Editor Manual for SharePoint Version December 2005

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1 Editor Manual for SharePoint Version 1 21 December 2005

2 ii Table of Contents PREFACE... 1 WORKFLOW... 2 USER ROLES... 3 MANAGING DOCUMENT... 4 UPLOADING DOCUMENTS... 4 NEW DOCUMENT... 6 EDIT IN DATASHEET... 7 ADD LISTING...11 ATTACH TO CONTENT POSTING...14 EDITING A DOCUMENT...16 EDIT PROPERTIES...16 VIEW PROPERTIES...17 APPROVE/REJECT DOCUMENTS...17 DELETING A DOCUMENT...19 VERSION CONTROL...20 VERSION HISTORY...21 UPDATING A DOCUMENT WITHOUT USING CHECK OUT/CHECK IN OPTION...21 SHAREPOINT PROPERTY MANAGER (SPPM...22 VERSION CONFLICTS...24 SHAREPOINT INTEGRATION...26 ATTACHING DOCUMENTS TO A DOCUMENT LIST...26 LINKING DOCUMENTS TO KEY INFORMATION AND DOCUMENT LIST...28 ATTACHING DOCUMENTS ACROSS APPLICATIONS...30 VIEWS AND SETTINGS...32 CREATE VIEW...32 STANDARD VIEW...33 CREATE SUBAREA...36 CHANGE SETTINGS...36 MANAGE CONTENT...37 MANAGE PORTAL SITE...38 ADD TO MY LINKS...38 ALERT ME...39 EDIT PAGE...39 REFERENCE LIST...41

3 iii Table of Figures Figure 1: Workflow... 3 Figure 2: Upload Document... 4 Figure 3: Top Menu... 4 Figure 4: Upload Multiple Documents (a)... 5 Figure 5: Upload Multiple Documents (b)... 5 Figure 6: Filter... 6 Figure 7: New Folder... 6 Figure 8: Editing Folder... 7 Figure 9: Edit Datasheet... 8 Figure 10: Mata Data Field (a)... 8 Figure 11: Meta Data (b)... 9 Figure 12: Meta Data (c)... 9 Figure 13: Meta Data (d) Figure 14: Meta Data Field (e) Figure 15: Add Listing Figure 16: Add Listing (a) Figure 17: Add Listing(b) Figure 18: Search Figure 19: Attach Content Posting Figure 20: Select Posting Figure 21: Edit a Document Figure 22: Edit Properties Figure 24: View Properties Figure 25: Approve/Reject a document Figure 26: Approve/Reject/Pending Figure 27: Deleting a Document Figure 28: Check Out Figure 29: Check In Figure 30: Check In Comments Figure 31: Version History Figure 32: Uploading Document without Version Control Figure 33: SharePoint Property Manager Figure 34: Version Conflict Icon Figure 35: Resolve Conflicts Figure 36: SPPM- New Uploaded Document Figure 37: Full document List on Landing Page Figure 38: Smaller Document List below Key Information Figure 39: Attaching Document to a Violin site Figure 40: Select Posting Figure 41: Linking document to Document list Figure 42: Linking Documents (b)...29 Figure 43: Attaching Documents across Applications Figure 44: Explorer View Figure 45: Create View Figure 46: Standard View- Name/Audience/Column Figure 47: Standard View- Sort Figure 48: Standard View- Filter... 34

4 iv Figure 49: Standard View- Group By/Totals Figure 50: Standard View: Style/Folders/Item Limit Figure 51: Create Area Figure 52: Settings Figure 53: Manage Content Figure 54: Manage Portal Site Figure 55: Alert Me Figure 56: Edit Page... 39

5 1 Preface Introduction SharePoint is a tool where publishers are able to store and download documents centrally and seamlessly. Audience Profile This appendix is intended for the Volvo employees using SharePoint. Prerequisites Readers should complete an introductory training by CMS services. Workflow This Chapter explains the SharePoint workflow process and the authoring roles. Managing Documents This chapter explains how to add, edit and remove documents. It also explains about metadata and search. Version Control This Chapter explains ways to keep track of the versions of the documents. SharePoint Integration This chapter explains the process of attaching and linking documents from and to SharePoint. Views and Settings This chapter explains how to customize views, and how lists can be filtered. Reference List This chapter list and refers you to the various tasks.

