UN Environment - Communities of Practice - User Manual.docx
Communities of Practice System
User Manual
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Description of Change |
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1.0 |
1 st Draft |
Ian Magero |
28/09/2017 |
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1.1 |
2 nd Draft |
Ian Magero |
24/10/2017 |
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1.2 |
3 rd Draft |
Ian Magero |
21/12/2017 |
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1.3 |
4 th Draft |
Ian Magero |
06/03/2018 |
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1 Abbreviations
Cop – Communities of Practice
Table of Contents
5.4.3 Delegated group Management.
6.2.1 Page Editing Horizontal Navigation Bar
2 Table of Figures
Figure 7: General configuration
Figure 17 : Home - Community widget
Figure 18 : Community Home Page
Figure 19 : Community Files and Folders Page
Figure 20 : Community Folder Page
Figure 23 : Edit in Office Prompt
Figure 28 : Collaborative editing
Figure 31 : Collaborate - Edit button
Figure 34 : Filled out invite form
Figure 35 : Collaboration Invite Notification
Figure 36 : Collaboration Start Editing
Figure 39 : Collaboration - Close
Figure 40 : Collaboration - Document Changes
Figure 41 : Collaboration - Update button
Figure 47 : File Preview Comment Button
Figure 48 : Comment Instruction
Figure 49: File Preview Comment Icon
Figure 52: Workbox notification
Figure 53: workbox notification opened
Figure 55 : Comment - Opened Page
Figure 66: Attachment Macro on a Page
Figure 70: Delete file list folder
Figure 75: Edit Create from Template
Figure 82: Blog post edit mode
Figure 85: Community discussion
3 Usage of this document:
Additional information to take note
Action to perform
4 Introduction
Communities of Practice is for practitioners to actively participate, share knowledge, best practices, ask/answer questions of their colleagues and peers who might otherwise not have an opportunity to interact. This helps to build dialogue and insights, stimulate learning and collaboration and deliver tangible results, knowledge and products.
Communities of Practice has about 141 communities among the active community being the Geo-6 Healthy Planet, Healthy People.
Each community technically is a space with the following page tree:
- Community Activity
- Community Blog
- Community bookmarks
- Community Files and Folders
- Community News
- Community Pages
5 User Management
To be done by the confluence administrator
5.1 User Access
The current cop has users who were migrated from the cop on elgg platform. New users who were not on the cop on elgg platform will have to sign up so as they can be on the cop on confluence platform.
New users who will be created by the administrator liaising with the community moderators. An email will have to be sent to the communities of Practice service desk.
5.1.1 Login
New users who were not on the cop at https://uneplive.unep.org/community/ will have to sign up using the instructions as follows:
- Open your browser and go to https://communities.unep.org/
- You will be redirected to the page in Figure 2:
3. To login use this step:
Username : This is the user name from cop on elgg platform.
Password : This has been set as a default but users are strongly recommended to change it. The password is username12a34
e.g.:
Username: johndoe
Password: johndoe12a34
Choose your favorite browser and do the following:
- Access the platform from https://communities.unep.org/
- Enter username: yourusername
- Enter password: yourusername12a34
- Click log in button
If your username had uppercase, we changed it to lowercase when migrating users because the confluence platform does not allow uppercase on usernames.
If you had an account on the cop at
https://uneplive.unep.org/community/
and you cannot login please contact
ICT Service Desk
If you are not able to recall your username please click
forgot password
and you will be sent an email address to reset your password:
5.1.2 Logout
To logout use the following steps:
- Click on the image at the far top right and the drawer with white background will pop up.
- Below the drawer you will find the log out from the items.
- Click Log out.
5.2 Create User
You have to have administration rights to create a user.
To create a user click the cog wheel and from the dropdown select user management.
Go to the add users tab.
Provide the following details to create a user:
- Username
- Full Name
- Email Address
Check the checkbox below the email address input field and the below email will be sent to the user:
If the checkbox is unchecked the administrator will have to set the password for the user being created.
5.3 Manage user
An administrator can perform the following operations on a user:
- View Profile
- Edit Groups
- Edit Details
- Set Password
- Delete
- Disable
Disabling a user account won’t remove the content a user has created but deleting a user will also remove the content they have created.
5.4 User group
User groups have been created and associated with their respective communities since there are communities that are closed the user group will enforce restrictions.
5.4.1 Create group
You have to have administration rights to create a user.
1. Click the General configuration:
Figure 7 : General configuration
2. Navigate to users and security and click on Groups:
3. Click on the add group link and give the group a name:
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5.4.2 Add user to group
1. Find the group the user wants to be a member of:
2. Click on the group:
3. Click on Add Members:
Username is used to add members to a group.
5.4.3 Delegated group Management.
This is an extension of adding users to user groups which was currently done by confluence administrators. Users who are equivalent to moderators have been set as owners of the communities and they will be able to add users to their communities.
