Collaboration Tools

When a workspace is added to the intranet it becomes a collaboration tool that can be accessed by intranet users. Who can use the tool is determined by the user access and permission settings.

Contact Lists

The first type of collaboration tool and the one that is added by default to the intranet is the contact list. There must always be one contact list on the intranet as it holds the details of the intranet administrator.

To add a new organisation:

  1. Within a contact list workspace click the "New Organisation" icon.
  2. Enter the required details ensuring that an organisation type is selected.

To add a new person:

  1. Within a contact list workspace click the "New Person" icon.
  2. Enter the required details ensuring that a parent organisation is selected. Each person must be associated with an organisation.

To delete an organisation:

  1. Search for the required organisation using either the intranet search tool or associated contact list.
  2. Select the organisation and then click the "Delete" icon. Note that to be able to delete an organisation there must be no persons associated with it; they must be deleted first.

To delete a person:

  1. Search for the required person using either the intranet search tool or associated contact list.
  2. Select the person and then click the "Delete" icon. Note that to be able to delete a person there must be no user profile associated with it.

Fileshares

Fireshares are used to securely share documents and publications over the intranet. Fileshares are organised by a series of files and folders much like a standard computers file setup and can be moved, edited and deleted by users with appropriate permission settings.

To add a new folder or sub folder:

  1. Navigate to the location within the associated fileshare where you wish to create the folder.
  2. Click the "New Folder" icon.

To add a new file:

  1. Navigate to the location within the associated fileshare where you wish to add the file.
  2. Click the "New File" icon.
  3. Click "Browse" to locate the file on your computer.
  4. Click "Save" to upload the file to the intranet; alternatively, if you wish to upload another file immediately after click "Save and Add Another".

To delete a folder:

  1. Check the corresponding tick box for the folder in the associated fileshare.
  2. Click "Delete Selected Items"

To delete a file:

  1. Check the corresponding tick box for the file in the associated fileshare.
  2. Click "Delete Selected Items"

To move files and folders:

  1. Check the corresponding tick boxes for the items you wish to move in the associated fileshare.
  2. Click the "Cut Selected Items" icon.
  3. Navigate to the location to which you want to move the items.
  4. Click "Paste". Note that you can move files and folders within different fileshares using this method.

Discussion Forums

Discussion forums provide a place for users to publish thoughts, questions and feedback. Each forum is organised into a series of topics each of which can have any number of replies.

To add a new post:

  1. Navigate to the required forum workspace.
  2. Click "New Post".

To add a new reply:

  1. Navigate to the required thread in a forum workspace.
  2. Click "Reply".
  3. If you wish to quote an existing reply, then click "Quote" alongside the corresponding reply.

To delete a post:

  1. Check the corresponding tick box for the post in the associated forum.
  2. Click "Delete Selected Items"

Task Lists

Users can assign tasks to themselves or another intranet user. Deadlines and completion status gives a quick overview of project progress.

To add a new task:

  1. Within a task list workspace click the "New Task" icon.

To delete a task:

  1. Check the corresponding tick box for the task in the associated task list.
  2. Click "Delete Selected Items"

Link Lists

Link list workspaces create a sharable collection of useful URL's which can be internal intranet links or external websites.

To add a new link:

  1. Within a link list workspace click the "New Link" icon.

To delete a link:

  1. Check the corresponding tick box for the link in the associated link list.
  2. Click "Delete Selected Items"

Searching for Information

All information within the various collaboration tools is searchable by intranet users. This is a very powerful function to find information quickly and efficiently. Search results will only reveal items that the user has permission to view.

To search the intranet:

  1. Click "Search" within the main navigation.
  2. Choose the type of information you wish to search for in the drop down box.
  3. Enter your search phrase and click "Search".

To find related items:

  1. In a search results list click "Find Similar".