Manage your Interest Group CIRCABC Module 2 Manage your Interest Group DIGIT A3 By DIGIT-CIRCABC-SUPPORT Thursday, 15 November 2018 1

Content What is CIRCABC? How to access CIRCABC? How to sign up to ECAS? How to reset a password? Update personal information Create a new Interest Group Manage access to your IG Join the IG Invite new user Change profile Remove membership

Content Manage the access profile Manage permission to spaces Export and Import Profiles Manage space sharing Recover deleted documents Newsgroups Notifications Information service Manage look & feel What else? Contact

What is CIRCABC? CIRCABC is a web-based service provided by the European Commission. It is used to create collaborative workspaces where communities of users can work together and share information and resources. CIRCABC is a service managed and provided by ISA framework http://ec.europa.eu/isa OSS (Open Source Software version) of CIRCABC is available on Joinup: http://joinup.ec.europa.eu/software/circabc/description

Try CIRCABC as an online service at https://circabc.europa.eu What is CIRCABC? Try CIRCABC as an online service at https://circabc.europa.eu (Production) https://circabc.acceptance.europa.eu (Testing) https://circabc.training.europa.eu (Training)

Interest group Interest Group Information Library Events Newsgroups Through CIRCABC, you can manage content, administer users and communicate via collaborative groups called Interest Groups: Interest Group Information Library Main folder Release documents Brainstorming Meeting Events Newsgroups Report topic Organization Members

 https://circabc.europa.eu How to access CIRCABC?  https://circabc.europa.eu

How to access CIRCABC?  Select your domain: Login

How to sign up to ECAS? External users can create their ECAS account: From the external domain page Sign up or Not registered yet

How to sign up to ECAS?

How to sign up to ECAS? They will receive an email with an activation link

How to sign up to ECAS? Through this link, they can set their ECAS password

How to reset a password? If you (or your members) have lost your ECAS password From the right domain New password or Lost your password External users must click on new password from the external domain page

How to reset a password?

Update personal information External users can update their personal information https://circabc.europa.eu  Login

Update personal information Account information Modify my personal data

Update personal information Edit your personal information and click on Submit

Update personal information The personal information can now be updated in CIRCABC Login Administration My account Get data from Central User database

How to create a new interest group? TAXUD CIRCA ADMIN AGRI CIRCA ADMIN ENV CIRCA ADMIN RTD CIRCA ADMIN REGIO APPLICATIONS ADMIN MARKT CIRCA ADMIN CLIMA CIRCABC ADMIN COMM LSA ENTR CIRCA ADMIN SANCO CIRCA ADMIN DEVCO LSA EMPL CIRCABC ADMIN HR IRM For other categories contact: DIGIT CIRCABC SUPPORT via your local service desk How to create a new interest group? Send your request to your local CIRCABC administrator with the following details:  Title  Leader (minimum one leader)  Descriptions (Optional)

How to create a new interest group? When the Interest Group is created you can Invite several leaders (strongly recommended)

How to create a new interest group? And  Change the title and add a descriptions

Manage access to your interest group 3 access modes Membership access: Only invited users can access your IG Registered access: Logged users (ECAS) can view the title and description of your IG Public access: anonymous visitors (no login is required) can view the title and the description of your IG Membership is the default access mode

Manage access to your interest group Membership access: Users cannot request to join your group Registered access & Public access: Users can request to join your goup

Header : Others …and now please request to join my registered group Category : Training

Join the interest group Leaders receive an automatic email

Join the interest group Check and accept applications

Join the interest group View applicant and grant membership

Join the interest group 1 - Select the user 2 - Choose the profile 3 - Add to list 4 - Next 5 - Finish

Manage access to your interest group The interest group visibility is defined through the menu ‘Access profiles’ of the interest group ‘administration’ menu

Profile = a Permission for each Service Manage access to your interest group Manage the visibility of your IG (Access modes) Profile = a Permission for each Service

Manage access to your interest group The below table lists the permission allowed on the library: No-access: you cannot even read contents. Access: read only; you can only download contents items as well as their properties. Edit only: you can only edit any content item; you cannot create nor delete any. Manage own: you can create, edit and delete your own contents. You can only read the documents created and managed by the other members. Full Edit: you can create, edit and delete your own contents; you can edit any content whoever be its author. Administer: you can manage the library,

Manage access to your interest group Allow the logged-in users to access the library of your group although having no membership - Enable the «Registred access» - Change the profile permissions to Access

Invite new user Leaders may invite any user with an ECAS account

1 – Enter the identifier 2 - Search 3 - Select the user (Email, UserID, Last or first Name) 2 - Search 3 - Select the user 4 - Choose the profile 5 - Add to list 6 – Next 7 - Finish

Invite new user The new member is listed in the service ‘Members’

Change profile ‘Membership’ can be found in the ‘Administration’ menu of the interest group.

