Introduction. User Privileges. PEPFAR SharePoint: Poweruser Guide

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1 PEPFAR SharePoint: Poweruser Guide Introduction Welcome to your role as a Poweruser of a PEPFAR SharePoint site! This guide will give you an overview of your roles and responsibilities in maintaining the content and membership of your site. Contents Introduction... 1 User Privileges... 1 Poweruser Capabilities User Management... 2 How to Grant Site Permissions... 3 How to Remove Site Permissions... 6 Poweruser Capabilities Content Management... 8 What is Document Approval?... 8 Viewing Document Status... 9 Approving/Rejecting a Document (Member-Approvers and Powerusers only) Document Check-in/ Check-out Adding and Removing Folders within Document Libraries Moving content from one location to another within a document library Why is the Open with Explorer button grayed out? User Privileges This chart displays the different PEPFAR SharePoint user roles and permissions. Review this chart to understand what ability different types of users (Visitors; Members; Member-Approvers; and Powerusers) have to add, edit, and organize content in PEPFAR SharePoint.

2 Poweruser Capabilities User Management A Poweruser has the following major capabilities related to user management (only applies to the team page to which you are designated as a Poweruser): Grant and manage user permissions within your site: While the PEPFAR SharePoint Support Team will create new user accounts, Powerusers of each site are expected to maintain the user groups for their site. This responsibility includes: o Determining what level of permission to give to a new team member who wants to user your site. Consider the chart above to decide if the team member should become a Member, Member-Approver, or in limited cases, a Poweruser like yourself. o Adding the team member into the user group you ve determined. o Removing team members whose roles have changed or who have left your team from their user groups.

3 Assist new team members in accessing your site: When the PEPFAR SharePoint Support Team creates a new user account, by default the user will be a visitor to all PEPFAR SharePoint sites. It is your responsibility to help your new team member request an account and then add them to the desired user groups once the account is created. o Review the Requesting a User Account guide found on the Support Site for further details. o Note: The new user will receive an from the PEPFAR SharePoint Support Team notifying them once the account has been created. After that point you can add the user to one of the groups for your site. How to Grant Site Permissions When a team member joins your team or changes roles within your team, you will want to grant them permission to the necessary user group(s) in your PEPFAR SharePoint site. While the PEPFAR SharePoint Team can assist with this task on a limited basis if Powerusers are on extended leave or the membership of the Poweruser group itself is outdated, it is the responsibility of Powerusers to maintain an accurate list of members in the various user groups for your team s site. Follow the steps below to add Members, Member-Approvers, Powerusers and HQ Collaboration Members to your page: Step 1 On the page for which you d like to edit permissions, navigate to the Users tab on the left of your screen. Step 2

4 On this page, you will find descriptions of each of the Permission Groups, as well as lists of the page s Members, Member-Approvers, and Powerusers, as well as HQ Collaboration Members, HQ Collaboration Global Member-Approvers, and HQ Collaboration Global Powerusers. Click the title of the group for which you would like to add or remove users. Step 3 This will take you to a separate page that lists all members of that permissions group. Select New, then Add Users from the drop down menu. Step 4

5 On the pop-up window, enter the names of the PEPFAR SharePoint users you would like to add to that membership group. As you begin typing a name, PEPFAR SharePoint will search the Active Directory of users and allow you to select the correct user s name. Once you have entered the names of all the users you seek to add, you have the option to send a welcome to these users. You can add a personal message to this in the comment box. If you do not wish to send a welcome , click Show Options and uncheck the box next to Send an invitation.

6 How to Remove Site Permissions Step 1 From the homepage of your team s site, click Users in the left navigation bar. Step 2 Click on the title of the membership group from which you wish to remove members.

7 Step 3 Mark the checkboxes next to the user(s) you d like to remove. Then, on the Action drop-down menu, select Remove Users from Group. Once you select this option, a pop-up window will appear to confirm that you wish to remove the specified user(s). Click OK.

