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Discussion Groups on Sharepoint – some lessons learnt

Discussion Groups on Sharepoint – some lessons learnt. Janet White e-Communications Team Metropolitan Police Service, New Scotland Yard janet.white@met.police.uk. Summary. Aim of the Project Skills and Resources Problems encountered Some solutions Lessons learnt Next Steps.

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Discussion Groups on Sharepoint – some lessons learnt

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  1. Discussion Groups on Sharepoint – some lessons learnt Janet White e-Communications Team Metropolitan Police Service, New Scotland Yard janet.white@met.police.uk

  2. Summary • Aim of the Project • Skills and Resources • Problems encountered • Some solutions • Lessons learnt • Next Steps

  3. Project Aim To move MPS Special Interest discussion groups (SIGs) to Sharepoint: SIG messages posted in Outlook Public folders, viewed via the Intranet browser

  4. Sharepoint • To improve management of electronic information • Operating alongside MPS Intranet • ‘Discussion Boards’ for SIGs (Special Interest Groups)

  5. Skills and Resources • Sharepoint Team – Technical support/advice • e-Communications (Intranet) Team – SIG Site Collection rights • Training • Financial constraints

  6. Basic creation of Discussion Board • Site Actions > Create > Discussion Board • Option to add to ‘Quick Launch’ (navigation menu)

  7. Issues • Management control (SIG ‘Owners’) • Default Discussion Board – ‘Open’ to all • ‘Closed’ and Moderated SIGs • Discussion board information • Default welcome message • User feedback

  8. Solutions • Permission levels • Permission Groups • Versioning control for ‘Moderated’ SIGs • ‘Web part’ on Discussion Board

  9. Permission Group: e.g. CARERS SIG MANAGER GROUP members = SIG Manager and Deputies Permission Level: SIG Mngr – rights = add, delete, approve, manage permissions

  10. Permission Group: CLOSED SIG NAME SIG MEMBERS GROUP members = users being given access Group Owner = NAME SIG Manager Group Permission Level: rights = contribute

  11. SIG Member Permissions • People and Groups > New Group e.g. ‘Name SIG Members’ • SIG Members Group Owner - ‘Name SIG Managers’ • ‘Contribute’ rights – View, add, update and delete

  12. Applying Permissions • Create Permissions Groups • Create Discussion Board • Default – all permissions inherited • ‘Disinherit’ other Permission Groups • Discussion Board settings > Permissions for this Discussion Board

  13. Select all; de-select those that apply • Remove permissions • Relevant SIG Manager and SIG Member Groups remain

  14. Moderated SIG • Versioning Settings option • SIG Mngr Permissions include ‘approve items’ • Message ‘pending’ until approved • Option for Approver comments

  15. ‘Web part’ • Static information - edited separately • Include links to Intranet site and e-mail • Accessed from ‘Site Actions’ menu • ‘Content Editor’ web part • Rich Text Editor (Word formatting)

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