• Getting started
• Managing a personal profile
• Action tabs (how to manage content)
• Editor (how to add or edit content)
• Access control (how to make content public or share only with colleagues)
• Managing a company profile
• Managing ideas, events and notices
• Managing collaborations (Projects and Tasks)
• Deleting items





Follow these steps to get started:

Detailed descriptions can be found below this section and in various sections of the site!


1. First register on this site if you are a part of the Harwell Oxford Community. Once registered, login and add detail to your personal profile (click on your name top right and then the edit button just below it) and under the organisation field, type in a few letters of your company's name. If it already exists it will pop up so you can add a connection to it.
2. If a company profile does not exist for your company yet and you are an approved representative for a company who is on the Harwell Oxford campus (we will be monitoring this), create a profile for it in the companies section, select the "campus organisations" category and then go back and edit your personal profile to connect to the company. 
3. If you are a company not based on campus but have affiliations or are local to it and want to join, follow the same 2 steps as above but select "other organisations" in the company profile setup instead.
4. Once you have added a personal profile linked to a company profile you can create or review notices, ideas, events, etc. and encourage discussion around these.
5. Use the home page as a dashboard to follow recent activity or subscribe to this site's RSS feeds.
6. If you get stuck and the help section and the various instructions within each of the sections don't help, contact the site administrator.
7. Keep in mind the policy governing the use of this site and behave professionally at all times. The administrator will be monitoring the site constantly and can delete inappropriate users or offensive content at will.



Managing a personal profile:



If you only do three things to your profile, do these three things:
• Add your job title
• Select ‘on campus’ if you are an employee of a campus organisation
• Link to your organisation [you may need to create an organisational profile]

These will give you the correct level of access and will mean that you appear correctly on delegate lists.  If you want to get involved with the collaboration aspects of the extranet, you should also think about putting in details of your skills and experience (which will come up in keyword searches), and your contact details.
 
1. First, register, if you have not done so already: use the Register tab top right. Once you have registered, this automatically creates a profile for you.
2. Next, log in.  Navigate to your personal profile page by clicking on your name (top right next to the Log out button). Once there, click the action button below your name which reads "Edit".
3. Add your name and your job title as you would want them displayed on a delegate list
4. You may upload a picture if you wish – don’t worry if it turns out to be the wrong shape, this will be fixed soon!  If you want to avoid this temporary resizing, images of 240 x 160 pixels or larger will look fine - it's only the smaller ones that get stretched.
5. Add any further details about your skills, experience or keywords for your field into the text box.  You can also include links, attachments and images to make your profile come to life.
6. If you are an employee of an organisation with a presence on campus, please select ‘on campus as your Campus Location.                                                      
7. Next, fill in your organisation.  If it already has a profile, pick the organisation from the list of suggestions which pops up.               If not, leave this until last, as you will need to create an organisational profile (this need only be one line) to link to (see note below) 
8. Finally, select who you would like to see your profile.  This can be just you,  people on the campus (Campus Registered Users), all registered users (Registered Users) or everyone on the internet (Public).  You can also hide your email address separately by using the checkbox under the email.                                                        
9. When you are done, don’t forget to click ‘save’ at the bottom of the page.
NOTE: Below the description field there is a field named organisation. If your company profile already exists start typing in its name and the auto-suggest function will show it and you can select it. If not, you must leave the field blank and go on to create a company or supplier profile first before coming back and editing your personal profile and linking it to its appropriate organisation profile. Click "Save" at the bottom of the page when done.


 

 





Action tabs




Before moving onto some of the other functions, now is a good time to discuss the action tabs:







NOTE: The difference between a child and sibling page is related mostly to how the pages are view via the menu tabs and in the breadcrumb trail. Children pages will be seen one hierarchical level down in all cases and sibling pages at the same level - see image below:





Depiction of relationship between child and sibling pages!






Editor










NOTES:

1. Standard formatting - This is carried out in the same way you would normally in a Word document (for example).
2. Add simple tables - Click the tab and then select the number of columns and rows to add. If you use the Firefox browser you can add and delete columns and rows from starting from scratch.
3. Add hyperlink - You can link either to other pages in the site (just start typing the other page title and then select from the options) or to external site pages (just copy/paste the full url).
4. Add images - Once you click on the tab, click "choose file" and select the image from your hard drive, then rename it to something handy for you or colleagues to remember. If you do the latter then in future on other pages, you or colleagues are able to find that image already uploaded though the filter/search function. Once uploaded you can edit the image using the tabbed sections before clicking "Finish"
5. Add attachments - You can add standard types of Office documents, pdf's etc. using this function and this will be added to the page and linked to automatically from the page. See point under Action tabs about how to view all attachements to a page in a simple table.
6. Add widgets - With this function you can add all third party tools or content that allow embedding. For example a YouTube video, a Google Map, etc. All you have to do is grab the embed code from the third party site and paste it into the box after you click on this link.