6 2 Workflow 1. Sites, navigation and pages are created and deployed using MCMS. 2. Content editors add, edit and replace documents in SharePoint. 3. Content editors use the Select Postings box to select where the document will be visible and by what regions and dealers. 4. The document is displayed on the appropriate site Step 1 Step 2 Step 3

7 3 Step 4 Figure 1: Workflow User Roles Administrator Has overall control over SharePoint. Approver: Has the right to add documents which are automatically approved to SharePoint. Uploader: Has the right to upload documents but cannot publish them to the site without approval from the Approver Reader - Has read-only access to the Web site. Contributor - Can add content to existing document libraries and lists. Web Designer - Can create lists and document libraries and customize pages in the Web site. Content Manager - Can create and manage areas, lists, libraries, and sites. Member - Can view and personalize portal site content and create sites. Roles vary depending on the application you are working on

8 4 Managing Document Uploading Documents This section will describe how to upload a single item to SharePoint. 1. Log into SharePoint using your Outlook ID and password. 2. Click Manage Content from the left navigation. 3. Click the icon or the link below Document Libraries. 4. Click on the view where you want to upload documents. 5. Click the folder if you want to upload the document in a folder. Figure 2: Upload Document 6. Click Upload Document. To get back to the previous page you need to select the up icon from the top menu. Figure 3: Top Menu 7. Once the Upload Document form appears, Fill in all mandatory fields denoted by the *. For further information related to these Meta data field appearing in Upload Document form, Refer Meta Data. 8. Click Save and Close.

9 5 Uploading Multiple Documents This section will describe steps to upload multiple items/documents to SharePoint. This functionality requires MS Office All the documents should be in the same folder in order to make use of this function. 1. Log in to SharePoint using your Outlook ID and password. 2. Click Manage Content from the left navigation column. 3. Click the icon or the link below Document Libraries. 4. Click Upload Document. 5. Once Upload Document form appears, fill in all mandatory fields denoted by *. For further information related to these Meta data fields, see Meta Data. 6. To upload multiple files from your machine, select Upload Multiple Files link that s below the Name field. Figure 4: Upload Multiple Documents (a) 7. A new window will appear. Select the files you want to upload, by selecting the check boxes. Only the files that you select in the current folder will be uploaded. If you select multiple folders, your files will not be uploaded. Figure 5: Upload Multiple Documents (b) 8. Click Save and Close. 9. To confirm the uploading task, a dialogue box will appear. Click Ok to execute uploading or click Cancel to undo the operation. 10. Now you are able to view the documents.

10 6 New Document 1. Click Manage Content. 2. Click the icon or the link below Document Libraries. 3. Click the folder where you want to upload a new document. 4. Click New Document from the top menu. 5. MS word opens. Type a new document or open an existing document. 6. Save the document. A new widow opens asking you to fill all the Mata data fields. 7. After entering all the fields, close MS Word document. 8. The document is now uploaded in SharePoint. Filter The filtering view gives the best overall view of multiple items/documents. Figure 6: Filter Filter on Meta Data 1. Select Filter from the top menu. 2. A new window will appear allowing you to select any column to sort/filter the document using the drop down list. 3. Click Hide Filter Choices when completed. New Folder Folders can be created on any level within SharePoint, specifically within the Document Library. Figure 7: New Folder

11 7 Creating Folders 1. Click New Folder. 2. Enter the name for the new folder that you want to display. 3. If you want to add any listing check the Add a listing to this document checkbox, else uncheck it. 4. Click Save and Close to create the folder. 5. Click Back to Document Library to undo the operation. Editing Folders 1. Select the folder name from the drop down list. 2. Click Edit Properties. 3. Change the name of the folder. 4. Click Save and Close to save the changes. 5. Click Back to Document Library to undo the operation. Figure 8: Editing Folder Deleting Folders 1. Select the folder name from the drop down list. 2. Click Delete to delete the folder. Be sure to backup all the documents in the folder. Deleting the folder will delete all the documents within the folder, all the sub folders and their documents. Edit in Datasheet You can edit multiple items/document using this option. 1. Click Edit in Datasheet from the top menu (requires MS Office 2003). 2. The items within the folder that you have selected will be displayed. 3. Make necessary changes to the document properties by selecting the drop down list from the column. 4. The new document properties will be retained within SharePoint. Your changes are saved as you make them. There is no save button 5. Click Show in Standard View when completed.

