CDSIC Sharepoint User Manual (Reader_Contributor)
Contents
1. SHAREPOINT USER GUIDE Reader and Contributor Contents PCOS SIMS he CDISC POTIS eanes E O naiees 3 Structural Elements of the CDISC Portals Site ccccccccccsssssseeecccecesaeeessecccccessaeeeseeeceeeeesaeeusseeecesesssuaaaseeeeeeeesauaggssss 4 SWE DIOE TO ATE a E E ee eee 5 Managing Documents within a Document Library sessssssseesesrrressrerssrressrreresrrerssreresrrerssreresrrerssreresereessreresrrersseerene 6 Mon ene Calendar EN eoa EEEE 10 Manase ON aeS S e E gaicleeucetnenpaicarcnaansanthanncas eeanreencsansetne a pieetennscieiavise 11 Manene TEE or E 12 2 SharePoint User Guide Reader Contributor v1 Accessing the CDISC Portals You can access the portal by going to the CDISC website homepage and clicking on the Portal on the top right corner or by directly using the CDISC Portal URL http portal cdisc org Pages Home aspx Introduction Sign In Welcome to CDISC Portals where members and volunteers can collaborate on projects and documents Our Home Page features the calendar of CDISC Events and the contact email for the Portal Administrator Visitors can also navigate through the Public Comment Tracker and CDISC User Groups without signing in If you would like to gain further access to the CDISC Portals you can contact our Portal Administrator To sign in please click on the Sign In link on the top right corner of the webpage Once you have successfully verified your account you2. enter the required information in the blank fields Please make sure to read the instructions on the left side of each field so that you can enter the right information according to your requirements e Upon finishing confirm by clicking on Create at the bottom The new Document Library name will be listed under Documents on the landing page of that specific portal Creating a New Folder Document Libraries are created to store and organize all types of documents Files can be stored in a library either as an individual file or can be stored in a folder To create a new folder within a specific document library the user will be required to choose the document to which would like to add the folder and then create the folder as follows e While viewing a document library Select Documents tab on the top ribbon bar under Library Tools e Select New Folder from New under Documents a new window will appear to prompt you to enter the new folder s name and to save it Library Tools site Actions Browse Documents f a A PA _fy Check Ou _fy Check In New Upload New Edit 3 Document Document Folder Document i Discard C New Open amp Check O Libraries Type Name Summary projects or iF User Manual D other summaries Meeting Agendas amp Minmnter Add document SharePoint User Guide Reader Contributor v1 Downloading documents A document can be downloaded by clicking on th
3. Me Alert dialog box will emerge to specify the type of alert you would like to have e Choose the type of alert that you would like to receive from the Change Type section e You can filter alerts and specify frequency in the When to Send Alerts section Teen E we eres Er LE LLE rE ET T E bamwe mea m oea r rE FLEE ee EEEL Libraries C Type Name a eee wel User Manual Draft Ella Test other summaries jal Meeting Agendas amp dh Add document Miew hanes Minutes E Edit Properties Working Documents Wh Edit in Microsoft Word Approved Documents Be Ley Check Out Presentations Compliance Details All Other Documents Ej Workflows Alert Me Lists Send To Calendar Han E Manage Permissions Tasks Delete Cantart pet e By clicking OK the alert is set up and you are taken back to the Document library or List Manage My Alert Settings e Click on the username at the top right corner of the ribbon bar e Select My Settings from the drop down menu that emerges e Click My alerts to update alerts settings a new edit screen appears where entries can be added or modified Managing Documents within a Document Library Purpose The Document library tool enables teams to share information and documents to facilitate group collaboration enhancing both individual as well as team productivity Various document files and folders can be stored organized or shared within a library The Do
4. document libraries discussion boards lists and surveys 8 Recycle Bin 9 All site content links 10 Search Scope 11 Search box 12 Help button CDISC Portal Site Access Rights 1 Public access The public can visit the CDISC portal areas that are allowed to be accessible by the public for example the CDISC User Networks without requiring a user account All other portals require access credentials to sign in to view contents 2 Member access This can be acquired by requesting a portal account from the Portal Administrator portaladmin cdisc org or the team leader to enable the user to visit specific areas on the website and read documents or edit and upload documents Depending on the user s role they will be granted one of the following permission levels e Visitor Access the user will be able to read content of the portal site they have been granted permission to access e Contributor access the user will be able to read edit upload documents on the portal site that they have been granted access e Administrator access in addition to the contributor rights the user will be able to create a portal group grant permissions to users and change contents of the portal site that they have been granted administration rights to Subscribing to Alerts Purpose this feature helps to set up an email notification to be sent to the user s email account that is connected with the portals account whenever changes are made to content
