Canadian Center on Substance Abuse (CCSA)

Corporate Website

Training Document

Prepared By: Sean Ruest of behalf of Orangutech IncorporatedPreparation Date: Aug 10th, 2013Prepared For: CCSA

Version: 1.0

1. Confidentiality Statement

This document is confidential and may not be copied without the permission of Orangutech Inc.This document contains information proprietary to Orangutech. Transmittal, receipt or possession of this document does not express license or imply rights to use, sell and design, develop or have developed products or services from this information. No reproduction, publication or disclosure of this information in whole or in part, electronic or otherwise, shall be made without prior written authorization from a signing officer of Orangutech. Authorized transfer of this document from the custody and control of Orangutech constitutes a loan for limited purposes, and this document must be returned to Orangutech upon request, and in all events upon the conclusion of the loan.

Orangutech Inc. 116 Albert Street, Suite 204Ottawa, ON K1P 5G3Canadawww.orangutech.com

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2. Document History

Version Date Summary of Changes Author

1.0 Aug 12th, 2013 Initial Version Sean Ruest

2.0 Aug 16th, 2013 Added screenshots Sean Ruest

3.0 Aug 19th, 2013 Final Version Sean Ruest

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3. Table of Contents1. Confidentiality Statement...................................................................................................................................2

2. Document History...............................................................................................................................................3

3. Table of Contents................................................................................................................................................4

4. Introduction........................................................................................................................................................6

5. Content Editing...................................................................................................................................................6

5.1. Check-in/out...............................................................................................................................................8

5.2. Publishing...................................................................................................................................................8

5.3. Versioning..................................................................................................................................................8

5.3.1. Images................................................................................................................................................9

5.3.2. Restoring a previous version..............................................................................................................9

5.4. Insert an image...........................................................................................................................................9

5.4.1. From Computer................................................................................................................................10

5.4.2. From SharePoint...............................................................................................................................10

5.5. HTML........................................................................................................................................................11

6. Navigation.........................................................................................................................................................12

7. Site Administration...........................................................................................................................................13

7.1. Site Basics.................................................................................................................................................13

7.2. Create a new site......................................................................................................................................13

7.3. Delete a site.............................................................................................................................................14

7.4. Site Permissions.......................................................................................................................................14

8. Web Part Management....................................................................................................................................15

8.1. Featured Resources..................................................................................................................................15

8.2. Featured Resources..................................................................................................................................15

8.2.1. Layouts.............................................................................................................................................15

8.3. Upcoming and National/International Events..........................................................................................16

8.4. Addiction News........................................................................................................................................16

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8.5. Addiction News........................................................................................................................................17

9. Search...............................................................................................................................................................17

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4. IntroductionThe scope of this document is provide enough material to educate CCSA Site Administrators on areas to manage the Corporate Website.

There will be a section at the end of this document devoted to End Users in order to train them in the future. We strongly suggest that CCSA Site and Site Collection Administrators receive formal SharePoint training in the future in order to better understand SharePoint’s vast capabilities.

5. Content EditingSharePoint comes with a number of powerful editing functionality which enables content to be added just like a word processor (ex; Microsoft Word).

To expose the editing options, one must edit the page:

Figure 1: Click on the "Page" tab to find the EDIT button.

The page will reload to expose the page layouts and content editor zones, such as the Web Parts shown below.

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Figure 2: Rich Text fields have headers on them (ex: "Title Content", "Main Content 1", etc.)

Clicking within a zone, it will enable the editing tools within the SharePoint Ribbon. Simply start typing in content and use the formatting tools in the Ribbon to format your text.

Figure 3: Formatting Tools. Ensure you click on the "Format Text" tab to access them.

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5.1. Check-in/out

When you edit the page, you checked out the page. This will lock the page and make it non-editable to other users. The page will be editable to others when you check in the page by pressing the Check in button.

Figure 4: Check In button.

5.2. Publishing

Once content has been checked in, it is still not viewable by anonymous users. For them to see it, the page will have to be published.

When the page is ready to be viewable by an anonymous user, simply click on the Publish tab and press the Publish button.

Figure 5: Publish button.

This button will be disabled if the page is checked out by you or somebody else. The button will be replaced by an Unpublish button should the page already been published.

5.3. Versioning

Every time you check in a page, you create a new version of the page. For example, the version number of a page would increase from 1.0 to 1.1 if you checked it in. This is called a minor version.

When you publish a page, you create a major version. So following the above example, the version number would create from 1.1 to 2.0. Only the latest major version is viewable by anonymous users.

5.3.1. Images

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Images will not have any minor version. Every time you upload or replace an existing picture, you’ll create a major version which will immediately be viewable by anonymous users.

5.3.2. Restoring a previous versionOne of the benefits of versioning is that you can restore a previous version should the latest one is unsatisfactory.

Figure 6: Page History button

To restore a version, find the Page History button within the Page tab. Clicking it will reveal the current page’s version history.

The changes in this version are outlined in the main area. Click on the version you want to restore in the left column and click the Restore link.

5.4. Insert an image

To insert an image, click in the rich text area you want it to be in and click the Insert tab in the Ribbon.

Figure 7: Insert Tools

Pressing the Picture button will present you with 3 options:

I. From Computer: Insert a picture that is stored in your computer. Use this option to upload an image into the corresponding Image library for that subsite. All images must be transferred into SharePoint first before it can be displayed.

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II. From Address: Reference an image from another public web page. This project won’t be doing this so this document won’t be explained.

