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

Knowledge Objectives 1.List the steps involved in maintaining a community 2.List the steps involved in creating a new subcommunity 3.List the types of objects that may be created in a community 4.Manage security through Access Control Lists (ACLs) 5.List the duties of a community manager

Community Management Processes Community Management consists of several activities that can each be understood as a process of defined steps –Maintain (Edit) current Community –Create and Maintain (Edit) subcommunities –Create or Edit a Page –Create or Edit a Portlet –Adding Portlets to a Page –Create or Edit a Group (if the community is to be fully or partially restricted) The following slides present a high-level overview of these processes for putting together a community. The steps are detailed along with screenshots in additional training documents on the Enterprise Portal Training Page. These process outlines may be used a quick-reference sheet when you need to quickly review the steps for each type of object.

Maintain (Edit) Community From inside your community click the My Communities dropdown and select Edit this Community This is where you will be able to manage –How the information in the community is organized Create subcommunities Create New Pages Create Portlets from portlet templates Create Community Groups –Who is able to see the information Create Community Groups Set Access Control Lists (ACL)

Create Additional Pages Start –From the Edit Community area, click the “New Page” button –Choose one of the page templates with your agency name –Click OK on the Inherit from the template window –Create or Add portlets to the page (see separate process) –Name your page, and provide a description (start name with “Home” or “Hide” if it should not be seen in the left navigation) –Review / edit the security Access Control List (ACL) Finish

Creating a Portlet Start –From the Edit Community area, click “This Community’s Portlets” –Click “Create Portlet” –Search a portlet template –Click “Edit” to specify the contents (this will depend on the template chosen) –Indicate Wide or Narrow (narrow is recommended, as it can be in any column) –Select “For Community pages only,” in most cases –Indicate whether to suppress the portlet’s title bar (check for all Enterprise Publisher Templates where a Title field is specified) –Name your portlet, and provide a description –Review / edit the security Access Control List (ACL) Finish

Adding Portlets to a Page Start –Click on a page to open the Page Editor window –Click Add Portlets –Search for a portlet –Check the box for all portlets you wish to add and click “Finish” –Arrange your portlets on the page using “drag-n-drop” Finish

Creating a Group The standard Portal Administrator, Community Manager, and Content Manager groups have already been created for you. Start –In the Edit this Community area, click This Community’s Groups in the Edit Community Settings area –Click the “Create Group” button –Add one or more users or groups –For individual users, search using the format “Last, First” –In all cases, you may search using * as a wildcard character –Check the boxes for all users/groups you wish to add, then click “OK” –Name your group, and provide a description –Review / edit the security Access Control List (ACL) Finish

The Creation Process in General Note that every object you create has a few common properties: –Name –Description –Class ID –Object ID –Security (the Access Control List) Note also that when you review the ACL for any object you create, you are automatically given “Admin” access… if you create it, by default you own it Since you have Admin access to the object, you can also control the access level for other users and groups (excepting admins at a higher level) Found under “Properties and Names” *Class and Object IDs are important as portal URLs are comprised of them. You will create links to pages and communities using these IDs

Managing Object Security (ACLs) Edit Security for an object –Everything created in the Portal is considered an object –All objects have their own security –Select the Security link at left in the Edit Standard Settings area of the object –Add or Remove users and groups –Change access levels between Read, Select, Edit and Admin Read – a user can view the object Select – a user can search for and find an object (e.g., you have Select rights on page templates, portlet templates, users, groups, etc.) Edit – a user can modify any property of the object except Security (the ACL) Admin – a user can modify any property including the ACL, and can delete the object

Managing Object Security (ACLs) Since security exists on every object, it can take a while to master all implications, but here are a few tips: –When creating any object, it will always inherit the ACL from it’s containing object (either a community or a folder) –Verify the security settings before clicking the Finish button –Start small and open up the security as needed

What I do in the portal –Create sub-communities –Create, remove, or reorder pages in my community –Create, add, remove, or arrange portlets on my pages –Put users into groups, giving them access to my community –Manage security access to my communities, pages & portlets –Manage associations between my communities and collaboration projects Community Manager What I don’t do in the portal –Access Publisher Explorer for content management –Create users –Create collaboration projects

How to Begin The Enterprise Portal Team has already created folders and groups with the necessary Activity Rights and permissions for your agency Your agency Portal Manager has configured the objects for the top level community in accordance with the Enterprise Portal User Interface Guide In order to start working with your own community, you must be given access to your agency’s community by your Portal Manager Contact your Portal Manager regarding issues with access and/or group membership

1)List the major processes involved in maintaining a community 2)List the types of objects that may be created within a community 3)Define the ACL, it’s four values, and how you set No Access to an object for a user or group 4)List the duties of a community manager Knowledge Objectives Review End