HOMELAND SECURITY INFORMATION NETWORK (HSIN) Guide

UNCLASSIFIED
SYSTEM OVERVIEW GUIDE FOR HSIN-NEXTGEN SPIRAL 2
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REV
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System Overview Guide
for the
Homeland Security Information Network
Next Generation System
(HSIN NextGen)
Spiral 2

Prepared for:
Department of Homeland Security

Prepared Under Contract Number:
HSH QDC-08-J-00134

Prepared by:
GENERAL DYNAMICS
One Source

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TABLE OF CONTENTS
1

SCOPE .......................................................................................... 11
1.1
IDENTIFICATION .................................................................................................. 11
1.2
SYSTEM PREPARATION ........................................................................................... 11
1.2.1 Communities of Interest Structure .................................................................. 12
1.2.1.1
Mission Area ......................................................................................... 12
1.2.1.2
COIs .................................................................................................... 12
1.2.1.3
Sub-COIs ............................................................................................. 13
1.2.2 Roles ........................................................................................................... 13
1.2.3 User Accounts .............................................................................................. 14

2

REFERENCED DOCUMENTS ........................................................... 15
2.1
2.2

GOVERNMENT DOCUMENTS ..................................................................................... 15
NON-GOVERNMENT DOCUMENTS............................................................................... 15

3

USER TESTING SUPPORT.............................................................. 16

4

FUNCTIONALITY .......................................................................... 17
4.1
LOGGING ON TO THE HSIN NEXTGEN PORTAL .............................................................. 17
4.1.1 Overview ..................................................................................................... 17
4.1.2 Setup .......................................................................................................... 17
4.1.3 Procedure .................................................................................................... 17
4.2
NAVIGATING WITHIN THE HSIN NEXTGEN PORTAL......................................................... 20
4.2.1 Overview ..................................................................................................... 20
4.2.2 Setup .......................................................................................................... 20
4.2.3 Procedure .................................................................................................... 20
4.2.4 Functionality................................................................................................. 20
4.3
PORTLETS VISIBLE ON ALL PAGES ............................................................................. 22
4.3.1 Alerts .......................................................................................................... 22
4.3.1.1
Overview.............................................................................................. 22
4.3.1.2
Setup ................................................................................................... 23
4.3.1.3
Procedure............................................................................................. 23
4.3.1.4
Functionality ......................................................................................... 23
4.3.2 Announcements ............................................................................................ 23
4.3.2.1
Overview.............................................................................................. 24
4.3.2.2
Setup ................................................................................................... 24
4.3.2.3
Procedure............................................................................................. 24
4.3.2.4
Functionality ......................................................................................... 24
4.3.3 Chat / Jabber .............................................................................................. 25
4.3.3.1
Overview.............................................................................................. 25
4.3.3.2
Setup ................................................................................................... 25
4.3.3.3
Procedure............................................................................................. 25
4.3.3.4
Contact List Functionality ....................................................................... 26

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4.3.3.5
Chat Room Functionality ........................................................................ 31
4.3.4 Search ......................................................................................................... 38
4.3.4.1
Overview.............................................................................................. 38
4.3.4.2
Setup ................................................................................................... 38
4.3.4.3
Procedure............................................................................................. 38
4.3.4.4
Functionality ......................................................................................... 38
4.4
BOOKMARKS ....................................................................................................... 42
4.4.1 Overview ..................................................................................................... 43
4.4.2 Setup .......................................................................................................... 43
4.4.3 Procedure .................................................................................................... 43
4.4.4 Functionality................................................................................................. 44
4.4.4.1
Navigate Folders ................................................................................... 44
4.4.4.2
View Bookmark ..................................................................................... 45
4.4.4.3
Search for Bookmarks ............................................................................ 45
4.4.4.4
Add Folder............................................................................................ 46
4.4.4.5
Edit Folder............................................................................................ 47
4.4.4.6
Merge Folder ........................................................................................ 47
4.4.4.7
Delete Folder ........................................................................................ 48
4.4.4.8
Add Bookmark ...................................................................................... 48
4.4.4.9
Edit Bookmark ...................................................................................... 49
4.4.4.10 Delete Bookmark................................................................................... 50
4.4.4.11 My Entries ............................................................................................ 50
4.4.4.12 Recent Entries ...................................................................................... 50
4.5
CALENDAR.......................................................................................................... 50
4.5.1 Overview ..................................................................................................... 51
4.5.2 Setup .......................................................................................................... 51
4.5.3 Procedure .................................................................................................... 51
4.5.4 Functionality................................................................................................. 52
4.5.4.1
Day, Week, Month, Year and Events Views............................................... 53
4.5.4.2
Add Event ............................................................................................ 56
4.5.4.3
Edit Event ............................................................................................ 58
4.5.4.4
Change Event Permissions...................................................................... 58
4.5.4.5
Delete Event ......................................................................................... 58
4.5.4.6
Export Event ......................................................................................... 58
4.5.4.7
Export All Events ................................................................................... 59
4.5.4.8
Import Events ....................................................................................... 59
4.6
DOCUMENT ACCESS .............................................................................................. 59
4.6.1 Cabinets and Home Cabinet ........................................................................... 59
4.6.1.1
Overview.............................................................................................. 60
4.6.1.2
Setup ................................................................................................... 60
4.6.1.3
Procedure............................................................................................. 60
4.6.1.4
Functionality ......................................................................................... 61
4.6.2 Subscriptions ................................................................................................ 73
4.6.2.1
Overview.............................................................................................. 73
4.6.2.2
Subscribe ............................................................................................. 73
4.6.2.3
Unsubscribe.......................................................................................... 73

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4.6.3 Inbox .......................................................................................................... 74
4.6.3.1
Overview.............................................................................................. 74
4.6.3.2
Viewing Tasks and Notifications .............................................................. 74
4.6.3.3
Accepting and Performing a Task ............................................................ 74
4.6.4 Document and Image Libraries ....................................................................... 75
4.7
DIRECTORY ........................................................................................................ 75
4.7.1 Overview ..................................................................................................... 75
4.7.2 Setup .......................................................................................................... 75
4.7.3 Procedure .................................................................................................... 75
4.7.4 Functionality................................................................................................. 75
4.7.4.1
Basic User Search.................................................................................. 75
4.7.4.2
Advanced User Search ........................................................................... 76
4.7.4.3
Basic Organization Search ...................................................................... 77
4.7.4.4
Advanced Organization Search................................................................ 79
4.8
MEETING ROOMS ................................................................................................. 80
4.8.1 Overview ..................................................................................................... 80
4.8.2 Setup .......................................................................................................... 80
4.8.3 Procedure .................................................................................................... 80
4.8.4 Functionality................................................................................................. 81
4.8.4.1
Meeting Room Overview ........................................................................ 82
4.8.4.2
Meeting Roles and Permissions ............................................................... 82
4.8.4.3
Meeting Room Library............................................................................ 84
4.8.4.4
Create Meeting Room ............................................................................ 84
4.8.4.5
Starting a Meeting ................................................................................. 88
4.8.4.6
Entering Meeting Room.......................................................................... 88
4.8.4.7
Controlling Meeting Attendees ................................................................ 90
4.8.4.8
Place a Meeting on Hold......................................................................... 91
4.8.4.9
End a Meeting....................................................................................... 91
4.8.4.10 Updating Meeting Information ................................................................ 91
4.8.4.11 Managing Meeting Participants................................................................ 93
4.8.4.12 Managing Meeting Content ..................................................................... 94
4.8.4.13 Sharing Content .................................................................................... 94
4.8.4.14 Sharing Documents ............................................................................... 96
4.8.4.15 Sharing Whiteboards ............................................................................. 97
4.8.4.16 File Share Pod....................................................................................... 99
4.8.4.17 Displaying Web Pages .......................................................................... 100
4.8.4.18 Taking Meeting Notes .......................................................................... 101
4.8.4.19 Chat and Q & A in Meetings.................................................................. 102
4.8.4.20 Polling Attendees ................................................................................ 106
4.9
MEMBERS ........................................................................................................ 107
4.9.1 Overview ................................................................................................... 107
4.9.2 Setup ........................................................................................................ 107
4.9.3 Procedure .................................................................................................. 107
4.9.4 Functionality............................................................................................... 107
4.10
MESSAGE BOARDS .............................................................................................. 109
4.10.1
Overview................................................................................................ 110

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4.10.2
Setup..................................................................................................... 110
4.10.3
Procedure .............................................................................................. 110
4.10.4
Functionality ........................................................................................... 111
4.10.4.1 Add Category...................................................................................... 111
4.10.4.2 Edit Category ...................................................................................... 112
4.10.4.3 Subscribe to Category .......................................................................... 113
4.10.4.4 Delete Category .................................................................................. 113
4.10.4.5 View Category Details .......................................................................... 113
4.10.4.6 Change Category Permissions ............................................................... 114
4.10.4.7 Add Message Thread ........................................................................... 114
4.10.4.8 Viewing Threads and Messages............................................................. 115
4.10.4.9 Reply to Message ................................................................................ 116
4.10.4.10
Edit Message Thread ....................................................................... 117
4.10.4.11
Subscribe to Message Thread ........................................................... 118
4.10.4.12
Change Message Thread Permissions................................................. 118
4.10.4.13
Delete Message Thread .................................................................... 118
4.10.4.14
Move Thread .................................................................................. 118
4.10.4.15
Split Thread .................................................................................... 118
4.10.4.16
Search Messages ............................................................................. 118
4.10.4.17
Viewing & Modifying User’s Posts ...................................................... 119
4.10.4.18
Viewing & Modifying Subscriptions .................................................... 119
4.10.4.19
RSS Feeds ...................................................................................... 120
4.10.4.20
Ban User ........................................................................................ 120
4.11
NEWS / RSS ..................................................................................................... 120
4.11.1
Overview................................................................................................ 120
4.11.2
Setup..................................................................................................... 120
4.11.3
Procedure .............................................................................................. 121
4.11.4
Functionality ........................................................................................... 121
4.11.4.1 Read News Articles .............................................................................. 121
4.11.4.2 Add and Remove News Subscriptions .................................................... 121
4.12
POLLS & POLLS DISPLAY ...................................................................................... 122
4.12.1
Overview................................................................................................ 122
4.12.2
Setup..................................................................................................... 123
4.12.3
Procedure .............................................................................................. 123
4.12.4
Functionality ........................................................................................... 123
4.12.4.1 Create Poll Question and Responses ...................................................... 123
4.12.4.1 Make Poll Available to Users ................................................................. 125
4.12.4.2 Respond to Poll ................................................................................... 125
4.12.4.3 View Poll Results ................................................................................. 125
4.12.4.4 View Poll Summary & Individual Votes ................................................... 125
4.12.4.5 Edit Question ...................................................................................... 126
4.12.4.6 Delete Question .................................................................................. 127
4.13
SURVEYS (CONTENT RATING) ................................................................................ 127
4.13.1
Overview................................................................................................ 127
4.13.2
Setup..................................................................................................... 127
4.13.3
Procedure .............................................................................................. 127

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4.13.4
Functionality ........................................................................................... 128
4.14
SURVEY FORMS.................................................................................................. 128
4.14.1
Overview................................................................................................ 128
4.14.2
Setup..................................................................................................... 128
4.14.3
Procedure .............................................................................................. 129
4.14.4
Functionality ........................................................................................... 129
4.14.4.1 Create Survey Form............................................................................. 129
4.14.4.2 Complete Survey Form......................................................................... 132
4.14.4.3 Export Survey Data ............................................................................. 132
4.14.4.4 Delete Survey Data.............................................................................. 133
4.15
TASKS............................................................................................................. 133
4.15.1
Overview................................................................................................ 134
4.15.2
Setup..................................................................................................... 134
4.15.3
Procedure .............................................................................................. 134
4.15.4
Functionality ........................................................................................... 134
4.15.4.1 Task List ............................................................................................ 134
4.15.4.2 View Task Details ................................................................................ 135
4.15.4.3 Create Task ........................................................................................ 136
4.15.4.4 Edit Task ............................................................................................ 137
4.15.4.5 Reassign Task ..................................................................................... 137
4.15.4.6 Complete Task .................................................................................... 138
4.15.4.7 Delete Task ........................................................................................ 138

LIST OF FIGURES
Figure 1 - HSIN Portal COI Structure ............................................................................ 12
Figure 2 - HSIN NextGen login page ............................................................................. 18
Figure 3 - Example National Level page ........................................................................ 19
Figure 4 - User's private My Home Welcome page ........................................................ 21
Figure 5 - COI Welcome page ....................................................................................... 22
Figure 6 - Alert displayed in red box on right ................................................................ 23
Figure 7 - Announcement portlet ................................................................................... 24
Figure 8 - Chat client displaying user’s contact list ........................................................ 26
Figure 9 - Selecting user's status for contacts to see ....................................................... 27
Figure 10 - Adding a contact ......................................................................................... 28
Figure 11 - Editing a contact .......................................................................................... 29
Figure 12 - Chat window ............................................................................................... 29
Figure 13 - Chat window showing sent message ............................................................ 30
Figure 14 - Send message to contact .............................................................................. 31
Figure 15 - Creating a chat room ................................................................................... 32
Figure 16 - Chat room ................................................................................................... 33
Figure 17 - Chat room properties ................................................................................... 34
Figure 18 - Invite users to join chat room ...................................................................... 35
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Figure 19 - Specify Jabber server to search for chat rooms ............................................ 36
Figure 20 - Search for chat rooms results ....................................................................... 36
Figure 21 - Search portlet .............................................................................................. 38
Figure 22 - Search results .............................................................................................. 39
Figure 23 - Advanced Search page ................................................................................ 40
Figure 24 - Save Search ................................................................................................. 42
Figure 25 - Saved Searches ............................................................................................ 42
Figure 26 - Bookmark portlet ........................................................................................ 44
Figure 27 - Displaying the contents of a folder .............................................................. 45
Figure 28 - Bookmark Search Results ............................................................................ 46
Figure 29 - Add Folder .................................................................................................. 46
Figure 30 - Edit Folder .................................................................................................. 47
Figure 31 - Add Bookmark ............................................................................................ 48
Figure 32 - Edit Bookmark ............................................................................................ 49
Figure 33 - Calendar portlet displayed on Welcome page of each user's My Home ........ 51
Figure 34 - Calendar Day view ...................................................................................... 52
Figure 35 - Calendar Event Detail view ......................................................................... 52
Figure 36 - Calendar Week view ................................................................................... 53
Figure 37 - Calendar Month view .................................................................................. 54
Figure 38 - Calendar Year view ..................................................................................... 55
Figure 39 - Calendar Events view .................................................................................. 56
Figure 40 - Add Event page ........................................................................................... 57
Figure 41 - Cabinets portlet displaying cabinets ............................................................. 60
Figure 42 - Cabinets portlet displaying contents of Temp cabinet .................................. 61
Figure 43 - Home Cabinet portlet showing folder containing two sub folders and a file . 61
Figure 44 - Create Folder page ...................................................................................... 62
Figure 45 - Create Folder Info page ............................................................................... 63
Figure 46 - Import File Selection ................................................................................... 63
Figure 47 - Import Object Definition ............................................................................. 64
Figure 48 - Create Document page ................................................................................ 65
Figure 49 - Create Document Info page ......................................................................... 66
Figure 50 - Version page ............................................................................................... 68
Figure 51 - General Properties page ............................................................................... 69
Figure 52 - Permissions page ......................................................................................... 70
Figure 53 - History page ................................................................................................ 71
Figure 54 - Basic User Search ....................................................................................... 76
Figure 55 - User Search Result ...................................................................................... 76
Figure 56 - Advanced User Search ................................................................................ 77
Figure 57 - Basic Organization Search ........................................................................... 77
Figure 58 - Organization Search Results ........................................................................ 78
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Figure 59 - Organization Users ...................................................................................... 78
Figure 60 - Organization Suborganizations .................................................................... 79
Figure 61 - Advanced Organization Search .................................................................... 79
Figure 62 - Connect Pro client ....................................................................................... 81
Figure 63 - Change Attendee Role ................................................................................. 83
Figure 64 - Meeting Library .......................................................................................... 84
Figure 65 - Create Meeting from Meetings library ......................................................... 85
Figure 66 – New Meeting Information ........................................................................... 86
Figure 67 - New Meeting Participants ........................................................................... 87
Figure 68 - New Meeting Invitations ............................................................................. 88
Figure 69 - Start Meeting from Home page .................................................................... 89
Figure 70 - Start Meeting from Meeting Library ............................................................ 90
Figure 71 - Update Meeting Information ....................................................................... 92
Figure 72 - Update Meeting Participants ........................................................................ 93
Figure 73 - Whiteboard Overlay .................................................................................... 98
Figure 74 - Q & A Chat pod ........................................................................................ 103
Figure 75 - Linking Q & A pod to Chat pod ................................................................ 104
Figure 76 – Participant asks a question ........................................................................ 104
Figure 77 – Presenter answers a question ..................................................................... 105
Figure 78 - Question and Answer appear together in Chat pod ..................................... 105
Figure 79 - Members portlet ........................................................................................ 108
Figure 80 - User Details............................................................................................... 109
Figure 81 - Message Boards Portlet ............................................................................. 111
Figure 82 - Add Category page .................................................................................... 112
Figure 83 - Edit Category page .................................................................................... 113
Figure 84 - Category Details page ............................................................................... 114
Figure 85 - Add Message Thread ................................................................................. 115
Figure 86 - Category details......................................................................................... 116
Figure 87 - Thread Messages ....................................................................................... 116
Figure 88 - Message Thread with Reply ...................................................................... 117
Figure 89 - Message Search results .............................................................................. 119
Figure 90 - Subscriptions page .................................................................................... 119
Figure 91 - RSS portlet ................................................................................................ 121
Figure 92 - RSS portlet Configuration page ................................................................. 122
Figure 93 - Control Panel Polls page............................................................................ 123
Figure 94- Add Question form ..................................................................................... 124
Figure 95 - Control Panel Polls Item with a Question .................................................. 125
Figure 96 - Question Details ........................................................................................ 126
Figure 97 - Page Ratings portlet .................................................................................. 128
Figure 98 - Page Ratings portlet after two users have rated page content ..................... 128
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Figure 99 - Web Form portlet displaying a simple survey of user’s suggestions ........... 129
Figure 100 - Web Form Setup General page ................................................................ 130
Figure 101 - Web Form Setup Form Fields page.......................................................... 131
Figure 102 - Web Form Export Data page ................................................................... 133
Figure 103 - Task List portlet ...................................................................................... 134
Figure 104 - Task List with Due Today filter ............................................................... 135
Figure 105 - Task List Maximized ............................................................................... 135
Figure 106 - Task Details ............................................................................................ 135
Figure 107 - Add Task................................................................................................. 136
Figure 108 - Select Task Assignees ............................................................................. 136
Figure 109 - Edit Task ................................................................................................. 137
Figure 110 - Delete Task ............................................................................................. 138

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Revision History
Revision

Description

0.8
1.0

Initial Release
Completed Meeting Rooms and added Polls and
Surveys (Content Rating)
Updated Feedback & added Survey Forms
Updated per reviewer feedback
Updated Announcements.

