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HOWTO: My Folder Exercise

by Rose Hessmiller last modified Jan 10, 2013 10:00 AM
Exercise on using your personal space on the portal (my folder).

In this exercise you will:

    • Create and edit a searchable public draft home page
    • Add a brief biography or welcome note to your existing Home page
    • Add private content to your my folder area
    • Share your private content with an invited colleague you select, via the sharing tab.

 

Your Homepage

Note: Your home page is a web page. (You can edit your homepage text using the Kupu HTML editor, HTML, or plain text.  Kupu allows you to edit content in a text editor similar to a simplified Microsoft Word. 

 

Set Kupu as your default text editor

1. Click on the preferences link (on the top right bar with your login).

2. Scroll down to member preferences.

3. Click on personal preferences, scroll down the page to content editor, and select Kupu.

4. For more information on setting Kupu as a personal editor, see the section on setting preferences.

 

Edit your Homepage

1. Click on your my folder.

2. Click on the contents tab (top left of your folder area).

3. Click your Home page.

4. Click on the edit tab.  The Edit Page screen appears

5. Type in a Title.

6. Type a Description.

7.  Type detailed information into the Body Text field. Enter a brief biography or note about yourself or your work.

8. Click Save.

9. Locate the state tab (top right): The state should be public draft. If it is not, click on the state dropdown menu, and change the selected value to public draft now.

 

Add a Private Folder to your Public Draft my folder area

1. Find the orange global preferences bar beneath the banner of the portal.

2. Click on your login name link. This is an alternative way to get to you’re my folder.

3. Click on the contents tab, which is located at the top left tab of your folder area.

4. Click on add item dropdown menu, located at the top right of your folder area, and select folder. A new folder is added to you’re my folder, and the Edit Folder screen appears.                     

5. Type in a Title.

6. Type a Description.

7. Click the Save button.

8. Notice the state setting at the top right of the content area. It should be set to private by default.

 

Add a link to published content residing on the portal

1. Click the contents tab.

2. Click the add item dropdown menu and select link.

3. Type in a Title

4. Type in a Description

5. Type in or paste in the published URL where the published content resides on the Portal 

6. Click Save

7. Notice the state setting at the top right of the content area. It should be set to private by default.

 

Share your private content with a colleague you select

1. Click on the sharing tab of your link. Note if you click the sharing tab directly from the link you just made you will get a message:

"Attention! You are setting the sharing permissions for a link. If you want to set the permissions for its container, click here."

2. Either click the word ‘here’ to share the entire private folder, or proceed to share the link only. Note that in most cases you only will want to share the content, that is, the link in this case.

3. Scroll down to the line: Add sharing permissions to users, or you can scroll further and share with a group.

4.      Click the Search by dropdown menu to search by User Name.  Type a user’s name, and click the perform search button. If the user is found on the portal, they will be listed, with a checkmark placed next to their name.

5.      Select a role to apply to the user or group to share with.  Selecting the owner role will let that user or group edit the content.

6.      Click the assign local role to selected user(s) button. The content is shared.  At the top of the page you can see a listing of the share name, type, inherited role and local.

7.      Repeat the procedure to add additional users if needed.

 

Smart Folders

A smart folder is a folder that differs from a typical portal folder. You do not manually place content in the folder. Smart Folders use the portal search capabilities to seek out item types you direct to the folder.

Create a Smart Folder searching for an item type (ex. flashmovies, images, news, page, etc.)


Step One

Go to the add to folder tab
  1. Select Smart Folder from the drop down menu
  2. Give the Smart Folder a title and description
  3. Set the number of items to display (ex. enter the number 10) 
  4. Scroll down to the bottom and Click save  and
  5. (There will not be any items in the Smart Folder until you set the folder criteria)

Step Two

  1. Set Criteria by clicking on the Smart Folder Criteria tab
  2. In the Field box select Item type from the drop down menu
  3. Click add 
  4. You should now see a screen asking to give a value to the item type chosen
  5. Select Actual kind of item type
  6. Select the item type desired
  7. Click save
  8. Check your Smart Folder (You should now see content inside the folder)

 


To Set up a Smart Folder searching by a word of text

Step One

  1. Go to the add to folder tab
  2. Select Smart Folder from the drop down menu
     
  3. Give the Smart Folder a title and description
  4. Set the number of items to display (ex. enter the number 10)
     
  5. Scroll down to the bottom and Click save  and
  6. (There will not be any items in the Smart Folder until you set the folder criteria)

Step Two

  1. Set Criteria by clicking on the Smart Folder Criteria tab
  2. Set Criteria by clicking on the Smart Folder Criteria tab
  3. In the Field box select search text from the field drop down menu
     
  4. Click add 
  5. Type in the value/word (text) you wish to search for (example: biomass)
  6. Click save 
  7. Check your Smart Folder (You should now see content inside the folder)

Review your Exercise

1. Find the orange global preferences bar beneath the banner of the portal.

2. Click on your login name. You are taken to your my folder area.

3. Click the contents tab.

4. You should see listed your Home page and all your content contained in the folder:

  • Content type (folder, page, file, link, etc.) and Title.
  • Size of the content, in kilobytes
  • Date last modified
  • State: private, public draft, published
  • Order of listing in the folder

5. Smartfolder Setup 

  • View your Smartfolder, you should see the content your requested inside.

 


 
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