To access the full site and be able to add your own content, you need to log in:

1. Click the Log in link (bottom of menu)
2. Provide your log-in details
3. Click the Log in button

You are now logged in, notice how some new options have been added in the bar where you found the log-in link earlier.

When you are inside a content item that you can edit, you get a green border around the content.

Along the top of the content you will see several tabs: View, Edit, Properties and Sharing.

The most interesting one of these to you is the Edit tab, which is where you can change the information contained in any content item — Projects, Project Reports, etc.

If you don't see the green border, you do not have editing permissions. In general, you can't edit things that you don't own or aren't given permission to edit explicitly via groups or sharing privileges.

To add content, you need to have the permission to do so. This is indicated by the green border showing up in a location where you have the correct permissions

On the bar along the top of the content item, there will be a pulldown menu that says Add item. If you click this, you will get a list of content items that you can add in that particular location.

If you don't get this pull-down menu, it means that you don't have the permissions to add anything in that particular location.

Locating your own content

The easiest way to find content that you have authored is to click your name (or the "My Details" link) in the bar at the top of the page. This will take you to a page that lists all the content you have put into the system.

Use the site-wide search field

This will pop down a live listing that is updated as you start writing. When you see the content you are interested in, you can simply click the content item, or use the up/down arrows on your keyboard to navigate to it, then press return to go to the item.

Use the advanced search

If you need to specify thing more precisely — let's say you're looking for all images that have been added after a certain date — you can use the advanced search form. A link to this form will show up when you start writing your search terms in the site-wise search field. Click it or use the up/down arrows to navigate to it. You will then be able to specify a number of search criteria.

1. Click the Preferences link in the personal bar
2. Click the "Personal Preferences' link
3. Update whatever information needs to be changed
4. Click Save

As a normal user, you usually don't have the permissions to publish content without approval. The way it works is:

• You work on your content until it is completed
• You submit your content for approval by a reviewer
• The reviewer approves your content for publishing, or sends back your content for more editing

Submitting a content item for approval is very easy: All you have to do is to pull down the menu called State, and select the menu item called Submit for approval.

Your item will then transition to a state called Pending, and you may be notified of any changes to it by e-mail - depending on how the system is set up.

Blue

Public. Visible on the public web site to everybody.

Green

Visible internally. Only people that have a user account and are currently logged in can see this content.

Red

Private. Only the Author of the item and the Site Management can see these.

Create the user in the system

• Click Site Setup → Users and Groups Administration

It might be a good idea to do a quick search for the user before you add him/her - they may already exist in the site.

• Click Add New User
• Fill in the form with user details. The User name part should be filled in according to the standards (which the writer of this documentation does not know where comes from :)
• A password will be mailed to the user at the point you press Register.

Create the project

• Navigate to Research Areas
• Navigate to the relevant research area
• Click the Add item menu, you should have the choice of adding either a Professorate or a Project (most of the time you want to select Project here)
• Fill in the details for the project.

Important notes

• This is where project ownership is assigned. The scholar cannot edit his project or add anything inside it until he is selected in the Scholar pull-down.
• When you click the Save button at the bottom of the form, a project will be created, and pre-populated with folders that contain:
  • Contracts (pre-filled with values from the project data)
  • Publications (the scholar's publications are added here, this is only visible internally at the moment)
  • News (where the scholar can add news about his project)
  • Reports (where the half-year reports are placed, this is only visible internally)
  • Images (stores images related to the project)

Edit the contracts

After the project with its details has been added, you probably need to edit the default contracts.

• Navigate to the Contracts folder inside the project you just added

The two contracts are shown. These have been populated with data from the project where possible.

• Click the contract you wish to change, then click Edit
• Control that all information in the yellow areas is correct, and perform any other edits to the contract.

When printed, the contract will not include the color coding, this is only to make it easier to work with - so you don't have to worry about the colors being visible in the final, printed version.

Notify the user

• If you added the project at the same time as you added the initial user, he/she will already have received a mail with a password and some instructions.
• If the user already existed, and you have just added a project for him, you should:
  • Click his/her name (listed in the project)
  • Fill in the form (remember to include where the project is located) and press the send button

Another alternative is of course sending a normal mail. :)

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