Project Administration

The Project Administration area allows you to administer a single workspace by managing users, customizing the project homepage, and manage the tab display. The Project Administrator can then complete the Project setup by adding organizations and additional users to the Project Space, designating user rights, creating groups and email lists. However, some of these tasks (such as adding users and organizations and editing user rights) can also be managed using the Site Administration Module.

To access the Project Administration Module, designated users can click on the "Manage: This Project" link in the upper right corner.

Manage Project Details

Edit Project Details. Click on this link to enter specifics for your project such as project Name and welcome message. You may change the Project's name or description at any time here (essentially allowing you to 'recycle' a space at some point), though not without some deletion or management of existing content.

Change Tab Display. Use this feature to show/hide which ProjectSpaces tabs are displayed for your Project space. Use the check boxes to change tabs from active to inactive and vice versa. Use the arrows to move tabs up or down to change the order.

Manage Organizations

ProjectSpaces allows you to enter in Organizations which users are affiliated with once, and associate each user with that organization, rather than entering in organizational information (phone, web site, address) multiple times. Because of this, it's generally best to enter organizational information first, so that the database has the list of organizations already stored before you enter individual users. Then, when entering users, the organization list will already be populated.

Add organization. Click on "Add Organization", complete the form, hit submit form.

Edit organization. Click on "Edit Organization", complete the form, hit submit form.

Manage Project Users

After editing Project Details and Adding Organizations, this is usually the third step in setting up a Project, and includes the tasks outlined below. Note that for new users it is recommended that you add their Organization first, and then add the users from that organization.

Invite/Approve New Users. Project Administrators can simply type in individual email addresses for those people they want to invite in the box below and press the "Invite Users" button when complete.

After users receive the link, they may click it which will send them to an online signup form which they fill-out and submit. Once submitted, the project administrator receives a notification in their email that a new user has signed up. Included in the email are the name of the new user and their email. To add the new user, the project administrator has to go into the ProjectSpace and click on the "Invite/approve new users" link found on the right side of the "manage : this project" page. There you will be asked to approve/reject the request by clicking on the respective button.

If you wish to invite users by using an external email source, simply copy and paste the link listed below the box for emails into an email message addressed to those you wish to invite.

Note: Newly approved users start off as Guests of the space. To increase the rights of users click the 'Edit User Rights on this Project' on the Project Administration page.

Create User. You can also create users as an administrator to save others time from doing it themselves. Click on the "create user" link on the right side of the page and fill out the form and submit. You will then need to provide the new user their username and password you selected. If you create users doing it this way, you do not have to approve anyone.

Edit/Remove User To change/verify information of currently associated users, click on Edit/Remove Users link on the right side of the page. Then edit the user by clicking the "edit" icon , edit the user and click submit.

To remove users, simply click on the "Remove" button beside that user's name. This function will not prompt you to confirm your desire to remove a user, so please be sure that you want to do so prior to clicking this tab.

Manage User Rights on this Project. Once users are added to the Space, you may designate them as either a Guest (able to read only), an Editor (able to add and edit content), or a Project Administrator (able to carry out all functions). To edit user rights, click on the "Manage User Rights" link, make any necessary changes, and hit "Update".

• Guest - Everyone who is associated with this project will have guest access to this extranet. Guests have read access to all functions, can download documents, can post replies to discussion topics, and send email.
• Content Editor - Editors have read and write rights to all functions. They can post material and can modify or delete items they have posted (but not content posted by other users).
• Project Administrator - Administrators have full site access, including the Project Administration Module. They can edit and delete content posted by other users.

Manage Project Groups

Groups are useful when you wish to add documents so that only specific members of the project space can see them. Administrators must create the groups, but anyone adding a document can elect to limit access to specific groups. This can be useful in times when you have a Project with clients or partner organizations added as users who you do not want to have access to certain documents.

Add a group (you must be a project administrator to do this):

• Go to the administration page by clicking on the "Manage: this project" link at the upper right corner of the screen
• Click on the link on the right labeled: "Add New Group"
• Fill out the form, along with the members of the project you wish to be a part of the group. Please note that when selecting members you must select the member by the drop-down tab and then click the add button to select them to the group.
  

Edit / Remove Groups (must be a project administrator to do this): To edit a group or delete it, go to the "Manage: this project" link at the upper right corner of the screen. Then click the link on the right side which says "Edit / Remove Groups" and click on either the "edit" or "delete" icon next to the group. Then fill out the form and submit.

Selecting a document to be seen by a specific group: When either adding a document or editing one, on the right hand side there will be a "Document Access" section immediately above the folder selection area. You can either select to allow everyone to see the document (which is the default setting) or specify a group who will be the only ones to see it. Note that you can select more than one group to have access to the document.

Manage Email Lists

• Add email lists: The first step is to "Add Email List" by giving it a name, administrator, and password, and then adding subscribers to the list. At any time, this list may be modified. However, modifications take up to one business day.

  Note: A newly created list, or modifications to the recipients of a list, will not be ready until after midnight of the day it was created, to give the server time to synchronize with the Email application. Thus, it's important to plan ahead.

• Manage List Subscription: Select the list you wish to administer, and then add/delete recipients using the check boxes.
• Remove email lists: Click on remove email lists, select email list to remove, use the drop down to designate whether the archives should be preserved or deleted, click submit.
• Administer lists: Use this feature after lists have been created to change detailed settings of the e-mail list including attachments, whether posts to the list are held for moderator approval, and other settings. Please refer to the Mailman Email List Administration for more detail on Administering Email Lists.

  You can find information about the GNU Mailman List Management Guide v. 2.0 here.