12 8 Figure 9: Edit Datasheet Meta Data This is a list of fields associated and defined for a particular document. These fields will remain associated with the document and can be used for the search and filtering functionality within SharePoint. Meta Data categories and values can vary from one business area to another. It also differs between target applications. If Overwrite existing file(s) is checked, all Meta data fields will be replaced with the most recent changes. Fill in all mandatory fields denoted by *. Meta Data Fields Name: To upload an document from your hard disk or network, click Browse. Link Text: Enter the name of the document that you have uploaded in detail. This name helps you to locate the document easily. Figure 10: Mata Data Field (a) If you choose not to complete this field, the title that will appear will default to the Name of the document that you had uploaded. Uploader: Select your name from the drop down list. Approver: Select the person from the drop down list responsible for approving the document. If you re the approver select your name from the list.

13 9 Description: Short description of the file. It s recommended not to repeat the name of the document. Source Owner: Person responsible for submitting the file. Source Region: Enter the source region of the document. Source Business Line or Area: Select the business line or area where the document originated from. Figure 11: Meta Data (b) User Role: Check the checkboxes to mention the user roles for which the document is valid. Language: Using the drop down list select the language you want to display the contents in. Target: Check any of the check boxes to specify where the document is targeted to. The choice made here will determine what application a document can be attached to. Volvo Reference Number: Complete this field if your document has an internal naming convention For example, promotional material may have a reference number of Figure 12: Meta Data (c)

14 10 Classification: This field is informative. It tells the user the people who can view the document. It s the users responsibility not to give internal documents to people outside Volvo. Violin Information Type: Check any of the check boxes to specify the type of the document that s been uploaded. It s useful when you are doing advanced search. SharePoint users must categorize documents in order to improve quality of search results. Figure 13: Meta Data (d) Publish From: Enter the date from when you want to publish the document. Today s date is the default date. Publish To: Enter the date up to when you want to publish the document. Today s date is the default date. If the field is left blank the document will remain indefinitely. Keywords: Enter the keywords related to the document. Valid From: Enter the date from when the document is valid. Default date is today s date. Valid To: Enter the date up to when the uploaded document is valid. Add a Listing for this document: To add a listing check the check box else uncheck it. A page will appear that will help to add a listing to an area.

15 11 Figure 14: Meta Data Field (e) Add Listing: Leave this box unchecked if you do not want to add any listing. It is a default SharePoint value. Figure 15: Add Listing Add Listing This page will add a listing to an area. Listing on this page will require approval before they are displayed. Title and Description: Enter the Title and description for the listing. Content: Enter the Web address or path for this listing to link to. Fill in all mandatory fields denoted by *. Group: Assign the listing to a group. You can use groups to organize listings in an area. Image: Enter the addresses for the graphic files you want to associate with this listing. This image may appear in the details of this listing, while the icons may appear next to links of the listing. Location: Click Change location to move this listing to a different area. Listings can appear in more than one area.

16 12 Figure 16: Add Listing (a) Figure 17: Add Listing(b) Audience: Select one or more audiences for this listing. Assigning audiences to a listing controls how the listing appears if the parent area of this listing contains an audience-targeted Web Part. By default, listings in the Targeted Links on My Site area appear on a user's My Site if the user belongs to an audience assigned to this listing.

