ASEE VCP Open Atrium Handbook

8/13/2019 ASEE VCP Open Atrium Handbook

http://slidepdf.com/reader/full/asee-vcp-open-atrium-handbook 1/13

Created by: Michael D. Uenking, ASEE Manager of Virtual Communications

Date: 03/13/13

Revision: 2

Virtual Communities of

Practice (VCP) Open

Atrium User Guide



Contents

First Steps ...................................................................................................................................................... 3

First-time Login ......................................................................................................................................... 3

Interface Overview .................................................................................................................................... 5

Log out ...................................................................................................................................................... 6

Technical Assistance ................................................................................................................................. 7

Core Features ................................................................................................................................................ 8

Blogs .......................................................................................................................................................... 8

Notebook .................................................................................................................................................. 9

Calendar .................................................................................................................................................. 10

Members ................................................................................................................................................. 10

Folders ..................................................................................................................................................... 11

Miscellaneous Functions ............................................................................................................................. 12

Create content ........................................................................................................................................ 12

Edit my account ...................................................................................................................................... 12

Username ................................................................................................................................................ 13



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ASEE VCP File Management Portal-Open Atrium

The main tool that you will be using for file sharing and asynchronous communication is known as Open

Atrium. Open Atrium is an open source platform that works as an intranet with: a blog, a wiki, a

calendar, a folder tool, and a dashboard to manage it all. This portal has been customized to fit your

specific VCP needs. The website address to the VCP File Management and Communication Portal is:

https://aseevcp.asee.org

First Steps

First-time Login

A unique username and temporary password (which you will customize after you enter the portal) will

be sent to you via email (see figure below).

Once you click on the link in the invitation email, you will be prompted to reset your password:

https://aseevcp.asee.org/





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Your current username will be in the area shown above. You will have 24 hours to reset your password.

All you need to do at this point is click on the Log in box above which will take you to the following page:

Your email address should show up in area A. If it does not, then enter it in this box. Area B is where

you enter your NEW password. It must contain eight (8) characters with one being a capital letter, one

being a number, and a third being some other character (i.e. $, &, !, etc.). In area C, re-enter your

password that you just created. The page will let you know if it matches the original. Area D is where



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you can specify your Default Time Zone. Click on the pull-down menu to choose the one that is most

appropriate for you. Lastly, once you have completed the above steps, you must save your information

by clicking on the Save button as designated by area E in the image.

Interface Overview

After you reset your password (and then, every time you log in), you will be taken to the portal mainwelcome page.

To get to your group page, go under ‘My groups’ and click on your specific group page. It should take

you to a group page that looks similar to the one in the following image:

From left to right in the image above are the following features (some may or may not be activated in

your specific group page; this depends on your group leaders):



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Dashboard: this is your main menu

Blog: this is where you can engage in group discussions/blogs

Notebook: this is an area in which you can actually create a group pages which can be compiled

into a printable notebook

Calendar: this is for a calendar view of upcoming events

Members: this provides a list of the members of your particular group

Folder: this is where your main files and folders will be housed to be shared with all members

There are also other various windows of the dashboard which will be customized specifically for your

particular group; these windows will have areas in which you can see the activities, postings, and/or

events that are occurring within your group.

Log out

There are two ways to log out of the website. You can log out from your dashboard under the ‘My

account’ window, or by clicking on your Username at the top of the screen; this last option will display a

floating menu that give you the option to log out. Please make sure that you log out of your session

whenever you are done with a session. When you logout, you should see a window that looks like the

image below:



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It is recommended that you bookmark this page so you can easily return to it when necessary. Please

store your password in a safe location. If you have forgotten your password, just click on the Request

new password tab at the top.

Technical Assistance

If you have any questions or need any additional help, please contact me, Michael Uenking, [email protected]. I will be your technical support representative along your VCP journey. I will

make every effort to reply to your request within 24-48 hours of receipt of your email. Please detail

your issue as explicitly as possible. You are welcome and encouraged to include any screen shots of

your web page to show me the issue that you are having. To do this (Windows users), all you need to do

is press CTRL-ALT-PRT SC and then save the image to a Word document or some form of picture viewer

program like Paint. For Mac users, hit either Command-Shift-3 and it will take a snapshot of your screen

and save the image to your desktop or Command-Control-Shift-3 which will save it to your clipboard.

mailto:[email protected]





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Core Features

Blogs

To add a blog (much like Twitter), all you have to do is click on the ‘Add Blog entry’ button shown in the

image above. You can also add a blog at the top right of the screen as well.

The fields are self-explanatory, but if you do not want to notify users of this posting, then click on the

box under ‘Notifications’.

You can also upload documents/files to this blog as well. The types of documents that are acceptable

are listed on the page. Once you are done, click on the ‘Save’ button.



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Notebook

To add notebook page, first click on the ‘Notebook’ tab at the top and then click on the ‘Add Book page’

on the right side of the view. Once you have selected this button, you will see a similar page as the one

under the ‘Blog’ option which is shown on the next page.

What is most important for the Book function is to locate it in the appropriate place. This is found in the

‘Book outline’. If you are creating a Book page for the first time, you will only have one choice and thatis to ‘Create a new book’. But once Book pages have been developed, you can change where youput

your page by selecting from the pull down window. You can also upload files to this option as well. As

before, you have the option to either notify or not to notify your group members of this addition in the

‘Notifications’ section. Once you are done, click on the ‘Save’ button.



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Calendar

The calendar function is self-explanatory. It only displays the current month and the upcoming events.

You can add iCal events and other events using the link at the right of the page. It is only recommended

that the Group Leaders use this tool at this time unless otherwise instructed by the Group Leaders

themselves.

Members

The members tab provides users access to the list of members that are within your group. By clicking on

one of the member’s icons, you will see the current activity and information regarding that particular

member. This is all that is available to users.



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Folders

This tab is the main tab where files and folders are shared with members within the group. To start, allyou have to do is click on the ‘Add Folder’ button. You will see the following image:

You can add a new folder, but the most important area within this page is the ‘Folder tree’ area. This is

where, like in Notebook, you can locate your folder directly. It is recommended that you put your

folders within your specific user group folder. You can also add files to this as well. You can add

subfolders to this in the ‘Subfolders’ area by typing in the names of your subfolders in the box. Make

sure you select ‘Save’ to save your folder.



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Miscellaneous Functions

Create content

This is another way you can add content to your group. In the image above, the only ones that you will

be using are the ‘Blog entry’, ‘Book page’, ‘Folder’, and possibly the ‘Poll’ functions.

Edit my account

This is where you can change your profile and is located under the ‘My Account’ on your main group

dashboard page. You can change your password, time zone, profile picture, and other user-specific

details.



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Username

In the upper left corner of your page, you will see your username. If you click on your username, you

will see a window similar to the image shown above. It has the following features: Profile, My

dashboard, Account settings, Notifications, My groups, and Log out. The ‘My account’ functions are the

same as the ones under ‘Edit my account’ on your Dashboard.

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ASEE VCP Open Atrium Handbook

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