1.1
1.2
1.3

Incorporated
Date
Initials
20 May 2009
22 May 2009

JJB
JJB

26 May 2009
30 May 2009
1 June 2009

JJB
JJB
JJB

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1 Scope
This document will familiarize the reader with Spiral 2 capabilities of the Homeland
Security Information Network Next Generation (HSIN NextGen) system.

1.1

Identification

This document covers general user functionality of the Spiral 2 HSIN NextGen system.
It will describe how to login to the HSIN NextGen portal, how to navigate among
Communities of Interest (COI), and how to utilize portlet applications to accomplish
general user functionality.
This document will not cover administrative functions such as:
creating Communities of Interest (COI)
creating, configuring and adding content to COI pages
creating and managing user accounts, roles, and organizations
nominating & vetting users for membership in COI
managing system and content permissions
system usage reports & metrics
Formal training for administrative functions will be developed by SIM-G.

1.2

System Preparation

The information contained in this document is relevant to a deployed and configured
Spiral 2 HSIN NextGen system. A minimal configuration of the system is described
below to facilitate utilization of the information of this document prior to adoption of the
Spiral 2 HSIN NextGen system in a production environment. Configuring the HSIN
NextGen system as described in this section is a task for system and COI administrators
and cannot be performed by general users.

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1.2.1

Communities of Interest Structure

Figure 1 - HSIN Portal COI Structure

HSIN NextGen system content and functionality is partitioned into sets of Communities
of Interest (COI). These COIs represent a grouping of individuals with a common area
of interest or related missions. Communities span both the commercial and government
sectors and are intended to allow individuals within communities to share information
relating to DHS objectives. The Web Portal represents these COIs as a hierarchy of
organizations to which user accounts are added as members.

1.2.1.1

Mission Area

A Mission Area is a top level COI in the HSIN NextGen system. A Mission Area COI will
have a set of portal pages populated with portlets that will provide access to content and
functionality specific to the Mission Area. A Mission Area will have a corresponding
Content Management System (CMS) repository folder which is defined such that content
posted to the Mission Area folder will be visible to all the Mission Area’s child COIs.

1.2.1.2

COIs

A hierarchy of COIs stems from a Mission Area. Each COI is a child of either the
Mission Area or another COI. Each COI will have a set of portal pages populated with

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portlets that will provide access to content and functionality specific to the COI for its
members. Each COI will have a CMS folder associated with it such that content posted
to the COI’s folder will be accessible to all the COI’s members and child COI members.

1.2.1.3

Sub-COIs

A COI can have multiple Sub-COIs under it. These Sub-COIs cannot have any child
nodes and do not have a set of portal pages associated with them, but they can have
CMS folders created for them. These Sub-COI folders can have “Ad Hoc” document
folders created under them which can either inherit permissions from their parent SubCOI folder or be assigned their own permissions. Members of a Sub-COI are also
members of its parent COI so that they can access the parent COI’s portal pages.
1.2.2

Roles

The HSIN NextGen system uses a role construct for regulating user activity in the
system. A role is a set of permissions which in turn are defined as allowable actions on
resources. COI members are assigned to one of three roles to determine their
permissions for the COI’s resources:
Viewer – defines permissions granted to general members of the COI. The
permissions granted to this role will be limited to view portlet and Content
Management System (CMS) content for their specific COI. For example, in the
context of the Calendar portlet, a user with the Viewer role would be given view
access to the COI calendar, but not be allowed to add, edit or delete events,
configure the portlet, or export event data.
Contributor – defines permissions granted to the contributors of content for a
COI. Users given this role inherit the Viewer role permissions plus they can add,
edit, and delete portlet and CMS content for their specific COI. Continuing the
example of the Calendar portlet, a user with the Contributor role would be given
view access to the COI calendar as well as be allowed add, edit or delete events.
Admin – defines permissions granted to designated administrators of a COI.
Users given this role inherit both the Viewer and Contributor role permissions
plus they can configure the portlets for the COI as well as have full control over
the CMS folders associated with their COI. Continuing the example of the
Calendar portlet, a user with the Admin role can view, add, edit, delete events,
configure the portlet, and export event data.
Note that a user can be a member of two different COIs and have a different role for
each. Their role within a COI defines their permissions for that COI only and does not
translate to any other COI they may be a member of. For example a user can have the
Viewer role for COI A, and the Contributor role for COI B. In this case the user has
different permissions in the different COIs.

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COI CMS administrators can create sub groupings of the Contributor role on the CMS.
These sub groupings of the Contributor role can then be granted the appropriate
permissions to “Ad Hoc” document folders created under Sub-COI folders on the CMS.
1.2.3

User Accounts

Each COI (except the Mission Area COI) will have user accounts assigned to be
members of it. Upon gaining membership to the COI, user accounts are be assigned to
one of the roles described in the Roles section above within the COI.
User accounts can be assigned to more than one COI and can be assigned different
roles in each COI.

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2 Referenced Documents
The following documents were used in the formation of this document.

2.1

Government Documents

None.

2.2

Non-Government Documents
Adobe® Acrobat® Connect™ Pro 7 Using Adobe Acrobat Connect Pro 7, 2008.
EMC® Documentum® WDK for Portlets Version 6.5 User Guide, P/N 300-007-402 A01,
July 2008.
EMC® Documentum® Webtop Version 6 SP1 User Guide, P/N 300-006-013 A01,
December 2007.
System Design Document (SDD) for the Homeland Security Information Network Next
Generation System Spiral 2, Document Number: 20704023, version 0.1, 21 November
2008.

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3 User Testing Support
GDOS will support the User Acceptance Testing (UAT) activity by providing support
personnel available on site with additional support personnel available via email or
telephone. The GDOS support personnel will document findings of the UAT activity and
generate a report based on the feedback for delivery to DHS and FEMA.

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4 Functionality
This section describes the general user functionality provided by the HSIN NextGen
system. It provides sections that describe how to login to access the system and how to
navigate through the system to access information and functionality specific to a
Community of Interest (COI) as well as to an individual user. Sections are included
describing how to use application portlets on various pages to accomplish tasks such as
being notified of alerts, announcements and the national threat level, accessing
documents from the Content Management System (CMS) repository, chatting with other
users, conducting online meetings, participating in discussion boards, accessing a
calendar of upcoming events, reading current news articles, accessing links to relevant
Web sites, and working on tasks.

4.1

Logging on to the HSIN NextGen Portal

This section provides instructions on logging into the HSIN NextGen portal and provides
an overview of what the user will see upon successful login.
4.1.1

Overview

Connecting to the HSIN NextGen system is done through a Web browser. Once the
user has navigated to the appropriate URL, they can enter their credentials and access
the system. The HSIN NextGen system utilizes single sign on technology so that once a
user provides credentials to access the portal the user will not be prompted to provide
credentials to most other systems accessed through the portal’s applications.
Accessing Meeting Rooms (Connect) and Chat (Jabber) will prompt the user to re-enter
their credentials.
4.1.2

Setup

Prior to a user logging on to the HSIN NextGen system, it is assumed that the system
administrator will have created an account for the user, added the user’s account to the
appropriate COIs so that the user can access COI portal pages and content, and add the
user’s account to the appropriate COI and CMS roles so they can have the proper
content access rights.
4.1.3

Procedure

Open a Web browser (supported browsers include Internet Explorer 6 & 7 and Mozilla
Firefox 2) and enter the URL for the HSIN portal. Enter the user name and password
which were supplied by the system administrator and click the “Log In” button or simply
press the “Enter” key on the keyboard.

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Figure 2 - HSIN NextGen login page

After successful login, all users are directed to the National Level landing page. This
page, maintained by DHS Ops will contain information, news, announcements, training
information, etc. pertinent to all HSIN users.

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Figure 3 - Example National Level page

Every web page displayed in the HSIN NextGen portal will have a top banner which
displays the Department of Homeland Security logo and the name of the currently
selected content tabs. The top banner also contains several buttons which you will see
at the top of all pages:
HSIN Home – click this button to go directly to the HSIN home page.
FAQ – click this button to see the Frequently Asked Questions (FAQ) which
might help you resolve a question you have about using the HSIN NextGen
system that other users have also had questions about.
Help - click this button to see Help documentation which might help you resolve a
question you have about using the HSIN NextGen system.
Feedback – click this button to provide feedback to or ask a question of the HSIN
help desk via a form in which the user enters their name, a rating (Excellent,
Good, Satisfactory or Poor) and a textual comment / question.
Logout – click this button to logout of the HSIN NextGen web portal.
Welcome menu – in the upper right of the page is a button labeled “Welcome
UserX!” where UserX is replaced by the user name. Clicking or hovering the
mouse pointer over this button displays a menu of items:
o

HSIN Home – navigates to the HSIN Home page.

o

Control Panel – allows the user to access a number of their account
settings such as which roles and organizations they belong, the web
pages displayed in their private space, and Web Content.

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o

My Account – navigates directly to the user account control panel item.

o

Toggle Edit Controls – toggles the setting to show or hide the Edit
controls on each portlet. The Edit controls appear as the
icon and are
visible by default on all portlets within the user’s private My Home pages.
The edit icon will also be displayed on the portlets within the COI pages if
the user is a member of the COI Admin role.

Four other items are visible on all pages:
Search box – enables searching the HSIN NextGen site for keywords entered in
the search dialog followed by clicking the “Go” button.
National Threat Advisory – displays the current threat level.
Chat – used to conduct Instant Messaging (IM) with other users.
Announcements - displays incoming announcements & notifications sent by an
authorized user.

4.2

Navigating within the HSIN NextGen Portal

This section provides instructions on how to navigate among the various Community of
Interest (COI) pages as well as the user’s private pages.
4.2.1

Overview

The HSIN NextGen system portal is arranged into a set of tabbed pages corresponding
to the Communities of Interest (COI) to which the user is a member as well as a tab for
the user’s personal space. Each tab is further subdivided into a set of sub tabs
corresponding to functionality and content available in the context of either the COI or
the individual user. Tabs will not be displayed for COIs which the currently logged in
user is not a member.
4.2.2

Setup

It is assumed that the user is a member in at least one COI.
4.2.3

Procedure

Multiple tabs appear under the Homeland Security icon on the top left of the HSIN
NextGen page. One of these tabs will be labeled “My Home” and the other tabs will be
named for the COI they pertain to.
4.2.4

Functionality

Click the “My Home” tab. The tab’s background color will darken and three sub tabs will
be displayed: Welcome, My Documents and My Bookmarks. The first sub tab,
Welcome, is selected by default as indicated by its darker colored background. The user

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can select one of the other sub tabs to display their content or the user can select the
tab of one of the COIs displayed to the right of the “My Home” tab.

Figure 4 - User's private My Home Welcome page

Selecting one of the COI tabs to the right of the “My Home” tab updates the Web
browser to display the contents of that COI.

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Figure 5 - COI Welcome page

4.3

Portlets Visible on All Pages

Several portlets appear in the right hand column of all pages in the HSIN NextGen
system. This provides quick access to portlets that can be utilized in all contexts as well
as ensures that critical information such as national threat advisory level, alerts and
announcements will be visible to users independent of their current activity.
4.3.1

Alerts

This section provides instructions on how to see and dismiss alerts from any web page.

4.3.1.1

Overview

The Alerts portlet displays incoming messages sent by a COA Admin user. The Alerts
portlet is hidden from general users until an alert is received. COI Admin users will have

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access to the Alerts portlet at all times which allows them to send alerts after providing a
message and selecting who to target the alert to.

4.3.1.2

Setup

A COI Admin user should send an alert to all users so they can see the alert displayed in
the Alerts portlet.

4.3.1.3

Procedure

Navigate to a COI or My Home page to see the Alert portlet, if an alert has been sent.

Figure 6 - Alert displayed in red box on right

4.3.1.4

Functionality

When an alert is received, the alert message will be displayed in the right hand column
within a red box on all web pages. The alert will remain displayed until it has been
dismissed by the user or expires.
The user can dismiss an alert by clicking the Mark as Read link next to the alert
message in the Alerts portlet.
4.3.2

Announcements

This section provides instructions on how to see, mark as read, and reshow
announcements from any web page.

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4.3.2.1

Overview

The Announcements portlet displays incoming announcements & notifications sent by a
COI Admin user. COI Admin users can utilize the Announcements portlet to send
announcements after providing a message and selecting who to target the
announcement to.

4.3.2.2

Setup

A COI Admin user should send a few announcements to all users so they can see the
announcements displayed in the Announcements portlet.

4.3.2.3

Procedure

Navigate to a COI or My Home page to see the Announcements portlet.

Figure 7 - Announcement portlet

4.3.2.4

Functionality

Multiple announcements can be displayed by the Announcements portlet at one time.
Announcements are displayed until they are dismissed by the user. Users dismiss
individual announcements by clicking the Mark as Read link next to the announcement
title. Marking an announcement as read hides the announcement message so only the
title is displayed and replaces the Mark as Read link with a Show link.

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Users can revisit dismissed announcements by clicking the Show link next to the
announcement title. Dismissed announcements will remain available until they expire.
Announcement expiration is determined by the user that sent the announcement.

Chat / Jabber

4.3.3

This section provides instructions on how to collaborate with one or more users through
a Chat client. With the Chat client, users are able to:
add and remove users to and from their list of contacts
see the status of their list of contacts
set the status their contacts see for them
initiate a chat with one of their contacts
create and configure a chat room so that multiple users can chat together at once
invite users to chat room
join and exit chat rooms
chat privately with an individual user while in a chat room
delete a chat room
remove and ban users from a chat room

4.3.3.1

Overview

A user can use the Chat client to conduct Instant Message (IM) conversations with
individual users or with a group of users through a chat room.

4.3.3.2

Setup

It is assumed that the system administrator will have configured the Jabber server so the
users can conduct chats.

4.3.3.3

Procedure

Users access the Chat client from any COI or My Home web pages by clicking the Open
Chat link displayed under the Jabber icon on the right hand side of the page. A new
Web browser window will pop up prompting the user to enter their Chat login credentials.
After supplying valid credentials, the Web browser will display the Chat client.

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Figure 8 - Chat client displaying user’s contact list

Chats can also be initiated with individual users through the Members portlet as
described in the Members section of this document.

4.3.3.4

Contact List Functionality

The primary display of the Chat client displays the user’s list of contacts.

4.3.3.4.1

View Contact List

Contacts can be organized into groups which can be expanded and contracted in the
display to aid finding a desired contact. Each group displays a count of the number of
contacts within it and the number which are currently available to chat with. Contacts
which do not belong to a group will be placed in the Unfiled group.
The status of each contact is displayed as an icon to the left of the contact’s nickname.
- User is online
- User is willing to chat
- User is away
- User is not available

4.3.3.4.2

- User doesn't want to be disturbed
- User is offline
- User is invisible
- User hasn't authenticated the user

Set Status

Users can set their status by clicking the status icon displayed to the left of their user ID
above their contact list in the Chat client. Clicking their status icon allows them select

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their status and optionally provide a status message. Once they select their status and
click the Set button, all users will see the updated status value in their contact lists.

Figure 9 - Selecting user's status for contacts to see

Users can also set a different status for themselves per user. To set a user’s status
differently for an individual contact, right click the contact in the contact list and select
Presence which allows the user select their status and optionally provide a status
message just for this contact. Once they select their status and click the Set button, the
contact will see the updated status value in their contact lists, but other users will
continue to see the user’s global status.

4.3.3.4.3

Add Contact

Add a contact by clicking the
icon which allows the user to enter the ID of user to
add to the contact list in the Send subscription to text field and optionally modify the
message that will be sent to them. Clicking the Send button adds the new user to the
contact list in the Unfiled group with a nickname identical to their user ID.

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Figure 10 - Adding a contact

4.3.3.4.4

Edit Contact

Edit a contact by right clicking contact in the contact list and selecting Edit User. A new
Web browser window will open displaying the contact’s nickname and list of groups for
the current user and the list of groups the contact currently belongs to. The user can
edit these values and then click the OK button to save the changes. The user can
create a new group by entering its name in the Group text field and clicking the > button
to add the contact to the new group. Contacts can be added and removed from groups
by selecting the group and clicking the > or < buttons.

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Figure 11 - Editing a contact

4.3.3.4.5

Remove Contact

Remove a contact by right clicking contact in the contact list and selecting Remove.

4.3.3.4.6

Chat with a Contact

Start a chat with a contact either by clicking the contact in the contact list or right clicking
the contact in the contact list and selecting Start Chat. A new Web browser window will
open as seen below.

Figure 12 - Chat window

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The text field at the bottom is where the user can enter text to send to the contact. After
entering text, the user presses the Enter key on the keyboard to send the text to the
contact. The text sent will appear in the text area above the text field indicating the
message was sent.

Figure 13 - Chat window showing sent message

The contact receiving the text will have a flashing icon next to the sending user’s
nickname in their Chat client contact list. The receiving user can click the flashing icon
or the sending user’s nickname to open a chat Web browser window with a display very
similar to the display of the user sending the text.
Both users can add and send text to each other in the lower text fields of their windows
and see each other’s messages in the text area above. Each set of text is prefaced with
the nickname of the user that sent the message.
Clicking the icon next to the text field at the bottom of the window will expand the text
field to allow the user to see a larger area to enter text to send to the other user and a
Send button which can be clicked to send the text.
The chat window can be closed at any time by either user. If a user sends text after the
other user has already closed their chat window, the window will redisplay itself with the
newly received text.

