ISIS Community SharePoint Administrator s Guide to User Management

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1 ISIS Community SharePoint Administrator s Guide to User Management Modified 16 December 2008

2 Contents Note about this guide... 1 Portal Overview... 1 General information... 1 What does an administrator do?... 1 What is a user?... 1 What is a site?... 1 Administrator s Tools... 1 Finding your way home... 1 Your A2Z home... 2 Site Accesses: Giving users access to your site... 2 Site access levels... 3 Changing a user s access level... 4 What users see... 4 User Self Registration... 4 User Access Request... 4 Appendix Quick Guide... 1 i

3 Note about this guide The most up to date version of this guide will always be available at or by visiting portal.isis.org, selecting Partners (on the left), then selecting Admin, then selecting Shared Documents. The document is named: partner.portal.admin.guide.doc Portal Overview General information A SharePoint site is a Web site that provides a central storage and collaboration space for documents, information, and ideas. A SharePoint site is a tool for collaboration, just like a telephone is a tool for communication, or a meeting is a tool for decision making. A SharePoint site helps groups of people (whether work teams or social groups) share information and work together. For example, a SharePoint site can help you: * Coordinate projects, calendars, and schedules. * Discuss ideas and review documents or proposals. * Share information and keep in touch with other people. SharePoint sites are dynamic and interactive members of the site can contribute their own ideas and content as well as comment on or contribute to other people's. What does an administrator do? As an administrator, you are able to manage (add, edit, and change permissions for) users, create site content, modify your site s appearance, choose who can see what parts of the site, and add components to your site. This guide focuses on user administration. What is a user? A user is a person who has a login to the site. Administrators can give users various levels of access to various parts of their site. What is a site? Your site is the place where you post notices, share documents, update calendars, display photos, conduct surveys, and more. Administrator s Tools Finding your way to MyA2ZHome When you arrive at you will see the public view of the portal (you can type portal.isis.org and your browser will still take you there no need to worry about the http part). If you look in the upper right, you will see a link called mya2z Home. This is where you go to manage your users and their access to your site. When you click on my A2Z Home, you may be asked to login. Do so using either your address or user name and your password. 1

4 *Currently, if you have forgotten your password, you can select the Forgot my Password prompt on the log on screen this will offer you a challenge/response security question you defined when you registered your account. If you have forgotten your challenge/response information, you will need to contact to help reset your MyA2ZHome portal password. Your A2Z home Once you arrive at your A2Z home and log in, you will see links that help you accomplish your administrative tasks. Site Accesses: Giving users access to your site This is where you can grant users access to your site, either by granting a request or by manually adding them. Granting or denying a request A user who wants access to your site can request it. When they do, the request automatically gets stored in your Site Accesses list. Click on Site Accesses, then on the Manage link beside your site s name: This will take you to the Site User Management page. In the example below, you will see a list of users who have requested access to the Training Sample Site. Notice there is only one user who has requested access. You can grant access by clicking on the Accept button or deny it by clicking on the Reject button in the left most column. If you accept the request, the user will be added to the Existing Users in the Site list on this page. The next time the user logs in they will be able to visit your site and see any content that is restricted from view to a visitor who is 2

5 not logged into the ISIS Portal. If you reject the request, the user disappears from this page and when they next log in, they will see that their request has been rejected. Note: when you accept a request, the user is automatically added to the visitors group for your site. Groups are discussed later in this guide. Manually granting a user access to your site If you want to grant access to your site to a user without requiring the user to request it, you can do that from the Site User Management page. Note the person must have already registered, because you will search for them in the list of existing users. If they have not already done so, send them to and ask them to register. To manually grant access to a user, on your Site User Management page, go to the section titled Add User to the Site and click on the User button: This will pop up a window that lets you search for the user to whom you wish to grant access. You can search by user name, first name, last name, institution, or address: Once you have found the user, click on their user name. You will see that it now appears in the Add User (by user name) field. When manually adding a user, you can choose the level of access you wish to grant by selecting the group to which you add them. The choices are Site Owners, Site Members, and Site Visitors. When you have selected the level of access, click the Add button. Site access levels Site Owners Group By default, Site Owners have full access to your site. That means they can add and delete pages and content, grant access to other users, etc., so this should be limited to those people whom you wish to act as administrators. Site Members Group Site Members can contribute content (e.g. upload photos, add documents, edit content, etc.) but cannot delete things they themselves have not created, nor can they manage users. Site Visitors Group Site Visitors can see things on your site but cannot add nor edit things. 3

6 Changing a user s access level Remember that when a user requests access and you grant it, that user is automatically created in the Site Visitors group. There will probably be times when you would rather grant that user more access. To do this, look for the Existing Users in the Site list at the bottom of your Site User Management page. You will see the users who have access, and the groups to which they belong. Note that a user may appear in more than one group; a user s access is determined by the highest level group to which they belong. For example, you can see below that Henry Hunt is in both the site owners and the site visitors group: In this case, Henry has Site Owner access to the site. In order to change a user s access level, use the same steps as you would to manually grant access to a user and for clarity, if you are changing a users permissions from the default Visitors rights to Owner or Member you can delete their previous assignment as Visitor to keep your Existing Users in the Site list clean. What users see It may be easier to understand your administrator functions if we take a minute to look at what users can do themselves. User Self Registration Users can register themselves to use the portal. They can do this by visiting This registration does not automatically grant them access to any sites, but it does allow them to request access to sites. Those requests then come to the site owner (you!) User Access Request Users who want access to a specific site can request this access. They can do this by visiting (they can get there by clicking my A2Z Home, then Site Accesses). These requests appear in the site owner s queue, and remain in the user s queue until they are either granted or denied. If granted, the request disappears from the user s queue and the user has access to the site. If a request is denied, it remains in the user s queue and its status changes to Denied. 4

7 Appendix Quick Guide To do this: Grant access to a user who has requested it Check to see if any users have requested access Change a user s access level Grant access to an existing user (who has not requested it) Deny access to a user Go here: 1

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