Unclassified Information Sharing Service MNIS UISSAPAN Site Collection

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Unclassified Information Sharing Service MNIS UISS-APAN Site Collection Administrator Training SAYED JAFFAR SITES PRODUCT

Unclassified Information Sharing Service MNIS UISS-APAN Site Collection Administrator Training SAYED JAFFAR SITES PRODUCT OWNER JERRY GILES

Where are we going?

Where are we going?

UISS-APAN Site Collection Admin Agenda 1. 2. 3. 4. 5. 6. 7. 8. 9.

UISS-APAN Site Collection Admin Agenda 1. 2. 3. 4. 5. 6. 7. 8. 9. Requirements for a Site Collection Admin What’s a Site Collection? What’s a Site Collection Admin? Permission Groups Building a Site Settings Site Features Site Collection Features Recap

UISS-APAN Site Collection Admin – Requirements ü ü ü Complete the UISS-APAN Site Owner

UISS-APAN Site Collection Admin – Requirements ü ü ü 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

Site Collection Structure

Site Collection Structure

What is a Site Collection? A group of sites built on Microsoft Windows Share.

What is a Site Collection? A group of sites built on Microsoft Windows Share. Point Services under a top-level site. Web Application Site Collection Top-Level Site Lists Libraries Objects

UISS-APAN Site Collections APAN /s /scape /apcn /pfa /sof /epp https: //wss. apan. org/scape

UISS-APAN Site Collections APAN /s /scape /apcn /pfa /sof /epp https: //wss. apan. org/scape - CENTCOM https: //wss. apan. org/apcn - AFRICOM https: //wss. apan. org/pfa - SOUTHCOM https: //wss. apan. org/sof - SOCOM https: //wss. apan. org/epp - EUCOM

Site Collection Admin What is a Site Collection Admin? • • Manages the sites,

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 Share. Point admin • Must be careful with power

Site Collection Admin – Activities • • Create/delete sites Edit sites Manage Permissions within

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

Site Collection Admin Restrictions • Cannot change the UISS-APAN master page • Cannot change

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

Site Collection Organization Once you have a site collection… Everybody wants in So you

Site Collection Organization Once you have a site collection… Everybody wants in So you need… Organization!

Site Collection Permissions User and Group Permissions

Site Collection Permissions User and Group Permissions

User – Group – Permission Levels Users – Individuals within the community Paul Revere

User – Group – Permission Levels Users – Individuals within the community Paul Revere Group – A selection of users Paul Revere and the Raiders Permission Levels – Allowable actions for users/groups

Site Collection Default User Groups • Owners - administrators • Members – read, write,

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

Additional Site Collection User Groups v v v v v Approvers Designers Hierarchy Managers

Additional Site Collection User Groups v v v v v Approvers Designers Hierarchy Managers Restricted Readers Site Collection Managers Style Resource Readers svc_spinstaller System Account Viewers v NT AUTHORITYAuthenticated Users = Logged in users

PFA Site Collection Permission Groups

PFA Site Collection Permission Groups

Permissions – Inheritance Inherit permissions from parent Parent Site & Child Site Same Permissions

Permissions – Inheritance Inherit permissions from parent Parent Site & Child Site Same Permissions Don’t inherit permissions from parent Parent Site & Child Site Unique Permissions

Permissions Inheritance - Example /scape XYZ breaks inheritance ABC site inherits permissions v SCAPE

Permissions Inheritance - Example /scape XYZ breaks inheritance ABC site inherits permissions v SCAPE Owners ABC v SCAPE Members v SCAPE Visitors v Approvers v Designers v Hierarchy Managers v Restricted Readers v Site Collection Managers v Style Resource Readers v svc_spinstaller v System Account v Viewers XYZ 1 XYZ 2 v XYZ Owners v XYZ Members v XYZ Visitors XYZ 1 inherits XYZ 2 breaks inheritance v XYZ 2 Owners v XYZ 2 Members v XYZ 2 Visitors

Building a Site What is the first thing you need for a site? A

Building a Site What is the first thing you need for a site? A plan!!

Collaborating or Publishing Collaborating Publishing • • • Posting • Wikis • RSS Feeds

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

Building a Site - Planning • What is the purpose of the site? •

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?

Setting It Up Get the requirements, first! 1. Construct the Site. 2. Modify the

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

Building a New Site 1. Navigate to the collection root Example - wss. apan.

