CDISC User Group Portals
User Manual
CDISC User Group Portals
User Manual
CONTENTS
1
INTRODUCTION
4
2
2.1
2.1.1
2.1.2
2.1.3
2.1.4
PORTAL SITE STRUCTURE
Structural elements of a portal site
Tabs
Navigation bar
Breadcrumb navigation
Content area
5
5
5
5
6
6
3
3.1
3.1.1
3.1.2
3.1.3
PORTAL SITE ACCESS WITH READER AND
CONTRIBUTOR RIGHTS
Public access (read rights)
Reading content
Downloading documents
Participating in discussions
7
7
7
7
7
3.2
3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
3.2.6
Access with contributor user rights
Signing in
Signing out
Changing the password
Forgotten password
Entering the wrong password
Updating My Settings
8
9
9
10
10
10
11
3.3
3.3.1
3.3.1.1
3.3.1.2
3.3.1.3
3.3.2
3.3.2.1
3.3.2.2
3.3.2.3
3.3.3
3.3.4
3.3.4.1
3.3.4.2
3.3.4.3
3.3.5
3.3.6
3.3.6.1
3.3.6.2
3.3.6.3
Uploading and modifying content
Uploading and modifying documents
Working with document libraries
Uploading documents
Modifying documents
Adding and modifying calendar items
Adding new calendar items
Modifying existing calendar items
Deleting calendar items
Exporting calendar items
Adding and modifying contacts
Adding new contacts
Modifying existing contacts
Deleting contacts
Exporting contacts
Adding and modifying tasks
Adding new tasks
Modifying existing tasks
Deleting tasks
12
12
12
13
14
15
15
15
15
16
17
17
17
17
18
18
18
19
20
3.4
3.4.1
3.4.2
3.4.3
3.4.4
Alerts
Setting alerts to document libraries and lists
Setting alerts to single items
Viewing or modifying existing alerts
Deleting alerts
20
20
21
21
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4
4.1
4.1.1
4.1.1.1
4.1.2
4.1.3
4.1.4
4.1.4.1
4.1.4.2
4.1.4.3
4.1.5
4.1.6
4.1.7
4.1.8
4.1.9
4.1.10
4.2
4.2.1
4.2.1.1
4.2.1.2
4.2.1.3
4.2.1.4
4.2.2
4.2.3
4.2.4
PORTAL SITE ACCESS WITH ADMINISTRATOR RIGHTS
User management
Setting up new user accounts
Error message when setting up an account for an already
existing user
Creating a SharePoint group
Accessing an existing SharePoint group
Adding users to a SharePoint group
Adding a new user by direct entry of the user name
Adding a new user from internal CDISC User Group Portal’s
address book
Giving permissions and sending e-mail notifications to new
users
Retrieving a user’s password
Unlocking a user
Removing a user from a SharePoint group
Permanently removing a user from the Global CDISC User
Networks Portal
Modifying SharePoint group settings
Deleting a SharePoint group
24
25
25
Portal site management
Modifying existing portal sites
Creating new libraries, lists, or web pages
Customizing web pages by adding, removing and modifying
Web Parts
Customizing Web Parts
Customizing existing libraries and lists
Creating portal sub-sites
Modifying the listing of a portal sub-site in the navigation bar
Deleting portal sub-sites
39
39
39
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1
INTRODUCTION
In 2008, CDISC has established its own Portal structure for CDISC Teams and Projects and
the CDISC Global User Network (CGUN). The portals can be accessed through
http://www.cdisc.org under the link “CDISC Portals”.
While the CDISC Portals for the CDISC Global User Network are publicly accessible (read
rights), the access to other portals is restricted to CDISC team and project members. Without
any CDISC team or project membership, the user will see the following CDISC Home Portal:
All regional Global User Network Portals can be accessed through the link “Global User
Networks”.
The current User Manual will focus on the CDISC Global User Network Portal structure and
will explain the general portal functionality of a typical regional User Group Portal, by taking
the German CDISC User Group Portal as example.
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2
PORTAL SITE STRUCTURE
Regional CDISC User Group Portals are sub-sites of the CDISC Home Portal and are
grouped by main geographic areas (Asia, Europe, North America). Thereby, every portal site
has a similar structure:
1
3
4
5
2
2.1
2.1.1
Structural elements of a portal site
Tabs
Being a general structural element of every User Group Portal, two tabs (1) in the upper left
allow navigating back to the Home Portal or the Global User Networks Portal Site,
respectively.
2.1.2
Navigation bar
The navigation bar (2) allows navigating through the different content types of a portal site
(Discussions, Documents, Lists, Sites and Surveys). The available discussions, document
libraries and lists are pre-defined for every Portal Site. Below “Sites”, the next lower level of
sub-sites of the current portal site is displayed (for the Global User Networks Portal Site:
Asia, Europe, and North America).
As an example, the German CDISC User Group Portal Site can be accessed by navigating
through Home Portal → Global User Networks → Europe → German Language.
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2.1.3
Breadcrumb navigation
The breadcrumb navigation (3) above the content area allows for a easy navigation across
portal site contents or to quickly navigate back to parent portal sites. Thereby, the length of a
particular breadcrumb navigation element depends on where the corresponding portal site in
the portal is located. Within the breadcrumb navigation element, a click on a specific topic
directs the user to this selected portal site.
Two examples of breadcrumb navigation elements within the CDISC Global User Network
Portal:

Global User Network Portal Site:

