User s Manual for uknowva Prepared by: Convergence IT Services Pvt. Ltd. Description uknowva is extensible Enterprise Collaboration Software that offers a private and secure platform for members of an organization to engage in seamless networking and communication, knowledge sharing and leveraging the capabilities of business productive tools to achieve accelerated growth and increased productivity. In this manual, an overview of the following features is given: 1. Community 2. Knowledge Management 3. Document Management 4. Polls 5. Colleagues 6. My Calendar 7. IM and Group Chat
Table of Contents Viewing your Profile... 3 Editing your Profile... 3 Sharing Status, Photos, Videos, Events, Knowledge, Polls... 4 Groups... Error! Bookmark not defined. Photos... 7 Photo Albums... 7 Creating an Album and Uploading Photos... 7 Videos... 10 Adding Videos... 11 Events... 11 Knowledge... 11 Recent Topics... 12 Index... 13 Posting a New Topic... 14 My Topics... 15 Downloads... 16 Viewing/Downloading a Document... 17 Uploading a Document... 18 Deleting Files... 19 Searching for Documents... 20 Recycle Bin... 21 Polls... 23 Voting on a Poll... 23 Adding a Poll... 24 Colleagues... Error! Bookmark not defined. View All... 25 My Colleagues... 26 Adding a Colleague... 26 Go to Index 1
Calendar... 28 Full View... 28 Instant Messaging... 30 Messaging... 30 Group Chat... 30 Go to Index 2
Viewing your Profile 1. Hover the mouse pointer over Community Click My Profile. Your profile page will open Editing your Profile 1. Click Edit Profile (on the top right of the Profile page). The Edit Profile page opens. Go to Index 3
2. Make the necessary changes to your profile and click Save. Sharing Status, Photos, Videos, Events, Knowledge, Polls Status, photos, videos, events, knowledge sharing, and poll creation can be done from the Profile page as well. Only click on the tab that you want to share via and upload and/or enter your data as applicable. Go to Index 4
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Branches Branches have been created for each branch of the TPF. More branches can be added when required. They are created so that discussions and knowledge sharing can be carried out among the members of a particular branch. Branches are private groups, i.e., non-members will not be able to view the content of the branch nor will they be able to join it without an invitation from the Group Administrator. The Branches page looks like this: Clicking on the branch name opens that branch s page. Go to Index 6
Photos Users can upload photos and view other user s photos in the gallery. The photos uploaded can be work-related or not. The various features and options related to Photos are as follows: Photo Albums When you click on Photo Gallery under the Community tab, the Albums page opens. It displays the albums of all users. Creating an Album and Uploading Photos There are two ways of creating an album and uploading photos into it. In the first method, 1. In the Photos page, click Create Photo Album Go to Index 7
2. Enter the Name, Description, Location, and set the access rights for the album 3. Click Create Album 4. Once created, in the album page, click Upload Photos Go to Index 8
5. Click Add Files to browse and add photos or Drag and Drop the photos into the designated area. Go to Index 9
Videos Videos, like photos, can be shared with other members of the network. To access all videos, Hover the mouse pointer over Community Click Videos Go to Index 10
Adding Videos 1. Click Add on the right-hand corner of the options tab 2. Enter the Link URL, Location, Category, and set the viewing rights 3. Click Link Videos Events The Events option is used as a means of broadcasting and inviting colleagues for events. You can either create an event in uknowva or import an already created event. Currently, only the administrator has access to create events. Go to Index 11
Discussion Discussion contains all articles that have been posted by users of uknowva. These topics are divided into specific categories. Categories are created by the site admin. The articles posted can be work-related, informative, or some light reading material. When you click Discussion, the Recent Topics page opens. Recent Topics Recent Topics displays the most recent topics posted in the network. The user can decide how recent the displayed topics should be. For this purpose, 2 filters have been provided. The user can filter the recent topics according to time and/or category. Go to Index 12
Index Index displays all the categories and sub-categories of topics posted in the network. This view provides a summary of the statistics of each category such as Last Post By, and the number of topics and replies. Go to Index 13
