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Introduction to INCOSE Connect for Distributed Teams
withWindows SharePoint Services 3.0
https://connect.incose.org
Prepared by:James Chism, Adjunct Faculty-Johns Hopkins University
January 2008 - IW 2008
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Agenda• Introduction
– Purpose, architecture, and current state– How to get connected– What’s improved with Windows SharePoint Services 3.0?– Permissions – Set by Administrator only
• How to work with Workspace– INCOSE Connect Home Page– Standard Web Parts
– Documents and Lists– Create– Site Settings
– What is a Wiki?–Example of a Wiki Page–Example of a Wiki– Add an Announcement– Add a Link
– Sign up for an Alert
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Agenda – Con’t• How to work with Workspace – Con’t
– Modify a Document from a Windows SharePoint Site – Upload a Document to a Windows SharePoint Site– Additional Document Functions– Un-deleting Items– Adding a Folder– View an RSS feed– Creating Events– Adding Attachments to an Item– Sending an E-mail link to a Shared Document– Site Members– Surveys– Forgot your Password?– Home – Discussion Forum
• INCOSE Connect Training Presentation Materials and Manuals
• Questions
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INCOSE Connect Purpose• Support a culture of effective two-way
communication throughout INCOSE by providing: – Private workspaces for INCOSE activities
(TLT, CAB, Member Board, Chapters, project teams, etc)
– Distributed collaboration capabilities (document repositories, discussion threads, calendars, action items, decision histories, etc)
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Architecture• INCOSE Connect is an internet service built on Microsoft
SharePoint Technologies. Will be updated to Windows SharePoint Services 3.0 after the IW 08.
• Each INCOSE Connect site is a separate protected workspace.– Each workspace view is divided into “web parts”
• Workspace access is managed by Site Administrators – Permissions can be reader, contributor, designer, or full
control.
• Site administrators can create new sub-sites – With the same or different permissions as the parent site.
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Current State• 212 INCOSE Connect workspaces and 6,160 user
accounts have been created. 59 Chapters have an active workspace.
• Additional workspaces and user accounts can be created upon request from the team leader.
• Current Users• Academic Council
• INCOSE Administration
• Technical Leadership Team
• Member Board
• Chapters (Region I, II, III, IV,V, and VI)
• Board of Directors
• Corporate Advisory Board
• Various Technical Working Groups
• INCOSE Members
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Windows SharePoint 3.0 Pre-requisites
Optionally, Microsoft Office 2007 provides enhanced SharePoint/Office integration features.
Before accessing INCOSE Connect, please be sure you meet the Computer software meets the following prerequisites.
In order to access INCOSE Connect, you must be running one of the following browsers:
Browser Supported by WSS 3.0 Windows Linux/Unix Macintosh OSXFirefox 1.5 X X XMozilla 1.7 XNetscape Navigator 7.2 XNetscape Navigator 8.1 XSafari 2.0 XMicrosoft Internet Explorer 6.x (32-bit) xWindows Internet Explorer 7.x (32-bit) x
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How to Get Connected – Permissions -
• All INCOSE members are given an INCOSE Connect username and password.
• If anyone has forgotten your username or password for access, please visit:http://www.incose.org/membership/requestPWreset.cfm
• If you do not have a username or still have questions, please [email protected]
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What's Improved in Windows SharePoint Service 3.0?
• Wikis• Issue Trackers• Surveys• Project task Management• Email Integration• Users can only see
features that they have access to view
• Automatic breadcrumb bar - helping users navigate appropriately
• Better version control• Better indexing &
searching• RSS Support• Support for more
browsers (Firefox & Safari)
• Extranet mode - eliminate multiple authentication dialog boxes
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Permissions – Set by Administrators
Includes the following permissions for users:
• Full Control - Full control of the scope.
• Design - Can create lists and document libraries and edit pages in the Web site.
• Contribute - Can create and edit items in existing lists and document libraries.
• Read - Read-only access to the Web site.
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INCOSE Connect Home Page
Announcements
INSIGHT Library
Shared Documents
Web Page parts will vary between sites
MinimizeCloseModify Shared Web PartHelp
Sites to which this userhas access
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INCOSE Connect Home Page
Site Actions available dependsOn permissions given.
Links available depends on siteAdministrator
Member Resources
Member Rosters are availableIf permission is granted.