Calendar within German CDISC User Group Portal Site:
2.1.4
Content area
The content area consists of a larger left (4) and a smaller right content area (5), where
different content types can be displayed by specific page elements, so called Web Parts. In
most regional CDISC user group portal site, the following Web Parts have already been
added to the content area:
Left content area:
 Announcements
 Calendar
Right content area:
 Site image (with CDISC logo)
 Links
New Web Parts can be added by users with specific user roles (administrators). Even if not
accessible within the content area, all other content types, such as discussions, document
libraries, surveys and the contact list are accessible for users through the navigation bar.
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3
PORTAL SITE ACCESS WITH READER AND CONTRIBUTOR RIGHTS
3.1
Public access (read rights)
The CDISC User Network Portal is publicly accessible, which means that the public has
unlimited access/read rights to all content of every global or regional portal site therein.
Everybody can read and download stored information, irrespective of its content type and
participate in discussions.
3.1.1
Reading content
To read the content of a specific file, it has to be selected and opened by a left mouse click. It
is then available in a read-only format.
3.1.2
Downloading documents
In order to download a document, it either has to be opened and then be locally saved
through the “Save As…” command. Or it has to be selected by a right mouse click and then
be locally saved through the “Save Target As…” command.
3.1.3
Participating in discussions
As a special case, all created discussion topics within the Team Discussion of a portal site
are publicly accessible not only for reading discussion threads, but also for replying to
discussions. To reply to a discussion, the discussion of interest has to be selected and
opened.
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To reply to the discussion topic the hyperlink “Reply” has to be clicked.
As a result, a response can be provided and the process is completed by clicking on “OK”.
3.2
Access with contributor user rights
People with contributor user rights for a specific portal site have much more possibilities.
Besides the functionality described above, they are able to
 export calendar items and contacts to Outlook or other local calendar applications
and address books
 upload and modify any content types
 set and configure alerts to document libraries, lists, or any single items thereof
In order to have access to this extended functionality, they have to be provided with a user
name and password, granted contributor user rights and sign in to the user portal first.
It is up to the regional CDISC User Groups, whether they want to provide contributor rights to
their User Group Members, either to a specific sub-set or to all members. Upon request
through the CDISC Communication Committee of the Global CDISC User Network, the
regional CDISC User Group Coordinators are provided with portal site administrator rights for
their regional CDISC User Group Portals. As such, they are able to provide members with
contributor rights on their own.
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3.2.1
Signing in
Users with contributor rights have been provided with a user name and password by their
regional CDISC User Group Coordinator. In order to sign in, the “Sign In” hyperlink located in
the upper right corner of the portal site has to be clicked.
The login screen appears where the user name and password can be entered and confirmed
by clicking on “Log in” to complete the sign in process.
After the login, the “Sign in” hyperlink in the upper right corner of the portal site is replaced by
a “Welcome <User Name> hyperlink (here: “Welcome drehn”).
The user name is a combination of the first letter of the first name and the last name of a
user.
3.2.2
Signing out
In order to sign out, the “Welcome <User name>” hyperlink (here: “Welcome drehn”) located
in the upper right corner of the portal site has to be clicked. A menu appears where the
hyperlink “Sign Out” has to be selected to complete the sign out process.
After signing out, the “Welcome <User Name> hyperlink (here: “Welcome drehn”) in the
upper right corner of the portal site is replaced by the “Sign in” hyperlink again.
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3.2.3
Changing the password
The password can be changed before signing in to a particular portal site. By clicking on the
“Sign In” hyperlink located in the upper right corner of the portal site a login screen appears,
where the hyperlink “Change Your Password” has to be clicked instead of following the
normal login process.
In the Change Your Password screen, the user name and old password have to be entered
and a new password has to be provided and entered a second time for confirmation
purposes. The following rules apply for new passwords:
 Not less than 7 characters
 Non-alphanumeric characters are required. Example: the underscore_ or the dash - is
a must in the password
 Password is case-sensitive
To complete the password change process, the hyperlink “Change Password” has to be
clicked.
As a result, the password has been changed and the user has been re-directed to the Home
Portal Site.
3.2.4
Forgotten password
In case of a forgotten password, the user should contact the Coordinator of the regional
CDISC User Group and request a password retrieval (see 4.1.5). As a result, an automated
e-mail will be sent to the user with a new password, which should be changed during the first
login process (see 3.2.3).
3.2.5
Entering the wrong password
If a wrong password is used by a user for five times, then the user’s account will be locked.
In this case, the user should contact the Coordinator of the corresponding regional CDISC
User Group and request to be unlocked again. As regional CDISC User Group Portal Site
Administrator, the Coordinator of the regional CDISC User Group is able to unlock the user
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account (see 4.1.6) and subsequently, to retrieve the password (see 4.1.5). As a result, an
automated e-mail will be sent to the user with a new password, which should be changed
during the first login process.
3.2.6
Updating My Settings
In order to update entries in the My Settings area, a user has to be signed in and to click the
“Welcome <User name>” hyperlink (here: “Welcome drehn”) located in the upper right corner
of the portal site. A menu appears where the hyperlink “My Settings” has to be selected.
The My Settings screen appears and the entries can be edited (e.g. entering a new e-mail
address) by clicking on “Edit Item”.
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A new edit screen appears where entries can be added or modified.
The editing process is completed by clicking on “OK” at the bottom of the edit screen (not
shown above). As a result, the user is re-directed to the regional CDISC User Group Portal
Site.
3.3
Uploading and modifying content
With contributor rights, users can upload, add, modify or delete their own contributed content
as well as the content contributed by other users within a specific portal site.
3.3.1
3.3.1.1
Uploading and modifying documents
Working with document libraries
Any types of documents can be uploaded to a particular document library within a portal site.
A document can be uploaded directly into the document library or into a specific folder
located within the document library. For the latter case, a folder has to be opened first, as it is
not possible to move or copy-paste the document into a specific folder afterwards.
To create a new folder within a document library, the hyperlink “New” has to be clicked and
the menu item “New” folder has to be selected from the drop-down menu.
A new screen appears where a name for the new folder can be provided. The process is
completed by clicking on “OK”.
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Folders can be deleted by choosing the drop-down menu of the folder in question and by
clicking on “Delete”.
A new window appears and the process is completed by confirming the deletion by clicking
on “OK”. Please note that both the folder and all its content will be deleted.
3.3.1.2
Uploading documents
Within a particular document library, a new document can be uploaded by clicking on
“Upload” or by choosing the menu item “Upload Document” from the corresponding dropdown menu.
A new screen appears where the document intended to upload can be selected from the
local computer by clicking on “Browse…”. A new window appears where the document can
be selected. This is confirmed by clicking on “Open”.
As a result, the path of the document is displayed in the upload screen. The document
upload process is completed by clicking on “OK”.
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3.3.1.3
Modifying documents
Documents stored within a document library can be modified by different means :

