CDISC User Group Portals
User Manual
CDISC User Group Portals User Manual
Page 1 of 57Version 1.0
CDISC User Group Portals
User Manual
ContentS
1Introduction
2Portal site structure
2.1Structural elements of a portal site
2.1.1Tabs
2.1.2Navigation bar
2.1.3Breadcrumb navigation
2.1.4Content area
3Portal site access with reader and contributor rights
3.1Public access (read rights)
3.1.1Reading content
3.1.2Downloading documents
3.1.3Participating in discussions
3.2Access with contributor user rights
3.2.1Signing in
3.2.2Signing out
3.2.3Changing the password
3.2.4Forgotten password
3.2.5Entering the wrong password
3.2.6Updating My Settings
3.3Uploading and modifying content
3.3.1Uploading and modifying documents
3.3.1.1Working with document libraries
3.3.1.2Uploading documents
3.3.1.3Modifying documents
3.3.2Adding and modifying calendar items
3.3.2.1Adding new calendar items
3.3.2.2Modifying existing calendar items
3.3.2.3Deleting calendar items
3.3.3Exporting calendar items
3.3.4Adding and modifying contacts
3.3.4.1Adding new contacts
3.3.4.2Modifying existing contacts
3.3.4.3Deleting contacts
3.3.5Exporting contacts
3.3.6Adding and modifying tasks
3.3.6.1Adding new tasks
3.3.6.2Modifying existing tasks
3.3.6.3Deleting tasks
3.4Alerts
3.4.1Setting alerts to document libraries and lists
3.4.2Setting alerts to single items
3.4.3Viewing or modifying existing alerts
3.4.4Deleting alerts
4Portal site access with administrator rights
4.1User management
4.1.1Setting up new user accounts
4.1.1.1Error message when setting up an account for an already existing user
4.1.2Creating a SharePoint group
4.1.3Accessing an existing SharePoint group
4.1.4Adding users to a SharePoint group
4.1.4.1Adding a new user by direct entry of the user name
4.1.4.2Adding a new user from internal CDISC User Group Portal’s address book
4.1.4.3Giving permissions and sending e-mail notifications to new users
4.1.5Retrieving a user’s password
4.1.6Unlocking a user
4.1.7Removing a user from a SharePoint group
4.1.8Permanently removing a user from the Global CDISC User Networks Portal
4.1.9Modifying SharePoint group settings
4.1.10Deleting a SharePoint group
4.2Portal site management
4.2.1Modifying existing portal sites
4.2.1.1Creating new libraries, lists, or web pages
4.2.1.2Customizing web pages by adding, removing and modifying Web Parts
4.2.1.3Customizing Web Parts
4.2.1.4Customizing existing libraries and lists
4.2.2Creating portal sub-sites
4.2.3Modifying the listing of a portal sub-site in the navigation bar
4.2.4Deleting portal sub-sites
1Introduction
In 2008, CDISC has established its own Portal structure for CDISC Teams and Projects and the CDISC Global User Network (CGUN). The portals can be accessed through under the link “CDISC Portals”.
While the CDISC Portals for the CDISC Global User Network are publicly accessible (read rights), the access to other portals is restricted to CDISC team and project members. Without any CDISC team or project membership, the user will see the following CDISC Home Portal:
All regional Global User Network Portals can be accessed through the link “Global User Networks”.
The current User Manual will focus on the CDISC Global User Network Portal structure and will explain the general portal functionality of a typical regional User Group Portal, by taking the German CDISC User Group Portal as example.
2Portal site structure
RegionalCDISC User Group Portals are sub-sites of the CDISC Home Portal and are grouped by main geographic areas (Asia, Europe, North America). Thereby, every portal site has a similar structure:
2.1Structural elements of a portal site
2.1.1Tabs
Being a general structural element of every User Group Portal, two tabs (1) in the upper left allow navigating back to the Home Portal or the Global User Networks Portal Site, respectively.
2.1.2Navigation bar
The navigation bar (2) allows navigating through the different content types of a portal site (Discussions, Documents, Lists, Sites and Surveys). The available discussions, document libraries and lists are pre-defined for every Portal Site. Below “Sites”, the next lower level of sub-sites of the current portal site is displayed (for the Global User Networks Portal Site: Asia, Europe, and North America).
As an example, the German CDISC User Group Portal Site can be accessed by navigating through Home Portal → Global User Networks → Europe → German Language.
2.1.3Breadcrumb navigation
The breadcrumb navigation (3) above the content area allows for a easy navigation across portal site contents or to quickly navigate back to parent portal sites. Thereby, the length of a particular breadcrumb navigation element depends on where the corresponding portal site inthe portal is located. Within the breadcrumb navigation element, a click on a specific topic directs the user to thisselected portal site.
