espaces Documentation

Transcription

1 espaces Documentation Release 1.0 eresearch Centre, James Cook University Jul 20, 2017

2 Contents 1 Introducing espaces and Plone Site Layout: An Overview Much ado about content Navigation within the site Compared to other CMS platforms All about espaces Working with espaces Finding an espace Seeing my espaces Getting started Logging in Solving login issues Registering for a local account Permissions and access Adding and editing content Creating new content items Editing existing content items Uploading a file Adding images Uploading an updated version of a file or image Organise your content using folders Setting the document metadata Setting advanced metadata properties Renaming content Managing and publishing content Permissions overview Granting access to your content Workflows and document publishing Creating public content Reviewing content Editing a published document Publishing a folder Checking access permissions Using other types of content Adding and editing events Adding and editing news items i

3 6.3 Adding links as content Adding a Collection Creating online forms Customising layout and design Folder display options Change the home page for a folder Sorting a folder Enabling next/previous folder navigation Managing portlets Interacting with content Commenting Searching for content Transferring multiple files and folders Frequently Asked Questions - FAQ I ve created a page, but my custom script/embed/flash/widget is being stripped The title bar covers or obscures my logo I can t edit or modify content How can I grant access to my documents? How can I find a page that I created? How can I reorder content within a folder? Glossary Indices and tables 63 ii

4 This documentation covers the most important aspects to espaces ( including an introduction to content managment, a layout overview, and information about site management. Contents 1

5 CHAPTER 1 Introducing espaces and Plone espaces utilises open-source CMS (Content Management System) called Plone ( to allow users to easily share content, files, and other digital objects within a web environment without needing to learn web authoring technologies. Being a CMS, Plone can be used to constructure a flexible, content-driven website, interactive web portal, or a secure collaborative workspace. Access espaces at to get started. Site Layout: An Overview The espaces site will be laid out in a similar fashion to that shown below, depending on what features and customisations have been made. Remember that the image of the site will almost certainly look slightly different to what is shown below as both content and overall theme, including fonts, colours, layout, may have potentially been customised. This example shows a user with full access. How espaces appears to you depends on whether you are logged in, and what permissions your user account has in any particular area of the site. Permissions are dynamic and can change across different folder or content, depending on the site. 2

6 1. Top navigation tabs are links across the top of a page are the top-level of navigation. Primary folders or other types of content can be added or changed here with appropriate permissions. Typically, a site administrator will configure these top-level links. For the general public or normal users, however, these serve as a quick way to access the main areas of information on the portal. 2. Content management views are the tools for editing and managing content that you have access to. If this set of tabs is not present, then it is likely that you only have view access to the current folder or content item. 3. Content action menus is a set of menus that perform various actions relating to the management of content: State This controls the workflow state (and thus permissions) for content. Add new Create and upload of new content, images, folders and more. Content is created by type, and this menu lists all types of content a user can create. Display Controls the appearance of a folder or a content item. For example, folders can be configured to show dynamic listings or tables, or otherwise have a content item show as its home page. Actions Provides the ability to cut, copy, and paste content items within a site, as well as the ability to delete and rename items. Other custom actions may be present underneath this menu. 4. Search is a search engine for content on the site. Users can enter keywords from any part of content, including titles, descriptions, and full text to find results. Content inside of various files, including PDFs, Microsoft Office files and more, are searchable. 5. Main page content displays the primary body of information on a given page is displayed here, which will change dependent on the type of content being viewed. If the current content item is a Page, then the body of the document will be displayed. If the current item is an Image, then a thumbnail and picture metadata will be shown. If the current page is a Folder, then this may display a listing of content present or be configured to show just a single page. 6. Portlets are small windows of information may be configured on the left or right-hand side of any page. Portlets typically display snippets of content and links to other information on a site. One such example is a News portlet, which will aggregrate information about news items that exist on the site. There are a number 1.1. Site Layout: An Overview 3

7 of different portlets available by default, including some that can pull in information from external sources like RSS feeds. 7. Personal menu is a drop-down menu revealing access to personal preferences, the user dashboard, and the ability to log out. Site administrators can use this menu to access the site control panel. Certain other options may be available depending on your level of access. Much ado about content There are many types of content that can be created, viewed, downloaded or commented upon with a site, including: Event An upcoming event, meeting, conference, or some other incident. Objects of this type typically appear under events listings on the site. File Individual content uploaded from a local computer. Users may download or access the given file via links inside Pages or directly from Folder listings. Folder Similar to those on a hard drive, folders contain content and are used to give a site structure. Folders can be nested to any depth required and will typically be displayed in navigation listings for ease of access by users. Image Storage type for pictures uploaded from a local computer. Images can be inserted into Page content, displayed in albums and lists, and otherwise stored for viewing. Supported image types include JPEG, GIF, PNG and TIFF. Link Automatic link to another web address, which may be another item in the portal or to an external resource. Page The main content for a site is contained within Pages, which can feature text, images, hyperlinks, and other rich HTML. News Item A piece of related to a notable occurrence, such as a press release or update. Objects of this type typically appear under news listings on the site. There may be others based on the site configuration and your user s level of access. By default, content that is created will be displayed in navigation listings for ease of access. This behaviour is customisable either on a site-wide basis or for individual content items or folders. For in-depth information about content management, see Adding and editing content (page 17). Navigation within the site espaces is similar to other sites and web-based systems: they consist of structure and content and feature a webbased editor to add and modify content. For example, a site may have any number of folders, images, pages, files, and other types of content. The structure can be nested in any format, and as deep as required, much like structuring a computer s hard drive or a network share. As new content is added, it will appear either in the top-level navigation of the site, or if placed into sub-folders and nested, then in the Navigation portlet listing, which appears automatically as required. Read more about Customising layout and design (page 46). If unsure of the location of a particular file or folder, use the Search box at the top of an page. Just type in a name or keyword, and a list of all related documents will be displayed. Compared to other CMS platforms If you re familiar with other open-source CMS platforms, such as Joomla, Wordpress or Drupal, espaces is similar and performs in a simliar fashion. Plone, the platform that espaces is built on, is notably more secure, and provides 1.2. Much ado about content 4

8 a number of interactive, collaborative workspace tools for users to interact Compared to other CMS platforms 5

9 CHAPTER 2 All about espaces espaces is an intuitive web platform for research collaboration and data sharing. Researchers can easily create espaces web-based sites that allow content, files, and pages to be stored securely, with the flexibility of access via the web and mobile devices. The system also provides granular permissions, allowing a range of types of security. This makes espaces perfect for spanning a range of researcher needs: Public-facing research portfolios Project pages Secure collaborative environments...anything in between. Use espaces as an access point for data and file storage, to discuss and collaborate around content, and more. espaces provides simple methods of uploading files and annotating them with comments between users. Working with espaces Getting started Make sure you have perused the documentation on Logging in (page 11) and have authenticated to espaces. The following documentation covers the basics of configuring your espace - your self-contained web portal for your research or your research group s collaboration. For all other information about content management and other espaces functionality, see Adding and editing content (page 17). Creating an espace 1. After logging in, the first thing to do is create your espace. Click on Create an espace on the top menu. 2. Complete the information on the form, including the following: 6

10 Description This is the unique name that identifies your space. It forms part of your espace URL, so ensure you use a meaningful ID that describes your espace and is easy for users to remember. The textual title of an espace, displayed in web search results and in espace listings. 1. Click on Create and wait a moment as your espace is created. Once finished, the page will reload and you ll be able to get started! Editing an espace After logging in to espaces, and having created an espace, you can add some customisations. The following details highlight what changes can be made to an espace itself. For more information about managing other content, see Adding and editing content (page 17) and Managing and publishing content (page 27). 1. On the home page of your espace, click on the Edit tab. If your espace has a default page set as the display view, an information bar will be displayed that shows you are editing the view and not the espace itself (also called the container). Click on the go here link to proceed with these instructions. 2. Complete the fields that you see to customise options and control the appearance of your site. Some fields add functionality to your espace, such as added analytics support. Metadata Space ID Space Title Metadata Title Summary Custom Logo Custom Logo Size Analytics Type Analytics Identifier Theme Description The text title of your espace. You specified this when you created the espace, but can modify it at any time. Add text to describe the purpose of your espace. Click on Choose File to upload a logo. This replaces the default logo. Select a size for your custom logo. The logo will automatically be scaled according to your selection. If you wish to use Analytics, you can choose either Google Analytics Universal or Classic, depending on the required settings. See Analytics configuration (page 8) for details. Your unique identifier supplied by the Analytics provider. Select a theme to enable a different look and feel. This will change the overall appearance for all users using your Space. 3. Click on Save to finalise the changes. You can return and modify any of these settings at any time. Sharing an espace espaces are made for sharing, either with colleagues at a local institution or across institutions within Australia. You can choose whether you d like to collaborate with associates across your entire espace or just inside part of 2.1. Working with espaces 7

