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Staff SharePoint Portal – User Guide Cork IT Staff SharePoint User Guide Version 1.0 Prepared for Cork Institute of Technology Prepared by Ward Solutions September 10, 2009 Commercial in Confidence Page 1 of 43
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Staff SharePoint Portal – User Guide
Cork IT Staff SharePointUser Guide
Version 1.0
Prepared forCork Institute of Technology
Prepared byWard Solutions
All rights reserved. No part of this publication may be reprinted, reproduced, stored in a retrieval system or transmitted, in any form or by any means, without prior permission in writing from Ward Solutions Ltd, other than for the internal business use of Cork Institute of Technology
Ward Solutions LimitedRegistered in Ireland, Number 316165Unit 2054 Castle Drive CityWest Business Campus Dublin 24, Ireland
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Staff SharePoint Portal – User Guide
1 Document Control
1.1 Revision HistoryRevision version
Previous revision date
Summary of Changes Author
0.1 03.06.2009 Initial Draft Tzarina Middelkoop1.0 10.09.2009 Final Review Tzarina Middelkoop
1.2 DistributionThis document has been distributed to
Name Title Date of Issue VersionTadhg Leane 11/09/09 1-0Ger Culley 11/09/09 1-0
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2 Table of Contents1 Document Control...............................................................................................2
1.1.......................................................................................................Revision History 21.2.............................................................................................................Distribution 2
2 Table of Contents................................................................................................3
3 Portal Home Page and Navigation.......................................................................5
3.1.............................................................................................Global Navigation Links 53.2...........................................................................................Current Navigation Links 6
4 Staff Applications Section....................................................................................8
4.1...............................................................................................................Staff Email 84.2......................................................................................Modules and Course Builder 104.3..............................................................................................................ITS Website 114.4................................................................................................................eLearning 114.5...............................................................................................................Timetables 114.6................................................................................................................Staff Core 124.7......................................................................................................................Notes 124.8.............................................................................................................Old Intranet 124.9...................................................................................................................Finance 134.10......................................................................................................IT Services Desk 134.11........................................................................................................Student Portal 134.12..........................................................................................Banner Web for Faculty 14
5 Staff Documents................................................................................................15
5.1...........................................................................Navigation in the Document Library 155.1.1......................................................................From the Homepage Section 155.1.2...............................................................From Full Document Library View 16
5.2........................................................................................Upload a Single Document 175.2.1.......................................................................................From Home Page 175.2.2..............................................................From within the Document Library 19
5.3......................................................................................Upload Multiple Documents 205.3.1............................................................................From homepage section 205.3.2................................................................................Full Document Library 21
5.4....................................................................................................Create New Folder 225.5..............................................................................................Create New Document 225.6......................................................................................Checking In/Out Documents 23
5.6.1..............................................................................Check Out a Document 235.6.2............................................................................Checking In a Document 255.6.3.....................................................................................Discard Check Out 27
5.7.................................................................................................Deleting Documents 285.8....................................................................Creating Alerts on individual Documents 29
6 Announcements Webpart.................................................................................31
6.1..............................................................................................Create Announcement 316.2.............................................................................................Edit an Announcement 32
7 Recycle Bin........................................................................................................33
7.1...................................................................................................Delete a Document 337.1.1..........................................................Restoring Items from the Recycle Bin 34
7.2...........................................................................Deleting Items from the Recycle Bin 35
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8 Search...............................................................................................................36
8.1.............................................................................................................Basic Search 368.2......................................................................................................Advanced Search 368.3........................................................................................................Using keywords 37
8.3.1........................................................................Using Property Restrictions 388.4..........................................................................................................People Search 39
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3 Portal Home Page and NavigationThe Cork IT staff SharePoint portal is accessed from an internet browser by entering the following URL; https://gateway.cit.ie/
Fig. 1 Staff Portal Home Page
The Portal home page consists of the following areas;1. Cork IT Logo2. Global Navigation links which are displayed on all pages3. Search – basic and advanced SharePoint Search4. Current Navigation links (Quick Launch Panel) which change depending on the site selected5. Document Library Section6. Announcements Section7. Application Links Section
3.1 Global Navigation Links
These are the tabs on the top navigation panel.