Two examples of breadcrumb navigation elementswithin the CDISC Global User Network Portal:
- Global User Network Portal Site:
- Calendar within German CDISC User Group Portal Site:
2.1.4Content area
The content area consists of a larger left(4) and a smaller right content area (5), where different content types can be displayed by specific page elements, so called Web Parts. In every regional CDISC user group portal site, the following Web Parts have already been added to the content area:
Left content area:
- Announcements
- Calendar
Right content area:
- Site image (with CDISC logo)
- Links
New Web Parts can be added by users with specific user roles (administrators). Even if not accessible within the content area, all other content types, such as discussions, document libraries, surveys and the contact list are accessible for users through the navigation bar.
3Portal site access with reader and contributor rights
3.1Public access (read rights)
The CDISC User Network Portal is publicly accessible, which means that the public has unlimited access/read rights to all content of every global or regional portal site therein. Everybody can read and download stored information, irrespective of its content type and participate in discussions.
3.1.1Reading content
To read the content of a specific file, it has to be selected and opened by a left mouse click. It is then available in a read-only format.
3.1.2Downloading documents
In order to download a document, it either has to be opened and then be locally saved through the “Save As…” command. Or it has to be selected by a right mouse click and then be locally saved through the “Save Target As…” command.
3.1.3Participating in discussions
As a special case, all created discussion topics within the Team Discussion of a portal site are publicly accessible not only for reading discussion threads, but also for replying to discussions. To reply to a discussion, the discussion of interest has to be selected and opened.
To reply to the discussion topic the hyperlink “Reply” has to be clicked.
As a result, a response can be provided and the process is completed by clicking on “OK”.
3.2Access with contributor user rights
People with contributor user rights for a specific portal site have much more possibilities. Besides the functionality described above, they are able to
- export calendar items and contacts to Outlook or other local calendar applications and address books
- upload and modify any content types
- set and configure alerts to document libraries, lists, or any single items thereof
In order to have access to this extended functionality, they have to be provided with a user name and password, granted contributor user rights and sign in to the user portal first.
It is up to the regional CDISC User Groups, whether they want to provide contributor rights to their User Group Members, either to a specific sub-set or to all members. Upon request through the CDISC Communication Committee of the Global CDISC User Network, the regional CDISC User Group Coordinatorsare provided with portal siteadministrator rights for their regional CDISC User Group Portals. As such, they are able to provide members with contributor rights on their own.
3.2.1Signing in
Users with contributor rights have been provided with a user name and password by their regional CDISC User Group Coordinator. In order to sign in, the “Sign In” hyperlink located in the upper right corner of the portal site has to be clicked.
The login screen appears where the user name and password can be entered and confirmed by clicking on “Log in” to complete the sign in process.
After the login, the “Sign in” hyperlink in the upper right corner of the portal site is replaced by a “Welcome <User Name> hyperlink (here: “Welcome drehn”).
The user name is a combination of the first letter of the first name and the last name of a user.
3.2.2Signing out
In order to sign out, the “Welcome <User name>” hyperlink (here: “Welcome drehn”) located in the upper right corner of the portal site has to be clicked. Amenu appears where the hyperlink “Sign Out” has to be selected to complete the sign out process.
After signing out, the “Welcome <User Name> hyperlink (here: “Welcome drehn”) in the upper right corner of the portal site is replaced by the “Sign in” hyperlink again.
3.2.3Changing the password
Thepasswordcan bechangedbefore signing in to a particular portal site. By clicking on the “Sign In” hyperlink located in the upper right corner of the portal site a login screen appears, where the hyperlink “Change Your Password” has to be clicked instead of following the normal login process.
In the Change Your Password screen, the user name and old password have to be entered and a new password has to be provided and entered a second time for confirmation purposes. The following rules apply for new passwords:
- Not less than 7 characters
- Non-alphanumeric characters are required. Example: the underscore_ or the dash - is a must in the password
- Password is case-sensitive
To complete the password change process, the hyperlink “Change Password” has to be clicked.
As a result, the password has been changed and the user has been re-directed to the Home Portal Site.
3.2.4Forgotten password
In case of a forgotten password, the user should contact the Coordinator of the regional CDISC User Group and request a password retrieval (see 4.1.5). As a result, an automated e-mail will be sent to the user with a new password, which should be changed during the first login process (see 3.2.3).
3.2.5Entering the wrong password
If a wrong password is used by a user for five times, then the user’s account will be locked. In this case, the user should contact the Coordinator of the corresponding regional CDISC User Group and request to be unlocked again. As regional CDISC User Group PortalSite Administrator, the Coordinator of the regional CDISC User Groupis able to unlock the user account(see 4.1.6) and subsequently, to retrieve the password (see 4.1.5). As a result, an automated e-mail will be sent to the user with a new password, which should be changed during the first login process.
3.2.6Updating My Settings
In order to update entries in the My Settings area, a user has to be signed in and to click the “Welcome <User name>” hyperlink (here: “Welcome drehn”) located in the upper right corner of the portal site. A menu appears where the hyperlink “My Settings” has to be selected.
The My Settings screen appears and the entries can be edited (e.g. entering a new e-mail address) by clicking on “Edit Item”.
A new edit screen appears where entries can be added or modified.
The editing process is completed by clicking on “OK” at the bottom of the edit screen (not shown above). As a result, the user is re-directed to the regional CDISC User Group Portal Site.
