Members
For adding resources see section Adding resources.
1Accessing the shared space
In order to access the Shared Space you need to have an e-Library username and password. You can register for an NHS Athens account very easily by clicking on the "Login/Register" link in the top left hand menu of The Knowledge Network homepage.
1. Go to www.knowledge.scot.nhs.uk
2. Access to your Shared Space is via the 'Communities' tab. Click on the tab.
3. Use the 'Communities & Shared Space' widget to search for a Shared Space.
- Keyword Search, or
- A - Z browse
Or
4. If you are a member of any Shared Space communities. These will display in the 'My Communities' widget when you are logged into the site. Clicking on the title of a community will open the login page for the community picked.
2Joining a community
Joining a new community
1. Go to www.knowledge.scot.nhs.uk and login
2. Click on the 'Communities' tab
3. Use the 'Communities & Shared Space' widget to search across Community Websites and Shared Spaces
4. Click on the title of the community that you want to join
5. On the next page click on the Register button
6. Click OK
7. If it is a Shared Space community your request will be sent to the moderator of the community. The moderator will review your request and you will receive an email stating their decision. If it is a Community Space you will automatically be a member.
Joining a related Shared Space community
1. From the main menu on the left hand side of the Shared Space page, choose Join a community.
2. You will then see a list of communities and subgroups. To join a community in which you are interested, click on the 'Request membership' link, which can be found in the top right hand corner of each community/subgroup box.
3. Click 'Register'
4. Click 'OK'
5. Your request will be sent to the moderator of the community. The moderator will review your request and decide whether to admit you to the community. You will receive an email which will tell you of their decision.
3Using the discussion forum
There are three things you can do within discussions:
- View any of the Discussions that are taking place within the Shared Space.
- Engage in any of the Discussions that have already been set up..
- Submit a new discussion topic.
To view a Discussion:
1. Access to 'Discussion' can be found from the left hand menu. This link will take you to a list of discussion topics, which can be viewed by date or title.
2. Or from the 'Discussion' box on the homepage. The box will display the five most recent discussions. These links can be clicked on to be taken straight to the discussion. Or you can click on ' View full discussion list >' and choose a discussion.
3. Click on the topic name from the list of discussions.
Engage in a Discussion:
4. There are two ways to contribute to a topic
- Click on contribute to topic.
- Or click on the 'reply' link, which can be found adjacent to each thread added to a topic.
5. You will then be taken to a page where you can create your message and also create an Alias. This will allow you to choose a name rather than having your Athens ID visible. You can also upload any files and add a URL to the discussion.
6. Complete the remaining information and click on 'Contribute to topic' button.
Submit a new Discussion Topic:7. Click on the discussion link on the left hand menu. Then click on the Submit new discussion topic at the bottom of the page section as shown in the image below.
8. You can also add a discussion topic from the add new menu on the homepage. See screenshot below
9. Either way will take you to the form below. Complete the details and click on the Submit new topic button.
4Contribute to a topic/reply to a thread
1. Click on contribute to topic.
2. Or click on the 'reply' link, which can be found adjacent to each thread added to a topic.
3. You will then be taken to a page where you can create your message and also create an Alias. This will allow you to 'hide' your identity from viewers of the Discussion, however, your identity will be known to the web administrators. You can also upload any files and add a URL to the discussion.
4. Complete the remaining information and click on 'Contribute to topic' button.5Creating a desktop icon to access your community
1. Copy the URL of your Shared Space
2. Right click on your desktop; scroll down to 'New', across to 'Shortcut' and click on the left mouse button
This will open the shortcut wizard, see below.3. Paste the URL into the box and click 'Next'.
4. Next type the name you want to give the Shortcut
5. Click 'Finish'
Your new desktop icon should appear on your desktop.
6. Double click on the icon to open the web page, fill in your login details and press the login button.
6Inviting 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.
7Using the People section
1. Access to 'Contacts' can be found on the left hand menu
Or from the 'Contacts Directory' box on the homepage
2. Each link will take you to the same page.
3. The Contacts Directory shows a list of members of the Shared Space in which you are located, including information provided on their job title, organisation and subject interests.