This is called the Quick Launch Bar
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Standard Web Parts• Documents and Lists
– Document Libraries– Picture Libraries– Lists
• Announcements• Events• Links• Member Resources• Member Rosters
– Discussion Boards– Surveys– Sites and Workspaces– Recycle Bin
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Standard Web Parts - *Create Libraries
– Document Library– Form Library– Wiki Page Library– Picture Library
Communications– Announcements– Contacts– Discussion Board
Tracking– Links– Calendar– Tasks– Project Tasks– Issue Tracking– Survey
Custom Lists– Custom Lists– Custom List in Datasheet View– Import Spreadsheet
Web Pages– Basic Page– Web Part Page– Sites and Workspaces
* Administrators only
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– Users and Permissions• People and Groups• Site Collection Administrators • Advanced Permissions
– Look and Feel• Title, description, and icon • Tree view • Site theme • Top link bar • Quick Launch • Save site as template • Reset to site definition
– Galleries• Master pages • Site content types • Site columns • Site templates • List templates • Web Parts • Workflows
Standard Web Parts – *Site Settings
* Administrators only
–Site Administration• Regional settings • Site libraries and lists • Site usage report • User alerts • RSS • Search visibility • Sites and workspaces • Site features • Delete this site
–Site Collection Administration• Recycle bin • Site collection features • Site hierarchy • Portal site connection
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A wiki is a Web site that enables users to add new content or amend existing content.
As soon as you post on a wiki all users are able to contribute, by adding or amending the original document. They do not have to ask permission, from the author or an administrator,because everyone is empowered to contribute. Windows SharePoint Services 3.0 provideshistory and version management, so that no original thinking is lost. The wiki community manages change and ensures accuracy and relevance.This shared-document collaboration element is the main difference between blogs and wikis. The originating author relinquishes ownership of the content on publication. The authors do not need to write HTML, because the content appears in a basic editor interface that enables anyone with basic keyboard skills to add, amend, reorganize, or deleteinformation.
More advanced wiki software enables advanced editing, such as support for rich text fonts, graphics, and HTML tags. This means that collaborative development is fast—the term “wiki” comes from the Hawaiian word for “quick.” Initially, researchers and developers used wikis for rapid development of ideas, but this has extended to project managers and othersin more traditional business disciplines.
What is a Wiki?
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Example of Wiki page
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Add an Announcement
At the bottom of the Announcements Web Part, click Add new announcement.
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Add an Announcement
In the title box enter thename of your announcement.
In the Body, enter the textOf your announcement.
To the right of the Expires box, click Date Picker, and then click the date for announcement to expire.
Make any other changes, then click OK
Files can also be attached
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Adding Links to a Page
Click on add link Step 1: Type in the URL
Type in a Description ofsite.
Click OK
URL can be tested after entry for validity
Click Add Link on Main web page
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Sign up for an Alert
On the Quick Launch bar, click Shared Documents.
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Sign up for an Alert
On the Actions menu, click Alert Me
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The New Alert page is displayed
Sign up for an Alert
James.Chism
1. Enter Name or e-mail address
2. Enter Change Type
3. Select when to be alerted
4. Specify when to send alert
On the New Alert page, click OK. An e-mail message notifies you when the alert has been created
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Sign up for Alert
The pull down arrow to the right of any documentFor viewing properties can also be used to provide an alert on a specific document.
Just select Alert Me to get the alert page.
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Upload a Document to SharePoint Site
On the Upload menu, click Upload Document.
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Upload a Document to SharePoint Site
Browse to select the document for upload.In the Choose File dialog box, browse to the document you want to upload, and then click Open
Enter version comments
Click OK to upload the document.
Note: If a document with the same name already exists in the document library, selecting the Overwrite Existing File(s) check box automatically overwrites the existing version with your local version.
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Modify a Document from a SharePoint site
On the Quick Launch bar, click Shared Documents.
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Modify a Document from a SharePoint site
In the document library, click a document,click the arrow that appears to the right of the document name, and select Send to.
1. then click Send to. Select Download aCopy and save to local computer. 2. Then click on Check out.3. Modify the document and change the version number.4. Click on Upload Document. With the upload page, browse to select document for upload, enterany comments for the version, then click OK to upload.
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Highlight documentClick arrow on the rightClick on Check In
Modify a Document from a SharePoint site
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The Check In dialog box appears.In the Comments box, type Corrected spelling error. Then click OK.
After Check out, all documents must be checked in to make them available to other users.
Modify a Document from a SharePoint site
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Additional Document Functions
1. Edit Metadata2. Manage Access3. Delete Document4. Move5. Check-in history6. Email me when
changed
1. Edit Metadata2. Manage Access3. Delete Document4. Move5. Check-in history6. Email me when
changed
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Un-Deleting ItemsOOPS! – I really didn’t mean to do that …
1. Click Recycle Bin2. Check the box next to the item you wish to restore3. Click Restore Selection
1. Click Recycle Bin2. Check the box next to the item you wish to restore3. Click Restore Selection
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Adding a Folder1. Click Shared Documents2. Click New, New Folder3. Follow prompts to create the folder
1. Click Shared Documents2. Click New, New Folder3. Follow prompts to create the folder
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View an RSS Feed
On the Quick Launch bar, click Shared Documents.