8 Poweruser Capabilities Content Management As Poweruser, you have the ability to add, edit, delete, and publish (approve) content in your team s site. Add: Add a new file to your team s document library, or add an announcement or calendar item. Edit: Make changes to content that you or other team members have contributed to your team s site. Delete: Remove a file, announcement, or calendar item that is outdated or no longer relevant. Approve: Approve a document for publication, which makes the document available to all visitors to your team page (i.e. any PEPFAR SharePoint user). o See further guidance on document approval in this guide and on the Support Site. Add/ Remove a Folder: Add (or remove) folders when needed to manage and organize documents on your team page. Document check in/out: Check-in documents as needed/requested by site users (in case that a document is checked out by someone else and who has forgotten to check it back in). What is Document Approval? While PEPFAR SharePoint encourages users to collaborate and share documents, it also enables Powerusers to make decisions about which content to keep private within the team, and which content can be shared with the larger PEPFAR SharePoint community. Pending is the status of a document immediately when it is created and uploaded to PEPFAR SharePoint. As noted earlier, any member of your site can access and make modifications to a document while it is in Pending status. Each time someone modifies the document and uploads it, a new Minor version is created, for example, v0.2. For documents that are intended to be kept private within a team, the item should remain in Pending status. Member-Approvers and Powerusers can review documents that are in Pending Status. If the Member- Approver or Poweruser agrees that the document is in its final form and would like it to be shared across broader PEPFAR SharePoint community, they can choose to approve it and give the document an Approved status. Once the document is Approved, all PEPFAR SharePoint site members as well as visitors will be able to see the document in the document list and download it. This chart summarizes which types of users have the ability to see documents at the various approval statuses:

9 Pending Approved Rejected Visitor No Yes No Page Member Yes Yes Yes Page Member-Approver Yes Yes Yes Page Poweruser Yes Yes Yes Viewing Document Status In any document library on PEPFAR SharePoint, you can always tell the current status of a document by scrolling to the far right and looking in the Approval Status column, as pictured in the below screenshot

10 Approving/Rejecting a Document (Member-Approvers and Powerusers only) Step 1 Check the box to the left of the document name. This will illuminate the Files and Library ribbons. Under the Files ribbon, click on the Approve/Reject button. Step 2 The Approve/Reject pop-up will appear. Select the Approved radio button if you wish to approve the document. This will give the document an Approved status and it will now be visible to all users in the PEPFAR SharePoint community. If you do not wish to make this document public to the entire community, you can keep the document at the Pending status and select the Pending radio button. Alternatively, you can choose the Rejected radio button. This will mean that only the document creator and those who can see draft items (i.e. Members, Member-Approvers, and Powerusers of the site) will be able to view it. 10

11 Document Check-in/ Check-out When you wish to edit a document that has been uploaded, it is a SharePoint best practice to use the checkout process. Checking out the document is not a necessary step for working on a document, but it is recommended because taking this step will prevent other users from interfering with your work by making sure that only one user is working on a document at a time. Follow these steps to check out a document and check it back in. Note: Powerusers have the ability to check in any document to their document library, even if another user was the one who checked it out. We recommend consulting with the user who checked out the document first so the Poweruser does not inadvertently lose another user's work. But, in some cases it may be necessary to override another user s checkout because they are away from the office or have left the team. 11

12 Step 1 To check out a document, locate the document in your library and click the checkbox next to the document title. Then, click on the Files tab in the ribbon. Select "Check Out", as shown below. Step 2 A Checked Out icon (a green downward facing arrow on top of the application icon) appears to the left of the document name in the document list until you check the item back in. Step 3 After you select "Check Out", click on "Edit Document" button in the ribbon. Or, click on the name of the file in the document list. This will open up the document and you can work on it. 12

13 Step 4 When you're finished working on the document, check the document back in so another user can work on it. As before, locate the document in your library and click the checkbox next to the document title. Then, click on the Files tab in the ribbon. Select "Check In", as shown below. Step 5 You will get the prompt below, which will allow you to leave comments about the changes you made to the document while you had it checked out. It is optional to leave comments, but if you do, they will appear in the Version History of the document. 13