11 it. To do this: 1. Ask your colleagues to log in to espaces at You can send them the link to the documentation about Logging in (page 11) to help them through the process. Note: Because of the way that cross-instutional accounts work, your associates must log in first before you can share with them. Your colleagues will need to let you know they ve completed this step so you know when to proceed. 2. After each of your colleagues have logged in once, espaces will now know about their accounts. Once this has happened, you can continue following instructions for Granting access to your content (page 28). 3. If you d like to share with the same people later, you can search and share with them immediately as they are already known to espaces. Deleting an espace In case you decide that you no longer require your espace, ensure that you have a backup of any information that was previously stored there, and contact us ( with your request. We ll confirm this request with any other administrators that are also part of your espace. This process may take a little while to enact. Please also remember that if you have had any information publicly accessible that web search engines and other third parties likely have taken copies of the information since it was made available. Analytics configuration An espace provides the opportunity for visitor tracking, via integrated analytics configuration. This means that espace administrators can keep track of page activity, site views, visitor locations, and more, depending on the capabilities of the analytics provider. At present, configuration for Google Analytics is available; support for other web analytical providers will be added in the near future. Google Analytics To add support for Google Analytics to an espace: 1. Visit Google Analytics ( and follow the instructions in the Google Analytics help centre ( 2. Once you have created your account, and created a Google Analytics profile, the system will provide a Tracking ID: 2.1. Working with espaces 8

12 3. Copy this tracking ID onto your computer s clipboard, or else write it down for reference. 4. Access the espace to be configured, following the instructions in Editing an espace (page 7) and configure the Analytics fields accordingly: Analytics Type should be selected as Google Analytics (Universal) for all new profiles. Analytics Identifier should be completed by either pasting in or manually enter the Tracking ID previously recorded above. 5. Click Save at the bottom of the page. Statistics typically take 24 hours to begin appearing in your Google Analytics profile. Other providers If espaces does not support a web analytics provider that you require, please get in touch and our team will look at adding it as an option. Finding an espace This page displays all espaces that you have access to and is visible after logging in. Click onto the Find an espace link on the top navigation to see this listing Finding an espace 9

13 Note: This page only displays espaces with top-level access. It is possible for collaborators to grant access to individual areas within a given espace, but not the home level. If this is the case, you will need to access the links you have been given directly. Seeing my espaces This page displays all espaces that you have created or else have been marked as a creator on. After logging in, click on the My espaces link on the top navigation to see this listing Seeing my espaces 10

14 CHAPTER 3 Getting started Logging in In order to get started with espaces, the first step is to access the site and log in. To perform any content management tasks, such as creating pages, editing items, or accessing secured content, you also require suitable permission to be granted to your user account. Methods for logging in to espaces are: University or research institution accounts. See Logging in with an Institutional account (page 11). espaces supports accounts from: Australian universities and research organisations that are part of the Australian Access Federation (AAF). New Zealand universities and research organisations that are part of Tuakiri, New Zealand Access Federation. Local accounts. See Logging in with a Local Account (page 13). These are accounts that are specific to espaces. You may also self-register for an account; see Registering for a local account (page 15). Important: Take care when selecting your login method. Get in touch with your site administrator if you re unsure what sort of account you have. If you re having issues logging in, see Solving login issues (page 14). Logging in with an Institutional account espaces utilises Single Sign On (SSO) which allows users to login with an existing university or research organisation account. This technology is known as federated login via Shibboleth. In order to share content with other users, each user must log in to espaces at least once before they can be found. Important: Before proceeding, ensure that your credentials have been provided by an institution or research organisation, rather than being local to espaces. If you try to sign in to an institution using local espaces credentials, it won t work; see Logging in with a Local Account (page 13) instead. 11

15 1. Click Login at top-righthand corner of the page: 2. Choose your login method; institutional login is already pre-selected. 3. Select your organisation from the dropdown menu. Note: If your institution or organisation doesn t appear in the list, you contact your local IT support staff about whether you are part of one of the supported federations (page 11). 4. Click the Login button. 5. You will be taken to the selected organisation s authentication page. Enter your credentials and login. Note: This is an example of the James Cook University login page. Your institution s page will look different and may behave differently. Follow your own organisation s login steps to proceed Logging in 12

16 6. You may be prompted to release certain details about your account from your organisation to espaces, including name, address, and other particulars. You must accept this to continue so that you can be identified within our system. 7. Once logged in, notice that your name is displayed at the top-right hand corner. You can click on this to display the user actions menu, which you ll use to change your settings and log out. Logging in with a Local Account Because espaces utilises local accounts, you can login with a username and password that are specific to this site. Note: You have the ability to self-register for an account on espaces. Follow the steps in Registering for a local account (page 15); you don t need to wait for a site administrator to create an account for you. Note: This login method is particularly useful for users that aren t associated with other account types. 1. Click the Login link in the top right hand corner of the page. 2. Click on the Local Login heading and enter your details in the login form provided Logging in 13

17 3. Click the Local Login button. 4. Once logged in, notice that your name is displayed at the top-right hand corner. You can click on this to display the user actions menu, which you ll use to change your settings and log out. Logging out When you re finished working with espaces, you should always ensure that you log out. 1. Click your username in the top-right hand corner of the site to reveal the user actions menu. 2. Click Log out. Important: If you are logged in via your instutional credentials, you can log out of the portal, but your browser will remember you for use on other services from your local institution or your federation Australian Access Federation (AAF) services. You ll see an example of this if you click Login again on espaces; the AAF login box shows you re already AAF-authenticated. To log out entirely, either restart the browser you use are using, or clear all cookies relating to aaf.edu.au and espaces.edu.au. Solving login issues 3.2. Solving login issues 14

18 Note: If you re experiencing issues logging in, follow the troubleshooting steps below; they will help to resolve most situations. Ensure your username and password are correct and retry logging in. Remember both are case-sensitive. Ensure that you are logging into the correct institution for your user account. For example, if you have a James Cook University account, then this is what you must select. An issue may be present with your institution s account. Since authentication is provided by your institution directly, please refer to your local helpdesk for troubleshooting and password reset requests. Please refer to your institution s website for contact details. If you have forgotten your password to your local espaces account, click the Forgot your password? link on the login page and follow the steps. Try clearing your browser s cache and cookies, restarting your browser, or, in extreme cases, restarting your computer. If you re still unable to login, contact your site administrator for more assistance. Registering for a local account Note: Remember that if you have an existing institutional account for a university or research organisation you do not need to register for an account. Just follow the steps for Logging in (page 11). You have the ability to self-register for an account on espaces, meaning that you do not require a site administrator to create an account for you. 1. Click the Log in link at the top of any page. 2. Click the Register section on the login page to reveal the account registration form Registering for a local account 15

19 Your registration form may have slight differences. 3. Complete the registration form with the required details, including the verification field, if present. Take note of your username, you ll need this to log in. 4. Click the Register button at the bottom of the form to complete your registration. 5. You will be required to validate your address in order to use your account. You be sent a validation containing a link you ll need to click to verify your account and set a password. 6. Once you have completed these steps, your account will be ready for use. If you re collaborating with colleagues, they can now find your account on espaces and may share content with you. Permissions and access In a nutshell, a user can be granted access to perform specific actions in different areas of the site. Access is granted via roles, which can be granted either within a specific area of the site (called local roles (page 28)), which can be managed by users that already have permissions, or across an entire site site (called global roles (page 28)), which are the managed by site administrators. Access can be granted either to a specific user or a group of users. Creation and management of groups of users is managed by site administrators. Issues or concerns about insufficient access should be directed towards your site administrator or nominated representative, such as a colleague or collaborator. For more information on granting and controlling access, see Granting access to your content (page 28) Permissions and access 16

