Adding resources
The option to add resources is available to members with publishing rights only. Contact your Shared Space administrator if you do not have this option but would like to add resources.
1Discussion
1. At the top of every Shared Space page you will see the 'Add new:' box to the right of the main menu.
2. Click on the dropdown arrow and choose Discussion Topic.
3. Select the 'Go' button.
4. You will then be taken to a form in which you further describe your Discussion Topic.
Note: A message in a topic can be up to 450 characters in length3. Choose the Submit new topic button.
4. The Resource item you have submitted will either be made available through the community / project group automatically, or will first be moderated. It will then either be published or you will be notified that it has not been accepted for inclusion.
2eLibrary resource
1. At the top of every Shared Space page, you will see the Add new: box to the right of the main menu.
2. Click on the dropdown arrow and choose e-Library Resource. Select the Go button.
3. The image below shows that you can search for an e-Library resource that you will subsequently want to add to your Shared Space. Enter your search word and choose the Search button.
4. From the list of 100 results that is displayed, you may choose one to be added .
5. On choosing your desired item, you will be shown the information describing the resource. This information will be added to your community:
6. If you are sure you wish to add this e-Library resource, choose the Save button.
7. You will then be invited to share the resource with other communities. Make your selection and click on "Save".
8. The Resource you have submitted will either be made available through the community / project group automatically, in instances where no moderation applies, or it will first be moderated. Please note that anything submitted to the Shared Space will automatically be moderated. It will then either be published or you will be notified that it has not been accepted for inclusion.
3Key date
Key date section allows you to add any important dates coming up for project work or activities.
From Community Homepage:
1. Click open the drop down list for add new
2. Click on 'Key Date' and select go
You will be taken to the 'Add Key Date' form where you will be asked to fill in the following sections:
- Title
- Date
- Location/Venue
- Authority
- Audience
- Free Text entry
- Upload Files
- Email Contact
- URL
- Expiry Date
3. Once you have entered all required info click on 'Submit'4News and events
1. At the top of every Shared Space page, you will see the Add new: box to the right of the main menu.
2. Click on the dropdown arrow and choose News or Event. Select the Go button.
3. You will then be taken to a form in which you describe your news or event. Mandatory fields are highlighted with a red asterisk.
4. You have a choice as to how to submit your News or Event. As shown in the image below, you may:
- Provide a link to a web-based item.
- Provide your resource in the form of a free text.
5. You will then be asked whether you want to Share this news or event with other communities, project areas or subgroups to which you belong.
6. By default, any news or event you add will also be made available for viewing within the News section of the Specialist e-Library to which the Shared Space belongs.
7. Make your selection and click on "Submit".
8. The item you have submitted will either be made available to the community / project group automatically if the community has no moderation in place, or it will first be moderated by the Administrator. Please note that anything submitted to the Shared Space will automatically be moderated. It will then either be published or you will be notified that it has not been accepted for inclusion.
5Resources
1. At the top of every Shared Space page, you will see the Add new: box to the right of the main menu.
2. Click on the dropdown arrow and choose Resource. Select the Go button.
3. The next page asks you to choose the categories in which you might choose to describe your resource. If you click on the cross next to the type of resource a range of resources within that type will be shown. Click the type(s) of resource as appropriate. Choose the Next button.
4. Once the resource type has been picked you can also pick 'Consultation Document'. This will allow members to send comments regarding the resource added. Enter the audience that the document is for, a deadline date and enter one or more email addresses that the responses will go to.
5. Fill in the form with all the details regarding the resource.
Note: mandatory fields will be marked with a red asterisk. .6. The Evaluation Status dropdown box shown below is an important field, so that users know to what extent the resource has been quality-assured. Please choose from the options available.
7. You have a choice as to how to submit your resource.- Provide a link to a web-based item.
- Provide your resource in the form of a free text entry.
- Upload a file, following the two step process shown on the form.
Note: Choose one or a selection from above
8. Choose the Submit button.
9. You will then be asked whether you want to Share this resource with:
- Other communities, project areas or subgroups to which you belong.
- The Specialist e-Library in which the Shared Space is based.
10. Make your selection and click on "Submit".
11. The Resource you have submitted will either be made available to the Shared Space automatically if the Shared Space has no moderation in place, or it will first be moderated by the Administrator. It will then either be published or you will be notified that it has not been accepted for inclusion.
6Training course
1. At the top of every Shared Space page, you will see the Add new: box to the right of the main menu.
2. Click on the dropdown arrow and choose Course. Select the Go button.
3. You will then be taken to a form in which you further describe your course.
Note: Mandatory fields are highlighted with a red asterisk.4. You have a choice as to how to submit your Training Course. As shown in the image below, you may:
- Provide your resource in the form of a free text entry.
- Upload a file, following the two step process shown on the form.
- Provide a link to a web-based item.
5. You will then be asked whether you want to Share the information about this course with other communities, project areas or subgroups to which you belong. By default, it will also be made available within the Specialist e-Library in which the Shared Space is based.6. Make your selection and click the "Submit" button.
7. The item you have submitted will either be made available to the community / project group automatically if the community has no moderation in place, or it will first be moderated by the Administrator. Please note that anything submitted to the Shared Space will automatically be moderated. It will then either be published or you will be notified that it has not been accepted for inclusion.
7Updating documents
1. Access to resources can be gained from the link from the left hand menu or from the resources box on the homepage.
2. Choose the resource to be edited and open the resource record
3. Click on the second hyperlink in the resource record and click ‘open' when prompted
4. Update the document and save the new version. You will need to rename the resource. It is a good idea to use a number system and the initials of who is updating, but keep the original name of the resource. Save the file to your desktop or a suitable area that you will find again.
5. Close the document and go back to the record in the Shared Space
6. Under the resources record, click on ‘Edit. This will take you into the original record
7. Click ‘Next on the type of resource page. This will open up the original record details. Scroll to the bottom of the page.
8. Upload new document. You can either leave the original document or remove it at this stage, depending on whether you would like to view the version history of the document.
9. Click on submit
10. An alert will be sent to all users to say that the resource has been updated.
8Converting Word files to pdf
Go to your Shared Space and click on ‘Add New' and select ‘Resource'
Click ‘Go'
Choose a type of resource and click ‘next'
Scroll to the bottom of the page and you will find a grey box with information regarding a PDF Writer.
Click on ‘Get PDF Writer'
Read through the information on the webpage
Click on the ‘Free Download' and Click ‘run' (The software will start downloading)
You will be asked to download the converter, click ‘yes'