Building a New Site 1. Navigate to the collection root Example - wss. apan. org/scape 2. Click on Site Actions New Site

Choose a Site Type • • Choose the Site Type – Strongly suggestion APAN

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

Set the Options • Add a description • Change the Permissions Default to Unique,

Set the Options • Add a description • Change the Permissions Default to Unique, for parent sites • Leave the Navigation setting (No) for parent sites

Modify the People in Roles Default Roles • Owners • Members • Visitors Confirm

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

Anonymous Access Click on Site Actions Site Permissions Click on Anonymous Access Select the

Anonymous Access Click on Site Actions Site Permissions Click on Anonymous Access Select the access level

Manage Access Requests Click on Site Actions Site Permissions Click on Manage Site Access

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

Default UISS-APAN Site

Default UISS-APAN Site

Site Settings

Site Settings

Site Regional Settings • Set the date and time stamp location • Define 12

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

Regional settings

Regional settings

Regional Settings

Regional Settings

Search and Offline Access

Search and Offline Access

Search and Offline Access 1. Search setting for site 2. Search setting within web

Search and Offline Access 1. Search setting for site 2. Search setting within web parts 3. Setting for using with Share. Point Workspace (Office Pro 2010)

Site Collection Admin

Site Collection Admin

Site Features

Site Features

Site Features – Page 1 of 3 Click on Site Actions Site Settings Manage

Site Features – Page 1 of 3 Click on Site Actions Site Settings Manage site features

Site Features – Page 2 of 3 Note: Not all features have been activated

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

Site Features – Page 3 of 3 Not Useable Features – Leftovers from Harmonie.

Site Features – Page 3 of 3 Not Useable Features – Leftovers from Harmonie. Web (Ronna)

Pending Member Feature • APAN Pending Member feature is used to address the issue

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 Share. Point 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 email is sent to the site owner • Site owner clicks on the Approve link in the email, the requestor is given access to the group.

Site Administration - Exercise It’s your turn to drive… Ø Ø Ø Build an

Site Administration - Exercise It’s your turn to drive… Ø Ø Ø Build an APAN default site using your name + Test, such as Eddie Test Set Anonymous access to everything Set the Access Requests to your email 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

Recap ü ü ü ü A site collection contains many sites and sub sites

Recap ü ü ü ü A site collection contains many sites and sub sites Organization is important Share. Point 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

Site Administration You should know how to… ü Delete a site ü Make a

Site Administration You should know how to… ü Delete a site ü Make a template site, library, list ü Create a search scope

Site Administration - Delete a Site Within a site, click on Site Actions Site

Site Administration - Delete a Site Within a site, click on Site Actions Site Settings

Site Administration - Delete a Site Be sure to check the site name before

Site Administration - Delete a Site Be sure to check the site name before you click delete

Site Administration Templates ü Save sites as templates for consistency ü Save custom lists

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

Site Administration- Save a template Within a site, click on Site Actions Site Settings

Site Administration- Save a template Within a site, click on Site Actions Site Settings 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!

Site Administration Controls

Site Administration Controls

Access Routes to Site Collection Site Administrator Access Routes 1. From any site 2.

Access Routes to Site Collection Site Administrator Access Routes 1. From any site 2. From root site

Site Settings –> Top Level Settings

Site Settings –> Top Level Settings

Site Collection Admin Controls

Site Collection Admin Controls

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

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

The Unallowable Controls

The Unallowable Controls

Site Collection Admin – People and Groups Add or remove people (individuals)… Not usually

Site Collection Admin – People and Groups Add or remove people (individuals)… Not usually used at root level Paul Revere Add/remove/manage groups… Not usually used at root level Paul Revere and the Raiders

Recap ü ü ü ü UISS-APAN is a version of Share. Point Not all

Recap ü ü ü ü UISS-APAN is a version of Share. Point 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

Site Administration You have learned a lot in this course, but … there is

Site Administration You have learned a lot in this course, but … there is a lot more to know

UISS-APAN Site Administration

UISS-APAN Site Administration

Site Collection Admin Extra Slides

Site Collection Admin Extra Slides

Site Collection Architecture Top Level Site Page Site 1 Sub site 1 Site 2

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

Default Group Permission Levels Group Name Permission Level Visitors Read Members Edit Owners Full

Default Group Permission Levels Group Name Permission Level Visitors Read Members Edit Owners Full Control Viewers View Only

Activate the feature The APAN Pending Members feature must be activated by a user

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

Managing Member Requests • • • A link to the Pending Members list is

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.

Managing Member Requests • After you indicate the requests that you want to Approve

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.

Managing Members - Accept • Follow the steps listed above to indicate the member(s)

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.

Managing Members - Accept • • A brief message is displayed in the upper

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 email notification of the approval is automatically sent to the requester(s). See sample below.

Managing members - Deny • Follow the steps listed above in the Managing Members

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 email notification is automatically sent to the requester(s) below. sample