20 CHAPTER 4 Adding and editing content espaces is built to be a fully-featured Content Management System (CMS), meaning that users are able to add and edit content directly via the web. Within espaces, all content management is done in-place, unlike some other content management systems which require you to use an administration interface or similar. Simply put, where you put the content is where it will appear and exist. Creating new content items espaces stores content as individual objects that can be accessed by a site visitor. Essentially, as a user, you create a content item and it is stored by espaces. For example, you may wish to store a web page that someone can view, an image that could be included in a page, or a file that can be downloaded. There are several ways of creating content on espaces - the most commonly used method is via the web interface. What kind of content can I post? Before getting started, take a moment to become familiar with the different types of content that the site can hold. The following lists the basic types that espaces can store. Event An upcoming event, meeting, conference, or some other incident. Objects of this type typically appear under events listings on the site. File Individual content uploaded from a local computer. Users may download or access the given file via links inside Pages or directly from Folder listings. Folder Similar to those on a hard drive, folders contain content and are used to give a site structure. Folders can be nested to any depth required and will typically be displayed in navigation listings for ease of access by users. Image Storage type for pictures uploaded from a local computer. Images can be inserted into Page content, displayed in albums and lists, and otherwise stored for viewing. Supported image types include JPEG, GIF, PNG and TIFF. Link Automatic link to another web address, which may be another item in the portal or to an external resource. Page The main content for a site is contained within Pages, which can feature text, images, hyperlinks, and other rich HTML. 17

21 News Item A piece of related to a notable occurrence, such as a press release or update. Objects of this type typically appear under news listings on the site. There may be others based on the site configuration and your user s level of access. By default, content that is created will be displayed in navigation listings for ease of access. This behaviour is customisable either on a site-wide basis or for individual content items or folders. Special types espaces also features several content types that perform specialised tasks. These include: Collection A grouping of other content. Similar to a saved search, in that content of a certain type is grouped together. Collections can only be added by an administrator. Form Folder A special folder that is used to build a form. Form folders can have fields, data capture tools, and special pages added to them. Forms are especially useful for making a site interactive. Creating new content Note: In order to create new content on espaces, your user account requires specific permissions in the area of the site you wish to add the content. Depending on the site s security configuration, you may already have this access or may need to request it from your site administrator. To determine whether you have access, browse to the area that you wish to add content. If you can see the Add new drop-down menu, permission has been granted. Follow the steps below to create a new content item. 1. Ensure that you are logged in. 2. Browse to the location you wish to create the new content item. For example, if you would like to create a new Page in a section called About Us, then you would browse to the About Us section in order to create it there. 3. Locate the Add new drop-down menu and click it. You will see a list of content types that you can choose: 4. Choose the appropriate type of content you wish to create. 5. Fill in the fields on the creation page. Note that some fields may be marked as required. 6. Click the Save button to create the content. This may take a moment as your content is created. 7. The page will reload and display your new content item Creating new content items 18

22 Editing existing content items You can edit any item that you have created or that you have been granted access to. Editing most types of content will track historical changes, allowing you to jump back to any point in the content s history and either view that old version or restore it. Important: File and Image content items will not track previous versions, due to the potential for significant storage required. To edit a content item: 1. Browse to the content item you wish to edit. 2. Click on the Edit tab. 1. Edit the content item, changing the relevant fields that displayed. 2. For most content items, you have the ability to add comments in the Change Note field. If you add a description of your changes, they will be recorded against the content item s history, which can assist if you ever need to revert these changes. 3. Click the Save button to commit the modifications. 4. The page will reload and display your modified content item. Uploading a file You can upload any files accessible on your local computer to espaces, including files that might be located on a network share drive. The instructions below describe the steps to add a pre-existing file to the site. The steps are similar for other types of content, such as images Editing existing content items 19

23 1. Browse to the location you wish to upload one or more files. 2. Click Add new File, following the same process as creating other content. 3. Add relevant file metadata, and browse for a file to upload. Adding extra information as a title and description will make the file easily discoverable and improve its appearance in navigation and listings. 4. Click the Save button to upload the file to the site. 5. The page will reload and display the uploaded file, and show how it can be downloaded later. If you have multiple files to upload, it is possible to connect to espaces using WebDAV using the instructions in Transferring multiple files and folders (page 56). The resulting page shows what visitors to the page will see, including extra details such as the file s type, size and date modified Uploading a file 20

24 Adding images Images can be uploaded to espaces for inclusion in your Pages or for separate display in collections, such as photo albums or image galleries. 1. Follow the same process for Uploading a file (page 19), except that rather than choosing the File content type, use Add new Image. 2. All other steps are the same as the above process and the metadata required matches that required for File content. Once created, if the image is a browser-compatible format (GIF, JPEG, or PNG) then it will be displayed on content view pages. The image can now be inserted into Page content using the visual editor. Uploading an updated version of a file or image A common task is updating a given file or image with a fresh version. The process follows the same methods as Editing existing content items (page 19). Important: File and Image content items will not track previous versions, due to the potential for significant storage required. This means that by uploading a new version of a file you will permanently replace the older copy. 1. Browse to the content item you wish to edit. 2. Click on the Edit tab Adding images 21

25 3. Only the marked fields are required, as was the case when you created the content originally. Note that fields are already populated with the existing content metadata. 4. To update your file, click the Replace with new button, and click the Browse button to select the new version of the file. 5. Click the Save button to commit your changes and replace the file. Organise your content using folders Folders are typically used to structure your content items in a logical, structured fashion, much as you would use them on a computer s desktop or hard drive. espaces supports creating any number of folders, and these can be nested or organised in any fashion that fits best. To add a new folder: 1. Browse to the location you wish to create the folder. This might involve traversing down several levels of folders to find the right spot for your folder. 2. Click Add new Folder, following the same process as creating other content Organise your content using folders 22

26 3. Enter the relevant metadata for the folder; a title that will be displayed in navigation and a description for explaining what the folder contains. 4. Click the Save button to finish the creation process. You can now add content into this folder, including folders as well, following the Creating new content (page 18) process. Setting the document metadata Important: Document metadata is very important because users and visitors to the site need to be able to easily locate and identify your content. Appropriate titles and rich descriptions will improve the appearance of your pages and content, and will improve searchability both on the site, and if the content is public, via search engines. Each item on espaces has specific properties, called metadata. This metadata is displayed in various fashions on the site, such as titles being displayed as a heading when viewing a page and in navigation, and descriptions allowing documents to be found easily via searches. As you experiment with managing content, you will notice how changing metadata fields affect the display of content on the site. If you ve gone ahead and created content or edited existing content, you ve already experienced modifying metadata. Although it s a fancy word, metadata just means data about the content that you ve created. Types of metadata Note: Keep in mind that metadata will vary from one content type to another. In general, however, the most common metadata consist of the following: Title The title of the item, which is displayed in the title, as a heading, in navigation and listings. Description A short description of the content, which will be displayed as a subtitle on content, as well as being used in searches and search engine metadata. Body text Rich text which can be crafted to be displayed on the content item. For content types such as Page, News Item, and Event, this will feature as the main content on the page. It is possible to cut and paste content in from other documents and applications. Note that not all content types have this field. Change note A textual note that describes changes that are being made to a given content item at one particular time. Making change notes enables you to easily ascertain what happened to a content item, when it happened, and who performed the action. Setting advanced metadata properties You can control your content even further with advanced metadata properties. In order to control various aspects of how your content interacts with espaces, there are many other metadata aspects that can be modified. To see the complete overview of what metadata can be modified for a given content item: 1. Browse to the content item you wish to modify. 2. Click on the Edit tab to access the edit interface Setting the document metadata 23

27 3. Look for these collapsed tabs on the page: The extra metadata items are described below. Keep in mind that some of these aspects won t appear on all content types, or might appear under different tabs for certain content types. Categorisation Tags Categories that the given content it should be associated with. Content associated with the same tags can be found via search. Tags will also be displayed when viewing the content item. Related items Associate one item to other content that exists on the site. Related items will be displayed when viewing the content item. Location A textual location string associated with the content. This will be displayed beneath the content item s metadata when viewed. Language Specify the language that the content item has been written in or for. By default, content on espaces will default to English. Note this is a metadata-only field and has no effect on the actual text of the content. Dates Publishing Date Configure a publishing date to hide the content from navigation until the date and time has passed. For instance, use this for a news item that should be visible after a certain time. Also known as the Effective Date. Expiration Date Configure to hide the content from navigation once the date and time has passed. For instance, use this for a news item that should only be visible until a certain time. Creators Creators A line-by-line list of user IDs (or full names, if no user exists) of creators for the given content item. The principal creator - the user listed first - will be displayed in the content item s byline as by [user's name]. Contributors A line-by-line list of names of contributors to this piece of content. Contributors are displayed in the content item s byline. Rights A statement of copyright or other information regarding the content object. Rights are displayed in the content item s byline. Settings Allow comments Toggle whether other users can comment on the given contnet item. For some content types, this will be enabled by default. Enabling this will display a comments form at the bottom of the content item Setting advanced metadata properties 24

