Transcript TS Manual UK

Topshare websites consists of two area’s: A public domain and a Secure domain.
The public domains are regular website, viewable for everyone with a internet
connection. The content is mastered from the secure area. This implies that
Topshare is also a Content Management System (CMS).
On the public website you will always find the buttons:
Home
- the starting point of the website
Login
- use this link top login into the secure part of the site
Register - use this link if you do not have a username and password to login
We use Microsoft Digest Authentication encrypting the login information
The registration link is explained in the next slide ….
(Please keep in mind that the Topshare sites come in different colors and Public
Pages in many different styles.)
To register you need to fill in different fields:
Username – choose your own
First, Middle and Last name
E-mail
- we need this to send you notifications
about changed items in the secure area
Language - you can choose form English, Dutch
and German
Password - choose your own, at least 4 characters
Click on ‘save’ to proceed and accept below Disclaimer
After reading the disclaimer please:
Select the ‘I have read the disclaimer’ Box
Click on ‘I agree’ to enter the secure area
•You entered the secure area of the Topshare site. This also
called Home. It is the starting screen from where you go via
different links to read and publish items and documents.
The middle section (this text) will be different in each
site and will introduce you to the policies and
procedures of the specific site or e.g. important
notices and direct links to items you should read.
•The buttons Home-Folders-Search in the top-left-hand
corner are always visible. Per site this menu, including the
Topshare logo can different.
•The buttons on the left are linked to the three top-buttons.
In this case it shows the buttons linked to Home.
•The top-bar shows you name, the number of Reminders
you received and the previous time you logged on.
•On the right you find five boxes with links to different item
types: Events, News and Discussions. The latest tree are
shown, if you want to see all of them click on More…
•Depending on the site you can also find two other boxes
containing the latest ten persons who have logged on
and Quotes. The quotes can only be edited by the Website
Administrator.
•You will only see those items to which you have permissions
• Latest Items - to view those items who have been added
or changed during the last three days.
• Reminders - small notes (Post-It) you received from other
persons also registered in the site. Or write your own.
• Email – A small feature to be used if you do not have
access to your e-mail box and need to send somebody
(not registered in the site) a message.
• Addressbook – to view the persons, teams and organisations in this site.
• My Profile – to view and edit your profile. You add,
depending of the site, keywords, documents, a photo,
change your password, etc.
• My Teams – to view the teams of which you are a member
or to create a team, of which you will be the owner
• My Organisations – as in teams.
• My Items – to view your items or to transfer them to
another person.
• My Public Pages – to view and edit those Public Pages (the
website) of which you are an owner or editor.
• Website administration – for administrators only, most of
you will not see this button.
• Log off – if you log off via this button and also close the
window you will not be shown in the box: ‘Most Recently
logged on users’.
If you click on the button ‘Folders’, the tree with the folders and items will open on
the left-hand side. In the right-hand frame the content of the item will be shown.
In this case we clicked on: FoldersHelpdesk Handleidingen/Manuals Topshare
We see the tree on the left-hand site, the folder Helpdesk is open and contains
different folders and items (among them Handleidingen/Manuals Topshare)
You can open the folders in two ways:
1.
Click on the name (title): the content (right frame) is shown
2.
Click on the icon: only the folder will open and show the folders and items in
which are part of the folder (the right-hand frame will not alter). This for fast
navigation.
Depending on your permissions you will have
a different button-set as shown above this item:
Arrows, New, Edit, View, Print, Mail, Move, Delete
Each item-type has its own icon
The third menu button is Search. You can search different categories:
1.
2.
3.
4.
5.
Folders: Searches through all item types
Persons: Searches personal profiles. Important to remember that
all fields including personal files are being searched. This means that
one can look e.g. “for all persons with skills on Nutrition”:
Search query: Nutrition and check Persons box
Organisations
Teams
Attachments
If you check ‘all’, all categories are being searched
The different buttons above an item.
The buttons New, Edit, View and Print have small arrows. This
means under these buttons there more options.
New: To compose a new item. The drop down menu will let you
choose between a Folder, Item, News, Event or Discussion. The
item will be placed in the folder you are in, in this case: Helpdesk
Edit: To edit the content of an item, including its attachments,
related items and permissions
View: To view more information and the permissions
Print: To call for a printer friendly version of the item. If you are on
a folder you can print every item in the folder in one job: the
printable version tree
Please note:
•Read the help text on the different screens carefully
•If you point your mouse on a button also help text is available
Mail:
You can send any item type, including attachments by mail.
Move: To move any item to a different location (folder)
Delete: To delete any item, You need to be the owner
Delete+: For administrators to delete large folders
Fill in a title here
If you use the New or Edit button you will get this screen.
Above you see 4 tabs: Content, Attachments,
Related items and Permissions. Via these tabs you can edit
or change them. We use a Rich Text editor to apply some
word features like Bold, Italic, ect.
!! Note: Apple users do not have this feature, the
Rich Text Editor it is not supported by Apple!!
If you check the HTML-code radio button, you can add
HTML code. For advanced users only.
Extra features to
manipulate publishing:
•Show and never expire
•Hide
•Show from till (period)
Switch to Attachments, Related items or
Permission by clicking the tabs
Extra features to the Rich text editor:
•Insert Picture via a ‘browse pop-up window’.
•Insert Shortcut: creates a link to an item
somewhere in the tree.
•Insert TOC: Table of Contents. If you save
the item it automatically generates a set of
links to the items underneath it. This feature
is only to be used in folders.
•The rest of the buttons are ‘Word’ features
Extra features:
•If you want your item to be shown on a Public Page: check.
•In the personal profile one checks or unchecks whether one
wants to receive E-notifications or the view the ‘Latest Items’
listing. When un-checking the ‘Notify..’ box one prevents adding
the item to the e-mail notification and ‘Latest Items’ list.
Do not forget to ‘Save’ the item (Apply is ‘Saving’ and coming back to the edit mode).
One of the most important features is the
authorisation or permissions on each folder or item.
If you click on View Permission the left hand window will
appear showing the permissions. (If you are an owner of a
item you can change the permission via EditPermissions)
The permission are set by the owner who can give Persons,
Teams and Organisations below roles.
Owner: You have all permissions including Delete
Editor: All permissions except Delete and Edit Permissions
Replier:You can View and add items: New ’item’
Viewer: You can view the item including ViewInfo
All persons who registered are automatically added to an
Organisation called –everyone-.
In this example on the left the everyone organisation does
not have any permissions on the folder or item. Therefore if
you are not a member of the Claassen Family team or
Keesom team you will not see this item.
The members of both teams can add items and can give roles
to only the members of the teams. Because the much larger
group (organisation) –everyone- is expelled from this folder,
all items added can only be viewed by the team members.
If the owner of this folder would permit the - everyoneorganisation as viewer, the underlying items can inherit the
organisation as well.
Inherit Rule: If one add via New’item’ an item the permissions are inherited in the following order:
Owner becomes Editor, there is a new owner! Editors, Repliers and Viewers keep their roles.