4.3.3.4.7

Send Message to Contact

A single message can be sent to a user on the contact list by right clicking the contact’s
nickname and selecting Send Message which displays an area where the user can
provide a subject and message body.

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Figure 14 - Send message to contact

Once the user clicks the Send button, a new Web browser window will display the
message on the recipient’s screen. In addition to displaying the message subject and
body typed by the sender, the window also displays buttons such as Start Chat, Reply,
and Quote.
Clicking Start Chat will open a chat session between the two users just as if a chat had
been started from the contact list.
Clicking Reply allows the recipient to send a message, again consisting of a subject and
body, back to the original sender.
Clicking Quote behaves similarly to Reply, except the original message is included in the
reply prefaced with the > character on each line.

4.3.3.5

Chat Room Functionality

Chat rooms can allow more than two users to participate in a conversation. Chat rooms
can be temporary or persistent. Persistent chat rooms have the contents persist even
when no users are in the chat room. When users join a persistent chat room they can
see all the text that was exchanged in the chat room even if all the previous participants

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have left the room. Once all participants leave a temporary chat room, all the text that
was exchanged is lost. Only the chat room’s creator will know if the chat room is
temporary or persistent.

4.3.3.5.1

Create Chat Room

Create a chat room by clicking the
icon which displays an area for the user to enter
the room name and optionally a password and then clicks the Join button.

Figure 15 - Creating a chat room

If the Jabber server does not have a room with the supplied name, a new chat room will
be created and added to the user’s contact list under the Chat Rooms group. A new
Web browser window will be displayed showing the chat room and a popup dialog will be
displayed informing the user that a new room has been created but needs configuration.
The user can click the OK button on the popup dialog to configure the room or click the
Cancel button to accept the default configuration.

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4.3.3.5.2

Use Chat Room

After creating or joining a chat room, the user can use the Web browser window which
was displayed for the chat room, as shown below.

Figure 16 - Chat room

Text can be entered in the text area at the bottom of the window which will be sent to the
room when the user presses the Enter key on the keyboard or clicks the Send button.
The sent text will be displayed in the upper text area for all users in the room to see.
The list of users currently in the room is displayed on the right side of the window along
with their current status. The Config button and Modify List menu in the bottom right
corner of the window are only displayed for chat room moderators.

4.3.3.5.3

Configure Chat Room

A chat room can be configured by the user whom created it. If the user is still
participating in the chat room, they can configure it by clicking the Config button to
display the properties will be displayed shown below. After setting the desired properties
the user can click the OK button to save the changes or the Cancel button to discard the
changes. The Destroy button in the properties dialog can be used to delete the chat
room.

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Figure 17 - Chat room properties

To configure a chat room which the creator is no longer participating, click the
icon
which displays an area for the user to enter the name of the room to configure and the
password if applicable and then click the Join button. Once the chat room window is
displayed, the user can click the Config button to display the properties window in which
they can change the chat room’s properties and clicking the OK button to save the
changes.

4.3.3.5.4

Invite Users into Chat Room

Once a user has joined a chat room, the user can invite other users to join the room if
permitted by the chat room’s configuration by clicking the Invite button on the chat room
window. An area will be displayed which allows the user to select one or more users
from their contact list to send the invitation to. The selected users are highlighted. The
user can also enter textual Reason which will be sent to the selected users as part of the
invitation to enter the room. The invitation to join the chat room is sent when the user
clicks the Invite button.

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Figure 18 - Invite users to join chat room

4.3.3.5.5

Join Chat Room

Users join a chat room by accepting an invitation to join the chat room or by searching
for the chat room to join.
Invitations to join a chat room are displayed in a new Web browser window. The
invitation will display the name of the chat room, the ID of the user who sent the
invitation, and optionally a Reason the inviting user specified. The invited user can
accept the invitation by selecting Join or reject the invitation by selecting Decline and
optionally entering text as to why they decided to decline the invitation. After selecting
Join or Decline, the invited user clicks the Submit button in the invitation window. If the
invitation was accepted, a new Web browser window will be displayed showing the chat
room in which the user can participate.
The user can search for a chat room to join by clicking the
icon which displays an
area for the user enters the room name and optionally a password and then clicks the
Join button. If the Jabber server already has a room with the provided name and the
password matches the password assigned to the room when it was created, the user will

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join the chat room and a new Web browser window will be displayed showing the chat
room in which the user can participate.
The user can search for public chat rooms to join on a sever by clicking the
icon
which displays an area in which the user can click the Open Search button next to the
Search for Rooms label which displays an area in which the user to specify which
Jabber server to search in the text field between the Search Server label and the Search
button.

Figure 19 - Specify Jabber server to search for chat rooms

After entering the Jabber server information, the user clicks the Search button to perform
the search. A list of rooms will be displayed as the search results. The user can Join a
room by selecting it and the clicking the Join button.

Figure 20 - Search for chat rooms results

4.3.3.5.6

Exit Chat Room

Exit a chat room by closing the Web browser window displaying the chat room.

4.3.3.5.7

Chat Privately with Chat Room Participants

If the chat room has been configured to display a list of participants to all users,
individual users can initiate a private chat with another chat room participant by either

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clicking their nickname in the list of chat room participants or by right clicking their
nickname and selecting Start Chat. A new Web browser window will be displayed to
allow the two participants chat just as if they had initiated a chat from the contact list.

4.3.3.5.8

Delete Chat Room

Chat rooms that do not have the Mark room persistent property are automatically
deleted when all participants leave the chat room by closing the Web browser window
for the chat room.
Chat rooms can be destroyed at any time by their creator by joining the chat room and
then clicking the Config button to display the properties window. The chat room’s
creator then clicks the Destroy button to permanently delete the chat room.

4.3.3.5.9

Chat Room Roles

Chat rooms have two roles for users in them: moderators and participants. By default
the chat room creator is the sole moderator of a chat room and all users who join the
chat room are participants. The moderator of the chat room can promote other users to
the moderator role by adding them to the Moderator, Admin or Owner list by using the
Modify List menu under the list of chat room participants.
Selecting the list from the Modify List menu displays a table of the users in the list and a
text field labeled Nick to facilitate adding users to the list. To add a user to the list, type
their nickname in the Nick text field and click the Add button. To remove a user from a
list select the user in the list and then click the Delete button. After adding and removing
the desired users, click the Save button to actually make the changes.
While adding a user to the Admin or Owner list promotes them to the moderator role,
removing the user from the Admin or Owner list does not remove them from the
Moderator list or role. To remove a user from the Moderator list, it is necessary to add
them to the Members list. Adding a moderator to the Members list has the effect of
demoting them to regular participant status.

4.3.3.5.10 Removing Users from Chat Room
A chat room moderator can temporarily remove users from the Chat rooms by removing
them from the Voice list by using the Modify List menu under the list of chat room
participants. Selecting the Voice list from the Modify List menu displays a table of the
chat room participants. Removing a user from the Voice list temporarily removes them
from the chat room. Remove a user from the table by selecting the user in the table and
then click the Delete button. Click the Save button to actually make the changes.

4.3.3.5.11 Banning Users from Chat Room
A chat room moderator can ban users from a Chat room by adding them to the Ban list
by using the Modify List menu under the list of chat room participants. Selecting the Ban

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list from the Modify List menu displays a table of the banned users and a text field
labeled Nick to facilitate adding users to the list. To add a user to the list, type their
nickname in the Nick text field and click the Add button. To remove a user from a list
select the user in the table and then click the Delete button. After adding and removing
the desired users, click the Save button to actually make the changes.
Banned users are removed from all lists other than the Ban list and are disconnected
from the chat room. Banned users cannot reconnect to the chat room, even by
invitation, until a moderator removes them from the Ban list.
4.3.4

Search

This section provides instructions on how to use the Search portlet to find content in the
HSIN NextGen portal and Content Management System (CMS). The Search portlet
provides users with both basic and advanced search capabilities across a broad range
of informational sources with a single query. Searches performed by the user return a
single, organized search results that can be grouped by ranking, information source, etc.
The Search portlet allows users to save searches for repeated execution at a later time.

4.3.4.1

Overview

The Search portlet allows for basic search through a simple interface while also
providing the capability to use advanced search features such as: Boolean query
operators (AND, OR, NEAR, CONTAINS, etc.), case sensitivity, case insensitivity, wild
character support, and support for phrases (“”).

4.3.4.2

Setup

Administrators specify which sources the Search portlet can perform searches on.

4.3.4.3

Procedure

Users access the Search portlet from the right side any HSIN NextGen web page.

Figure 21 - Search portlet

4.3.4.4

Functionality

The user can perform a basic search by entering a search term in the text field between
the Search label and the Go button. The user clicks the Go button to perform the basic
search. The Search portlet displays a count and list of the results of the search ordered
by most relevant to least relevant. The user can change the ordering of the results by
clicking one of the Sort by criteria displayed at the top of the results list.

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Figure 22 - Search results

The following information is displayed for each search result (if applicable):
Name – the name of the object.
Size – the size of the object.
Version – the version of the object.
Modified – the date the object was last modified.
Path – the path to the object.
Summary – a brief summary of the object.
The user can click the property icon
to view the properties of the search result. The
following are the properties displayed: Format, source, size, site, name, summary, full
content size, cached-URL, related-URL, and URL. Click Close to close the properties
page.
The user can click the name of the search result to view the item.
The user can click Edit Search to update the parameters to conduct an advanced
search.
When the user has finished with the search results, they can save the search for later
use by clicking the Save link or click the Close button at the bottom of the search results.

4.3.4.4.1

Advanced Search

Advanced Search lets the user adjust various parameters such as locations, properties,
date, size, object properties, and versions as described below. An advanced search is
initiated from the search results of a basic search by clicking the Edit Search link and
then updating the search parameters on the General tab.

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Figure 23 - Advanced Search page

The Contains field is populated with the search term from the basic search. The user
can update this value to search for a different term.
The Locations selection specifies where to search for results. The user can click the
Edit link to change the locations. This allows the user to set search locations to multiple
repositories, sub-directories, and multiple external locations. After clicking the Edit link,
the user can select folders from repositories in the Available Repositories list by clicking
on the + sign to expand the repositories. The user can then browse the repository’s
folder structure to find the desired folder to search. The user selects the folder and
clicks the > button to include the folder in the search. Items in the Included in Search list
can be removed by selecting them and clicking the < button. External sources are
selected from this page in a similar manner. Once both Included in Search lists are set
to the desired values, click the OK button.
The user can specify the desired Object Type to limit the result set to.
Properties can also be used as search criteria. For the first property to search, in the
Name field in the Properties area, select the property to search for from the dropdown
list. In the second field, select an operator, which determines the relationship to the
search value. For example, to find all files written by John Brown, specify the Authors
property is “John Brown”, or contains “Brown”, or starts with “John”. Enter search values
in the next field.

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For each subsequent set of property values you want to search for, perform the
following:
Click Add another property. This adds another line for specifying property values.
In the first field in the new line, select the relationship between this property, and
the preceding properties specified in the search. Select one of the following:
o

AND: This indicates the search must match both the values for this
property, and the values for the preceding properties.

o

OR: This indicates the search must match either the values for this
property or the values for the preceding properties.

In the Name field, select the name of the property to search for.
In the next field, select an operator, which determines the relationship to the
search value. For example, to find all files written by John Brown, the user could
specify the Authors property is “John Brown”, or contains “Brown”, or starts with
“John”. Enter the search values in the next field.
To remove a property from the search, click on the Remove on the line item for that
property.
To search by date when a file or folder was created or modified, use the Date dropdown
list to select one of the following: Accessed, Checkout Date, Created, Effective Date,
Expiration Date, Last Review Date, Modified, or Retain Content Until. Select an option
from the list to specify when the file or folder was last accessed, modified or created. By
default, the date range is Anytime. Choose the appropriate date range from the
dropdown list which lists Within the previous day, Within the previous week, Within the
previous month or Within the previous year. To set the date range, click the radio button,
and select from date, and to date by clicking on the icon beside it. When the search is
saved, the data range gets saved.
To search by file size, select the search criteria from the dropdown list.
The Additional section lets the user find hidden objects or all versions. To find hidden
objects, select Find hidden objects. Hidden objects are only visible to users with Read or
Write permissions for the object. The search displays only the objects the user has
permission to view. To find all versions of a file, select Find all versions.
After specifying all the search parameters, the user clicks the Search button to perform
the search. Results will be displayed in the same format as the Basic search.

4.3.4.4.2

Saved Searches

Searches can be saved and rerun with the same parameters to return updated results.
To save a search, click Save Search from the search results display. Enter a name and
description for the search and click OK.

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Figure 24 - Save Search

To run a saved search, click Edit Search and then select the My Saved Searches tab or
the All Saved Searches tab. My Saved Searches lists all the saved searches which the
user has saved with Description, and Modified date and time details. All Saved
Searches lists all the searches made by different users. It lists owners, Description, and
Modified date and time details of the search. Click Search to display the search results,
Edit to edit the search, or Remove to delete the search. When deleting a search, the
user selects the version(s) to delete and clicks OK.

Figure 25 - Saved Searches

4.4

Bookmarks

This section provides instructions on how to use the Bookmarks portlet within the user’s
private web pages as well as within the COI’s Bookmarks page. The Bookmarks portlet
organizes a collection of bookmarks to web pages in a folder hierarchy and provides a
keyword search function for users to find bookmarks.

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Within the user’s private pages, the user can use the Bookmarks portlet to:
Browse bookmark folders
View bookmarks
Search for bookmarks
Add, edit, and delete bookmarks and folders of bookmarks
Merge bookmark folders
Within a COI, only users with either the Admin or Contributor roles can add, edit, and
delete bookmarks and folders of bookmarks and merge bookmarks in the Bookmarks
portlet.
4.4.1

Overview

The Bookmarks portlet can be found on the COI Bookmarks pages and on the individual
user’s My Home Bookmarks sub tab page. Each instance of the Bookmark portlet has
its own set of bookmarks which are made available to users.
4.4.2

Setup

The Bookmarks portlet is installed by default on each user’s My Home Bookmarks page
and each COI’s Bookmarks page. No special setup is required. Users who should be
allowed to add bookmarks and folders to the COI Bookmark portlet should be members
of either the COI Admin or COI Contributor roles.
4.4.3

Procedure

Use the Bookmarks portlet by navigating to a COI’s Bookmarks page or the user’s My
Home and click on the Bookmarks sub tab. The Folders tab of the Bookmarks portlet is
selected by default. A search text area will be displayed with a search button. An Add
Folders button will be visible if the user has permissions to add a folder.
Any top level folders that have already been created will be displayed along with a count
of the number of folders and bookmark entries they each contain.

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Figure 26 - Bookmark portlet
4.4.4

Functionality

All COI users have the ability to browse and view the bookmarks contained in the
Bookmark portlet contained in the COI’s Bookmarks page. Users belonging to the COI
Admin or COI Contributor roles can add, edit, and delete both bookmarks and the folders
which contain them in the Bookmark portlet placed on their COI’s Bookmarks page.
Individual users have full control over the content of the Bookmarks portlet contained
within their own My Home Bookmarks page.

4.4.4.1

Navigate Folders

Clicking a folder’s name displays it contents which can be bookmarks as well as sub
folders.

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Figure 27 - Displaying the contents of a folder

4.4.4.2

View Bookmark

When displaying the contents of a folder that contains one or more bookmarks, the
bookmarks will be listed on the Entries sub tab. Clicking any part of the entry opens the
associated bookmarked location in a new Web browser window.

4.4.4.3

Search for Bookmarks

To perform a search for bookmarks, the user enters a search term in the Search text
field which is displayed on the initial Folders page as well as on each page displaying a
folder (or subfolder) contents. If a search is performed on the initial Folders page, all
bookmarks will be searched. Searches performed on a subfolder page will restrict the
scope of the search to the current folder and all of its subfolders.
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The search terms can match tags, bookmark name, or words in the bookmark’s
description. After entering a search term and clicking the Search Entries button, a list of
brief summary bookmarks matching the search term are displayed. A score is assigned
to each search result based on the result’s relevance to the search terms. The user can
click on the result to display the bookmarked location in a new Web browser window.

Figure 28 - Bookmark Search Results

4.4.4.4

Add Folder

The Add Folder or Add Subfolder buttons will be displayed within a folder’s contents
page if the user has permission to add a sub folder. Clicking the Add Folder button will
display a page for the user to enter a name and description for the folder. Additionally,
the user can configure permissions for the new folder.

Figure 29 - Add Folder

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4.4.4.5

Edit Folder

If the user has permission to edit a folder’s properties, either the Actions button or Edit
icon
will be displayed to the right of the folder’s entry in the list of folders currently
being displayed. Clicking the Edit icon or selecting the Edit item from the Actions menu
will display a page which the user can edit the folder’s information on. The user can
change the name or description of the folder by updating the text displayed to the right of
the Name and Description labels.

Figure 30 - Edit Folder

The user can also change the parent folder by clicking the Select button to the right of
the Parent Folder label. A popup dialog will be displayed listing the folders for the user
to select as the new parent folder of the folder being edited. If the desired new parent
folder is displayed the user clicks the Choose button to the right of it. If the folder the
user desires to select is not displayed, it might be a sub folder of one of the folders being
displayed. In that case the user must navigate the folder structure in the popup dialog
until the desired parent folder is displayed at which point the Choose button to its right
should be clicked. Clicking the Choose button closes the popup dialog and displays the
name of the selected folder between the Parent Folder label and Select button. If the
user changes their mind about the selection, the Remove button can be clicked to
remove the new parent folder selection.
After the user has made the desired changes to the folder they click the Save button to
update the folder. The Cancel button aborts the changes to the folder.

4.4.4.6

Merge Folder

To move the contents of a folder into the parent folder, enter the edit the folder page as
described above and select the Merge with Parent Folder checkbox. Selecting this

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checkbox and then clicking the Save button will move the contents of the current folder
to the parent folder and deletes the current folder.

4.4.4.7

Delete Folder

If the user has permission to delete a folder, either the Actions button or Delete icon
will be displayed to the right of the folder’s entry in the list of folders currently being
displayed. Clicking the Delete icon or selecting the Delete item from the Actions menu
will prompt the user to confirm deletion of the folder. Clicking OK will delete the folder
and its contents.