17 13 Document Title CMS will attempt to display the document title property from SharePoint. Document titles should be short; yet provide a clear picture to the end user as to its contents before clicking the item. In SharePoint, the document will be titled by one of the following methods The office document is uploaded and no listing is created. SharePoint will attempt to get the title from inside the document. The non-office document is uploaded and no listing is created. SharePoint will use the document name as the title (without the extension). SharePoint will automatically fill in an editable title field for the listing based on one of the two methods above. The listing creator can accept the title or create one manually. A document editor can alter the title by editing the document properties. Few points to keep in mind while naming a document Make sure the document title and description accurately reflects the contents of the document. If you use a reference number for your documents use the Volvo reference number field in SharePoint. Do not use internal labelling or reference numbers in the document title or description. This is confusing to the end users. The description field is not required but is useful when you want to provide more details to the end user. Do not use this field to repeat the document title. It serves no purpose to the end user. If the document title is blank, SharePoint will use the document name (without the file extension). Search Meta Data and document content can be searched within SharePoint which has been defined for a particular document. Navigate to the top right of SharePoint. Select the area using the drop down list, from where you want to search. Enter keywords for the text you want to search. Figure 18: Search Click the green arrow button to execute the search. Search results will be displayed if contents match the query.

18 14 Attach to Content Posting This function allows the actual document to be attached to a particular posting within any site. This option will have different name depending on the target application. 1. Locate the document you want to post to a site. 2. Select the drop down list next to the posting. 3. Click Attach to Content Postings. 4. In the Select Postings dialogue box, click a folder to expand the appropriate folders. Few areas may use more than one structure, for instance VDN. 5. Click the folder(s). Check the check box in front of the page(s) where you want to post your document. 6. The hierarchy of the site allows you to upload the same document to more than one location. Figure 19: Attach Content Posting 7. Click Save and Close to apply your posting. The box will refresh showing you the page you have selected to post the document to. You will see a confirmation Document Updated in the upper left corner. 8. Click Close to close the dialogue box. 9. Now you will find your document on the site and on the page where you posted it.

19 15 The Select Postings dialogue box is a replica of the destination site structure. As a new page is added to the destination site it will automatically appear in the Select Postings dialogue box. To detach the posting uncheck the check box next to the page(s) where you have attached the document. Figure 20: Select Posting

20 16 Editing a document 1. Locate the document you want to edit. 2. Select Edit in Microsoft *** from the drop down list. The document will open. *** means any Microsoft office tool 3. Edit the document. Figure 21: Edit a Document 4. Click save within the program. A dialogue box will appear showing that it is saving the information to SharePoint. After the changes are saved you may close the program. Your document has been updated with changes and saved within SharePoint. Edit Properties This option helps you to edit he Meta data of a document. PDF s cannot be edited within SharePoint. 1. Locate the document whose properties you want to edit. 2. Select the drop down list next to the document. 3. Click Edit Properties. 4. The Upload Document form will appear with the original document properties. 5. Make changes to the document, by editing the fields. 6. Click Save and Close. 7. The document properties have been updated and saved.

21 17 Figure 22: Edit Properties View properties 1. Click on the drop down arrow next to a document. 2. Click View Properties. Figure 23: View Properties 3. A page displaying the Meta data fields are displayed. 4. If you want to edit the fields click Edit Item on the top menu. 5. Else click Go back to Document Library after viewing the fields. Approve/Reject Documents This option is not used in all the applications. Approving a document The approved document will be visible to all the users 1. Locate the document you want to approve. 2. Click Approve/Reject from the drop down list. 3. Check the Approved radio button. 4. Type any comment.

22 18 5. Click Ok to execute the function. 6. Click Cancel to undo the operation. Figure 24: Approve/Reject a document Rejecting a Document 1. This rejected document will not be visible in public view and will be retuned to the creator. 2. Locate the document you want to approve. 3. Click Approve/Reject from the drop down list. 4. Check the Rejected radio button. 5. Type any comment. 6. Click Ok to execute the function. 7. Click Cancel to undo the operation. Figure 25: Approve/Reject/Pending

23 19 Pending 1. The document which is pending will be visible to its creator and all users with manage list rights. 2. Locate the document you want to approve. 3. Click Approve/Reject from the drop down list. 4. Check the Pending radio button. 5. Type any comment. 6. Click Ok to execute the function. 7. Click Cancel to undo the operation. Deleting a Document 1. Locate the document you want to delete. 2. Click Delete from the drop down list. A dialog box will appear. Confirm your deletion by clicking OK. 3. The document is deleted from SharePoint. Figure 26: Deleting a Document