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Fig 2. Global Navigation Links
1. CIT Gateway Homea. This will navigate the user to the portal landing page (Fig. 1)
2. Search a. This displays the SharePoint Search Page
3. DepartmentsThis is a link to a sample Departments SiteClick the down arrow and it displays 2 subsites within departments Human Resources IT
3.2 Current Navigation LinksThe left-hand navigation links are specific to the area you are in. On the homepage the following links are present;
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1. This opens the Staff announcements page for creating and viewing announcements2. This opens the Staff Documents Library3. This opens the search page4. This opens the Departments site. There are also submenu items which will bring the user directly to
the 2 sub sites – Human Resources and IT5. The Recycle Bin
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4 Staff Applications SectionThe Staff Applications section provides links to specified Cork IT existing applications. Each application is displayed in an embedded page viewer.
4.1 Staff EmailSSO is implemented for staff email (Outlook Web Access).
Access to this application will show different behaviour on a user’s first time visit to the app.
First time visit to staff EmailClick on the Staff email link in the Staff Applications Section on the homepage. This will open the OWA login page.
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Enter your AD username and password, tick the “Sign in automatically” checkbox and click OK. Outlook Web Access now opens displaying the logged in users email.
Subsequent VisitsClick on staff email linkOutlook Web Access opens automatically (automatically logging the user in).
User changes AD passwordThe CIT current policy requires users to change their password after 55 days. When a user accesses the Staff email link for the first time after changing their AD password, the below screen will be displayed.
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Click the link “Update your credentials”. This will display the following page where the user must enter their username and newly updated password.
Click OK. The user is logged into Outlook Web Access.
4.2 Modules and Course Builder
This is a link to Course Builder
The user must then enter their Course builder username and password to log in.
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4.3 ITS WebsiteThis opens the opens the ITS website as below.
4.4 eLearningThis opens the CIT’s Blackboard Educational Platform
This is currently opening in a new window
4.5 TimetablesOpens the following page;
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4.6 Staff CoreThis opens the Staff Core page
4.7 NotesOpens notes.cit.ie
4.8 Old IntranetOpens the CIT Staff Intranet
4.9 FinanceThere is no external access to this application
4.10 IT Services Desk
4.11 Student PortalOpens the site
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https://testgateway.cit.ie/AppPages/studentportal.aspx
4.12 Banner Web for FacultyOpens the Banner Web for Faculty login page where the user must enter their username and password to log in.
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5 Staff DocumentsThe staff Documents section is a document library. From the home page you can navigate folders, view documents, edit documents and check in/out documents.
By clicking the link “Staff Documents” this will open the document library in full view. In this view there is more functionality available.
5.1 Navigation in the Document Library
5.1.1 From the Homepage SectionTo access sub-folders and documents within a folder simply click it (e.g. Academic Council)
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This will then display sub folders and documents in this folder
To navigate back to the previous folder click the “Back” Link
5.1.2 From within the Document LibraryClicking on the title “Staff Documents” on the homepage will open the document library in full.To navigate the folders simply click on a folder to open it. At any the breadcrumb will display your location. In the screen below we have opened folder Academic Council, then folder Meetings 2008.
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5.2 Upload a Single DocumentThis section describes how to add a document to the library from the homepage view and also from within the document library.
5.2.1 From the Homepage SectionClick add new Document at the bottom of the Document Library Section on the homepage.
This opens the upload document page.
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Click the browse button. This will display the standard Windows “Choose File” dialog box, Select a file and click Open. If you want this file to overwrite an existing file in the library with the same name, check “Overwrite existing files”.
Click ok to complete the upload.
The newly uploaded document is visible in the document library with the icon displayed.
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5.2.2 From within the Document LibraryFrom within the document library click the arrow on the Upload menu item. From the dropdown select “Upload Document”.
The procedure from here is the same as 5.2.1 above
5.3 Upload Multiple Documents
5.3.1 From the Homepage SectionClick add new Document at the bottom of the Document Library Section on the homepage.
This opens the upload document page.To upload multiple documents in a single action click the Upload Multiple Files link.
