Viewing, Adding, and Deleting Members on SIS SharePoint

Transcription

1 Viewing, Adding, and Deleting Members on SIS SharePoint The MCCCD SIS-Support SharePoint has been set up for authenticated access only. This means that only members that have been granted access may see information on these team collaboration sites. Additionally, each college has been setup with 2-3 owners that can add and delete individuals from their campus as they determine. This document will provide step-by-step instruction to perform changes on the owners and members access groups. Sign into the SIS-Support SharePoint In your browser (Internet Explorer works best) type in the SIS-Support SharePoint URL: You will see a login screen where you will type in your full directory name and password (MEMO for those of you using MEMO). You are now in the SIS-Support SharePoint. 12/13/2007, Page 1

2 Viewing Membership After you have logged into the SIS-Support SharePoint site, you can view membership. Step 1: To view site membership Click on the college tab. The screen will change and a Quick Launch Bar will appear along the left-hand side of the window. You will see a People and Groups options near the bottom of the Quick Launch ; Click on People and Groups. Step 2: Now you need to find your site access areas. 12/13/2007, Page 2

3 When you click on the more option the middle area of the screen should look like this: Step 3: You now have the option of choosing what group you want to view, add or delete: Site Owners = Full Access to the college tab. This enables individuals at this level to move, add, delete web parts, add and delete membership, (how your team SIS Support SharePoint site looks). It is recommended that this group be limited in membership. Site Members = Contribute Access to the college tab, blog and view access to the Home and meetings tab. This enables individuals at this level to contribute content to the team site such as a site meeting, site document, and site announcement as well as a question to the blog. Site Members also have view only rights to the home and meetings tab areas which is setup as a system default. Click on the group name when you determine which one you wish to view, edit, or delete. A list of membership will appear in the middle of the screen. 12/13/2007, Page 3

4 Step 4: You now have two options for viewing the data; detail (generally the default and has picture icons as in the example above) or list view. You may select your viewing option from the far right side of the screen where a View drop list is available. The Detail View will look like this: The List View will look like this: 12/13/2007, Page 4

5 Adding Membership You can add new individuals to your college Owners and Members area. There is no limit to who has access to the SIS-Support SharePoint. This should be considered as part of the college SIS Support Team business process. Step 1: After you sign into the SIS-Support SharePoint, Click on your college tab. In the upper right hand corner you should see a blue box that says Site Actions. Select Site Settings from the drop down options. Step 2: You should now see the area where you can assign staff, add web parts, and setup the structure of your team area on the SharePoint. Under the Users and Permissions Tab; Click on Advanced Permissions. Please note: Your screen may look slightly different than the screenshot provided. 12/13/2007, Page 5

6 Step 3: The list of groups that can be accessed will be shown in the middle of the screen. If you click on the group name in this area, you will be limited in what you can do. Please do not use this area to add your users. Please go to the Quick Launch Bar, Click on Groups and find your Site Owners or Site Members group here. Once you have selected your group name, sort the list to your liking as is shown in the Viewing Membership section of this document. Step 4: Once you determine how you wish to view the membership information, locate the three options above the names titled: New, Actions, and Settings. Click on New and on Add Users. 12/13/2007, Page 6

7 Step 5: A new screen with appear. Perform the following tasks: Add Users: Type in the full directory name you wish to add (i.e., keli.jones@domail.maricopa.edu). Click on the icon to verify you have typed the information correctly and that the individual does exist in the MCCCD directory. If the information is correct, the name will then be underlined. An error message will occur if there is no MCCCD directory entry. Give Permission: The top radio button has been setup as a system default and has a drop down option. You must leave this area as the system default. Do not use the Give Users Permission Directly option. When you do this, the new user will be limited in what they will be able to see in other areas of the SharePoint (i.e., they will not be able to see anything other than your site information). Check the drop down to ensure the proper default is listed: Site Members: SCC Members [Contribute] (the screenshot will look a bit different) Site Owners: SCC Members [Full Control] Send You have the option of sending notification that the access has been granted as well as a personal message. The system will send a generic message however personal notes are a nice customer service gesture. A suggested message might be: 12/13/2007, Page 7

8 Fname, Thanks, yourname Here is the url for the new SIS SharePoint You can log on with your address and your password. You may also find other useful links on the home page. As a member of the SIS Support team you will be able to view important information and participate in the (college) team collaboration. The screen should look like this before you click on OK. Step 6: Click on the OK button to save the information. You have now successfully added a member to the SIS-Support SharePoint. 12/13/2007, Page 8

9 Deleting Membership Deleting membership from the SIS-Support SharePoint is easy. Log into the SIS-Support SharePoint. Step 1: After you sign into the SIS-Support SharePoint, Click on your college tab. In the upper right hand corner you should see a blue box that says Site Actions. Select Site Settings from the drop down options. Step 2: You should now see the area where you can assign staff, add web parts, and setup the structure of your team area on the SharePoint. Under the Users and Permissions Tab; Click on Advanced Permissions. Please note: Your screen may look slightly different than the screenshot provided. 12/13/2007, Page 9

10 Step 3: The list of groups that can be accessed will be shown in the middle of the screen. If you click on the group name in this area, you will be limited in what you can do. Please do not use this area to delete your users. Please go to the Quick Launch Bar, Click on Groups and find your Site Owners or Site Members group here. Once you have selected your group name, sort the list to your liking as is shown in the Viewing Membership section of this document. Step 4: Once you determine how you wish to view the membership information, locate the three options above the names titled: New, Actions, and Settings. Step 5: To delete an individual (or group of names) check the box next to the name(s) you wish to delete. From the Actions menu, select the option that says Remove Users from Group. 12/13/2007, Page 10

11 Step 6: A dialog box will appear asking if you really want to delete this person. If yes, then click on OK. The individual is now removed from access. Don t forget to log out of the SharePoint when you are finished working with it! 12/13/2007, Page 11