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Tutorial for CTA site

 Content (click on link to move to item)

Portal Hierarchy : understand the CTA portal hierarchy.

Page Structure :
illustrated guidelines to understand a typical page structure.

Navigation : different ways to navigate through the whole CTA site

Permission Levels : your freedom in the site depends on your permissions

Ribbon : a means of controlling what you want to do

Download a Document : how to get a copy on your local computer

Upload a Document : how to upload documents from your local computer

Set your Alerts : how to be informed when something in the site has been changed

Edit Items in a List : editing lists such as CTA Members List

Create a new sub-site : create sub-site below current one

Modify Quick Launch Navigation Bar : change navigation buttons on left of page




Portal Hierarchy
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  • Sites contain pages, lists, libraries and sub-site.
  • CTA is the root site. In CTA site, there is 2 (web)pages, the Home page, and the Working Package page.
  • Each site has its Home page.




Page Structure
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Navigation
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Since it's a website in a browser, you can as usual use the Back, Forward, Reload and Recent Pages browser's buttons.
Additional navigation features are provided :
  • Top link bar navigation : access directly or quickly the main CTA portal's sites (Global navigation)
    TopLinkBar.png




  • Navigate Up : provides the means to navigate up in the site hierarchy, possibly to a parent site
    NavigateUp.png



  • Quick launch navigation
    QuickLaunch.png




  • Breadcrumb navigation
    Breadcrumb.png




Permission Levels
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  • Viewer : Can view pages, list items, and documents.
  • Visitor : Can view pages and list items and download documents.
  • Member : Can view, add, update, and delete list items and documents.
  • Designer : Can view, add, update, delete, approve, and customize. Also allows to manage alerts for all users.
  • Owner : Has full control.
And you can have specific permissions locally, as on some items in a list (but not on all), on some site's lists but not on the whole site :
  • Limited access : Can view specific lists, document libraries, list items, folders, or documents when given permissions.
Your permissions not only affect what you can do but also what you can see !
AspectWithDifferentPermissions.png




Ribbon
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At its top is the tab bar where you can select the major tasks you want to perform.
Below the tab bar is the ribbon body, which changes depending on the tab that has been selected.
  • Example in a page context
RibbonChanges.png

  • Example in a library (or list) context
SiteActionWithDifferentPermissions_List.png






Download a Document
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DownloadACopy.png
In this way the server document and your local copy are completely independent.

If you want to download a document to modify it and then upload it back please read the Familiar and/or Advanced part of this tutorial and also Document edition



Upload a Document
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  1. Enter in your site library
  2. Click on Add document link
    EnterLibrary.png


  3. Browse to fill in the upload form
    UploadDoc.png

  4. Fill in the desired properties
    If your library was created from the CTA_Documents template you will be proposed to choose between External Document (default) and CTA_Document content type.
    • External Document is dedicated to your private (subgroup, sub-site) use.
    • CTA Document has to be used to send documents to Records Center. It asks for additional document properties, as REF, PBS acronym and Document type.

    So, start with External and once you want to send your document to the Records Center switch (with Edit Properties) to CTA document and fill in the additional fields.
    External_PropertiesForm.png

    CTA_PropertiesForm.png

     


  5. Press Save




Set your Alerts
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You can associate an alert with almost everything in SharePoint :
  • alert on a page, to inform you when someone modifies it
  • alert on a list, to inform you when someone adds new entries
  • alert on a list item, to inform when someone modifies this specific item
  • alert on a calendar, to inform you when someone, changes or adds a meeting ...
  • alert on a predefined search, to inform you when something linked to your search is added in the whole portal
  • ...
The procedure to set an Alert on something is always the same :
  • go on the page or the list/library/calendar you are interested in, or select the item you are interested in, or do you search by entering some keywords
  • Click in the Ribbon on Alert Me
AlertMe_Ribbon.png

  • configure this alert : title, what kind of changes have to be considered, when to send alert ...
AlertMe_Form.png
  • and you can control all your alerts by clicking everywhere on Alert Me and choose Manage my Alerts.


Edit Item in List
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To edit and item in a list first open the list.

  • Click on the Edit icon beside the name and edit the item.

sp.png

  • Modify or complete field as desired. (Note some fields might be drop-down lists).
  • Save your changes

sp3.png

  • If you want to delete an item, pass the cursor over the name and click on the box that appears beside the edit icon (the line will turn yellow)
  • Click on "delete item" in the ribbon.


  • Click on "new item" if you want to add a new member.

sp4.png




Create new Sub-site
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To create a new sub-site (NB. only possible with Designer Privilege):

  • from desired parent site, pull down list of Site Actions 
  • click on New Site
Setup site1.png

  • select desired Site Template
  • complete name of site and last part of URL
  • click Create

setupsite2.png

 


Modify Quick Launch Navigation Bar
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To edit and item in a list first open the list:

  • Pull down Site Actions menu
  • Select Site Settings
  • On page which opens select Navigation

NavigationBar1.png

  • Use box indicated below to add or modify items
  • in pop up box type title and either type, paste or browse for URL
  • using Browse other pop-up boxes appear clear for desired link and then click OK
  • close final box with OK


NavigationBar2.png


  • End with click OK (Do not exist without doing this or all is lost !)
NavigationBar3.png