28 Exclude from navigation Explicitly exclude the current content item or folder from appearing in navigation listings, including navigation portlets or the top-level navigation tabs Presentation mode For Page content items only. Displays a special presentation link that automatically generates a slideshow from page content. This relies on a well-structured document with headings and lists to work well. Table of contents For Page content items only. Displays a table of contents on the page, drawn from headings and subheadings included in the body text. This is a quick and easy way of helping users navigate your page, especially if the given page is lengthy. Ensure that your page content is divided up into logical sections, with appropriate headings and subheadings for this to be most effective. Renaming content Within espaces, content is identified using short names, which are unique within any given folder or area and are used as part of the item s URL; you ll see the identifier in your web browser s address bar. This ID is automatically generated based upon the Title that was specified when the content was first created. This will automatically remove any special characters that are disallowed in URLs and attempt to normalise the short name. In some cases, the default short name assigned will be either overly complicated or simply not indicative of what the content consists of. The good news is that you can easily adjust the short name to be anything you d like. Note: Don t worry about existing links to your content! espaces will automatically keep track of all of your old short names and URLs such that anyone still using old links will be redirected automatically to the new address. Any links within your own content on espaces will automatically point to the new short. To do this, decide whether you wish to rename just one item or several: Renaming one content item or folder Note: If you re attempting to rename a folder and the folder has a default view, the site will ask you to rename the default view itself, rather than the surrounding folder. To access the folder explicitly, see Renaming several items at once (page 25) and access the folder using its parent. Read more about Default views. 1. Browse to the given content item or folder you wish to rename. 2. Click Actions Rename. 3. Adjust the short name or title as required. 4. Click Rename all to complete the process. 5. Your content is now accessible using the new short name and URL. See the note above (page 26) for details. Renaming several items at once 1. Browse to the folder that holds the content items or folders you wish to rename. 2. Click Contents to view the main contents listing for the folder. 3. Select the checkboxes next to each item in the listing you wish to rename. 4. Click the Rename button at the very bottom of the listing. 5. Adjust the short names or titles as required. You do not need to change every field that is present, only what you want to modify Renaming content 25

29 6. Click Rename all to complete the process. 7. Your content is now accessible using the new short name and URL. See the note above (page 26) for details. Benefits Benefits of simple, descriptive short names will help in several ways: Shorter identifiers make for shorter URLs. Google and other search engines will value shorter, descriptive addresses and rank your content higher. Remember that users may be typing in your web URL directly. Shorter URLs will help anyone doing this. This is especially useful if you re creating publications or ing links to people. Having a shorter URL with clear words will make identifying what your page is about easier Renaming content 26

30 CHAPTER 5 Managing and publishing content espaces offers extremely flexible and granular security for content items that are stored on the site. Content can be shared with individuals or groups of users following Granting access to your content (page 28), and content can be published to the public with Creating public content (page 31). Permissions overview First, make sure you re aware of what roles can be granted to individuals or groups of users. A level of access below corresponds to a role for a particular area of the site. Important: Take care when assigning access to other users. Always double-check the person or group you are sharing with is correct and that you trust them with the access you re providing. Also make sure you are granting a suitable level of access to the right range of content. Warning: Granting users more access than they require can be both useful, and potentially dangerous. Take care. Access types Access Can add Can edit Can review Can view Description Allows new files to be uploaded or content items to be created in this folder, granting access to the Add new menu. This has no effect on non-folder content. Corresponds to the Contributor role. Allows editing of existing content, granting access to the Edit tab against content. Corresponds to the Editor role. Allows the user to publish and review content, granting access to extra controls in the State menu. Corresponds to the Reviewer role. Allows the user to see private or non-shared content. Use this permission to grant access to specific folders and content areas on a portal. Corresponds to the Viewer role. 27

31 Roles The core content-centric roles are as follows: Contributor Users can create content in the areas they have been granted this role. This provides access to the Add new menu. Editor Users can modify and delete content where they have been granted this role. This provides access to the Edit tab and controls for deleting and moving content. Reviewer Users with this role can publish and retract content from being accessible to the public. This provides access to the State menu. Viewer Users with this role can see content that is in the Private workflow state. For site administration purposes, there are two additional special roles: Site Adminstrator Special site-wide role for administrators granting access to all content and all content management abilities. Can adjust most site setup configuration options, with the exception of managing complex and lower-level system settings such as the Zope Management Interface (ZMI). Manager Special site-wide role with all permissions and abilities. Users with this permission are effectively super users and can do everything, everywhere. Local and site-wide roles Roles can be applied to grant users permissions in one of two different ways, either as local roles or as site-wide roles. Local roles are applied just for a specific area on the site, being either a specific content item, or for an entire folder. This is the most typical manner in which to grant users access to content because it can be controlled on a very granular level. For example, a certain user or set of users should have access to a certain folder or file, whilst other users should not. This is the process described under Granting access to your content (page 28) and users are able to self-manage permissions without requiring a site administrator s assistance. Site-wide or global roles are applied by a system administrator and grant a given user or set of users access across the entire site. This is useful in the situation where a user is a content administrator or review personnel for all content across a site. Care should always be taken which granting any unrestricted access across a site. Granting access to your content Important: The creation of groups for sharing is not supported by espaces. Sometimes you ll want to give access to individuals rather than the whole Internet; you can choose to share your document with a particular person. Important: Keep in mind if you see this message: then you should take care to decide whether you want permissions to apply to this content item (the default view for the folder) or whether you want the permissions to apply to the whole folder. In almost all cases, you will want to click the go here link and apply permissions to the folder Granting access to your content 28

32 In order to selectively grant access to some content: 1. Browse to the piece of content that you d like to share, or browse to the folder that surrounds the content if you d like to grant access to the entire folder. 2. Click on the Sharing tab 3. Search for a name by typing it into the search box and clicking the Search button. You can also search for partial names, addresses, or user IDs as well. 4. When the appropriate entry appears, select the permissions in the same row to grant different types of access. You should refer to Access types (page 27) mentioned above if you re unsure what each permission does. 5. Click the Save button to make the changes. Permission changes take effect immediately. Sharing with all logged in users Note: Be extremely careful and ensure this behaviour is what you want. Contact your site administrator if you re unsure. It is possible to share content with anyone who is able to log into espaces by selecting the Logged-in Users entry that appears on the Sharing tab, and granting permissions to this special group of users. Keep in mind that by providing access in this way, all users on your site (which may be many different users) will be granted permission to your content. Inheriting permissions The Inherit permissions from higher level checkbox controls whether the current content item or folder uses the same permissions as the parent folder. This means that the permissions are inherited downwards from higher levels. You may wish to enable or disable this functionality depending on your security requirements. For example, if you want one specific area to have customised security, then you may want to disable this option. Alternatively, if you want security to automatically apply from the higher-level folder, leave this enabled. For sharing-based access, the page will always display the resultant security settings for you to peruse. To enable or disable this functionality: 1. Select or deselect the checkbox on the Sharing page Granting access to your content 29

33 2. Click the Save button to make the changes. The page will refresh and show you the resulting access permissions for the content item or folder. Workflows and document publishing Note: Workflows play an important role in content security and control who can see the content, inclduing whether it is accessible to the public. What is a state and what is a workflow? A state is a condition that a piece of content is in as part of a workflow, which is a process that your content passes through before it becomes available to others on espaces. The state controls visibility and overarching permission to access the content. When an item is first created, its state is Private. Typically, users will require their content to be reviewed (placed into the Pending state) before it is published to the public (the Published state). Full details about what each of these relates to are outlined in Workflow states (page 30). Users without the Can review permission (or Reviewer role) are prevented from making content available to the public. This process commonly requires a content manager or site administrator to be part of the workflow to ensure that content posted meets standards set by you or your group. In some cases, this may not be very important, if all users should be able to publish documents, but is imperative in others, such as when all content must remain private or when content must be reviewed prior to posting. Note: Whilst this sounds onerous, in the case of simpler environments, the workflow process may be as simple as all content is private or no approval is necessary with the appropriate configuration in place. Workflow states At each point in the workflow your document will have a different state. These states are listed below: 5.3. Workflows and document publishing 30