24 20 Version Control SharePoint allows version control to keep track of the document changes. Items/Documents can be checked-in and checked-out within SharePoint. Figure 27: Check Out 1. Click Check Out in the document drop down list. 2. Make changes to the document. Save it and close the document. When you return back to the menu, Check Out is no longer an option. 3. While closing the document, a dialog box will pop up waiting for you to select a radio button to check in the document. 4. After selected an option, click OK. Figure 28: Check In

25 21 5. Another dialogue box will popup asking you to enter few comments about the changes made on the document. 6. Enter any comments if needed. Click OK to save the comments. Click Cancel to undo the operation. 7. The window automatically closes checking in the document in SharePoint. Figure 29: Check In Comments Version History 1. Click Version History to view the version history. All the information related to the document will be displayed. All the old versions of the document can be viewed here. Figure 30: Version History 2. Click Back to the Document Library to cancel. Updating a document without using Check out/check in option You can make changes in the document without using Check Out/Check In option. 1. Click on the document. 2. Make changes and save. 3. After saving, a window showing different fields of the Meta data is displayed.

26 22 Figure 31: Uploading Document without Version Control 4. Enter all the mandatory fields marked as *. 5. Click OK and close the document. Click Cancel to undo the operation. 6. The changes made are now saved in the document. You will not be able to see the old versions of the document if you save in this manner. SharePoint Property Manager (SPPM This was created to ensure that document properties are not overwritten whenever new documents are uploaded to the document library. Currently SharePoint will sometimes overwrite the property values associated with a document whenever a new version of that document is uploaded. SPPM detects that a new version of the document is being uploaded and prevents the SharePoint from overwriting the document properties. SPPM uses a new document library property called Save Properties to determine if it should allow SharePoint to overwrite the property values. If the Save Properties check box is checked then the document property values on the edit form will overwrite the current property values in that particular document. If the Save Properties check box is un-checked then the document property values will not be saved when you click Save & Close from the properties maintenance screen.

27 23 Figure 32: SharePoint Property Manager However you should never have to worry about the Save Properties value because it will be checked (by default) whenever you bring open Edit Properties page and it will be un-checked (by default) whenever you open the Upload Document form. The Save Properties is un-checked (by default) whenever you use the Multiple Document Upload screen or whenever you copy files to the document library using Windows Explorer. So you can safely upload multiple documents without losing any of the Meta data associated with the documents. If the SPPM fails to keep SharePoint from overwriting the property values of a document you will receive an from SPPM informing you which document failed and why. In rear cases you will receive one of these s. If you do happen to receive one or more of these then contact your SharePoint administrator for assistance. SPPM overwrites the Modified By property value with the SharePoint Administrator user. This means that you can no longer view the Modified By field to see your last updated document (or its properties). This happens because SPPM cannot run within your security area. The only way SPPM could run in your security area would be if the program had access to your password. To work around this issue a new read-only property has been added to all of the document libraries. This new property is named Last Modified By and contains the actual identity of the user that last changed the document (or its properties). Documents requiring approval are immediately hidden from the author whenever the document is uploaded or the properties are changed. This means that the users having the Contributor role will not see a document as soon as it is uploaded or the properties are saved. Normally when a document requires approval it can only be viewed by the author and content-approvers, because SPPM overwrites the Modified By property and

28 24 SharePoint does not know to show the document to the author. If the author is having the role of Content Manager then they will still see the document. If the author first checks out the document before making any changes to it then the document will not disappear immediately after the first change. SPPM waits until the document is checked back in before it makes its changes. Version Conflicts If a document record is updated multiple times in Datasheet view then version conflicts will be noted in the Datasheet view. This happens because the component updates the Last Modified By field whenever changes are made to the document. Fortunately all you have to do is inform SharePoint to resubmit all of the conflicts. The picture below demonstrates the Datasheet screen with version conflicts. Version conflict Icon? Figure 33: Version Conflict Icon Click Show in Standard View or the Version Conflict Icon to inform SharePoint to resubmit all of the changes that you displayed on the conflict resolution screen. Click Retry All My Changes and the conflicts will be resolved.

