NOAA SharePoint Training

AGENDA

•

HISTORY

•

WHAT IS SHAREPOINT?

WHAT

 

IS

 

SHAREPOINT?

•

SIGNING

 

INTO

 

THE

 

SYSTEM

•

NAVIGATION

•

HOME

 

TAB

•

LIBRARIES

 

TAB

•

SEARCH

•

ADVANCED

 

SEARCH

SEARCH RESULTS

•

SEARCH

 

RESULTS

•

VIEWING

 

A

 

DOCUMENT

•

EDITING

EDITING

•

SIGNING

 

OUT

•

QUESTIONS??

HISTORY

After years of successfully using WSSRD, NCDC  determined that the future required a Commercially‐ available‐Off‐The‐Shelf (COTS) product as a  l h d replacement.  In response to this need, IMC  conducted an alternatives assessment, comparing  solutions available in the marketplace.  NOAA and  IMC personnel contributed to the substantial 

requirements matrix that was used to grade various requirements matrix that was used to grade various  solutions.  Microsoft SharePoint emerged as the best  option because it met all of the requirements at the  best price point. SharePoint is a widely used document management  and collaboration suite that allowed IMC to craft a  solution that met the government's needs 

with SharePoint's Applications Programming Interface with SharePoint s Applications Programming Interface  (API). The user interface that was designed and 

developed is quite similar to what the user  community was trained to use with WSSRD,  promising a shorter learning curve and easier promising a shorter learning curve and easier 

acceptance.  This Fall, with the completion of the 

SharePoint Migration, NCDC will have transitioned its  entire collection of environmental and climate 

research data to this new system. NCDC is also now y positioned to implement electronic records 

WHAT IS SHAREPOINT?

•

Microsoft

 

Office

 

SharePoint

 

Server

 

2007

 

(MOSS

 

2007)

 

is

 

an

 

intranet

 

portal

 

used

 

to

 

help organizations aggregate, organize and

help

 

organizations

 

aggregate,

 

organize

 

and

 

present

 

information

 

to

 

portal

 

users.

 

•

MOSS

 

2007

 

provides

p

 

powerful

p

 

document

 

management,

 

centralized

 

document

 

repositories,

 

and

 

comprehensive

 

enterprise

 

search.

  

These

 

dynamic

 

features

 

allow

 

organizations to accelerate shared business

organizations

 

to

 

accelerate

 

shared

 

business

 

processes

 

and

 

facilitate

 

information

‐

sharing.

•

SharePoint

 

supports

pp

 

all

 

intranet,

 

extranet

 

and

 

Web

 

applications

 

across

 

an

 

enterprise

 

within

 

one

 

integrated

 

platform,

 

instead

 

of

 

relying

 

on

 

separate

 

fragmented

 

systems.

•

SharePoint

 

can

 

also

 

provide

 

IT

 

professionals

 

and

 

developers

 

with

 

the

 

platform

 

and

 

tools

 

they

y

 

need

 

for

 

server

 

administration,

 

SIGNING IN

Instructions

• Sign on using your domain, userid and password • Remember:  after three tries, a password recovery 

screen will prompt you to reset your password.  You 

must have set up that recovery feature to use the reset must have set up that recovery feature to use the reset 

function.  If you have not set it up, refresh the browser 

and  the login screen will re‐appear.

• New Feature:  You can log into several machines at one 

ti ith th id d d

NAVIGATION

Top

 

Link

 

Bar

Use the top link bar to move between the Home, Libraries and Search Tabs

HOME TAB

Th H T b i h fi ill h l i h

The Home Tab is the first page you will see when you log into the 

system.  This screen will show the name of the database and 

show logos for the program.

When any tab is chosen the Welcome message will show in the 

upper right corner.

– Welcome will be used for signing out of the system – you must sign 

out here when you are leaving the database

– You can also use the Welcome area for allowing another user to sign 

HOME TAB

Th H

T b i

l

h

“Ch

The

 

Home

 

Tab

 

is

 

also

 

where

  

you

 

can

 

“Change

 

Password”

 

or

 

“Enroll

 

to

 

Reset”

 

your

 

password.

  

The

 

“Enroll

 

to

 

Reset”

 

function

 

allows

 

you

 

to

 

answer

 

specific

p

 

questions

q

 

that

 

will

 

then

 

allow

 

you

 

to

 

reset

 

your

 

password

 

without

 

LIBRARIES TAB

Click

 

+

 

sign

 

to

 

expand

 

view

The collection is listed as a Library.y   Within the libraryy are 

Groups.  Within the Groups are Document Libraries.  These 

LIBRARIES TAB (cont)

To

 

view

 

documents,

 

first

 

you

 

must

 

choose a library (cabinet) to search

choose

 

a

 

library

 

(cabinet)

 

to

 

search.

SEARCH

Once you choose a document library, the search screen specific to those 

documents will appear.

1. Choose an Index Field to use for your search by clicking the radio button.

2. Enter valid search criteria.  Note:  In some cases if you hover the mouse over the 

field, tool tips will show to give you formatting hints.

3. After search criteria is entered, click the Search button. 4. If youy  need to clear yyour search criteria, click Reset Form.

5. The Wildcard box can be used when you don’t know all the specific information 

– for example, if you know you want Maryland information but you can’t 

remember the abbreviation, you can enter the letter M and then check the 

Wildcard box.  It will bring up all information for state abbreviations that start 

with  the letter M.

NOTE: The default search is Document ID with the sort direction Ascending

You can choose to sort your results in Ascending or Descending order by 

ADVANCED SEARCH

When

 

conducting

 

an

 

advanced

 

search

 

you

 

ADVANCED SEARCH (cont)

Using AND vs OR

Using

 

AND

 

vs.