34 State Private Pending Published Description Only visible/editable by creator and site administrators Can be shared with individuals via Sharing tab Must be published before being visible to public Content managers can publish immediately Has been submitted for review through workflow Awaiting a decision from content manager or site administrator User with Reviewer role may publish or reject this Accessed in the same way as other Private content Are available to all site visitors Visible to the public, without login Content managers can retract back to being Private. For espaces, File and Image content types are configured specially to inherit the parent folder s workflow state. This means that if the surrounding folder is Private then the files or images will be as well. The same applies to publishing content - in order to publish files or images, then the surrounding folder must be published. The State menu Changes to a piece of content s workflow state (and thus its visibility) are controlled via the State drop-down menu, visible when you are viewing that piece of content. This menu also displays the current state of your content, which is colour-coded to suit. This colourisation will be shown elsewhere on espaces, such as in navigation and in folder listings, to help you identify the state of content. In addition to being able to change the state of the current content item, when looking at folders, the menu also provides an Advanced link. This advanced page allows fine-grained control over changing several items at once, and changing all items within sub-folders. Creating public content Private content is extremely useful for many purposes, but there will typically come a time that you need to publish content to the public. 1. If you haven t already, proceed with the instructions for Creating new content (page 18) first. 2. Browse to the content item that you would like to make public. It is also possible to publish a folder as well using the same process. 3. Click State Publish Creating public content 31

35 (a) If you can t see this, then you don t have access to publish documents. If you feel you should have this access, you ll need to contact your content manager or site administrator for access. (b) If you see Submit for publication under the menu instead, then click this and the content will be submitted to your content manager for approval. You will need to now alert the relevant person to publish the content for you. Reviewing content Note: If you have suitable permissions, you ll have the ability to review content for yourself and other users. Content manager and site administrators have this permission by default. The review list is shown on your dashboard when you have review permissions and there are items to review. This list contains items that have been submitted by other users for review. Your dashboard can be accessed via User menu (your name) Dashboard. If you don t see this on your dashboard, you can add it easily via Edit Add portlet it s called a Review list portlet. Reviewing an item In order to review a given content item: 1. Visit your dashboard and click the link to the item for review. Otherwise, browse to the content item to be reviewed Reviewing content 32

36 2. Use the State drop-down menu (see The State menu (page 31)) to make a decision regarding either publishing or rejecting this item. At this point you have the following choices for this item: Reject the item Reject the item by selecting Send back from the State drop-down menu. Approve the item You would reject the item if you feel that it is not appropriate for the site, or if it requires more work. This returns the item to the Private state. If you want to add comments describing why the document was rejected, click onto State Advanced first before rejecting it. Enter your comments here and select Reject to change the document s state. Important: Keep in mind that you may need to adhere to organisational policies or procedures when publishing documents on the web. The publishing process is your responsibility and your username is associated with all publications. Approve the item by selecting Publish from the State drop-down menu. This changes the content into the Published state. The content is now publicly available on the Internet. Edit the item As the reviewer, you have permission to edit the document yourself. You can make any changes that are necessary and then approve the item. Do nothing If you re not sure whether this item is suitable or not, you can simply leave it as it is. This will leave the document in its Pending state for the time being. Keep in mind that it will eventually need to be either approved, edited or rejected. You may wish to seek advice from another site administrator or reviewer about the content. Editing a published document In order to make an edit to a previously published document, there are two choices, depending on who you are: Content authors The original author can choose Retract from the State drop-down menu, which moves the document back into the Private state. The author can then make changes and save the content, and add it back to the review list using the State menu. It must be approved by the reviewer or content manager and to be published again. Content managers Content managers or site administrators can edit any document or content. Upon editing content, it is republished without the need to go through the workflow process again. Take care when making changes as they become immediately visible. Publishing a folder You can choose to make folders public if you would like to share the data within it. As with all other publication of content, this can be reviewed later if necessary Editing a published document 33

37 Important: On espaces, file and image content items inherit the workflow state of their parent folder. This means that if you include these content items inside pages or otherwise link to them, they will not be available to the public until you publish their folder (or move them into a published folder). The same workflow associated with normal content applies to folders, so refer to Creating public content (page 31) for more information. Checking access permissions There are a number of different areas where permissions can be granted in order to allow other users or the public access to your content. The following is a summary of where to look and what to check if you re experiencing any issues with access: 1. Check the workflow state of the item (the State menu). In order to only share with select people, ensure the state is set to private. 2. Check the Sharing tab on the content item. This view displays all applicable customised permissions, including those that are being inherited from parent or higher-level folders. 3. Check the permission inheritance setting on the Sharing view. This can be toggled on or off to control whether permissions from parent folders are inherited by this content Checking access permissions 34

38 CHAPTER 6 Using other types of content Adding and editing events The Event content type allows you to create events for others to see. These events can be automatically included on the calendar portlet, and in other locations. In order to add an event: 1. Browse to the location in the site you wish to add this. Typically, there will be a dedicated Events folder that already exists. If not, consider creating one as a way of grouping your content items. 2. Create the new event via Add new Event 3. Complete the information as required to construct your event item. The following is a guide on what metadata corresponds to what aspect of the event: 35

39 Metadata item Title Description Event location Event starts Event ends Event body text Attendees Event URL Contact Details Description 4. Click Save to create your content item. The name of the event A short description with details about the event Where the event is going to be held Date/time in the format Date/time in the format Rich text with full details about the event. Can include images, formatted text, links and more. List of people who are to be attending A web address related to the event Various details about whom to contact about the event. 5. If the resulting content needs to be published, then follow the instructions for Creating public content (page 31). Adding and editing news items The News Item content type allows you to create news items (or content to be highlighted) on espaces. News can be automatically displayed in a special portlet, which is automatically updated as updated news is created. News items can have a special leading image associated with them, which is automatically displayed in Summary listings and when viewing the news item itself. In order to add a news item: 1. Browse to the location in the site you wish to add this. Typically, there will be a dedicated News folder that already exists. If not, consider creating one as a way of grouping your content items. 2. Create the new event via Add new News Item 3. Complete the information as required to construct your content item. The following is a guide on what metadata corresponds to what aspect: Metadata item Title Description Body text Image Image Caption Description 4. Click Save to create your content item. A short descriptive title of the news content A short introduction to the news item Rich text with full details of the content. Can include images, formatted text, links and more. An image to appear as part of the news item The text that will appear under the image as a caption 6.2. Adding and editing news items 36

40 5. If the resulting content needs to be published, then follow the instructions for Creating public content (page 31). Adding links as content Link content items can be created within espaces and essentially act as bookmarks or pointers to other web pages and sites. They are useful as they appear in navigation listings, as top-level tabs, and elsewhere, and when a user clicks on them, they will be automatically taken to the target page. Note: If the user has access to edit a given Link, then they ll be taken to a view explaining the link. This helps content editors and managers if they need to change the target URL. 1. Browse to the location in the site you wish to add this. 2. Create the new event via Add new Link 3. Complete the information as required to construct your content item. The following is a guide on what metadata corresponds to what aspect: Metadata Title Description URL Description A short descriptive title for the link A longer outline of the link. Whilst this is not shown directly to the user, it will be shown as a tooltip if users hold their mouse over the link in navigation. The absolute URL for the link 4. Click Save to create your content item. Adding a Collection Note: Collections can only be created by site administrators. If you require a Collection to be configured, please contact your site administration accordingly. Collections are effectively a saved search, allowing a set of pre-configured criteria to be applied to site content in order to display a list of items. Some examples of Collection applications are: New content - all content created on the site in the last 7 days Content nearing expiry - all content with an expiration date with the next 7 days Your content - all content created on the site by the current user 6.3. Adding links as content 37

41 Essentially, any aspect of content metadata can be used to configure a Collection. To add a Collection: 1. Browse to the location in the site you wish to add this. 2. Create the new event via Add new Collection 3. Enter a title for the collection, other metadata as required, and configure search terms to control the result listing. In the example above, the Collection displays all content created in the last 7 days. Use the selection boxes to add different search criteria. A preview of the results will be displayed and updated as your configuration changes. 4. Once you are satisfied with the results, click Save to finish creating the Collection. Search criteria The search criteria for the collection can be based on any of the metadata associated with content. Some of the most common are listed below: Title The standard title of a content item Description The description associated with a content item Tag The keywords used to describe an item Creation Date The time and date an item was created Creator The user ID of the person who created the content Review State The content item s workflow state, such as private, pending or published Effective Date The publishing time and date for a content item Expiration Date The time and date the content will no longer be available Location The path to where in the site the content resides on the site Creating online forms You can easily create web-based forms to capture information from users. Forms can be created such that the results are either ed to a user or group of users on submission, or else saved in a local file on the site, available for download at any time. Forms on espaces have a large number of field types available, and one notable benefit is that your forms can be used within your site s existing security, rather than relying on a third-party provider Creating online forms 38

