7. Workflows

8. Common Functions & Support

5. List and Library Functions For Site Owners

6. User Management For Site Owners

A workflow is an automated document reviewing process (e.g. feedback orapproval) that can be configured and triggered by the user. Once a workflow isstarted the status of the document is displayed in the column Approval.

To start a workflowClick to the right of the filename, then select • Workflows in the drop down list.Under • Start a New Workflow choose the workflow to be started (refer to the description below the title for further explanation).Click • Approvers.Type in all or part of the name, then click or press • Enter.Select the name in the list (multiple persons can be added by • repeating steps 4 and 5). Click OK.Fill out the required fields.• Click • Start.

To respond to an approval request sent by emailThe reviewer will receive an email that contains a link to the document to beapproved, as well as a link to the approval task itself.

Click on the file name in the email. Click • Open.The corresponding application opens and displays the document. • The document is open for review as read-only.Open the link • Edit this Task in your email.Type comments in the corresponding text box.• Approve• or Reject the document.

Using email alertsUse email alerts to be notified when a change happens in a list or library or when a specific item changes.

For a list/library, click • Actions then Alert Me.Or for a specific item, click to the right of the item name and then select • Alert Me.Modify the alert settings.• Click • OK.

To manage your alerts choose Welcome(your name) in the top right, then My Settings.Click My Alerts.

Using the Recycle BinBy default, deleted items are kept for 30 days.

To view the recycle bin, click • Recycle Bin in the Quick Launch area.To restore an item check the item, then click • Restore Selection.

SupportFor additional support or for advanced technical requests not explained in this guide, please contact:

the Site Owner - you can find the contact on the main page of the Site.• the Helpdesk.•

For further information please navigate to the Novartis SharePoint Collaboration Support site: https://collaboration.novartis.net/support.

Quick Reference Guidefor Microsoft OfficeSharePoint 2007

Microsoft Office SharePoint – Overview1. How To Use Document Libraries2. How To Use Lists3. List and Library Functions4. List and Library Functions For Site Owners5. User Management For Site Owners6. Workflows7. Common Functions & Support8.

Creating a list or libraryClick • View all Site Content or any heading (e.g. Documents, Lists), then click Create. Select the type of list or library to create.• Type in a • Name and Description, indicate if the list/library should show up in the Quick Launch area. For document libraries indicate Yes/No for versioning.Click • Create.

Deleting a list or libraryIn the list/library choose• Settings, then List or Document Library Settings. Under • Permissions and Management click Delete this List or Document Library. Click • OK.

Creating a list or library columnIn the list/library choose • Settings, then List or Document Library Settings.Under • Columns click Create Column.Enter the name of the new column and select the type of information.• Fill out the • Additional Column Settings.Click • OK.

Deleting a list or library columnIn the list/library choose • Settings, then List or Document Library Settings.Under • Columns click on the column name to be deleted.Click • Delete.Click • OK.

Attention: A deleted column (and its content) can not be restored!

© Novartis

All the functionalities described in the Quick Reference Guide are available when Microsoft Office 2007 is installed on your computer.

Microsoft Office SharePoint is highly customizable.Some of the options and features on this card may not be available to you.

GITI_COL_TM_121_v2.0 Jul. 2010

Manage Site UsersThree default groups are created when a site is delivered:

Novartis Site Owners• - site configuration permissionsMembers• - contribute permissionsVisitors• - read permissions

The Site Owners, when added as owner of the Members and Visitors group can add or remove users to those groups.

Add a user to one of the groupsClick • Site Actions, Site Settings.Under • User Permissions select People & Groups.Click on the desired group.• To add more users click • New, Add Users. Use the lookup to search for users or groups.

Delete a user from one of the groupsClick • Site Actions, Site Settings.Under • User Permissions select People & Groups.Click on the desired group.• Select the check boxes for the users that • you want to remove.On the • Actions menu click Remove Users from Group.

1. Microsoft Office SharePoint – Overview 3. How To Use Lists

4. List and Library Functions

2. How To Use Document Libraries

2. How To Use Document Libraries (continued)

To drag & drop a file onto your desktop, • choose Actions, then Open with Windows Explorer. A new explorer window opens displaying the content of the library. Drag the file to the destination or select the item and use Cut and Paste commands.

Deleting a document

To delete a document click to the right of • the filename, then select Delete in the drop down list. Click OK.

Adding an existing file to a document libraryClick • Upload.Click • Browse. Select a file, click Open, then OK.

Remark: If not all required metadata of a document had been set, a window will appear to define them.

To upload many files at once:Click the drop down arrow of the • Upload button, then Upload Multiple Documents.

Select the folder on the left containing the documents to be uploaded, • then check one or more files on the right.Click • OK, click Yes.

Note: If not all required meta data of a document had been set, the document will not be checked in. To perform a Check In see section below.