4.4.4.8

Add Bookmark

The Add Entry button will be displayed within a folder’s contents page if the user has
permission to add a bookmark entry in the folder. Clicking the Add Entry button will
display a page for the user to enter a name, URL, description as well as tags for the
bookmark. Assigning tags to a bookmark makes it easier to find in searches.
Additionally, the user can configure COI members as well as guest users’ permissions
for the new bookmark. Default bookmark permissions allow COI members and guest
users to view the bookmark.

Figure 31 - Add Bookmark

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4.4.4.9

Edit Bookmark

If the user has permission to edit a bookmark, either the Actions button or Edit icon
will be displayed to the right of the bookmark’s entry in the list of bookmark entries
currently being displayed. Clicking the Edit icon or selecting the Edit item from the
Actions menu will display a page which the user can edit the bookmark information on.
The user can change the name, URL, description and tags of the bookmark.

Figure 32 - Edit Bookmark

The user can also change the containing folder by clicking the Select button to the right
of the Folder label. A popup dialog will be displayed listing the folders for the user to
select as the new folder of the bookmark being edited. If the desired new folder is
displayed the user clicks the Choose button to the right of it. If the folder the user
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desires to select is not displayed, it might be a sub folder of one of the folders being
displayed. In that case the user must navigate the folder structure in the popup dialog
until the desired folder is displayed at which point the Choose button to its right should
be clicked. Clicking the Choose button closes the popup dialog and updates the name
of the selected folder between the Folder label and Select button.
After the user has made the desired changes to the bookmark they click the Save button
to update the bookmark. The Cancel button aborts the changes to the bookmark.

4.4.4.10 Delete Bookmark
If the user has permission to delete a bookmark, either the Actions button or Delete icon
will be displayed to the right of the bookmark entry in the list of bookmarks currently
being displayed. Clicking the Delete icon or selecting the Delete item from the Actions
menu will prompt the user to confirm deletion of the bookmark. Clicking OK will delete
the bookmark.

4.4.4.11 My Entries
Clicking on the My Entries tab displays the bookmarks created by the user. Users
always have permission to edit and delete bookmarks they created.

4.4.4.12 Recent Entries
Clicking on the Recent Entries tab displays the bookmarks created recently.

4.5

Calendar

This section provides instructions on how to use the Calendar portlet within the user’s
private web pages as well as on a COI’s Welcome page. The Calendar portlet can be
utilized within a COI to maintain and communicate the schedule of COI events.
Within the user’s private pages, the user can use the Calendar portlet to:
view events for the day, week, month, and year
view a list of all events
add, edit, delete events
import and export events
Within a COI, only users with either the Admin or Contributor roles can add, edit, delete
and import events or export all events.

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Figure 33 - Calendar portlet displayed on Welcome page of each user's My Home
4.5.1

Overview

A user can see a summary of events in the Calendar portlet. The portlet offers multiple
views for the user to see events. Users who have permissions to add events can add
onetime and reoccurring events to the calendar. Users who have permission to Export
All Events can export the events to a file for import to an external calendar application
such as Microsoft Outlook. Users have all permissions to their “My Home” Calendar.
4.5.2

Setup

The Calendar portlet is installed by default on each user’s My Home Welcome page and
each COI’s Welcome page. No special setup is required. Users who should be allowed
to add events to the COI Calendar portlet should be members of either the Admin or
Contributor roles.
4.5.3

Procedure

Navigate to a COI that the user is a member of or to the user’s private “My Home” web
pages. Click the Welcome sub tab to display the Calendar portlet. The initial view of the
Calendar portlet shows today’s date, a small image of the current month and a list of
events for the day. If the user has Add Event permissions, a button labeled Add Event is
displayed above the list of the day’s events.
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4.5.4

Functionality

The small image of the month highlights the current date and shows a small dot image
below days of the month that have events scheduled on them. The user can click on
any of the days of month displayed on the calendar to switch to the detailed view for the
date selected.

Figure 34 - Calendar Day view

The user can click on an item in the list of events for the day to see the detailed view of
the event. Depending on the user’s roles and permissions, an Actions button might
appear to the right of items in the list of events. Clicking on the Actions button can give
the user event choices such as Edit, Export, Permissions, and Delete depending on the
user’s roles and permissions.

Figure 35 - Calendar Event Detail view

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4.5.4.1

Day, Week, Month, Year and Events Views

As mentioned above, selecting a day of the month in the small image of the month is
one way to see the detailed view for a date. Another way to see the detailed view for a
date is to click the Day tab within the Calendar portlet. The day detailed view shows all
events for the day as a box covering the time for the event. Events with duration of “all
day” are displayed at the top of the display. Each box will display the title of the event
and the start and end time of the event if one is specified. Clicking the title of an event
will display the event details. An edit icon will be displayed within the event box if the
user has permission to edit the event.
A combo box at the upper left of the day detailed view enables the user to filter the
displayed events based on their type. The day being displayed within the day detailed
view can be changed using the previous and next arrow controls at the top left of the day
detail display. Clicking the “Today” button returns the day detail display to the current
date. If the user has the Add Event permission an Add Event button will be displayed.
Selecting the Week tab within the Calendar portlet shows all events for the week.
Controls are similar to the day detail view except that it is not possible to edit events
from the week view. If the user has the Add Event permission, in addition to the Add
Event button being displayed a small add icon will be displayed in the top right corner of
each day that the user can click to add a new event to the day. Clicking the day of the
week (Sunday, Monday, etc.) or the date will display the day detail view for the day
selected.

Figure 36 - Calendar Week view

Selecting the Month tab within the Calendar portlet shows all events for the month.
Controls are similar to the week detail view. Clicking a day’s date will display the day
detail view for the day selected.

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Figure 37 - Calendar Month view

Selecting the Year tab within the Calendar portlet shows a small calendar image for
each month of the year. Days with events on them will have a small dot icon below
them. Controls are similar to the week detail view.

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Figure 38 - Calendar Year view

Selecting the Events tab within the Calendar portlet shows a list of events similar to the
list of daily events shown in the initial Summary tab view, but all events are displayed,
not just the ones for the current day.

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Figure 39 - Calendar Events view

4.5.4.2

Add Event

If the user has the permission to add events to the calendar, adding an event can be
done by clicking the Add Event button on any of the Calendar portlet tabs except Year
and Export / Import. After clicking the Add Event button, the Add Event page is
displayed on which the user can specify the date and time the event begins and the
duration of the event. The user should specify a meaningful event title and description.
Selecting an event Type helps users find specific types of events in the Calendar portlet.

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Figure 40 - Add Event page

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When adding an event, the event creator can set permissions on the event to specify
who can view, edit, delete and set permissions on the event by clicking the Configure
link next to the Permissions label.
By default the new event is a onetime event, but it can be changed to be a reoccurring
event by selecting the reoccurrence interval under the Repeat sub tab of the Add Event
page. An event can reoccur daily, weekly, monthly or yearly either indefinitely (no end
date) or to end on a specific date.
Click the Save button on the Add Event page after entering the event information and
optionally setting permissions for the event.
By default, users are granted permissions to edit and delete events they create.

4.5.4.3

Edit Event

If the user belongs to a role with permissions to edit an event, editing an event is done
by selecting Edit from the Actions button to the right of the event on the Summary or
Events tab or by clicking the edit icon on the Day tab. The Update Event page is exactly
the same as the Add Event page except that the user cannot specify the Permissions of
the event. Click the Save button on the Update Event page after modifying the desired
event information.

4.5.4.4

Change Event Permissions

If the user belongs to a role with permissions to modify the permissions of an event,
changing permissions for an event is done by selecting Permissions from the Actions
button to the right of the event on the Summary or Events tab. Select the permissions to
give to or deselect permissions to remove from the specified roles. Click the Submit
button to save the updated permissions for the event.

4.5.4.5

Delete Event

If the user belongs to a role with permissions to delete an event, deleting an event is
done by selecting Delete from the Actions button to the right of the event on the
Summary or Events tab. The user must confirm the deletion for the event to be removed
from the calendar.

4.5.4.6

Export Event

Exporting an event is done by selecting Export from the Actions button to the right of the
event on the Summary or Events tab. After selecting Export, the Web Browser will
prompt the user to Save or Open the iCalendar File containing the event information.
This file can be imported into an external calendar program such as Microsoft Outlook.

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4.5.4.7

Export All Events

If the user belongs to a role with permissions to export all events, exporting all events is
done from the Export / Import tab. Under the Export / Import tab there is an Export sub
tab with a text field for specifying the name of the file to export the events to. After
entering a name, click the Export button which will cause the Web Browser to prompt the
user to Save or Open the iCalendar File containing the events information. This file can
be imported into an external calendar program such as Microsoft Outlook.

4.5.4.8

Import Events

If the user belongs to a role with permissions to import events, importing an iCalendar
file containing one or more events is done from the Export / Import tab. Under the
Export / Import tab there is an Import sub tab with a text field for specifying the file to
import events from. The user can specify the file location or click the Browse button to
locate the file. After specifying the file, click the Import button which will cause the
event(s) contained in the file to be imported to the calendar.

4.6

Document Access

The HSIN NextGen system provides a Content Management System (CMS) capable of
managing all types of content across the enterprise within a common information
infrastructure. Information stored in CMS repository is accessed by multiple portlets.
The HSIN NextGen system Welcome page provides access to the Cabinets portlet.
Each user’s private My Documents page provides access to the Home Cabinet and
Subscriptions portlets. Users can optionally add the Inbox portlet to their private pages
to process CMS workflow tasks. Each COI has a Document Library and Image Library
page which provides access to the powerful Webtop application.
The highest level of file storage in the Content Management System (CMS) repository is
the repository’s cabinets. Each cabinet contains folders and files. Folders can contain
sub folders and / or files.
Each COI has a cabinet and folder structure defined for it based on its defined structure.
There will be a cabinet for each Mission Area under which folders will be created for
each COI. Sub-COI’s will have folders created for them under their parent COI folder.
COI CMS administrators can add “ad-hoc” folders below the lowest level COI folder.
Each user will have a folder under a Users cabinet. The user is free to create any
hierarchy of folders and subfolders under their personal folder in the Users cabinet.
There is no limit to how many levels of sub folders can be created.
4.6.1

Cabinets and Home Cabinet

This section provides instructions on how to use the Cabinets and Home Cabinet
portlets to access CMS content. These portlets can be used to:

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view, create, rename, set permissions, and delete folders and files
import and export folders and files
check out a file for modification
check in a new version of a file
copy, move and link files and folders
Additionally, the Cabinets portlet can be used to create cabinets.

4.6.1.1

Overview

Files stored within the CMS repository are modified by first checking them out, modifying
them with an application, and then checking them back in. Functionality provided by the
Cabinets and Home Cabinet portlets to manipulate the cabinets, folders, and files of the
CMS repository is identical except that the Home Cabinet does not provide the ability to
create cabinets.

4.6.1.2

Setup

Cabinets and folders should be created in the CMS repository for the COIs and SubCOIs and users given the appropriate permissions to them.

4.6.1.3

Procedure

The Cabinets portlet can be found on the Welcome page of the HSIN NextGen system.

Figure 41 - Cabinets portlet displaying cabinets

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Figure 42 - Cabinets portlet displaying contents of Temp cabinet

The Home Cabinet portlet can be found under a user’s private set of pages titled “My
Home”. The Home Cabinet, along with the Subscriptions portlet, can be found on the
My Documents tab.

Figure 43 - Home Cabinet portlet showing folder containing two sub folders and a file

4.6.1.4

Functionality

The following functionality applies to both the Cabinets and Home Cabinets portlets,
except that only the Cabinets portlet can be used to create cabinets.
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4.6.1.4.1

Cabinet Creation

To create a new cabinet in the Cabinets portlet, navigate to the repository location to
create the cabinet then click New Cabinet. If New Cabinet is not displayed then click the
Actions link and then click the New Cabinet link on the Actions page. In the Create tab,
enter the name of the new cabinet and the type of cabinet. Additional information about
the cabinet can optionally be entered in the Info tab and permissions can be set on the
Permissions tab. Click Finish to create the cabinet.

4.6.1.4.2

Folder Creation

Folders can be created in a cabinet or folder. To create a new folder the user navigates
to the location in the cabinet or folder to create the new folder and clicks on the New
Folder link. If New Folder is not displayed then click the Actions link and then click the
New Folder link on the Actions page.

Figure 44 - Create Folder page

On the Create tab, the user types the name of the new folder and enters other
information as desired, such as the type of the new folder. Additional options can be
displayed by clicking the Show Options link, which will display a Subscribe to this folder
checkbox which the user can select. Additional information, such as Title, Subject and
Keywords, for the folder can optionally be entered on the Info tab and permissions can
be set on the Permissions tab.

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Figure 45 - Create Folder Info page

The user clicks Finish after entering all the information about the new folder.

4.6.1.4.3

Import

User can import content into the repository from local or networked computers by either
browsing for files or by selecting a folder and importing all its contents, including files in
the folder’s subfolders. The folder directory, however, is not imported. Instead, the files
appear together at the same level of the repository location the user is importing to.
To import an item into the repository, navigate to the location in the repository to where
the item should be imported then click Import link. If Import is not displayed then click
the Actions link and then click the Import link on the Actions page. Click either the Add
Files or the Add Folders button which will open a dialog window in which the user
browses the local computer’s file system to locate the item(s) to import. After adding
one or more files or folders to the Selected Files/Folders list, the user clicks the Next
button to display the Object Definition page.

Figure 46 - Import File Selection

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The user then specifies the Name, selects a Mission and Partner Areas, and selects a
COI Name for the item. The user can change the Type and Format for the item from
their default values. Optionally the user can select a Region and State Name for the
item. The user can optionally specify values for Document Type, Document Status,
Start, End and Retention dates as well as specify if the item is Shared With Other COI.
If there is more than one item being imported, the user clicks the Next button to display
an Object Definition page for the next item(s). After completing the Object Definition
page for each item to import, the user clicks the Finish button to import the items.

Figure 47 - Import Object Definition

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4.6.1.4.4

Export

The user can export files from the repository to local or networked computers. A copy of
the files is saved to the location the user chooses and the originals remains in the
repository. To export files, navigate to the file and click Export link next to the file. If
Export is not displayed then click the Actions link and then click the Export link on the
Actions page. The user will be prompted to choose a location for the file. Select the
location to export the file and click Save.

4.6.1.4.5

Document Creation

The user can create a new document by navigating to the location to create the new
document and clicking the New Document link. If New Document is not displayed then
click the Actions link and then click the New Document link on the Actions page. If the
Choose An Item page is displayed, then the user must select a template for the new
document and then and click OK.

Figure 48 - Create Document page

The user then specifies the Name and a Type of the new document. Additional options
can be displayed by clicking the Show Options link, which will display a Subscribe to this
file checkbox which the user can select. After specifying the name of the new document,
the user can click the Next button to display the Info page on which the user must select
a Mission and Partner Areas as well as a COI Name for the item. Optionally the user
can select a Region and State Name for the item on the Info page. The user can also
optionally specify values for Document Type, Document Status, and Retention Date as
well as specify if the item is Shared With Other COI. The user can click the Next button
to specify Permissions for the new document or click the Finish button to create the new
document with the default permissions.

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Figure 49 - Create Document Info page

4.6.1.4.6

View

Viewing allows the user to see the contents of a file but not to modify it in the repository.
Viewing lets the user view the contents of a file without having to check it out, or when it
is locked by another user, or when the user does not have adequate permission levels
assigned to allow them to edit the file. To view a file in read only mode, the user locates
the file in the repository and then clicks the file name or the thumbnail (if present).

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4.6.1.4.7

Check Out

To edit a file the user must first check it out from the repository. Checking out a file locks
it in the repository so that no one else can edit it and copies the file to the user’s
computer. The user can access the file on their computer by navigating to their
checkout directory and opening the file. To check out a file navigate to the file then click
Checkout on the file’s line item. If Checkout is not displayed then click the Actions link
and then click the Checkout link on the Actions page. Click OK to check out the file.

4.6.1.4.8

Cancel Check Out

If the user chooses to cancel checkout, any changes made since they checked out the
file are discarded, and the file is unlocked in the repository. To cancel checkout,
navigate to the file or files in the repository then click Cancel Checkout next to the file. If
Cancel Checkout is not displayed then click the Actions link and then click the Cancel
Checkout link on the Actions page. Click OK to confirm cancellation of the check out.
Cancelling checkout is normally done by the user whom checked out the file, however
an administrator can also cancel a user’s checkout to release their lock on the file so that
another user can checkout and lock the file.

4.6.1.4.9

Check In

Users can only check in a file if they have the file checked out. Users cannot check in
files that have been locked by other users. Checking in a file makes it the current
version of the file which users will access by default. Users can optionally access
previous versions of the file.
To check in files, navigate to the file in the repository and click Checkin on the line item
for the file. If Checkin is not displayed then click the Actions link and then click the
Checkin link on the Actions page.
Then enter the checkin details such as version choice, version label, and description.
Selecting the same version overwrites the original file with the new version. Selecting a
minor version increments the decimal part of the version number (for example, from 1.4
to 1.5). Selecting a major version increments the whole version number (for example,
1.4 to 2.0). Select a minor version increment if the user only made minor changes to the
document. Select a major version increment if the user changed more than 15% of the
document’s content.
The user can also select to change the format of the object using the drop-down list.
The user can check the Full Text Indexed checkbox to turn full text indexing on
(checked) or off (unchecked). The user can retain their lock on the file by checking the
Retain Lock checkbox to retain (checked) or not retain (unchecked) the lock on the file
when the check in completes.

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Checking the Make this the current version checkbox makes the object being checked in
the current version and checking the Subscribe to this file checkbox subscribes to the
object being checked in.
The user selects the file to check in by clicking the Browse button and navigating to then
highlighting the object to check in followed by clicking the Open button followed by the
OK button.

4.6.1.4.10 View Versions
To display a list of all the versions of a file, navigate to the file and click the Versions link.
If Versions is not displayed then click the Actions link and then click the Versions link on
the Actions page.