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At the next screen, from the left-hand side of the browse dialog, select the directory which contains the files you wish to upload. On the right-hand side tick the box beside the files you wish to upload. When done, click OK.
The selected documents are now listed in the document library with the “New icon” displayed for each one
Documents must be selected from 1 folder only for each upload transaction.
You may be asked to confirm upload. Documents are uploaded to the Document folder and highlighted with the New icon
5.3.2 From within the Document LibraryTo upload multiple documents in a single action from within the document library, click the down arrow on the Upload tab and select Upload Multiple Documents from the drop down menu.
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The rest of the process from here is the same as detailed in 5.3.1
5.4 Create New FolderNavigate to the folder in which you want to create a new folder. In this example we will create a new folder in Folder CIT Wallpapers.
Click folder CIT Wall papers. Click the down arrow on the New menu item. From the dropdown menu select New Folder
This opens the New Folder page. Enter a title for your new folder and click ok to continue.
Your new folder has been created.
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5.5 Create New DocumentIn this example we will create a new Document in the new folder “2009 Wallpapers” crated in section 7.3.Navigate to the folder 2009 Wallpapers.
Click the down arrow on the New menu item and from the dropdown select New Document
A new MS Word document is opened. Complete your word document and save it. In this example we will call it simple Test Document.doc
Now close the Word Document.Our new document now appears in the Document library in folder 2009 Wallpapers.
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5.6 Checking In/Out Documents
5.6.1 Check Out a Document
Checking out files works in the following way;
1. Check out the file. At this point, the file is reserved for only you to work on.
2. Edit and save. You edit the file by clicking its file name in the library. When the file opens, you work on it and save as many times as you need to. However when you save, your changes will not be seen by others yet.
3. Check in the file. When you check in the file, others will see your changes and will be able to edit the file.
Navigate to the Quality Documents Document Library by clicking the down arrow on the Policies and Procedures Tab and selecting Quality from the drop down menu.
Place your pointer over the file name, click the down arrow that appears, and then click Check Out.
A message box displays the document chosen for check-out and an option for the destination of the document.
Where is the document now located? There are two options;
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Local drafts folder checkedThe file will be stored on your computer. If you're using Microsoft Windows XP, it is checked out to My Documents\My SharePoint Drafts. This can be very handy when you use a laptop. You can work with the file as you travel — even if you do not have an Internet connection to the library.When you edit and save the file, your changes will get saved to your Drafts folder, and not to the library. Furthermore, you'll notice that saving the file will be much faster, because you're not saving it through an Internet connection.
Local Drafts folder Not CheckedIf you do not select this check box, the file will remain on the server while you have it checked out.
In either case, the file will be reserved for your use only, and your changes will not be seen by others until you check it in.
When a document is checked out the “Checked-out” icon is displayed beside the document name. Hover over the icon and you can see who has it checked out.
5.6.2 Checking In a DocumentHover over the document you want to check in. Click the down arrow and select check in.
The check in screen is displayed asking the user to complete some tasks.
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Type of versioningIf this is a minor or minor version
Keep document Checked OutIf you choose Yes, the document in the library will be updated with the edits you have made in this version. However, the document will remain checked out to you. Now if another user tries to edit this document they will see your checked-in edits but the document is still read-only until you check it in.
CommentsThe user can enter comments in the comments textbox.
Click OK to complete Check-in you may be asked to confirm check in.
The Document is checked in. Edits are visible to other users. The Checked out icon is no longer displayed.
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To view the version history of the document hover on the document, click the down arrow and select Version History from the drop down menu.
This opens the version history page for this document showing all versions of the document, who modified each version and when.
5.6.3 Discard Check OutIf you decide you want to cancel your edits, select “Discard Check Out”. Any edits you made during Check out are cancelled and the document becomes available for other users to edit.
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The document is checked in and available to other users. Any edits made since last check out are not saved.
5.7 Deleting DocumentsLocate the document you want to delete.Hover over the document, click the down arrow and select Delete from the drop down menu.
Confirm to delete.
