articulate word output - web viewriver site owner v2. 1. river site owner. 1.1 welcome. 1.2 learning...

RIVER Site Owner V2

1. RIVER Site Owner

1.1 Welcome

1.2 Learning Objectives

Notes:

Congratulations you are on your way to becoming a RIVER site owner. At the conclusion of the course you will have an overview of the following:

Published by Articulate® Storyline www.articulate.com

You are required to read all of the content of this module and obtain a score of 80% or higher in the assessment

This course should take no longer than 60 minutes to complete

1.3 Site Owner Responsibilities

Notes:

Click each of the circles to review the capabilities you are expected to develop as a site owner.

1 (Slide Layer)


2 (Slide Layer)

3 (Slide Layer)


4 (Slide Layer)

1.4 Site Administrator Role

Notes:

Your primary responsibility as a site owner is to act as the site administrator. This means there are a number of things you are expected to do on behalf of RIVER site members. You will develop these skills over time. Some things may only be done occasionally, so there are detailed work instructions with screen shots located on the RIVER Help site to assist you. They include the following:


1.5 Minimum Site Owner Competencies

Notes:

The role of the site owner varies depending on the needs of your site members and the structure of your site. However as a minimum all site owners need to be able to do the following:

1.6 Permissions

Notes:

RIVER has two types of permissions, please click each tab to view more information


Structural (Slide Layer)

Titan (Slide Layer)


1.7 Structural Permissions

Notes:

Under structural permissions there are 3 levels of access in RIVER. Slide the slider to view the three levels:

Site owners apply visitor and member level permissions for their site, libraries, lists, folders and document sets. Site owners can only be added and removed through ServiceNow (IS Service Desk).

1.8 Site Permissions

Notes:

In order to understand more about site permissions please complete the exercises with the help of the work instructions hyperlinked in this presentation.


1.9 Library and List Permissions

Notes:

Depending on business need sometimes content within a site needs to be accessible by a wider group than the site members and visitors. Or content may need to be secured to a smaller group than the site members and visitors. This can be done by applying permissions at a library, list, folder or document set level. Permissions are hierarchical and are inherited from the site permissions unless this inheritance is broken. When breaking inheritance it is good practice to record where inheritance is broken. Create a list on your site and identify the library, list, folder or document set that has unique permissions and the users that have access and specify whether it is member or visitor level access. It is also good practice to create unique groups, which users can be added to, when providing access to users outside the usual site members and visitors.

For more information please use hyperlinks in this presentation.


1.10 Folder and Document Permissions

Notes:

Like libraries and lists, unique permissions can be applied to folders and document sets. If you have a business need to apply permissions to an individual document and it does not meet the requirements of Titus Security, move the document into a folder and secure the folder.

1.11 Libraries and Lists

Notes:

In RIVER, libraries are used for storing corporate records and business information. Lists are used as business tools. Lists are dynamic and can be used to create registers and indexes particularly when they are updated frequently. Lists that are considered corporate records should be exported as an Excel spreadsheet and stored in a library when they are reported e.g. monthly, quarterly, annually. This allows the corporate record to be captured. Site owners create lists and libraries on behalf of site


members.

1.12 Overriding Checked-Out Documents

Notes:

Sometimes site members either check-out documents and forget to check them in or do not upload them properly so they are never checked in. When a document has been checked-out, the changes are made on a local copy on the PC being used. Those changes are not updated in RIVER until the document is checked-in. Site members can only see the last checked-in version of the document in the site. No-one else can make changes to the document unless it is checked-in. Site members should get into the habit of checking in their documents regularly. However if they leave the organisation or take extended leave and the document needs to be amended site owners can override (discard) the check-out. Any changes made to the document whilst it is checked-out will be lost.

1.13 Moving Content within a Site


Notes:

Sometimes site members either check-out documents and forget to check them in or do not upload them properly so they are never checked in. When a document has been checked-out, the changes are made on a local copy on the PC being used. Those changes are not updated in RIVER until the document is checked-in. Site members can only see the last checked-in version of the document in the site. No-one else can make changes to the document unless it is checked-in. Site members should get into the habit of checking in their documents regularly. However if they leave the organisation or take extended leave and the document needs to be amended site owners can override (discard) the check-out. Any changes made to the document whilst it is checked-out will be lost.

1.14 Restoring Deleted Items

Notes:

RIVER is a recordkeeping application so deleting content should only happen when a mistake has occurred. However site members may accidently delete content that should not be deleted. Site owners can retrieve deleted items from the recycle bin on their site for up to 30 days. If the item has been deleted for longer than 30 days or is not in the site’s recycle bin please contact the IS Service Desk to retrieve the item.


