12/3/ Introduction to CenterStage Spaces and roles. My Community My Spaces, My Favorite Spaces

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1 Introduction to CenterStage Spaces and roles My Community My Spaces, My Favorite Spaces Inside the space Navigate, watch, share Files Open, import, edit, tag, copy, share Communication tools Wikis, blogs, discussions, data tables Search Responsibilities of the Space Coordinator Edit the homepage, membership, roles We use a content management system: To store and retrieve documents To collaborate with others To create and share To manage Keep track of different versions What is CenterStage? McGill supported content management system Combines Web 2.0 features to support collaboration Wikis, blogs, discussions, data tables, tags Versioning tracks changes to documents, prevents duplication What is a space? Like a website that only members can access A separate space is created for each project/activity Members are given permission to view, edit, add and remove content What can you do there? A central place for members to communicate and collaborate on documents. Track changes Have discussions Etc What does our committee think? What is in the space? Files Blogs Wikis Discussions Data tables 1

2 How many spaces are there at McGill? How many will I access? You might have a different space for each group you collaborate with. e.g. committee, project, department You will contribute content to these spaces. Public vs. private spaces You can also view public spaces. If a space is public, entire McGill community can see its content. Only selected members can contribute. If a space is private, its coordinator decides who can be a member and see its content. Roles and permissions Space Coordinator Manages the space Designs space homepage Adds and removes members Participant View and edit Imports files into the space Comment on and tag files Contributes and comments on blogs, wikis, discussions Content Owner can delete the content Logging in McGill User Name & Password CenterStage browser/os compatibility Refer to KB article 3468 A message will display to users using unsupported browsers Anyone using a Mac? Files being edited will not be automatically imported when saved. If you edit a file you must save a copy to your computer and import it as a new version. Don t worry, you still look cool. After login, a pop up asks for installation of CenterStage plug ins. Click Yes to install. Click Yes. If you select No, do the following to turn plug ins on: Click your name > My Preferences Select Use the CenterStage plug ins 2

3 My Community is CenterStage s home page All spaces to which you have read access. Benefits Turn on plug ins A document being edited will be automatically checked in when it is closed. You can upload multiple files at the same time. Most recent activity in all spaces to which you have read access. Recent Pages Recent Posts Recent Topics Recent Files Recent Data Table Entries Items that you have locked for editing How do I create a wiki? Open spaces appear as tabs View Only My Favorite Spaces 1. Click Help icon 2. Select Online Help 3. Search for wiki Click name to open space Right click to add to favorites Access My Community Access favorite spaces Be notified when files have been added or updated. Click Space Actions > Start Watching Space Do this on your first visit to the space! Access help Set frequency of notifications. Click your name > My Preferences 3

4 Space homepage Designed by space coordinator Left side menu Home page Can show Recently created/ updated files Space content Tag cloud Browse content View, navigate content of the space. Search Search just the space you are in. Tagged content View tags used in the space, click a tag to find content. Members View and members of the space. Breadcrumbs File options Preview and Comment Shows the selected content Open Edit Import New Version + indicates content Click to expand Open file Folders Click on the file name to open it. Use to organize files. Read only Click Browse content > Collaboration Files Click to open Course Evaluation Report.pdf : create a new folder inside the Collaboration Files Navigate to the Collaboration Files Click New > Folder Name = Communications Click OK 4

5 Import file Versioning tracks changes to files Navigate to the folder where you want to save the file Click New > Import Files Old version of file retained when you edit or import a new version. Minor version (1.0, 1.1) vs. major version (1.0, 2.0) Version note records purpose of change Click Browse content > Collaboration Files > Communications Click New > Import Files Click Add files to the import list Import three files from Desktop > Everyone Shortcut > CenterStage > Import Viewing old versions Right click on the file, select Preview and Comment. Click History. Make current Edit file File is locked to other members while you are editing it. To cancel editing, right click on the file name > Cancel Editing Space coordinator can also unlock the file A new version is created and automatically imported when you save it. Major version or minor version? Enter version note. Locked by you Version note Locked by another member : edit file Versioning Right click on the file name View a list of versions Select Edit File (Agenda July11.docx) The file will open. Open or view a previous version Make previous version current Make the desired changes, save the file, close the file. Select the version number, add a version note. 5

