Portal Kolaboratif Sites

1GovUC Project
Portal Kolaboratif
IT Admin Training
TM | Sektor Kerajaan
Table of Contents
•  Site
–  Create Portal Kolaboratif Site
–  Delete Portal Kolaboratif Site
–  Change Site Title, Description,
and Icon
–  Choose Site Theme
•  Users and Permissions
–  Create and Configure groups
–  Add users to groups
–  Remove users from a group
•  Discussion Forum
– 
– 
– 
– 
Create Discussion
Reply Discussion
Delete Discussion
Synchronize with Outlook
•  List
–  Create List
–  Delete List
–  List Permission
•  Document Library
– 
– 
– 
– 
– 
– 
– 
– 
– 
Create Document Library
Delete Document Library
Library Permission
Adding Documents
Adding Multiple Documents
Create New Library Folder
Versioning
Alert Setting
Synchronize with Outlook
Apa itu Portal Kolaboratif ?
Portal Kolabora*f adalah antara perkhidmatan komunikasi bersepadu yang disediakan oleh 1GovUC. Perkhidmatan in adalah untuk meningkatkan komunikasi dan kolaborasi bersepadu Sektor Awam dengan menyediakan plaAorm untuk pengguna 1GovUC berkongsi maklumat dan dokumen. Se*ap agensi akan mempunyai Portal Kolabora*f masing-­‐masing. Portal Kolaboratif
Portal Kolaboratif Components
How to access?
•  https://portal.1govuc.gov.my/sites/<agensi>
•  https://10.17.237.59/sites/<agensi>
•  1GovUC Landing Page
http://www.1govuc.gov.my
– Pautan Dalaman
PORTAL KOLABORATIF SITE
Portal Kolaboratif Sites
Sites &
Sub-Sites
Type of Sites:
Meeting sites
•  Basic Meeting Site
•  Decision Meeting
Site
•  Social Meeting Site
Collaboration Sites
•  Document Site
•  Team Site
•  Group Work Site
Tracking Sites
•  Project Tasks
•  Tasks
•  Issue Tracking
Content Sites
•  Document Library
•  Picture Library
•  Blog
Create Portal Lolaboratif Site
1. 
In the team site, click the Site Actions arrow in the top left of the ribbon and choose
More Options.
2. 
In the Create window, click Site from the left quick launch menu.
Continue…
3. 
Select a template to use for the new team site.
4. 
Enter the site title and URL name. Then, click More Options button.
More options
5.  In the Navigation section, select Yes for Display this site on the Quick Launch of
the parent site? Then, select No for Display this site on the top link bar of the
parent site?
6.  In the Navigation Inheritance section, select No for Use the top link bar from the
parent site?
7.  Click Create button. The new site is added beneath the existing top-level team site of
your site collection, and you can begin to add your own content and customize it to
meet your team’s needs.
Continue…
5.  After sites are created, you will need to activate the custom theme to standardize site
branding. In the new created site, click Site Action in the top left corner and then
click Site Settings.
6.  Under Site Actions heading, click Manage site features.
Continue…
7.  Click Activate button for 1GovUC Theme and SampleKit Package.
Delete Portal Kolaboratif Site
1. 
2. 
Navigate to the Portal Kolaboratif site that want to delete.
In the team site, click the Site Actions arrow in the top left of the ribbon and choose Site
Settings.
3. 
In the Site Settings page, click Delete this site under the Site Actions section.
Continue…
4. 
In the Warning page, click Delete button to delete the site and a dialog box will prompt out,
click OK button to delete it permanently. You will receive a message Your Web site has
been deleted.
Change Site Title, Description, And Icon
1. 
In the Team Site, click Site Actions and choose Site Settings.
2. 
In the Look And Feel area, click Title, description, and icon .
3. 
In the Title, description, and icon page, enter the site Title and Description.
Continue…
4. 
In the Title, description, and icon page, enter the URL and description of the Logo. Then,
click on Click here to test to verify the URL and click OK button.
Change Site Theme
1. 
In the Team Site, click Site Actions and choose Site Settings.
2. 
In the Look And Feel area, click Site Theme.
