JERRY GILES MNIS Unclassified Information Sharing Service PAUL HILTON

Where are we going?

UISS-APAN Site Collection Admin Agenda 1.Requirements for a Site Collection Admin 2.What’s a Site Collection? 3.What’s a Site Collection Admin? 4.Permission Groups 5.Building a Site 6.Site Settings 7.Site Features 8.Exercise 9.Site Collection Features 10.Recap

UISS-APAN Site Collection Admin – Requirements Complete the UISS-APAN Site Owner Training Submit your request via your COCOM to APAN ASP KM Lead Review the UISS-APAN Community Owner Information Assurance Training Complete the UISS-APAN Site Collection Administrators Training Course Complete the UISS-APAN Site Collection Administrators Form

Site Collection Structure

Web Application Site Collection Top-Level Site Site Lists Libraries Site Lists Libraries Site Lists Libraries Objects What is a Site Collection? A group of sites built on Microsoft Windows SharePoint Services under a top-level site.

UISS-APAN Site Collections APAN /s/scape/apcn/pfa/sof/nga - CENTCOM - AFRICOM - SOUTHCOM - SOCOM - NGA

Site Collection Admin What is a Site Collection Admin? Manages the sites, contents, and users Has access to everything within the collection Creates and deletes sites and sub sites Controls site features Provides best practices guidance Organizes the site collection – layout and groups Does not have the same power as a SharePoint admin Must be careful with power

Create/delete sites Edit sites Manage Permissions within a site and their site collection Create/delete content Create/delete templates Create/delete/manage meta tags (Term Store) Activate/deactivate Site Functions Site Collection Admin – Activities

Cannot authorize or post FOUO without approval from Multinational Information Sharing Program Management Office (MNIS PMO) Cannot add members to the Site Collection Administrators permission group Cannot use SharePoint Designer, yet Must notify the APAN APS KM Lead when you are no longer in the position Site Collection Admin - Restrictions

Site Collection Organization Once you have a site collection… Everybody wants in So you need… Organization!

Site Collection Permissions User and Group Permissions

User – Group – Permission Levels Users – Individuals within the community Group – A selection of users Permission Levels – Allowable actions for users/groups LeBron James The Cavaliers

Site Collection Default User Groups Owners - administrators Members – read, write, contribute Visitors - read Naming Convention: Site Collection name + Group name Example: Site Collection name is PFA PFA Owners PFA Members PFA Visitors

Additional Site Collection User Groups  Approvers  Designers  Hierarchy Managers  Restricted Readers  Site Collection Managers  Style Resource Readers  svc_spinstaller  System Account  Viewers  NT AUTHORITY\Authenticated Users= Logged in users

PFA Site Collection Permission Groups

Permissions – Inheritance Parent Site Inherit permissions from parent Child Site Same Permissions & Parent Site Don’t inherit permissions from parent Child Site Unique Permissions &

Permissions Inheritance - Example /scape ABCXYZ XYZ2 XYZ1  Approvers  Designers  Hierarchy Managers  Restricted Readers  Site Collection Managers  Style Resource Readers  svc_spinstaller  System Account  Viewers  SCAPE Owners  SCAPE Members  SCAPE Visitors ABC site inherits permissions  XYZ Owners  XYZ Members  XYZ Visitors XYZ breaks inheritance XYZ1 inherits XYZ2 breaks inheritance  XYZ2 Owners  XYZ2 Members  XYZ2 Visitors

Building a Site What is the first thing you need for a site? A plan!!

Collaborating or Publishing Posting documents Multiple authors Team contributions Forums Blogs with comments Collaborating Posting Wikis RSS Feeds Publishing Team production Team consumption Owner production Team and visitor consumption

Building a Site - Planning What is the purpose of the site? Publishing or collaboration? Is there already an existing site that fulfills these goals? Do I need an entire site? Who needs access to the site? Does the site need to be searchable? Should information within the site be tagged? What kind of navigation is needed within the site?

Setting It Up 1. Construct the Site. 2. Modify the Roles 3. Set Anonymous Access 4. Set Manage Access Request 5. Add Site Logo and Description Get the requirements, first!