42 Basic concepts A web form has this general workflow: Display the front-facing form to a user. This form typically consists of a number of fields, which might include input boxes, drop-down or radio button lists, file uploads, and more. The user visits the form and fills out the details. The user clicks the submit button to send form information to the server. The server processes the form submission, validating it (if configured) and returns any errors to the user. This might happen if a field is configured as Required but the user did not enter a value. This continues until the form submission is correctly submitted. The server then processes the form submission according to the actions on the form. For a typical form, this is either ing the results to someone or storing in an online CSV file. The server displays a thank-you page or similar to the user. There can be variations on the above, given a specific form, but typically, this is the general process. Creating a new form To add a new form: 1. Browse to the location in the site you wish to add the form. 2. Use Add new Form Folder to begin creating your form. 3. Configure the form accordingly. The only option you re required to specify is the Title field, which will dictate the heading and name of the form being displayed to users, exactly the same way as other Title fields on other content do. For other options, see Form options (page 40) 4. Click Save to create the form. Once your form is created, you ll see a default form that looks a little like this: 6.5. Creating online forms 39

43 Form options Here s a description of the options available for forms, which can be configured by editing the given form via the Edit link. Option Title Description Submit Button Label Show Reset Button Reset Button Label Action Adapter Thanks Page Force SSL connection Form Prologue Form Epilogue Description Short, descriptive title of the form A medium-length description of the form s purpose or action. The text to display on the form s submit button Select to show a reset button on the form, allowing the user to clear their entry and start over Reset Button Label The text to display on the form s reset button, if enabled. Select which of the actions the form should take after submit. If first creating a form, you ll just see Mailer for ing results. Others can be added later. Configure which page to show after the form has been submitted. Typically, this will thank the user, or give them further instructions. Force the form to be shown over a secure (SSL) connection. Your site must be configured specifically for this functionality. Consult your site administrator if in doubt. Rich text to display above the form. You may want to introduce your form, explain what it does, add friendly images, and more. Rich text to display below the form. You may want to sign off and say thanks here. Using the Quick Editor Your form also comes with a simple Quick Editor, which allows you to drag and drop fields onto your page, as well as easily edit and update your other form features. You should familiarise yourself with Form fields (page 41) and Form features (page 42) so you know what functionality is available Creating online forms 40

44 Form fields Once your form is created, you can add any number of fields to the form. Each of the fields has a different purpose. To add any of these to the form, either use the Quick Editor (see Using the Quick Editor (page 40)), or otherwise click Add new [field type], selecting the type of field you wish to add. You can hover your mouse over a field to see its description rather than needing to rely on this list Creating online forms 41

45 Field Captcha Field Checkbox Field Date/Time Field Decimal Number Field Fieldset Begin Fieldset End Fieldset Folder File Field Label Field Lines Field Multi-Select Field Password Field Rating-Scale Field Rich Label Field RichText Field Selection Field String Field Text Field Whole Number Field Description Verification field the user must complete. This prevents misuse and spam. True or false field where the user can choose to select or deselct the box. Field that captures either a date, or date and time. Text field that validates input to ensure decimal numbers are entered. Marker indicating the start of a fieldset (group of fields) Marker indicating the end of fieldset (group of fields) Folder-like entity that can contain fields. Upload field for files from the user. Use with caution as users may upload undesirable files. Files uploaded are attached to mail sent on form submission. Basic label-only text field. Useful for displaying some short text. Input field for multiple lines of text (such as a list of text values) Selection list or checkbox list for multiple values. Input field for passwords (protects visible input with stars or dots). Multi-question field for rating a number of questions Basic rich-text content to display on the form (no input). Rich-text content editor for capturing formatted content from the user. Single-selection field using either a drop-down list or radio buttons. Basic single-line text input field. Multi-line text input field. Text field that validates input to ensure integers are entered. For each field, you will be presented with a number of different options for customising that field. Have a read of each different option to get an idea as to what they do. The most common options across fields are: Option Field label Field help Required Default Description Short, descriptive title of the field for display on the form. A medium-length description of the field s purpose or similar help text. Whether the field is required or not. If this is enabled for a field and the user does not enter a value, the form will error during user submission. The default value to display on the form. This can be used to help guide the user. Other fields will have options like maximum length (for text fields), available options (for selection or multiselection fields), and so forth. You can add new fields and change options with the knowledge you can easily change things as you need at any time. Once you ve added your form field, you can see the result of the rendered field by clicking back to your form. Form features In addition to fields, there are also a number of form helpers that you can use. These are added into your form in the same way as fields, by using the Add new drop-down menu, and locating the relevant entry Creating online forms 42

46 Special features Image Page Thanks Page Mailer Adapter Save Data Adapter Custom Script Adapter Standard image for inclusion in pages or thank you pages. Standard page content. May be useful for extra help pages for forms. A thank-you page that can be displayed after a form submission is successful. One is added automatically to new forms. Configure which Thanks page to use via the Edit tab on your main form. Enables a form to submission results to recipients. Enabled by default for forms, but you will need to configure your address for sending. Enables a form to save its data in a online-stored file. Users submissions are added into this CSV or TSV file and it can be downloaded at any time by a suitable user. Run custom script upon a form submission. Requires Manager rights to create and use. Common tasks Form submissions should be ed Your form can be configured such that data being entered gets ed to you, or a number of specific addresses (or aliases or lists). To do this: 1. Browse to the form on your site. 2. Your form may already have a Mailer Adapter configured. Click the Contents tab and look for an item called Mailer in the listing. (a) If this exists, you should click its link, and click Edit to edit this instead. (b) If not, use Add new Mailer Adapter to add this feature to your form. 3. Configure the mailer adapter accordingly. Look under each of the collapsed sections to reveal options. For example, you can: Configure the Recipient and their address Add CC and BCC recipients Configure the s subject Add extra text to display in the body of the Configure which fields should be sent within the s 4. Use the Save button to either update or create your mail configuration. Any form submissions will start sending immediately. It is possible to add multiple Mailer Adapters onto your form if you have specific requirements to different people. For instance, you may want only a certain subset of people to be ed with certain data or with a specific subject line. Make sure you test your form before making it live! Form submissions should be securely saved online Your form can be configured such that data being entered gets saved into a secure location on your site, and is able to be downloaded by users with appropriate permission later. Important: Forms that capture files from users using a File Field can only be ed as attachments. They cannot be stored on your site or associated with a Save Data Adapter Creating online forms 43

47 Warning: Your saved data structure will get out of sync with existing data if you change your form s structure, add fields or remove fields, after receiving submissions. If you plan to update your form, ensure you Clearing saved form submissions (page 45) first. To do this: 1. Browse to the form on your site. 2. Your form may already have a Save Data Adapter configured. Click the Contents tab and look for an item called Saved Data (or similar) in the listing. (a) If this exists, you should click its link, and click Edit to edit this instead. (b) If not, use Add new Save Data Adapter to add this feature to your form. 3. Configure the save data adapter accordingly. Look under each of the collapsed sections to reveal options. For example, you can: Configure the fields to be saved Configure extra technical data to be saved. The REMOTE_ADDR and HTTP_X_FORWARDED_FOR record the IP address of the incoming submission, and the HTTP_USER_AGENT field captures the user s reported browser. Select the download format for your file (either comma-separated or tab-separated). Don t change this after receiving form submissions. Include column names in the output as the first line of the file. 4. Use the Save button to either update or create your configuration. Any form submissions will start capturing data immediately. Testing your form After adding some fields, and customising the form helpers, view your form using the standard View link to ensure it appears as you d expect. The form is fully functional as you see it, so you can interact with the form and even submit it to check the results and ensure it works correctly. Important: Remember that if you have a Save Data Adaptor within your form any testing you perform will be saved inside its local storage. Thus, you may want to clear your tests before considering the form live. See Clearing saved form submissions (page 45) for details. Similarly, if you have configured a Mailer Adaptor to send responses, then these will be triggered as well. Downloading saved form submissions Note: This is only applicable if you created a Save Data Adapter for your form. Once visitors have been submitting your form, you will either find yourself wanting to get access to the saved data. 1. Browse to the form on your site. 2. Click Contents to locate the Save Data Adapter on the form. 3. Click the link for the Save Data Adapter in the listing. 4. Click the saved input link in the middle of the page Creating online forms 44