The document name can be changed by choosing the drop-down menu of the
document in question and by clicking on “Edit Properties”.
As a result, a new screen appears where the document name and short title of the
document can be changed. The change process is completed by clicking on “OK”.

In order to modify the contents of a document, it has first to be downloaded (see topic
3.1.2). After performing the necessary changes, it has to be uploaded (see topic
3.3.1.2) into the same document library or into the same folder within a document
library again. In order to overwrite the old document with the modified document, it
has to be ensured that a) the document name was not changed during modification
and b) the tick box “Overwrite existing files” within the document upload screen is
ticked.

A document can be deleted from a particular document library or from a particular
folder within a document library by choosing the drop-down menu of the document in
question and by clicking on “Delete”.
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3.3.2
3.3.2.1
Adding and modifying calendar items
Adding new calendar items
A new calendar item can be added into the Calendar (list) of a portal site by clicking on
“New” or by choosing the menu item “New Item” from the corresponding drop-down menu.
A new screen appears where all details of a new calendar item are entered. If the new
calendar item is an all-day event, the corresponding tick box has to be ticked. As a result, for
the definition of the meeting start and end it is only possible to enter meeting dates, but not
meeting times anymore. Meeting recurrences are set by clicking the tick box “Make this a
repeating event”. As a result, meeting recurrence patterns (e.g. monthly) and date ranges
can be defined. The entry of a new calendar item is completed by clicking on “OK”.
3.3.2.2
Modifying existing calendar items
An existing calendar item can be modified by choosing the drop-down menu of the calendar
item in question and by clicking on “Edit Item”.
The edit screen appears where all necessary modifications can be performed. The
modification of an existing calendar item is completed by clicking on “OK”.
3.3.2.3
Deleting calendar items
A calendar item can be deleted by choosing the drop-down menu of the calendar item in
question and by clicking on “Delete Item”.
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A new window appears, where the deletion has to be confirmed by clicking on “OK”.
3.3.3
Exporting calendar items
In order to export a specific calendar item, it has to be selected and opened by a left mouse
click. It can then be exported by clicking on the hyperlink “Export Event”.
The calendar item of interest is then downloaded as iCalendar file, which can be opened or
saved in Outlook or in any other local calendar application.
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3.3.4
3.3.4.1
Adding and modifying contacts
Adding new contacts
A new contact can be added into the Contact List of a portal site by clicking on “New” or by
choosing the menu item “New Item” from the corresponding drop-down menu.
A new screen appears where all necessary contact details can be entered. The entry of a
new contact is completed by clicking on “OK”.
3.3.4.2
Modifying existing contacts
An existing contact can be modified by choosing the drop-down menu of the contact of
interest and by clicking on “Edit Item”.
The edit screen appears where all necessary modifications can be performed. The
modification of an existing contact is completed by clicking on “OK”.
3.3.4.3
Deleting contacts
A contact can be deleted by choosing the drop-down menu of the contact in question and by
clicking on “Delete Item”.
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A new window appears, where the deletion has to be confirmed by clicking on “OK”.
3.3.5
Exporting contacts
In order to export a specific contact, it has to be selected and opened by a left mouse click. It
can then be exported by clicking on the hyperlink “Export Event”.
The contact of interest is then downloaded as vCard file, which can be opened or saved in
Outlook or in any other local address book application.
3.3.6
3.3.6.1
Adding and modifying tasks
Adding new tasks
A new task can be added into the Tasks list of a portal site by clicking on “New” or by
choosing the menu item “New Item” from the corresponding drop-down menu.
A new screen appears where all necessary task details can be entered. A task can also be
assigned to a specific Portal User. To identify a Portal User’s user name, the Portal User can
be searched by his or her first or last name by clicking on the Browse icon.
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The search window opens where the search criteria can be entered and executed by clicking
on the search icon.
The contact in question has to be selected from the result list and confirmed by clicking on
OK.
As a result, the task is now assigned to a particular Portal User. Irrespective of whether a
task is assigned to a particular Portal User or not, the entry of a new task is completed by
clicking on “OK”.
3.3.6.2
Modifying existing tasks
An existing task can be modified by choosing the drop-down menu of the task of interest and
by clicking on “Edit Item”.
The edit screen appears where all necessary modifications can be performed. The
modification of an existing task is completed by clicking on “OK”.
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3.3.6.3
Deleting tasks
A task can be deleted by choosing the drop-down menu of the task in question and by
clicking on “Delete Item”.
A new window appears, where the deletion has to be confirmed by clicking on “OK”.
3.4
Alerts
Alerts are very useful to be kept updated on portal content changes of particular interest. By
setting their own alerts, Portal Users can be notified on any changes by e-mail instead of
having to repeatedly access the portal to manually check for changes themselves.
3.4.1
Setting alerts to document libraries and lists
Alerts can be set to be notified of changes within any document library or list, including the
Calendar and the Contact List of a portal site. A new alert is set by clicking the hyperlink
“Actions” of the particular document library or list (here: document library “Meeting Agendas
& Minutes”) and by choosing the menu item “Alert Me” from the drop-down menu.
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As a result, a new screen appears where the alerting details can be specified, being title,
recipient(s), change types, filtering criteria (alerts on all changes or changes performed by
others), and e-mail notification settings (immediately, daily or weekly summaries). The alert
specification process is completed by clicking on “OK”.
3.4.2
Setting alerts to single items
Alerts can be set to be notified of changes within a single item, e.g. a specific document,
calendar item, contact, link or task within a portal site. An item-specific alert can be set by
choosing the drop-down menu of the item of interest and by clicking on “Alert Me”.
As a result, a new screen appears where the item-specific alerting details can be specified,
being title, recipient(s), filtering criteria (alerts on all changes or changes performed by
others), and e-mail notification settings (immediately, daily or weekly summaries). The itemspecific alert specification process is completed by clicking on “OK”.
3.4.3
Viewing or modifying existing alerts
Existing alerts can be viewed or modified by clicking on the “Welcome <User name>”
hyperlink (here: “Welcome drehn”) located in the upper right corner of the portal site. A menu
appears where the hyperlink “My Settings” has to be selected.
Within the “My Settings” screen, clicking on “My Alerts” hyperlink will open the alerts
overview screen listing all alerts as set within a specific portal site.
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In order to modify an existing alert, it has to be selected by clicking on the appropriate
hyperlink (here: Working Documents).
As a result, a new screen appears where the corresponding alerting details can be adapted.
The alert modification process is completed by clicking on “OK”.
3.4.4
Deleting alerts
Existing alerts can be deleted by clicking on the “Welcome <User name>” hyperlink (here:
“Welcome drehn”) located in the upper right corner of the portal site. A menu appears where
the hyperlink “My Settings” has to be selected.
Within the “My Settings” screen, clicking on “My Alerts” hyperlink will open the alerts
overview screen listing all alerts as set within a specific portal site.
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In order to delete one or more existing alerts, they have to be selected by ticking the
appropriate tick boxes, followed by clicking on the hyperlink “Delete Selected Areas”.
As a result, a new window appears where the deletion of the alert(s) has to be confirmed.
The process is completed by clicking on “OK”.
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4
PORTAL SITE ACCESS WITH ADMINISTRATOR RIGHTS
With administrative rights for a particular portal site, the portal site can be further customized,
both from a user management and portal management perspective. In this topic, the
management tasks which are typically performed by a regional CDISC User Group Portal
Site Administrator will be described. User access as a regional CDISC User Group Portal
Site Administrator for a particular regional CDISC User Group Portal has to be requested
through the CDISC Communication Committee of the Global CDISC User Network.
1
2
After having signed in as regional portal site administrator, there are two additional areas
available in the upper right corner of the portal site to perform user and portal site
management tasks:

