Home

SharpSchool User Manual

1. Details 0 No Items Available Actions v e New objects can be added from the Add New Item dropdown menu e To open any object click on the object name e To delete an object select the checkbox next to the name and from the dropdown menu at the bottom choose Delete Selected e To move an object select the checkbox and from the dropdown menu choose Move Selected Then click Browse locate the destination you desire and click Select Then click Move to Here Edit Workspace The edit workspace section allows you to edit the same options as on the Add Workspace page e Name This is the name that will be used in the workspace e Description This description will be visible when you open the workspace Click the Update button to save any changes 53 Page SharpSchool User Manual Chapter 14 Workspaces Display Setting The Display Setting tab allows users to change the look and feel of the workspace _ View Edit Display Setting Secu Displav Setti Hide the Last Modified Column Data Columns Hide the User column Hide the Size column Default Sort Sort by Name jn Ascending e order Default maximum 1024000 KB O Set maximum size to KB Update Settings Data Columns Users can choose the following check box options to Hide the Last Modified column Hide the User column and Hide the Size column Default Sort Will allow a user to specify whether to default sort by Name Modified
2. O 0 gi 49 Page SharpSchool User Manual Chapter 14 Workspaces Module Wiki The introduction of the wiki has revolutionized the way we view share and create content The traditional method of content creation is a slow time consuming process that results in a static document Wikis on the other hand can grow quite rapidly and produce a dynamic living document that can constantly evolve as new information is introduced Adding a Wiki Desoiption A Laas ee a AA AE E dropdown menu on the es Ar lar Gr FontName Size Real Eh Me Zoom Y Es da 1 From the Add New Item workspace select Wiki 2 Fill in the required fields Name The name of the wiki Description description of the wiki you are creating Date Format Choose a preferred 7 Design HTML Preview format for the date 04017 z Mode Dominant e Mode Dominant Displays the Css Default doa 4 Default P Content Blank Page wiki in full screen mode in your O ank Page Content Editor Built in Wiki Editor e browser window without your a page theme Inline Displays your wiki using the current page theme CSS This dropdown menu contains different color schemes that control every page of the wiki You can choose from Default Green and Pink Content Editor You can use this dropdown menu to select to use either the Built in Wiki Editor ot the Rich Text Editor 3 Click the Create Wik
3. SnarpScheel Helping Schools Succeed User Guide Chapter 14 Workspaces SharpSchool User Manual Chapter 14 Workspaces Table of Contents A DOULWOrK PICOS Secas AN 5 POUR TG E Ee 5 Who Should Use this Guide 5 A a e o E E A A 5 A 5 ECU paid 5 e EE 6 PC CESSES eg Ee 6 Ole ahi 8 Matsa Works pace satis 6 Se ld EPR e O o CO o A o A 6 Edit Workspaces Homepage ste dos nadie dia 7 Module Ce 9 o a E O On 9 Modde c denda EE 10 AE e En LE EE 10 Module Gla ie aerate etree erate ont tert mene erent ass 12 e ele a CA e E E 12 VENIRE A o AA A 13 IAS decis 13 Seid SE 14 Modules Custom RENE HE 15 Module HE ANU e EE 20 Adding an EVA d e Nina 20 VIEW an Eva eebe Egeter 20 TKE SOY A o E AA In A 21 Addie a QUESO Nai ooo 22 E o A uae 23 EOI EVA e 23 Module FIE aio ai 24 SharpSchool User Manual Chapter 14 Workspaces ADE E A 24 VENE A Ee 24 A E 25 do A eo Bo E E 25 Module Pda 26 AGANE a EOI TE 26 Module FO Use covers sees cones casi peace eeepc 27 PEC VS APOT elsa 27 Moale ENK nie 28 Mod le Form Template socio 29 Adding a Form Template osos diosas 29 Module Gale y raer ends 32 Addine a Gallery cita isa detesto 32 Modde Mectine ROOM EE 33 Adding a Meeting ROOM EE 33 o 34 Adding an BR gie UM de rare oe 35 Managing a Online Meeting 2 esteggenserg hee eege Seed 36 Module Otras 38 ACI Ra EE 38 Commenting on a Note siii di iii 38 Kodgule Pro SE ide 39 e eh a Die e E 39 Manara De secadero dais 40 IECH AC
4. 2828 joe cai wsd edu ca School Advisor Y 5 Vijayesh Nair 204 533 2141 vj wsd edu ca Project Manager r x Add Record To add a new record to your table click Add Record Fill in the fields and then click Submit Si caca Note Not all data tables will contain the same fields as the example Edit Record Click on the Name of the record that you would like to edit Name Email pun 4 5 33 1490 anita herald wsd edu ca Advisory Educator Y a y 2043 david tay wsd edu ca Business Analyst Y os 04 515 1519 jim smith wsd edu ca Software Developer Y 4 Joseph Cai 204 533 2828 joe cai wsd edu ca School Advisor aX 5 Vijayesh Nair 204 533 2141 vj wsd edu ca Project Manager r Name Anita Herald Phone 204 533 1490 Email anita_herald wsd_edu_ca Title Advisory Educator stot coe 16 Page SharpSchool User Manual Chapter 14 Workspaces Delete Record To delete a record that is in your table click on the Delete icon beside the name of the record Data Management Table Information Table Structure List Display Layout Security Staff Directory 1 5 of 5 GP Add Record Name Email Title Actions 1 Anita Herald 204 533 1490 anita herald wsd edu ca Advisory Educator Boia 2 David Tay 204 222 1551 david tay wsd edu ca Business Analyst O 3 Jim Smith 204 515 1519 jim smith wsd edu ca Software Developer 7 4 Joseph Cai 204 533 2828 joe cai wsd edu ca School Advisor 7 O 5 Vijayesh Nair 204 533 214
5. bLast Visited User m Sample Task List 3 1 2011 10 42 05 AN matthew goody a Sample Task 3 1 2011 11 16 14 AM matthew goody TEM DESCRIPTION Workspace This tool features all of SharpSchool s standard collaborative modules such as calendars photo galleries and discussion forum as well as content authoring and document sharing modules My Tasks List of tasks that are assigned to you for the project Events Calendar that can be used as a collaboration tool to show events for the project such as meeting dates and major tasks due dates Online Meetings Online meetings can be used for collaborating on different types of projects Please refer to the section Module Meeting Room in this user manual for more detailed information Shows a list of members that are participating in the project Forums The forum is an excellent tool for conducting detailed discussions on various topics For more detailed information about forums please refer to the section Module Forums in this user manual 40 Page SharpSchool User Manual Chapter 14 Workspaces Milestones This is a list of milestones that are in your project To get more ae information about the milestone click the Name Task Lists Task Lists will be shown here If you want to get further details about mee what tasks are on the list click on the Name Tasks Shows a list of tasks that are part of the project with the status of the task and who it has been assigned too You can g
