1. MNIS UISS-APAN Site Collection Administrator Training
Unclassified Information Sharing Service
MNIS
This UISS-APAN Site Collection Administrator Training session was developed at the UISS-APAN team in Honolulu. Mr. Gerry Giles is the Technical Manager. Mr. Paul Hilton is a UISS-APAN Knowledge Manager.
The purpose of this course is to meet the needs for the COCOM KMs, who want to respond quickly to APAN customers within their AOR. Although there are groups that can be used to create and manage site, there are limitations. These groups could lose their access to a customer site when the group is deleted from the site, or when inheritance is broken.
Site Collection Administrators have rights and access to all sites with a site collection. This is a powerful right and should only be given to people with the appropriate training.
This brief course will provide you with the basics of being a site collections administrator for UISS-APAN. You will be better prepared to meet the needs of your UISS-APAN customers after this course. There is a lot to know and we can only cover so much. You should be able to spread your wings with experience and the wealth of resources on the internet.
UISS-APAN Site Collection Administrator Training
JERRY GILES
SAYED JAFFAR
SITES PRODUCT OWNER

2. Where are we going?
Introductory slide – just setting up the next slide.

3. UISS-APAN Site Collection Admin
Agenda
Requirements for a Site Collection Admin
What’s a Site Collection?
What’s a Site Collection Admin?
Permission Groups
Building a Site
Site Settings
Site Features
Site Collection Features
Recap
This course starts with the definition of Site Collection and Site Collection Admin. Then we cover topics of Permissions and Permission Groups.
We go through the fundamentals of building a site and the site settings. We complete the site sections with the site feature controls. In the final section, we present the Site Collection Features.

4. 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

5. Site Collection Structure
Intro slide for the next section

6. What is a Site Collection?
A group of sites built on Microsoft Windows
SharePoint Services under a top-level site. 
Web Application
Site Collection
Top-Level Site
Site
Site
Site
Lists
Lists
Lists
A site collection consists of a top-level site and its sub-sites. It is a logical unit for administration—there are settings that can only be configured at the site collection level (in other words, at the top-level site).
A site consists of a data repository, visual elements, administration, and almost every other core element of the functionality and experience for the user.
Lists are a data repository that can hold columns of data and/or documents. The objects stored in a list are called items. Visually, a list is represented by views or a web part.
A SharePoint library is a specialized form of SharePoint list that is used to store files and content types rather than items. Libraries are created in much the same way as normal lists and support the same type of functionality such as workflows, alerts, etc.
Libraries
Libraries
Libraries
Objects
Objects
Objects

7. UISS-APAN Site Collections
/scape
/apcn
/pfa
/sof
/epp
- CENTCOM
- AFRICOM
- SOUTHCOM
- SOCOM
- EUCOM
- CENTCOM
- AFRICOM
- SOUTHCOM
SOCOM
-EUCOM
Southwestern and Central Asia Partners Environment (SCAPE)
Africa Partner Country Network (APCN)
Partnership for the Americas (PFA)
Special Operation Forces (SOF)
European Partnership Portal (EPP)

8. 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
Site Collection Admins (SCA) have control over their collection. They should direct the organization of the site collection so that it is easy to navigate and easy to find items. An SCA approves Site Owners and provides Site Owners with the best practices for SharePoint and APAN.

9. Site Collection Admin –
Activities
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

10. Site Collection Admin - Restrictions
Cannot change the UISS-APAN master page
Cannot change the site theme
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
Must notify the APAN APS KM Lead when you are no longer in the position

11. Site Collection Organization
Once you have a site collection…
Everybody wants in
So you need…
It is good to think about your objectives and vision for your site collection, before you start to allow sites to be added. Evaluate each site request. Maybe a page within an existing site or off the root will be enough.
Organization!

12. Site Collection Permissions
User and Group Permissions
Permissions are granted to individual users and groups to control access and rights.

13. User – Group – Permission Levels
Users – Individuals within the community
Paul Revere
Group – A selection of users
Paul Revere and the Raiders
Users are individuals, who can be added to groups.
It is easy to manage users when they are added to a group. If users are not in groups, you have to go to each site to find them and change their access.
There are standard Permission levels, which have a set of permissions. For example, a site owner permission level includes read, write, delete content, as well as create object such as a document library.
Permission Levels – Allowable actions for users/groups

14. 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
Remember that there are permissions associated with default groups, within a site. There is a naming convention for permission groups within a site, based upon the site name. This name can be changed and should be changed especially if the name is long.

15. 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
Do not delete these site collection groups from your top level. They might be used for particular features. By breaking inheritance, you can remove them from a site. These groups can be used at the site level.