4. You can select members from this list to print or email. Note that some members may choose to withhold email addresses - the tick box beside these entries will be grayed-out. There are a number of search features available to help you find members.
5. Note that you can also use the dropdown box in the Contacts Directory box at the foot of the homepage to filter members by subject interest or organisation
8Moving between communities
Within all Shared Spaces' on each page a bar appears on the right hand side of the page with the text 'You are in'. Click on the blue arrow at the end of the bar to retrieve the drop down list. This menu shows the name of the Shared Space you are in and of all the related communities, project areas and subgroups to which you belong.
1. Simply click open the drop down list and select a name to move between your communities.2. The links in the left hand menu and the features on the homepage remain the same in every community. The "Home" link at the top of the left hand menu will always take you to the homepage of the community in which you are located.
It is also possible to move to an unrelated Shared Space community.
3. Simply click on the "All your Communities" link. The next page, that opens, will list all the Shared Space communities that you are a member off
4. Highlight the community you would like to go to and click on 'Go to selected community'.
9My profile and alerts
The 'My profile' section:
- Displays your Contact Details
- Allows you to set up alerts for resources and discussions.
Note: All contact details within your profile are pulled from your Profile on The Knowledge Network. Go to Edit your Profile link when you are logged in to The Knowledge Network to change your details.
1. Access to 'My Profile' can be found on the left hand menu link within your Shared Space/Community.
and from the 'My Profile' box on the Homepage of your community.
2. Click on either link and the same page will open.
3. The first section displays your contact details.
The second part of your profile displays your alerting method and frequency; there are separate alert sections for resources and discussions. You can choose not to receive any alerts or to receive alerts.
4. Click 'Next' once you have finished updating the section
10Using the meeting scheduler
To Schedule potential meeting times, scroll down the left hand menu and click on meeting scheduler.The next page that opens has three options:
- schedule a meeting
- view your meetings
- view your archived meetings
1. Schedule a Meeting1.1 Click on Schedule a Meeting
1.2 Fill in the following form, adding any relevant documents
1.3 Click 'next' to continue
2. Adding Timeslots
2.1 The next stage involves adding potential timeslots for the meeting; you can add up to 6 different timeslots.
2.2 Pick a time, a date and a venue and click add for each potential timeslot2.3 Click 'next' once finished adding timeslots
3. Inviting users from the e-library/Shared Space
3.1 The next page involves adding users that you want the meeting information to go to.3.2 You can select to view group members in two different ways
- Shared Space Organisational areas
- Subject Interest areas
3.3 Place a tick next to the Shared Space or subject interest and click display users
3.4 The list will appear on the right hand side under group members, choose the members to invite and click on 'add users to list'.
3.5 Click 'next' to continue
4. Inviting external users4.1 The last page involves entering any email addresses of users that are not members of the e-library or shared space.
4.2 Add each email address one at a time and click 'add'.
4.3 Each email address added will appear in the current items box
4.4 Click 'Next' once all email addresses are added to continue.
4.5 The next page asks you to click the save button to confirm your meeting. This opens another page stating you have successfully saved your meeting and all users picked will receive an email. Click on 'OK' you will be taken to the Meeting Scheduler menu.
Emails to Internal Users- Internal User receives emails - email outlines possible meetings
- Click on link within email to be taken to meeting scheduler in the shared space
- Choose the meetings you are available for.
Email to External Users
- External User receives emails - email outlines possible meetings
- Click on link within email
- Compose email stating which dates you are available. Click send
11Collaborative authoring tool
This tool allows multiple users to edit a document at the same time and from different locations allowing version control to be managed. The tool is free to use, but will require registration with Google. Please note some health boards block access to this tool.
A downloadable guide (PDF) walks you through the processes of registering and using the tool.
12Print Guide and Demo
Click the link below to access the Shared Space guide.
Guide for Using the Shared Space
Powerpoint demo
Joining a shared space demo