6. dropdown menu choose Move Selected In the window that opens locate the destination of the objects Customizing the View You can customize the view of the workspace by clicking on the Customized View icon E located in the top right of the workspace opposite the Details heading STATE DETAILS 12 Calendar Featured Normal Hidden Collaboration Blog Featured Normal Hidden e Discussion Forum Featured 9 Normal Hidden 1 1 Documents Featured Normal Hidden gt Group Chat Featured 9 Normal Hidden ap Photo Gallery Featured Normal Hidden As you can see there are three different States that you can set your modules to When you first create your item it is set to Normal If you set an item to Featured a larger version of the icon is placed in a Featured Items area at the top of the workspace If you choose Hidden the item will not be visible in your workspace to regular users but it will still be visible to administrators 7 Page SharpSchool User Manual Chapter 14 Workspaces The Edit tab allows you to change the Name of your Workspace the Description and Icon Edit Workspace Name Workspaces Be 9 0 BZ U she x X E fi TAT OS GT S Zoom E M AG amp CS H lt S m Times NewR 7 3 y 12pt CZ Design 25 HTML Preview Icon G Select Icon Update Workspace Cancel To save any changes that you have
7. rt ars 42 Mode VO Oi 48 e Tee GA OR EE 48 VIEW EE 49 Bee 49 A 49 Modulada 50 SharpSchool User Manual Chapter 14 Workspaces Yo o y oars ih EE 50 Module WOW srta tte tio 51 Adding a Ta e ssscacosasina sn 51 Module E e usais es soreness iros caia iii 52 NEW VOS Caidas 53 E WO RSC aca 53 DIS PI SSCL EUS morro EE 54 4 Page SharpSchool User Manual Chapter 14 Workspaces About Workspaces SharpSchool s Workspaces is a secure online portal where teachers and administrators can communicate in a password protected environment This tool features all of SharpSchool s standard collaborative modules such as calendars photo galleries and discussion forum as well as content authoring and document sharing modules such as Content pages files folders and the knowledge repository About this Guide Many modules in the Workspaces perform and operate in the same manner as the ones available through the live site For these sections this manual will cross reference other SharpSchool manuals Items that are specific only to the Workspaces will be detailed in this manual Who Should Use this Guide This guide is intended for administrators and teachers at the organization This area of SharpSchool is not recommended for parent student or community usage Vital Information The Workspaces can be likened to a virtual teachers lounge Here teachers staff administrators and board members can collaborate and communicate in a s
8. wish to add the Workspaces link elsewhere for example in a Quick Links box or via a teacher specific page on the school or district site Configuring Workspaces Security View Edit Security Activity Roles Direct Permissions Actual Permissions Workspaces Administrators Workspaces Authors Workspaces Browsers SharpSchool provides a flexible powerful and easy to use security system e ach object within the server can have its own set of permissions e Permissions ate defined as a privilege granted to a particular user or group on a particular object or group of objects e lt A privilege is an action that can take place on an object The privileges common to all objects are read create delete and or write Other privileges may include the ability to create a comment to vote and to upload a file To access the permissions settings click on the Security tab To learn more about Security on SharpSchool you can refer to Chapter 1 SitePublish 6 Page SharpSchool User Manual Chapter 14 Workspaces Configuring Workspaces Landing Page Add New Item The View tab displays all the objects in the workspace e New objects can be added from the Add New Item dropdown menu e To open any object click on the object name e To delete an object select the checkbox next to the name and from the dropdown menu at the bottom choose Delete Selected e To move an object select the checkbox and from the
9. 1 vj wsd edu ca Project Manager YO Table Information The Table Information tab allows you to edit the table information that is displayed on the Data Management tab If you make any changes click the Update Table Information button when you are complete Name The name of the table Data Management Table Information Table Structure Description The description of the table 556s TSE BE Unique Columns Set certain columns in your ee ae Directory table to be unique i e username firstname Description lastname Unique Columns Searchable Columns A Default Sort Column name o columns that are searchable in your table You reinar ll Ge Searchable Columns Allows you select the can enter in the column name or click on the A to choose a column from the dropdown menu Default Sort Column From the dropdown menu select the column that you would like to use to sort your table Table Structure The Table Structure tab allows you to define what columns ate in your table to be filled out You can search add and remove columns as well as edit the properties of existing columns Data Management Table Information Table Structure List Display Layout Security Find Table Column Search View All Table Columns 1 4 of 4 GP Add Table Column Column Name Display Name Data Type Allow Nulls Action Email String Name String Q Phone String Q o Title String 17 Page SharpSchool User Manua
10. Edit List Columns You can edit your list column by clicking on the name of the column ist Columns 1 4 of 4 GF Add List Columns Order Column Title Link Url Full Width Action 1 email Email 2 Name 3 Phone 4 i Title Delete List Columns You can delete a list column by clicking on the delete button beside the name of the column name 19 Page SharpSchool User Manual Chapter 14 Workspaces Module Evaluation Users can add Evaluations to the workspace These surveys can have different types of questions from multiple choice questions to essay type questions Adding an Evaluation A r F 7 FontName e Sizer Real Zoom Y 7 Design lt HTML amp Preview Create Evaluation Cancel 1 From the Add New Item dropdown menu on the workspace select Evaluation 2 Fill in the required fields o Name This is the name that will be used in the workspace o Description This description will be visible when you open the evaluation 3 Click the Create Evaluation button Viewing an Evaluation The View Evaluation section displays all the questions in the evaluation Users can click on the following links e Take Survey This link allows you to fill out the survey e Add Question Add another question to the survey e Survey Submission Allows you to see who has filled out the survey when they filled it out and how often they did so e Export Survey This allows you to export the survey ques
