Towards an easy use of CIRCABC Interest group leader training DIGIT/A3-EGIS By DIGIT-CIRCABC-SUPPORT Sunday, January 13, 2019 1

Interest group leader training contents Access to an interest group Grant membership of your interest group Invite new users Invite applicants Manage the user profiles Remove membership Administer the access profiles Create and manage access profiles Export/Import access profiles

Interest group leader training contents Administer the Library Set navigation preferences Recover deleted documents Set up a notification status Grant access permissions to spaces Share spaces with other interest groups Manage the Information service Define an information service More information Contact

CIRCABC: overview CIRCABC contains Content management & communication functionalities User management features Collaborative groups, so-called « interest groups » This training session aims to help you to perform the leadership of an interest group

Access to an interest group 3 access modes with  membership: you can access if you are logged in CIRCABC you have membership of this group through registered access: you can access if via public access: anonymous visitors can access no login is required Membership is the default access mode

Open your group to registered users The interest group visibility is defined through Administration > Access profiles

Open your group to registered users Allow logged-in users to access the Library of your group although having no membership

Grant membership Two ways of giving membership: Invite registered users Accept applications

Grant membership Invite new users

Grant membership Invite new users The new member is listed in the service ‘Members’

Grant membership Invite applicants Check “View applicants”

Grant membership Invite applicants View applicants and grant membership

Grant membership Manage user profiles From the main page of the interest group, select Administration > Membership

Grant membership Manage user profiles Any member with role diradmin or dirManageMembers may modify a user profile

Grant membership Remove membership Administration > Membership

Grant membership Remove membership Users are not any longer members of the interest group. They remain ‘registered’ users.

Administer the access profiles Create and manage access profiles From the main page of the interest group, select Administration > Access profiles > Create access profile

Administer the access profiles Create access profiles

Administer the access profiles Create and manage access profiles The new profile can be edited. It can be removed as far as not allocated to any user.

Administer the access profiles Create and manage access profiles Lists all users with profile « Author » Edit the profile: To change its name To add translations of its name To change roles on any service Export the profile to another group Delete the profile (only if not allocated to anybody)

Administer the access profiles Export/Import access profiles Export an access profile means make it available for any interest group of the category In other words, any leader of the other interest group can invite a whole group of users provide these users with the access rights he/she wants

Manage the access profiles The new profile can be assigned to members

Manage the access profiles You cannot delete this profile as long as it has been assigned to a member

Manage the access profiles delete a profile

Library: recover deleted documents Recover a not-multingual document ‘Manage deleted items ’ can be found from the ‘Administration’ menu of the LIBRARY

Library: recover deleted documents A member has unwillingly deleted document ‘clean_air_de.pdf’. This document is not multilingual

Library: recover deleted documents The deleted document is stored in a specific folder Members with role ‘Libadmin’ can either restore or delete it

Library: recover deleted documents The Library administrator has chosen “recover all items” the documents can be sent back to their source-place or restored towards anywhere else

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

Library: recover deleted documents Document ‘clean_air_de.pdf’ has been recovered towards its original place Content & document properties have been restored

Library: recover deleted documents This multilingual document (source document + related translations) is deleted

Library: recover deleted documents the document is recovered as several documents independant from one another the relations between the original document and its translations are lost

Library: recover deleted documents The document must be made multilingual again

Library: set up a notification status The members with role ‘Libadmin’ may set up a notification status for single users or for access profiles

Library: set up a notification status Let the search box empty and click ‘search’: All the existing profiles are listed

Library: set up a notification status All the members with profile ‘Access’ receive a notification whenever a document is uploaded into the Library

Library: set up a notification status This user wants not to receive notifications but her access profile lets her to be notified…

Library: set up a notification status User ‘nblackst’ will not be kept posted about new uploads despite her access profile (‘IG Leader’) lets her receive notifications

Library: set up a notification status What a notification looks like

Library: create keywords The members with role ‘Libadmin’ may create and control a multilingual list of keywords

Library: create keywords The keywords can vary along with the language of the content

Library: manage keywords You can add or remove linguistic versions ( ) You can delete the whole keyword ( )

Library: add a keyword to a document Keywords help you to find documents more easily

Library: add a keyword to a document You can add one linguistic version or all of them

Library: add a keyword to a document The keywords are listed among the other properties

Library: Deal with dynamic properties Members with role ‘Libadmin’ can define their own document properties

Library: Deal with dynamic properties These properties can be multilingual

Library: Deal with dynamic properties These can be a date, a sentence, a paragraph or a multiple-choice question

Library: Deal with dynamic properties Later you can modify or delete this property

Library: Deal with dynamic properties The new property is available from the document notice

Share spaces with other interest groups Members with role ‘Libadmin’ can Invite an interest group to link to a space on the Library of their own interest group Set a link to a space on the Library of a different interest group

Share spaces with other interest groups Invite an interest group to link to a space on the Library of their own interest group

Share spaces with other interest groups

Share spaces with other interest groups Set a link to a space on the Library of a different interest group

Make your interest group welcome page The ‘information’ service allows members with role ‘InfAdmin’ to present their interest group through a smarter lay-out

Make your interest group welcome page You add your ‘mini-website’ as content of the ‘information’ service

Make your interest group welcome page You create a space wherein you upload the images relating to the html file loaded in ‘content’ (similar to a ‘file folder’ in Windows)

Make your interest group welcome page 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

Make your interest group welcome page The index has the same name as the htm(l) file uploaded as a content of the information service

Make your interest group welcome page Now you can get a preview of the information page (in the same or another window)

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

More topics Any other topic you would like to know more about? Events Advanced search etc

Thank you for your attention Questions time And for the questions we cannot answer there… DIGIT-CIRCABC-SUPPORT@ec.europa.eu Thank you for your attention