Administrators

For adding resources see section Adding resources

1. 1Accessing the admin panel

   Each Community, Project Area and SubGroup within a Shared Space will have a designated administrator. Within their designated communities, Administrators have access to the Admin Panel within the Shared Space menu, as shown below.

   1. Click on the Admin Panel from the left hand menu to be taken to the main Admin page. From here you will see a list of the tasks that you can carry out in your role as administrator.

    

   2. As Administrator, you will receive Alerts to tell you when you have tasks to be done within the areas above.

    

    

2. 2Inviting new members

   You can invite a person to join this can be done from the homepage of any Shared Space.

   1. From the homepage scroll to the bottom of the contacts directory box and click on the following link

   2. The top section of the page lists the contacts of members from communities you are a member off. To invite members from this list, place a tick in the box next to their name.

   3. The bottom section of the page allows you to invite non-members to join using their email address

   4. Enter each email one at a time and click the add button, the email address will appear in the box on the right hand side.

   5. If you make a mistake just highlight the email and click on 'Remove'.

   6. When you have finished adding the email addresses, click on 'Send Invitation'

   7. The system automatically creates a generic email containing

   • One line message i.e. "You have been invited to join the............................"

   • Hyperlink to request a membership

   • Email contact - Administrator email

   but the next page allows you to add a:

   • Subject Heading

   • Message

   8. Click on 'Send Email'

    

   Users with Athens Details

   • Users need to click on the hyperlink within the email; they will be taken to the login page for Shared Spaces.

   • Users need to enter their Athens details, click on 'login' and next click on 'Register'.

   • Users will have successfully become members of the Shared Space.

   
   Users without Athens Details

   • Users need to click on the hyperlink within the email; they will be taken to the login page for Shared Spaces.

   • Below the login box click on 'register here', users will be taken directly to the registration page for Athens.

   • When registration is complete go back to original email and click on hyperlink, enter Athens details, click on 'login' and next click on 'Register'.

   • Users will have successfully become members of the Shared Space.

   See also Adding a User

    

    

    

3. 3Adding a user

   Click on 'Admin Panel' hyperlink from the left hand menu

   Click on 'Add User' from the admin panel list

   If you have the new users Athens ID enter it into the search term box and click on 'find'

   
   If you do not have the users Athens ID you can search using their surname. Enter the surname and click find.
   Note: If the person does not appear in the list, they will need to got to the e-library homepage and click on 'Need to Register' at the top of the page

   Click on the status icon to add the user to the community.

   The next step allows you to manage the users' roles. You can choose from

   • Reader

   • Publisher

   • Discusser

   • Membership Manager

   • Administrator

   Click on 'Save'

4. 4Adding subject headings

   To help organise resources each Shared Space, Community, Project Area & Subgroup can add Subject Headings which are specific to their area.

   1. From the homepage of your Shared Space, click on 'Join a Community' from the left hand menu

   2. The next page lists the communities and subgroups in your Shared Space.

   3. Click on 'edit' button on the right hand side of the list

   4. This link will take you to the original form for requesting a Shared Space.

   
   5. Scroll down the page until you come to 'Add Subject Headings'.

   6. Add each subject heading one at a time and click the 'Add' button.

   7. If you make a mistake highlight the subject heading to delete and click the black cross on the right hand side of the subject heading box.

   8. When you have finished adding subject headings scroll to the bottom of the page and click on 'Submit'

    

    

5. 5Creating a community, project area or subgroup

   The process to create a new community, project area or subgroup is identical.

   1. In the main Shared Space window, you will see the Add new: box to the right of the main menu.

   2. Click on the dropdown arrow and choose Community or Project Area. Note that when you are located in a Community or Project Area, this menu will offer you the opportunity to create a SubGroup. Select the Go button.

   3. You will be taken to a form where you will enter the details of your proposed Community or Project Area.
   Note: Compulsory fields are highlighted with a red asterisk.

   4. At the bottom of the form is a list of options to define how moderation will apply in your community. Place a tick in the boxes as appropriate.

   5. For a Project Area, you also have the option to define whether the Project Area will have News, Events and Training Courses areas - these features will not be relevant to all groups working on projects.

   6. Tick the option boxes as appropriate and choose the Submit button.

   
   7. Your request is submitted to the Administrator who will inform you by email whether it has been successful. The Administrator may also recommend changes to the moderation options.

    

6. 6Editing communities and subgroups

   This guide outlines how to edit information about a community or a subgroup. To be able to edit any information the user must have administrators' rights.

   1. From the left hand menu, click on the link join a community

   The page below will be opened listing all available communities and subgroups.

   In the right hand corner of each community/subgroup, that you have administrators' rights too, you will find a link saying 'edit'. If you do not have administrators' rights in place of the edit link will be 'Request membership of this community'.

   2. Click on 'edit'

   The next page that opens will be the original form for setting up your community/subgroup. From this form you can edit the following:

   • Title

   • Aims

   • Audience

   • Theme

   • Subject Headings

   • Coverage

   • Access

   • Moderation

   
   3. Click 'Submit' once finished editing.

    

7. 7Managing membership

   As Administrator you have to manage the membership of your community.

   1. Click on 'Admin Panel' link from the left hand menu.

   
   2. From the Admin Panel click on the link 'Manage Membership'.

   3. The next page lists the members of your community.

   4. The following actions can be made from this page:

   • Manage User

   • Edit Profile

   • Delete User

   
   5. Manage User allows you to change the users roles within the community. The following roles can be choosen:

   • Administrator

   • Membership Manager

   • Publisher

   • Discusser

   • Reader

   6. Edit profile gives the Administrator access to users 'my profile' area.

8. 8Moderation

   In some communities, publication of resources, news, events, courses and discussion may be moderated. This means that the Administrator must approve submissions before they are made visible within the community. All submissions to the Shared Space as a whole are subject to moderation by the Shared Space Administrator.

   In non-moderated communities, content and discussion are published immediately upon submission. The Administrator is alerted to review new submissions and may edit or withdraw as appropriate.

   When requesting a new Community, Project Area or SubGroup, the requestor indicates their preference for moderation or non-moderation of resources and discussion. The final decision on the moderation rules that apply to a community lies with the Administrator responsible for approving the request.

   To moderate

   1. Click on the Admin Panel to be taken to the main Admin page. From here you will see a list of the tasks that you can carry out in your role as administrator.

   2. As Administrator, you will receive Alerts to tell you when you have tasks to be done. You can either click the hyperlink within the email to be taken directly to the moderation section for either resources, topics, threads and meetings. Or you can enter the Shared Space, click on admin panel and chose the appropriate link to moderate resources, topics, threads and meetings.

   3. Selecting "Resources, Topics or Threads Awaiting Moderation" presents you with a list of recently submitted items. As an Administrator you can approve or decline items or request more information from the submitter.

    

9. 9Moderation - more

   While moderating requests for Membership, Resources, Topics and Meetings you may find that you need more information to be able to complete the request. When you moderate anything for your community you have the ability to ask for further information.

    

   1. While in the request form for Membership, Resources, Topics, Threads or Meetings, 'click on the request further info' button.

   2. The next page will have a text box to explain what further information is needed to complete the request.

   3. Click 'Send Request'.

   4. The user will receive an email asking for further information.

   5. When the user replies, as administrator you will receive an email.

   6. Click on the hyperlink within the email and you will be taken to the 'Further Information' page.

   7. Read the information and either accept or decline the request

    

10. 10Print Guides and Demos

    Click the link to access and print the

    Shared Space guide.

    Administration Guide 

    Power point demos of the Shared Space

    Members

    Administrators

     

11. 11Roles

    Shared Space Member

    Within the Shared Space, all members can:

    • Browse and read all resources, discussion, and membership of the Contacts Directory.

    • Publish resources, news, events and courses, subject to moderation by the Shared Space

    Administrator

    • Submit discussion topics and contribute to discussion, subject to moderation by the Shared Space Administrator

    • Invite others to join the Shared Space

    • Organise meetings using the Meeting Invitation tool with access to the Contacts Directory.

    Communities, Project Areas and SubGroups

    Members of these communities may be allocated different permissions as follows.

    Reader - applies to all members.

    All members are able to:

    • Browse and read all resources, discussion and membership of the Contacts Directory.

    • Invite others to join the community

    • Organise meetings using the Meeting Invitation tool with access to the Contacts Directory.

    Discusser can:

    • Submit discussion topics

    • Contribute to discussion (threads).

    Publisher can:

    • Submit resources, news, events and courses for publication.

    • Edit, delete and archive these resources

    Membership Manager can:

    • Approve or decline membership requests

    • Add and moderate membership

    • Assign member roles.

    Administrator can:

    • Approve or decline membership requests

    • Add and moderate membership

    • Assign member roles.

    • Approve or decline resources, news, events, discussion topics and contributions (threads) submitted by members.

    • Edit, delete and archive resources and discussion.

    • Publish resources, news, events and courses.

    • Submit topics for discussion

    • Contribute to discussion (threads).

    Note: that submissions of content or discussion by Administrators are not subject to moderation within their own communities.