Knowledge Management Platform Communities of Practice User Guide for CoP users Copyright © 2010 Group Technology Solutions. All Rights Reserved.

Module Objectives Session Objectives  Introduce the services and capabilities available in the Community of Practice (CoP) Site  Provide a step-by-step guide to using key functionalities in the CoP Site

A) BASIC FUNCTIONS  Calendar  News and Announcements  Document Libraries  Discussion Forums Community of Practice (CoP) Collaborative Tool User Guide

Calendar – Events (3 of 3) 4. To view properties of the event, click on the event title. 5. The toolbar lists all the functions that can be performed for that particular item. 6. Click ‘Close’ and you will be routed back to the Calendar landing page. 4. Click the event title to view properties of event 2. You will be routed back to Calendar page 5. Toolbar lists all the functions that can be performed 6. Click ‘Close’. You will be routed to Calendar page 1. Click ‘Community Calendar’

A) OVERVIEW B) BASIC FUNCTIONS  Calendar  News and Announcements  Document Libraries  Discussion Forums Community of Practice (CoP) Collaborative Tool User Guide

1. On your CoP landing page, click on ‘Add New Announcement’. 2. Fill in the details. 3. Click ‘OK’. News and Announcements – Adding New Entries 1. Click ‘Add New Announcement’ 2. Fill in the details ‘‘Announcements’ is a place to share news, status and other short bits of information. Only CoPs community members can upload news and announcements. 3. Click ‘OK’

A) OVERVIEW B) BASIC FUNCTIONS  Calendar  News and Announcements  Document Libraries  Discussion Forums Community of Practice (CoP) Collaborative Tool User Guide

Default Document Library of CoP Site: 1) Shared Files – the documents are viewable/available for specific CoP members only Document Libraries – Upload Document (1 of 4)

The ‘Upload’ functions enables a user to upload documents to his/her CoP. Below are the ‘step-by-step’ guide to upload a document. 1. Select which folder under ‘Community Documents’ that you would like to upload document to Document Libraries – Upload Document (1/2) 1.Select the folder 4. Fill out details. Click ‘OK’ 3. Browse document to be uploaded 2. Click the ‘Upload’ button 5. Click drop down arrow. Choose ‘Send To’ and click ‘Download a Copy’ 6. Click ‘Open’ to view or ‘Save’ 1 1

2. To upload a document, click on the ‘Upload’ button. 4. The metadata form will be displayed. Fill it in. 3. Browse the document to be uploaded. Click ‘ok’. Document Libraries – Upload Document (2/2) 1. Select the folder 4. Fill out details. Click ‘OK’ 3. Browse document to be uploaded 2. Click the ‘Upload’ button 5. Click drop down arrow. Choose ‘Send To’ and click ‘Download a Copy’ 6. Click ‘Open’ to view or ‘Save’

5. To view/download the document, click on the ‘Drop Down Arrow’. Choose ‘Send To’ and click ‘Download a Copy’. 6. Click ‘Open’ to view or ‘Save’ to save it in your computer. Document Libraries –View / Download Documents (3/4) 1. Click the ‘Shared Files’ 4. Fill out details. Click ‘OK’ 3. Browse document to be uploaded 2. Click the ‘Upload’ button 5. Click drop down arrow. Choose ‘Send To’ and click ‘Download a Copy’ 6. Click ‘Open’ to view or ‘Save’

To delete a document within the ‘Shared Files’ folder, choose the document to be deleted and click on the ‘Drop Down Arrow’. Document Libraries –Delete Document (4/4) 1. Click ‘Delete’. 2. Click ‘OK’ Choose document and click drop down arrow 1. Click ‘Delete’ Click ‘OK’ ’

A) OVERVIEW B) BASIC FUNCTIONS  Calendar  News and Announcements  Discussion Forums (*Not available for now)  Document Libraries Community of Practice (CoP) Collaborative Tool User Guide

Discussion Forum – Creating Topics and Replies (1 of 3) Forums let you have discussions on a wide range of topics to quickly get answers or opinions from a pool of experts across the group. Topics posted are captured and stored in the repository for future references. 1. Click on the ‘Discussion Forum’ link. Forums are displayed based on category. 2. Click on a category to view forum. 3. To post a new forum thread, click on ‘New’ and the ‘Discussion’ icon Click ‘New’ and ‘Discussion’ 6. Click ‘Reply’ 7. Key in messages and click ‘OK’ 5. Click on thread title to post message 2. Click on a category 4. Fill out details. Click ‘OK’ 1. Click the ‘Discussion Forum’ link

Discussion Forum – Creating Topics and Replies (2 of 3) 4. Fill out the details of the thread and click ‘OK’. 5. Click on thread title in order to post your message Click ‘New’ and ‘Discussion’ 6. Click ‘Reply’ 7. Key in messages and click ‘OK’ 5. Click on thread title to post message 2. Click on a category 4. Fill out details. Click ‘OK’ 1. Click the ‘Discussion Forum’ link

Discussion Forum – Creating Topics and Replies (3 of 3) 6. Click on ‘Reply’ to post your message. 7. Key in your messages and click ‘OK’ Click ‘New’ and ‘Discussion’ 6. Click ‘Reply’ 7. Key in messages and click ‘OK’ 5. Click on thread title to post message 2. Click on a category 4. Fill out details. Click ‘OK’ 1. Click the ‘Discussion Forum’ link

Community of Practice (CoP) Collaborative Tool User Guide D) ADVANCED FEATURES  Alert Me E) TIPS

1.From the main page of your CoP site click on ‘Shared Files’. 2.Routed to ‘Shared Files’. 3.Click the drop down arrow on ‘Actions’ and click ‘Alert Me’. Alert Me (1 of 2) 1. Click on ‘Shared Files’ 4. Routed to ‘New Alert’ 3. Select ‘Actions’ and click ‘Alert Me’ 2. Routed to ‘Shared Files’ Use ‘Alert Me’ to create an alert notifying when there are changes to the specified document, item, list or library Fill in the fields 6. Click ‘OK’

4. Routed to ‘New Alert’. 5. Key in all the necessary fields. 6. Click ‘OK’. Alert Me (2 of 2) Click on ‘Shared Files’ 4. Routed to ‘New Alert’ 3. Select ‘Actions’ and click ‘Alert Me’ 2. Routed to ‘Shared Files’ 5. Fill in the fields 6. Click ‘OK’

Summary You have come to the end of this module. You should now be able to: Perform basic functions in your CoP Site such as contributing and retrieving documents, participating in discussions and adding news and calendar events. 1