A tab “Site Actions” (1) which allows a regional portal site administrator to
o Add a new library, list or web page to this portal site,
o Add, remove or update Web Parts on this portal site, or
o Manage site settings on this site

An area for two user management-specific activities (2) which allow a regional portal
site administrator to
o Unlock existing users
o Create new users
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4.1
User management
4.1.1
Setting up new user accounts
The regional CDISC User Group Portal Site Administrator can set up new user accounts by
clicking on the hyperlink “Create Users”.
A new screen for signing up a new account appears where the information about a new user
can be provided. The following rules apply for creating a new user for the CDISC User Group
Portal:

User name: Should be a combination of the first letter of the first name and the last
name of the new user, e.g. user name “drehn” for “Daniel Rehn”.

Password: Should not have less than 7 characters, non-alphanumeric characters are
required (example: the underscore_ or the dash - is a must in the password), the
password is case-sensitive. For new users, a default password should be created,
which should be changed immediately by the users during their first log-in (see 3.2.3)

E-mail: Should be the business e-mail address of the new user

Security Question and Security Answer: It is highly recommended to work with the
same, single, standard security question and security answer for all new planned user
accounts of a particular portal site to facilitate the user unlocking process (see Error!
Reference source not found.) and the hand-over process with respect to a future
transition to a new site administrator. This standard security question and answer will
not be shared with the users.
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Clicking on “Create User” completes the process. As a result, the portal site administrator is
now signed in with the newly created user account and is re-located to the Home Portal
Area. In order to continue with creating new user accounts, the regional portal site
administrator has to sign in under his or her user name again by clicking on the hyperlink
“Welcome <User Name>” (here: “Welcome drehn”) and by selecting the menu item “Sign in
as Different User” from the drop-down menu.
The normal login screen appears where the regional portal site administrator can again enter
his or her own user credentials (see 3.2.1).
4.1.1.1
Error message when setting up an account for an already existing user
In the case that a user account for a new user has already been previously set up (e.g.
through the user’s participation in a CDISC team or CDISC project), an error message
“Please enter a different user name” appears after clicking on “Create User”.
This error message simply means that the user name already exists within the CDISC User
Group Portal. However, existing users can still be added to a new SharePoint group (see
4.1.3), but due to a different security question and security answer entered previously (by
another portal administrator), they can only be unlocked (see Error! Reference source not
found.) by this portal site administrator in question.
4.1.2
Creating a SharePoint group
To allow any newly created users to access their regional CDISC User Goup Portal Site as
Contributors, a dedicated SharePoint group for this portal site has to be created. To this end,
the hyperlink “Site Settings” has to be selected from the drop-down menu of the tab “Site
Actions”.
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In the “Site Settings” screen, the hyperlink “People and groups” has to be selected from the
site settings sub-group “Users and Permissions”:
Alternatively, the hyperlink “People and Groups” can be directly selected from the navigation
bar on the left side of the portal site.
Within the “People and Groups” screen, all existing SharePoint groups of the Global CDISC
User Networks Portal are listed in the left overview panel. However, because they have been
added by other administrators, they are generally not accessible by given regional portal site
administrators for either viewing the membership or adding new members to the groups.
A new SharePoint group can be created by clicking on the hyperlink “New” and by choosing
the menu item “New Group” from the drop-down menu.
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A new screen appears where a name for the user group (here: German CDISC Test Group)
and the user group settings have to be provided. The following settings are recommended:

Owner: User name of the portal site administrator

Group Settings: Group members can view the ownership of the group, Group owner
can edit the membership of the group

Membership Requests: No for allowing requests to join/leave this group. In this case,
no for auto-accept requests is pre-defined.