The following steps are going to be used to add users to their respective user groups which have been associated with the communities(spaces):
A new user must be added to the uneplive-users group first then to the respective user group he or she ought to be.
1.To confirm if you have been set as the owner of user group(s) please go to you profile on the top right and check that you have a list item on the dropdown named my groups as shown below and click it:
2.After clicking the My Groups link you will be able to see the groups that you can add users to as show below:
3.Select the group by clicking on the group name to add users to or remove.
4.Click Add users to group:
5.Search the user using his or her username:
6.Select the user you want to add from the results of the search above and click save:
The user will now be added to the user group and hence access the community associated with that user group.
7.To remove a user you will need to click the Remove link against the user you want to remove shown on Figure 14 above.
6 Document Management
The options that are going to be covered in this section regarding document management include:
- Edit in office
- Collaborative editing
- Comments
6.1 Edit in office
To edit a document in office application a user needs to navigate to the community files and folder.
The steps are:
- Select a community from the home dashboard in the spaces widget. In this case we are going to use the Global Assessment Community:
Figure 17 : Home - Community widget
- Click the Global Assessment community and you will be redirected to the following page:
Figure 18 : Community Home Page
- Navigate to the page tree on the left and click Community Files and Folders to go to the below page:
Figure 19 : Community Files and Folders Page
- Select your preferred folder to where the file you want to edit is located. We are going to use a file that is in Second Order Drafts folder:
Figure 20 : Community Folder Page
- Click on the greater than sign which is before the name of the file to see the actions that you can perform on the file:
The actions that can be performed on the file include the options below but delete option is restricted to selected users and the administrator:
- Preview
- View
- Edit in Office
- Properties
- Delete
6. Click on the Edit in office button:
7. A prompt will appear to launch the Office Application that you have installed.
i) For Microsoft windows users, Microsoft Office will be selected in the prompt:
Figure 23 : Edit in Office Prompt
ii) For Mac book users open office will be opened:
8 Click ok button on the security prompt as this file is from a trusted source:
9. The document will be opened in protected view:
10. Enable editing by clicking on the enable editing button:
Make changes to the document and once you save and close the file it will automatically be saved online and versioned:
6.2 Collaborative Editing
Collaborative editing enables users to work in real time on a page and see the changes as they happen. The changes are automatically saved as they are being typed.
Figure 28 : Collaborative editing
- Users Collaborating – View all the users collaborating on a particular page.
- Cursor position – See where other users are working in the page.
- Publish changes when you’re ready.
- Close- Hit close and your changes are saved and will be there next time you edit. The page will be a draft and drafts are not versioned.
The owner of the page will invite the users who are going to collaborate together.
6.2.1 Page Editing Horizontal Navigation Bar
The page navigation menu bar has the following:
1) Typography
2) Text:
- Bold
- Italic
- Underline
- Strikethrough
- Subscript
- Superscript
- Monospace
3) List:
- Bullet list
- Numbered list
- Task list
4) Indentation:
- Indent
- Outdent
5) Align:
- Left
- Center
- Right
6) Page layout
7) Insert:
- Insert files and images
- Insert links
- Table
- Symbols
- Emoticon
- Horizontal rule
6.2.2 Page Editing
1. Navigate to the page that users are going to collaborate from the page tree on the left navigation:
2. Click edit to open the page in edit mode:
Figure 31 : Collaborate - Edit button
3. Click the + button to invite the users that are going to collaborate on the page:
- An invite form will open and you are able to copy the link of the page and share via email or invite people by their names.You can also include a message that will appear on the invited user’s workbox:
6 a) Fill the invite form and click the invite button:
Figure 34 : Filled out invite form
b) The invited people will get a notification:
Figure 35 : Collaboration Invite Notification
7. Click the start editing button to start editing:
Figure 36 : Collaboration Start Editing
8. Start typing on the page to add comment. The cursor movement will be seen in real time:
9. a) Click the close button so as to see the changes that other users have made.
b) A popup will appear:
Figure 39 : Collaboration - Close
10. Click on show changes to actually see the changes that took place:
Figure 40 : Collaboration - Document Changes
11. Click update button to publish changes made by you and other people:
Figure 41 : Collaboration - Update button
The invited people will be notified once a page has been published.
12. Click on the three dots to view the page information and click on Page information:
13. Click the view changes to view the changes of the individual users:
14: Click the three dots again and navigate to page History to view the current version:
Page History:
6.3 Comments
6.3.1 File Preview Comments
A file can be commented at and even a user mentioned on the comment.
To comment on a file, you have to preview the file as shown:
1. Hover on the file to activate the comment icon:
Figure 47 : File Preview Comment Button
2. Drag the comment icon on the section of the document you want to comment on and drop the pin to activate the comment form:
Figure 48 : Comment Instruction
Figure 49 : File Preview Comment Icon
3. Write your comment from the form on the right and save:
The operations that can be performed on the comments include:
- Edit
- Resolve
- Like
- Delete
4. Draw the attention of the user by using @mention. From the comment box type @ followed by the name of the user:
5. The mentioned user will get a notification from the workbox:
Figure 52 : Workbox notification
Figure 53 : workbox notification opened
If the user is not part of that community, a notification will not be sent to the user’s workbox. The user must be granted access to the community where the files that are being commented are.
