JERRY GILES

MNIS

Unclassified Information Sharing Service

UISS-APAN Site Collection Administrator Training

PAUL HILTON

Where are we going?

UISS-APAN Site Collection Admin

Agenda

1. Requirements for a Site Collection Admin2. What’s a Site Collection?3. What’s a Site Collection Admin?4. Permission Groups5. Building a Site6. Site Settings7. Site Features8. Exercise9. Site Collection Features10. Recap

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

Site Collection Structure

Web Application

Site Collection

Top-Level Site

Site

Lists

Libraries

Site

Lists

Libraries

Site

Lists

Libraries

Objects Objects Objects

What is a Site Collection?A group of sites built on Microsoft Windows SharePoint Services under a top-level site. 

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 - SOUTHCOMhttps://wss.apan.org/sof - SOCOM https://wss.apan.org/epp - EUCOM

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

• 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

Site Collection Admin –Activities

• 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

Site Collection Admin - Restrictions

Site Collection Organization

Once you have a site collection…

Everybody wants in

So you need…

Organization!

Site Collection Permissions

User and Group Permissions

User – Group – Permission Levels

Users – Individuals within the community

Group – A selection of users

Permission Levels – Allowable actions for users/groups

Paul Revere

Paul Revere and the Raiders

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

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

PFA Site Collection Permission Groups

Permissions – Inheritance

Parent Site

Inherit permissions from parent

Child Site Same Permissions

&

Parent Site

Don’t inherit permissions from parent

Child Site Unique Permissions&

Permissions Inheritance - Example

/scape

ABC XYZ

XYZ2

XYZ1 Approvers Designers Hierarchy Managers Restricted Readers Site Collection Managers Style Resource Readers svc_spinstaller System Account Viewers

SCAPE Owners SCAPE Members SCAPE Visitors

ABC site inherits permissions

XYZ Owners XYZ Members XYZ Visitors

XYZ breaks inheritance

XYZ1 inherits

XYZ2 breaks inheritance

XYZ2 Owners XYZ2 Members XYZ2 Visitors

Building a Site

What is the first thing you need for a site?

A plan!!

Collaborating or Publishing

• Posting documents• Multiple authors• Team contributions• Forums• Blogs with comments

Collaborating

• Posting• Wikis• RSS Feeds

Publishing

Team production Team consumption

Owner production Team and visitor consumption

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?

Setting It Up

1. Construct the Site.2. Modify the Roles3. Set Anonymous Access4. Set Manage Access Request5. Add Site Logo and Description

Get the requirements, first!

Building a New Site1. Navigate to the collection root

Example - wss.apan.org/scape

2. Click on Site Actions New Site

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

Set the Options

• Add a description• Change the Permissions Default

to Unique, for parent sites• Leave the Navigation setting (No)

for parent sites

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

Anonymous Access

Select the access level

Click on Site Actions Site PermissionsClick on Anonymous Access

Manage Access RequestsClick on Site Actions Site PermissionsClick on Manage Site Access Requests

Change or remove the address

Leave check, if site access requests allowed

Default UISS-APAN Site

Site Settings

Site Regional Settings

Default Regional Setting Hawaii

• Set the date and time stamp location• Define 12 or 24 hour clock• Define the start of the work week

Regional settings

Regional Settings

Search and Offline Access

1. Search setting for site2. Search setting within web parts3. Setting for using with SharePoint Workspace (Office Pro 2010)

Search and Offline Access

Site Collection Admin

Site Features

Site Features – Page 1 of 3Click on Site Actions Site Settings Manage site features

Site Features – Page 2 of 3

Note: Not all features have been activated by Central Admin, yet

Site Features – Page 3 of 3

Not Useable Features – Leftovers from HarmonieWeb (Ronna)

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

Site Administration - Exercise

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

Site Administration

Delete a site Make a template site, library, list Create a search scope

You should know how to…

Site Administration - Delete a Site

Within a site, click on Site Actions Site Settings

Site Administration - Delete a SiteBe sure to check the site name before you click delete

Site Administration - Templates

Save sites as templates for consistency Save custom lists to avoid rebuilding

Create templates to save time!

Site Administration- Save a templateWithin 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!

Site Administration Controls

Access Routes to Site Collection

Site Administrator Access Routes1. From any site 2. From root site

Site Settings –> Top Level Settings

Site Collection Admin Controls

Site Collection Administration Controls

Wait…

Not all controls are available to SCA

The Unallowable Controls

Site Collection Admin – People and Groups

People and Groups

Paul Revere

Paul Revere and the Raiders

Add or remove people (individuals)…

Add/remove/manage groups…

Not usually used at root level

Not usually used at root level

Recap

UISS-APAN is a version of SharePoint Not all features are activated Control users and groups at the site level Be careful when you delete a site Templates can be time savers Site Admins have lots of power.. Be careful

Site Administration

there is a lot more to know

You have learned a lot in this course, but …

UISS-APAN Site Administration

Site Collection Admin

Extra Slides

Site Collection ArchitectureTop Level

Site

Sub site 1

Page Site 1 Site 2

Site Page 1

Sub site 2 Sub site 1

Sub site 2 page

Sub-sub site

Default Group Permission Levels

Group Name Permission Level

Visitors Read

Members Edit

Owners Full Control

Viewers View Only