Site Permissions: Only the option “Contribute – Can view, add, update, delete,
approve, and customize” should be selected, as the regional CDISC User Group
Members should not be allowed to modify pages or the portal hierarchy, to design the
portal site or to have full control over the portal site.
The process of creating a new SharePoint group is completed by clicking on “Add” at the
bottom of the screen. As a result, the newly created SharePoint group is shown in the left
overview panel of the “People and Groups” screen (here: German CDISC Test Group).
4.1.3
Accessing an existing SharePoint group
To access an existing SharePoint group, the hyperlink “Site Settings” has to be selected from
the drop-down menu of the tab “Site Actions”.
In the “Site Settings” screen, the hyperlink “People and groups” has to be selected from the
site settings sub-group “Users and Permissions”:
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The “People and Groups” screen appears where all existing SharePoint groups of the Global
CDISC User Networks Portal are listed on the left, including the newly created SharePoint
group (here: German CDISC Test Group).
4.1.4
Adding users to a SharePoint group
To provide users, who now have Global CDISC User Networks Portal user accounts (see
4.1.1), with access to a particular regional CDISC User Group Portal Site as Contributors,
they have to be added to an existing SharePoint group of that portal site in question (see
4.1.2). To do this, the SharePoint group in question has first to be accessed (see 4.1.3)
When clicking for the first time on a newly created SharePoint group, within the
corresponding SharePoint group overview screen, the regional portal site administrator who
has created the SharePoint group is listed as the only member of the group (here: rehnd).
Within the SharePoint group overview screen, a new user can be added to the SharePoint
group by clicking on the hyperlink “New” and by choosing the menu item “New User” from the
drop-down menu.
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The “Add Users” screen appears where one or more new users can be selected.
A new user can be added either through direct entry of his or her user name into the field
“Users/Groups” or by searching and selecting the name from the SharePoint Portal’s address
book.
4.1.4.1
Adding a new user by direct entry of the user name
In this case, a new user is added through direct entry of his or her user name into the field
“Users/Groups” within the add users screen, followed by a verification of the user name
entered by clicking on the icon “Check names”. If more than one user is entered, then the
different user names have to be separated by semicolons.
As a result, correctly entered and verified user names are underlined with a black straight
line (here: drehn_test), whereas erroneous user names not known to the SharePoint Portal
(here: rehnd_test) are highlighted in italic and underlined with a red wavy line, together with a
warning text “No exact match was found”.
4.1.4.2
Adding a new user from internal CDISC User Group Portal’s address book
A new user can be searched in and selected from the internal CDISC User Group Portal’s
address book by clicking on the icon “Browse”.
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A new window appears where existing users can be found by entering their first names, last
names or user names. A click on the search icon or pressing “Enter” starts the search (here:
search by last name “Rehn”.
Matching results to the search are displayed in the result panel and can be selected by
clicking on the appropriate contact of interest and by clicking on “Add ->”.
As a result, the selected user is verified and shown in the add panel, underlined with a black
straight line. This process can be repeated, if other users need to be searched and selected.
The search process is completed by clicking on “OK”. As a result, the selected and verified
user(s) is (are) transferred to the field “Users/Groups” within the add users screen.
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4.1.4.3
Giving permissions and sending e-mail notifications to new users
In the Give Permission section of the add users screen, the settings should be kept to the
pre-selected configuration “Add users to a SharePoint group”, where the SharePoint group of
choice should already have been automatically selected together with the specification of the
corresponding group rights (here: German CDISC Test Group [Contribute]). When added to
this group, the users will automatically inherit these group rights from the selected
SharePoint group.
In the Send E-mail section of the add users screen the user(s) who has (have) been added
to a SharePoint group can immediately be notified by e-mail about his or her (their) new
access right(s) for the particular portal site. For regional CDISC User Group members being
provided access to their regional User Group Portal as Contributors, the use of this
functionality is highly recommended. In the Personal Message field, they should be told
about the standard password and asked to immediately change it, together with the
information on the rules which apply for new passwords (see 3.2.3). A personal message
could be like this:
“You have now Contributor rights for the <Name of Regional CDISC User Group Portal>. To
sign in, your user name consists of the first letter of your first name and your last name, e.g.
drehn. Your standard password is xyz_123. Please change it immediately when signing in for
the first time. For new passwords, the following rules apply: Not less than 7 characters, nonalphanumeric characters are required (example: the underscore_ or the dash - is a must in
the password), password is case-sensitive.”
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The add users process is completed by clicking on “OK”. In case the Send E-mail
functionality has been activated (“Send welcome e-mail to the new users” ticked), newly
added users will receive an e-mail notification of being added to the corresponding
