Department User Guide

Transcription

1 Department User Guide

2 Revision Chart Version Primary Author(s) Description of Version Date 1.0 Anthony Curley Initial Document 6/22/ Anthony Curley Update to Publishing Changes & Navigation Changes 8/11/ Joe Goble Added Sort Order 9/19/ Daan De Brouckere Added Personalization 11/14/ Christina Huntington Expanded Related Team Sites, consolidated redundant content 11/16/ Christina Huntington Updated section 5 for clarity 2/14/12 Rhodes College Page i of 33 InRhodes User Guide

3 Contents Revision Chart... i Contents Introduction Purpose Audience Overview General Main Site Navigation Navigate Up Department Left-hand Navigation Site Access Edit Department Home Page Checkout the Page for Editing Edit the Site Content Checking In and Publishing Related Documents and Forms/Department Lists Open up All Site Content Related Documents Department Links Department Pages Actions Creating a New Page Using the Template for Department News Page Using the Templates for Department Event Page Using the Template for Department Narrative Page Deleting a Page Site Permissions Add user to Members Group Remove User from Members Group Site Settings Changing the Banner Image...25 Rhodes College Page 1 of 33 InRhodes User Guide

4 7.2. Publishing Pages as an Owner Left-Hand Navigation Related Team Sites Troubleshooting I cannot see the SharePoint Ribbon at the top of my page...31 Rhodes College Page 2 of 33 InRhodes User Guide

5 1. I N T R O D U C T I O N 1.1. Purpose The purpose of this document is to provide users with instructions on how to use the InRhodes SharePoint system Audience The intended audience for this document is the end users of the InRhodes system. Rhodes College Page 3 of 33 InRhodes User Guide

6 2. O V E R V I E W The InRhodes site is available at In.Rhodes.edu. All requests for access and support should be sent to the Helpdesk General Helpdesk (901) helpdesk@rhodes.edu The InRhodes site provides a central site for internal communication for Rhodes College. The site provides an efficient, integrated, and effective means to communicate within the Rhodes community Main Site Navigation The main pages for the site are available from the top-level navigation. It allows you to easily navigate to the main areas of the site from any other page. Clicking the InRhodes logo at the top of the page will redirect you to the home page. Hovering your mouse over one of the navigation categories will bring up a horizontal sub-menu, with links to the main areas within the website Navigate Up Figure 1: Top-level navigation, with an example horizontal sub-menu up This button, which appears at the top of every page of the site, allows a user to quickly navigate back up through the site. Clicking the button opens up a hierarchy list from the main site to the current site, with a link to each step. Figure 2: Navigate Up site list Rhodes College Page 4 of 33 InRhodes User Guide

7 2.4. Department Left-hand Navigation On each page within a department site, there will be a standard left-hand navigation table. Within this table will be the pages contained within the current department site. The pages that appear and the order in which they appear is controlled by Department Site Owners. Clicking on any page s name within this table will redirect you to that page. The current page will be highlighted in bold. Figure 3: Example of a department left-hand navigation Below the list of pages, the system will list the related Team Sites. The team sites that appear are controlled by Department Site Owners. Users will only see those sites for which they are Members. (Site owners should refer to Section 8. Related Team Sites for instructions on enabling related Team Sites links.) Figure 4: Example of a list of related Team Sites 2.5. Site Access In order to access the InRhodes SharePoint site, a user must be granted access by the site administrators or site owners. Having permissions in one sub-site (example English Department site) does not imply having the same permissions in another sub-site (example Admissions Department site). The following security groups have been defined: Visitors: Users who can only view published content. Members: Users who can view, update, delete, and add content. Owners: Users who can view, update, delete, add, and perform administration actions on their site Rhodes College Page 5 of 33 InRhodes User Guide

8 3. E D I T D E P A R T M E N T H O M E P A G E Users with the proper permissions for their department site can edit the department s home page. Note that not all sections of the department s home page are editable; those areas that a user can actually edit are outlined in the image below. Figure 4: An example department homepage, with the editable content outlined 3.1. Checkout the Page for Editing The first step in editing this page is to check it out, so that you are the only one editing it, and then enter edit mode. We will be using the SharePoint ribbon for this. If you click the Edit button on the ribbon, it should automatically check out the page and place you in edit mode. The top of your screen should now look like this: Rhodes College Page 6 of 33 InRhodes User Guide