NOTE: View an RSS feed in Office Outlook 2007
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View an RSS Feed
On the Actions menu, select RSS feed
1. In the text below the page title, click Subscribe to this RSS feed
NOTE: View an RSS feed in Office Outlook 2007
3. In the All Mail Items list in the Navigation Pane, click RSS Subscriptions.
4. Outlook 2007 displays the Shared Documentsdocument library information
2. Start Office Outlook 2007
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Creating EventsUpcoming meetings, deadlines, and other important events
1. Click Add new event1. Click Add new event
2. Fill in event info
3. Click OK
2. Fill in event info
3. Click OK
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Adding Attachments to an Item (Announcement, Event, etc.)
After clicking on Add Event or …..
Click the Attach File button
In the attachment window, click the Browse button
Use your standard file dialog to select the desired file. Click Open
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Sending an E-Mail Link toa Shared Document
1. Right-click on document link
2. Choose Copy Shortcut
3. Paste into your email message
1. Right-click on document link
2. Choose Copy Shortcut
3. Paste into your email message
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Site Members
Administrator adds Members who have access to this site and their specific permissions.Note: Chapter administrators can now add All current INCOSE chapter members with their INCOSE logon user id. These user id’s can be found by downloading the chapter member’s listing. A column will show the id as first name.last name (i.e; james.chism).
Administrator adds Members who have access to this site and their specific permissions.Note: Chapter administrators can now add All current INCOSE chapter members with their INCOSE logon user id. These user id’s can be found by downloading the chapter member’s listing. A column will show the id as first name.last name (i.e; james.chism).
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Surveys
Shared workspace administrators can create surveys.
The survey can be configured so:•Anyone with an INCOSE Connect account can respond •Only workspace members can respond•Only specific individuals can respond
Shared workspace administrators can create surveys.
The survey can be configured so:•Anyone with an INCOSE Connect account can respond •Only workspace members can respond•Only specific individuals can respond
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Forgot Your Password?http://www.incose.org/membership/requestPWreset.cfm
Note: Passwords can be reset from the Public Web Site. There is no need to go to the Connect site to reset your password.
Note: Passwords can be reset from the Public Web Site. There is no need to go to the Connect site to reset your password.
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Home - Discussion ForumINCOSE's threaded discussion forum allows members to discuss systems topicsof interest, share lessons learned and prior experience, and interact with other members from around the world. Login now using your Connect account.
INCOSE's threaded discussion forum allows members to discuss systems topicsof interest, share lessons learned and prior experience, and interact with other members from around the world. Login now using your Connect account.
To review a current threads:1. Select a topic of interest.
To review a current threads:1. Select a topic of interest.
To see your profile and/or modify.
To see your profile and/or modify.
To receive notification of postings,Select “My Subscriptions” Then select “subscribe” for theforum you want.
To receive notification of postings,Select “My Subscriptions” Then select “subscribe” for theforum you want.
NOTE: The Discussion Forum can be accessed three ways: 1. From the INCOSE home page, 2. From the Members Resources web page, 3. From the INCOSE Connect home site under Member Resources.
NOTE: The Discussion Forum can be accessed three ways: 1. From the INCOSE home page, 2. From the Members Resources web page, 3. From the INCOSE Connect home site under Member Resources.
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Discussion Forum – Systems Engineering
To see a current topic threads,select one of interest.
To see a current topic threads,select one of interest.
To see recent posts forall topics.
To see recent posts forall topics.
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Discussion Forums – Engineering Outreach – College Campus
To respond to a specific discussion;Find the specific threadSelect “Reply to Post”
To respond to a specific discussion;Find the specific threadSelect “Reply to Post”
To post a reply to all:1. Click on “Post Reply”
To post a reply to all:1. Click on “Post Reply”
To initiate a new topic’1. Click on “New Topic”
To initiate a new topic’1. Click on “New Topic”
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Presentation and Manuals• To download the training presentations or
manuals:– https://connect.incose.org/default.aspx– Go to “Shared Documents” Select “Guide to INCOSE
Connect”. Four documents are available for download:
– 1. Administrators INCOSE Connect Training(IW 08)– 2. INCOSE Connect Administrators Manual (IW 08)– 3. INCOSE Connect Users Manual (IW08) – 4. Introduction to INCOSE Connect Training(IW 08)
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