Efficient Admin with SharePoint 2010 Gareth Johns IT Skills Development Advisor 1

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Course Aim 3 Explore SharePoint features and techniques that can streamline business processes and improve the way teams collaborate and communicate.

Objectives By the end of this session you should be able to: Create columns and views to help better organise document libraries. Utilise built-in SharePoint lists such as forums, wikis and project tasks to enhance communication and collaboration between team members. Customise and extend SharePoint lists to fulfil team specific needs. Use SharePoint groups to implement a security permissions structure that adheres to Cardiff Met best practice Explain how workflows can be used to automate tasks such as approval processes and team notifications. 4

Document Libraries 5

Views 6 Views can be created to customise how a library’s content is displayed No data is added or removed it is merely the view that is changed

Views can be configured to show data in a way that is useful to you and your team Public or Private

Creating a New View Main aspects* of a view: Columns: display or hide columns. Sort: library can be sorted by a primary and secondary column. Filter: only display an item if a column fulfils a criterion. Group by: group similar documents together. 8 *Pun intended.

Columns 9 Columns enable metadata to be added to documents stored within a library

Adding Columns to a Library Extra, inbuilt, columns can be added to a library Custom columns can also be created E.g. Category, Topic, Icon, Web Page, purpose Additional sources of data for searching, grouping, sorting and filtering Each column has a Type – text, number, choice etc. 10

Site Columns Site Columns are reusable columns that can be added to several document libraries. Columns created at a site level are available to libraries in sites below 11 Site Column A Site Column B Site Column A Site Column B Site Column A Site Column B Site Column A Site Column D Site Column C Site Column A

Lists are a collection of similar pieces of data, each of which have associated properties Lists are a collection of similar pieces of data (rows), each of which have associated properties (columns) Lists

Default SharePoint Lists AnnouncementsTasksCalendarLinksDiscussion Board

Extra SharePoint Lists ContactsIssues Wiki page library* Blogs* Project Tasks

Lists can be customised similarly to libraries – columns and views Customise to suit needs of the team/site Customising Lists

Custom Lists Lists can be created from scratch, initially contain one column - title Example - L&IS Purchasing – a purchasing request system

Custom Lists - examples Landlords List – a list of landlords and student accommodation

Custom Lists – more examples International Office – Student Application Tracking IT Helpdesk & Quscient, India – New user account setup for “external” users” Procurement – Buyer’s Guide – Supplier details Welsh Translation Service – Pending translations 18

SharePoint Permissions Permission Levels Inherited Permissions Unique Permissions Groups

Information Services Division User Support Services IT Advisors Desktop Services Systems & Comms Server Support Permission Inheritance - example 20 Green (thick) = inherited Red (thin) = unique permissions

Permission Structures in Practice 21 Green (thick) = inherited Red (thin) = unique permissions Strategy Doc Library Admin Doc Library

22 Plan

Implement

Planning Permissions 1.Plan team site structure & unique permissions 2.Plan your groups – Owners and Members group for each site with unique permissions. 3.Assign users to each group 4.Decide permissions for each site 24

Plan: 1. Team Site Structure & Unique Perms. 25 Information Services Division User Support Services IT Advisors Desktop Services Systems & Comms Server Support Green (thick) = inherited Red (thin) = unique permissions

Planning Permissions 1.Plan team site structure & unique permissions 2.Plan your groups – Owners and Members group for each site with unique permissions. 3.Assign users to each group 4.Decide permissions for each site 26

Information Services Members User Support Members IT Advisor Members IT Advisor Owners Desktop Services Members Desktop Services Owners Users Support Owners Systems & Comms Members Systems & Comms Owners Information Services Owners Plan: 2. Group Setup 27

Information Services Members User Support Members IT Advisor Members IT Advisor Owners Desktop Services Members Desktop Services Owners Users Support Owners Systems & Comms Members Systems & Comms Owners Information Services Owners Plan: 2. Group Setup 28

Planning Permissions 1.Plan team site structure & unique permissions 2.Plan your group setup 3.Assign users to each group 4.Decide permissions for each site 29

Plan: 3. Assign Users to Groups 30 GroupMembers Information Services Owners Head of ISD and Unit Administrator Information Services Members All members of ISD User Support Owners User Support Services Manager, IT Support Team Manager, Desktop Services Team Manager User Support MembersAll members of User Support Services IT Advisor Owners IT Support Team Manager, Senior IT Advisor IT Advisor MembersAll IT Advisors

