user guide - english version

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ED Intranet User guide

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Page 1: User Guide - English Version

ED Intranet

User guide

Page 2: User Guide - English Version

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Table of Contents

1. Login .................................................................................................................................................................................................................... 4

2. Homepage ........................................................................................................................................................................................................ 4

2.1. News ............................................................................................................................................................................................ 5

2.2. Help and “Administration” buttons ................................................................................................................................. 5

2.3. Survey/Poll ................................................................................................................................................................................ 6

2.4. Key dates .................................................................................................................................................................................... 7

2.5. Tweets by EDN members .................................................................................................................................................... 7

3. My profile .......................................................................................................................................................................................................... 9

3.1. Overview page ......................................................................................................................................................................... 9

3.2. Notifications .......................................................................................................................................................................... 10

3.3. Watching ................................................................................................................................................................................. 11

3.4. Bookmarks .............................................................................................................................................................................. 11

3.5. Contacts ................................................................................................................................................................................... 11

4. Meetings ......................................................................................................................................................................................................... 12

5. Surveys............................................................................................................................................................................................................. 13

6. Library .............................................................................................................................................................................................................. 14

6.1. Guidelines ............................................................................................................................................................................... 14

6.2. Newsletters............................................................................................................................................................................. 15

6.3. Network reports ................................................................................................................................................................... 16

6.4. Info links .................................................................................................................................................................................. 16

6.5. EDICs share............................................................................................................................................................................. 17

7. Members ......................................................................................................................................................................................................... 17

7.1. Organisations Directory .................................................................................................................................................... 17

7.2. Members Map ....................................................................................................................................................................... 17

7.3. Users ......................................................................................................................................................................................... 18

8. Groups ............................................................................................................................................................................................................. 19

8.1. Groups feature ...................................................................................................................................................................... 19

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8.2. Creating a group .................................................................................................................................................................. 20

8.3. Creating a group discussion............................................................................................................................................ 22

9. Social Media .................................................................................................................................................................................................. 23

10. Help Section .................................................................................................................................................................................................. 24

10.1. Overview page ...................................................................................................................................................................... 24

10.2. Submitting a question ....................................................................................................................................................... 24

11. Search function ............................................................................................................................................................................................ 26

12. Managing your organisation – for EDICS and EDCs only ........................................................................................................... 26

13. Plain/Rich text editor ................................................................................................................................................................................. 27

For Commission users only ............................................................................................................................................................ 29

14. Creating a “Deadline and Key Date” .................................................................................................................................................... 29

15. Creating a Meeting by Representation .............................................................................................................................................. 30

16. Editing the notifications for reporting tool actions ....................................................................................................................... 31

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1. Login You can login to the ED Intranet by filling in your credentials at

http://ednetwork.ec.europa.eu/login.

From this screen you can also re-set your password using the “I forgot my password” link (you must

however, remember your registration email). For other technical problems, contact the support

team via the “Contact Support” link.

2. Homepage

The homepage provides you with an overview of news and activities relevant for the network and

several other functions explained in detail below. Most prominently, the homepage shows you news

posts, for example about communication tools useful for your daily work or announcements

concerning the ED network.

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2.1. News

On the page of a news item you can see the news itself and a form where you can post your

comments in the language of your preference. You can reply to other users’ comments by clicking the

“reply” button.

Below the title of a news item, you can see several pieces of information which might be relevant for

you. In the case below, the news item is about a communication tool, a video.

You can see the posting date (15/7/2015), the type of the communication tool (“Video”), the users the

news is relevant for (“EDIC” users), the language of the communication tool (“English”), and the

theme(s) it is about (“Agriculture and Rural Development”).

If keywords, so-called tags, were added to the news item, you will also see them below the title, e.g.

. You can click on themes or tags in order to be redirected to a page

displaying all the items with the respective themes or tags.

On the top of the page, you can also see a “bookmarks” function with this icon . You can click on

this icon in order to add the item to your list of bookmarked items (see section 3.4).

2.2. Help and “Administration” buttons

The help button on the right-hand side redirects you to the Help section (see point 10),

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whereas the administration button provides shortcuts to different administrative

functions. You can also find the log-off button in this section.

2.3. Survey/Poll

You can see current surveys on the right of the homepage (see point 5 for more information):

Clicking on the survey question will redirect you to the respective survey.

Poll questions, on the other hand, can be answered within the homepage, and the result is

directly displayed:

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2.4. Key dates

“Key Dates” informs you about dates, deadlines and meetings you should be aware of. Click on “View

Calendar” or “more” to be redirected to a calendar view where you can search for specific days:

2.5. Tweets by EDN members

Tweets by EDN members is a Twitter feed of the Twitter accounts of Europe Direct Information Centres

and European Documentation Centres:

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3. My profile

3.1. Overview page

The overview pages shows you basic information about yourself and, if you are an EDIC or EDC

member, your organisation.