Building a New Site 1.Navigate to the collection root Example - wss.apan.org/scape 2. Click on Site Actions  New Site

Choose a Site Type Choose the Site Type – Strongly suggestion APAN Default Click on APAN, under All Categories Add Title Add simple URL Click on More Options

Set the Options Add a description Change the Permissions Default to Unique, for parent sites Leave the Navigation setting (No) for parent sites

Modify the People in Roles Default Roles Owners Members Visitors Confirm or create the Visitors role Update the people in the Members and Owners roles

Anonymous Access Select the access level Click on Site Actions  Site Permissions Click on Anonymous Access

Manage Access Requests Click on Site Actions  Site Permissions Click on Manage Site Access Requests Change or remove the address Leave check, if site access requests allowed

Default UISS-APAN Site

Site Settings

Site Regional Settings Default Regional Setting Hawaii Set the date and time stamp location Define 12 or 24 hour clock Define the start of the work week

Regional settings

Regional Settings

Search and Offline Access

1.Search setting for site 2.Search setting within web parts 3.Setting for using with SharePoint Workspace (Office Pro 2010) Search and Offline Access

Site Collection Admin

Site Features

Site Features – Page 1 of 2 Click on Site Actions  Site Settings  Manage site features

Site Features – Page 2 of 2 Note: Not all features have been activated by Central Admin, yet

It’s your turn to drive…  Build an APAN default site using your name + Test, such as Eddie Test  Set Anonymous access to everything  Set the Access Requests to your account  Set the region to the east coast  Don’t allow your site to show up in the results  Turn on the Site Feature for a Wiki page Site Administration - Exercise

Recap A site collection contains many sites and sub sites Organization is important SharePoint has default groups and permission levels Plan before you build a site Provide best practice to your site owners Use site settings to tailor your site Implement features to enhance a site

Site Administration Delete a site Make a template site, library, list Create a search scope You should know how to…

Site Administration - Delete a Site Within a site, click on Site Actions  Site Settings

Site Administration - Delete a Site Be sure to check the site name before you click delete

Site Administration - Templates Save sites as templates for consistency Save custom lists to avoid rebuilding Create templates to save time!

Site Administration- Save a template Within a site, click on Site Actions  Site Settings A site collection admin can save a site, a list, and library as a template… With or without content Be aware that a site template will be available to all sites within your site collection!

Site Administration Controls

Access Routes to Site Collection Site Administrator Access Routes 1. From any site 2. From root site

Site Settings –> Top Level Settings

Site Collection Admin Controls

Site Collection Administration Controls Wait… Not all controls are available to SCA

The Unallowable Controls

Site Collection Admin – People and Groups People and Groups LeBron James The Cavaliers Add or remove people (individuals)… Add/remove/manage groups… Not usually used at root level

Shortcut URLS collection]/[Site]/_layouts/viewlsts.aspx - All site content collection]/[Site]/_layouts/user.aspx - Site Permissions collection]/[Site]/_layouts/setanon.aspx - anonymous access setting collection]/[Site]?contents=1 - view all of the web parts on the page collection]/[Site]/_layouts/RecycleBin.aspx - site recycle bin - site collection recycle bin collection]/[Site]/_layouts/SubChoos.aspx Manage all alerts for the site collection]/[Site]/_layouts/newsbweb.aspx - Add a new site collection]/[Site]/_layouts/usageDetails.aspx - Site Analytics

Recap UISS-APAN is a version of SharePoint Not all features are activated Control users and groups at the site level Be careful when you delete a site Templates can be time savers Site Admins have lots of power.. Be careful

Site Administration there is a lot more to know You have learned a lot in this course, but …

UISS-APAN Site Administration

Site Collection Admin Extra Slides

Site Collection Architecture Top Level Site Sub site 1 PageSite 1 Site 2 Site Page 1 Sub site 2 Sub site 1 Sub site 2 page Sub-sub site

Default Group Permission Levels Group NamePermission Level VisitorsRead MembersEdit OwnersFull Control ViewersView Only