Figure 50 - Version page

4.6.1.4.11 Properties, Permissions and History
Properties are descriptive characteristics, such as creation date, format, or lifecycle
state. All repository items have properties. If the user has the proper permissions, they
can access and modify properties. Open an item’s properties through the icon .
The properties page often includes multiple tabs with each tab covering the settings that
govern a particular functionality. The general properties tab includes things such as the
item’s name, creator, version number, and keywords. Keywords are the words that
identify a file in a search.

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Figure 51 - General Properties page

If a property value is editable, the value can be edited in one of two ways: either set the
value directly in the property field, or click the Edit link if it appears next to the property to
open a separate page for setting the property’s values.
The Permissions tab, if available, allows the user to set permissions for the object.
There are two types of permissions: basic permissions set the access rights to an object
and extended permissions allow additional functions to be carried out on the object.

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Figure 52 - Permissions page

The History tab displays the item’s history. The history of an item is a list of events that
have occurred to that item, such as checkout, checkin, and promote. Event information

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includes the user responsible for the event, the date, and time on which it occurred and
other information.

Figure 53 - History page

4.6.1.4.12 Rename
To rename a folder, navigate to through the repository until the contents of the folder are
displayed and then click the Properties link. If Properties is not displayed then click the
Actions link and then click the Properties link on the Actions page. Update the Name
property on the Info tab and click the OK button to rename the folder.
To rename a file, navigate to the file in the repository and then click the Actions link
followed by the Properties Info link on the Actions page. Update the Name property on
the Info tab and click the OK button to rename the file.

4.6.1.4.13 Delete
Only users with delete permission to a file or folder can delete it. To delete files or
folders from the repository, navigate to the item in the repository and then click the
Delete link. If Delete is not displayed then click the Actions link and then click the Delete
link on the Actions page. The user might be prompted to specify what to delete:

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Selected Version to delete only the selected version of the file or All Versions to delete
all versions of the selected file. Click OK to confirm the deletion.

4.6.1.4.14 Clipboard
The Clipboard holds the files the user is moving, copying, or linking to another location in
the repository. The clipboard can hold multiple files at a time.
4.6.1.4.14.1
Add to Clipboard
Items are added to the clipboard by navigating to the item to add to the clipboard and
clicking the Add to Clipboard link. If Add to Clipboard is not displayed then click the
Actions link and then click the Add to Clipboard link on the Actions page.
4.6.1.4.14.2
View Clipboard
To view the contents of the clipboard, click the View Clipboard link located at the top of
the portlet. If View Clipboard is not displayed then click the Actions link and then click
the View Clipboard link on the Actions page. Click Cancel to close the clipboard.
4.6.1.4.14.3
Remove from Clipboard
To remove files from the clipboard, the user views the clipboard as described above and
then selects the clipboard item(s) by checking the box adjacent to it. The Remove
button is then clicked to remove the selected item from the clipboard. Click the Close
button to close the clipboard.
4.6.1.4.14.4
Copy from Clipboard
To copy the items in the clipboard to a new location, the user navigates to the location to
copy to and clicks the Copy Here link. If Copy Here is not displayed then click the
Actions link and then click the Copy Here link on the Actions page. If the Clipboard page
appears, the user selects the item to copy then clicks Copy.
Please note that if the user copies a file to a location that already has a file of the same
name, then Copy is added to the filename. If the user copies the file to that location a
second time, wording is added to the filename that indicates the file is the second copy.
For any subsequent copies, the appropriate wording is added to the filename.
4.6.1.4.14.5
Link Items
The user can link a file to multiple locations in a repository allowing access to the file
from multiple locations. The file is considered to exist in each of those locations. If a user
checks out the file in one location, it is checked out in all locations. When a change is
made to the file in one location, it is changed in all locations.
To link items they must be in your clipboard. Then the user navigates to the location to
link the item to and clicks Link Here link. If Link Here is not displayed then click the

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Actions link and then click the Link Here link on the Actions page. If the Clipboard page
appears, the user selects the item to link then clicks Link.
4.6.1.4.14.6
Move Items
To move items in the clipboard to a new location, the user navigates to the location to
move the items to and clicks the Move Here link. If Move Here is not displayed then
click the Actions link and then click the Move Here link on the Actions page.

4.6.1.4.15 Sorting Lists and Configuring Columns
The user can sort items in a list according to the fields. To sort files in the repository,
click any of the properties on the Sort by line. To reverse the sort order, select the
property a second time.
The user can specify what columns appear in a list by clicking the Column Preferences
icon
to add or remove the property type attributes from the Selected attributes to
display as columns by using the left and right arrow buttons between the lists of Select
attributes to display and Selected attributes to display as columns. The order of
attributes selected to display as columns can rearranged by selecting the attribute to
reposition and then clicking the up and down arrow icons to the right of the page.
4.6.2

Subscriptions

This section provides instructions on how to use the Subscriptions portlet to subscribe to
CMS files and folders they use often or to CMS files and folders they are not directly
involved with but have an indirect interest in. Subscribing lets users keep track of
changes to such CMS files and folders.

4.6.2.1

Overview

Users can subscribe to and unsubscribe from cabinets, folders and documents. The
Subscriptions Portlet displays the list of items the user has subscribed to. The
Subscriptions Portlet allows users to open or view an item, which the portlet accesses
from its original repository location.

4.6.2.2

Subscribe

To subscribe the user clicks the cabinet, folder or file name in the Cabinets or Home
Cabinet portlet to display its details and then clicks the Subscribe link. If Subscribe is
not displayed then click the Actions link and then click the Subscribe link on the Actions
page. The item will now appear in the Subscriptions portlet.

4.6.2.3

Unsubscribe

To unsubscribe the user locates the cabinet, folder or file to unsubscribe from in the
Subscriptions portlet and clicks the Unsubscribe link. If Unsubscribe is not displayed
then click the Actions link and then click the Unsubscribe link on the Actions page. The
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cabinet, folder, or file is now removed from the user’s subscription list and will no longer
be visible in the Subscriptions portlet.
4.6.3

Inbox

This section provides instructions on how to use the Inbox portlet to receive notifications
and view, accept and complete CMS tasks. The Inbox portlet is similar to the Inbox of
an electronic mail program. When repository users send documents to another
repository user, they are notified in their Inbox. If users participate in a workflow, then
they will receive task notifications in their Inbox. A user must open a task from their
Inbox to accept or complete it.

4.6.3.1

Overview

The Inbox is not included in the user’s private pages by default. To add the Inbox
portlet, navigate to a user’s page and hover the mouse pointer over the “Welcome
UserX!” item in the banner at the top of page, where “UserX” is replaced by the name of
the user, and select Add Application from the menu. The Add Application dialog will be
displayed. The user can locate the Inbox portlet by typing Inbox in the text field or
expanding the Documentum menu item. The Inbox portlet can then be added to the
page by clicking the Add link to the right of its name or by left clicking and dragging the
Documentum Inbox portlet name to the desired location on the page.

4.6.3.2

Viewing Tasks and Notifications

To view tasks and notifications the user clicks the name of the task or notification in the
Inbox portlet list. The Info tab of the selected task or notification is displayed by default.
In the Info tab, the user can view the instructions and view or check out any attached
files.
Notifications only have an Info tab whereas tasks have additional Comments and
Progress tabs. A task has buttons that allow the user to Finish, Delegate, Repeat or
Close the task. Only the buttons for actions that are allowed in the Tasks current state
are available.

4.6.3.3

Accepting and Performing a Task

Before a user can complete or add comments to a task they must first accept it. If the
task has been sent multiple users, then the first user to accept the task is the one who
performs it. Once a user accepts it, the task is removed from the other users’ Inbox.
To accept and perform a task the user opens the task by clicking its name. The Info
page of the selected task or notification is displayed by default.
The user can add comments by click the Comments tab and clicking Add. If the user has
already added a comment, the Edit button will appear. The user types comments in the
Comment field and specifies which recipients to direct the comments to. For subsequent

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recipients specifies that the comment should be sent to all users performing all future
tasks in the workflow. For next recipients only specifies that the comment should be
sent only to the users performing the next task in the workflow. Then the user clicks OK.
These steps can be repeated for as many comments as the user wants to add. To
remove a comment, click Remove.
After adding comments, the user can click one of the buttons (Finish, Delegate, Repeat
or Close) for the action to perform on the task or notification. To close the task without
forwarding it the user clicks Close.
4.6.4

Document and Image Libraries

Users whom need more access to the Content Management System (CMS) repository
than the portlets described above provide can use the Webtop application which is
displayed on the Community of Interest (COI) Document Library and Image Library tabs.
Additional formal training documentation is available for the Webtop application.

4.7

Directory

This section provides instructions on how to use the Directory portlet to search for and
see lists of users and organizations. With the Directory portlet the user can conduct
basic or advanced searches for users or organizations.
4.7.1

Overview

A user can look up and view details about HSIN NextGen users and organizations in the
Directory portlet.
4.7.2

Setup

The Directory portlet can be added to COI pages, such as the Members sub tab page,
and to individual user’s private My Home pages.
4.7.3

Procedure

Navigate to a COI’s Members sub tab or to user’s private My Home page containing the
Directory portlet.
4.7.4

Functionality

The Directory portlet supports simple and advanced user and organization searches.

4.7.4.1

Basic User Search

Select the Users tab of the Directory portlet and enter a search term in the text field to
the left of the Search button. Pressing the Search button will search for users with a

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first, last or screen name at least partially matching the search term. Leaving the text
field empty and pressing the Search button will return a list of all users.

Figure 54 - Basic User Search

Each search result will show the First Name, Last Name, Screen Name, Job Title and list
of Organizations for the user. Clicking on one of the search results will display detailed
information about the user. If the current user does not have permissions to display the
details of the user, an error message will be displayed.

Figure 55 - User Search Result

4.7.4.2

Advanced User Search

Select the Users tab of the Directory portlet and click the Advanced link below the text
field to the left of the Search button. Enter search criteria in one or more of the text
fields below to the First Name, Middle Name, Last Name, Screen Name, and / or Email
Address and select either All or Any in the Match selection menu. Pressing the Search
button will search for users matching the specified criteria. Search results contain
identical information and can access user details the same way as the Basic user
search. The user can return to the Basic search display by clicking the Basic link below
the Search button.

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Figure 56 - Advanced User Search

4.7.4.3

Basic Organization Search

Select the Organizations tab of the Directory portlet and enter a search term in the text
field to the left of the Search button. Pressing the Search button will search for
organizations at least partially matching the search term. Leaving the text field empty
and pressing the Search button will return a list of all organizations.

Figure 57 - Basic Organization Search

Each search result will show the Name, Parent Organization, Type, City, Region and
Country of the organization. Additionally, a View Users link will be displayed to the right
of each result. If an organization has suborganizations, an Actions button will be
displayed rather than the View Users link. The Actions button will have choices to View
Users and View Suborganizations.

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Figure 58 - Organization Search Results

Clicking on one of the search results will display detailed information about the
organization. If the current user does not have permissions to display the details of the
organization, an error message will be displayed.
Clicking on the View Users link or selecting View Users from the Actions button menu
will display a list of the users who are members of the organization. The list of users
belonging to the organization is displayed in the Users tab of the Directory portlet and
behaves the same as results from searches performed from the Users tab.

Figure 59 - Organization Users

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Selecting View Suborganizations from the Actions menu updates the Organizations tab
search results table to just contain the suborganizations of the parent organization
search result.

Figure 60 - Organization Suborganizations

4.7.4.4

Advanced Organization Search

Select the Organizations tab of the Directory portlet and click the Advanced link below
the text field to the left of the Search button. Enter search criteria in one or more of the
text fields below to the Name, Street, City, and / or Zip and select either All or Any in the
Match selection menu. The user can also select the Type of organization to search for,
the Country and / or region the organization is located. Pressing the Search button will
search for organizations matching the specified criteria. Search results contain identical
information and can access organization details the same way as the Basic organization
search. The user can return to the Basic search display by clicking the Basic link below
the Search button.

Figure 61 - Advanced Organization Search

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4.8

Meeting Rooms

This section provides instructions on how to use Connect Pro client to hold online
meetings with multiple users. Online meeting differ from Meeting Rooms provided by
the Chat client in that they support rich content sharing such as files, web pages and
shared whiteboards as well as text and voice communications. With the Connect Pro
client, users can:
create meeting rooms
start meetings
enter a meeting
control which users can be in a meeting
place a meeting on hold
share content such as files, web pages, whiteboards
take meeting notes
conduct chat and A & A sessions
poll attendees
4.8.1

Overview

Meeting participants can be both within the organization as well as external to the
organization. Meeting rooms allow participants to share computer screens or files,
broadcast live audio and video, and participate in interactive online activities.
This section provides a description of the most commonly used functionality of the
Connect Pro client. Additional training documentation is available with more
comprehensive instructions to utilize the full capabilities of Connect Pro.
4.8.2

Setup

To take part in a meeting, users must have a Web browser, a copy of Flash® Player 8 or
higher, and an Internet connection. Each user’s capabilities in a meeting depend on their
assigned role and permissions.
4.8.3

Procedure

Navigate to a COI that the user is a member of and click the Meetings sub tab. A new
Web browser will pop up prompting the user to enter their Connect Pro login credentials.
After supplying valid credentials, the Web browser will display the Connect Pro client.

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Figure 62 - Connect Pro client
4.8.4

Functionality

Meeting Rooms have a URL location assigned to them by the system when they are
created. Clicking a meeting room’s URL takes the user into the meeting room. Once a
meeting room has been created, it exists until deleted. This allows meeting rooms to be
reused over and over, such as for a weekly meeting.
The meeting room host can leave the meeting room open or close it between scheduled
meetings. If a meeting room is open between meetings, attendees are free to enter the
room at any time to view content.

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4.8.4.1

Meeting Room Overview

Content in a meeting room is displayed in pods, which are panels that contain various
types of media. Individual pods contain a list of those attending the meeting, notes, chat,
files, and video. The meeting room menu bar for the meeting host consists of Meeting,
Present, Layouts, Pods, and Help menus, whereas presenters and participants only see
the Meeting and Help menus.
In the right corner of the menu bar, the colored bar indicates the connection status of the
meeting room. Messages and warnings also appear in this corner. A red circle in the
menu bar indicates that the host is recording the meeting. The Secure Sockets Lock
indicates that the meeting is connected over a secure socket (verifying the host server’s
identity).
Hosts will see a layout navigation bar at the bottom of the meeting room window. The
default layouts are Sharing, Discussion, and Collaboration. When a host clicks a
different layout on the layout navigation bar, the new layout is displayed on every
attendee’s screen.

4.8.4.2

Meeting Roles and Permissions

The user’s meeting role determines their capabilities for sharing, broadcasting, and other
activities in an Connect Pro meeting. There are three roles for meeting room attendees:
host, presenter, and participant.
The creator of a meeting is designated as the host by default. The host can specify each
attendee’s role, including selecting other attendees to be hosts or presenters for the
meeting.
Hosts can set up a meeting, invite guests, add content to the library, share content, and
add or edit layouts in a meeting room. They can promote other participants to the role of
meeting room host or presenter, or give enhanced permissions to a participant without
promoting the participant. Hosts are able to create and manage small group breakout
rooms within a meeting. They can also perform all the tasks that a presenter or
participant can.
Presenters can share content already loaded into the meeting room from the library and
share content from their computer, including Adobe® Presenter presentations (PPT
files), Flash® application files (SWF files), images (JPEG files), and FLV files. They can
share their screen with all attendees, chat, and broadcast live audio and video.
Participants can view the content that the presenter is sharing, hear and see the
presenter’s audio and video broadcast, and use text chat.
The host and presenters have access to a special Presenter Only display area which is
not visible to attendees. Hosts and presenters can use the Presenter Only area to
prepare content to be shared with attendees or to view confidential content that is not
shared with attendees.

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4.8.4.2.1

Change Attendee’s Role

To change an attendee’s role, the host selects the name of the attendee in the Attendee
List pod and clicks the Set User Role button
in the lower-left corner of the Attendee
List pod. Then the host selects the role to give the selected attendee from the pop-up
menu. The host can select to give the attendee the role of Participant, Presenter or
Host. The icon of the attendee changes on all attendees’ screens and the attendee
names in the Attendee pod will be resorted according to role.

Figure 63 - Change Attendee Role

4.8.4.2.2

Change Host’s Own Role

The host can use the Attendee pod only to demote themselves. To promote themselves,
they must use the Present menu at the top of the meeting room window. The Present
menu is visible to a demoted presenter or participant only if they initially joined the
meeting as a host. To change the host’s own role, click the Present menu at the top of
the meeting room window and select one of the following:
Make Me a Participant.
Make Me a Presenter.
Make Me a Host.

4.8.4.2.3

Assign Enhanced Participant Rights

The host can change the rights of a participant to give them control over selected pods.
This enhances a participant’s rights without promoting the participant to the presenter or
host role. To assign a participant enhanced rights, select the name of one or more
participants from the Attendee List pod and click the Pod Options button
in the
Attendee List pod. Select Change Enhanced Participant Rights and select the pods that
the host wants the selected participants to control in the dialog following by clicking OK.

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4.8.4.3

Meeting Room Library

The Meetings tab in Connect Pro client contains three panes for accessing meetings:
Shared Meetings, User Meetings, and My Meetings. Each pane contains folders and
files with meeting content and recordings. Users can create and manage content in the
My Meetings pane that appears when they are logged into Connect Pro client. Access to
content in the other panes is determined by the meeting library permissions set for each
user by the Connect Pro administrator.

Figure 64 - Meeting Library

Content placed in the Meetings library is available only for use in meetings. To make the
content to be available for other activities initiated in Connect Pro client (such as events,
seminars, or training), upload the content to the Content library, or move content from
the Meetings library to the Content library.

4.8.4.4

Create Meeting Room

There are two methods to create a new meeting. The first method begins by clicking the
Meeting button in the Create New: line of the Connect Pro client. This method creates
the meeting in the individual user’s My Meetings folder. The second method is used to
create a meeting in a different folder. To use this alternative, navigate to the desired
folder in the Meetings library and click the New Meeting button.