9 3.2. Edit the Site Content You will see that the area under Contact Us:, the center of the page, and area under Upcoming Events have boxes around the content. These are the rich text box areas that you can edit. If you click in one of these areas you will see a format toolbar appear in the ribbon, similar to other Microsoft Office applications like Word. You can use this tool bar to edit text, images, links, and other items in the text boxes. Figure 5: The format toolbar that is used to edit content in the text boxes 3.3. Checking In and Publishing Figure 6: An example of an editable content box Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and publish the page so that other users can see the changed content. To do this go to your ribbon, on the Page tab, and click Check In. Rhodes College Page 7 of 33 InRhodes User Guide

10 The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Hitting Continue will take you back to the page. You should see the following message at the top of the page: This means that your check in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. This will publish the page, making your changes public. Rhodes College Page 8 of 33 InRhodes User Guide

11 4. R E L A T E D D O C U M E N T S A N D F O R M S / D E P A R T M E N T L I S T S 4.1. Open up All Site Content To add a document to the Related Documents and Forms drop-down list that will then be available to download for all visitors to the site, first go to Site Actions and then click View All Site Content. You are now viewing all of the content associated with your department site. From here you will be able to add Related Documents or Department Links. Rhodes College Page 9 of 33 InRhodes User Guide

12 4.2. Related Documents Click on uploaded documents.. You should then be taken to a page listing all of the Uploading a document If you already have a document you want to upload, click In the window that opens up, browse to the document you want to upload, and then hit OK. You should be redirected to the documents library page and see your document listed. Enter a numerical value for the sort order. This will determine the order in which items are displayed in the drop-down list. The values must be unique Deleting a document If there is an uploaded document that you want to delete, move your mouse over the document. A checkbox should appear on the far left of that document click this checkbox and then click Delete Document in the Library Tools Documents tab. This should delete that document (or documents if you selected multiple) from the library. Rhodes College Page 10 of 33 InRhodes User Guide

13 4.3. Department Links Click on department page.. You should be taken to a list of all links available on the Adding a link If there is a link you want to add, click In the window that opens up, enter the URL address of your link. You can click (Click here to test) to make sure that your link is working. Be sure to enter a description: This is how the link will appear on the department s home page. Enter a numerical value for the sort order. This will determine the order in which items are displayed in the drop-down list. The values must be unique. When you re done, click Save to see your link added to the list Deleting a Link If there is a link that you want to delete, move your mouse over the link. A checkbox should appear on the far left of that link click this checkbox and then click Delete Item in the List Tools Items tab. This should delete that link (or links if you selected multiple) from the list. Rhodes College Page 11 of 33 InRhodes User Guide

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15 5. D E P A R T M E N T P A G E S A C T I O N S 5.1. Creating a New Page To create a new page, you re going to need to add a new page to your department site. First, make sure that you are on your department site, then go to Site Actions and select New Page. A window will appear where you should enter the name of your new page. *CAUTION*: This name you enter will be part of the URL address for the page it cannot be changed once set. (You will have to ability to change only the page title as it appears in the navigation.) You will be taken to your new page, already checked out to you and already in edit mode. The next task is also very important: you must choose what type of page this will be (narrative, news, or event) and select the appropriate page layout Rhodes College Page 13 of 33 InRhodes User Guide

16 5.2. Using the Template for Department News Page To setup a Department News Page, go to the Page tab on your new page s ribbon, and click Page Layout. Scroll down to Department News Page and click it. You should see a waiting window, and then be taken back to the site, with the content reformatted to be a Department News Page. From here you ll be able to edit content in the highlighted areas below. Rhodes College Page 14 of 33 InRhodes User Guide

17 Please note: the Subtitle field will not appear on the actual page this is used on the home page and the department s home page where the news item is included in a list. Please also note that you cannot finish this page without entering at least one tag value. These tag fields only accept predefined values, which you can access by clicking the next to a tag field. This will pull up a window through which you can browse and select the appropriate value. An example is shown below. Once you ve highlighted a value, click Select >> and then OK Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and publish the page so that other users can see the changed content. To do this go to your ribbon, on the Page tab, and click Check In. The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Rhodes College Page 15 of 33 InRhodes User Guide

