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ADMINISTRATION OF GROUP WORKSPACES
Note: Group workspaces are for groups, which means that there must be at least TWO members in the group, and all must be registered ArchNet members. The group workspaces are intended for small groups working colloboratively on a project. For more general topics, please use the Discussion Forum. Go to the ArchNet Group Workspaces <http://archnet.org/groups/> and click on "Create a new group."
1) Group Name and Description: Fill in the text boxes with the group name, a short name (this is used to create a directory), and a description of the group. The description should include the purpose of the group and participants. Click on the "Submit" button at the bottom when you are done. (See example below.)
2) Add members: The person who requests the group workspace will be considered the primary administrator. Members and administrators can be added by the administrator by clicking on "Add a member." Choose the name of the person you want to add. Note: Only ArchNet members may be members of a group workspace. When the members have been added, click on the "Submit Request" button at the bottom of the screen. (See example below.)
3) Submission and Notification: The request will go to the ArchNet Site Administrator who will approve (or reject if inappropriate) the request. You will be notified when the group workspace has been created.
Members can be added or removed at any time by the group administrator. Go to the Group's What's New page, and click on the "Administration Page" link. Click on "Edit Group Membership."
The page will list the current members and their role (administrator or member). Removing Members: Members can be deleted from the group by clicking on the "(remove)" link. Adding Members: Type in the email or last name of the member you would like to add, and click on the "Search" button.
The name(s) of the members with that email or last name will appear. Click on the appropriate name and designate if the person should be a member or administrator. Click on the "Add User" button.
The group description can be edited at any time by the group administrator. Go to the Group's What's New page, and click on the "Administration Page" link. Click on "Edit Group Description."
The current description will be displayed. When the text has been editing, click on the "Submit" button. Note: The description can be text or HTML. If HTML is used, do NOT include the <html>, <body>, </body>, </html> tags. (See example below.)
The Administrator of the group can edit or delete messages in the group's discussion forum. This is done by clicking on the "Edit Group Discussion" link on the Group Administration page, then on the discussion question or topic, and then clicking on the corresponding "Edit" or "Delete" link for each of the questions or responses.
The visibility of the group workspace may be changed by the group administrator at any time. Go to the Group's What's New page, and click on the "Administration Page" link. Click on "Edit Group Privacy Control."
Each part of the group workspace can be made visible to the public, ArchNet members, or to the group only. If an area (the calendar, for example) will not be used by the group, it can be made invisible in order to simplify navigation and the layout of the workspace. Click on the "Update" button when you finish changing the privacy controls. (See example below.) Note: There is a two-level security system in the Collections (images, files, bibliography, web pages, and resources). The privacy or visibility level set by the administrator on this page overrides any setting of the individual collection. For example, if the group administrator sets Collections > Images to "Group", even if an individual collection is set to "public" by a member, it will still only be seen by the group. If you want some, but not all, image collections to be see by the public, the administrator would set the privacy control to "Public" and then designate the individual collections to a more restricted level.
Teams or sub-groups can be created for any group workspace. To create a subgroup, go to the Group's Administration Page and click on the "Manage Sub-Groups" link.
Click on "Create a subgroup" link.
Fill in the form with the appropriate information and click on the "Submit" button at the bottom of the page.
The Admin Notes can be used to provide information and help direct members to areas within the group workspace. The note can be text or HTML. The Note can contain text or links to other parts of the group space or site. The title itself can also be a link. Creating an Admin Note Go to the Administration page (from the What's New page) and click on "Add/Edit Notes to Group members" (see below).
Adding Text to Note Content Simple text can be used in both the Title and Content. Select a date when you would like the note to expire. (It will be saved in the Admin Notes Archive after the expiry date.)
Making Links in the Note Content Using HTML in the Note Content will create the following Note with links and formatting. Do not include <html>, </html>, <body>, or </body> tags.
For example, the above HTML will create the Admin Note seen below.
Making Links in the Note Title Using an <a href> tag in the Note Title will create a direct link on the "What's New" page. Clicking on "Site Map" will take the user directly to the web page rather than the Admin Note.
For example, the above HTML in the note title will create a link to the Site Map from the What's New page as seen below. (Note: you will need to have some text in the Note Content box, even though it will never be seen.)
The Administrator can send email to the group members. Click on "Send email to Group members" (see below).
The email is structured with a default salutation and ending, which can be changed at any time. The From line is filled in automatically, using the email address of the administrator. Fill in the Subject line and the message. When done, click on the "Proceed" button and the message will be sent to every member of the group. (See below.) Note: Occasionally when you you click on the "Proceed" button, you will see a screen that says "Ouch" and tells you that there was a database error. If you get this message, click on the "Back" button to the screen with your email message, wait for a minute, and click on the "Proceed" button again. It usually works the second time.
The Group Administrator can archive (deactivate) or activate a group workspace at any time. Go to the Group's What's New page, and click on the "Administration Page" link. Click on the "Toggle archive status" link. The workspace will be moved to the archives. Note: If group workspaces are created but not used within three weeks, or if they are inactive for more than 6 months, they will be archived. They can be reactivated at any time by toggling the archive status.
Archived workgroups will still be displayed and accessible from the main ArchNet Group Workspace page <http://archnet.org/groups/>, but they will be separated from the active workgroups. (See example below.)
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