Edulink Training for Publishers. Introductions/Admin Fire Exits/Toilets Mobile Phones Tea/Coffee.

Edulink Training for Edulink Training for PublishersPublishers

Introductions/AdminIntroductions/Admin

Fire Exits/ToiletsMobile PhonesTea/Coffee

Why replace WGFL?Why replace WGFL?

It’s use had grown over the years and a more flexible/accessible solution was required

The file/folder structure and basic search facility made it difficult to locate documents quickly

It had limited functionality to cater for changing needs/current requirements

Benefits of The ChangeBenefits of The Change

More informal library structure and flexible search facility enable documents to be located quickly/easily

‘Tagging’, sorts & filters further aid document retrieval

A flexible solution that enables external facing & internal/team sites to be maintained

Benefits of The Change Benefits of The Change cont…cont…

Enables online collaboration: -– Document sharing– Discussions

Facility to create different roles enables different access levels for users

Allows teams to administer their own site/staff

Sharepoint OverviewSharepoint Overview

Edulink is based on Microsoft SharePoint technology

SharePoint categorises the main elements of the system into: -– Sites– Libraries– Lists– Web Parts

LibrariesLibraries

Files are stored and organised in libraries– Similar to storing files in folders

Libraries are organised in listsThere are three types of libraries

– Document libraries– Form libraries– Picture libraries

ListsListsA collection of shared information items

displayed on a site – Most of the information in a

SharePoint site is organised and stored in lists

– Everyone who has access to the site will be able to view lists

Aims & ObjectivesAims & Objectives

Navigate around the site quickly/easilyPublish new documentsSort, filter & carry out searches to locate

documentsEdit, delete & restore

documents(Recycle Bin)

At the end of the session you will be able to: -

Aims and ObjectivesAims and ObjectivesAt the end of the session you will be able to: -Delete existing/add new

– Contacts– News items– Web links

Create custom views

Getting StartedGetting Started

Logons/Passwords Password same as corporate logonSite hierarchy (public, internal etc.)Site navigation/commonly used features

– Hyperlinks/’quick links– Breadcrumbs/Tabs

Exercise 1 – Site NavigationExercise 1 – Site Navigation

Document ManagementDocument ManagementDocument management features

– Publishing/Storage– Sorting & filtering – Searching/locating documents– Version control/document approval– Delete/amend– Recycle Bin

E Black BagE Black Bag

The same concept as before

Majority of existing functionality retained from WGFL

Additional functionality/flexibility introduced for Edulink

Author tags the document for

submission to the E-Black Bag

Document Uploaded to any SharePoint site

on the portal by an author

Live copy of the document is sent by

workflow action to the E-Black Bag site as an

unapproved item

Author presented with options for setting

expiry date and school phase

Approver user signs in to the E-Black Bag site

Approver user launches form that allows multiple-item

approval

Item is added to a weekly alert for

distribution to schools (filtered by phase)

Item approved?

Send an e-mail to the author notifying that

item has been rejected

End

No

Yes

Approver adds document or news

item directly to the E-Black Bag site

E Black Bag Process Overview

Exercises 2 & 3Exercises 2 & 3

Document Management

Creating & Managing ListsCreating & Managing Lists

Some of the most commonly used lists are: -

ContactsWeb linksAnnouncements/NewsSurveysCustom lists

Exercise 4Exercise 4

Creating & Managing Lists

Additional FunctionalityAdditional Functionality

Sending document linksSetting email alertsCreating custom views

Exercise 5Exercise 5

Additional Functionality

Administrator FunctionalityAdministrator Functionality

Team administrators will have the ability to change the look and feel of their site

Other features available will be: -– Access & control of users– Reporting– Surveys/Creating custom lists– RSS feeds

Aims & ObjectivesAims & Objectives

Navigate around the site quickly/easilyPublish new documentsSort, filter & carry out searches to locate

documentsEdit, delete & restore

documents(Recycle Bin)

By now we hope you are able to: -

Aims and ObjectivesAims and ObjectivesBy now we hope you are able to: -

Delete existing/add new – Contacts– News items– Web links

Create custom views

Where to Get More Where to Get More InformationInformation

Other training sessions– Administrator/Expert user training from

November onwardsUser Support

[email protected]

Phone - 766766

What Happens Next?What Happens Next?

Go live 3/9Nigel Haigh needs urgent contact with

owners of publication sitesBlack bag publication via WGFL initially

Any Final Questions??Any Final Questions??