Digital Platforms Training

TRAINING FOR EXTERNAL

DIMENSIONS
 Agenda

• A session for the general audience (~1h15m) • A session for ‘Advanced’ user (~45m)

• Creating / Updating / Deleting a page • Overview of General maintenance for the platform (External

• Permissions including Guest account or DMZ account, security Dimension, TCS, RHA)

overview, site permissions • Document libraries and working with documents

• Overview of General maintenance for the platform (External • RSF User Area, Test environment and Matomo access

Dimension, TCS, RHA), such as user groups, user • Microsoft Forms

management, user access, and adding events
• Questions
• Integration of SharePoint with Teams

• Support Requests

• Questions
Pages
 Creating a Page
[1] Click on the cog in the top
[3] [4] right of the page and then on
[1]
Site contents

[2] then click on Site Pages.

[3] Find the page you would

like to copy and click on the
three dots, then select Copy
[2] to.

[4] When prompted click

Copy here.

[5] Click on the three dots for

the new page, click Details
[5] [6] and change the Name and
Title fields.

[6] Click on the newly

renamed page to access it.
 Editing a Page
[1] Click on Edit on the right
side of the page.

[2] Various sections can be

added if needed.

[1] [3] Webparts can be added

[4]
inside sections.

[5] [4] Some webparts can be

editing directly in the page.

[5] Web part properties can be

edited using the menu on the
[2]
right by clicking on the three
dots when hovering.
[3]
[6] Click Publish to confirm
changes for all to see.

[6]
Deleting a Page
[1] Click on Page details.

[2] Scroll down and click

Delete page.

[3] Click Delete in the

confirmation pop-up.
Permissions
Permissions Overview
Types of users and the groups they should be in
USER TYPE GROUP(s)
GUEST - RHA RHA-TEAM
GUEST RSF RSFTEAM
GUEST - TCS THIRDCOUNTRYSUPPORT
INTERNAL – READ RHA RHA-TEAM
• Site owners remain the same across all INTERNAL – EDIT RHA EDU-DP-RHA-EDITORS
INTERNAL – READ TCS THIRDCOUNTRYSUPPORT
sites (External Dimensions, RHA and
IINTERNAL – EDIT TCS THIRDCOUNTRYSUPPORT AND
TCS) – These are the administrators. EDU-DP-TCS-EDITORS

• Site members have limited control to edit

and maintain the site (add / edit pages,
etc.).
• Site visitors have no control and are only
able to view the site’s content.
Links to edit group membership / add users
GROUP Exact link
RHA EDITORS https://outlook.office.com/mail/group/
easo.onmicrosoft.com/EDU-DP-RHA-EDITORS
TCS EDITORS https://outlook.office.com/mail/group/
easo.onmicrosoft.com/EDU-DP-TCS-EDITORS
RHA-TEAM https://outlook.office.com/mail/group/
easo.onmicrosoft.com/RHA-Team
RSFTEAM https://outlook.office.com/mail/group/
easo.onmicrosoft.com/rsfteam
THIRDCOUNTRYSUPPO https://outlook.office.com/mail/group/
RT easo.onmicrosoft.com/thirdcountrysupport
Managing Site Membership

Site Owners will need to perform these actions to add users to their respective groups to give them access to sites

Copy and paste the link(s)

from the previous slide to the
group you would like to invite
users to into the browser.

[1] Click on the three dots and

then click on settings.

[2] Click on Edit group.

[3] Enter the names / email

addresses of every user you
would like to give access to,
click Add when complete
(NOTE: you may need to add
them to multiple groups and
the change could take up to 15
minutes to flush through).
Events
Adding Events

Events are usually show on the homepage of many of the Digital Platform sites

[1] Click Add event.

[2] Complete the information

about the event.

[3] Click Save on the top-right

hand side of the screen.

The event will then be added

and be visible in the Upcoming
events feed.
Keeping Content Updated

For collateral such as PDF’s etc, should be kept updated.

Microsoft Teams
Integration with Microsoft Teams
All Digital Platforms sites come with a complementary Team associated to it. There is a Documents tab that links into the document
library within that site, so documents can be interacted with from Teams. There is also a Posts tab for chatting and general
announcements etc.
Support Requests
Support Requests

• Who do they contact when they need access to the platform?

• Members of External Dimensions send a request to Marisa who then forwards the request to
Service Desk.

• NCP contact EASO colleagues. Then the team add these members.

• NCP’s and MSE’s can use this form to request support for general maintenance.
• https://easo.sharepoint.com/sites/externaldimension/SitePages/ContactUs.aspx
Questions?
Site Administrator Overview
General Maintenance

• Regularly check site membership

• Page naming conventions

• Global Navigation
Document Libraries

Document libraries are used to store files in a structured manner. For example the RHA site uses a number of them which can then be
surfaced on individual pages.
Creating Document Libraries

Document libraries can be created by clicking New > Document Library on any page.

Once created, files can be uploaded to it

and then a Document Library Web part
can be added to any page to display its
contents in a list view.
RSF User Area

https://easo.sharepoint.com/sites/RSFTEAM/Lists/Country%20Pages/AllItems.aspx

• Set the column to Active and then create the team site to match.

• Update the Channel column in the list to reflect the new URL.
Test Environment

https://easodev1.sharepoint.com/sites/externaldimension

Dev env for drafting content etc.

Matomo

https://Analytics.easo.Europa.eu
Site / Page Analytics

SharePoint provides out of the box analytics at the site level and the page level.
Microsoft Forms
Microsoft Forms allows you to create surveys and quizzes on the platform which have good built in response analytics and can also be
embedded into SharePoint sites.
Questions?