 

OR

You may choose to combine fields using “and” or using “or”.  AND 

will ensure every document pulled meets ALL the criteria listed.  

OR will pull every document that meets ANY of the criteria listed.  

For example, I might search by state AND date (MD and 04/1952) – that will pull all Maryland reports from April of 1952.  If I search by 

state OR date the system will pull all reports that are for Maryland 

(regardless of the date) and all reports for April of 1952 (regardless of 

the state).  NOTE:  The sort direction option is available in the 

Advanced Search and Standard Search functions.

Use Search button to start search

Use Reset button to clear search form

Use Standard Search button to go back to the regular search screen

SEARCH RESULTS

Af i h i i d li ki h h

•After entering search criteria and clicking the search 

button, your search results will appear.

NOTE:  When you return to the search screen, the 

system will remember the previous search criteria as 

long as you haven't changed search mode from

long as you haven't changed search mode from 

Advanced to Standard or moved to a different 

library.

SEARCH - DOWNLOAD

RESULTS

Search results can be downloaded.  This feature allows 

users to perform a standard or advanced search but 

receive results via a downloadable “inv” file.  The results 

are saved for five days.y

To access, click the drop down arrow on the SEARCH tab.  

Choose Download Results.  Enter criteria for search and 

SEARCH -- DOWNLOAD

RESULTS

Once

 

your

 

search

 

is

 

submitted,

 

this

 

message

 

indicates

 

that

 

your

 

search

 

has

 

been

 

submitted

 

to

 

the

 

server.

  

You

 

will

 

receive

 

an

 

email

 

once

 

the

 

search

 

is

 

completed.

  

The

 

user

 

can

 

access

 

the

 

file

 

by

 

clicking

 

the

 

link

 

in

 

the

 

email

 

or

 

by

y

 

selecting

g

 

SAVE

 

RESULTS

 

in

 

the

 

SAVED RESULTS

If you select the drop down arrow on

If

 

you

 

select

 

the

 

drop

 

down

 

arrow

 

on

 

the

 

SEARCH

 

tab

 

and

 

choose

 

SAVED

 

RESULTS,

, y

 

you

 

can

 

view

 

all

 

the

 

downloaded

 

results

 

that

 

have

 

been

 

ASSOCIATED DOCUMENTS

U

bl t l

t

ll d

t

Users

 

are

 

now

 

able

 

to

 

locate

 

all

 

documents

 

associated

 

with

 

the

 

document

 

they

 

are

 

currently

 

viewing

 

by

 

clicking

 

on

 

the

 

link

 

in

 

the index pane labeled VIEW ASSOCIATED

the

 

index

 

pane

 

labeled

 

VIEW

 

ASSOCIATED

 

DOCUMENTS.

  

This

 

will

 

create

 

a

 

list

 

of

 

results

 

containing

 

the

 

parent

 

document

 

and

 

all of the associated documents

EDITING

Once you open the document to view, you can edit Once you open the document to view, you can edit  the metadata if you see incorrect information.   Just  click the Edit button, make the necessary changes and  click Update.  You must have update privileges to use  this feature.

Note:  Changes will not be effective until the next re‐

index occurs.  Re‐index is scheduled for approximately 

every two hours.

EDIT/UPDATE METADATA

Note below the appearance of the “Update”

Note

 

below

 

the

 

appearance

 

of

 

the

 

Update

 

button

 

once

 

you

 

have

 

clicked

 

the

 

“Edit”

 

button.

  

You

 

can

 

make

 

changes

 

to

 

the

 

specific

 

data

 

here

 

and

 

then

 

choose

 

“Update”.

  

Again,

 

remember

 

d

ill

b

i ibl

il h

updates

 

will

 

not

 

be

 

visible

 

to

 

everyone

 

until

 

the

 

SIGNING OUT

When you are ready to sign out, click on the “Welcome” 

When you are ready to sign out, click on the Welcome button.  Then choose the “Sign Out” option.  You should 

always exit the system this way.

Note:  If another user with different permissions needs to 

sign into your machine, you can use the “Sign in as Different 

DELETE DOCUMENT

If

h

d l t d

t i ht

If

 

a

 

user

 

has

 

delete

 

document

 

rights,

 

the

 

Delete

 

option

 

will

 

appear.

If a user chooses the delete option, a prompt

will appear asking if the user is sure they

want to delete the document. The document

f

will be deleted from all search results

immediately.

DELETE ASSOCIATED

DOCUMENTS

Users

 

will

 

now

 

have

 

the

 

option

 

to

 

delete

 

any

 

associated

 

document

 

individually

 

or

 

they

 

may

 

choose

 

to

 

delete

 

all

 

associates

 

they may choose to delete all associates

along

 

with

 

the

 

parent

 

document

 

in

 

a

 

single

 

operation.

  

However,

 

deleting

 

only

 

the

 

parent

 

document

 

is

 

not

 

an

 

option.

COMMENTS FEATURE

The Comments feature will allow users with Update The Comments feature will allow users with Update  rights to view, add, and delete comments.  Users with  View rights to a Document Library are permitted to  view comments.  Comments that were made in  WSSRD have been migrated to the new system and  are viewable in EDADS.  The View Comments link is  displayed near the top of index frame.  

ADD COMMENT

To View Comments click the View Comments link To To View Comments, click the View Comments link.  To  add a comment, click the drop down arrow next to All  Comments, click on New Comment, type text in  comment box and click Save Comment.  The author,  date and time of the comment will be saved along  with the contents of the comment box.  To Hide  Comments, click Hide Comments. 

QUESTIONS???

QUESTIONS???