6 Import new version Replace the file with a copy that is on your computer. Right click on the file, select Import New Version. Major version or minor version? Enter version note explains what has been changed in this version. Why import new version instead of edit? If the file cannot easily be edited; e.g. pdf, jpg If you want to work offline Editing may be a better option for this because The file will be locked You will be changing the latest version. : import new version Right click on a file (RegistrationForm.pdf). Select Import New Version Import the file. Desktop > Everyone Shortcut > CenterStage > NewVersion Tags Access from Preview and Comment Keywords used to describe content. All members can add tags. Popular tags are suggested. Can be used to locate content. Click on the tag to find items which have been described using that word. Click the Find tagged content icon to all tags used on the space. What is the best tag? Imagine someone will join your staff tomorrow and will look for your document without talking to you. What is the best tag? Preview and comment on file Right click on the file name Select Preview and Comment You can comment, tag, view history Click Browse Content > Collaboration Files Right click on Course Evaluation Report.pdf Select Preview and Comment Add a tag You can post comments to files To post a comment Right click on the file name Select Preview and Comment Click Add Comment Click Post You can reply to existing comments Click the Reply to This link beneath the comment. Share content sends an to selected members When file is being previewed/ page is being viewed: Click Share File icon. When item appears in list: Select item, right click, click Share File. Let people know your document is ready for review! 6

7 Select recipients Moving files Right click file and select Cut. Right click on the folder where you want the file to be moved Select Paste. Enter Subject and Message Move your file (Agenda July11.docx) into the folder called Agendas and Minutes. Creating a link to a file Right click file and select Copy. Right click on the folder where you want the link to appear Select Paste as Link. Copying a file Right click file and select Copy. Right click on the folder where you want the link to appear Select Paste. The copy is independent of the original editing or deleting the original will not affect the copy. Wikis Collective body of knowledge. All members can contribute. Community of authors ensures accuracy. Can be used to document procedures, lessons learned, best practices. You can attach a file, add a comment, tag, share a wiki, watch a wiki. Wikis Rich text editor facilitates formatting Links can point to External URL Content in this space or another public space A file you attach to the wiki Click Link icon Browse the space to locate the file Highlight link text 7

8 Blogs A series of articles (posts). The most recent appear first, and have a particular subject. Can be used to make announcements, post meeting agendas, and record the minutes of meetings. You can attach a file, add a comment, tag, share a blog, watch a blog. Discussions Gather input from members. A discussion is an open ended conversation made up of topics. Comments come in the form of replies. Topic Replies Click Collaboration Discussion Open a discussion topic. Click New Reply. Post a reply to the topic. Data tables Spreadsheets Data input by members using a form designed by the author. Field names and field types decided by the author. You can add an entry, attach a file, comment, tag, export table, import entries, watch the table, etc. Add an entry to the data table called Backlog Issues Click New Entry and enter the following fields: Title of issue (e.g. Printer jam) Description Follow up (explain the problem) Assigned To (click + icon to select a member) Date created Status (select red) Save Add a field to the data table called Backlog Issues Click Data Table Actions > Configure Fields and Settings Click Add Fields To Data Table Select and drag Number Give it the title Number of people affected Click OK and Save Global search Search all spaces or your favorite spaces. Item properties (title, subject, keywords, owner) Content of the item (e.g. the text in the pdf) 8

9 Global search Search within a space Filters listed can be applied to the search. Open the space, click search icon on left. When you join a space Add it to your favorites Start watching the space When you want to make sure others see your document Share the file When your team needs to discuss Create a discussion topic When you need to make an announcement Use a blog post When you need to track issues or create lists Use a data table Space Coordinator controls Who gets in Membership What they can do Permissions What they will see Appearance, layout Space Coordinator should Set rules and best practices Encourage participation and keep discussions on track Brainstorm and solicit new ideas for growth Update the site 9