Continue…
3. 
4. 
In the panel on the right in the Select A Theme window, click the names of different themes
to see the color combination on the preview grid on the left side of the screen. The fonts
selected for headings and body text also change to show your selection.
When you have selected the theme you like, click the Apply button at the bottom of the list.
USERS AND PERMISSIONS
Create And Configure Groups
1. 
On the home page of the site, click Site Ac4ons, and click Site Se5ngs. 2. 
In the Users and Permissions heading, click Site Permissions. 3. 
Click Stop Inheri4ng Permissions in the ribbon. Continue…
4.  Click OK button in the confirmation message box.
5.  Then click Create Group in the ribbon.
Continue …
6. 
Type a name and description for the group.
7. 
To change the owner of the group, type a new account name, or click Browse to find an
individual's account name.
8. 
In the Group Settings section, click the options to specify who can see the members of
this group and who can add or remove members.
Continue…
9. 
In the Membership Requests section, click the options to specify whether you will
accept requests to be added or removed from this.
10.  In the Give Group Permission to this Site section, select the permission level that you
want to allow for this group. Then, click Create.
Add User To Group
1. 
On the home page of the site, click Site Actions and click Site Settings under the Users
and Permissions section click People and groups.
2. 
In the quick launch, under the Groups section, click on the group to add users and in the
member page, click New menu and Add User.
Continue…
3. 
In the Grant Permissions page, enter the usernames of the users you wish to add into
the text area. Alternatively, you can open the Address Book to search for users within the
domain. You can add multiple users at a time.
Remove Users From A Group
1. 
On the home page of the site, click Site Actions, under the Users and Permissions
section click People and groups.
2. 
Select the user that want to remove then click on the Actions and choose Remove Users
from Group.
3. 
Click OK when prompted.
GENERAL FORUM
Add a new discussion
1.  Click General Forum in the Quick Launch on the left hand side.
2.  In the General Forum page, click Add new discussion link button.
Continue…
3. Enter the Subject and Body fields.
4. Click Save button to save the discussion
Post a reply to a discussion
1. 
In the General Forum page, click on an existing discussion title that you want to
post a reply to.
2. 
The system will show all the posts for that discussion.
Continue…
3. 
Click on the Reply button.
4. 
Enter your reply into the text area displayed.
5. 
Click Save button to save the changes.
Delete a discussion
1. 
2. 
Click on “General Forum” from the left navigation menu.
Select an existing discussion title that you want to delete.
3. 
Click the down arrow and click Delete Item.
4. 
Click OK button in the confirm message box.
Synchronize with Microsoft Outlook
1. 
2. 
In the Discussion Forum page, click List from List Tools Tab.
Click Connect to Outlook.
3. 
4. 
5. 
6. 
Click Allow and Yes to confirm the synchronization.
Open Outlook Client, from Mail Folders Pane, expand SharePoint Lists Folder.
You can see the discussions synchronized to your Outlook client.
In Outlook client, you can click New Post to create discussion or click Post Reply
to reply to the discussion post.
LIST
Create List
1. 
2. 
Go to the site where you want to create a new library or list.
Click Site Actions and select More Options...
3. 
In the Create page, select the List.
Continue…
4. 
Then, select the list type you wish to create and click on More Options button.
5. 
Enter a Name and Description.
Continue…
6. 
7. 
The Navigation section allows you to add the link to this content to the Quick Launch.
Click Create. The library/list is created and displayed.
Delete List
1. 
2. 
Go to the list that want to delete.
In the ribbon, click List tab and in the Settings side, click on List Settings.
3. 
In the List Settings page, click Delete this list under the Permissions and Management
section.
4. 
When prompted, click OK.
List Permissions
1. 
2. 
Go to the list that want to manage the list permission.
In the ribbon, click List tab.
3. 
In the Settings side, click on List Permissions.
4. 
Click Stop Inheriting Permissions in the ribbon.
Continue…
5.  Click OK button in the confirmation message box.
6.  A list of groups will appear, choose the group that want to add the user into.
Continue…
7. 
In the specific group, click New to add the user into it. 8. 