48 The downloaded file can now be opened in any desktop program for analysis, including Microsoft Excel, Libre- Office, or anything that supports CSV or TSV file formats. Clearing saved form submissions Note: This is only applicable if you created a Save Data Adapter for your form. Warning: this action. Clearing data is permanent and irreversible. Always take a copy of your data before performing 1. Browse to the form on your site. 2. Click Contents to locate the Save Data Adapter on the form. 3. Click the link for the Save Data Adapter in the listing. 4. Click the Clear Saved Input button on the page Creating online forms 45

49 CHAPTER 7 Customising layout and design espaces provides allows for full control over how content is displayed, and where it is displayed on the site. Folder display options Display View Within espaces, site structure is developed using folders, some of which can be nested inside of each other and moved around as required. How each folder appears to a visitor or site user depends on what content items are inside that folder and how the folder s display view is configured. For instance, a folder with a number of images inside could be displayed as a gallery; a folder with files could list those files; or a folder with a page inside can be customised to display a home-page instead of an automated list. espaces provides several different manners in which to display the contents within a folder. The standard views are listed below. Note: Keed in mind that the top-level of any site is also a folder, and has the same configurability for display. Folder view Summary view Tabular view Thumbnail view Standard view All content Content item as default Description Lists the title and description of the content Lists the content items in a table format Lists images in thumbnail form and other items below the thumbnail gallery. Lists all content items in the folder and gives title, description, creator and date details in a compact format. Displays the underlying main text from all content items inside the folder. For example, if you have a folder with several Page items, then the folder would then display the full text of each of these pages, one after the other. Lets you set a particular item as the home page (default view) for this folder. See default-view for more information. 46

50 Determining the current view In order to determine the current view for a given folder: 1. Browse to the given folder you would like to change. 2. Click the Display drop-down menu. 3. Note the highlighted view in the menu listing. This is the current view configuration. Changing the view In order to change the view of a given folder: 1. Browse to the given folder you would like to change. 2. Click the Display drop-down menu, and choose the different view you would like to apply. 3. The page will reload and display the new style of view. Other visitors to the content item will see this change immediately. Each type of folder view can easily be changed as required, especially in order to try out other appearances. Deselecting a default view If a folder has a default view configured, you can de-select this by simply selecting another Display View (page 46). If you d like the default appearance for a folder to be restored, choose Summary view. Change the home page for a folder By default, espaces displays a list of the contents of all folders and a brief description. In order to change this view, you will need to create a new page and set the folder to use this page as the default view for the folder. Note: If you re ever curious or unsure about how a folder is configured for display, click the Display dropdown menu and note the selection. This explains whether a folder is configured as an automated listing or with a default view set. 1. After logging in to the portal, click into the folder you d like to change. Make sure you ve already created a page to set as its default view. 2. Click Display Select a content item as default view Change the home page for a folder 47

51 1. Select the item that you would like to be displayed as the default page of the folder and click the Save button. 2. You should now be able to see the page appear as the default view for the folder. Keep in mind that you will need to publish this page for other users to see it. Sorting a folder Sorting manually The contents of a given folder are displayed in numerous ways across the site, including in navigation portlets, as top-level tabs, and in folder listings displayed on pages. There will come times where the ordering is incorrect and you d like to change this. To manually adjust ordering: 1. Browse to the folder that contains the content to be reordered. 2. Click onto the Contents link. 3. Click and drag the handle at the far-left of any content item up and down to reorder the content. Note how your cursor changes into an up-down arrow when hovering over the handle. The content can be ordered in any fashion you would like. 4. Once finished, click your browser s reload button, or browse to another folder where a listing appears. Notice how the order has now adjusted to suit your changes. 5. Repeat as required if the ordering isn t quite right Note: If there are many content items in the folder, the Contents view may paginate the listing into groups. If this is the case, you can view the complete listing using the Show all items link at the bottom of the page. Sorting based on criteria espaces provides a helpful view for re-ordering the contents of folders, and allows sorting on a number of different criteria, including title, modification date, and more. Note: Remember that folder ordering is not automatically applied. You will need to follow this process whenever the order should be updated. To access the sorting view: 1. Browse to the folder that you wish to re-order. Ensure you are looking at the View tab, which will be the main folder view Sorting a folder 48

52 2. Click to Actions Sort folder to access the sorting controls. 3. Choose the criteria you wish to sort on, including enabling the reverse sorting option, if so desired. 4. Click Sort to complete the process. 5. Inspect the results in the contents listing. To re-order contents, click back to the View tab and start again. Enabling next/previous folder navigation To make viewing the contents of a large folder more intuitive, you may wish to enable the ability for users to skip forwards and backwards through a folder s contents. This is called the Next/Previous Navigation feature and enabling this for a folder displays controls to jump to the next or previous page when looking at a folder s contents. To add enable next/previous navigation: 1. Browse to the folder you wish to apply navigation to. 2. Click the Edit tab. 3. Click the Settings tab. 4. Enable the checkbox marked Enable next previous navigation. 5. Click the Save button. Managing portlets What are portlets? Portlets are small panels of information that you can display to either help your users or improve page display. If you ve used espaces, you ll already have used portlets - likely without even knowing. Here s an example: 7.4. Enabling next/previous folder navigation 49

53 The area highlighted in red contains the portlets. Portlets may exist (by default) on the right hand side of the page. On the example image, you can see a Navigation portlet on the right. You can customise your portlets to suit by adding static information, live updated listings (such as events, news, or collections), RSS feeds from external sites, flexible navigation, search and more. Behaviour and inheritance Portlets applied to a given folder (or the top-level of the site) will, by default, be shown for all content items beneath that folder. For example, if a navigation portlet is configured on a folder called News, then all news items inside that folder will also see the same portlet. It is possible to override this behaviour on sub-folders or individual content items, however Managing portlets 50

54 Permission to change portlets By default, portlet management is only available to users that are Site administrators. However, for espaces this restriction has been relaxed to allow content editors the ability to control their portlets. To determine if you can add or edit portlets, look for the Manage portlets link. If you see it, then you have sufficient permission. If not, then you ll need to contact a site administrator to have them make the changes for you or otherwise give you access. Adding new portlets To add a new portlet: 1. Browse to the area of the site the portlet should be shown. For example, if you add a portlet at the top-level of your site, it will appear everywhere, except when overriden. 2. Click the Manage portlets link at the bottom of the page, or at the bottom of either left or right portlet column. 3. On the Manage portlets page, click the Add portlet menu at the top of the column you d like to add a portlet to. 4. Examine the different types of available portlets. Most are simple and self-descriptive as to what that they provide. For example, if you want to add some static content like images or text, then choose Static Text Portlet. Feel free to experiment here. You can easily remove new portlets later. 5. Click the name of the portlet you d like to add. 6. On the next page, configure the portlet accordingly. Each portlet is different in their options. Configuration fields will customise how the portlet and its information are displayed. You can come back at any time to adjust settings further. 7. Once you re ready, click the Save Settings button to create the portlet. 8. Click the Return link of the Manage portlets page to go back to see your results. You may need to clear your cache (or hold the Shift key and click your browser s Refresh button) to see the change Managing portlets 51

55 Editing existing portlets To edit an existing portlet: 1. Browse to the area of the site that the portlet is applied to. If you can t find specifically where this is, don t worry - just browse to somewhere you see the portlet as the site directs you accordingly. 2. Click the Manage portlets link at the bottom of either left or right portlet column. 3. On the Manage portlets page, click the name of portlet you d like to modify. In the example given here, you could click Calendar or RSS: ABC News to modify the options. 4. Change the options you d like to modify. Each portlet s options are different, so we encourage you to experiment with different configurations. You can always come back. 5. Once you re ready, click the Save button to save modifications to the portlet. 6. Click the Return link of the Manage portlets page to go back to see your results. You may need to clear your cache (or hold the Shift key and click your browser s Refresh button) to see the change. Managing portlets You can also re-order, hide, override and remove portlets from your site or from a specific area on the site. To manage your portlets: 7.5. Managing portlets 52