Posting a New Topic Any user can create a new topic and post in the network. To do this: 1. Click New Topic 2. Enter the required details and the topic content 3. Attach files, if any 4. If required, subscribe to the topic 5. Click Submit Go to Index 14
My Topics My Topics displays all posts by the user. This list can also be filter according to time and/or category. To access this page, click My Topics on the right-hand side of the options bar. Go to Index 15
Downloads The document repository in uknowva is a place where the user can upload files to be shared with other users. The user can also download files uploaded by other users. Click Downloads to open the repository. Go to Index 16
Viewing/Downloading a Document 1. Navigate to the folder in which the required file is located 2. Click the name of the file 3. Click Download The file can be viewed once it has downloaded. Go to Index 17
Uploading a Document 1. Navigate to the folder you wish to upload the file to (or if required, create a new folder) 2. Click Upload Files 3. Add files by browsing or by dragging and dropping into the indicated area 4. You can set viewing, edit, and delete rights for the uploaded files by typing the names of the users you want to grant access to. Leave the boxes blank if you want to give access to all 5. Click Save Go to Index 18
Deleting Files A user can delete files uploaded by him and those files for which he has been given delete rights. The steps to delete a file are as follows: 1. Navigate to the folder where the file is located 2. Check the box in the file row 3. Click Delete Note: Multiple files can be deleted by this method An alternate method to delete files is as follows: 1. Hover the mouse pointer over the name of the file. 2 options appear 2. Click the 2 nd option (red option) Note: This method can be used to delete only one file at a time Go to Index 19
Searching for Documents 1. Click Search Documents 2. Use any or all of the fields given to search for the required document 3. Click Search Go to Index 20
Recycle Bin The Recycle Bin stores all the deleted files, in case they are needed later. Click Recycle Bin Click the image to open Recycle Bin Go to Index 21
In the recycle bin, you can permanently delete files or restore them to their original location. Hover the mouse pointer over the file name select the required option (either restore or delete) OR Check the box in the file rows Click Restore or Delete as required Go to Index 22
Polls Polls are a fun way of finding out others opinions about topics. They are also a way of testing peoples knowledge. Voting on a Poll When a poll is added by someone, it will appear on the right-hand side of your page. You can directly vote on a Poll from there. You can access the entire list of polls by clicking on Polls in the Menu bar. There, you can select the poll you want and vote. Go to Index 23
Adding a Poll To add poll, 1. Click Add New Poll 2. Enter all the details 3. Click Submit Poll Go to Index 24
People View All When you click on People in the Menu bar or People View All, all the members of the network are displayed. Go to Index 25
My Connections To view your colleagues, go to People My Connections Adding a Connection To add a colleague, do the following: 1. Go to Connections Directory 2. From the list, click Connect for the required user. Go to Index 26
OR 1. Go to the user s profile 2. Click Add as Colleague Go to Index 27
Calendar The calendar displays events and helps the user in planning. It also allows adding events. The steps for adding an event via My Calendar has been explained in Events Creating Events. Full View My Calendar can be accessed from the Calendar option in the Menu bar. On clicking the above icon, the calendar opens in a pop-up window with an option to view it in Full View. The full view calendar opens in a new tab and has all the features of the pop-up calendar. Only, it saves the user the effort of scrolling to view the entire calendar and the user can create events in the Calendar Full View. Go to Index 28
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Instant Messaging Instant messaging (IM) is a great feature to contact your colleagues for some quick discussion or advice. And the best part is that you can use IM to message a group at once as well. Messaging The messaging tab at the bottom of your page shows you which of you colleagues are online. You have to click Who s Online to expand the list. Click on a colleague s name to start a chat with them. Group Chat To chat with multiple colleagues at once, do the following: 1. Click Chatrooms 2. Click Create Chatroom 3. Type the name of the chatroom and select the type of chatroom 4. Click Create Room Go to Index 30
5. Click Invite User to invite other users into the chat 6. Check the user you want to invite and click Invite Users You are now ready to start chatting with your group!! Go to Index 31