11. Meeting J Edit Meeting Room Name Ko Sample Meetin 1 2 3 4 5 Click Add Online Meeting Enter a Subject for your meeting Select the Duration in hours and minutes from the dropdown menus Choose the Start Date and time for your meeting Add any Participants by clicking on S select the Group s and or User s and click Add then click OK in the popup window 6 7 8 Fill in a Description Type in an Audio Phone Number if applicable Click Add Online Meeting to save Subject Duration 00 Hour s 00 minute s Access Level Private Restricted to participants below Start Date its 12 00 AM Participants teachers g ES BZ U abe x X Sean D GE 3 12pt 0 Zoom Y 49 HTML O Preview 35 Page SharpSchool User Manual Chapter 14 Workspaces Managing a Online Meeting From the meeting View tab allows you can choose to Join the Meeting Enroll or Unenroll from the meeting view your meeting details and Add Files a Join Meeting kl Unenroll Online Meeting Details Name New Online Meeting Description New Online Meeting Begins On 9 13 2010 11 00 00 AM Duration 180 Minutes Availability Private Restricted to participants below Resources No items available The Edit tab allows a user to change the Online Meeting information Once you have made your changes to the meeting click Update Online Meeting View Edit Enrolment Security Activit
12. Se Zom HD E la 2 Design 9 HTML EA Preview 9 Do not moderate Moderation Moderate this chat madhu manoharan EN 9 Disable Logging Enable Logging 12 Page SharpSchool User Manual Chapter 14 Workspaces you want to log the chat When Chat Logging is enabled all of the messages from the chat room are saved in a log file 3 Click Add to add the chat room Viewing Chat When a user clicks on a chat object in the workspace the system directs them to the View Chat page This page contains an instant messaging console which allows users to chat with each other e To send a message type into the textbox and click Send e Users can change their font color via the color picker box on the bottom right of the chat Chat Room connected successfully matthew goody Moderator is OFF _ Moderator ON If the chat logs option has been enabled under the Edit tab this section contains all the logs for the chat Chat Logs al Coon Cn Chat Chat Room connected successfully ed johnson Hello Charlie charlie danner Hello Ed charlie danner Did you try question 7 on the homework ed johnson Yes did try question 7 it was hard 13 Page SharpSchool User Manual Chapter 14 Workspaces Editing Chat This section allows you to edit the same options that are available on the add chat screen e Name This is the name
13. User or Size and whether to sort in Ascending or Descending order Maximum File Upload Size Users can select to leave the default setting at 1024000 KB 100 MB or you can select the Set maximum size to and enter in your size in KB Note 1 MB 1024KB Once you have made your changes click Update Settings 54 Page
14. abled 4 Click the Add Forum button To learn more about Forums please refer to the manual Chapter 5 Discussion Forum that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 27 Page SharpSchool User Manual Chapter 14 Workspaces Module Link Users can add links onto the workspace If a user clicks on a link they will be automatically redirected to it To add a link 1 From the Add New Item dropdown menu on the workspace select Link 2 Fill in the required fields o Link Name This is the name that will be used in the workspace o Web Address URL This is the web page to which the user will be redirected when they click on the link 3 Click the Add Link button Create Link Link Name Web Address URL http ZG AA 120600 ER 9 0 B Z Hess AA EC Md Avy Or Fe Font Name Sizer Real r Ts Aa 9 A Deden 8 HTML E Preview To learn more about adding links please refer to the Chapter 10 Document Container manual that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 28 Page SharpSchool User Manual Chapter 14 Workspaces Module Form Template Form Templates are templates that are used as a standardized form from which individual form instances can be generated They can also be copied and changed to create other new form templates The form template acts as a master copy of
15. ace select Folder 2 Fill in the required fields Name This is the name that will be used in the workspace Description This description will be visible when you open the folder 3 Click the Create Folder button Go 9 e GK abe xX AA E SE Se Self ec FontName Size Real du Te Si wi e O he la gt WW ga ob CG a Q S CN Fl o o 4 e F Design lt gt HTML E Preview Icon Select Icon Create Folder Cancel For more information about folder use in the SharpSchool solution please refer to Chapter 10 Document Container that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 26 Page SharpSchool User Manual Chapter 14 Workspaces Module Forum The forum is an excellent tool for conducting quick and detailed discussions on various topics with many individuals participating at once Here you can establish course topics provide sections for discussion or simply answer questions all in an organized environment Adding a Forum 1 From the Add New Item dropdown menu on the workspace select Forum 2 Fill in the required fields Name This is the name that will be used in the workspace Description This description will be visible when you open the folder 3 Select if this Forum is going to be Enabled If the forum is not enabled it will not be usable until it has been set to En
16. be used in the workspace o Description This description will be visible when you open the workspace 3 Click the Next button NEW WORKSPACE Name Collaboration Workspace Description ag AA Jaane ee go GG L A BL D be x x AA f i ESE A gt amp 7 Fr FontName Sizer Real Gi d Zoom 2 E Ge Z Design lt gt HTML Eh Preview Icon Select Icon 4 Choose a template and then click Create Workspace Please choose a template TEMPLATES COLLABORATION WORKSPACE Blank Workspace Template This is an All in one workspace template With this template you can create a workspace with a Calendar a Document Library a Photo Gallery an Online Chats a Wiki and a Discussion O Event Workspace Template a Forum Online Chat Workspace Collaborative Authoring Workspace Template Video Conferencing Workspace Template 9 All in one Workspace Template The templates that you can choose from will add the appropriate modules to the workspace for you to use automatically If you want to create your own simply leave it as Blank Workspace Template To see what each template does simply select the workspace and on the right hand side a description of what it contains will be displayed 52 Page SharpSchool User Manual Chapter 14 Workspaces View Workspace The View Workspace tab displays all the objects in the workspace View Edit Display Setting Security Activity Add New Item