16. PFA Site Collection Permission Groups

17. Permissions – Inheritance
Inherit permissions from parent
Parent Site
&
Child Site
Same Permissions
Some sites inherit permission groups from their parent, while others have unique permissions. You should break inheritance for a new site.
Don’t inherit permissions from parent
Parent Site
&
Child Site
Unique Permissions

18. Permissions Inheritance - Example
/scape
ABC site inherits permissions
XYZ breaks inheritance
SCAPE Owners
SCAPE Members
SCAPE Visitors
XYZ Owners
XYZ Members
XYZ Visitors
ABC
XYZ
Approvers
Designers
Hierarchy Managers
Restricted Readers
Site Collection Managers
Style Resource Readers
svc_spinstaller
System Account
Viewers
XYZ1 inherits
XYZ1
XYZ2
XYZ2 breaks inheritance
XYZ2 Owners
XYZ2 Members
XYZ2 Visitors
There are default groups that can be inherited by the child site. If you break inheritance, you will get the default group names based on the site name.

19. Building a Site What is the first thing you need for a site? A plan!!
Planning is important in building your site and your site collection. Know what is needed for the site.

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

21. 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?

22. Setting It Up Get the requirements, first! 1. Construct the Site.
2. Modify the Roles
3. Set Anonymous Access
4. Set Manage Access Request
5. Add Site Logo and Description
These are the basic steps for getting the site up and running. There are a lot more steps afterwards, according to the requirements.

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

24. 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
If you don’t click on the More Options button, you will inherit permission groups. You can use any of the available templates.

25. Set the Options Add a description
Change the Permissions Default to Unique, for parent sites
Leave the Navigation setting (No) for parent sites
Use unique permissions for sites off the root. Child sites can inherit or use unique. Child site probably will use the same navigation as its parent.

26. 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
This page can be accessed by constructing a URL of the form:
Name/Site Name/_layouts/permsetup.aspx?HideCancel=1&NextUsing= Name/Site Name
For example: Your site collection name is scape and your site name is contoso. The URL that you would build in a note pad and paste in your browser would be

27. Anonymous Access Click on Site Actions  Site Permissions
Click on Anonymous Access
Select the access level
Set the anonymous access level according to the site owner’s requirements. The default is Nothing, which means that anonymous users (not logged into APAN) cannot access any content within the site.

28. Manage Access Requests
Click on Site Actions  Site Permissions
Click on Manage Site Access Requests
Leave check, if site access requests allowed
Change or remove the address
Set the Site Access Requests according to the requirements. If there is a restriction on the site access, visitors without access rights will be prompted to request access. The request will be sent to the listed in the box.

29. Default UISS-APAN Site
This is the basic UISS-APAN. The real work begins after this is setup.

30. Site Settings
Introduction slide for the next section.

31. Site Regional Settings
Set the date and time stamp location
Define 12 or 24 hour clock
Define the start of the work week
Default Regional Setting Hawaii
You should set the regional setting to your suit your site because the default is Hawaii. You can set the default for your site collection at the top level.

32. Regional settings
Click on the Site Actions  Site Settings and then click on the Regional settings under the Site Administration section.

33. Regional Settings
Set the Time Zone and Time Format to suit your location. Change the other settings if appropriate.

34. Search and Offline Access
By default, your site will be included in search results. Use the Search and offline availability option within the Site Settings to hide your site and contents from the search results. Lists and libraries can be hidden from search results by using the controls within the object.

35. Search and Offline Access
Search setting for site
Search setting within web parts
Setting for using with SharePoint Workspace (Office Pro 2010)
My choices on this page according to your site requirements.

36. Site Collection Admin
Users and permissions can be accessed by the Site Actions Tab
Galleries – advanced level. Not covered in this course. Recommended Learning
Site Administration
Regional Settings – set local time and 12 or 24 hour clock.
Search and offline availability – hide site contents from search
Term Store management – advanced level. Not covered in this course. Recommended
Content and Structure – move/delete sites and content
ArcGIS – mapping in SharePoint -– advanced level. Not covered in this course. Recommended
Look and Feel – alert and clock are in the Advanced settings; Navigation for top tabs and adding links to quick launch (left side) navigation
Site Actions – turn on/off features; make a site template
Note: some of the items in this category require the site or site collection feature to be activated
Be careful using Delete this site
Site Collection Administration – link to the site collection settings page

37. Site Features

38. Site Features – Page 1 of 3
Click on Site Actions  Site Settings  Manage site features
Do not Activate the APAN Hide Site Template Feature
The APAN ListDefinitions Feature is for the Pending Members, which requires some extra work to deploy as of 1 May The feature will be improved later in 2013.

