Advanced Features for INCOSE Connect Administrators with Windows SharePoint Services 3.0

1. https://connect.incose.org 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

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 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

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 • 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

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. Site Settings Links Create Documents and Lists Member Access Web Site Management Functions

10. To add access for a new user for your site, click on Add new user. Add Members to Site (1 of 2)

11. Add Members to Site (2 of 2) Step 1: Enter the name or INCOSE e-mail address for new members Step 2: Select permissions for new member. Step 3: Type a Welcome email Step 4: Click OK

12. 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 Tips on Adding Members- Step 1

13. If the user does not exist in the INCOSE data base an error message will show “No exact match was found” Tips on Adding Members- Step 1

14. Click on Search Directory Tips on Adding Members- Step 1

15. Type in name, then enter to begin search Tips on Adding Members- Step 1

16. Select the name and then click On Add Tips on Adding Members- Step 1

17. Enter user name or group Enter desired permission for user or group Insert message for e-mail to user or group Click OK Permissions for Users – Step 2

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. 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. 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 Adding Links to a Page

22. Documents and Lists Click on Documents and Lists

23. 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 Documents and Lists 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 • Documents and Lists • Document Libraries • Picture Libraries • Lists • Announcements • Events • Links • Member Resources • Member Rosters • Discussion Boards • Surveys • Sites and Workspaces • Recycle Bin

25. On the Quick Launch bar, click Shared Documents View and Modify Document Settings for Version Control

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. In the General Settings list, click Versioning Settings. View and Modify Document Settings for Version Control

28. 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 View and Modify Document Settings for Version Control You now see the Document Library Versioning Settings page for the Shared Documents document library

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 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. To add a sub-site, click on Sites and Workspaces. Subsite Creation (1 of 3)

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. On the Quick Launch bar, click View All Site Content CREATE – A SharePoint List or Library

36. At the top of the All Site Content page, click Create. CREATE – A SharePoint List or Library 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. 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. CREATE – A SharePoint List or Library

38. In the Namebox, 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 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. CREATE – A SharePoint Library Finally click Create to create the document.

39. Standard Web Parts – *Site Settings • 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 • 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 * Administrators only

40. To add users or groups, to remove or edit or inherit user’s permissions, or to change settings; click on Advanced permissions. Site Administration - Site Settings 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. Step 1: Click OK to change the permission for this user. Site Settings: Administration- Manage Users Page - Step 1: Check mark 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. Under Site Actions click on Edit Page. Add a Web Part to a SharePoint Site

47. Add a Web Part to a SharePoint Site

48. Select the web part to be added by placing an X in the appropriate box Then click on Add Add a Web Part to a SharePoint Site x

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: • 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)