29 25 Figure 34: Resolve Conflicts Sometimes when a single document is uploaded the document properties appear to be overwritten with default values. Timing issue causes the browser screen to refresh before SPPM has had a chance to reset the updated document properties. The picture below shows an example of a document that was uploaded but the browser shows that the document properties were overlaid with the default values from the Upload screen. Newly uploaded document Figure 35: SPPM- New Uploaded Document The document properties have not been lost. You simply need to refresh your browser window by clicking the Browser Reload button. This will retrieve the correct property values.

30 26 SharePoint Integration There are two ways of using SharePoint documents within applications. Documents can either be attached from SharePoint to a document list on a page, or be linked to as hyperlinks. When a linked document is removed from SharePoint the link will still be visible in the site and needs to be removed manually. Attached documents will automatically disappear from the site when removed from SharePoint. Attaching Documents to a Document List There are two kinds of document lists visible in Violin2005 site. The full document list: that s available on List landing and Archive page, and Standard Content page. The smaller document list: that s available below Key Link lists on other pages. The smaller document list is not available on homepages. Full document list on List Landing and Archive page Figure 36: Full document List on Landing Page Smaller document list below Key Information Figure 37: Smaller Document List below Key Information

31 27 The SharePoint dropdown list will become available when the cursor is placed over the document that you want to attach to the site. Click the down arrow to display the menu. Attaching a document to a document list: 1. Login to SharePoint and click Document Library where the document is stored. 2. From the document dropdown list click Attach to content posting. Attach to content posting option will have different name depending on the target application. For Violin2005 site it s named as Attach to Violin. Figure 38: Attaching Document to a Violin site 3. Browse to the page you which to attach the document by clicking on the nodes of the site tree. If this is the first document attached to the site, you need to open the tree by clicking the root node (ex. ). 4. Select the page/pages by checking the checkbox that appear next to all page/pages that have a document list (ex. ). 5. Click the Save and Close button at the bottom of the page. If the page is approved, you will have access to the document immediately from the site. Removing an attached document from a document list: 1. Login to SharePoint and select the Document Library where your documents are stored. 2. From the document dropdown list click Attach to Content Posting. 3. Uncheck the document you want to remove from the site document list in the site tree. 4. Click Save and Close button at the bottom of the page.

32 28 Figure 39: Select Posting Only the link between the SharePoint document and the Violin page is removed. Linking Documents to Key Information and Document List Documents are added as hyperlinks by using the document icon. The icon is available in the explorer toolbar when allowed in current text field, and on link lists. To link a document to document list: 1. Edit the page you want to add a document link to. 2. Place the cursor in the text field. Select the link text and click the document icon in the explorer toolbar or the icon below the text field. Figure 40: Linking document to Document list 3. In Edit Hyperlink dialogue box click Browse to view the SharePoint browser. 4. Use the SharePoint browser to select a document from a folder by browsing the SharePoint folders. Click Select link in the document list to select a document.

33 29 5. When done, click Save in the SharePoint browser, then Ok in the Edit hyperlink dialogue box. 6. Save and approve the page. Select Link Figure 41: Linking Documents (b) To unlink a document in a Document list: 1. Edit the page from where you want to remove a document link. 2. Select and delete the linked text. 3. Click Save English and Exit on VPT and approve the page. To link a document to Key Information: 1. Edit the page you want to add a link to. 2. Use the document icon to open the Edit Hyperlink dialogue box. 3. Click Browse to select a document from SharePoint. 4. Use the SharePoint browser to select a document from a folder by browsing the SharePoint folders. Click Select link in the document list to select a document. 5. When done click Save in the SharePoint browser, then Ok in the Edit hyperlink dialogue box. 6. Click Save English and Exit on VPT and approve the page. To unlink a document in a link list 1. Edit the page you want to add a link to. 2. Click the delete icon on the row containing the link. 3. Click Save English and Exit on VPT and approve the page.