Plan: 3. Assign Users to Groups 31 GroupMembers Information Services Owners Head of ISD and Unit Administrator Information Services Members All members of ISD User Support Owners User Support Services Manager, IT Support Team Manager, Desktop Services Team Manager User Support MembersAll members of User Support Services IT Advisor Owners IT Support Team Manager, Senior IT Advisor IT Advisor MembersAll IT Advisors

Planning Permissions 1.Plan team site structure & unique permissions 2.Plan group setup 3.Assign users to each group 4.Decide permissions for each site 32

Full Control Contribute Read Only Full Control Contribute Read Only Full Control Contribute Read Only Plan: 4. Assign Permissions 33 Information Services Division User Support Services IT Advisors Desktop Services Systems & Comms Server Support Information Services Owners Information Services Members User Support Owners User Support Members Information Services Members IT Advisor Owners IT Advisor Members

Planning Permissions 1.Plan team site structure & unique permissions 2.Plan your group setup 3.Assign users to each group 4.Assign permissions for each site 34

Implementing Permissions 1.Create groups 2.Add users to groups 3.Grant permissions at each level of the site 35

Permissions – Best Practice Summary Plan your permission structure then implement Use groups Create groups that reflect the structure of your site Create two groups for each site; a Members group and an Owners group. Avoid breaking inheritance where possible - simpler 36

Workflows 37 A series of tasks that can be applied to a list or library Workflows the automated movement of documents or items through a sequence of actions or tasks that are related to a business process (Microsoft Help) Allows something to “done” with the contents of a list or library

Workflow E.g. – SoL User Assignment Check each column for the correct answer If Answer=Correct Then add one to Total … Total to the Creator of the list item and amend Total column in list 38 List items are orange. Conditions are purple. Actions are green.

Workflows – Real Life Example – L&IS Purchasing Classic “manager approval” workflow User adds item to list – a purchase request Workflow s Manager for approval. Sets Status to “requested”. If granted, then sets Status to “approved” and s administrator to begin the order. Order placed using Agresso Finance Administrator updates list with Order Number Workflow s User with Order Number 39

Workflow – Real Life Example – LSC New Applicant 40

Recap You should now be able to: Create columns and views to help better organise document libraries. Utilise built-in SharePoint lists such as forums, wikis and project tasks to enhance communication and collaboration between team members. Customise and extend SharePoint lists to fulfil team specific needs. Use SharePoint groups to implement a security permissions structure that adheres to Cardiff Met best practice Explain how workflows can be used to automate tasks such as approval processes and team notifications. 41

Feedback Your feedback is valuable to us. Please help us to improve the quality, content and delivery of our courses by completing our feedback questionnaire. Thank you for attending 42

Additional Information Session hand outs and other resources available at: tsr.cardiffmet.ac.uk/Learning/Help/Training/ Upcoming training sessions: Workshop - Administering your SharePoint Team Site - Fri 14 th Nov 09:30 – 12:30 43

Contact Us 44 Visit an IT Advisor in the Learning Centres

Adding Columns to a Library Custom columns can be added to a library. Columns provide additional sources of data for searching, grouping, sorting and filtering (through views). Example custom columns: Category, Topic, Rating, Icon, Web Page. Different column types available. E.g. text, number, choice, hyperlink. 45

Revision Quiz (1/3) 1.“Joe Train” has Read Only access to the Information Services Division site. What level of access does Joe have to the User Support Services site? 2.“Fred Bloggs” is able to create, delete, and edit documents and list items on the Information Services Division site. What level of access does Fred have to the Desktop Services site? 46

Revision Quiz (2/3) 3.“Tom Moore” is a member of the “Information Services Owners” group - “Information Services Owners” has Full Control of the Information Services Division site. - “Information Services Owners” has Read Only access to the Systems & Comms site What level of access does Tom have to the IT Advisors site? 47

Revision Quiz (3/3) 4.“Jennifer Brown” is a member of “Information Services Members” group and the “IT Advisors Owners” group - “Information Services Members” has Read Only access to the Information Services Division site. - “IT Advisors Owners” has Full Control access to the IT Advisors site. - Jennifer also has “Read Only” access to the Systems & Comms site. What level of access does Jennifer have to the IT Advisors site? 48

Web Parts Widget that add functionality to a SharePoint page or… Embeds library or list content onto a page. 49

Workflow – Real Life Example – LSC New Applicant 50