5. in a portal site Setting Up an Alert of Document Libraries and Lists e Goto the document library or the list you would like to be alerted on e Click on the library tab on the top menu bar e From the Share amp Track section click Alert Me e Select Set alert on this library from the drop down menu that will emerge e New Alert dialog box will appear choose the type of alert that you would like to receive from the Change Type section e You can filter alerts and specify frequency in the When to Send Alerts section e Click OK to create your alert Library Tools Site Actions B2 Browse Library T amp is Mp Modify View Current View i Ne fll Create Column b All Documents di Datasheet New Create E mail a RSS Sync to SharePc View Row View J Navigate Up Current Page Link Feed Workspace View Format Datasheet Manage Views Sh if Set alert on this library _ Libraries C Type Name A Manage My Alerts 2d summary projects or wth User Manual Draft Ella Test 8 7 2013 other summaries Meeting Agendas amp amp Add document Minutes Working Documents Approved Documents SharePoint User Guide Reader Contributor v1 Setting up alerts to an item e Goto the document Library List you would like to visit e Move the mouse pointer on right side of the required document e Anarrow will appear by clicking on the arrow a drop down menu will appear e Choose Alert
6. the Navigation bar it indicates the current location on the portal site by showing the thread to the corresponding portal part that the user is navigating So by clicking on a particular element within a breadcrumb thread or trial the user is directed to the selected portal site Top Navigation bar area The top navigation bar is customized to display links of the sub sites Sub portals that are created under a specific portal to allow users to navigate through the portal site Left Navigation Panel Quick launch bar it allows users to navigate through the different content types of a portal site The contents of the CDISC portals quick launch bar are predefined it comprises of Discussions Documents Lists and Surveys and Sites Under Sites comes the next lower level of sub sites that are created under the current portal site SharePoint User Guide Reader Contributor v1 7 Content Area The content area is customized to consist of a larger center content area a which contains one or more web parts and a smaller right content area b which contains only one web part in case of the CDISC portals e What is the Web Part is the basic structural part of a Web Part Page it is an independent component that can be shared and personalized by all users who have permission to access it e Team leaders and users that have administrator rights can add new Web Parts according to the portal site and team requirements including content types such as
7. amp Minutes Document Libraries Working Documents 4 All Other Documents Approved Documents E Approved Documents Presentations Meeting Agendas amp Minutes All Other Documents E Presentations EA Summary projects or other summaries Lists E Working Documents Calendar e Select Document Library from the various options provided in the new window This window style is only available when Silverlight is installed Your view may be different Silverlight can be installed at http www microsoft com silverlight SharePoint User Guide Reader Contributor v1 Create Browse From Installed Items gt Title a oo Co a palin Thea ge Search Installed Items Office com E Announcements 3 7 Type List Filter By Categories Communication e All Types gt Ge Bg A list of news items statuses and other p a short bits of information List Asset Library Assets Web Basic Meeting Database Workspace Name Page Site More Options ce oe aM i Blank amp Custom Z Collaboration Basic Search Center Blank Meeting Blank Site Blog B Workspace Communication Content Data a H aa Meetings a Search Track Calendar CDISC Site Charitable Contacts oe Template Contributions Web a m B a Contacts Web Database ll Custom List in Data Connection Datasheet View Library Custom List e Click More Options below the Document Library Name field to retrieve more fields to configure Then you will be prompted to
8. calendar list the first way is to e Click on the hyperlink word calendar under Lists on the quick launch a calendar of the current month will open e Click on the green plus sign with the word Add that appears by placing the cursor on the number of the required day within the calendar a new dialog box opens to fill with the event s information September 2013 Sunday The second way is to e Click on Calendar Tools on the Ribbon at the top e Click Events e Click New Event to open a new dialog box SharePoint User Guide Reader Contributor v1 10 Site Actions 9 Browse Events 3 Version History So Event Permissions New View Edit Attac Events Event Event gt Delete Event File New Manage Actior Add the details of the new event including the title of the event the location the start and end time If the meeting will extend all day the corresponding tick Box has to be ticked The recurrence of the meeting can be set by checking the tick box Make this a recurrent event to specify the recurrence pattern and date ranges then click Save to save the changes that have been made Modify an existing Calendar Item e To modify and update an existing calendar event choose the event by clicking on it and then click Edit Item Deleting a Calendar Item e Click on the event on the Calendar to open a new dialog box click delete item and c