17. ecured environment away from external influences Administrators also have the ability to password protect specific items in the workspaces from other staff members This is enabled through the security tab in the workspaces we will return to this topic later in the manual Module The modules available within the workspaces are seen in other places in SharpSchool s system The modules here however are only for use within the workspaces Calendar events from the main school or district calendar can be pushed into individual workspace calendars as well as to other calendar pages on your site Security Via the security module available in the Workspaces administrators and workspace authors can configure who has reading and writing access to the module This is important in situations where specific items in the workspaces are intended for only certain individuals For example a district site may have an area of the workspaces intended for School Board Members only 5 Page SharpSchool User Manual Chapter 14 Workspaces Activity The activity tab allows administrators to determine what activities have been performed on the workspaces This is especially important if several individuals are participating in a group workspace activity Accessing Workspaces By default only users with logins to SharpSchool s solution have access to the workspaces The workspace link is provided via the Published Links on your site For ease of use you may
18. edu ca Business Analyst r Q 3 Jim Smith 204 515 1519 jim smith wsd edu ca Software Developer Y 4 Joseph Cai 204 533 2828 joe cai wsd edu ca School Advisor 7 Y 5 Vijayesh Nair 204 533 2141 vj wsd edu ca Project Manager K Adding a Custom Data Table 1 Select Custom Data Table from the Add New Item dropdown menu 2 Type in the Name 3 Fill in the Description 4 Click Add Data Table Add Data Table Import Custom Data Table Add Data Table Cancel Another option to add a Custom Data Table to your workspace is by importing the data from and XML file This can only be done when you are adding the table to your workspace 1 Select Custom Data Table from the Add New Item dropdown menu 2 Click on Import Custom Data Table Note Your file must be in XML format as specified in the View Example File which is located beside the Choose File button 3 Click Browse and locate your XML file on your computer 4 Click Import Custom Data Table to import your data 15 Page SharpSchool User Manual Chapter 14 Workspaces Data Management The Data Management tab displays your table and allows you to add a record edit an existing record or delete a record Name Email Title Actions 1 Anita Herald 204 533 1490 anita herald wsd edu ca Advisory Educator Y 2 David Tay 204 222 1551 david tay wsd edu ca_ Business Analyst 7 x 3 Jim Smith 204 515 1519 jim smith wsd edu ca Software Developer Y 4 Joseph Cai 204 533
19. et more details about the task by clicking on its Name Recently Visited Items This is a history of items that have been recently worked on or viewed You can see the changes made to the item by clicking on the Name Allows you to edit your projects basic information Once you have completed any changes click on Edit Project at the bottom Deletes the project Note Once you have clicked Yes to confirm the deletion the project will be permanently deleted Y New Task List Allows you to create Tasks Lists for your project Type in a Name and Description and then click Add Task List 41 Page SharpSchool User Manual Chapter 14 Workspaces Task List To view your task list click on the name of the list under Task Lists from the Overview page e Edit Delete 7 New Milestone New Task New Task Group Original Date Current Date Actual Date My Tasks Percent Complete Sample Milestone Mar 04 2011 Mar 04 2011 Mar 11 2011 0 0 Tasks Name Assigned To Start Date Due Date Priority Status Milestone Author F Sample Task Matthew Mar 01 2011 Mar 04 2011 Low Pending matthew goody Edit You can edit your task list by clicking and then change the Name and or Description When your changes are complete click Edit Task List 9 Delete button If you need to delete your task list click the Adding New Milestone To add a new milestone to your task list click 3 New Milestone and fill out the Name and Desc
20. great way to capture and showcase activities and events that occur at your school or district Adding a Gallery 1 Select Gallery from the Add New Item dropdown menu 2 Enter in the Name 3 Fill in a Description 4 Click Create To learn more about the Photo Gallery please refer to the manual Chapter 3 Photo Gallery that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 32 Page SharpSchool User Manual Chapter 14 Workspaces Module Meeting Room The meeting room is a legacy module that is no longer supported You are welcome to use the meeting room to experiment with its functionality and use the module as you wish but as the module is no longer supported if you have any difficulties with the meeting room SharpSchool can only provide limited support Adding a Meeting Room 1 From the Add New Item dropdown menu select Meeting Room 2 Enter in a Name 3 Fill in the Description 4 Click Create Meeting Room AGO BEA 9 0 L EE E mA ar F Font Name Sizer Real Ki T CH Design gt HTML Preview 33 Page SharpSchool User Manual Chapter 14 Workspaces Editing a Meeting Room To edit your Meeting Room click on Edit Meeting Room change the Name or Description and then click Update K Design ZS HTML Preview 34 Page SharpSchool User Manual Chapter 14 Workspaces Adding an Online Meeting Add Online
21. he item click Select and then back on the move task click Move to Here EI Workflow Form Submissions 45 Page SharpSchool User Manual Chapter 14 Workspaces Delete a Task Delete If you need to delete your task click the O task New Task Group button once you have clicked on the name of the A Task Group is where you can create multiple tasks to be completed as a group that is part of your overall project You can create a New Task Group by clicking on the le New Task Group link filing out the form below and then click on Add Group Name Name of the task group Description Description of the group Default Milestone From the dropdown menu select a default milestone to attach your group to Default Milestone None Task Group Interface Sample Group Tasks No Items Available Edit Delete New Task Group New Task You can edit your task group information by clicking on the Edit button and then after making the necessary changes on the form click Edit Group 3 Delete button To delete your task group click on the You can add another task group within this group by clicking on the vi New Task G button filing out the form and then clicking Add Group 46 Page SharpSchool User Manual Chapter 14 Workspaces A New Task To add a new task click on the button fill out the form and then click on Add Task 47 Page SharpSc