You can edit all the information displayed by clicking on the pencil icon next to your name or the Edit button

in the toolbar. Remember to upload a photo so other users can see you!

At the bottom of your profile page, you can see the groups you are part of (see point 8 for more information

on groups):

Content you have 'liked ' with the thumbs up icon is displayed here:

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3.2. Notifications

“Notifications” shows your mail inbox, sent messages and all messages (received and sent):

You can send messages by clicking on “Write new message”, which opens a new window. You may fill

in either a recipient’s email directly or use the name of a user role to message all users with this role:

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The tool offers you the possibility to switch between two different ways of writing text, plain text editor

(without any formatting) and an “enhanced” editor, the so-called “rich text editor” which is activated by

default. You can learn more about how to use the rich text editor in point 13.

3.3. Watching

“Watching” allows you to modify the number of tags and themes that are important to you and you

therefore decided to “watch”.

3.4. Bookmarks

Within “Bookmarks”, you can find all items you wanted to remember and therefore bookmarked (the

bookmarking icon can be found next to the respective item.)

You can simply un-bookmark items by clicking the bookmark icon again.

3.5. Contacts

“Contacts” presents the list of your contacts, their names, countries, positions and e-mail addresses.

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You can use the search field to search for new contacts, and click in order to

remove a specific person from your contacts.

4. Meetings

“Meetings” shows Meetings by Headquarters and Meetings by Representations. You can also search

for specific meetings on this page. Further information, e.g. for whom the meeting is relevant, the type

of meeting and the meeting date can be found below the meeting title.

The page of a meeting, on the other hand, provides a detailed description and the venue, as well

as additional information where available:

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5. Surveys

A) Overview page

On the “Surveys” page you can see all the surveys and polls, both open or already closed. You can

search for past surveys or polls by network member type (EDIC, EDC, Team Europe, Network

correspondents).

B) Survey

Within the survey itself, you can again see if it is open or closed and the groups it is relevant for.

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If the survey is available in other languages, you can change the language by clicking the

language symbol on the top right .

6. Library

The library contains five different sections: Guidelines, Newsletters, Network Reports, Info Links

and the newly introduced section “EDICs share”:

6.1. Guidelines

“Guidelines” presents Guidelines for EDICs, EDCs and Team Europe members. On the Guideline

page, you can filter them down by which type of network member they are relevant for:

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6.2. Newsletters

“Newsletters” presents Issues of the ED Newsletter "Yours Directly" with interesting information

about the ED network. You can filter the newsletters by the groups they are relevant for and by

language.

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6.3. Network reports

“Network reports” presents Annual Activity Reports of EDICs, EDCs and Team Europe and

Best Practice Catalogues from Pan European Working Groups (PEWGs).

6.4. Info links

Info links gathers a selection of useful links from the Europa website.

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6.5. EDICs share

EDICs share presents a compilation of selected items submitted by EDICs from their monthly reporting,

which are considered to be of interest to network members. You can filter the list by the type of items

and the themes they apply to:

7. Members

7.1. Organisations Directory

The Organisations Directory shows all the EDICs and EDCs. You can search by Network type, Country, Host

Organisation and with a free text field.

7.2. Members Map

The Members Map shows you EDICs, EDCs and Team Europe users on a map. You can search by Network

type, Country and with a free text field.

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7.3. Users

On the subtab “Users”, you can search for specific users and add them to your contacts. The different

user types are EDIC and EDC Managers or Members, Team Europe, Commission Users and EDN

administrators.

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8. Groups

8.1. Groups feature

A) Overview page

On the landing page of the group section, you can see all groups and also your own groups, if you have

created groups already (see point 8.2 for information on how to create a group). You are also able to

search for groups. If you are the manager of a group shown on the landing page, this will be indicated in

the right column: “You are the group manager”. Below the group name, the user group it is relevant for

is displayed (e.g. EDIC, EDC).

B) Page of a group

On the page of a group, you can see general information about this specific group, e.g. its creator,

the creation date or keywords it was tagged with. You an also see discussions within the group and

the group members:

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C) Page of a group discussion

On the page of a specific group discussion, you can see the discussion, read the answers, add

a comment by using the yellow “Add new comment” box and also reply to existing comments:

8.2. Creating a group

Creating a new group is possible when clicking on button on the groups page.

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You must give the group a title. Within “Body”, you can write a description on what the group is about.

(Find more information about how to use the editor within “Body” in point 13.)

The system will automatically display a shortened version of the text you inserted in the group

overview page, which you can amend by clicking on “Edit Summary” next to “Body”.

In “Relevant for” you can choose which other users your group is relevant for.

You have the option to be notified when a new group discussion is posted within your

group, and you can set the group visibility to public or private.

You can either first preview your group or save (and therefore publish) it directly.