9. cument Libraries are listed under the word Documents on the left quick launch of each portal page SharePoint User Guide Reader Contributor v1 FA http cdiscportal digitalinfuzion com Ed File Edit View Favorites Tools Help Site Actions amp Browse Documents Library CDISC PORTAL amp Education Test Libraries Type Name Summary projects or cay User Manual Draft other summaries Meeting Agendas amp dh Add document Minutes _ Working Documents Approved Documents Presentations All Other Documents Reading content To open a file within a document library click on the document of interest by a left mouse click and according to the user s permission level the file could be opened in a read only or edit format Creating a New Document Library To create a new document library you have to e Click on the hyperlinked word Documents from the left quick launch under which all document libraries are listed another window will open listing all other document libraries within a specific portal site e Click on the option Create that is located immediately under the top navigation bar see image below Site Actions ge cbDisc PORTAL Education T Displays all site _Education Test O9 tN eceeserenseeesesceees Libraries fi Create amp Site Workflows preccnsocccscoeseeses Summary projects or other summaries Meeting Agendas
10. e Education Test mi L S EAA E Browse Page ls C POR T Ale ei ston tes Education Test All Sites pP cvIisc ibraries A collaboration site includes several lists and libraries customized for CDISC Summary ojects or Announcements other summaries Meeting Agendas amp Minutes epee eens ee dP Add new announcement Norking Documents Approved Documents Presentations Calendar 2 All Other Documents Add new link ists Add new event Calendar asks Calendar 1 e August 20 iscussions 28 eam Discussion eople and Groups J Recycle Bin J All Site Content Structural Elements of the CDISC Portals Site 1 Ribbon bar A blue ribbon on top containing different tabs according to the user s access level such as the User Menu As the user signs in this menu appears as a hyperlink that drops down by clicking on the user s name at the top right corner of the ribbon tab example jclark The User menu drop down provides options to help the users to customize their own portal account such as e Change of password e My settings e My Account information e Sign out Site Actions Menu it provides administration options to the users that have administration rights such as editing of their team s portal site and its content May not appear on some sites Site Logo located on the right side of the breadcrumb trail Breadcrumb trail The breadcrumb navigation is located above
11. e title You will see the option of Open Save or Save as Depending browser and version Uploading Documents Users can upload any kind of document stored in any location whether a PC a USB drive or even a file shared on the internet e Select the document library that is required to upload the document to the destination library e Click on Documents tab on the ribbon bar e Click on Upload Document option on the top menu bar a drop down menu will appear providing options to upload individual documents and multiple documents e Browse the required files by clicking on the Browse hyperlink e Locate the file to upload and click Open e Choose option to overwrite existing files and click OK to upload e The user can also add a document to the documents library by clicking on Add document hyperlink in the left content area of that specific library which appears with a green plus sign next to it Note Users have the option of uploading individual files or entire folders Modifying Documents To enter modification on the information of a document stored within a Document Library you can start by e Selecting the document library where the document in request is stored e Selecting Edit Properties from the drop down menu that emerges when clicking on the arrow on the right side of the required document e Anew dialog box opens where you can change the name of the document the ti
