Site Administration

At least one ProjectSpaces user at your organization should be designated as a Site Administrator. (Contact Forum One to designate who at your organization should be the Site Administrator). Site administrators can create new projects, customize your login page and change global settings. If you only have one project, or are just interested in administration of one project, please refer to the Project Administration area of our support guide.

Please click on the links below for information on site administration or simply scroll down the page:

• Overview
• Projects
• Users
• Organizations
• Customization
• Tabs
• Topics
• Login Page
  
• Set Time Zone
  

Overview

When the Site Administrator logs into ProjectSpaces, a "Manage: All Projects" link will appear in the upper right hand corner.

The Site Administrator can perform the following functions described below.

1. Set up new Projects
   • Click on the projects link towards the top of the screen
   • Click on the "create new" button:
   • Complete required fields in the new Project setup form
   • Submit the form
2. Archive and close Projects
   • Select Project to close or archive by checking the check box. Then click on "close" or "Archive" button to close or archive all projects selected.
3. Add, edit, and delete users
   • Click on Users link towards the top of page
     
   • To add a new user, click on New User, complete form, hit submit
   • To edit users, click on the user you want to edit, click on the "Edit" link at the top which is in parentheses next to "User Information." Edit user information form, hit "Submit form."
4. Manage user rights
   • Click on Users link towards the top of the page
   • Click on specific user to edit user rights
   • Edit user rights for each Project for which that user is a member
   • Click "Change Roles" or "change" if you want to grant administrator's rights to an user that does not belong to an specific project
   • Note you can change a user's roles on all their projects by using the "change roles on all projects" feature
5. Add, edit and delete organizations
   • Click on Organizations link towards the top of the page
   • To add new Organization, click on "Add New," complete form, hit submit
   • To edit Organizations, click on Organization, edit the form, hit "Submit Form"
6. Customize ProjectSpaces to meet your needs
   • Add, remove, and prioritize tabs
   • Edit topic list by adding, removing, and reordering topics
   • Customize ProjectSpaces login page by clicking on customize link towards the top of the page and then clicking on the "Home Page" link. Here you can customize what users see when they access your ProjectSpaces page prior to logging in.
     

Projects

The Projects display is where Site administrators go to add, close, archive and delete projects from the ProjectSpaces site. This display also tells the administrators how many spaces are available with the license counter and which ones are currently open, closed, or archived. Open projects are the current running projects within the site. Closed projects are still available to members, but are locked from members adding new content. Occasionally site administrators may need to suspend operations of a project. Thus, closing it will halt activity until the site administrator decides to reopen it. Archived projects are locked and inaccessible to everyone except site administrators. Archiving a project allows a site administrator to shut down a project and retain the content without losing a license (essentially having your cake and eating it too). Therefore a site administrator can reuse the license on a new project and keep the contents of the archived project.

Note: Archived projects can not be reopened if there are no licenses available.

To open, close, or archive a project, click on the check box of the project you want to take action on then click on the corresponding button. Clicking on the top check box will select all projects.

In order to delete a project, the site administrator has to either close or archive it first. This is a safety precaution to prevent deleting projects in error.

Create New. Click on the "Create New" button to add a new project to the ProjectSpaces site. Here, you can edit the Name and Welcome message of the project as well as add an image. Add participants by using the drop down menu of ProjectSpaces users that are currently added to the site. To begin using the Project immediately, the Project Status needs to be set to open. After filling in the details click the "Submit Form" button to start your Project.

Users

The users display shows all the participants of the ProjectSpaces site. From this display, site administrators can add, edit, search, and delete members. Moreover, site administrators can assign members to projects from this display as well as see what projects they are currently on.

New Users. Adding new users is easy. Click on the "New User" button to add participants to the site. Fill in details for the participant and set them up with a username and password. If the participant’s organization was previously added, then the drop down menu will have it listed. If not, the site or project administrator can later associate the user to the organization while they remain unaffiliated. When finished, click the "Submit Form" button to add the new user.

Editing User Roles. After users are added to the ProjectSpaces, site the site administrator can then change the role of the member for each project. Click on the participant's name in the user display as this opens the User Information page. From here, the site administrator can set the member's roles, edit their profile, and add or remove them to a project. The User Information page also allows the site administrator to set up other members with site administrator rights.

Organizations

The organization display shows all the organizations and its members. From this display the site administrator can add, search, and delete organizations. By clicking on the members' link, the site administrator sees what members are associated to the corresponding organization. To add new organizations, click on the "Add New" button and fill in the organization's details. When finished, click the "Submit Form" button. To edit an organization, click on the organization name and change the desired fields.

Customize

ProjectSpaces allows site administrators to make changes to the interface by customizing the tabs, topics, home page, and time zone of your site. Click on the Customize link to reach the Customize ProjectSpaces display. There you will see four links: Tabs, Topics, Home Page, and Set Time Zone.

Tabs. Adding and removing tabs is as easy as clicking a box. Click the "Active" check box to make tabs inactive. Do this also if you want to reactivate them. To change the tab order display, click the up and down arrows. You can also decide what content appears on your login landing page by selecting the "Display on Project Home?" check box.

Note: Project Administrators can also change the tab display at the project level. Tab order customized at the project level overrides site admin prioritization.

Topics. Topics help users organize documents, calendar events and announcements. In each of these tools a drop down menu appears when topics are in use. To modify topics, click on topics in the Customization ProjectSpaces display. Here you can add, delete, or edit topics names and change their order of appearance. To change the order, either click the up/down arrows or renumber them in the boxes. The topics page also shows statistics on how many documents are currently using the topics listed. You can also now disable topics across your site by clicking the "Disable Topics" link. This turns off topics for all content across your entire site.

Login Page. The home page link in the customization window allows site administrators to modify the look and functionality of the login page. By knowing simple HTML coding, site administrators can add links and format text. Here you can also change the logo which appears on your login page. Below is a sample of a message header Forum One uses to welcome members to ProjectSpaces.

You can browse for images on your computer to upload a logo of your choice for your login page.

When finished with all of your edits click the "Save HTML" button. Your changes will immediately appear on your login page. Below is the outcome of the welcome message Forum One added to their ProjectSpaces login.

Set the time zone. Many content objects in your ProjectSpace have timestamps on them. Here you can set what time zone you wish your content to have. Simply select the time zone you wish from the box, and click "Set Timezone."