22. hool User Manual Chapter 14 Workspaces Module Vote A vote is a poll with a single question Users can add polls to workspaces or submit answers to polls already posted Adding a Vote 1 From the Add New Item dropdown menu in the workspace select Vote 2 Fill in the required fields o Name Name of the poll o Question Question being asked o Answer Options Possible poll answers and Add Answer E Allow multiple answers options If you need more than 5 answers for the Randomize answer order El Allow user to enter own answers poll click Add Answer Display Options Submit Button Text Allow multiple answers Allow users to select Show result to voters Result Percentage only multiple answers Hide all result Chart Type 9 Bar chart Randomize answer order Randomizes answer gt Pie chart Additional Options di S pl ay ot d er Security Measure Enforce security measure CAPTCHA on Guest users 9 Allow repeat Guest voters Block by cookie Allow user to enter own answers Adds an Other Repeat Voters Block by cookie and IP address option users can use to type in an answer A No deadine o Display Options You can change what the submit button text will be choose how you want to show poll results to the voters and whether to display results as a bar or pie chart o Additional Options Security Measure Allows you to add that a CAPTCHA to your poll that w
23. i button To learn more about Wiki Pages please refer to the manual Chapter 11 Wiki Page that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 50 Page SharpSchool User Manual Chapter 14 Workspaces Module Workflow A workflow consists of a sequence of logically connected steps It is a sequence of operations declared as work for a person a group of persons an organization and contains one or more simple or complex mechanisms Adding a WorkFlow 1 Select Workflow from the Add New Item dropdown menu 2 Fill in the Name 3 Enter a Description 4 Click Create Ha PPP 9 7 0 Sp ZU de xXx A Z ES E H Q A gt gt GF FontName Size Real Te Zoom gt a En EE 7 Design lt HTML D Preview Create Cancel To learn more about the Workflow please contact support sharpschool com Alternatively a manual on Workflow will be available on the SharpSchool CustomerNet website http customernet sharpschool com in the near future 51 Page SharpSchool User Manual Chapter 14 Workspaces Module Workspace Users can add a workspace within the Workspace This will allow a district or school to be able to have a workspace for a specific grade or department or even for individual users To add a workspace 1 From the Add New Item dropdown menu select Workspace 2 Fill in the required fields o Name This is the name that will
24. ill require guest users to verify they are real people and not spam bots Repeat Voters Choose if you wish to allow guests to have multiple votes block by cookie or block by cookie and IP address For the latter two scenarios guests will not be allowed to vote once the system has logged them as having voted once Deadline If you would like you vote to close on a certain date then from the dropdown menu select Close On and then specify the date and time 3 Click the Poll button to create your poll 48 Page SharpSchool User Manual Chapter 14 Workspaces View Vote When users click on a vote object the system directs them to the View Vote page This page allows users to select their answer Click the Submit button to submit your answer Edit Vote This page allows the users to change the same options that are available on the Add Vote page For more details on these options see the previous page When you have finished with your changes click Update Poll Report Tab The report tab will allow you to view the results of your vote poll as a bar or pie chart It will also allow you to export the results to a CSV file that is readable in Excel From here you can also reset your results if you would like to restart the poll with no data 9 Bar Chart Pie Chart What is your meat selection for the staff barbeque 1 votes 0 0 a Burgers O 0 Hot Dogs noe A Steak a Chicken o Veggie Bur
25. l Chapter 14 Workspaces Find Table Column If you have a table that contains a lot of information then you can use the built in search function to locate the column Simply type in the name and click Search To view all the columns again click View All Delete Column To delete a column click the delete button beside the Column Name in the Action column Data Management Table Information Table Structure List Display Layout Security Find Table Column Search View All Table Columns 1 4 of 4 GF Add Table Column Column Name Display Name Data Type Allow Nulls Action email Email String name Name String O phone Phone String O title Title String O Add Column To add a column click the HF Add Table Column button in the top right Next you will need to enter in a Display Name Plural Column Name Display Name select a Data Type Data Type String from the dropdown menu If required enter in a Default Value Allow Nuls yes No Default Value choose whether to Allow Nulls and then to save click Add Column Edit Column To edit an existing column simply click on the Column Name make the appropriate changes and then click the Update Column button to save your changes List Display Layout The list display layout will allow users to customize the way that the Data Management tab displays If you leave this area blank it will display all columns and allow you to sort the columns by c
26. licking on the column header ist Columns 1 4 of 4 GF Add List Columns Order Column Title email Email name Name phone Phone title Title 18 Page SharpSchool User Manual Chapter 14 Workspaces Add List Columns To add a column click on aP Add List Columns located in the top right of the page Once you have completed filling out the form below click Add Column Column Details Column Name email EN ji Leave empty to use display name OYes No Assign Column Maximum Width Yes No Column Header Alignment Left Center Right Allow Column Header to Wrap Yes No Column Data Alignment Left Center Right Allow Column Data to Wrap Yes No Column Name Choose your Column Name from the dropdown menu Title This field will allow you to change the column header name Allow Sorting You can choose to allow the column heading sort the table Assign Column Maximum Width Set the maximum width for the column This will ensure that the column never expands beyond your set width Column Header Alignment Change the alignment of the column heading Allow Column Header to Wrap This option lets the heading text wrap 1f the text in the column heading is too large to fit in the column Column Data Alignment Change the alignment of the data that is in the column Allow Column Data to Wrap Set the column data to wrap to multiple lines if the data is too large to fit in the column
