Archive for May, 2010

Following my recent posts about the new system for publishing documents on the web, I am happy to confirm the go live date is Tuesday 1 June 2010.  Here are just a few reminders and points before we go live.

The transition to the new system

  • If you have existing links to documents within the live content management system (CMS), you do not need to worry about changing them.
  • If you have used links to Content Services within systems outside the CMS, e.g. iRecruitment, then:
    • If it’s a manageable amount, i.e. less than 100, it’s probably best to change them manually when the time comes.  We can give advice on that so please let me know if this affects you.
    • If you have very high numbers of direct links, then please contact me about the system or site involved
    • Content in Content Services will still be viewable for a limited period of about four weeks post go-live, however the files will be read only and all new content must be uploaded into SharePoint
  • Only the current versions of files will be migrated to the SharePoint site collection in May, so if you’d like to keep any previous version we recommend that you save them elsewhere, e.g. your network drive.

Restricted Viewing Files

  • We have come across some files that were in the publicly viewable library (file in Content Services).  We have moved and re-linked these files and have notified the site owners.  Please remember in SharePoint:
    • Restricted view files need to be in the “Internal” libraries
    • Publicly accessible files need to be kept in the “Public” libraries in SharePoint

Permissions and Groups

Group settings and permissions are driven by Portal Groups.  In other words, if you’re a site owner, you should have contribute rights on the corresponding public library and full control rights.  Remember only groups have been transferred over to SharePoint, not individual usernames.

File names

  • From now on, when you are uploading new files to the CMS, please avoid using the following characters in your files names:
    • &
    • :
    • *
    • ?
    • <
    • <
    • #
    • {
    • }
    • %
    • ~
    • /
    • \
    • Tab
    • ‘.<file extension>
    • ….<file extension>

Mapping network drives to SharePoint Libraries

Files can be uploaded directly into SharePoint.  However, mapping a network drive to your SharePoint library makes multiple file uploads easier.  Note this only works on an individual library by library basis (entire SharePoint sites cannot be mapped this way)

  1. Open your SharePoint site (www.imperial.ac.uk/workspace) and navigate to the library you have chosen (make sure you are signed in)
  2. Step 1 - sign in

  3. Copy the URL of the library
  4. step2 - copy URL

  5. Right mouse click Start button in lower left corner of Windows to open Windows Explorer -> Choose Open
  6. step3

  7. Menu at top of Explorer: Tools -> Map Network Drive
  8. step4

  9. Click “Sign Up for Online Storage or Connect to a Network Server” -> Choose Next
  10. step5
    step5b

  11. Click “Choose another Network Location…” link -> Choose Next
  12. step6

  13. Insert copied URL into Browse field
  14. Delete any part of the URL address that is after the folder name (this usually means delete ‘Forms/AllItems.asp’ or something similar) -> Choose Next
  15. step8

  16. If requested, login with username and password
  17. Insert a name that will appear as the shortcut on your desktop -> Choose Next
  18. step10

  19. Leave the default to Open this Network Place -> Choose Finish
  20. step11

  21. Drag the selected library icon to your desktop
  22. step12

More about SharePoint

New FAQs about the new system to the Web Guide site will be published shortly, but in the meantime, general help is available at the following links:

Don’t forget you need to be logged in to be able to upload content.  If you have any questions about this new system, please don’t hesitate to comment on this blog post or contact me directly.

Heather Chisholm
Collaboration Projects, ICT

 

 

 
 

Undergraduate Prospectus online – now live!

May 19, 2010
by Pamela Agar

Undergraduate Prospetus 2011 entry homepageI’m delighted to let you know that we’ve recently launched the new online Undergraduate Prospectus for 2011 entry. This is the official website for course and application information for prospective undergraduate students, and is one of the most popular sites within the College web presence, with the prospectus homepage and the course listings page regularly appearing in the top 10 most visited pages within our site.

So check out the new UG Prospectus online – and tell us what you think…

Don’t forget to double check any links you have to the Undergraduate Prospectus on your departmental sites to make sure they still work!


What’s new in the online prospectus this year?

  • This year, we’ve added a new feature to the prospectus online – a detailed student profile section providing an insight into a week in the lives of a selection of our students. This addition was made following feedback from new Freshers that they didn’t have a clear impression of what it was really like to study at the College. If you’re interested in having an advert for your department’s student profile, please let us know – we’d be pleased to add one to your own website.
  • The online prospectus is much more closely integrated with the printed Undergraduate Prospectus which was published earlier this month. Significantly shorter than previous prospectuses, the printed version has been comprehensively redesigned with newly written departmental content and a number of new features, including greater promotion of social media engagement opportunities.
  • The online front page follows the printed design closely, but enables visitors to dive into the graphic to explore online content within the prospectus and on the broader website – plus it offers a few surprises.
  • In the printed prospectus, we are also experimenting with the use of a QR code in a College publication. This is a special “quick response” graphical code which can be interpreted by camera phones to provide web content. Prospectus readers who identify and use this code will be given the opportunity of winning a new iPad. In only a few days, the team has received 15 entries from prospective students indicating our audiences are aware of this technology. We’ll do a post soon to talk more about how we’re using QR codes in College communication.

Student profiles

Pamela Agar
Communications Division

 

 

 

You may remember a recent update about Content Services being decommissioned and replaced by a new SharePoint site collection. This project is still running to schedule and completion is expected mid May. Since I posted the first update, a number of questions have arisen, including:

Map network drives

  • It is easy to upload directly into a SharePoint Library, but we will post instructions on mapping libraries as network drives in the coming weeks.

Links to documents

  • If you have existing links to documents within the live content management system (CMS), you do not need to worry about changing them. We are preparing an automatic process to do that.
  • If you have used links to Content Services within systems outside the CMS, e.g. iRecruitment, then:
    • If it’s a manageable amount, i.e. less than 100, its probably best to change them manually when the time comes.  We can give advice on that so please let me know if this affects you.
    • If you have very high numbers of direct links, then please contact me about the system or site involved

Also again just to remind…

  • Only the current versions of files will be migrated to the SharePoint site collection in May, so if you’d like to keep any previous version we recommend that you save them elsewhere, e.g. your network drive.
  • From now on, when you are uploading new files to the CMS, please avoid using the following characters in your files names:
    • &
    • :
    • *
    • ?
    • <
    • >
    • #
    • {
    • }
    • %
    • ~
    • /
    • \
    • Tab
  • Please also avoid starting file names with a . (full stop)

More about SharePoint
New FAQs about the new system to the Web Guide site will be published shortly, but in the meantime, general help is available at the following links:

If you have any questions about this new system, please don’t hesitate to comment on this blog post or contact me directly.

Heather Chisholm
Collaboration Projects,
ICT