Presentation on theme: "Advanced Features for INCOSE Connect Administrators with Windows SharePoint Services 3.0 Prepared by: James Chism, Adjunct Faculty-Johns Hopkins University."— Presentation transcript:
Advanced Features for INCOSE Connect Administrators with Windows SharePoint Services 3.0 Prepared by: James Chism, Adjunct Faculty-Johns Hopkins University January IW 2008 https://connect.incose.org
2 Agenda INCOSE CONNECT - Overview –Purpose –How to get Permissions –Architecture –Whats Improved with Windows SharePoint Services 3.0? –Windows SharePoint 3.0 Pre-Requisites –Sample Shared Space Web Site Management Functions –Add Members –Tips for Adding Members –Permissions for Users –Adding Links to a Page –Standard Web Parts Documents and Lists View and Modify Settings for Version Control Create –Sub-Site Creation –Create SharePoint List or library Site Settings –Users and Permissions –Edit Site Permissions –Modifying a Page Layout – Add a web part to a SharePoint site Presentation and Manuals Questions
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 through the "Members Only" link as well as by the "reset password" link under "Member resourceswww.incose.org If anyone has forgotten your username or password for access, please visit: If you do not have a username or still have questions, please contact C hristian Tulodieski, or the INCOSE Connect Collaboration team:
5 Architecture INCOSE 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 Administrators –Permissions can be reader, contributor, designer, or full control. Site administrators can create new sub-sites –With the same or different permissions as the parent site.
6 What's Improved in Windows Sharepoint Service 3.0? Wikis Issue Trackers Surveys Project task Management Integration Users can only see features that they have access to view Automatic breadcrumb bar - helping users navigate appropriately Better version control Better indexing & searching RSS Support Support for more browsers (Firefox & Safari) Extranet mode - eliminate multiple authentication dialog boxes
7 Windows SharePoint 3.0 Pre-requisites Optionally, Microsoft Office 2007 provides enhanced SharePoint/Office integration features. 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:
8 Sample Shared Space (Member Board) Shared Space has several sections Announcements Events (Calendar) Shared Documents Shared Space has several sections Announcements Events (Calendar) Shared Documents
9 Web Site Management Functions Documents and Lists Create Site Settings Member Access Links
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 members Step 2: Select permissions for new member. Step 3: Type a Welcome Step 4: Click OK Step 1: Enter the name or INCOSE address for new members Step 2: Select permissions for new member. Step 3: Type a Welcome Step 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 Use the address book to lookup users
13 Tips on Adding Members- Step 1 If the user does not exist in the INCOSE data base an error 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 click On Add
17 Permissions for Users – Step 2 Enter desired permission for user or group Insert message for to user or group Click OK Enter user name or group
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 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. 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 Links To 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 3: Click OK Step 2: Type in a Description of site. Step 2: Type in a Description of site. Step 1: Type in the URL
22 Documents and Lists Click on Documents and Lists
23 Documents and Lists Site Name & View Views: Different views can be selected for Display. Views: Different views can be selected for Display. Shared parts will vary from site to site depending on parts created by administrator Shared parts will vary from site to site depending on parts created by administrator This 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. To create a new library or list click Create.
24 Shared Web Parts-Documents and Lists Documents and Lists –Document Libraries –Picture Libraries –Lists Announcements Events Links Member Resources Member Rosters –Discussion Boards –Surveys –Sites and Workspaces –Recycle Bin
25 View and Modify Document Settings for Version Control On the Quick Launch bar, click Shared Documents
26 On the Settings menu, click Document Library Settings. The Customize Shared Documents page is displayed. View and Modify Document Settings for Version Control
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 Library Versioning Settings page for the Shared Documents document library New and changed documents must be approved by a specific person before they are available from the site Specify whether a version is created each time you edit a file in this document library Drafts are minor versions or items which have not been approved. Specify which users should be able to view drafts in this document library Specify whether users must check out documents before making changes in this document library Click OK for any Modifications
29 Standard Web Parts - *Create Libraries –Document Library –Form Library –Wiki Page Library –Picture Library Communications –Announcements –Contacts –Discussion Board Tracking –Links –Calendar –Tasks –Project Tasks –Issue Tracking –Survey Custom Lists – Custom Lists – Custom List in Datasheet View – Import Spreadsheet Web Pages – Basic Page – Web Part Page – Sites 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. 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) 1. Fill in the required info. 3. Then click on Create. 2. Select Custom and Highlight a template. 2. Select Custom and Highlight a template.
33 Subsite Creation (3 of 3) Fill in the required info and click Create. Your new site will then be shown. Fill in the required info and click Create. Your new site will then be shown.
34 New Site This 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 invited member can create new site elements. As a result, the Windows SharePoint Services technology fosters a highly collaborative environment.
37 CREATE – A SharePoint List or Library Hover over a few of the elements that interest you. In this example hover over Document Libraries. A description of the element is displayed at the top of the Create page
38 CREATE – A SharePoint Library In the Name box, type the name that you want to give the document library In In the Description box, type the description of the document library. Navigation Specify whether a link to this document library appears in the Quick Launch Specify whether to allow items to be added to this document library through . Users can send messages directly to the document library by using the address you specify. Select a document template to determine the default for all new files created in this document library. Finally click Create to create the document.
39 –Users and Permissions People and Groups Site Collection Administrators Advanced Permissions –Look and Feel Title, description, and icon Tree view Site theme Top link bar Quick Launch Save site as template Reset to site definition –Galleries Master pages Site content types Site columns Site templates List templates Web Parts Workflows Standard Web Parts – *Site Settings * Administrators only –Site Administration Regional settings Site libraries and lists Site usage report User alerts RSS Search visibility Sites and workspaces Site features Delete this site –Site Collection Administration Recycle bin Site collection features Site hierarchy Portal site connection
40 Site Administration - Site Settings Use this page to add a new library, wiki, survey, or Web page to this site. To add users or groups, to remove or edit or inherit users permissions, or to change settings; click on Advanced permissions.
41 Site Settings: Administration - Manage Users Page - Step 1: Check mark those who are to be removed. Step 2: Click on Actions -> Remove Selected Users.
42 Site Settings: Administration - Manage Users Page - Step 1: Check mark one whose permissions are to be edited. Step 2: Click on Actions -> Edit User Permissions.
43 Site Settings: Administration - Manage Users Page - Step 1: Check mark the permission for this user. Step 1: Click OK to change the permission for this user. Step 1: Click OK to change the permission for this user.
44 Modifying a Page Layout Click Edit Shared Page -> Design this Page Drag web parts to rearrange them Click Add a Web Part to add new functionality Click Edit Shared Page -> Design this Page Drag web parts to rearrange them Click 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.
47 Add a Web Part to a SharePoint Site
48 Add a Web Part to a SharePoint Site x Select the web part to be added by placing an X in the appropriate box Then 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: –https://connect.incose.org/default.aspxhttps://connect.incose.org/default.aspx –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)