1.
Advanced Features for INCOSE Connect Administrators with Windows SharePoint Services 3.0
Prepared by:
James Chism, Adjunct Faculty-Johns Hopkins University
January IW 2008

2. Agenda INCOSE CONNECT - Overview Purpose How to get Permissions
Architecture
What’s 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 the "Members Only" link as well as by the "reset password" link under "Member resources
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 Christian 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
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 sections
Announcements
Events (Calendar)
Shared Documents

9. Web Site Management Functions
Documents and Lists
Create
Site Settings
Links
Member 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 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 add
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 user name or group
Enter desired permission for user or group
Insert message for to user or group
Click 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 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 1: Type in the URL
Step 2: Type in a Description
of site.
Step 3: Click OK

22. Documents and Lists
Click on Documents and Lists

23. Documents and Lists To create a new library or list click Create.
Site Name & View
Views: Different views
can be selected for
Display.
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.

24. Shared Web Parts-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. 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 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 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.

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 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.

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
A description of the element is displayed at the top
of the Create page
Hover 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 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. Standard Web Parts – *Site Settings
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
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
* Administrators only

40. Site Administration - Site Settings
To add users or groups, to remove or edit or inherit
user’s permissions, or to change settings; click on
Advanced 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 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

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 Sitex
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:
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)