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Figure 65 - Create Meeting from Meetings library

Both methods of creating a meeting result in the user being presented with a page that
allows specification of meeting information such as Name, Summary, Start Time,
Duration, Language, and Access permissions. The user enters the appropriate
information and clicks the Next or Finish buttons at the bottom of the page.

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Figure 66 – New Meeting Information

If the user clicks the Next button, a Select Participants page is displayed with two lists:
Available Users and Groups and Current Participants for the meeting. Users can be
added by selecting them in the Available Users and Groups list and clicking the Add
button. By default users will be added as a Participant in the meeting, but they can

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alternately be assigned either the Host, Presenter, or Denied roles by selecting them in
the Current Participants list and clicking the Permissions button. Users can be removed
from the meeting by selecting them in the Current Participants list and clicking the
Remove button. Either the Next or Finish buttons are pressed after the user selected
the participants.

Figure 67 - New Meeting Participants

If the user clicks the Next button a Send Invitations page is displayed allowing the user
to select which participant roles should receive an email invitation to the meeting as well
as enter a Subject and Message Body for the email message that will be sent. Clicking
Finish will create the meeting and send the email invitations specified.

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Figure 68 - New Meeting Invitations

While navigating the pages to create the meeting, the user can click the Cancel or
Previous buttons. Please note that clicking the Cancel button might still result in the
meeting being created. If this happens the user can delete the meeting from their list of
meetings.

4.8.4.5

Starting a Meeting

The meeting room host starts a meeting by entering into the meeting room and then
inviting other users though email or instant messaging to do the same. When the host
user has entered the meeting room, the host can perform tasks to set up the meeting for
attendees, such as specifying phone conference information, accepting or declining
requests to join the meeting, rearranging pods, and typing in notes.

4.8.4.6

Entering Meeting Room

Users do one of the following to enter a meeting room:

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From the Home page in Connect Pro client, click My Meetings, and click the
Open button for the desired meeting.
In Connect Pro client, navigate to the Meeting Information page for a specific
meeting and click Enter Meeting Room.
Click the meeting URL in the e-mail invitation that the user received and then
provide their login and password and then click Enter Room.
Enter the meeting URL in a Web browser, provide login and password and then
click Enter Room.

Figure 69 - Start Meeting from Home page

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Figure 70 - Start Meeting from Meeting Library

4.8.4.7

Controlling Meeting Attendees

While in the meeting room, hosts can invite people to attend a meeting. A host can
choose to block access to a meeting, and allow or disallow requests to enter a blocked
meeting.
The host can invite attendees while a meeting is in progress by either selecting Meeting
> Manage Access And Entry > Invite Participants from the menu bar or by clicking the
Pod Options button in the lower-right corner of the Attendee List pod and selecting Invite
Participants. In the Invite Participants dialog box, the host can either click the Compose
E-mail button to open the host’s default e-mail application and send invitees an
automatically generated e-mail message with the meeting URL or copy the meeting URL
from the Invite Participants dialog box into an e-mail or instant message and send the
message to invitees. The host can then return to the meeting room by clicking Cancel to
close the dialog box.
The host can block incoming attendees by selecting Meeting > Manage Access and
Entry > Block Incoming Attendees in the meeting bar. To allow incoming attendees to

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request entry to the meeting, select Incoming Attendees Can Request Entry. Deselect
this option to disallow requests to enter the meeting. Optionally edit the message for
incoming attendees in the text box and select Save Message to save the message for
future use. Click OK.

4.8.4.8

Place a Meeting on Hold

The host can place a meeting on hold to allow presenters to enter a meeting room while
the meeting is not in session, so that they can prepare materials for the meeting. To
place participants on hold the host selects Meeting > Manage Access And Entry > Place
Participants On Hold in the menu bar then can revise the Message For Participants if
desired, and clicks OK to place the meeting on hold and display the message to
participants.
To find out how many participants are waiting to enter a meeting you have placed on
hold, place the pointer over the Stop Meeting icon at the right of the meeting room menu
bar.
To restarting a meeting that is on hold the host hover the mouse pointer over the hold
meeting icon
in the upper-right corner of the meeting room and in the notification
window click Start Meeting.

4.8.4.9

End a Meeting

The host can remove everyone from a meeting and end the meeting to deny everyone
access to the meeting room, including hosts, presenters, and participants. To end a
meeting the host selects Meeting > End Meeting in the menu bar, optionally revises the
messages, and then clicks OK to end the meeting and display the message to
participants.
To restarting a meeting that has ended the host hover the mouse pointer over the hold
meeting icon
in the upper-right corner of the meeting room and in the notification
window click Start Meeting.

4.8.4.10 Updating Meeting Information
After creating a meeting, the host can update meeting information by clicking the
Meetings tab at the top of the Connect Pro client home page then navigating to the
folder that contains the meeting and clicking the meeting name in the list. In the Meeting
Information page, click the Edit Information link on the navigation bar. Edit any of the
meeting information, such as start time or duration and then click Save.

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Figure 71 - Update Meeting Information

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4.8.4.11 Managing Meeting Participants
After creating a meeting, the host can change the participants list.
To add meeting participants, select the users or groups to add from Available Users And
Groups list and click Add. For each new participant user or group that added, select the
appropriate permission type (Participant, Presenter, Host, or Denied) from the Set User
Role menu at the bottom of the Current Participants list.
To remove meeting participants, select the users or groups to remove from the Current
Participant list and click Remove.
To change a participant’s meeting permission, select the user or group whose meeting
permissions the host wants to change from the Current Participants list and then select
the new user role (Participant, Presenter, Host, or Denied) from the Set User Role menu
at the bottom of the Current Participants list.

Figure 72 - Update Meeting Participants

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4.8.4.12 Managing Meeting Content
After creating a meeting, users with Manage permissions for the meeting folder can
manage content associated with the meeting. Users can view uploaded content, move
the content to the Content library, or delete uploaded content.
To view the list of uploaded content, click the Meetings tab at the top of the Connect Pro
client home page, navigate to the folder that contains the meeting then click the meeting
name in the list. In the Meeting Information page, click the Uploaded Content link on the
navigation bar to see the list of all uploaded content. To see the information about a
specific item in the list, click the item name. To determine if the content is still being used
in the meeting room, view the Referenced column. A Yes indicates that it is still being
used. An empty column indicates that it is not.
To move uploaded content to the Content library, display the uploaded content as
described above and then click the check box to the left of each file you want to move.
Then click the Move To Folder button on the navigation bar and navigate to the folder
location in the Content library to move the content file by clicking the folder titles or the
Up One Level button. Once the appropriate destination has been selected, click Move
and then click OK.
To delete uploaded content, display the uploaded content as described above and then
click the check box to the left of each file that you want to delete. Click Delete and also
click Delete on the confirmation page to permanently delete the selected content.

4.8.4.13 Sharing Content
Hosts and presenters (and participants who have been given rights) use the Share pod
to display content to attendees, such as:
Selected items on a user’s computer screen, including one or more open
windows, one or more open applications, or the entire desktop.
A document, such as a presentation, an FLV file, a JPEG, or other file format.
A whiteboard with a variety of writing and drawing tools. Users can share a
stand-alone whiteboard, or a whiteboard overlay that appears on top of other
shared content.
Documents shared in the Share pod can be viewed but not downloaded by attendees.
To enable attendees to download documents, a host or presenter must upload the
documents to the File Share pod.
When a user shares content in the Share pod, attendees see the user’s mouse pointer
move in the Share pod window. All activities the user performs in shared window,
application, or document are visible to attendees.
Presenters and hosts must install the Add-in the first time they attempt to upload content
or share a screen. The Add-in is a special version of Flash Player with additional

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features for hosts and presenters. The Add-in provides support for uploading files to the
server and sharing screens during a meeting. It also provides additional audio support.
Note: If you have a pop-up blocker enabled in your browser, the dialog box for
downloading the Add-in will not appear. To correct this problem, temporarily disable the
pop-up blocker.

4.8.4.13.1 Sharing Computer Screens
A user can share their computer screen by either clicking the My Computer Screen
button in the middle of a blank Share pod or clicking the Share button on the Share pod
control strip, and then selecting My Computer Screen from the pop-up menu. In the
Start Screen Sharing window, the user selects one of the following:
Select Desktop to share the user’s entire desktop. If the user has more than one
monitor connected to your computer, a desktop appears for each monitor.
Choose the desktop that the user wants to share.
Select Windows to share one or more windows that are open on the user’s
computer. Choose the window or windows that the user wants to share.
Select Applications to share an application and all its related windows that are
open on the user’s computer. Choose the application or applications that the user
wants to share.
Click the Share button at the bottom of the Start Sharing window to begin sharing.

4.8.4.13.2 Sharing Control of a Computer Screen
While screen sharing, a user can pass control of the shared desktop, window, or
application to another presenter. The presenter must request control before the user can
hand over your shared screen to them.

4.8.4.13.3 Requesting Control of a Computer Screen
To request control of a shared screen from another presenter, click the Request Control
button on the Share pod control strip. In the Attendee List pod, hover the mouse pointer
over the name of the attendee whose screen the user wants to control and from the popup menu, select Request Screen Share.
If the request is accepted, a message informs the user that they have been granted
control of the screen. The Request Control button becomes a Release Control button
and the user has control of the shared screen. When the user is finished controlling the
computer screen they can click the Release Control button on the Share pod control
strip (or in the notification window) to return control of the shared screen to the original
presenter.

4.8.4.13.4 Releasing Control of a Computer Screen
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When another presenter requests control of the user’s screen (by clicking the Request
Control button on the Share pod control strip), the user will see a request message in the
upper-right corner of the meeting room window. The user can either click Accept to grant
control of your screen to the requesting participant or click Decline to deny control of
your screen to the participant.

4.8.4.14 Sharing Documents
A host or presenter can share documents that have been uploaded to the Content library
or share documents directly from their computer. If the user turns off sharing, changes
the content in a Share pod, or closes the Share pod, the document is still part of the
meeting room and can be displayed again. If the user deletes a Share pod, the
document is deleted from the meeting room. To edit a shared document, the user must
edit the source document and reload it into the meeting.

4.8.4.14.1 Sharing from Content Library
A host or presenter can load presentations, SWF files, JPEG files, MP3 files, or FLV files
from the Content library on the server into a Share pod in a meeting. In the Content
library, the user can select documents from a shared content folder or from a user folder,
either their own or another user’s. The Content library is available in the Connect Pro
client application.
Library content is shared by doing one of the following:
In the Share pod, click the Documents button.
Select Pods > Share from the menu bar.
Select Share > Documents from the control strip at the bottom of the Share pod.
Then click Select From Content Library on the pop-up men and select one of the
following:
Shared Content displays uploaded content that is available to all account holders
with the appropriate permissions.
User Content displays uploaded content in individual user folders. To view the
content in another user’s folder, the user must have View permission from that
user.
My Content displays the uploaded content in the user’s user folder.
Uploaded Content displays the content that has been uploaded for the current
meeting.
Select the document to share and click Open. The selected document will appear in the
Share pod and the document name will appear in the title bar of the pod.

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4.8.4.14.2 Sharing from Local Computer
The user can load PPT, SWF, JPEG, MP3, or FLV files from their computer into a Share
pod. The files are uploaded to the server and any PPT files uploaded are first converted
to presentations.
Local files are shared by doing one of the following:
In the Share pod, click the Documents button.
Select Pods > Share from the menu bar.
Click Share on the control strip at the bottom of the pod.
Then click Select From My Computer on the pop-up menu and select the document to
share and click Open. The selected document will appear in the Share pod and the
document name will appear in the title bar of the pod.
The document is added to the Uploaded Content folder associated with the meeting
room in Connect Pro client. A Connect Pro client administrator can move the document
to the Shared Content folder in the Content library to make the document available for
other meetings.

4.8.4.15 Sharing Whiteboards
A host or presenter (or a participant that has been given rights) can use a whiteboard to
create collaborative text, drawings, and other annotations in a meeting. Whiteboards
can be used in two different ways in a Share pod. A stand-alone whiteboard allows
presenters to create content on a white background. An overlay whiteboard allows
presenters to create content over an existing document in a Share pod, adding
annotations to and drawing on the document. Whiteboards can be laid over
presentations, JPG, SWF, FLV, and FlashPaper documents.

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Figure 73 - Whiteboard Overlay

4.8.4.15.1 Creating Stand Alone Whiteboards
To create a stand-alone whiteboard in a blank Share pod the user does one of the
following:
In the Share pod, click the Whiteboard button.
Select Pods > Share.
Click Share on the control strip at the bottom of the Share pod.
Then select New Whiteboard in the pop-up menu.

4.8.4.15.2 Creating Overlay Whiteboards
To add an overlay whiteboard in a Share pod that is displaying a document the user
does one of the following:

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Clicks the Whiteboard button in the Share pod control strip.
Clicks the Pod Options button the lower-right corner of the Share pod and selects
Whiteboard Overlay.
If sharing an application, in the upper-right corner of the window of the
application, clicks the arrow next to the red Stop Sharing button and select Pause
and Annotate.
If sharing a user’s entire desktop, clicks the Acrobat Connect Add-in icon in the
system tray (Windows) or icon bar (Macintosh) and select Pause and Annotate.

4.8.4.15.3 Using Whiteboards
To display an existing whiteboard the user selects Pods, then Share and then the
whiteboard name.
To clear a whiteboard, the user presses Control+D or presses the Clear icon
Whiteboard toolbar.

in the

A stand-alone whiteboard is composed of multiple pages. If the user needs to present
multiple whiteboard pages during a meeting, they can use the forward and back arrow
buttons on the Whiteboard toolbar to move between pages.
The Whiteboard toolbar contains several tools to create text and drawings on the
whiteboard including:
Selection tool to select shapes on the whiteboard or an area of whiteboard by
creating a selection rectangle around all the shapes to select.
Pencil tool

to create free-form lines.

Marker tool
Line tool

to create free-form think marker lines.
to draw straight lines between two points.

Rectangle tool
Ellipse tool
Text tool

to create square and rectangle shapes.
to crease circle and ellipse shapes.

to create a floating multiline text field.

Stamper tool

to create a Check Mark, Arrow, Star or Cross shape.

4.8.4.16 File Share Pod
The host and presenters (and participants that have been given rights) can upload files
to share with meeting attendees either from their computers or from the Content library.
Meeting participants cannot upload files; however, the host can change the participants’

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status to allow them to upload files. Participants who want to upload files should ask the
host to change their attendee role or to grant enhanced rights for the File Share pod.
The first step in uploading a file is to make sure the meeting room contains a File Share
pod. If the meeting room does not have a File Share pod, click Pods > File Share > New
File Share Pod. The file can now be uploaded by click Upload File followed by one of
the following:
Click Select From Content Library and navigate to the folder that contains the file.
Click Select From My Computer and in the Browse Content window, navigate to
the folder that contains the file.
Then select the file and click Open.
Meeting attendees can download files from the File Share pod to their computers. In the
File Share pod, the users select the file to download and select Save to My Computer. A
browser window opens displaying the Save to My Computer dialog box. The user clicks
the Click to Download button and then clicks Save. The next step is to navigate to the
desired location and click Save. Click Close when the downloading process is complete.
The label for the file in the File Share pod can be changed by selecting the file to relabel
and then clicking Pod Options button in the lower-right corner. Select Rename Selected
from the pop-up menu and then type the new name in the Name box and click OK.
Files can be removed from the File Share pod by selecting the file to remove and then
click the Pod Options button in the lower-right corner and then selecting Remove
Selected from the pop-up menu.

4.8.4.17 Displaying Web Pages
During meetings, hosts or presenters may want participants to view websites. They can
use the Web Links pod to cause attendees’ browsers to open a designated URL.
The first step in displaying a website to participants is to make sure the meeting room
contains a Web Links pod. If the meeting room does not have a Web Links pod, click
Pods > Web Links > New Web Links Pod. It is not necessary to type text in the Browse
To box; the text is not carried over to the URL name and path boxes in the next step.
Then click the Pod Options button in the lower-right corner and select Add Link. Type
the URL name and URL path in the text boxes and click OK.
To display a web link to all attendees, select a link in the Web Links pod, or enter a URL
in the Browse To box and then click Browse To and a new instance of the Web browser
displaying the URL will open on all users’ screens.
To rename a web link in the Web Links pod, select a URL name in the Web Links pod.
And click the Pod Options button in the lower-right corner. Then select Rename
Selected Link from the pop-up menu and type the new name in the URL Name box and
click OK.

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To remove a web link from the Web Links pod, select a link in the Web Links pod then
click the Pod Options button in the lower-right corner. Select Remove Selected from the
pop-up menu.

4.8.4.18 Taking Meeting Notes
Hosts and presenters use a Note pod to take meeting notes that all attendees can see. It
remains visible in a Note pod throughout the meeting or until a presenter edits the note
or displays a different note. A host can create and display multiple Note pods, each with
its own text. A host can remove the Note pod from view, or switch to a different room
layout that does not contain that Note pod.
The Note pod can be used in several ways:
Create a single, persistent note that is visible to attendees during the entire
meeting.
Create multiple notes in a single pod.
Create multiple Note pods to display different notes.
The contents of a Note pod can be e-mailed.
To create a Note pod, go to the menu bar at the top of the Stage, select Pods > Note >
New Note pod, or choose New Note from the Note pod options menu.
A host or presenter can add a note to a Note pod by clicking anywhere inside the Note
pod and typing the text to appear in the Note pod.
A host or presenter can create more than one note in a Note pod and choose which note
to display by clicking the Pod Options button
in the lower-right corner and selecting
New Note from the pop-up menu. They then type note text and click the Pod Options
button
and select the Select Note option. Then select the name of the note to display
from the pop-up menu.
A host or presenter can edit the text in a Note pod by click anywhere inside the Note pod
containing the text to edit. Then they can modify the text. To change the size of the
text, click the Pod Options button
in the lower-right corner of the Note pod, and then
select Text Size. Select a text size. To change the alignment of the text, click the Pod
Options button
in the lower-right corner of the Note pod and choose an alignment
option: left, center, or right. All changes are immediately visible to attendees. All the text
in a pod uses the same formatting.
When a host or presenter creates a note, it is assigned a default name, such as Note 1
or Note 2. A host can rename a note by double-clicking the note name in the pod and
entering a new one. Alternatively, the note name can be changed by going to the menu
bar and clicking Pods > Organize Pods and selecting the name of the Note pod to
change. Then click Rename, and type a new name.

