NOAA SharePoint Training

Transcription

1 NOAA SharePoint Training

2 AGENDA HISTORY WHAT IS SHAREPOINT? SIGNING INTO THE SYSTEM NAVIGATION HOME TAB LIBRARIES TAB SEARCH ADVANCED SEARCH SEARCH RESULTS VIEWING A DOCUMENT EDITING SIGNING OUT QUESTIONS??

3 HISTORY After years of successfully using WSSRD, NCDC determined that the future required a Commerciallyavailable Off The Shelf (COTS) product as a replacement. In response to this need, IMC conducted an alternatives assessment, comparing solutions available in the marketplace. NOAA and IMC personnel contributed to the substantial requirements matrix that was used to grade various solutions. Microsoft SharePoint emerged as the best option because it met all of the requirements at the best price point. SharePoint is a widely used document management and collaboration suite that allowed IMC to craft a solution that met the government's needs with SharePoint's Applications Programming Interface (API). The user interface that was designed and developed is quite similar to what the user community was trained to use with WSSRD, promising a shorterlearning curve andeasier acceptance. This Fall, with the completion of the SharePoint Migration, NCDC will have transitioned its entire collection of environmental and climate research data to this new system. NCDC is also now positioned to implement electronic records management in the near future.

4 WHAT IS SHAREPOINT? Microsoft Office SharePoint Server 2007 (MOSS 2007) is an intranet portal used to help organizationsaggregate, aggregate, organizeandand present information to portal users. MOSS 2007 provides powerful document management, centralized document repositories, and comprehensive enterprise search. These dynamic features allow organizationstoaccelerate to accelerate shared business processes and facilitate information sharing. SharePoint supports all intranet, extranet and Web applications across an enterprise within one integrated platform, instead of relying on separate fragmented systems. SharePoint can also provide IT professionals and developers with the platform and tools they need for server administration, application extensibility and interoperability.

5 SIGNING IN Instructions Sign on using your domain, userid and password Remember: after three tries, a password recovery screen will prompt you to reset your password. You must have set up that recovery feature to use the reset function. If you have not set it up, refresh the browser and the login screen will re appear. New Feature: You can log into several machines at one time with the same userid and password

6 NAVIGATION Top Link Bar Use the top link bar to move between the Home, Libraries and Search Tabs

7 HOME TAB Th H Tbi h fi ill h l i h The Home Tab is the first page you will see when you log into the system. This screen will show the name of the database and show logos for the program. When any tab is chosen the Welcome message will show in the upper right corner. Welcome will be used for signing out of the system you must sign out here when you are leaving the database You can also use the Welcome area for allowing another user to sign in without exiting the database.

8 HOME TAB The Home Tab Tbis also where you can Change Password or Enroll to Reset your password. The Enroll to Reset function allows you to answer specific questions that will then allow you to reset your password without administrator assistance.

9 LIBRARIES TAB Click + sign to expand view The collection is listed as a Library. Within the library are Groups. Within the Groups are Document Libraries. These document libraries correspond with the WSSRD cabinets.

10 LIBRARIES TAB (cont) To view documents, first you must choose a library (cabinet) tosearch.

11 SEARCH Once you choose a document library, the search screen specific to those documents will appear. 1. Choose an Index Field to use for your search by clicking the radio button. 2. Enter valid search criteria. Note: In some cases if you hover the mouse over the field, tool tips will show to give you formatting hints. 3. After search criteria is entered, click the Search button. 4. If you need to clear your search criteria, click Reset Form. 5. The Wildcard box can be used when you don t know all the specific information for example, if you know you want Maryland information but you can t remember the abbreviation, you can enter the letter M and then check the Wildcard box. It will bring up all information for state abbreviations that start with the letter M. NOTE: The default search is Document ID with the sort direction Ascending You can choose to sort your results in Ascending or Descending order by choosing a Sort Direction.

12 ADVANCED SEARCH When conducting an advanced search you can identify parameters for each criteria.

13 ADVANCED SEARCH (cont) Using AND vs. OR You may choose to combine fields using and or using or. AND will ensure every document pulled meets ALL the criteria listed. OR will pull every document that meets ANY of the criteria listed. For example, I might search by state AND date (MD and 04/1952) that will pull all Maryland reports from April of If I search by state OR date the system will pull all reports that are for Maryland (regardless of the date) and all reports for April of 1952 (regardless of the state). NOTE: The sort direction option is available in the Advanced Search and Standard Search functions. Use Search button to start search Use Reset button to clear search form Use Standard Search button to go back to the regular search screen

14 SEARCH RESULTS After entering search criteria i and clicking the search button, your search results will appear. NOTE: When you return to the search screen, the system will remember the previous search criteria as long as you haven't changedsearch mode from Advanced to Standard or moved to a different library. To view a document, click on the word View

15 SEARCH - DOWNLOAD RESULTS Search results can be downloaded. This feature allows users to perform a standard or advanced search but receive results via a downloadable inv file. The results are saved for five days. To access, click the drop down arrow on the SEARCH tab. Choose Download Results. Enter criteria for search and click Submit.

16 SEARCH -- DOWNLOAD RESULTS Once your search is submitted, this message indicates that your search has been submitted to the server. You will receive an once the search is completed. The user can access the file by clicking the link in the or by selecting SAVE RESULTS in the SEARCH tab.

17 SAVED RESULTS If you select the drop down arrow on the SEARCH tab and choose SAVED RESULTS, you can view all the downloaded results that have been saved.

18 ASSOCIATED DOCUMENTS Users are now able to locate all documents associated with the document they are currently viewing by clicking on the link in the index pane labeled VIEW ASSOCIATED DOCUMENTS. This will create a list of results containing the parent document and all of the associated documents.

19 EDITING Once you open the document to view, you can edit the metadata if you see incorrect information. Just click the Edit button, make the necessary changes and click Update. You must have update privileges to use this feature. Note: Changes will not be effective until the next reindex occurs. Re index is scheduled for approximately everytwo hours.

20 EDIT/UPDATE METADATA Notebelow theappearance ofthe Update button once you have clicked the Edit button. You can make changes to the specific data here and then choose Update. Again, remember updates will not be visible iibl to everyone until the re index occurs.

21 SIGNING OUT When you are ready to sign out, click on the Welcome button. Then choose the Sign Out option. You should always exit the system this way. Note: If another user with different permissions needs to sign into your machine, you can use the Sign in as Different User option to allow that person access.

22 DELETE DOCUMENT If a user has dlt delete document rights, iht the Delete option will appear. If a user chooses the delete option, a prompt will appear asking if the user is sure they want to delete the document. The document will be deleted from all search results immediately.

23 DELETE ASSOCIATED DOCUMENTS Users will now have the option to delete any associated document individually or they may choose to delete all associates along with the parent document in a single operation. However, deleting only the parent document is not an option.

24 COMMENTS FEATURE The Comments feature will allow users with Update The Comments feature will allow users with Update rights to view, add, and delete comments. Users with View rights to a Document Library are permitted to view comments. Comments that were made in WSSRD have been migrated to the new system and are viewable in EDADS. The View Comments link is displayed near the top of index frame.

25 ADD COMMENT To View Comments click the View Comments link To To View Comments, click the View Comments link. To add a comment, click the drop down arrow next to All Comments, click on New Comment, type text in comment box and click Save Comment. The author, date and time of the comment will be saved along with the contents of the comment box. To Hide Comments, click Hide Comments.

26 QUESTIONS???