34 30 Attaching Documents across Applications Documents can be attached to one or more applications depending upon in which document library they exist. Documents from a Volvo.com document library can be attached to any Volvo.com or Violin 2005 site to which the editor has access. Documents from a Violin 2005 document library can be attached to any Volvo.com or Violin 2005 site to which the editor has access. Documents from an extranet document library can be attached to the extranet site, as well as any Volvo.com or Violin 2005 site to which the editor has access. Figure 42: Attaching Documents across Applications In order for a document to be attached to Violin2005 and/or Volvo.com postings, regardless of the library from which the document originates it must contain certain metadata. The metadata is application specific; this way, a document manager can maintain different publishing dates, display names, etc. for each application for a single document. In order to attach to Violin2005 site one set of Meta data will be required, while another separate set is required for attachment to Volvo.com postings. Refer Meta data. A chart of all the Meta data fields required for each application is shown below. Fields highlighted in maroon color are common to both applications. Voilin2005 Target Application Base Name Owner Volvocom Target Application Base Name Owner

35 31 Violin2005 Classification Violin Document Language Violin Information Type Violin Publish Type Violin Valid From Violin Publish To Volvocom Classification Volvocom Document Language Volvocom Information type Volvocom Publish Type Volvocom Valid From Volvocom Publish to For a document to attach to other application: All Meta fields related to that application should exist. The fields should have user entered data (i.e. they cannot have blank values). The key field in the table above is the Target Application field. It consists of four checkboxes each of which corresponds to a particular application. Selection of one or more of these fields will dictate to which MCMS postings the document can be attached.

36 32 Views and Settings Users have the ability to view the items/documents in different perspective. All Documents: Documents are displayed in normal format Explorer View: Documents are displayed as it appears in explorer window. Figure 43: Explorer View Create View A user is able to create a view that can be personal or public. To create a view 1. Click Modify settings and columns in Actions section on the left navigation column. 2. Click Create a new view on the customized page, under Views. 3. Create View page displays three types of views, to choose from. Figure 44: Create View a) Standard View: Data is viewed in a web page. b) Data View: Data is viewed in an editable spreadsheet format that is convenient for bulk editing and quick customization. c) Calendar View: Data is viewed in a calendar format. 4. Click Standard View. 5. Fill in the fields that appear on the page. Refer to Standard View fields. 6. Click OK. 7. To view your folder, click Go Back to link on the top left of the customized page.

37 33 Standard View Name: Type a name for this view. Let the name be descriptive and easily identifiable. If you want this to be the default view, check Make this the default view check box. Audience: Select the option that represents the intended audience for this view. You can choose to create a personal view for your own use or a public view for anyone to use. Columns: Select or clear the check box next to each column you want to show or hide in this view. To specify the order of the columns, select a number in the Position from left list box. Figure 45: Standard View- Name/Audience/Column Sort: You can change the sort order of the list in your view. You can sort up to 2-columns. To create a sort order 1. Choose the first column to sort. Select a column from the First sort by the column list. 2. To specify how the list is sorted select Show items in ascending order or Show items in descending order. 3. If you want to sort more columns, repeat the steps. Figure 46: Standard View- Sort

38 34 Filter: Show all of the items in this view, or display a subset of the items by using filters. To filter a column based on the current date or the current user of the site, type Today or Me as the column value. If you want to filter the view, Check Show items only when the following is true radio button. You can then create a criterion for your filter. For example, in order to show only items created after a certain date, perform the following steps 1. Click the list under Show the items when column, and then click Created. 2. Click the next list, and then select is greater than. 3. Type a date value in the box just below, for example, 1/27/ You can add more columns to your filter by repeating these steps. 5. To filter more columns click Show More Columns link. Figure 47: Standard View- Filter Group by: Select up to two columns to determine what type of group and subgroup the items in the view will be displayed in. If you want to group list items in your view, expand the Group By section. To create a grouping 1. Click the list under First group by the column, and then select the column you want to use as the basis of your grouping. 2. Select either the Show groups in ascending order or Show groups in descending order option. 3. If you want to group by additional columns, repeat these steps. 4. If you want to collapse groups by default, select the Collapsed option under By default, show groupings. Totals: If you want to include totals for one or more columns in your view, expand the Totals section. Click the list next to the column or columns you want to total. Choose the appropriate options from the list.