14 Adding and Removing Folders within Document Libraries As a Poweruser, you have the unique ability to make changes to the folder structure by adding or deleting folders within document libraries in your team s site. Members and Member-Approvers do not have this ability. Recommendations and Things to Know You can add folders and subfolders when needed for new projects, however, it s strongly recommended that you don t change the pre-defined folder structure. For example, do not rename or delete the folders in the pre-defined structure or move folders to different levels in the pre-defined folder hierarchy. We ask this because one of the goals of PEPFAR SharePoint is to have a consistent baseline folder structure across all OUs so visitors from other OUs can readily locate the information they need. The name of the folder becomes part of the filepath (i.e., URL) for each document contained within that folder. Keep folder and file names short! Rely on the Created By and Modified By fields to tell you when your content was last edited rather than putting dates in your folder or file names. If you change the name of the folder after you create it, this will change the URL for every file contained within that folder. Pay attention to this if your team circulates links to documents with frequency; the link will need to be updated after the folder name is changed. Follow the steps below to learn how to add new folders to your team s site: Step 1 Navigate to the document library where you want to add a new document in this case, General Documents. Check the box to the left of any document s name, or click in the white space surrounding the file names. This will illuminate the Files and Library tabs at the top of the page. Click on the Files tab. Then, click the New Document/ Folder button. Click on the PEPFAR Folder option. 14

15 Step 2 When the New Folder menu appears, enter the name of your folder in this case Priority Docs and choose any additional information (metadata) for the folder based on the dropdown menus and Enterprise Keyword options you see. Click Save and the new folder will appear in the list of folders in your document library. Step 3 As the yellow banner at the top of the New Folder menu indicates, new folders added to your site have an approval process. When you add a new folder, it will be created with a Pending status. As a Poweruser, you have the ability to change the approval status of folders. To approve the folder, check the box to the left of the folder name in the document library. Notice that the approval status is marked as Pending. This will illuminate the Files and Library tabs. Click on the Files tab, and then click Approve/ Reject on the far right. 15

16 Note: Until the folder itself has an Approved status, all of the documents within that folder will be treated as pending, even if those documents are actually approved. This means that any documents within a folder that has a Pending status are only visible to Members, Member-Approvers, and Powerusers of your team s site. These documents are not visible to the entire PEPFAR SharePoint community, regardless of their status. Step 4 The Approve/Reject pop-up will appear. Click the Approved radio button to approve the folder. Click OK. Once you approve the folder, it will be visible to the entire PEPFAR SharePoint community. However, the documents within this folder will only be visible to visitors if they have an Approved status. Follow the steps below to learn how to delete folders from your team s site: To delete a folder that s no longer needed, check the box to the left of the folder name. Then, navigate to the Files tab, and select the Delete Document button. A pop-up message will appear asking if you re sure you d like to move the folder to the recycle bin. Click OK. This will remove the folder and all of its contents from your site. 16

17 Moving content from one location to another within a document library Note: These instructions apply to moving content from one folder to another within the same document library as well as moving content from one document library to a different document library within your team s site. Step 1 Navigate to the document library within your team page that houses the file(s) you wish to move. In this example, the "Test" document will be moved to the "Test Folder 2. Open the Library tab at the top of the page, and click the Open with Explorer button in the top right. Note: If this option is grayed out (disabled), it is because your IE settings need to be changed. Review the information at the end of this guide for specific settings needed in order to enable this button. Contact your Agency s IT administrator if you require changes to your system. 17

18 Step 2 The document library will open in Windows Explorer. From here, you can drag and drop the document to the destination folder. Alternatively, you can cut and paste the document into the destination folder by selecting the document, clicking Cut, then navigating to the destination folder and clicking Paste. The document will then appear in the destination folder. 18

19 Step 6 After closing the Windows Explorer window and returning to PEPFAR SharePoint, refresh the page and you will see the file is now moved to the destination document library as shown below. Why is the Open with Explorer button grayed out? In order to Open with Explorer there are several requirements that must be met: Only support Windows operation system. Mac OSX is not supported. Only works with IE browser. Firefox and Chrome is not supported. Only works with 32-bit version of IE in Windows Vista/7. 64-bit version is not supported. Does not work with the Metro version of IE in Windows 8 (It's launched from the Tile screen and has the address bar near the bottom). This feature requires full version of IE, which is launched from the Task bar. If all the above requirements are met and the issue isn't resolved, please check: If you're using Internet Explorer 10 with Windows 7, a hotfix has been released to resolve this issue. For more information, go to the following Microsoft Knowledge Base article: Note: If you are an employee at OGAC, you may receive an error message when trying to use this feature. We have determined that this is an issue with the recent upgrade to Internet Explorer 11 and possible browser security settings that need to be changed by your IT department. We are working on resolving this issue as soon as possible. 19