3.3Uploading and modifying content
With contributor rights, users can upload, add, modify or delete their own contributed content as well as the content contributed by other users within a specific portal site.
3.3.1Uploading and modifying documents
3.3.1.1Working with document libraries
Any types of documents can be uploaded to a particular document library within a portal site. A document can be uploaded directly into the document library or into a specific folder located within the document library. For the latter case, a folder has to be opened first, as it is not possible to move or copy-paste the document into a specific folder afterwards.
To create a new folder within a document library, the hyperlink “New” has to be clicked and the menu item “New” folder has to be selected from the drop-down menu.
A new screen appears where a name for the new folder can be provided. The process is completed by clicking on “OK”.
Folders can be deleted by choosing the drop-down menu of the folder in question and by clicking on “Delete”.
A new window appears and the process is completed by confirming the deletion by clicking on “OK”. Please note that both the folder and all its content will be deleted.
3.3.1.2Uploading documents
Within a particular document library, a new document can be uploaded by clicking on “Upload” or by choosing the menu item “Upload Document” from the corresponding drop-down menu.
A new screen appears where the document intended to upload can be selected from the local computer by clicking on “Browse…”. A new window appears where the document can be selected. This is confirmed by clicking on “Open”.
As a result, the path of the document is displayed in the upload screen. The document upload process is completed by clicking on “OK”.
3.3.1.3Modifying documents
Documents stored within a document library can be modified by different means:
- The document name can be changed by choosing the drop-down menu of the document in question and by clicking on “Edit Properties”.
As a result, a new screen appears where the document name and short title of the document can be changed. The change process is completed by clicking on “OK”. - In order to modify the contents of a document, it has first to be downloaded (see topic 3.1.2). After performing the necessary changes, it has to be uploaded (see topic 3.3.1.2) into the same document library or into the same folder within a document library again. In order to overwrite the old document with the modified document, it has to be ensured that a) the document name was not changed during modification and b) the tick box “Overwrite existing files” within the document upload screen is ticked.
- A document can be deleted from a particular document library or from a particular folder within a document library by choosing the drop-down menu of the document in question and by clicking on “Delete”.
3.3.2Adding and modifying calendar items
3.3.2.1Adding new calendar items
A new calendar item can be added into the Calendar (list) of a portal site by clicking on “New” or by choosing the menu item “New Item” from the corresponding drop-down menu.
A new screen appears where all details of a new calendar item are entered. If the new calendar item is an all-day event, the corresponding tick box has to be ticked. As a result, for the definition of the meeting start and end it is only possible to enter meeting dates, but not meeting times anymore. Meeting recurrences are set by clicking the tick box “Make this a repeating event”. As a result, meeting recurrence patterns (e.g. monthly) and date ranges can be defined. The entry of a new calendar item is completed by clicking on “OK”.
3.3.2.2Modifying existing calendar items
An existing calendar item can be modified by choosing the drop-down menu of the calendar item in question and by clicking on “Edit Item”.
The edit screen appears where all necessary modifications can be performed. The modification of an existing calendar item is completed by clicking on “OK”.
3.3.2.3Deleting calendar items
A calendar item can be deleted by choosing the drop-down menu of the calendar item in question and by clicking on “Delete Item”.
A new window appears, where the deletion has to be confirmed by clicking on “OK”.
3.3.3Exporting calendar items
In order to export a specific calendar item, it has to be selected and opened by a left mouse click. It can then be exported by clicking on the hyperlink “Export Event”.
The calendar item of interest is then downloaded as iCalendar file, which can be opened or saved in Outlook or in any other local calendar application.
3.3.4Adding and modifying contacts
3.3.4.1Adding new contacts
A new contact can be added into the Contact List of a portal site by clicking on “New” or by choosing the menu item “New Item” from the corresponding drop-down menu.
A new screen appears where all necessary contact details can be entered. The entry of a new contact is completed by clicking on “OK”.
3.3.4.2Modifying existing contacts
An existing contact can be modified by choosing the drop-down menu of the contact of interest and by clicking on “Edit Item”.
The edit screen appears where all necessary modifications can be performed. The modification of an existing contact is completed by clicking on “OK”.
3.3.4.3Deleting contacts
A contact can be deleted by choosing the drop-down menu of the contact in question and by clicking on “Delete Item”.
A new window appears, where the deletion has to be confirmed by clicking on “OK”.
3.3.5Exporting contacts
In order to export a specific contact, it has to be selected and opened by a left mouse click. It can then be exported by clicking on the hyperlink “Export Event”.
The contact of interest is then downloaded as vCard file, which can be opened or saved in Outlook or in any other local address book application.
3.3.6Adding and modifying tasks
3.3.6.1Adding new tasks
A new task can be added into the Tasks list of a portal site by clicking on “New” or by choosing the menu item “New Item” from the corresponding drop-down menu.
A new screen appears where all necessary task details can be entered. A task can also be assigned to a specific Portal User. To identify a Portal User’s user name, the Portal User can be searched by his or her first or last name by clicking on the Browse icon.