27. m submissions are saved Save data to default location will save the form submissions in the Form Builder along with the template 7 The After Submission area allows the author of the form template to specify what a user sees after the form has been submitted By default the form will reload the page that the form was accessed from 8 You can select Send email notification to specified users or addresses to send an email with the form contents each time the form is submitted To notify people with user accounts on the site click on to open the user picker When the pop up window appears select the groups and or site users that should be emailed when the form is submitted and click 4 Once you have added your desired users select LL To send notifications to people who do not have an account on the site simply type their email addresses in the Email Addresses field with a semi colon comma or new line between each address 9 Once the information has been filled out you can click the Validation Check button to ensure that all the input fields have been configured correctly If any fields require additional configuration a message will be displayed above the Rich Text editor area detailing the necessary changes Complete the configurations and click the Validation Check button again If the Successful indication text appears then you know the form is valid Note A validation check is automatically carried out when y
28. made click Update Workspace 8 Page SharpSchool User Manual Chapter 14 Workspaces Module Blogs Blogs have become immensely popular in recent years This is due in part because blogs offer the ultimate communication medium through which individuals can share information and receive feedback from an audience Blog Administration Blog Summary e 1 Post Welcome To Blogs New Post Posted by Matthew Goody at 1 01PM B Blog Administration farah fatima Welcome To Blogs Archives e January 2011 1 Group Blogs e Art Department Blog e Blog Page Sample Example Blog e Examples Blog Feeds Blog Feeds Podcast Feeds Adding a Blog 1 From the Add New Item dropdown select Blog 2 Enter in the Blog Name 3 Fill ina Description 4 Select the Blog Template from the dropdown 5 Click Add Blog to save and add your blog Template Group Blog Template el To learn more about Blogs please refer to the manual Chapter 9 Blogs that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 9 Page SharpSchool User Manual Chapter 14 Workspaces Module Calendar Calendars are used to keep track of events that occur over a period of time The calendar object can be opened in different views e Daily e Weekly e Monthly e Yearly Click on an event to view the event details You can use the navigation links at the top of the calendar to navigate through days week
29. n 1 Click on the Add Question link on the View Evaluation page 2 Select the Question Type o Multiple Choice This allows a user to select a single answer for the question o Multiple Selection This provides checkboxes for the user to select o Short Answer This provides a textbox for the user to type an answer in 3 Type in the Question 4 Set the Answer If the question type is multiple choice or multiple selection the different options ate added here 5 Set the Points for the answers If assigning scores to the answer does not make sense in the context of the question or the context of the survey just leave the score at 0 6 Fill in the Feedback 7 Click on the Add Question button to add the question to the survey New Question Question Type Multiple Choice EN 7A ABAaADRHREaGA Y e 2 Oo e B Z U be Xx A Ae 2 SS 8 g Q A amp gt Gr FontName Size Real v 2 Design lt HTML amp Preview Add Edit Delete Up Down 22 Page SharpSchool User Manual Chapter 14 Workspaces Chart The charts displays the statistics of the questions answered in pie chart form MULTIPLE CHOICE What type of dish would you like to see at the Teacher s Dinner 4 Indian 8 Italian 4 Chinese O 7 88Q Edit Evaluation This section allows you to edit the following fields e Name This is the name that will be used in the workspace e Description This descri
30. orkspaces Module Note Notes is an excellent resource if you a user needs to quickly type in an idea or reminder for a task to complete Adding a Note 1 From the Add New Item dropdown menu select Note 2 Type in the Title 3 Fill in the Note 4 Click Add Note 7a 286008 Y 0 isis rar ee T A dye Font Name 7 Size Real V i T 7 Design ZS HTML Preview AddNote Cancel Commenting on a Note 1 Click Add Comment 2 Type in the Subject 3 Fill in the Message 4 If you wish to add an Attachment you can do so by clicking on Browse locating the file on your computer and clicking Open 5 Click Post Comment to post the comment Z Design lt gt HTML amp Preview Attachment 38 Page SharpSchool User Manual Chapter 14 Workspaces Module Project Large projects can often become a muddled mess It s tough to keep track of all the different components dates and tasks With the project module teachers and administrators can easily plan delegate and track a project so that it doesn t get bogged down in confusion Adding a Project 1 Ss From the Add New Item dropdown menu on the workspace select Project Fill in the required fields Name Name of your project Description Description of your project v Status Designate the Status Pending Start Date current state of the project arge
31. ou click the Next button 10 When you have finished configuring the form click Next to proceed If your form passes validation you will now be brought to the next page 30 Page SharpSchool User Manual Chapter 14 Workspaces 11 Check any fields you wish to be mandatory Users cannot submit a form unless all of the mandatory fields are populated You can also enter in a customized Error Message to display when each of the Mandatory fields is not filled out on submission Mandatory Input e Mandatory Error Message First E Last Email E 8 Email Me 12 Click Publish Form Template to create the new form template This will create the first version of your form template To continue editing the form template before publishing click Back to return to the editor page Pitfall Clicking Cancel will return you to the workspaces page and exit the form template creation process If this is the first version of your form that means that your form template will disappear completely To learn more about Form Templates please refer to the manual Chapter 15 Forms Engine that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 31 Page SharpSchool User Manual Chapter 14 Workspaces Module Gallery Photo Gallery allows you to create multiple albums with dynamic features such as the ability to view pictures as slideshows and allowing for moderated comments These galleries are a
32. ption will be visible when you open the evaluation Click the Update Evaluation to save any changes Edit Evaluation Evaluation Name Teachers Dinner 7h A oP 9 0 B Z Uaex amp A 6202 E Ar amp gt Fr FontName Sizer Real Z Design Design lt 9 HTML a Preview 23 Page SharpSchool User Manual Chapter 14 Workspaces Module File Users can add different types of files onto the workspace These files can then be opened by other members who have access to the workspace Author BTD606540 Size 2 51 KB Created On 04 22 08 08 36 PM Add Comment Comments Adding a File sg 1 From the Add New Item dropdown File Details Select File menu on the workspace select File File Name DALBERA l Bender Max sitet Ata ER infla 2 Fill in the required fields A 2 F 7 FontName Sizer Real WI d E o Name This is the name that will be used in the workspace o File Click Browse to locate Z Design lt gt HTML A Preview and select the file that you wish to add o Description This description will be visible when you open the file 3 Click the Add File button Viewing a File When a user clicks on a file they are taken to the View File page This section also displays any comments made on the file e Click on the File Name to open the file itself e Click on the lock icon to lock or unlock the file A locked file canno
