items whichhave not been approved. Specify whichusers should be able to view drafts in thisdocument librarySpecify whether users must check out documentsbefore making changes in this document libraryClick OK for any Modifications
29 Standard Web Parts - *Create LibrariesDocument LibraryForm LibraryWiki Page LibraryPicture LibraryCommunicationsAnnouncementsContactsDiscussion BoardTrackingLinksCalendarTasksProject TasksIssue TrackingSurveyCustom ListsCustom List in Datasheet ViewImport SpreadsheetWeb PagesBasic PageWeb Part PageSites and Workspaces* Administrators only
30 CREATE - Administrator Use this page to add a new a new library, wiki, survey, or Web page to this site.Hover over the hyperlink of the item you wish to create to see additional info.
31 Subsite Creation (1 of 3) To add a sub-site, click on Sites and Workspaces.
32 Subsite Creation (2 of 3) 3. Then click on Create. 1. Fill in the required info.2. Select Custom andHighlight a template.
33 Subsite Creation (3 of 3) Fill in the required info and click Create. Your new site will then be shown.
34 New SiteThis is what a new site looks like with Chapter Administration Template.
35 CREATE – A SharePoint List or Library On the Quick Launch bar, click View All Site Content
36 CREATE – A SharePoint List or Library At the top of the All Site Content page, click Create.Note: Contributor rights are required for some site actions, but even an invitedmember can create new site elements. As a result, the Windows SharePointServices technology fosters a highly collaborative environment.
37 CREATE – A SharePoint List or Library A description of the element is displayed at the topof the Create pageHover over a few of the elements that interest you.In this example hover over Document Libraries.
38 CREATE – A SharePoint Library In the Name box, type the name that youwant to give the document libraryIn In the Description box, type the descriptionof the document library.NavigationSpecify whether a link to this documentlibrary appears in the Quick LaunchSpecify whether to allow items to be added to this document librarythrough . Users can send messages directly to thedocument library by using the address you specify.Select a document template to determine the default forall new files created in this document library.Finally click Create to create the document.
39 Standard Web Parts – *Site Settings Users and PermissionsPeople and GroupsSite Collection AdministratorsAdvanced PermissionsLook and FeelTitle, description, and iconTree viewSite themeTop link barQuick LaunchSave site as templateReset to site definitionGalleriesMaster pagesSite content typesSite columnsSite templatesList templatesWeb PartsWorkflowsSite AdministrationRegional settings Site libraries and lists Site usage report User alerts RSS Search visibility Sites and workspaces Site features Delete this siteSite Collection AdministrationRecycle bin Site collection features Site hierarchy Portal site connection* Administrators only
40 Site Administration - Site Settings To add users or groups, to remove or edit or inherituser’s permissions, or to change settings; click onAdvanced permissions.Use this page to add a new library, wiki, survey, or Web page to this site.
41 Site Settings: Administration - Manage Users Page - Step 2: Click on Actions -> Remove Selected Users.Step 1: Check mark those who are to be removed.
42 Site Settings: Administration - Manage Users Page - Step 2: Click on Actions -> Edit User Permissions.Step 1: Check mark one whose permissions are to be edited.
43 Site Settings: Administration - Manage Users Page - Step 1: Check mark the permission for this user.Step 1: Click OK to changethe permission for this user.
44 Modifying a Page Layout Click Edit Shared Page -> Design this PageDrag web parts to rearrange themClick Add a Web Part to add new functionality
45 Site Management - Site Settings Use this page to add a new to add a new library, wiki, survey, or Web page to this site.
46 Add a Web Part to a SharePoint Site Under Site Actions click on Edit Page.
48 Add a Web Part to a SharePoint Site xSelect the web part to beadded by placing an X inthe appropriate boxThen click on Add
49 Add a Web Part to a SharePoint Site With the web part added, click on Exit Edit Mode.
50 Presentation and Manuals To download the training presentations or manuals:Go to “Shared Documents” Select “Guide to INCOSE Connect”. Four documents are available for download:1. Administrators INCOSE Connect Training(IW 08)2. INCOSE Connect Administrators Manual (IW 08)3. INCOSE Connect Users Manual (IW 08)4. Introduction to INCOSE Connect Training(IW 08)