10 Set the appearance by Selecting the space settings Name, description, icon Space settings Go to space homepage Click Space Actions > Space Settings Set Name, Description, Icon Editing the homepage Widgets, layout Change the Name, Description, Icon of your space Homepage should Illustrate purpose Explain how to find content Point to top level information about project/ activity Not present only recent content Editing the homepage Widgets Embedded in pages Allow you to view items inside a space Types of widgets Recent Activity Recent Files Space Content Rich Text Popular Tags etc.. Recent activity widgets Recent Activity Recently added or modified items in the space Recent Files Recent Pages Wiki pages Recent Posts Blog posts Recent Topics Discussion topics Content widgets Contents Items of a folder or space Image Viewer Gallery of images Popular Tags Tag cloud Document Viewer Preview of a document specified by the coordinator Tagged Content Content shares a specific tag 10

11 Text widgets Rich Text Rich text editor Layout widgets Column Box Group Box Adding, moving, configuring, deleting widgets Space Actions > Edit Page To add Click Add Widgets to Page. Drag the widget to the area of the page in which you want it to appear. To move Drag the widget to the area of the page in which you want it to appear. Recent files Create a page with the following layout Contents To configure Click in the right corner of the widget. To delete Click in the right corner of the widget. Recent activity Popular tags Defines who can access and contribute to the space Viewing members Open the space, click the Members icon Removing members Select the name from the search results Click Remove Adding members Click Add Members Search for the name of the person Select the name from the search results Click Add to Space Select role, click Add to space Find Trainer1ICS in the list of members You can add individual members or existing AD groups Add 2ICS to the space as a participant 11

12 Inviting members Select the name Click Invite You can edit the before sending it Default invitation set under Space Settings > Invitations Member roles determine Access to content in a space What actions members are allowed to perform What rights members have Invite Trainer1ICS to the space Standard roles Space Coordinator Manages the space Designs space homepage Adds and removes members Participant View and edit Imports files into the space Comment on and tag files Contributes and comments on blogs, wikis, discussions Content owner can delete the content Permission Levels (read, create, edit, delete) How do you add McGill permanent staff (@mcgill.ca) to CenterStage? All permanent staff with active payroll are synchronized daily at 4 am using 000 staff AD group. They are automatically given access to CenterStage. No further configuration is necessary. Space Coordinator adds new member in CenterStage. How do you to CenterStage? Space Coordinator submits a service request to IT Support provide space name, McGill username, and of the user(s) to enable the license IT Support adds user(s) McGill account(s) to the CMS Users AD group informs the space coordinator that the license will be enabled overnight sends add members instructions to space coordinator Space Coordinator adds the new account to the space the next day. Users use their normal login to log in CenterStage. How do you add an external person to CenterStage? Externals include hospital addresses (e.g. muhc.mcgill.ca), concordia.ca, etc Space Coordinator submits a service request to IT Support provide space name, full name and address of the external user. IT Support & CCS CMS Project Team add the external account following naming convention firstname.lastname and using the external s address (e.g. janet.smith@gmail.com). add the person to the space & to the staff list. User is immediately sent a log in and temporary password to access the space. 12

13 Changing permissions, creating custom roles Default permissions can be changed New roles can be created These can allow you to restrict access to a folder to select members Sign up for CMS 410 course When you get your space Design homepage Add members; invite those members you have added To add a person to the space Add member, choose role, invite member to the space Suggest they register for CMS training When a person quits the space (e.g. changes job, leaves project) Remove member To promote sharing of documents and use of the space Share a file you want your members to read or edit Facilitate activities: add new blog posts, discussion topics, wiki pages, etc. To restrict access to a particular folder Follow Best practices and CenterStage Online Help instructions for permissions and roles. Sign up for CMS 410 training session. Desktop > Everyone Shortcut > CenterStage > Game > millionaire game.html Did you learn anything today? Yes. No. Huh? Zzzz. If you want to read about it Go to Go to KB article 3409 for a copy of these slides If you want to try it Go to Visit the CenterStage Try it Now! Space If you have questions or requests about the CMS Online help available at top of screen. ICS Service Desk ITsupport@mcgill.ca Answer just five questions one minute of your time! Please complete the IT Course Evaluation Form. In Minerva at: Employee Menu > IT Customer Services (ICS) Menu > Evaluations 13