III. From SharePoint: Reference an image that is already stored within SharePoint.

Be sure to navigate to the Image library to publish the image so anonymous users can see it.

5.4.1. From ComputerChoose this option to upload an image from your local computer and have it displayed on the page. A dialog box will let you browse your computer to local the image. The Upload to drop-down box contains all the lists that can contain an image. Choose the “Images” library. While you can put it in the other libraries, it will cause confusion should you try to find the images at a later time.

5.4.2. From SharePointSelecting this option lets you find an image already stored in another site in SharePoint and have it referenced in your page. Navigate through the “tree” structure to find the site which contains the image and reference it. The images should be stored in the Images library of that site. Expand that library to find the images.

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Figure 8: From SharePoint. This "tree" structure lets you navigate the whole SharePoint environment.

5.5. HTML

All content entered is transformed into HTML. This is code the web browser understands and parses to display the web page. Sometimes there is some formatting that cannot be done with the editing tools alone. To overcome this, there is an HTML mode where the user can enter HTML directly.

To view the HTML of a rich text field, click on the HTML button found in the ribbon (see below):

Figure 9: The HTML button can be found in the "Format Text" tab. Be sure you click on the rich text field you want to view first.

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This will bring up the HTML code for the rich-text field:

Figure 10: HTML code for the rich-text field.

Enter or modify the HTML code to achieve the desired result.

6. Navigation

Since CCSA Corporate Portal is a cross site collection platform, the out of the box top navigation doesn’t meet the requirement. In order to fulfill the requirement, we created custom top navigation control, and unlike out of the box control the ‘Global Navigation’ settings are not followed in top navigation control used in CCSA Portal and Record Center. The control uses ‘Top Navigation’ list located at the root of corporate portal:

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This is the list which is used by control; this is the list where you want to add the newly created sites or delete the entries of deleted sites or to change the order of top navigation.

7. Site AdministrationThe new portal will have the option to create new subsites should the need arise. The options described in this section will only be available for Administrators.

7.1. Site Basics

A Site within SharePoint is mostly a container where Lists and Libraries reside. A list is where most data is stored within SharePoint. SharePoint offers many different lists to store different data such as a document library (for documents), Picture Library (for images), etc.All web pages for the site are stored in the Pages library. For example, the default page for a site, default.aspx, is found in this list.By default, each site will usually come with several lists: Pages, Images, Documents. While you can create more lists, this is not needed for the new portal. All new pictures should be added to the Images list. All new documents you want available to the user should be uploaded to the Documents list. Each item in a list has a unique URL, which is how you reference it should you want to link to it via your HTML.

7.2. Create a new site

To create a new site, navigate to the parent of the site where you want to create it.1. Go into the Site Actions menu and select New Site.2. Select the Publishing Site template.

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Figure 11: Create New Site.

3. Enter a Title for the new site and a distinct URL. 4. Click Create button to create the new site.

7.3. Delete a site

To delete a site:1. Navigate to the site you want to delete.2. Enter the Site Actions menu and select Site Settings.3. Select Delete this site.

Figure 12: Delete this site.

7.4. Site Permissions

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Each site has its own site permissions. However, all sub sites in the portal should have the same permissions throughout the site. To accomplish this, all sub sites will inherit their permissions from its parent. Therefore, to change the permissions, one must navigate to the root site (ex: \en). Each language variation will have their own permissions.

To access the permissions:1. Navigate to the language’s root site (ex: \en or \fr).2. Go into Site Actions menu and select Site Permissions.3. From here, you can modify the site’s permissions.

There are 3 security groups that have been configured for the new portal: Records User and End Users: All members of this group has read only access. Records Officers: Contributors should be added to this group. Site Administrators: Administrators who require full access should be added to this group. Only limited

people should be part of this group.

8. Web Part Management

8.1. Featured Resources

Source: Resource LibraryFilter: Shows Publications Content Type Documents only AND associated with current page.

<<Add images>>

8.2. Featured Resources

8.2.1. Layouts

8.2.1.1. Home Page

Source: Resource LibraryFilter: Media Type News Releases OR Media Advisories AND Selected LanguageOrder by: Modified Descending

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<<Add images>>

8.2.1.2. Generic Layout

Source: Resource LibraryFilter: Media Type News Releases OR Media Advisories AND Associated with Current Page AND Selected LanguageOrder by: Modified Descending

<<Add images>>

8.2.1.3. News and Events

Source: Resource LibraryFilter: Media Type News Releases OR Media Advisories AND Selected LanguageOrder by: Modified Descending

<<Add images>>

8.2.1.4. CCSA in News

Source: NewsFilter: Media Type CCSA in News AND Selected LanguageOrder by: Modified Descending

<<Add images>>

8.3. Upcoming and National/International Events

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Source: Events CalendarLayout: Max Items or All ItemsFilter: Displays only ‘External Events’ AND by status APPROVED

<<Add images>>

8.4. Addiction News

Source: NewsFilter: News Type is ‘Addiction News’ AND Selected LanguageDisplay: 5 working days news within last 10 days

<<Add images>>

8.5. Image Rotator

Source: Image RotatorFilter/Status: Published AND Selected LanguageDisplay: Ranked Ascending

<<Add images>>

9. Search

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The Search will be configured to crawl based on a preset schedule. This means that any new content won’t be searchable until the search engine has been refreshed.

All content within the rich text fields will be crawled by the search engine and be searchable.

The configuration of the search engine is stored within the Central Administration. Ensure that your SharePoint training includes this area so you know how to modify the configuration should it be required.

<<Additional information required>>

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