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JERRY GILES

Unclassified Information Sharing Service. MNIS. UISS-APAN Site Collection Administrator Training. JERRY GILES. PAUL HILTON . Where are we going?. UISS-APAN Site Collection Admin. Agenda. Requirements for a Site Collection Admin What’s a Site Collection? What’s a Site Collection Admin?

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JERRY GILES

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  1. Unclassified Information Sharing Service MNIS UISS-APAN Site Collection Administrator Training JERRY GILES PAUL HILTON

  2. Where are we going?

  3. UISS-APAN Site Collection Admin Agenda Requirements for a Site Collection Admin What’s a Site Collection? What’s a Site Collection Admin? Permission Groups Building a Site Site Settings Site Features Exercise Site Collection Features Recap

  4. UISS-APAN Site Collection Admin – Requirements • 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

  5. Site Collection Structure

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

  7. 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

  8. 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 SharePoint admin • Must be careful with power

  9. 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

  10. 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 • Cannot use SharePoint Designer • Must notify the APAN APS KM Lead when you are no longer in the position

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

  12. Site Collection Permissions User and Group Permissions

  13. 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

  14. 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

  15. Additional Site Collection User Groups • Approvers • Designers • Hierarchy Managers • Restricted Readers • Site Collection Managers • Style Resource Readers • svc_spinstaller • System Account • Viewers • NT AUTHORITY\Authenticated Users = Logged in users

  16. PFA Site Collection Permission Groups

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

  18. Permissions Inheritance - Example /scape XYZ breaks inheritance ABC site inherits permissions • SCAPE Owners • SCAPE Members • SCAPE Visitors • XYZ Owners • XYZ Members • XYZ Visitors ABC XYZ • Approvers • Designers • Hierarchy Managers • Restricted Readers • Site Collection Managers • Style Resource Readers • svc_spinstaller • System Account • Viewers XYZ1 inherits XYZ1 XYZ2 XYZ2 breaks inheritance • XYZ2 Owners • XYZ2 Members • XYZ2 Visitors

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

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

  21. 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?

  22. 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

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

  24. 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

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

  26. 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

  27. Anonymous Access Click on Site Actions  Site Permissions Click on Anonymous Access Select the access level

  28. 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

  29. Default UISS-APAN Site

  30. Site Settings

  31. 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

  32. Regional settings

  33. Regional Settings

  34. Search and Offline Access

  35. Search and Offline Access Search setting for site Search setting within web parts Setting for using with SharePoint Workspace (Office Pro 2010)

  36. Site Collection Admin

  37. Site Features

  38. Site Features – Page 1 of 2 Click on Site Actions  Site Settings  Manage site features

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

  40. Site Administration - Exercise It’s your turn to drive… • 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

  41. Recap • A site collection contains many sites and sub sites • Organization is important • SharePoint 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

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

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

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

  45. Site Administration - Templates • Save sites as templates for consistency • Save custom lists to avoid rebuilding Create templates to save time!

  46. 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!

  47. Site Administration Controls

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

  49. Site Settings –> Top Level Settings

  50. Site Collection Admin Controls

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