Or click Ac*ons to remove the selected users. PORTAL KOLABORATIF DOCUMENT
LIBRARY
Create New Document Library
1. 
2. 
Go to the site where you want to create a new library or list.
Click Site Actions and select More Options...
3. 
In the Create page, select the Library type and then click on Document Library. Then,
click on More Options button.
Continue…
4. 
Enter a Name and Description.
5. 
The Navigation section allows you to add the link to this content to the Quick Launch.
6. 
It also allow to enable or disable the versioning and also to fix the document template. Last,
click Create. The document library is created and displayed.
Delete Document Library
1.  Go to the library that want to delete.
2.  In the ribbon, click Library tab. In the Settings section, click on Library Settings.
3.  In the Library Settings page, click Delete this document library under the Permissions and
Management section.
4.  When prompted, click OK.
Library Permissions
1. 
2. 
Go to the library that want to manage the library permission.
In the ribbon, click Library tab.
3. 
In the Settings side, click on List Permissions.
4. 
A list of groups will appear, choose the group that want to add the user into.
Continue…
5. 
In the specific group, click New to add the user into it. 6. 
Or click Ac4ons to remove the selected users. Add New Document
1. 
Begin by clicking the Add Document link beneath the document library.
2. 
In the Upload Document dialog box, click the Browse button and navigate to the folder
containing the file you’d like to add. Click it and click Open.
Click OK to close the Upload Document dialog box.
3. 
Continue…
4. 
The file is added to the list, and the type, name, date the file was last modified, and name of
the person who modified the file are displayed in the document library.
Upload Document
1. 
2. 
In the ribbon, click on Library Tools, Document Tab, Upload Document and click on
Upload Multiple Documents.
In the Upload Multiple Documents dialog, you can drag the files from you want to upload
to blue area in the top of the dialog box or click the Browse For Files Instead link to display
the Open dialog box.
– 
If you choose to browse for files, navigate to the folder containing the files you want to
add and select them.
– 
Click Open to add the files.
3. 
Click OK when complete.
Add Multiple Documents
1. 
Display the page with the document library you want to change. Then, click the Documents
tab and click New Folder.
2. 
In the New Folder dialog box, type a name for the new folder and click Save
Versioning
1. 
2. 
Access to the library or list that want to enable versioning.
On the ribbon, on the Library or List tab, click Library Settings or List Settings.
3. 
Under General Settings, click Versioning settings.
Continue…
4. 
5. 
The Versioning Settings dialog opens.
In the Content Approval section, under Require content approval for submitted items?,
select Yes.
6. 
In the Item Version History section, under Create a version each time you edit an item
in the list? Select Create major versions or Create major and minor (draft) version.
–  Optional: Select the number of versions you want to retain in the list.
–  Optional: Select the number of approved versions for which you want to retain drafts.
Continue…
7. 
8. 
Determine which users should be allowed to see draft of items that have not been
approved. This option is only available when Require content approval for submitted
items is set to Yes. In the Draft Item Security section, select one of the following.
–  Any user who can read items. This selection allows access to anyone who has Read
permissions to the site.
–  Only users who can edit items. This selection restricts the view of drafts to those who
have permissions to edit.
–  Only users who can approve items (and the author of the item). This selection
restricts the view to only the original author of the item and those who have permissions
to approve items in the list.
Click OK to close the dialog and return to the List (or Library) Settings page.
Alert Setting
1. 
Select the check box of a file that want to be alerted about a specific document and click
Alert Me in the Share & Track group of the Library Tools Documents tab.
2. 
Enter the names of people you want to receive the alerts.
Continue…
3. 
Then choose the delivery method.
4. 
Choose the type of changes you want to be alerted about.
5. 
Choose frequency to receive alert and click OK to save the alert.
Synchronize with Microsoft Outlook
• 
• 
To synchronize with Microsoft Outlook Client, from Library Tools, select Library
Click Connect to Outlook
• 
• 
• 
When prompted, Click Allow and Click Yes
In Microsoft Outlook, from Mail Folders Pane, expand Sharepoint Lists Folder
You can see the documents synchronized to your outlook client.