SharePoint group (here: German CDISC Test Group), where the personal message has
been incorporated.
4.1.5
Retrieving a user’s password
If a user has forgotten his or her password, the Regional CDISC User Group Portal Site
Administrator can initiate the password retrieval process. To start, the portal site
administrator has to be signed out from the portal first and then the “Sign In” hyperlink
located in the upper right corner of the portal site has to be clicked.
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In the login screen, the hyperlink “Recover Your Account Information” has to be clicked.
In the “Forgot your Password” screen, the user name of the user in question has to be
entered and submitted.
In the “Identity Confirmation” screen, the standard answer has to be provided as entered at
the time the user account has been set up (see 4.1.1).
When successfully answering the standard question, a message appears stating that the
password has been successfully sent to the user in question.
As a result, an automated e-mail will be sent to the user with a new password, which should
be changed during the first login process. (see 3.2.3).
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As it is recommended to use the same standard question and standard answer for providing
new user access rights to a particular portal site, this information should not be distributed
across the corresponding regional CDISC User Group. It should be communicated that in
case of a forgotten password, the user should contact the Coordinator of the regional CDISC
User Group and request a password retrieval (see 3.2.4).
4.1.6
Unlocking a user
In the case where a user has entered the wrong password 5 times, her or she is locked out.
The Regional CDISC User Group Portal Site Administrator can initiate the user unlocking
process by clicking on the “Unlock Users” hyperlink on the Regional CDISC User Group’s
Portal Site.
In the “Unlock User” screen, up-to-date information on locked users can be retrieved by
refreshing the locked users table by clicking on the button “Refresh”.
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The locked user in question (here: drehn_test) can be unlocked by entering his or her user
name in the User Name field and by clicking on the button “Check Status”.
As a result, the detailed information on the locking status for the user in question (here:
drehn_test) is displayed and the user can be unlocked by clicking on the button “Unlock
user”.
In this example and as a result, the message “User drehn_test has been unlocked” appears,
which completes the user unlocking process.
After unlocking, the portal site administrator is able to proceed with the password retrieval
process for that user (see 4.1.5).
4.1.7
Removing a user from a SharePoint group
In order to remove a user from a SharePoint group, the SharePoint group in question has
first to be accessed (see 4.1.3). Within the corresponding SharePoint group overview screen
(here: German CDISC Test Group), the user in question has to be selected by activating the
corresponding tick box.
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The selected user is removed by clicking on the hyperlink “Actions” and by choosing the
menu item “Remove Users from Group” from the drop-down menu.
A window appears where the removal request has to be confirmed by clicking on “OK”.
Please note that this process does not delete the user per se from the Global CDISC User
Group Portal, but does only remove his access rights from the corresponding regional
SharePoint Portal Site.
4.1.8
Permanently removing a user from the Global CDISC User Networks Portal
There might be a need to permanently remove a user from the Global CDISC User Networks
Portal. This task cannot be done by a regional CDISC User Group Portal Site Administrator,
but has to be requested through CDISC by also providing an appropriate reason.
4.1.9
Modifying SharePoint group settings
In order to change the settings of a SharePoint group, the SharePoint group in question has
first to be accessed (see 4.1.3). Within the corresponding SharePoint group overview screen,
the user group settings can be modified by clicking on the hyperlink “Settings” and by
choosing the menu item “Group Settings” from the drop-down menu.
The “Group Settings” screen appears where the user group settings can be modified. The
following modifications can be changed without creating any harm:

Name and About Me description: Name and description of the SharePoint group

Owner: User name of the portal site administrator in case of a transition. Please note,
that the successor first has to request regional portal site administrator rights (to be
requested through the CDISC Communication Committee of the Global CDISC User
Network)
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Please note that it is highly recommended that the default values of any other group settings
remain unchanged. The group settings modification process is completed by clicking on “OK”
at the bottom of the screen.
4.1.10 Deleting a SharePoint group
In order to delete a SharePoint group, the SharePoint group in question has first to be
accessed (see 4.1.3). Within the corresponding SharePoint group overview screen, the
SharePoint group can be deleted by clicking on the hyperlink “Settings” and by choosing the
menu item “Group Settings” from the drop-down menu.
In the “Group Settings” screen, the SharePoint group is deleted by clicking on the hyperlink
“Delete” at the bottom of the screen.
A new window appears where the deletion request has to be confirmed by clicking on “OK”.
As a result, the SharePoint group in question (here: German CDISC Test Group) has been
removed and is not listed in the left overview panel of the “People and Groups” screen
anymore.
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4.2
Portal site management
4.2.1
Modifying existing portal sites
After having logged in, the regional CDISC User Group Portal Site Administrator can modify
existing portal sites by