18 Hitting Continue will take you back to the page. You should see the following message at the top of the page: This means that your check in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. If you set the User Community to Staff or Faculty, the page will now be submitted to Communications for approval. If you set the User Community to Student or set a Graduation Year, then the page will be submitted to Student Affairs for approval. Otherwise, the page will be approved automatically. Once approved, the page will then publish and all changes will be public Using the Templates for Department Event Page To setup a Department Event Page, go to the Page tab on your new page s ribbon, and click Page Layout. Scroll down to Department Event Page and click it. Rhodes College Page 16 of 33 InRhodes User Guide

19 You should see a waiting window, and then be taken back to the site, with the content reformatted to be a Department Event Page. From here you ll be able to edit content in the highlighted areas below. Please note: the Subtitle field will not appear on the actual page this is used on the home page and the department s home page where the event item is included in a list. Rhodes College Page 17 of 33 InRhodes User Guide

20 Please also note that you cannot finish this page without entering at least one tag value. These tag fields only accept predefined values, which you can access by clicking the next to a tag field. This will pull up a window through which you can browse and select the appropriate value. An example is shown below. Once you ve highlighted a value, click Select >> and then OK Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and publish the page so that other users can see the changed content. To do this go to your ribbon, on the Page tab, and click Check In. The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Rhodes College Page 18 of 33 InRhodes User Guide

21 Hitting Continue will take you back to the page. You should see the following message at the top of the page: This means that your check in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. If you set the User Community to Staff or Faculty, the page will now be submitted to Communications for approval. If you set the User Community to Student or set a Graduation Year, then the page will be submitted to Student Affairs for approval. Otherwise, the page will be approved automatically. Once approved, the page will then publish and all changes will be public. Rhodes College Page 19 of 33 InRhodes User Guide

22 5.4. Using the Template for Department Narrative Page To setup a Department Narrative Page, go to the Page tab on your new page s ribbon, and click Page Layout. Scroll down to Department Narrative Page and click it. You should see a waiting window, and then be taken back to the site, with the content reformatted to be a Department Narrative Page. From here you ll be able to edit content in the highlighted areas below. Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and publish the page so that other users can see the changed content. To do this go to your ribbon, on the Page tab, and click Check In. Rhodes College Page 20 of 33 InRhodes User Guide

23 The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Hitting Continue will take you back to the page. You should see the following message at the top of the page. This means that your check in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. This will publish the page, making your changes public. Rhodes College Page 21 of 33 InRhodes User Guide

24 5.5. Deleting a Page To delete a page, navigate to the page you d like to delete. Under the Page tab of your ribbon, you should see a Delete Page button. After a confirmation window, your page will be deleted and you will be redirected to the department home page. Rhodes College Page 22 of 33 InRhodes User Guide

25 6. S I T E P E R M I S S I O N S This section is for actions available only to Owners To get to Site Permissions, click on Site Actions and then Site Permissions 6.1. Add user to Members Group If you want to add new users to your department s Members permissions group, go to Site Permissions. Once there, you will see a list of the permission groups for your department. Click on the Members group. You will see a list of the users in this group. Click on the a new user. button to add In the window that shows up, type the name or username of the users you wish to add to the Members group. Clicking the will check the names you have entered to make sure they actually refer to users of the site. Clicking the button will open a directory of users from which you can select the ones you want to add. An will be sent to the users, alerting them of their new permissions. You can adjust the subject line, and add a personal message that all of them will see in the . Once you ve listed all your desired users, click OK and they will be added to the Members group and receive the welcome . Rhodes College Page 23 of 33 InRhodes User Guide

26 6.2. Remove User from Members Group If you want to remove users from your department s Members permissions group, go to Site Permissions. Once there, you will see a list of the permission groups for your department. Click on the Members group. You will see a list of the users in this group. Next to each user should be a checkbox check the box of those users you would like to remove. Once you have, click on Actions and then Remove Users from Group. After a confirmation window, the users will be removed. Rhodes College Page 24 of 33 InRhodes User Guide