12. n the arrow that appears by placing the cursor to the right side of the contact s last name a drop down menu opens to select delete item To delete multiple contacts click on the check box next to each name From the ribbon bar choose the Items tab and click Delete Item Click OK on popup to send to recycle bin You can recover any deleted contact from the recycle bin located in the bottom left corner of the page Managing Tasks Tasks list is the third item that is predefined for the CDISC Portals under Lists to allow team members to collaborate and organize their tasks Adding New Tasks Click on Tasks under Lists on the quick launch panel on the left to open the tasks lists Click on the option Add new item that has a green plus sign to open a dialog box and enter the new task information Fields marked with a red asterisk are required One of the options provided in the dialog box is to assign the task to a specific user by entering the portal user s name or identifying the user by searching the user s name from Directory icon a search box will open to enter the user s name then to select it from a list of option then click OK to complete the process Modifying Existing Task An existing task can be modified by choosing Edit Item from the drop down menu that emerges from the arrow on the right of that task title an edit dialog box will open to enter the new information and c
13. omplete the process by clicking OK 12 SharePoint User Guide Reader Contributor v1 Title testi gt View Item Ey Edit Item Compliance Details Alert Me Manage Permissions X Delete Item Deleting Tasks A task can be deleted by choosing Delete Item from the drop down menu to the right of the task title in question a new dialog box will appear to confirm the deletion process by clicking OK 13 SharePoint User Guide Reader Contributor v1
14. onfirm by clicking on OK in the second dialog box and close the first dialog box gt Be Browse Events Version History a ja SS A Event Permissions View Edit Attach Event Event X Delete Event File Manage Actions Sh 2013 gt September 201 Feb Mar May Jun Sunday Aug Sep Nov Dec nday September Managing Contacts List Purpose The contacts list is another item that is provisioned on the CDISC portals website under Lists to add the contact details of each group of users within a specific portal Adding New Contacts e select Contact List from the left Quick Launch e Click on Add New Item located in the content area of the portal site immediately under the last provided contact e Anew dialog box will open to enter the required information Required fields are marked with a red asterisk e Click Save to complete the process Modifying an Existing Contact e Click on the arrow that appears by placing the cursor on the right side of the contact s last name e Choose Edit Item from the drop down menu to open a new dialog box e Enter the new information and click Save to complete the process SharePoint User Guide Reader Contributor v1 11 Last Name f Doe i new x View Item Ey Edit Item f Export Contact Compliance Details Alert Me Manage Permissions x 8 Delete Item Deleting an Existing Contact Click o
15. tle or paste a copied part to it then save the changes by clicking on the Save option wh User Manual Draft Ella Test View Properties Add document ESP Edit Properties wel Edit in Microsoft Word Ley Check Out Compliance Details Gj Workflows Alert Me Send To B Manage Permissions W Delete Editing Documents Contents To edit a document within a document library you can either SharePoint User Guide Reader Contributor v1 1 Edita document e Click on the arrow that appears to the right of the document of interest e Select Edit in Microsoft Word to open the document e Click Enable Editing then Click Save to save the changes you entered to the document 2 Edita document offline You will be required to download the document before you start entering any on the content and then upload it back again See download and upload documents In order to overwrite the old document with the modified document you must ensure that a The document name was not changed during the modification b The tick box Overwrite existing files within the document upload screen is ticked Managing Lists Managing Calendar Items Purpose The calendar list is one of the list items that are provisioned on the CDISC Portals Website for teams use to share and maintain information about the upcoming events Adding New Calendar Items There are two ways to add a new calendar event and update a
16. will be able to change your password by clicking again on your username on top right corner a drop down menu will appear and you will find the option to Change Your Password If you have already been provided a log in it is highly advised that you change your password immediately post sign on Please keep in mind that when you change the password it has to be Not less than 7 characters At least one non alphanumeric character is required Example the underscore _ Password is case sensitive FORGETTING THE PASSWORD If the user forgets the password they must contact the Portal Administrator portaladmin cdisc org to request recovering the password An automated email will be sent to the user s email account that is connected to the portal account with instructions on how to change the password during the first log in duration ENTERING A WRONG PASSWORD If a user tries to log in for five times with the wrong password the account will be locked and the user will have to contact the Portal Administrator portaladmin cdisc org to unlock the account and to recover the password The user will subsequently receive an automated email with a new password and will be requested to copy and paste this password in order to change it in the first log in duration SharePoint User Guide Reader Contributor v1 Portal Site Structure 2 El fiw amp a tl to http cdiscportal digitalinfuzion com Edu Hom
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