39 35 Figure 48: Standard View- Group By/Totals Style: Choose a style for this view from the list. If you want to modify the style of your view, expand the Style section. To change the style, click one of the options in the View Style list box. Folders: Specify whether to navigate through the folders to view documents, or to view all documents at once. Figure 49: Standard View: Style/Folders/Item Limit Item Limit: Use an item limit to limit the amount of data that is returned to users of this view. You can either make this an absolute limit, or allow users to view all the items in the document library in batches of the specified size. In the Item Limit section, you can choose many list items to display in your view. To change the limit, replace the number in the Number of items to display text box.

40 36 Create Subarea Only the administrator has the right to create a subarea. Fill in all mandatory fields denoted by *. 1. Click the area below Current Location, under which you want to create a Subarea. 2. Click Create Subarea below Actions. 3. Enter the details in the fields shown in the Create Area window. Figure 50: Create Area 4. Click OK. 5. The Subarea is now visible below the main area. Change Settings Only the administrator has the right to change settings. Fill in all mandatory fields denoted by *. 1. Click the area or the Subarea below Current Location. 2. Click Change Settings below Actions. 3. You ll get to see a window that will permit you to change the entire look of the area. 4. Select the different tabs where you want to change the settings.

41 37 General: Use this page to change the general settings associated with the area. Publishing: Use this page to change the publishing settings associated with the area. Page: Use this page to change the page template settings associated with the area. Figure 51: Settings Display: Use this page to change the navigation settings and images for the area. Search: Use this page to change the search and index settings associated with the area. Manage Content Document uploading, creating new documents, filtering, editing, viewing the document, etc. can be done using Manage Content option. 1. Select the area where you want to update/view the content. 2. Click Manage Content below Actions section. 3. A page is displayed showing all the libraries, lists, discussion boards, and surveys in the web site. 4. Click the icon or the link below any library or lists to update/view its contents. 5. Click Select a View to view the library or list in different perspective. Refer View. Figure 52: Manage Content

42 38 Manage Portal Site Only the administrator has the right to work on this option. If you want to view the structure of the portal, click Manage portal Site that s below Actions section. From this view, you can drag areas and listings to new locations. You can also limit the view to only the current area by clicking Filter on the menu. To go back to the whole list, click Reset. Figure 53: Manage Portal Site Add to my links This option will help you to create a short cut link to view a page in SharePoint. Adding links to My Site 1. Click Add to My links in Actions section. 2. Enter a title to the link. 3. The URL of the present page appears as default URL in the Address field. 4. Enter a new or an existing group. 5. If you want the public to view the link, click the checkbox next to Share on public view of My Site. 6. Click OK to continue or Cancel to undo the operation. 7. Click My Site to view the title of the link you have entered. Fill in all mandatory fields denoted by *.

43 39 Alert Me Figure 54: Alert Me Alert Me is used to set an alert, so that you are aware of the updates that are done on the particular area. 1. Click Alert Me. 2. Enter the title in the Title text box or you can use the default text. 3. The Delivery Options settings, specifies the ways you can receive alert results. 4. Select the check box next to My Alerts Summary. This helps you easily monitor the changes taking place in the area that you have selected. 5. Check the check box next to your ID to receive alerts in Check any one of the radio buttons to specify the duration of the alerts. 7. If you want to add more alert options, click Advanced Options. 8. Click OK to continue, or Cancel to undo the operation. Edit Page This option allows you to edit the text of the subarea, where it links to, and where it should be placed. 1. Click Edit Page below Actions section. 2. Click on the drop down list arrow of the subarea. 3. Click Edit. Figure 55: Edit Page

44 40 4. Make necessary changes and click OK. 5. Click View Page to view the change done on the page. 6. You can also delete the subarea, create a news subarea, add listing and manage security.

45 41 Reference List Additional reference materials Refer Tips & Tricks for using MS SharePoint Refer

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