33. riority Low Status On Hold Milestone Sample Milestone Mar 01 2011 Mar 04 2011 Attachments Details 1 1 of 1 lame Modified E Y Sharpschool edit 03 03 11 02 53 PM matthew Add Attachment 4dd Link Delete Who Is Online You can manage a task by clicking on the name of the task and then adding attachments links removing attachments and links as well as editing moving and deleting the task all together To add an attachment click Add Attachment to add a link click Add Link and if you want to delete an attachment or link simply check the box beside the item and click Delete Editing a Task You can edit an existing task by clicking on the Edit button making changes to the form below and then clicking on Edit Task 44 Page SharpSchool User Manual Chapter 14 Workspaces Edit Task Name Sample Task 1 Assigned To Matthew Priority Low e Status On Hold h Milestone Sample Milestone Start Date 03 01 11 Due Date 03 04 11 5 QA BZU 1 Move a Task Rei igri sharpschool con object name cti You can move a task to another project that is available within the Standard Site gt Workspaces ee Details 1 6 of 6 workspaces To do this click on the Move button then from d 235712 dx 753696 wp OACAS Manuals 3 Project Earth Day Initiative wy Students Select Destination click Browse Beside the name of t
34. ription and then click Add Milestone Editing a Milestone To edit a milestone click on the name of the milestone and then click on the Edit button fill out the form which is similar in the screenshot above and when finished click Edit Milestone 42 Page SharpSchool User Manual Chapter 14 Workspaces Deleting a Milestone Delete If you need to delete your milestone click the button once you have clicked on the name of the milestone Adding a New Task 7 New Task button To add a new task to your task list click on the Name Name of your task Assigned To Assigns user s to this task Priority Choose from the dropdown menu whether this task has a low medium high or no priority Status Select the status of this task from the dropdown menu Milestone From the dropdown menu select the Milestone that is available Note If no milestones have been created use the steps provided on the previous page to create one Start Date Select the start date of the task Due Date Select the due date of the task Instructions This is where you can include any instructions for the task Comments If you want to add comments you can enter them here When the fields have been filled out click Add Task 43 Page SharpSchool User Manual Chapter 14 Workspaces Managing a Task Sample Task 1 Edit Z Move Delete Name Sample Task 1 Assigned To Matthew P
35. s months Or years Se very RAN A Adding a Calendar 1 From the Add New Items drop down menu select Calendar 2 Fill in the following fields e Name Calendar name e Color Choose the color of the calendar 10 Page SharpSchool User Manual Chapter 14 Workspaces e Default View From the Color E Default View Monthly Grid View dropdown choose the VTA 4eaBRGRHRAR oa pe AB BZ Ud KAI KS SSES J Q gt Ar amp r Yr FontName Size Real mh UY Zoom 9 D default view from the choices of Day List View Weekly Grid View Monthly Grid View Yearly Grid View and Event List View This is ani the view users will see er Pien Approval Require administrator approval to publish events a gi when first viewing the See e SADO Flname Description PlLocation Color calendar EE Merged Calendars Select calendars e Description Fill in a description for your calendar e Approval If you require a calendar administrator to approve events published on the calendar click this box e Calendar Owner Click on the Si button to select a user to be calendar owner This person will also be a calendar administrator and will be able to approve events added by non administrators if the approval box is checked e Default Filters Check any filters to display in the dropdown on the calendar page Users will then be able to search the calendar for the fields you select e Custom Filters If yo
36. t Date by selecting Pending On Target Caution Critical or Complete This status can be changed as needed throughout the project s lifespan Start Date Date the project started or will start Target Date Originally predicted date of completion Mission The purpose of the project Goals Define specific goals for the project in this section Objectives Specific objectives that need to be completed Initiatives Initiatives needed to start the project Include a Calendar option Inserts a calendar for the use of all project members Include Online Meeting option Allows the members to conduct online meetings Include Discussion Forum option Allows the members to participate in an online forum Click the Add Project button 39 Page SharpSchool User Manual Chapter 14 Workspaces Manage Project Project User Interface Overview The project user interface will allow project members to collaborate and share information as well as progress 903 Y use Overview Workspace My Tasks Events Online Meetings Members Forums Project Earth Day Initiative Edit Delete New Task List Project Earth Day Initiative N Original My Percent Date Tasks Complete Pending Mar 04 Mar 01 2011 Sample Milestone 2011 0 D Mar 31 2011 Task Lists Name d Sample Task List Tasks Name Task List Due Date Priority Status 4 Sample Sample Task Mar 04 Tack List 2011 Low Pending Details 1 2 of 2 Name
37. t be edited 24 Page SharpSchool User Manual Chapter 14 Workspaces All Versions This page lists all the versions for the file and it identifies which version is currently in use It also displays any comment on the file e You can Add New Revisions to the file e You can also Add comments to the file These comments are visible under the Wzew File page as well All Revisions Add New Revision Size Author Created On Version Action My Picture 2 51 KB BTD606540 04 22 08 08 36 PM 1 Add Comment Comments Adding a Comment Comments can be added to files for other users to see To add a comment 1 Click on the Add Comment link on the View File page 2 Fill in the comment into the text area provided 3 You can add attachments with the comment by clicking on the Add Attachment link 4 Click the Preview button to view how the comment looks 5 Click the Post button to post the comment under the file To learn more about adding files please refer to the Chapter 10 Document Container manual that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 25 Page SharpSchool User Manual Chapter 14 Workspaces Module Folder Users can add folders in the workspace to better organize items Other objects can then be added to the folders This allows you to efficiently organize files links and other resources Adding a Folder 1 From the Add New Item dropdown menu on the worksp