39. Site Features – Page 2 of 3
Note: Not all features have been activated by Central Admin, yet

40. Site Features – Page 3 of 3
Not Useable Features – Leftovers from HarmonieWeb (Ronna)

41. Pending Member Feature
APAN Pending Member feature is used to address the issue of unauthorized user request.
Feature improves the request process for the site owner and the requestor.
Feature uses a SharePoint list named Pending Members.
Site Owner can easily add approved user to particular permission groups.
APAN Pending Members feature must be activated by a site owner with Full Control of the site.
Requires site owner to allow “access requests”
An authorized users fills in a single box to request access.
Notification is sent to the site owner
Site owner clicks on the Approve link in the , the requestor is given access to the group.

42. Site Administration - Exercise
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
Build a site with the requirements listed in the slide.

43. 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
You have learned the points listed in the slide.

44. Site Administration You should know how to… Delete a site
Make a template site, library, list
Create a search scope
All site collection admins should know how to delete a site, create a template for sites, lists and libraries, and how to create a search scope

45. Site Administration - Delete a Site
Within a site, click on Site Actions  Site Settings
These are the steps to delete a site.

46. Site Administration - Delete a Site
Be sure to check the site name before you click delete
Caution is important when deleting a site. Check the URL before you delete the site. Note that deleted sites are sent to the site collection recycle bin, where it can be recovered.

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

48. Site Administration- Save a template
Within a site, click on Site Actions  Site Settings
You can save a site as a template with or without content. Once a site has been made into a template, it is available to all sites. Lists and libraries can be made into templates from the list or library settings page.
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!

49. Site Administration Controls
Transition slide to the next section

50. Access Routes to Site Collection
Site Administrator Access Routes
1. From any site
2. From root site
You can access the Site Collection Admin page from any site or from the root site. Within a site, you will have to click on the link “Go to top level settings”.

51. Site Settings –> Top Level Settings

52. Site Collection Admin Controls

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

54. The Unallowable Controls
An SA cannot add/delete an Site Collection Admin. This is the responsibility of the APAN Application Service Provider.
FAST Search is not part of APAN SharePoint.
There is no need to change the site collection features

55. Site Collection Admin – People and Groups
Add or remove people (individuals)…
Not usually used at root level
Paul Revere
Permissions from the site collection root can be inherited by sites within the collection. Generally, each parent site within a site collection will have unique permissions. Child sites within a site will frequently inherit permission.
Add/remove/manage groups…
Not usually used at root level
Paul Revere and the Raiders

56. 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
You have learned the points listed in the slide.

57. Site Administration You have learned a lot in this course, but …
All site collection admins should know how to delete a site, create a template for sites, lists and libraries, and how to create a search scope
there is a lot more to know

58. UISS-APAN Site Administration

59. Site Collection Admin
Extra Slides

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

61. Default Group Permission Levels
Group Name
Permission Level
Visitors
Read
Members
Edit
Owners
Full Control
Viewers
View Only
There are three standard SharePoint permission levels for standard groups. The Viewers group is added here to highlight that users within this group can only view the pages. There are other groups as shown on the previous slide.

62. Activate the feature
The APAN Pending Members feature must be activated by a user (usually the site owner) with Full Control of the site. This feature is activated by the following steps:
Click on Site Actions and choose Site Settings
Click on Manage site features in the Site Actions section.
Click on Activate button for the APAN Pending Members Feature

63. Managing Member Requests
A link to the Pending Members list is in the left side navigation bar. Click on the link to open the list.
Access requests for your site can be managed through the Pending Members list. The list includes a Status field, which has values of Approved, Denied, and Pending. There is a view for each Status. The default view is Pending.
Click on the box to the left of each line to indicate which requests you want to approve or deny. You can approve or reject multiple member requests at the same time. You cannot do both. After you approve users, you will be asked to assign them to a permission group such as Our Site Members.

64. Managing Member Requests
After you indicate the requests that you want to Approve or Deny, click on the APAN tab above the ribbon. This will activate the first two items in the ribbon.

65. Managing Members - Accept
Follow the steps listed above to indicate the member(s) that you want to approve. Click on the Approve Pending Member(s) icon to grant access to your site. A popup window lets you select which group to assign the newly approved users. The drop-down menu includes all of the permission groups for your site. Remember, all of the selected people have to be granted the same access. After you make your Group selection, click the ADD button.

66. Managing Members - Accept
A brief message is displayed in the upper right to indicated that the members have been approved, and the screen refreshes. The line(s) are removed because their Status has changed to Approved.
An notification of the approval is automatically sent to the requester(s). See sample below.

67. Managing members - Deny
Follow the steps listed above in the Managing Members Requests section to indicate the member(s) that you want to deny access. Click on the Deny Pending Member(s) icon to reject the request access to your site. A brief message is displayed in the upper right to indicated that the members have been denied access, and the screen refreshes. The line(s) are removed because their Status has changed to Denied.
A rejection notification is automatically sent to the requester(s) sample below.