Saving a document from MS Office to your libraryIn your application (e.g. MS Word…), click • File or , Save / Save As.As filename type in the address of your SharePoint site (e.g. https://www. • ni-collaboration.novartis.intra/sites/yourdepartment/yourteamsite).Click • Save.Select a SharePoint site/library.• Type in the name of the file in the file name textbox.• Click • Save.

Note: After an initial upload to your team site, the link will be stored in the left-hand pane under My Network Places.

Checking documents Out/InChecking out a file prevents other users from editing the file while you are working on it. New edits do not show until you check the file back in.

Checked out files have a green arrow on their icon .•

To check out a documentClick to the right of the filename, then choose • Check Out. Click OK.To edit the document, click on the filename.•

Or with a SharePoint document already open in an Microsoft Office 2007 application click , then Server, then Check Out. To edit a document without checking it out, simply click Edit Document in your Microsoft Office 2007 application.

To check in your document changesFor all types of files

Save and close the file.• In SharePoint click to the right of the filename, then choose • Check In.Type in a descriptive comment. Click • OK.

Or for Microsoft Office documents click , then Server, then Check In. Or close the file. When prompted, click Yes to sign in.

To discard a checked out versionClick to the right of the filename.• Choose • Discard Check Out.

A List is a group of similar items such as calendar events, tasks or announcements. Also attachments can be stored for each list item. On a default team site the features Calendar, Tasks, Discussion Board and Contact List are based on lists.

Creating a new list itemNavigate to the desired list, then click • New or click Add New Announcement (or Event/Link/etc.) if available in the content area.Fill out the item details. Click • OK.

Editing a list itemClick on the item name, then click • Edit Item. Make changes, then click • OK. Or in a list, hover over the item, click the down arrow then choose Edit Item.

Deleting a list itemClick on the item name.• Click • Delete Item, then OK. Or in a list hover over the item, click the down arrow, then choose Delete Item. Click OK.

Accessing a SharePoint siteType the site address (e.g. https://colllab-ms.novartis.net/sites/yoursite) in • your web browser. Press Enter.

Opening a fileClick on the home page of the current top site• Click on the site name in a site’s breadcrumb links /• Click on a site tab• Click on a subsite of the Quick Launch area• To see a list/library/etc. click a link in the Quick Launch area • Or, to see all content of one type, click one of the headings (e.g. Documents, Lists).To see all the content of the current site click • View all Site Content.

Requesting a Collaboration SiteTo request a Microsoft Office SharePoint site, type the following address in your web browser: https://collaboration.novartis.net. Press Enter. Select your Division and click on Request a Collaboration Site.

User ManagementIn order to grant or deny access to one site you can use SharePoint interface. For more specific questions about site membership management contact your division SharePoint Center of Excellence.

SortingClick on a column heading• 11

Click again to reverse the sort order. Or hover over • the column heading. Click , then select a sort order.

FilteringHover over a column heading, then Click .• From the bottom part of the drop down list, select • the criteria from the available values.Repeat the steps 1 and 2 to filter by any additional • column.When filtered, appears next to the column name. • To remove a filter from a column, click , then select Clear Filter from (column name).

Changing ViewsClick the • View name (e.g. All Documents), then select a view.

Creating a ViewClick in the drop down list • View.Click • Create View.Select the view of your choice (e.g. • Standard View).Type in the name of your view and do the • modifications.Click • OK.

Note: If you are not the Site Owner, this view is a personal view only and not visible to other users. Only Site Owners can create/modify public views.

Exporting to a spreadsheetFor a list/library, click • Actions, then Export to Spreadsheet.Click • Open.Click • Enable in the security warning.

Using datasheet viewUse the datasheet view to work with a list/library in a manner similar to Microsoft Excel (not available for all lists/libraries).

To change to datasheet view, choose • Actions, click Edit in Datasheet.To exit datasheet view, click on • Actions, then Show in Standard View.

Using document librariesDocument libraries allow you to manage files such as documents, spreadsheets and presentations. Shared Documents is a common default document library.

Opening a fileTo open a file click on the filename. • If prompted select Read Only or Edit, then OK. Or, in your application (e.g. MS Word…), click File or , Open. For browsing for filename, type in the address of your SharePoint site (e.g. https://www.ni-collaboration.novartis.intra/sites/yourdepartment/ yourteamsite), then click Open. Select a SharePoint site/library, then the file to open.

Creating a new document

To create a new document, click • New. The document type is determined by the document library’s settings. (Default setting is “New Document“ in MS Word format).

Instead of using/creating folders, you can also make use of meta data • and views. (See section “List and Library functions“ for sorting, filtering and views).

Top-Level site breadcrumbs linksCurrent site nameSite tabsQuick Launch areaUser settingsSearch areaBreadcrumbs links (within a site)Main content areaSite actions only for site users/ownersContext menuColumn heading

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