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You can always add members to the group and manage existing members. These options are

available by clicking on “Group” within the group’s page:

8.3. Creating a group discussion

Creating a new group discussion is possible when clicking on the “Create new group discussion”

button on the page of a group:

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You are obliged to give the group discussion a title – in order to give more details, you can use the

“Body” field (find more information about the editor in point 13). You can upload images and

documents to your group discussion. If your group discussion is about a specific blog post or a meeting

published on the ED intranet, you can link to these items by using the “Link to…” function:

You can determine the visibility of your group discussion – either according to the default status

of the respective group, which may be public (visible to everyone) or private (visible only to

members), or by choosing a different status. As an example, if you set the visibility of your group

discussion on “private”, even though the group itself is a public group, this means that the

discussion is only shown to group members.

You have the option to either publish the group discussion directly or preview it first:

9. Social Media

On the social media page, you can see EDICs’ and EDCs’ Social media accounts. Clicking on

“Follow” redirects you to the respective accounts. You are also able to search by country or type in

the name of an organisation.

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10. Help Section

You can access the Help Section by clicking the “Help” button next to the

Administration button on the right-hand side.

10.1. Overview page

It is recommended to first read the user guides before submitting a question. They are accessible

via the button “Guide to use the ED intranet”:

Questions which have been asked by others and which the support team has found to be relevant

for everyone can also be found in this section. You can open out the description of these questions

by clicking the button. You can “like” the answer if you have found it helpful by hitting “thumbs

up”:

10.2. Submitting a question

Within the help section, click on “Submit a question” to access the

respective page. You have to fill in your e-mail address (normally, it is already pre-filled with

the one provided in your user profile) and your question. Then click on “Submit” and a

member of the Support team will get back to you as soon as possible.

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11. Search function

There is a text search option that allows cross-site searching for a specific phrase. This feature

is always found on the top right of the website above the sidebar:

Type a phrase in the text box and click on the magnifying glass or press enter:

12. Managing your organisation – for EDICS and EDCs only

You can manage your organisation by clicking the “Edit” button when on your organisation’s

page. This redirects you to a page with all the details of your EDIC/EDC for you to edit:

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You can link a new user to your organisation by clicking the button below the members list:

However please note that this user must already have an intranet account created by an administrator. To

add new members of staff, contact the Support team via the Help button.

13. Plain/Rich text editor

The Rich text editor in the “Body” field of different content types offers the most important

functionalities you would also find in a standard text editor like Microsoft Word, e.g. italicizing text,

linking words or inserting bulleted lists. If you are unsure about the meaning of a specific icon, you can

make an explanatory pop-up appear by hovering over it. Note that the different functions are only

available as long as you view the editor with the “Filtered HTML” text format:

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Switching to “Plain text” will only give you some basic formatting options.

Specific functions:

The editor offers three different possibilities to copy-paste text into the editor from

another document, as shown with these icons:

- Paste: The use of this possibility is not recommended, as it keeps the formatting of

the source text.

- Paste as plain text: This is a handy function if you want to paste the text only,

without any formatting.

- Paste from Word: If you use this function, it merges the formatting of a text pasted

from word with the output formatting

Inserting an anchor link . These are links within a page and are useful for longer texts.

Anchors provide the possibility to “jump” to specific sections on the same page, instead of

having to scroll down.

A) Create an anchor where you want the link to go to

- Within the text editor, position the cursor where you want to place an anchor (i.e.

where you want the link to go to).

- Click the anchor button

- Enter an easy to remember anchor name that describes the section of the page

- Press OK

B) Create a link going to the anchor

- This is considerably simpler if you save the page first, so after you have inserted

anchors, save the page

- Select the text that you want to turn into a link.

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- Click the insert / edit link button (pictured above).

- In the “Link Type” box click the drop-down list and choose “Link to anchor in the text”

- Another drop-down list will then appear saying “Select an anchor by anchor name”. Click this

and then choose the anchor you want to link to.

- Press OK.

- Remember to save the page again.

For Commission users only

You can access the menu for creating a Deadline & Key Date (point 13) or a Meeting by

Representation (point 14) via the “Administration” block on the right-hand side (click on “Add

content”).

14. Creating a “Deadline and Key Date”

You can publish a “Deadline and Key Date” in order to remind EDICs in your country about deadlines

or key dates they should be aware of. The respective items will show up within the calendar at the

bottom-right. Clicking on “Deadline and Key Date” redirects you to the specific page:

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You are obliged to provide at least the title, a start date and an end date.

You have the possibility to save your item directly or preview it before:

15. Creating a Meeting by Representation

In order to create a meeting organised by your representation, you need to provide at least

- The title

- A start and end date

- The country and city where it takes place

- A description (body)

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Furthermore, you need to select for whom your event is relevant (EDIC, EDC, Team

Europe, Network Correspondents). As meeting type, please select “Meeting by

Representation”.

You have the possibility to upload pictures or documents and also add already uploaded videos or

images.

16. Editing the notifications for reporting tool actions

Within your profile (by clicking on “Edit”), you can edit the settings by which you want to receive

notifications when EDICs in your country perform a specific action within the reporting tool. You can

find the settings within “Notifications Management”:

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