Creating or modifying libraries, lists and web pages for an existing portal site

Customizing web pages by adding, removing and modifying Web Parts

Creating portal sub-sites to an existing portal site
All these tasks can be performed through the Site Actions tab located in the upper right area
of a SharePoint portal site.
4.2.1.1
Creating new libraries, lists, or web pages
New libraries, lists or web pages for an existing portal site or portal sub-site can be created
by clicking on the tab “Site Actions” and by choosing the menu item “Create” from the dropdown menu.
A new screen appears from which pre-defined templates for libraries, lists or web pages can
be selected.
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In most cases, the following libraries, lists or web pages are used for CDISC User Group
Portals:

Libraries
o



Document Library
Communications
o
Announcements
o
Discussion Board
Tracking
o
Links
o
Calendar
o
Tasks
o
Survey
Web Pages
o
Basic page
o
Web Part Page
Please note, that for each of the libraries, lists or web pages listed above, one or more items
have already been created and configured for a new CDISC User Group Portal site, as listed
in the navigation bar (see 2). New libraries, lists or web pages should only be added to an
existing CDISC User Group Portal site when there is a real need for (e.g. to have two
different sets of links).
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When adding a new library, list or web page (here: Document Library) to a portal site, a new
screen appears where the item can be named and specified. The following three
specification elements are common for all libraries and lists:

Name

Description

Navigation (whether or not link to item is shown in navigation bar/Quick Launch)
Other specification elements are content-specific, e.g. Document Version History and
Document Template for Document Libraries. The process is completed by clicking on
“Create”.
The process is completed by clicking on “Create”. As a result, the newly created library, list
or web page (here: Test Library) is shown. Furthermore, the navigation bar now contains the
link to the newly created item (highlighted in yellow).
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For a new basic web page, a name and a save location has to be specified, the latter being
an existing document library within the portal site has to be provided.
For a new web part page, the page layout (here: Header, Right Column, Body) has to be
specified in addition to the name (here: Test Page) and save location (here: Test Library).
The process is completed by clicking on “Create”. As a result, the newly created web page
(here: Test Page) is shown. The breadcrumb navigation contains the information in which
document library the web page is stored (highlighted in yellow). The web page is displayed in
an Edit mode, ready to be customized by adding Web Parts to the Header, Body or Right
Column content areas of the page (see 4.2.1.2).
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4.2.1.2
Customizing web pages by adding, removing and modifying Web Parts
An existing portal site or web page within a portal site can be customized by clicking on the
tab “Site Actions” and by choosing the menu item “Edit Page” from the drop-down menu.
As a result, the corresponding web page is shown in an Edit mode. It now contains links for
new Web Parts to be added for all available content areas and the header areas of Web
Parts already displayed on the web page are shown.
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By clicking on the hyperlink “Add a Web Part” of a specific content area, a new window
opens from which one or more existing libraries or lists can be selected and added as a Web
Part (here: Test Library).
The process is completed by clicking on “Add”. As a result, the selected library(ies) or list(s)
are displayed as new Web Parts within the particular web page (here: Test Library).
In addition, the position of Web Parts already displayed on a web page can be changed
within a specific content area or they can be moved from one content area to another by drag
and drop. A specific Web Part (here: Test Library) is moved by clicking on and holding its
Header area with the left mouse button. While in dragging mode, the cursor changes its look.
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The Web Part can then be dragged to a new location. Thereby, the new location can be a
new position within a particular content area or within a different content area of that web
page. While moving, the potential target position is shown by a red line.
At the new target location, the left mouse button is released. As a result, the web part is
displayed at the new location.
The web page customization process is completed by clicking on the hyperlink “Exit Edit
Mode” right below of the tab “Site Actions”.
As a result, the web page is displayed in the normal non-editable layout again.
Please note, that the Test Library contains the Test Page as added to the Portal Site before
(see 4.2.1.1).
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While being in Edit Mode, Existing Web Parts are removed from a web page by clicking on
the “delete icon” located to the right of the Web Part headers.
Alternatively, existing Web Parts are removed by clicking on the hyperlink “edit” and by
selecting the menu item “Delete” from the drop-down menu.
As a result, the Web Part is not shown on the web page anymore. The process is completed
by clicking on the hyperlink “Exit edit mode”.
4.2.1.3
Customizing Web Parts
The properties of a Web Part as displayed on a portal site or web page can be customized
by clicking on the tab “Site Actions” and by choosing the menu item “Edit Page” from the
drop-down menu.
As a result, the corresponding web page is shown in an Edit mode and the Web Part of
interest (here: Test Library) is customized by clicking on the hyperlink “edit” and by selecting
the menu item “Modify Shared Web Part”.
As a result, a new editing pane opens next to the SharePoint site or web page allowing to
configure the Web Part’s view, toolbar type, appearance, layout, as well as setting some
advanced options.
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The following Web Part settings are recommended:

Selected view: Current view or Summary view

Toolbar type: Summary toolbar

Appearance settings:


o
Width: Adjust width to fit zone
o
Chrome state: Normal
o
Chrome type: Default
Layout settings:
o
Hidden: No
o
Direction: None
Advanced settings:
o
Allow Minimize, Allow Close, Allow Hide, Allow Zone Change, Allow
Connections, and Allow Editing in Personal View: All ticked
o
Help Mode: Modeless
The Web Part configuration process is completed by clicking on “OK” and by clicking on the
hyperlink “Exit Edit Mode”.
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4.2.1.4
Customizing existing libraries and lists
Existing libraries and lists can be customized by clicking on the tab “Site Actions” and by
choosing the menu item “Site Settings” from the drop-down menu.
The site settings page opens, where the information on all available site libraries and lists
can be retrieved by clicking on the hyperlink “Site libraries and lists” from the menu “Site
Administration”.
All available site libraries and lists are listed and can be customized by clicking on the
appropriate hyperlinks.
Alternatively, the settings page of a library or list can also be accessed from within the library
or list itself (here Test Library) by clicking on the tab “Settings” and by selecting the menu
item “Document Library Settings” (for document libraries), “List Settings” (for lists, e.g. Links,
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Calendar, Tasks, Contact Lists), “Discussion Board Settings” (for discussions) or “Survey
Settings” (for surveys) from the drop-down menu.
As a result, the settings page of the library or list of interest (here Test Library) appears, with
the possibility to change the following settings:

General settings

Permissions and Management

Communications (if applicable)

Columns

Views
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In most cases, the title, description and navigation of libraries or lists may have to be
customized, which can be found under the topic “General Settings”. Clicking on the
corresponding hyperlink opens a new page where these data elements can be changed.
The customization process is completed by clicking on “Save”.
Libraries and lists are deleted by opening the settings page of the library or list of interest
(here Test Library) and by clicking on the hyperlink “Delete this document library” or “Delete
this list”, respectively. A warning appears which needs to be confirmed by clicking on “OK”.
As a result, the All Site Content Page opens revealing that the library or list has been deleted
from the portal site. Please note, that by deleting a library site or list from the portal site, all
Web Parts showing this library or list have also been removed.
4.2.2
Creating portal sub-sites
For CDISC User Group-specific projects or activities, it may be helpful to have specific areas
within a portal site in place. As preparation, the automatic listing of portal sub-sites in the
navigation bar is activated by clicking on the tab “Site Actions” and by choosing the menu
item “Site Settings” from the drop-down menu.
The site settings page opens, where the navigation settings can be configured by clicking on
the hyperlink “Navigation” from the menu “Look and Feel”.
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The site navigation settings page opens, where under “Subsites and Pages” the tick box
“Show subsites” should be selected. This will ensure that all subsequently added portal subsites will automatically be added to the navigation bar.
The process is completed by clicking on “OK”. As a result, the site settings page is displayed
again.
Within the site settings page, portal sub-sites can be created clicking on the hyperlink “Sites
and Workspaces” from the Web Pages menu.
A new screen appears where the new SharePoint sub-site can be defined by entering a title
and description and the web site address information.
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For new sub-sites of CDISC User Group Portal sites, the template “CDISC Site Template”
should be selected from the Tab “Custom”.
The same permissions as the parent site should be selected and the top link bar from the
parent site should be used.
The process for creating a new sub-site is completed by clicking on “Create”. As a result, a
new sub-site of the corresponding CDISC User Group Portal Site is created and appears on
the screen. To go back to the parent site, the bread crumb navigation may be used. As with
the parent site, the sub-site can be modified by creating new libraries, lists or web pages
(see 4.2.1.1) and by adding, removing and modifying Web Parts therein (see 4.2.1.2).
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There are different possibilities to access a sub-site from the parent portal site:

A link of the sub-site can be created in the existing Links Web Part or a new Links
Web Part can be created for listing all portal sub-sites (see 4.2.1.1)

The portal sub-site can be accessed by clicking on “View All Site Content” located on
top of the navigation bar and by selecting the sub-site of interest (here: Test Sub-Site)
from the menu “Sites and Workspaces”

The portal sub-site can be accessed by clicking on “Sites” in the navigation bar and
by selecting the sub-site of interest (here: Test Sub-site) from the menu “Sites and
Workspaces”

The portal sub-site can be listed directly in the navigation bar (see 4.2.3)
4.2.3
Modifying the listing of a portal sub-site in the navigation bar
The listing of a portal sub-site in the navigation bar can be modified by clicking on the tab
“Site Actions” of the corresponding parent site and by choosing the menu item “Site Settings”
from the drop-down menu.
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The site settings screen appears, from which the hyperlink “Navigation” from the menu “Look
and Feel” is selected.
The site navigation settings page opens. As the tick box to show sub-sites has been
previously activated (see 4.2.2), every newly created sub-site (here: Test Sub-site) is shown
at the bottom of the list of links as available for the (parent) portal site in the menu
“Navigation Editing and Sorting”.
To be properly shown under “Sites” the link (here: Test Sub-site) has to be selected and
moved up by clicking multiple times on the hyperlink “Move Up”.
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When the link is correctly placed, the process is completed by clicking on “OK”.
As a result, the navigation bar of the parent portal site contains the portal sub-site (here: Test
Sub-site) at the correct location.
4.2.4
Deleting portal sub-sites
Portal sub-sites are deleted by clicking on the tab “Site Actions” and by choosing the menu
item “Site Settings” from the drop-down menu.
The site settings screen appears, from which the hyperlink “Sites and workspaces” from the
menu “Site Administration” is selected.
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The screen “Sites and Workspaces” appears where the portal sub-site of interest (here: Test
Sub-site) is deleted by clicking on the appropriate “delete icon”.
A new window appears showing a warning and listing the consequences which will occur
when deleting this site.
When clicking on “Delete”, a second warning window appears and the deletion process is
completed when clicking on “OK”.
Please note, that the listing of that portal sub-site in the navigation bar (see 4.2.3) will be
automatically removed by SharePoint. This does occur because the tick box to show subsites has been initially activated in the site navigation settings page under “Subsites and
Pages” (see 4.2.2).
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