1.15 Super User Support to Site Members

Notes:

Click each of the circles to review the capabilities you are expected to develop as a site owner.

1 (Slide Layer)


2 (Slide Layer)

3 (Slide Layer)


1.16 Prohibited Functionality

Notes:

RIVER is built on the SharePoint platform. SharePoint is like plasticine and can be configured to do a wide range of applications. SA Water uses RIVER to manage electronic records and documents to meet State Government recordkeeping requirements. Consequently there is a lot of SharePoint functionality that is not enabled or should not be used even though as a site owner you could enable it.

[Do Not: Layer]

The below list are actions that are prohibited within SA Water, please ensure to take careful note.

SPoint Func (Slide Layer)


Do not (Slide Layer)

1.17 RIVER Help site

Notes:

The Site Owner role is one that you may only do occasionally. To assist you, work instructions have been created for all the tasks you may be asked to do. These can be found on the RIVER Help site. To go to the RIVER Help site click on the question mark on any site and it will take you there.


1.18 RIVER Site Owner Forum

Notes:

The RIVER Site Owner Forum is run periodically (at least quarterly) and invitations are issued to all RIVER Site Owners. It is designed to ensure ongoing and continual improvement of RIVER usage across SA Water within the parameters of the RIVER governance framework.

It is highly recommended that site owners attend the RIVER Site Owner Forum.

1.19 Service Desk and Records Management

Notes:

The IS Service Desk and the Records Management team provide support for RIVER.


Click each of the information bars to review who the best contact is for certain situations regarding RIVER.

IS Service Desk (Slide Layer)

Rec management team (Slide Layer)


1.20 Knowledge Check

1.21 Site Owners are expected to:

(Multiple Choice, 10 points, 3 attempts permitted)

Correct Choice

Act as site administrator

Be a super user for the team

Be aware of prohibited functionality


X All of the above

Correct (Slide Layer)

Incorrect (Slide Layer)


Try Again (Slide Layer)

1.22 When securing a document that does not have a legislative or policy

requirement to restrict access


Correct Choice

Tell the team member to use Titus.

Secure the document using native SharePoint functionality.


X Put the document in a folder and

secure the folder.

We are not allowed to restrict

access to documents.





1.23 If I do not know how to do something,

I can:



Correct Choice

X Go to the RIVER Help site and get the relevant work instruction.

Ask someone in my team.

Ask the IS Service Desk.

Ask Learning and Development.





1.24 As a site owner I am allowed to do the following things:



Correct Choice

Add other users to the site

owners group.

X Create surveys.

Create non SAW templated libraries.

Delete content types from my library.



1.25 I should always over-ride a checked out document when


Correct Choice

I want to edit a document that someone else has checked out

I never override checked out documents

X The user who has it checked out has left


the organisation

Someone asked me to because they want to edit a document that is checked out





1.26 In what order do you amend permissions after you have broken

inheritance on a library, list, folder or document set?


Correct Choice

Remove everyone and then add the

required users


X Add the required users and then remove those who don’t require access

You can only add or remove users so the order doesn’t matter

You shouldn’t break inheritance





1.27 Deleted items can be restored from the site recycle bin by site

owners,


Correct Choice

Anytime

Up to 120 days after they are deleted


Never

X Up to 30 days after they are deleted





1.28 When creating libraries and lists, the name should be abbreviated

initially so,


Correct Choice

X The URL is not over 255 characters

To make it easier to find the libraries and lists


So you don’t have to data entry as

much information

All of the above





1.29 Results Slide

(Results Slide, 0 points, 1 attempt permitted)

Results for

1.21 Site Owners are expected to:


1.22 When securing a document that does not have a legislative or policy requirement to

restrict access

1.23 If I do not know how to do something,

I can:

1.24 As a site owner I am allowed to do the following things:

1.25 I should always over-ride a checked out document when

1.26 In what order do you amend permissions after you have broken inheritance on a library,

list, folder or document set?

1.27 Deleted items can be restored from the site recycle bin by site owners,

1.28 When creating libraries and lists, the name should be abbreviated initially so,

Result slide properties

Passing Score 80%


Success (Slide Layer)

Failure (Slide Layer)


1.30 Finish

Notes:


2. Existing Site Access

2.1 Click the To navigate through the Ribbon, use standard browser

navigation keys. To skip between groups, use Ctrl+LEFT or Ctrl+RIGHT. To

jump to the first Ribbon tab use Ctrl+[. To jump to the last selected

command use Ctrl+]. To activate a command, use Enter.Site Actions This

page location is: RiverTrainingHomeBrowse

Tab 1 of 2.Page

Tab 2 of 2.Ulvestad, Anethea toolbar


2.2 Click the Site Settings

Access all settings for this site. link

2.3 Click the Specify users and user groups who have access to this site

and any subsite which inherits permissions. link


2.4 Click the Training Owners link

2.5 Click the Training Visitors link


3. Add new site member






3.3 Click the Open Menu image

3.4 Click the Add Users

Add users to this group. link


3.5 Click the Browse link

3.6 Type wong


3.7 Click the Search button

3.8 Click the text box


3.9 Click the Add -> button

3.10 Click the OK button


3.11 Click the Send welcome e-mail to the new users check box



3.13 Click and drag

4. Delete site member



4.4 Click the Training MembersCurrently selected link

4.5 Click the People and Groups pane



4.7 Click the Wong, Robin check box


4.10 Click the Remove Users from Group

Remove selected users from this SharePoint group. link



4.12 Click and drag

5. Custom Groups





5.3 Click the Define what capabilities each user or user group can perform

on this site and all subsites inheriting permissions. link


5.4 Click the link

5.5 Type RIVER Training Members


5.6 Click the Create Group pane




5.9 Double-Click the Create Group pane


5.10 Click the RIVER Site Visitors - Custom Permissions for RIVER Visitors

check box



5.12 Click the Create button

6. Permissions libraries and lists

6.1 Click the Home - Training pane


6.2 Click the Training Material link

6.3 Click the Library link


6.4 Click the Library link

6.5 Click the Permissions for this document library link


6.6 Click the link



6.8 Click the link

6.9 Click the Browse link


6.10 Type wong

6.11 Click the Search button



6.13 Click the Add -> button



6.15 Click the Add users to a SharePoint group (recommended) radio

button


6.16 Click the Close button

6.17 Click the RIVER Training Members [RIVER Site Visitors] list item


6.18 Click the Send welcome e-mail to the new users check box

6.19 Click the Grant Permissions pane



6.21 Click the Designers check box


6.22 Click the Hierarchy Managers check box

6.23 Click the Remove User

Permissions link



7. Permissions foldersand doc sets

7.1 Click the Home - Training pane


7.2 Click the Cristina link

7.3 Click the cell


7.4 Click the Manage Permissions link

7.5 Click the link



7.7 Click the Select All check box


7.8 Click the RecordPoint System Administrators check box

7.9 Click the RecordPoint System Administrators check box


7.10 Click the Training Members check box

7.11 Click the Permissions: Training pane


7.12 Click the Training Owners check box

7.13 Click the Training Visitors check box


7.14 Click the Remove User

Permissions link



8. New library

8.1 Click the Libraries link

8.2 Click the Create link


8.3 Click the button

8.4 Click the image



8.6 Type ttl



8.8 Click the Settings link


8.9 Click the Title, description and navigation link

8.10 Click and drag


8.11 Type Test Training

8.12 Click the Save button


8.13 Click the Training link

8.14 Click and drag


9. Discard Check-out

9.1 Click the cell

9.2 Click the Discard Check Out link



10. Restore deletions

10.1 Click and drag


10.2 Click the Recycle Bin link

10.3 Click the Awareness Booklet.docx check box


10.4 Click the Restore Selection link



11. Moving items





11.3 Click the Use the content and structure application to rearrange the

physical layout of all your sites, lists, and libraries. link

11.4 Click the Expand Awareness link


11.5 Click the Awareness link

11.6 Click the Select/Unselect Corporate Records Disposal Program.pptx

check box


11.7 Click the Select/Unselect GovernanceOHSWPresentation.pptx check

box

11.8 Click the Select/Unselect Hard Copy Super Users Meeting.pptx check

box


11.9 Click the cell

11.10 Click the cell


11.11 Click the cell

11.12 Click the Select/Unselect inForum 2011 presentation_conference

report presentation.pptx check box


11.13 Click the Select/Unselect

Invitation_HardCopySuperUsers_2015.docx check box

11.14 Click the Select/Unselect

Invitation_HardCopySuperUsers_2015.docx check box



11.16 Click the Move... label


11.17 Click the Expand Awareness link

11.18 Click the Presentations link



12. Custome List

12.1 Click the Lists link


12.2 Click the Create link



12.6 Double-Click the button

12.7 Click the image



12.9 Type cl



12.11 Click the List link


12.12 Click the Title, description and navigation link

12.13 Click and drag


12.14 Type Custome list

12.15 Click the Save button


12.16 Click the List Settings pane

12.17 Click the Custome list link


12.18 Click the List link

12.19 Click the Create Column link


12.20 Type Received Date

12.21 Click the Date and Time radio button


12.22 Click the Create Column pane

12.23 Click the Today's Date radio button



12.25 Click the Create Column link


12.26 Type Name

12.27 Click the Person or Group radio button


12.30 Click the Yes radio button