38. that will be used in the workspace e Description This description will be visible when you open the workspace e Moderation Select this option if you would like the Chat Room to be moderated If the moderation option is selected choose the person who you would like to have as moderator for the chat room Moderators can be changed at any time e Log option Select the respective radio button to choose whether or not you want to log the chat When Chat Logging is enabled all of the messages from the chat room are saved in a log file Click the Update button to save any changes A amp 7 Fr FontName Sizey Realfcy Ey Te Zoom Y Fe amp 2 Design lt gt HTML amp Preview Do not moderate Moderation Moderate this chat charlie danner Disable Logging 9 Enable Logging 14 Page SharpSchool User Manual Chapter 14 Workspaces Module Custom Data Table The Custom Data Table is available exclusively within SharpSchool Workspaces You are able to use this feature to create and store things like an Address Book Contact List Book List Inventory List or many other kinds of items that you would use in a database Data Management Table Information Table Structure List Display Layout Security Staff Directory 1 5 of 5 GP Add Record Name Email Title Actions 1 Anita Herald 204 533 1490 anita herald wsd edu ca Advisory Educator 7 Q 2 David Tay 204 222 1551 david tay wsd
39. the form and individual submissions are copies of the template Any changes made to the form template will result in a change to all future submissions for that form Adding a Form Template Form Template Details Name Locale English e Category iale Ill a 3 E Source A 4 5 BIB amp G4 Y EGB rz ae ci di a El mE Format a 0 e s Size Template Content D Do not save Data SE Save data to default location On Submission Save data to specified folder gt Save and attach to specified Workflow D Redirect to default location gt Redirect to specified URL Show specified message After Submission Notification Send email notification to specified users or addresses Validation Check Next Cancel 1 Select Form Template from the Add New Item dropdown menu 2 Enter a Name for your form This will be the display name for your form 3 Select a Locale 4 To add the template to one or more categories click the icon to the right of the Category field A list of categories and subcategories will appear 5 The Template Content area is the body of your form The Rich Text editor grants you the ability and freedom to design the form as you choose You may design and customize the form to your specifications 29 Page SharpSchool User Manual Chapter 14 Workspaces 6 The On Submission area gives options which allow you to control how the for
40. tions to other surveys 20 Page SharpSchool User Manual Chapter 14 Workspaces e Import Survey this allows you to import survey questions from other surveys e Chart this charts the results that have been obtained e Random Sort Questions When checked off and if there are multiple questions this option will display the questions in a random order e Random Select Questions You can use this option to randomly select a single question to display if you have multiple questions View Edit Security Activity Survey Teacher s Dinner Description Take Survey Add Question Survey Submission Export Survey Export Survey Results Export Survey Summary Import Survey Chart El Random Sort Questions L Random Select Questions 1 E 1000 Maximum Number of Times Survey May Be Taken Questions Name Question Type Teachers Dinner Multiple Choice Edit Delete Details Rearrange lt p gt Teachers Dinner lt p gt Taking a Survey Take Survey Teacher s Dinner 1 Click Take Survey on the View Evaluation page 1 What type of dish would you like to see at the Teacher s Dinner Indian O Italian 2 Answer the questions provided Chinese EES 3 Click the Submit button to submit the answer Submit Cancel 4 Click the Cancel button to return to the View Evaluation page without submitting your answers 21 Page SharpSchool User Manual Chapter 14 Workspaces Adding a Questio
41. u have created any custom filters you can check them to display on the calendar page Users will then be able to search the calendar for the fields you select e Merged Calendars Click on Select calendars to pull events from other calendars from your site or other sites on your domain 3 Click Create Calendar To learn more about Calendars please refer to the manual Chapter 4 Calendars that can be found on the SharpSchool CustomerNet website http customernet sharpschool com 11 Page SharpSchool User Manual Chapter 14 Workspaces Module Chat Users can communicate by means of instant messaging through the chat object in Workspaces Chat Room connected successfully Moderator is OFF Adding a Chat 1 From the Add New Item dropdown menu on the workspace select Chat 2 Fill in the following fields o Name This is the name that will be used in the workspace o Description This description will be visible when you open the workspace o Moderation Select this option if you would like the Chat Room to be moderated If the moderation option is selected choose the person who you would like to have as moderator for the chat room Moderators can be changed at any time o Log option Select the respective radio button to choose whether or not matthew goody char Seti Name Teacher Chat CCRN DE B Z Uaex Xx amp A ez SE S GA Ar nx f gt FontName Size Real
42. y Edit Online Meeting Subject New Online Meeting Duration 03 v Hour s 00 Minute s Access Level Private Restricted to participants below Start Date 09 13 10 11 00 AM y Participants Sharpschool Support Lekt 7 MA A Ga Ass ee i D e FontName Size Real Fr Ar Oo Zi gh gi Zoom 9 e New Online Meeting lt gt HTML amp Preview 36 Page SharpSchool User Manual Chapter 14 Workspaces The Enrollment tab will allow users to select the User s Group s to participate in the meeting as well as Delete any participants they wish to remove Participants Choose User Group Participant Role Actions d Sharpschool Support Host Delete The Security tab lets users specify which User s Group s can access the Online Meeting You can read more about security in SharpSchool s manual Chapter 1 SitePublish Sharpschool Support na renos Allow Inheritable Permissions From Parent to Propagate to This Object ED The Activity tab shows users the changes that have happened to the Online Meeting You can subscribe to have any changes that were made be emailed to you using the Subscribe link Activities on this object 0 No items available Available Alerts Content Item Subscribe This alert will provide you with an update on changes to this file and its children 37 Page SharpSchool User Manual Chapter 14 W

SharpSchool User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents