Advanced Features for INCOSE Connect Administrators

with Windows SharePoint Services 3.0

Prepared by:James Chism, Adjunct Faculty-Johns Hopkins University

January 2008 - IW 2008

https://connect.incose.org

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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

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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)

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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 www.incose.org:  through 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:http://www.incose.org/membership/requestPWreset.cfm

• If you do not have a username or still have questions, please contact Christian Tulodieski, (Christian.Tulodieski@incose.org) or the INCOSE Connect Collaboration team: connectsupport@incose.org

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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.

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What's Improved in Windows Sharepoint Service 3.0?

• Wikis• Issue Trackers• Surveys• Project task Management• Email 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

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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:

Browser Supported by WSS 3.0 Windows Linux/Unix Macintosh OSXFirefox 1.5 X X XMozilla 1.7 XNetscape Navigator 7.2 XNetscape Navigator 8.1 XSafari 2.0 XMicrosoft Internet Explorer 6.x (32-bit) xWindows Internet Explorer 7.x (32-bit) x

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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

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Web Site Management Functions

Documents and Lists

Create

Site Settings

Member Access

Links

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Add Members to Site (1 of 2)

To add access for a new user for your site, click on Add new user.

To add access for a new user for your site, click on Add new user.

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Add Members to Site (2 of 2)Step 1: Enter the name or INCOSE e-mail address for new members

Step 2: Select permissions fornew member.

Step 3: Type a Welcome email

Step 4: Click OK

Step 1: Enter the name or INCOSE e-mail address for new members

Step 2: Select permissions fornew member.

Step 3: Type a Welcome email

Step 4: Click OK

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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 “@incose.org”

Click to make sure the users exist and you spelled there names correctly. You do not need to add “@incose.org”

Use the address book to lookup users

Use the address book to lookup users

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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”

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Tips on Adding Members- Step 1

Click on Search Directory

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Tips on Adding Members- Step 1

Type in name, then enter to begin search

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Tips on Adding Members- Step 1

Select the name and then clickOn Add

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Permissions for Users – Step 2

Enter desired permission for user or group

Insert message for e-mail to user or group

Click OK

Enter user name or group

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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.

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Permission level Description Permissions included by default Limited Access Allows access to shared resources

in the Web site so users can access an item within the site. Designed to be combined with fine-grained permissions to give users access to a specific list, document library, item, or document, without giving users access

View Application Pages, Browse User Information, Use Remote Interfaces, Use Client Integration Features, Open

Read Read-only access to the Web site. Limited Access permissions plus: View Items, Open Items, View Versions, Create Alerts, Use Self-Service Site Creation, View Pages

Contribute Can create and edit items in existing lists and document libraries.

Read permissions plus: Add Items, Edit Items, Delete Items, Delete Versions, Browse Directories, Edit Personal User Information, Manage Personal Views, Add/Remove Personal Web Parts, Update Personal Web Parts

Design Can create lists and document libraries and edit pages in the Web site.

Contribute permissions plus: Manage Lists, Override Check Out, Approve Items, Add and Customize Pages, Apply Themes and Borders, Apply Style Sheets

Full Control Full control of the scope. All 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.

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Adding Links

To add a Link to your site, click on Link web part.

To add a Link to your site, click on Link web part.

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Adding Links to a Page

URL can be tested after entry for validity

URL can be tested after entry for validity

Step 3: Click OKStep 3: Click OKStep 2: Type in a Descriptionof site.

Step 2: Type in a Descriptionof site.

Step 1: Type in the URLStep 1: Type in the URL

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Documents and Lists

Click on Documents and Lists

Click on Documents and Lists

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Documents and Lists

Site Name & ViewSite Name & View

Views: Different viewscan be selected for Display.

Views: Different viewscan be selected for Display.

Shared parts willvary from site to sitedepending on partscreated by administrator

Shared parts willvary from site to sitedepending on partscreated 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.

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.

To create a new library or list click Create.

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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

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View and Modify Document Settings for Version Control

On the Quick Launch bar, click Shared Documents

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On the Settings menu, click Document Library Settings. The Customize Shared Documents page is displayed.

View and Modify Document Settings for Version Control

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View and Modify Document Settings for Version Control

In the General Settings list, click Versioning Settings.

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View and Modify Document Settings for Version Control

You now see the Document LibraryVersioning 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 timeyou edit a file in this document library

Drafts are minor versions or items whichhave not been approved. Specify which users should be able to view drafts in this document library

Specify whether users must check out documentsbefore making changes in this document library

Click OK for any Modifications

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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

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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.

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Subsite Creation (1 of 3)

To add a sub-site, click onSites and Workspaces.

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Subsite Creation (2 of 3)

1. Fill in the required info.

1. Fill in the required info.

3. Then click on Create. 3. Then click on Create.

2. Select Custom and Highlight a template.

2. Select Custom and Highlight a template.

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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.

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New Site

This is what a new site looks like with Chapter Administration Template.

This is what a new site looks like with Chapter Administration Template.

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CREATE – A SharePoint List or Library

On the Quick Launch bar, click View All Site Content

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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.

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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

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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 documentlibrary appears in the Quick Launch

Specify whether to allow items to be added to this document library through e-mail. Users can send e-mail messages directly to the document library by using the e-mail 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.

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– 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

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Site Administration - Site Settings

Use this page to add a new library, wiki, survey, or Web page to this site.

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 inherituser’s permissions, or to change settings; click onAdvanced permissions.

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Site Settings: Administration- Manage Users Page -

Step 1: Check mark those who are to be removed.

Step 1: Check mark those who are to be removed.

Step 2: Click on Actions -> Remove Selected Users.

Step 2: Click on Actions -> Remove Selected Users.

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Site Settings: Administration- Manage Users Page -

Step 1: Check mark one whose permissions are to be edited.

Step 1: Check mark one whose permissions are to be edited.

Step 2: Click on Actions -> Edit User Permissions.

Step 2: Click on Actions -> Edit User Permissions.

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Site Settings: Administration- Manage Users Page -

Step 1: Check mark the permission for this user.

Step 1: Check mark the permission for this user.

Step 1: Click OK to changethe permission for this user.

Step 1: Click OK to changethe permission for this user.

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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

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Site Management - Site Settings

Use this page to add a new to add a new library, wiki, survey, or Web page to this site.

Use this page to add a new to add a new library, wiki, survey, or Web page to this site.

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Add a Web Part to a SharePoint Site

Under Site Actions click on Edit Page.

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Add a Web Part to a SharePoint Site

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Add a Web Part to a SharePoint Site

x

Select the web part to beadded by placing an X inthe appropriate box

Then click on Add

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Add a Web Part to a SharePoint Site

With the web part added, click on Exit Edit Mode.

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Presentation and Manuals• To download the training presentations or

manuals:– https://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)

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