56 1. Browse to the area of the site that you d like to manage portlets for. 2. Click the Manage portlets link at the bottom of the portlet column. 3. On the Manage portlets page, you ll see a list of existing portlets. There are several actions you can now perform: To re-order portlets: Use the up and down arrows in the listing. Up arrows move the given portlet up one position, and down arrows move the given portlet down one position. To hide a portlet: Click the Hide link next to the portlet s name. This is a safe alternative to removing a portlet if you think you might want to show it again at some point. To remove a portlet: Click the 'X' icon next to the portlet s name. This will remove the portlet and is not reversible. If you think you might need the portlet later, we suggest you just Hide it. To override the portlets in an area: Click the relevant drop down menu under 'Block/unblock portlets' and choose the option you d like. By selecting Block under Parent portlets for instance, you will prevent parent folders portlets from being displayed here. Remember that by default, portlets from parent folders are applied to child content. 4. Once you re done managing your portlets, click the Save settings button at the bottom of the column Managing portlets 53

57 CHAPTER 8 Interacting with content Commenting Comments are an important part of collaboration and allow you to provide feedback or visibly expression opinions. With the exception of folders, almost all types of content can be enabled to allow comments. If comments are enabled for a particular content item you will see a comments section underneath the content, and an Add comment button. If this isn t visible, see Enabling or disabling comments (page 54) for how to turn commenting on. Enabling or disabling comments Note: You requre access to edit a given content item in order to control comments. 1. Browse to the content item you wish to adjust comments for. 2. Click on the Edit tab. 3. Click onto the Settings tab on the page to reveal extra settings for this content. 4. Enable or disable the Allow comments field as required. If you can t find the field here, it might be under a different tab, such as Properties. Some custom content types can adjust where options are displayed. 5. Click the Save button to make the change. 6. The page will reload and display your content with its new settings applied. If you enabled commenting, the comments field will be displayed. Likewise, if you disabled commenting, comments will no longer be shown and the ability to add comments will be removed. 54

58 Adding comments Note: The content item you wish to add comments to must have commenting enabled first. 1. Browse to the content item you wish to add a comment to. 2. Locate the Comments section at the bottom of the page. Depending on how long your page content is, you may need to scroll down the page. 3. Type your comments in to the field provided. 4. To save the comment, click the Comment button. You have the option of having espaces notify you via of new comments made on the content by selecting the option provided. 5. Your comments will appear underneath the content on the page. Replying to comments Replying to existing comments follows the same process as Adding comments (page 55) above. 1. Browse to the content item you wish to add a comment to. 2. Locate the Comments section at the bottom of the page. Depending on how long your page content is, you may need to scroll down the page. 3. Locate the comment that you wish to respond to and click the Reply button against the comment. 4. Follow the remaining steps for Adding comments (page 55). Removing comments Note: You must have access as a Reviewer (Can Review permission) in order to remove existing comments from content. If you cannot see the Delete button, you need to contact your site administrator for access. 1. Browse to the content item you wish to add a comment to. 2. Locate the Comments section at the bottom of the page. Depending on how long your page content is, you may need to scroll down the page. 3. Locate the comment that you wish to respond to and click the Delete button against the comment. 4. The page will reload and show that the given comment has been removed. Searching for content espaces features a full-text search engine for quickly locating documents and other content within the site Searching for content 55

59 Enter text in the search box, and press the Enter or Return key on your keyboard. The site will search for all content which includes that string in either the metadata or the text of the content. This includes aspects such as the title of documents, descriptions, tags, and even full-text inside files such as PDFs and Microsoft Office documents. Important: The search results will only ever show items that you have access to. This also applies when logged out. No private content will ever be revealed to users unless permission has been granted. Transferring multiple files and folders The espaces service provides a WebDAV interface for the transfer of multiple files and folders. Obtaining your username and password On espaces, authentication occurs either with existing research institution credentials using Single-Sign-On, or with local accounts that are independently managed inside espaces. If your account has not been issued by a research institution (university, CSIRO and so forth), then you should already know your username and password as you ll be using them to log into espaces. If this applies to you, ignore the following instructions. If your credentials are managed by your institution, you must utilise special credentials on espaces. To find these details: Username: Important: Your username is your Shared Token. This is a long alphanumeric set of characters and is not your local institutional login. 1. On your espaces site, locate any content item and click on Sharing. 2. You will see a list of users, including your name. Your username is displayed next to your name. It is a long alphanumeric string, and excludes the brackets Transferring multiple files and folders 56

60 3. If your name is not displayed here, use the search box to find your own account. Password: 1. On espaces, ensure that you are logged in. 2. Click onto the top-right menu showing your name. 3. Click Preferences. 4. Click on the Password tab. 5. Click the Generate new password button. 6. Take note of your generated password for use later. WebDAV clients Any standards-compliant WebDAV client should be able to connect to espaces in order to transfer files and folders. However, whilst there are many clients that exist, including those which may be built-in to certain operating systems (such as Windows and Mac), we recommend you use our suggestions for an improved experience. Tips and suggestions After uploading content, you may find that content is present within your site (such as the Contents listings), but you cannot link to it from within Page content. If you experience this, you should add a Title to the given files and documents, following the instructions for Renaming content (page 25). Transferring multiple files (Microsoft Windows and Apple Mac) The recommended client is Cyberduck. 1. Go to and download Cyberduck. 2. For Windows, open the setup file you downloaded and install Cyberduck. For Mac, open the downloaded disk image and copy the Cyberduck application to your local computer. Typically, you should copy this into your Applications folder. 3. Launch Cyberduck from the desktop or start menu (Windows) or from your Applications folder (Mac). 4. Click onto the Open Connection button on the toolbar. 5. In the pop-up window, configure the connection as follows: 8.3. Transferring multiple files and folders 57

61 (a) Select WebDAV (HTTP/SSL) from the top drop-down menu. (b) Server: espaces.edu.au (c) Port: 443 (d) Uncheck Anonymous Login (e) Username: see Obtaining your username and password (page 56). (f) Password: see Obtaining your username and password (page 56). (g) Path: The path entered here will be the starting folder that you connect to. For example, to connect to the top-level of the site, leave this empty; or, to connect to a specific folder or sub-site, enter /path/ to/folder, adjusting this example to fit your given URL. 6. Click onto Connect and you will be connected to espaces. Now, you can drag and drop files from your local computer both to and from your site using this connection window. To save this connection, click onto the Bookmark menu, and then New Bookmark. Confirm that the details entered are correct and save your bookmark. Your bookmark is ready for easy access from Cyberduck s main listing. Uploading Multiple Files and Folders (Linux) Linux distributions vary widely, but on any system with access to the command line and ability to install software, you can follow these instructions. The recommended client is a command line tool called cadaver. Distributions that operate using GNOME with Nautilus as their file manager can also utilise the built-in Connect to Server functionality, should you want to use a GUI. 1. Install cadaver. Two common installation commands are: yum install cadaver or: 8.3. Transferring multiple files and folders 58

62 apt-get install cadaver 2. Launch or otherwise access a terminal on your machine. 3. Start and connect to espaces with cadaver, specifying the first argument to the command as the URL you want to connect to. This example demonstrates connecting directly to a folder on espaces: cadaver project-url /my-site/folder 4. If you are prompted to accept the certificate, enter y for yes. 5. Enter your site credentials when prompted. See Obtaining your username and password (page 56) if you require these credentials. 6. This tool operates in a similar fashion to the ftp or sftp commands, with get, put and ls commands. Enter help for more information Transferring multiple files and folders 59

63 CHAPTER 9 Frequently Asked Questions - FAQ I ve created a page, but my custom script/embed/flash/widget is being stripped By default, espaces is configured to strip out all potentially dangerous HTML from content being included. The reason for this is that untrusted input, especially from iframe and script elements can compromise site security. Contact your site administrator for more information and details about what other options you may have for including your content. The title bar covers or obscures my logo The title bar layout applies to all areas on espaces and is designed for improve accessibilty. If your logo is hidden or obscured as shown below, we recommend reducing the number of first level items in your site and keeping content titles short and descriptive. The top-level navigation items also represent the menu on mobile devices. Due to limited space on these smaller screens, keeping the length and number of top-level navigation tabs down will improve the experience for your visitors. Here are some suggestions for improving your site at the same time: 1. Structure and group content into logically-separated areas, using folders at the top-level of the site. 2. Use clear, concise titles for your folders to explain what is inside. 3. Always ensure your content is placed into the correct areas within your site. This will ensure the site stays well-structured. 60