Change profile Change roles and select the new profile

Remove membership Users are not any longer members of the interest group. They remain ‘registered’ users and possibly member of other IGs

Manage the access profiles Need to setup your own profile Create a new access profile From the access profiles page :

Manage the access profiles Set a permissions for services

Manage the access profiles The new profile is available and ready to be used

Manage the access profiles Delete a profile The profile can be deleted if only it has not been assigned

Manage permission to spaces You need to setup a specific permission to your spaces: Users granted profile Italy have access to the space Italy only Users granted profile Spain have access to the space Spain only Users granted profile France have access to the space France only Create spaces and profiles: Profiles Library

Manage permission to spaces From the Administration panel of each space

Manage permission to spaces The default permission for Italy Spain and France is access. So cancel the Inherit Parent Space Permissions

Manage permission to spaces and grant access to the right profile only (In this case Italy)

Manage permission to spaces Space Italy visible only by the profile Italy

Export/Import profiles Leaders can make a group of members ready to be included in different interest groups of the same category Step 1: Export the profile from the first IG

Export/Import profiles Step 2 Import profile to any IG from the same category and customize permission

Share spaces with other IG The library spaces can be shared with other interest groups from the same category Step 1: Leaders or Authors of IG 1 invite IG 2 to share space Step 2: Leaders or Authors of IG 2 make the shared space available in the IG 2

Share spaces with other IG (Step 1) View Details

Share spaces with other IG (Step 1) Invite an IG to share our space and select the permission you want to give to the members of this IG

Share spaces with other IG (Step 1) If the maximum permission is Full Edit: Permissions given to the library of the invited IG Right permissions to our space Lib Admin Lib Full Edit Lib Access IG "CIRCABC team" is now invited to share our space

Share spaces with other IG (Step 2) Make the shared space available in library of the IG 2

Library: recover deleted documents ‘Manage deleted items’ can be found from the ‘Administration’ menu of the LIBRARY

Library: recover deleted documents The library administrator (Leader) can recover the documents deleted during a given span of time specific documents (selected from name or content,…)

Newsgroups Newsgroups is the online discussion of your IG where members can hold conversations in the form of posted messages The discussion can be moderated: Posted message might need to be approved by a moderator before it becomes visible

Newsgroups Newsgroups is made by forums Forum contains topics

Newsgroups To start the discussion leaders must first create a forum Name the forum and specify if it's moderated or not

Newsgroups Leaders, authors , contributors or anyone can access and post can create a topic in a forum

Newsgroups

Newsgroups or reply to existing topic

Notifications You can subscribe to the notification for the library or newsgroups Leaders may set up a notification status for single users or for profiles

Notifications Let the search box empty and click ‘search’: All the existing profiles are listed Select the profile Select Subscribed Add to list

Notifications All the members with profile ‘Access’ receive a notification whenever a document is uploaded into the library

Notifications What a notification looks like

Information service Static website hosted in the Interest group, Allows leaders to present their interest group

Information service Add your ‘mini-website’ as content of the ‘information’ service

Information service Create a space wherein you upload the images relating to the html file loaded in ‘content’ (similar to a ‘file folder’ in Windows)

Information service You link the content to the space through an index This index can be configured through command ‘Edit Information service properties’ in the ‘Administration’ section of the ‘Information’ service

Information service The index has the same name as the htm(l) file uploaded as a content of the information service

Information service Now you can get a preview of the information page (in the same or another window)

Information service Whoever is granted access to the ‘information’ service can see this page by clicking ‘Information’ on the services menu

Manage look & feel Through the "Manage look & feel" feature Leaders can customize the navigation preferences

Manage look & feel Navigation Preferences & Custom Logo are available from the IG administration menu

Manage look & feel Navigation preferences for library

What else? Build a restricted and public access to the library Bulk user invitation Events Logs Keywords Customize document properties Mail to members Discussion linked to a document Search

Thank you for your attention! Questions time And for the questions we cannot answer The guides (CIRCABC HUB) available in the category DIGIT in CIRCABC https://circabc.europa.eu/w/browse/dd0468dd-9069-44a7-8455-1ba675d83db0 The support team via your local helpdesk Thank you for your attention!