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A host or presenter can delete a note by clicking Pods > Organize Pod and selecting the
name of the note to delete. Then click Delete and Done.
Hosts can e-mail the contents of a Note pod by clicking the Pod Options button
lower-right corner and select Email Note.

in the

4.8.4.19 Chat and Q & A in Meetings
A Chat pod can be used to communicate with other attendees while a meeting is in
progress. If a user has a question and does not want to disturb the meeting flow, or if
they cannot speak in a meeting because sound is not enabled on their computer, the
user can send a chat message to the presenters or to another meeting participant. For
example, when a user first enters a meeting room, they can introduce themselves by
sending a chat message to everyone in the room.
A presenter can use more than one Chat pod simultaneously. Chat pods can be set to
display content to everyone or to presenters only. Messages appear in the Chat pod as
they are submitted and are listed sequentially in the pod. Presenters can allow
participants to conduct private chats, to clear a chat, and to turn off chat notifications.
Chat pod content is persistent and remains in a meeting room until deleted. Chat pod
contents can be preserved for future use by e-mailing their content.
A Q & A pod can be used to answer questions posed by attendees. The Q & A pod is
linked to the Chat pod. When an attendee asks a question in the Chat pod, a presenter
can answer in the linked Q & A pod. When a presenter answers a question, the question
and answer appear as pairs in the Chat pod.

4.8.4.19.1 Send a Chat Message
The user composes the chat message and addresses it to a specific participant, to all
presenters at the meeting, or to all attendees.
When a user receives a chat message from a meeting participant, their Chat pod shows
the sender’s name and the message. If the message was sent to everyone, the sender’s
name is followed by the message. If the message was sent only to the user, the sender’s
name is followed by “(privately)”. If the message was sent only to the presenters, the
sender’s name is followed by “(presenters).”
To send a chat message, the user first specifies the recipient by selecting one of the
following options from the pop-up menu at the bottom of the Chat pod:
The name of a participant to whom you want to send a message
Presenters
Everyone
Submit Question (available if a Q & A pod is linked to the Chat pod)

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Then the user clicks the text box in the Chat pod and types the message to send and
then clicks Send Message button
next to the text box or presses the Enter or Return
key on the keyboard.

4.8.4.19.2 Disable Private Chat Messages
The host can prevent two participants from chatting privately by clicking the Pod Options
button
in the lower-right corner of the Chat pod and clicking Enable Private Chat For
Participants to disable the default option. A check mark indicates when the option is
enabled.

4.8.4.19.3 Disable Private Chat Messages
When an empty Chat pod is required in a meeting, a host or presenter can clear all
messages for all attendees by clicking the Pod Options button
in the lower-right
corner of the Chat pod and selecting Clear Chat.

4.8.4.19.4 Email Chat Pod Contents
To email the contents of the Chat pod, click the Pod Options button
corner of the Chat pod and select Email Chat History.

in the lower-right

4.8.4.19.5 Q & A Pod
The Q & A pod gives hosts and presenters additional control for managing questions
and answers during a meeting. Using this pod, they can redirect a question to the
appropriate presenter and place questions in a queue until ready to answer them.
Selecting a question allows the host or presenter to edit the question, enter a reply, and
send the answer either to all participants or just the sender. Questions and answers
appear as pairs in the Chat (Q & A) pod.

Figure 74 - Q & A Chat pod

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4.8.4.19.5.1
Add a Q & A Pod and Link to a Chat Pod
The host or presenter can add a Q & A pod to a meeting room with an existing Chat pod.
The link between the Q & A pod and the Chat pod must be done manually. Once the
two pods are linked, (Q & A) is added to the name of the Chat pod. While the Chat pod
is in Q & A mode, participants can only send messages to the presenters. There can be
a maximum of one Q & A pod in a meeting room.
If the Presenter Only area is not displayed, click Present > Show Presenter Only Area.
Click Pods > Q & A. Select the name of the Chat pod to link to the Q & A pod from the
pop-up menu and click Link. The Chat pod is now linked to the Q & A pod and (Q & A)
is displayed in the Chat pod name.

Figure 75 - Linking Q & A pod to Chat pod

4.8.4.19.5.2
Submit a Question
To submit a question in the Chat pod select Submit Question From the pop-up menu at
the bottom of the Chat pod and then enter the message in the text box and click the
Send Message (arrow) button or press Return.

Figure 76 – Participant asks a question

4.8.4.19.5.3
Answer a Question
To answer questions using the Q & A pod select a question from the Incoming
Messages list. The question becomes highlighted and a duplicate of the question
appears in the Preview pane so that the user can edit it if necessary in the Preview
Pane. The user then types the answer in the text box at the bottom of the pod and clicks
one of the following buttons in the lower-right corner of the Q & A pod:
Answer question to everyone
attendees.

which sends the answer to all meeting

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Answer question to submitter only
attendee who sent the question.

which sends the answer only to the

When a question is sent, it is deleted from the Incoming Messages list and appears in
the Chat pod in the “Answered Questions” list.

Figure 77 – Presenter answers a question

Figure 78 - Question and Answer appear together in Chat pod

4.8.4.19.5.4
Forward a Question
Presenters can forward a question to another presenter to answer by selecting the
question from the Incoming Messages list followed by selecting a presenter’s name from
the pop-up menu and clicking the Forward Question To Selected Presenter button.
4.8.4.19.5.5
Mark a Question as Open
A presenter can mark a question as open by selecting an unanswered question from the
Incoming Messages list in the Q & A pod and then clicking the Pod Options button
in
the lower-right corner and selecting Mark as Open.

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4.8.4.19.5.6
Delete a Question
A presenter can delete a question by selecting a question from the Incoming Messages
list in the Q & A pod and then clicking the Pod Options button
in the lower-right
corner and selecting Delete Question or Delete All Questions.
4.8.4.19.5.7
Show Names with Questions and Answers
To show the submitter name or presenter name in front of the question or answer
clicking the Pod Options button
in the lower-right corner of the Q & A pod and select
one of the following options:
Show submitter name with answered question.
Show presenter name with answered question.
4.8.4.19.5.8

Email the Q & A Pod Contents

To email the contents of the Q & A pod, click the Pod Options button
right corner of the Q & A pod and select Email All Questions.

in the lower-

4.8.4.20 Polling Attendees
Hosts can use the Poll pod to create questions, or polls, for participants and to view the
results. Only hosts can control poll management and how polls appear to meeting
participants. Hosts can also cast votes. Polls are useful during a meeting if you want
instant feedback on what is being presented. Polls can also be used at the end of a
meeting to find out if participants felt the meeting, content, and presenters were highquality.
4.8.4.20.1.1
Starting a Poll
To ask participants to respond to a poll, the host first needs to verify that the Poll pod is
displayed. If the Poll pod is not displayed, click the Pods menu and select Poll > New
Poll Pod. Once the Polls pod is displayed, the host can enter a question into the Poll
pod and click Open Poll.
4.8.4.20.1.2
Close Poll Answer Period
To close the answer period for a poll, the host clicks Close Poll at the bottom of the Poll
pod.
4.8.4.20.1.3
Edit Poll
To edit a poll, the host clicks Prepare in the lower-left corner of the Poll pod and edits the
text and then clicks Open Poll.
4.8.4.20.1.4

View Poll Results

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Hosts and presenters can view poll results. Poll results are updated in real time as
participants continue to cast or change their votes. To view the poll results, click the Pod
Options button
in the lower-right corner of the Poll pod then select Results Settings
and choose an option. The participant names and responses appear in the Poll pod.
4.8.4.20.1.5
Show Poll Results to Participants
The host can show poll results to all meeting participants in one of two ways:
Click the Pod Options button
in the lower-right corner of the Poll pod and
select Broadcast Results from the pop-up menu.
Scroll to the bottom of the main area and select the checkbox next to Broadcast
Results.
4.8.4.20.1.6
Navigate Among Polls
The host can create multiple polls and navigate among them by click the Pod Options
button
in the lower-right corner of the Poll pod and choosing Select Poll and select a
poll name to switch to.
4.8.4.20.1.7

Clear Poll Answers

The host can clear poll answers by clicking the Pod Options button
in the lower-right
corner of the Poll pod and selecting Clear All Answers from the pop-up menu.

4.9

Members

This section provides instructions on how to use the Members portlet to see information
about users in a COI. With the Members portlet, user can see information about
members of the COI and initiate a chat session with them if they are currently online.
4.9.1

Overview

Users can see information about their fellow COI members in the Members portlet.
4.9.2

Setup

The Members portlet should be placed on the Members sub tab of each COI pages.
4.9.3

Procedure

Navigate to a COI that the user is a member and click the Members sub tab to display
the Members portlet.
4.9.4

Functionality

The Members portlet displays a list of all the members of the current COI. A count of the
COI members is displayed. If the COI has more members can be displayed on a single

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page, the Members portlet will display paging controls at the bottom of the list to allow
the user to go to Next and Previous pages.

Figure 79 - Members portlet

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The following information is displayed, if available, for each user:
Image
Full name
Job Title
Email address
Additionally, if the user is online, a message “X is online!”, where X is replaced by the
user’s first name, will be displayed.
Clicking the user email address with create a new electronic mail message addressed to
the selected user in the users default email program.
Clicking on the user’s image or full name displays details about the user in the Directory
portlet.

Figure 80 - User Details

“Chat with X”, where X is replaced by the user’s first name, will also be displayed for
each member. Clicking on the link will open the Chat client and initiate a chat session
with the user in the same manner that a chat session is established between two users
from the Chat client Contact List. See the Chat section of this document for details on
using the Chat client.

4.10

Message Boards

This section provides instructions on how to use the Message Boards portlet to conduct
persistent user discussions about variety topics which COI members can review at any
time. With the Message Boards portlet, users can:

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view and subscribe to discussion threads
Users with the COI Contributor role can also use the Message Boards portlet to:
add, edit or delete files, messages and subcategories
reply to messages
update thread priority
Users with the COI Admin role can additionally:
add categories
move thread
set permissions
4.10. 1

Overview

Users can view and participate in message board discussions by utilizing the Message
Boards portlet. Discussions, called “threads” in the Message Boards portlet, are
grouped into categories.
4.10. 2

Setup

Prior to using the Message Boards portlet, a COI Admin user should place the Message
Boards portlet on a COI page named Forums.
4.10. 3

Procedure

Navigate to a COI that the user is a member of and click the Forums sub tab to display
the Message Boards portlet. The initial view of the Message Boards portlet shows the
categories containing discussions on a tab named Categories.

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Figure 81 - Message Boards Portlet
4.10. 4

Functionality

4.10.4.1 Add Category
Adding a category is done by clicking the Add Category button on the Categories tab of
the Message Boards portlet. After clicking the Add Category button, the Add Category
page is displayed on which the user can specify the name and a description of the new
category. The user can specify custom permissions for the new category by clicking the
Configure link next to the Permissions label. After specifying the category name,
description and optionally custom permissions, the user clicks the Save button to create
the new category.

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Figure 82 - Add Category page

4.10.4.2 Edit Category
Editing a category is done by clicking the Actions button to the right of the category
information in the table of categories on the Categories tab of the Message Boards
portlet. If the user has Update permission on the category, an Edit item will be displayed
on the Actions menu which if clicked will display the Update Category page on which the
user can update the name and description of the category as well as select, remove
from, or merge with the parent category for this category.

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Figure 83 - Edit Category page

4.10.4.3 Subscribe to Category
Subscribing to a category is done by clicking the Actions button to the right of the
category information in the table of categories on the Categories tab of the Message
Boards portlet. If the user has Subscribe permission on the category, a Subscribe item
will be displayed on the Actions menu which if clicked will add the category to the user’s
subscriptions listed on the My Subscriptions tab of the Message Boards portlet.

4.10.4.4 Delete Category
Deleting a category is done by clicking the Actions button to the right of the category
information in the table of categories on the Categories tab of the Message Boards
portlet. If the user has Delete permission on the category, a Delete item will be
displayed on the Actions menu which if clicked will pop up a dialog asking the user to
confirm the category should be deleted. Deleting a category also deletes the message
threads and subcategories contained within it.

4.10.4.5 View Category Details
Click on one of the categories in the list on the Categories tab of the Message Boards
portlet to display the details of the category. The category details page shows
subcategories and threads belonging to the category.

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Figure 84 - Category Details page

4.10.4.6 Change Category Permissions
Changing a category’s permissions can be done by a user with the Permissions
permission on the category. Clicking the Permissions button on the category details
page will display the Permissions page which allows the user to update which roles can
add files, add messages, add subcategories, delete, move threads, set permissions,
reply to messages, subscribe to, update, update thread priority and view the category.

4.10.4.7 Add Message Thread
Adding a message thread is done by clicking the Post New Thread button on the
category detail page. After clicking the Post New Thread button, the Add Message page
is displayed on which the user can specify the subject and body of the new message.
The body of the message can be formatted using the toolbar to select font type & size,
etc. The user can also specify that the message is a question, should be posted
anonymous, be assigned a priority, and assign permissions to the message. Tags can
be added to the message to facilitate searching. The user can attach files to the
message by clicking the Attach Files button. The user can preview the message before
it is added to the category by clicking the Preview button. Clicking the Save button will
add the message to the category so other users with view access to the category can
read it.

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Figure 85 - Add Message Thread

4.10.4.8 Viewing Threads and Messages
The category details page displays a table of the threads in the category. The category
named “test” has its details displayed in the figure below. The “test” category currently
has one message thread named “Free KFC today”.

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Figure 86 - Category details

Clicking on the thread will display the messages in the thread as in the figure below.
The “Free KFC today” thread currently has one message from the user Tim Boss.

Figure 87 - Thread Messages

4.10.4.9 Reply to Message
Clicking the Reply link
in the message will display the Add Message page with
the Subject prefilled with the value RE: prefaced to the subject of the message the user
is replying to. The user enters information just like when adding a new message thread.
The message that is being replied to is displayed at the bottom of the page below the
Save, Attach Files, Preview and Cancel buttons. Clicking the Save button will add the
reply to the category as seen in the figure below.

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Figure 88 - Message Thread with Reply

4.10.4.10 Edit Message Thread
Editing a message thread once it has been added to a category can be done by either
the message creator or a COI Admin user. Clicking the “Edit” link
in the message
will display the Update Message page which allows the user to update the message
subject, body, tags and file attachments.

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4.10.4.11 Subscribe to Message Thread
Subscribing to a message thread is done from the category details page by clicking the
Actions button to the right of the thread information in the table of threads on the
Categories tab of the Message Boards portlet. Selecting Subscribe from the Actions
menu will add the thread to the user’s subscriptions listed on the My Subscriptions tab of
the Message Boards portlet.

4.10.4.12 Change Message Thread Permissions
Changing a message thread’s permissions once it has been added to a category can be
done by either the message creator or the COI administrator. Clicking the Permissions
link
in the message will display the Permissions page which allows the user
to update which roles can delete, set permissions, subscribe, update and view the
message.

4.10.4.13 Delete Message Thread
Deleting a message thread can be done by either the message creator or the COI
administrator. Clicking the Delete link
in the message will pop up a dialog asking
the user to confirm the message thread should be deleted from the category.

4.10.4.14 Move Thread
Moving a message thread from its current category to another category is done by
clicking the Actions button next to a thread and selecting the Move Thread item. This
will display a page for the user to select a new category to contain the thread.

4.10.4.15 Split Thread
Splitting a message from a thread can be done by clicking the Split Thread link
in the message which will display a page asking the user to confirm that a
new thread should be created for the message.

4.10.4.16 Search Messages
A user can perform a keyword search for message threads by entering search terms in
the Search box on the Categories tab of the Message Boards portlet and then pressing
the Search Messages button.

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Figure 89 - Message Search results

4.10.4.17 Viewing & Modifying User’s Posts
A user can see all posts they have made by clicking the My Posts tab of the Message
Boards portlet. Click the post to view the details of the thread it was posted to.

4.10.4.18 Viewing & Modifying Subscriptions
A user can view and modify their subscription to categories and threads by clicking the
My Subscriptions tab of the Message Boards portlet. Click the category or thread in the
tables to view their contents. Unsubscribe from a category or thread by clicking the
Actions button to the right of it and selecting Unsubscribe from the Actions menu.

Figure 90 - Subscriptions page

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4.10.4.19 RSS Feeds
Several RSS feeds can be obtained from the Message Boards portlet so the user can
monitor category or thread activity in an RSS Reader such as the RSS portlet. To obtain
the RSS information for an item to watch, select the RSS item from the Action menu next
to the item to monitor.

4.10.4.20 Ban User
A user with the Ban User permission (typically a COI administrator) can ban users by
clicking the Ban this User link
under the user’s information displayed next
to thread messages. After a user is banned, this link will be renamed Unban this User
and the user’s name will appear in a table on the Banned Users tab of the Message
Board portlet. A user can be unbanned by clicking the Unban this user link
in either the list of users in the table on the Banned Users tab of the
Message Board portlet or under the user’s information displayed next to a thread
message added by the user prior to being banned.

4.11

News / RSS

This section provides instructions on how to use the RSS portlet to read an aggregated
collection of recent articles collected from multiple sources to present current and
relevant information to individual users as well as to members of COIs.
The content displayed in the RSS portlet summaries articles from internet sites that the
RSS portlet has been configured to subscribe to. The summary information generally
contains the title of the article with a hyperlink to the full article on the source web site.
The summary information might also contain brief text describing the article, a fragment
of text from the article, or multimedia such as pictures from the article.
Within a user’s private pages, the user can add and remove subscriptions to various
sources of articles. Within the COI pages, only users in the COI Admin role can add and
remove subscriptions.
4.11. 1

Overview

The RSS portlet can be found on the HSIN NextGen Welcome page, COI Welcome
pages, as well as the individual user’s My Home Welcome page. Each instance of the
RSS portlet is uniquely configured to subscribe to various web sites that offer
themselves as RSS content providers.
4.11. 2

Setup

A user with the COI Admin role will add one or more RSS sources to each COI instance
of the RSS portlet so that COI members can see articles.

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4.11. 3

Procedure

Use the RSS portlet from the Welcome page of the HSIN NextGen system, COI or
navigate to the user’s My Home and click on the Welcome sub tab.