27 7. S I T E S E T T I N G S This section is for actions available only to Owners To get to Site Settings, click on Site Actions and then Site Settings 7.1. Changing the Banner Image If you would like to change the image in the banner for all of your department s pages, you will need to upload your desired image into your site s image library. Please Note: To avoid distorting the image, a resolution of 710x100 is recommended. Click on Site Actions and then View All Site Content Once there, click on This shows you a list of uploaded to your site. Click on to upload your image. In the windows that appear, Browse to select your image then select OK to upload it. A new window will open up allowing you to make comments and set some additional data about the image. IMPORTANT: If you want the image to appear as the banner image, you must name it bannerimage.png. You can do so here. Rhodes College Page 25 of 33 InRhodes User Guide

28 The image will now be uploaded to your site, and should automatically be used as the image banner for your department. It is important to note that this applies only to the pages of your department, and will not affect any other page Publishing Pages as an Owner Owners can add and edit pages in much the same way as a Member user. The key difference is that Owners do not need to submit their changes and additions for approval they can immediately publish the pages they edit. For this reason, instead of seeing the Submit option that members see, Owners will see and need to click the Publish option (shown below). Rhodes College Page 26 of 33 InRhodes User Guide

29 7.3. Left-Hand Navigation The left hand side navigation box can be configured within Site Settings. To get to list of pages displayed in the left-navigation, click on Site Actions and then Site Settings. Then, select the Navigation link under Look and Feel. Scroll down till you come across an area that looks similar to below. Pages can be added/removed and re-ordered in this section. Here you can fully configure the items within the left-hand navigation on your department s page. Once you re all done configuring the navigation box, click OK at the bottom or top to save changes Reorder Items If you want to reorder the items currently in your navigation box, simply click on the item you wish to reorder, and use the buttons to reposition that item Edit item If you want to edit one of the links in your navigation box, simply click on the item you wish to edit, then click the button. This will pull up a new windows where you can edit the Title (what is shown in the navigation box), the URL (where the link redirects to), and add a description. Once you re done editing, click OK to save changes to that link. Rhodes College Page 27 of 33 InRhodes User Guide

30 Deleting an Item If you wish to delete an item from the navigation box, simply click on the item to highlight it, and click the button. This will remove the item from the navigation box across your department pages. Note: This will not actually delete the page it only deletes the link to it contained within your navigation box. You can later re-add the link if you so desire Add a Heading If you want to add a heading into your navigation box, click the button (Note: If you want to add a heading under a current heading, select that heading first before adding the new one). A window will appear, allowing you to add a Title, URL, and description. Headings will default to linking to the department s home page if no specific link is given. Once you re done entering your header s information, click OK to add it to your navigation Add a Link If you want to add a link into your navigation box, click the button (Note: If you want to add a link under a current heading, select that heading first before adding the new link). A Rhodes College Page 28 of 33 InRhodes User Guide

31 window will appear, allowing you to add a Title, URL, and description. Once you re done entering your link s information, click OK to add it to your navigation. Rhodes College Page 29 of 33 InRhodes User Guide

32 8. R E L A T E D T E A M S I T E S This section is for actions available only to Owners A site owner may add links to associated team sites in the navigation of a publishing site. The Team Sites header and links will be visible only to members of the team site specified. In order to add team sites, click on Site Actions and then View All Site Content. Then select the AssociatedTeamSites list. This list has a single Title column which should contain the URL for the team site. Ex: NOTE: The URL should always use https, not http. Rhodes College Page 30 of 33 InRhodes User Guide

33 9. T R O U B L E S H O O T I N G 9.1. I cannot see the SharePoint Ribbon at the top of my page If you do not see the SharePoint Ribbon when you are viewing one of the InRhodes pages, it could be one of two reasons. 1. You do not have permissions to make changes to the current page If you only see the Navigate Up button at the top of your screen, and no Site Actions button, then you are only a viewer for the current page and cannot make alterations. If you should be a member or owner for the current page please contact helpdesk@rhodes.edu. 2. The ribbon needs to be opened Go to Site Actions at the top of the page and select Show Ribbon Rhodes College Page 31 of 33 InRhodes User Guide