Access control




This function determines who can see the content that you create. The function is only visible in edit mode for a page on the site and you will always see it at the bottom. There are two settings for access control:

• Read access - This determines who can see your page or content 
• Write access - This determines who can edit your page or content 

The former is straightforward but in the case of the write or edit setting, you may want, in certain cases (when you have a team collaborating on a page/content) to provide them with the possibility to edit the content as well. This is fairly standard wiki-style collaborative authoring and with the benefit of being able to view previous versions of pages/content and even restore them, it allows for content to be progressed and worked on by a team. Here is a simple explanation of wiki's. 

Group or individual access

There are two ways to manage access for either the read or write setting:




1.  Groups - Here the site administrator would need to create a group for you and this group would be added to some of the default groups that already exist and can be accessed from the drop down select box - see below. In the example it is currently set to be read by all public users (i.e. all users not registered and logged into the system). This would mean anyone on the web can view the content. An alternative is to choose registered viewers which means only people logged into the system (and have been vetted by the administrator) can see your content. Other options would be groups that have specifically been created as mentioned. Note that if you assign access to a group that you are not a member of, you will not be able to see/edit the content after saving so be careful. In the example below the write/edit access is set to administrators, another default group.













2.  Individual - In the example below you will see that if you select the "Other users(s)" group, a box appears next to the control. If you started typing a team members name in the box (they have to be registered members of the site), you will get suggestions that you can select from. Once done they will appear as confirmed and you can add others or delete a user if you change your mind by clicking the X. This way you can create groups on the fly.













Managing a company profile

How to add an organisation:

1.  If you are not already logged in, login to your user account using the "Log In" link under RSS Feeds.




2.  Navigate to the organisation section appropriate to you from the "profiles" menu tab ("campus organisations" or "other organisations") and then click on the Add An Organisation tab - see below.










3.  Enter you're organisations information in the resulting screen.




4.  When done choose the right access control (read the section on Access control above) and then click "Save" at the bottom of the page to add you're organisation to the system.




Note 1: You must be logged in and have sufficient privileges to add an organisation.

Note 2: Once you have added an organisation profile make sure your personal profile is linked to it by editing your personal profile and adding a link to your organisation in the appropriate field

How to edit your organisations profile information:

1.  If you are not already logged in, login to your user account using the "Log In" link at the top of the page.




2.  Navigate to your organisations profile page using either the filter/search function in the "campus organisations" or "other organisations" sections, accessed via the profiles menu tab, or just use the site search function.




3.  Click on the Add link in the right side bar at the top - see below.













4.  Change you're organisations details as required.




5.  Click "Save" at the bottom of the page to save you're changes.




Note: You must be logged in and have sufficient privileges to edit an organisations information. If you are from a campus organisation with a profile already on the site, and you would like to edit your company profile, please email megan.morys@goodman.com.  We will verify your credentials with our contact at your company before allowing you access.

 







Ideas, Events and Notices

The way that you add these items is done using the action tabs or for notices similar to the way you add an organisation profile.




1.  Using the action tabs you go to the ideas, events and/or notices section by clicking on the menu item in the right side bar and you then click the add link as shown below. Add details and save in the normal way.










2.  Adding notices can also be done by going to each one of the notice category sections which are accessed via the main menu at the top, e.g. scroll over community and then click on the wanted tab that drops down. Once there you can click on the Add A Notice tab as below. Add details and save in the normal way.













Collaboration (Projects and Tasks)

Collaborations are different only in respect of how they are implemented through Project and Task pages which in every other way are added and edited like Organisation profiles, Ideas, Events and Notices. Below is a description of the core concepts behind the project and task functions and ultimately the collaborations on this site:

1. Normally you start by creating a project page (use Add button on project landing page) and aside from filling out the fields with relevant data, the open entry field is used to define the project. This can be done in the page or via an attachement/s which can also include a project plan (e.g. Microsoft Project file)
2. Members can provide input in comments below the project page but generally the individual tasks are where the majority of the project work-streams are managed (each task in effect represents a work stream/package) using the comment function to log discussion about the task
3. Tasks are added from the task landing page using the Add button, after the project is created. The task has a field asking which project it belongs to - just start typing project name for an autosuggest list you can select from
4. The tasks that belong to a project can be accessed via the right side panel of a project page ("Project tasks" link). 
5. Note that the reporter and assignee in tasks will receive email alerts when anyone makes changes to the task or adds a comment (except if you made the change and you are a reporter or assignee - for obvious reasons).
6. If you want to alert someone to a change, edit the task and make them an assignee (just start typing name and select from prompt). 
7. A reporter is normally the person with overall responsibility for the task and assignee the person who has to deliver the task

 

Deleting Items


There are two ways to delete items that you have posted so that other people can't see them. For both, login and navigate to the item in question. Then either:

a) click on 'edit' in the right hand sidebar and change the 'read' permission to 'only for me' - that way it wil still be there but only you will see it, so you can reactivate it later if you want
or
b) click on 'versions' (which you'll find underneath edit on the right hand sidebar) and then click on the 'permanently delete this item' link on the top left hand side, which will expunge the item forever (unrecoverable).

You cannot delete other people's items unless you are an administrator.  If you feel that a post does not follow our community guidelines please let us know.

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