Figure 91 - RSS portlet
4.11. 4

Functionality

The RSS portlet will show an
icon in its upper right corner if the user has permission
to configure the portlet. For non-administrative users, this is usually only available on
the RSS portlet displayed on their private Welcome page.

4.11.4.1 Read News Articles
The RSS portlet displays a listing of articles which the user can access by clicking the
link. After clicking an article’s link, a new Web browser window opens which will contain
the content of the article.

4.11.4.2 Add and Remove News Subscriptions
To add or remove an RSS news source for the RSS portlet, click the
icon and select
Configuration from the menu. The configuration page will display with the Setup tab
selected by default.
The Setup / Current tab displays a list of URLs of RSS sources that the RSS portlet is
currently subscribed to. To add an additional RSS source, click the
icon to add a
new row in which to enter the Title (optional) and URL for the RSS news feed. To
remove an RSS source from the list the user clicks the
icon to the right of its entry.

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Click the Save button on the configuration page to save changes to the subscription list.

Figure 92 - RSS portlet Configuration page

4.12

Polls & Polls Display

This section provides instructions on how to use the Polls Display portlet to ask a
question of users and tally their responses. Multiple instances of the Polls Display portlet
can be deployed in the HSIN NextGen system to ask multiple questions at the same
time.
4.12. 1

Overview

Users with the COI Admin role can create questions and set of possible responses for
users to choose from if they wish to participate in the poll. All users who participate in a
poll can see a summary of the current voting activity as long as the question remains
posted in the Polls Display portlet.

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Users with the COI Admin role can view the voting summary, which includes the
individual voting record for a question, as long as the question has not been deleted,
even if it is no longer displayed in an instance of the Polls Display portlet.
4.12. 2

Setup

After the Polls Display portlet is added to a COI page, the COI Admin user configures it
to display a question. Before the question can be selected, the question and its set of
possible responses must be created within the Polls page of the Control Panel.
4.12. 3

Procedure

Navigate to a COI page which will display the Polls Display portlet containing a question
and set of choices from which the users can respond.
4.12. 4

Functionality

4.12.4.1 Create Poll Question and Responses
Creating a question and its set of responses is done from the Control Panel for the COI.
After navigating to a page in the COI, an COI Admin user can access the Control Panel
by clicking the menu labeled “Welcome UserX” (where “UserX” is replaced with the
user’s name) in the upper right corner of the web page banner. Then click the Control
Panel item in the menu to display the Control Panel. Next select the Polls item under
the Content category to display the Polls page.

Figure 93 - Control Panel Polls page

To create a new question, click the Add Question button on the Polls page to display the
form on which the user can enter the Title, Description, Expiration Date, and Choices for
the question as seen in the diagram below.

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Figure 94- Add Question form

The Title of the Question should be unique to aid finding it when configuring the Polls
Display portlet. The Description is the actual question to ask the users in the poll. The
Expiration Date is the deadline for accepting user responses. The question creator can
specify that the question never expires by checking the box to the left of the Never
Expire label. This enables a question to be responded to by users as long as it is
displayed in the Polls Display portlet. The Choices are the responses users participating
in the poll can choose from. Enter the first two responses to the right of the a. and b.
labels. To provide additional choices, click the Add Choice button to add choices c, d,
etc. If additional choices are added, a Delete button will be displayed next to them which
allow them to be removed.
The question creator can click the Configure link to the right of the Permissions label to
specify who can vote, delete the question, set permissions on the question, update the
question, and view the question. The user clicks the Save button to create the question.
The Polls page will display the newly created question in a table on the Polls page of the
Control Panel. The question’s title, # of Votes cast, date of most recent vote, and
expiration date are displayed. The user can return to the Polls page of the Control Panel
to monitor, edit, delete and set permissions on the question.

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4.12.4.1 Make Poll Available to Users
The Polls Display portlet displays a question and possible responses to users to select
from. After the Polls Display portlet has been added to a COI web page, an COI Admin
user can configure it to display a question to the users by clicking the Edit Control
in
the upper right corner of the Polls Display portlet and selecting the Configuration menu
item. The Current sub tab of the Setup tab will display a selection list next to the
Question label from which the user can select the question title to display in the Polls
Portlet. Click the Save button after selecting the desired question’s title from the
selection list to the right of the Question label. Then click the Return to Full Page link in
the upper right corner to return to the Polls Display portlet showing the selected question
and choices.

4.12.4.2 Respond to Poll
The Polls Display portlet displays a question and possible responses to users. If the
user has not already responded to a poll question, they can select one of the provided
choices and click the Vote button. After casting their vote, the user will not be allowed to
vote on the same question again.

4.12.4.3 View Poll Results
All users who have voted in a poll can see the current count and percentage of votes for
each choice by viewing the Polls Display portlet instance. If the Polls Display portlet
instance has been removed from the COI page or configured to display a different
question, the poll results can be viewed from the COI Control Panel’s Polls page until the
question has been deleted.

4.12.4.4 View Poll Summary & Individual Votes
COI Admin users can view summary and individual user voting information from the
Polls page of the COI’s Control Panel. After navigating to a page in the COI, a COA
Admin user can access the Control Panel by clicking the menu labeled “Welcome
UserX” (where “UserX” is replaced with the user’s name) in the upper right corner of the
web page banner. Then click the Control Panel item in the menu to display the Control
Panel. Next select the Polls item under the Content category to display the Polls page.

Figure 95 - Control Panel Polls Item with a Question

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The table will display a row for each question containing the title of the question, the
number of votes it received, the date and time of the last vote cast, and the expiration
date of the question. Clicking any value in the row will display a detailed view of the
question which includes the actual question text, the number of votes the question
received, and a table summarizing how many votes and what percentage of the total
votes each choice received.

Figure 96 - Question Details

The detailed view of the question also contains a table of the individual votes, which
each row showing the name of the user, the choice selected by the user, and the time
and date the user cast their vote.

4.12.4.5 Edit Question
COI Admin users can edit a question and the set of responses from the Polls page of the
COI’s Control Panel. After navigating to a page in the COI, a COI Admin user can

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access the Control Panel by clicking the menu labeled “Welcome UserX” (where “UserX”
is replaced with the user’s name) in the upper right corner of the web page banner.
Then click the Control Panel item in the menu to display the Control Panel. Next select
the Polls item under the Content category to display the Polls page.
To edit a question, click the Actions button to the right of the question displayed in the
table and select the Edit menu item. A form will be displayed which looks and acts
identical to the form from which the question was created. The user can modify any of
the information on the form including the question title, description, expiration date and
choices. The text of choices can be changed and additional choices can be added.
Removing choices is not allowed once they have been saved to a question. Clicking
Save updated the details of the question.

4.12.4.6 Delete Question
COI Admin users can delete a question from the Polls page of the COI’s Control Panel.
After navigating to a page in the COI, an authorized user can access the Control Panel
by clicking the menu labeled “Welcome UserX” (where “UserX” is replaced with the
user’s name) in the upper right corner of the web page banner. Then click the Control
Panel item in the menu to display the Control Panel. Next select the Polls item under
the Content category to display the Polls page.
To delete a question, click the Actions button to the right of the question displayed in the
table and select the Delete menu item. The deletion will happen immediately, without a
request for confirmation from the user, even if an instance of the Polls Display portlet is
currently configured to display the question being deleted.

4.13

Surveys (Content Rating)

This section provides instructions on how to use the Page Ratings portlet to rate the
content displayed on individual pages and to see the average rating for the page.
4.13. 1

Overview

The Page Ratings portlet allows users viewing a page to rate the content of the page on
a scale of 1 to 5 stars. The Page Rating portlet also displays the count of users who
have rated the content and the average page rating for the page.
4.13. 2

Setup

A COI Admin user places an instance of the Page Ratings portlet on COI pages that
they want to allow users to rate.
4.13. 3

Procedure

Navigate to the COI page containing the Page Rating portlet.

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Figure 97 - Page Ratings portlet
4.13. 4

Functionality

After reading the content of a COI page the user clicks one of the stars displayed under
the Your Rating label in the Page Ratings portlet to provide their rating of the content of
the COI page. To give the page the lowest rating, 1 star, the user would click the left
most star. To give the page two stars, the user would click the star second from the left.
To give the page a medium rating of 3 stars, the user would click the middle star under
the Your Rating label. To give the content a rating of 4 stars, the user would click the
second star from the right under the Your Rating label. To give the content the highest
rating of 5 stars, the user would click the right most star under the Your Rating label.
A count of the number of users who have rated the page content is displayed next to the
Average label. The average rating for the page content is displayed under the Average
label.

Figure 98 - Page Ratings portlet after two users have rated page content

4.14

Survey Forms

This section provides instructions on how to use the Web Form portlet create and
display survey forms for users to fill out.
4.14. 1

Overview

The Web Form portlet allows COI Admin users to create survey forms for users to fill
out. The form data entered can be emailed and / or stored in the system database,
which can then be exported to a comma separated values (csv) file for import into tools
such as Microsoft Excel.
4.14. 2

Setup

A COI Admin user places an instance of the Web Form portlet on COI pages that they
want to display a survey form for users to enter data.

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4.14. 3

Procedure

Navigate to the COI page containing the Web Form portlet.

Figure 99 - Web Form portlet displaying a simple survey of user’s suggestions
4.14. 4

Functionality

After placing the Web Form portlet on a COI page, a survey form is created to display for
users to complete if they choose. Completed survey form data can be exported if the
portlet has been configured to store survey form data in a database.

4.14.4.1 Create Survey Form
A COI Admin user can click the edit control icon
in the upper right corner of the Web
Form portlet and select Configuration to configure the survey form that will be displayed
to users. A title and description of the survey form will be shown in the Form Information
area of the General sub tab of the Setup tab’s Current sub tab. The user can edit the
values under the Title and Description labels to update their values. These values will
be displayed at the top of the survey form the users fill out.
The General sub tab also displays a Handling of Form Data area to specify if the form
data should be sent as email (and what email address to send it to) and / or persisted in
the portal’s database. Select the checkbox to the right of the Send as Email label to
send form data to the email address specified below the Email Address label. Select the
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checkbox to the right of the Save to Database label to persist form data to the portal’s
database.

Figure 100 - Web Form Setup General page

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Click on the Form Fields sub tab of the Setup tab’s Current sub tab to see the current
items that will be displayed on the survey form. If the survey already has data
associated with it (meaning one or more users have completed the survey form), then
the Web Form portlet will display a message indicating that there is already existing form
data which will need to be exported and deleted prior to making changes in the form
fields. See the Export Survey Data and Delete Survey Data sections below for
instructions on exporting and deleting data.
If there is no existing form data, each form field item will have a name which will be
displayed next to the form field, a type which determines the type of data entry field for
the user to enter their data for the item, and a checkbox to indicate the item is optional.
A form item can be removed by clicking the delete icon to its right. An additional form
item can be added to the form by clicking the add icon
to the right of the item that the
new item should appear below.

Figure 101 - Web Form Setup Form Fields page

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There are six types of form fields supported by the Web Form portlet:
Text: displays a single line text field for the user to enter text.
Text Box: displays a multi line text area for the user to enter text.
Options: displays a drop down selection list for the user to select one item.
Selecting this type of form field will display an additional text field titled Options
on the Form Fields page. The form creator specifies the items to appear on the
selection list by entering them, comma separated, in the text field below the
Options label.
radiobuttons: displays a list of options for the user to select one item similar to
the Options type, except instead of a drop down selection list, the list of options
will all be displayed at the same time with a radio button to the left of their value.
The user clicks one of the radio buttons to specify their selection.
Paragraph: displays read only text in the form. This type of form field does not
have a name (label) associated with it. This type of form field is useful for adding
instructions to a form.
checkbox: displays a checkbox to the left of the form field name on the form. The
user can check or uncheck the box.
After configuring the form fields, the user clicks the Save button at the bottom of the
page to save the changes, then clicks the Return to Full Page link in the upper right
corner of the Web Form portlet to exit the Configuration mode of the portlet and return to
the normal mode of the portlet which will display the survey form.

4.14.4.2 Complete Survey Form
Users complete a survey form by navigating to the COI page which contains the Web
Form portlet containing survey then enter data into the form and click the Send button
displayed at the bottom of the survey form. If the user has entered data in all the
required fields, a message is displayed informing the user that their form information was
sent successfully and the form is redisplayed without any of the information the user
entered, allowing the user to enter data and resubmit the form again if they wish.

4.14.4.3 Export Survey Data
To export form data submitted by users, a COI Admin user clicks the edit control icon
in the upper right corner of the Web Form portlet and selects Configuration. Then the
user clicks the Export sub tab of the Setup tab’s Current sub tab. Then the user can
click the Export Data button to generate a comma separated values (csv) file containing
the submitted form data. The Web browser will typically popup a dialog window asking
the user to open the file (named Suggestions.csv) or to save the file to some location on
the user’s local computer.

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Figure 102 - Web Form Export Data page

The exported data, if opened in a spreadsheet application such as Microsoft Excel, will
be displayed in a table with the name of the form field at the top of each column and
each form submission as a row below the column titles. If no form data was submitted by
users, the only row displayed in the table will be the row containing the column headers.

4.14.4.4 Delete Survey Data
It is advisable to export submitted form data prior to deleting it since data deletion is
permanent and there is no way to undo the deletion. See the Export Survey Data
section above for the procedure to export data.
To delete form data submitted by users, a COI Admin user clicks the edit control icon
in the upper right corner of the Web Form portlet and select Configuration. Then the
user clicks the Export sub tab of the Setup tab’s Current sub tab. Then the user can
click the Delete Data button to immediately delete all submitted data. The user will not
be prompted to confirm the deletion.

4.15

Tasks

This section provides instructions on how to use the Task List portlet to track ad-hoc
tasks to be performed by COI members. With the Task List portlet, users can:
view tasks
create tasks
edit, reassign or complete tasks assigned to them
edit, reassign, complete, or delete tasks created by them
COI Admin users can view, edit, reassign, complete, or delete all tasks.

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4.15. 1

Overview

All tasks are visible to all members of the COI, independent of to whom they are
assigned. All COI members can create new tasks and assign them to COI members.
Tasks can be updated or completed by their assignees or by the user that created them.
Tasks can be deleted by the users that created them. COI Admin users can edit,
complete, or delete any task.
4.15. 2

Setup

COI Admin users should add the Task List portlet to a sub tab page in the COI.
4.15. 3

Procedure

Navigate to the COI Tasks sub tab page to use the Task List portlet.

Figure 103 - Task List portlet
4.15. 4

Functionality

The Task List portlet will show an
icon in its upper right corner if the user has
permission to configure the portlet. Configuring the portlet is reserved to users in the
COI Admin role. The following functionality can be performed by general users.

4.15.4.1 Task List
The Task List portlet displays a listing of ad-hoc tasks for the COI ordered by their due
date. Uncompleted tasks that are due today have their title colored orange and display
an
icon to the left of their title. Uncompleted tasks that are overdue have their title
colored in red and display an
icon to the left of their title.
The user can apply a filer to the list of tasks by selecting one of the filters from the View
selection at the top right corner of the task list.

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Figure 104 - Task List with Due Today filter

Clicking the Maximize button will expand the Task List portlet to occupy all the space in
the Web browser and display additional information about each task in the list. The Task
List portlet can be left in the maximized mode or returned to the normal mode by clicking
the Return to Full Page link at the top right corner of the portlet.

Figure 105 - Task List Maximized

4.15.4.2 View Task Details
Clicking the title of a task in the task list will display details about the task. Clicking the
Close button at the bottom of the task details display goes back to the task list display.

Figure 106 - Task Details

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4.15.4.3 Create Task
A new task can be created by clicking the Add Task link or the
icon on the task list or
task details display which will cause the Add task page to be displayed. The user enters
information about the task on the Add tasks page such as Title, Description, Assigned
To, Status, Priority, Start Date, Due Date and % Complete. All tasks must have a title
specified, but the other information is optional.

Figure 107 - Add Task

Click the
icon to the right of the Assign To label to assign one or more COI members
to the task. Select the checkbox to the left of one or more COI member names and click
the Assign button to select assignees for the task.

Figure 108 - Select Task Assignees

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Specifying start and due dates can be done by clicking the
icon to display the
calendar tool or by selecting the month, day of the month and year from the selection
boxes to the right of the Start Date and Due Date labels.
Click the Save button to add the new task and return to the task list display.

4.15.4.4 Edit Task
To edit a task, click the Edit Task link or the
icon on the task details display. The user
can update any information about the task on the Edit task page such as Title,
Description, Assigned To, Status, Priority, Start Date, Due Date and % Complete in the
same manner the task information was added to the task when the task was created.

Figure 109 - Edit Task

Click the Save button on the Edit task page to save changes to the task or the Cancel
button to discard changes to the task. The details page for the task is displayed after
clicking either the Save or Cancel buttons.

4.15.4.5 Reassign Task
A task is reassigned by clicking the Edit Task link or the
icon on the task details
display and then clicking the
icon to the right of the Assign To label to display the
Select Assignees page. Unselect the checkbox to the left of any COI members whom
should no longer be assigned to the task. Select the checkbox to the left of any COI
members whom should be assigned to the task. Click the Assign button when the
desired COI members have been selected and then click the Save button on the Edit
task page to save the changes to the task.

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Copyright 2009, General Dynamics One Source, LLC.
Sponsored by the United States Government, Contract No. HSHQDC-08-J-00134.

UNCLASSIFIED
SYSTEM OVERVIEW GUIDE FOR HSIN-NEXTGEN SPIRAL 2
NUMBER
REV
x
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1 June 2009

4.15.4.6 Complete Task
A task is completed by clicking the Edit Task link or the
icon on the task details
display and then either changing the % Complete to 100 or selecting a Status of
Completed then clicking the Save button to save the changes to the task.

4.15.4.7 Delete Task
A task is deleted by clicking the Delete Task link or the icon on the task details display.
The user will be prompted to confirm the deletion by clicking the Yes button below the
task details. The user can click No to cancel the deletion.

Figure 110 - Delete Task

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Copyright 2009, General Dynamics One Source, LLC.
Sponsored by the United States Government, Contract No. HSHQDC-08-J-00134.