Customer Control Panel Guide For SharePoint 2010

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1 Customer Control Panel Guide For SharePoint 2010 For your convenience, we have provided a way for you to manage all account logins through an easy to use portal. First, log into the control panel with the username and password provided in your new account welcome . You will create all the user accounts here. Once they are created, you will be able to log into your SharePoint site and add the accounts as need to various sites, document libraries, etc. Accessing the Control Panel 1. Go to 2. Hover over the My Account tab and click Account Management. a. Log in with the username and password provided in the welcome 3. Click on the Switch to Advanced Administration link in the upper right corner 4. Use the Navigation pane on the left to perform the desired actions You are able to complete the following tasks: 1. Create/Delete users 2. Create/Delete groups 3. Change user passwords 4. Modify group memberships Creating Accounts In the left pane, click on Add New User. Enter all the required information. The address and the login name can be different. This is useful when you want to add users that are part of a different organization. See the screen shot below: Utopia Systems, Inc. Page 1 of 8 Control Panel Guide

2 User Accounts Now Require a Challenge Question/Answer When creating new accounts you will be required to enter a Challenge Question and Answer. You do not need to use this feature or tell your users about it, but you must enter something in order to save changes or create new accounts. This only needs to be done one time. The purpose of the challenge question and answer is to enable users to change their regular password if they forget it. They can go to a change password page where they can select their question, enter their answer, and change their password. The page is located under the My Account tab on the Control Panel Portal site: Utopia Systems, Inc. Page 2 of 8 Control Panel Guide

3 Managing Groups There are two ways to manage groups in SharePoint. Using the groups created in the Portal or using SharePoint s built-in group capability. Effectively they work with the same result. You may find it is more efficient to create and manage groups in the Portal. Once you create the groups in the Portal and add your users to them, all you need to do is add those groups to SharePoint (just as you would a user) and assign them the appropriate permissions. This may result in less work adding users to your SharePoint site. Deleting Accounts or Groups The proper method to deleting users or groups is to delete them in SharePoint first, and then log into the Management Portal and remove them there. If you delete the user or group in only one place, it does remove their access, but you will see remnants of that account in one place or the other. Adding Accounts or Groups into your SharePoint site You will now log into your SharePoint site and add users: Utopia Systems, Inc. Page 3 of 8 Control Panel Guide

4 1. Log into your SharePoint site using the site address, username and password that was provided to you in the welcome (e.g. or 2. Click on Site Actions in the left corner of the site, then select Site Permissions 3. Click the Grant Permission button 4. Click the Address Book Icon Utopia Systems, Inc. Page 4 of 8 Control Panel Guide

5 5. You must type at least one letter to perform a search. Any users you created that match the criteria will appear (as well as groups). Select the entry you want, then click the Add-> button, then click OK. Utopia Systems, Inc. Page 5 of 8 Control Panel Guide

6 6. Unless you have created SharePoint groups, typically you want to select Grant Permissions Directly, and select the roles you want this user to have. 7. Choose whether to send the user a welcome (it will not include their password however. You may want to include that information. Click OK. 8. The user is now added to the site 9. Repeat the above steps for any additional users or groups Utopia Systems, Inc. Page 6 of 8 Control Panel Guide

7 How Site Backups Work Utopia backs up all the site collections hosted on our server farm every night. We keep 14 days of backups. HOWEVER, we do not back up each site collection individually. What this means is we cannot restore your site easily from backup. If you need a prior version of your site restored (due to a design change that breaks your site, missing documents, etc.), we have to institute a lengthy process to restore all the site collections to another SharePoint server, then extract your specific site collection to retrieve the information. This costs approximately $500 and it is a 4-6 hour process. The primary purpose of the backups is to be able to restore all customer sites back to working order with minimal (if any) data loss in the event of a server outage or unforeseen problem with any SharePoint databases. SharePoint Recycle Bin In SharePoint 2010, Microsoft includes a Recycle Bin feature. This greatly mitigates instances where a customer would require a restore due to accidental deletion of a document. If you delete documents, they are stored in the recycle bin for 30 days. They can be undeleted any time before then. Design changes using SharePoint Designer do not work with the Recycle Bin. This means you cannot use the Recycle Bin to revert the site back to a previous design. Additional Protection against Loss of Data How can you protect yourself from data loss and not incur the expense of a costly restore? The following are best practices when working with Hosted SharePoint: 1. When using SharePoint Designer, make a backup of your site prior to making any structural or design changes. 2. When editing documents online, also save a local copy when critical documents are in use. 3. Occasionally perform a backup of your site using SharePoint Designer If your site content will be very dynamic (frequent changes) and you would like an added level of protection, inquire about custom site backups. We will back up your site separately to a private location on one of our backup servers. In the event you have a Utopia Systems, Inc. Page 7 of 8 Control Panel Guide

8 problem with the site, we can restore that site very quickly to your primary site or an alternate site that you can access. Support Information Our Help Desk is open Monday through Friday from 8 a.m. to 8 p.m. ET. After hours and weekend support is always available via . Customers that need phone assistance may request a call back. Call our Help Desk at or for assistance. Utopia Systems, Inc. Page 8 of 8 Control Panel Guide

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