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Click Recycle Bin from the left hand navigation menu within a subsite (e.g. School of Business).Document is removed from the Document Library and sent to the Recycle Bin
5.8 Creating Alerts on individual DocumentsAlerts can be created on individual documents in a document library.
Navigate to a document library. Hover on the document you want to set an alert on, click the down arrow and select Alert Me from the drop-down menu.
This will open the New alert page where you can assign users to receive alerts on this document.
For the alert enter the following; Alert Title
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Users to send the alert toYou can browse a list of users by clicking the icon in the Users section. This opens the screen below where you can search for users and add to you list.
The conditions the alert will be sent for e.g. any change, someone changes the document Frequency of the alert e.g. immediately, daily summary, weekly summary
Click ok to save
Alerts are received by the users set up on the alert at a frequency set up on the alert.
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6 Announcements WebpartThe announcements webpart can be used to display company announcements.
6.1 Create AnnouncementTo create a new announcement click on the Add New Announcement Link and the bottom of the Staff Announcements section. This displays the add new item page.
Enter the following information a title for the announcement Enter a description (body) Enter an expiry date if required
Click OK to Save
The new announcement created is displayed in the announcements webpart. The new icon indicates a new event has been added in the past 24 hours.
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If an expiry date is set the announcement will no longer be displayed after the expiry date.
6.2 Edit an AnnouncementIn the announcements section, click on the announcement you want to edit. This opens the page below;
From within this page the following actions can be performed;1. Add a new announcement2. Edit the current announcement3. Delete this announcement4. Manage permissions5. Set up alerts
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7 Recycle BinItems in the Recycle Bin remain there until you decide to permanently delete them from your Web site, or until the items are permanently deleted after a set number of days, which is based on a schedule defined in Central Administration. When you delete an item from a Web site, the item is sent to the site's Recycle Bin. If you click Recycle Bin on the Quick Launch, you can see all of the items that you’ve deleted from your site. You can either restore or delete the item from the Recycle Bin. When you delete an item from the Recycle Bin, the item is sent to the Site Collection Recycle Bin.
7.1 Delete a DocumentNavigate to a document you want to delete.
Hover over the document, click the down arrow and select Delete from the drop down menu.
Confirm to delete.
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Document is removed from the Document Library.
Document is sent to the Recycle Bin
7.1.1 Restoring Items from the Recycle BinNavigate to the recycle bin on the left-hand navigation menu on the homepage.
Click on the Recycle Bin. Each item in the Recycle Bin displays The name of the item The items original location Who the item was created By The date and Time the item was deleted The size of the document
Tick the checkbox beside each item you want to restore.
Click the restore selection
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Selected Items are restored to the location they were deleted from.
7.2 Deleting Items from the Recycle Bin
Click on the Recycle Bin in the left hand navigation panel on the homepage. This opens the recycle bin and its contents.
Tick the checkbox beside each item you want to deleteClick Delete Selection from the top toolbar. On confirmation, selected Items are deleted from the Recycle Bin.
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8 Search
8.1 Basic SearchA basic search is carried out by entering search keywords and selecting the search scope.The following scopes are available;
The CIT Gateway Site All Sites People
Carry out a search using the key word Quality in the scope- CIT Gateway Home Select This Site: CIT Gateway Home from the dropdown Enter the keyword “aqs” in the keyword box
Click the icon to begin the search
All items containing the keyword “aqs” are returned.
8.2 Advanced SearchSharePoint provides an advanced search.
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8.3 Using keywordsCarry out a search using the following criterion;Find Documents with All of these words – committee council
This type of search gives a more refined result set.
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8.3.1 Using Property RestrictionsProperty restrictions can be added to a search to further refine the search results.Searches can be restricted using the following fields;
Author Description Name Size URL Created date Last Modified date Created By Last Modified By
Search strings can be built by concatenating fields using “AND” or “OR”
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8.4 People SearchSelect Search from the top navigation toolbar.
This opens the search page. Select People and click the search Options link for more options.
This displays a form which enables the user to enter more information
Enter your search parameters and click the icon to begin your search.Search results return all people matching your search criteria
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