- Click open to be redirected to the section of the preview where you were opened.
6.3.2 Page Comments
1. Locate the page where you want to put a comment and navigate to the page:
In this case we will use the global assessment community.
2. Click Geo Land Second Order draft_v2 page to open it:
Figure 55 : Comment - Opened Page
3. Highlight the text you want to comment on so as to activate the comment icon:
4. Click on the comment icon to add a comment:
Commented text will have a yellow background and when you click it you will view the comment.
The owner of the page will get a notification when a comment is added to the page.
6.4 Create Folder
Files will be organized using folders of which technically the folders are pages and from the pages an attachment macro is placed so that files can be attached.
Folders for a particular community will all be listed on the page tree named community files and Folders.
The community files and Folders is the top level and there can be sub folders.
Top create a folder:
1. Go to community files and Folders and you will find Create folder button as shown below:
6.4.1 Sub Folders
To create sub folders we will use the following steps:
1. Go to the top level to which you want to create a sub folder and click on it. A top level folder can be found when you navigate to the community files and Folders as they will all be listed.
A sub folder will be created inside First Global GEO-6 Authors Meeting at Frascati (ITALY)
2. Click create button which is on the top right:
You will be redirected to a page which is in edit mode.
3. Edit the page and where it is written page title please write the name that you want you sub folder to be:
4. An attachment macro will need to be inserted so as to enable file upload. Click on the body of the page to activate the horizontal bar .Click the + dropdown button at the navigation bar as shown below:
5. Navigate to the dropdown and find Other macros and a pop up will appear:
6. Click on Attachments from the popup:
7. Click insert from the attachment macro to insert it in the page:
Figure 66 : Attachment Macro on a Page
8. Click update button which is at the bottom right to save the page.
When you go to the parent folder you should be able to see sub folder created.
7 Personal Space
This is the place which a user will be able to publish their own items including blog posts and upload their own files.
There are some users who had curriculum vitae from the old cop hence their personal space is already setup for them. Users who did not have any personal content, their personal spaces have not been setup and they will use the following steps to setup:
To create your personal space:
a) Choose your profile picture at top right of the screen.
b) Choose Add personal Space and complete the popup wizard that appears.
7.1 Personal Files and Folders
This is where users will be able to arrange their files and folders using the following steps:
1. Choose your profile picture at the top right screen then choose personal space.
2. Click the three buttons on the right beside the create button:
3. Select File list and click create button to start the file list wizard and then click Next.:
4. Type m to the Name input field and click create:
5. Click the three dots on the page titled m and then delete it:
Figure 70 : Delete file list folder
6. Navigate to the left navigation and you will see File lists under Home and click it:
7. Click edit to edit the page:
8. Change the title from File lists to Files and Folders:
9. Click Create from template and select edit:
10. Change the button text to create folder and the Template name to File list and save:
Figure 75 : Edit Create from Template
11. Click update at the bottom right of the page.
12. Click Create folder to create your folder:
You can create other folders by going to the files and folders from the left navigation and the ones you had created will be listed here.
8 Content Creation
Users will be able to add content to the communities they belong to.
8.1 Create a page
To create a page use the following steps.
1. Navigate to the left navigation page tree and click on Community Pages:
2. Click the create page button on the right and you will be directed to edit mode of creating a page:
8.2 Create Blog post
Ensure you have the rights to create a blog.
Use the following steps to create a blog:
1. Navigate to the Community Blog from the left navigation:
2. Click on the three dots next to the create button:
3. A dialog box will appear, select Blog post and click Create:
4. You will enter edit mode of the blog post, Write the Blog post title and add you content and Save:
Figure 82 : Blog post edit mode
8.3 Create bookmark
A bookmark will be created the same as a page but you will need to be in the Community Bookmark page tree.
1. Navigate to the community bookmark from the left navigation:
2. Click the create button and you will go to the edit mode of a page. Please write the title and content then save. It will appear in the Community Bookmark section:
8.4 Create discussion
Discussion is also created the same as a page but you have to be in the Community discussion section:
1. Navigate to the community discussion page tree:
Figure 85 : Community discussion
2. Click the create button and you will go to the edit mode of a page. Please write the title and content then save. It will appear in the Community Bookmark section:
8.5 Create news
A news story is created just as a blog post hence you will use the steps of creating a blog post as explained in the Create blog post section.
1. After step 4 in the create blog post section, mark the icon shown below and the blog post will be news and hence appear on the community news page tree:
Please note the color of the icon is blue hence yours should also be blue for the blog post to be news
