Changes for page Managing the HDC Platform

Last modified by Dennis Segebarth on 2024/08/14 17:06
From version 1.1
edited by Susan Evans
on 2023/07/12 15:05
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To version 7.1
edited by Susan Evans
on 2023/07/14 17:10
Change comment: There is no comment for this version

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1 +{{box cssClass="floatinginfobox" title="Table of Contents"}}
2 +{{toc depth="2"/}}
3 +{{/box}}
4 +
1 1  This section of the User Guide contains information for Platform Administrators to manage the Platform deployment. Platform Administrator is a high-privilege role that should be restricted to designated trained individuals who are knowledgeable on all aspects of the platform operation. Platform Administrators can view all Projects and create new Projects.
2 2  
3 3  = About the Platform Administrator Role =
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23 23  
24 24  Platform Administrators can view and manage all users across the Platform. To access the platform-wide User Management tools, click **Platform Management** and select the **User Management** tab.
25 25  
26 -[[image:Platform Admin User Management v2.1.6 2023-02-09.png]]
30 +[[image:Platform Admin User Management v2.1.6 2023-02-09.png||height="18%" width="50%"]]
27 27  
28 28  
29 29  Within the **Platform Users** table, Platform Administrators can:
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68 68  
69 69  To invite a new user to the Platform,
70 70  
71 -[[image:Platform Admin Invite User v2.1.6 2023-02-09.png||height="35%" width="40%"]]
75 +[[image:Platform Admin Invite User v2.1.6 2023-02-09.png||height="26%" width="30%"]]
72 72  
73 73  
74 74  1. Click **Platform Management** in the Main Menu, and open the **User Management** tab.
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75 75  1. Click **Invite User**.
76 76  1. In the popup window, enter the email address of the new user.
77 77  Note: If the user’s email address already exists in the platform, a warning is displayed.
78 -1. (((
79 -Select the Role
80 -
81 -1. //Platform Administrator//** **provides access to all Platform management.
82 +1. Select the Role
83 +1*. //Platform Administrator//** **provides access to all Platform management.
82 82  **Note: Platform Administrator is the highest privilege role. Only select this option for suitably trained individuals.**
83 -1. //Platform User// is a basic registered user with no Project membership who can only view the Project Landing page and see the basic information about Projects listed there.
84 -)))
85 +1*. //Platform User// is a basic registered user with no Project membership who can only view the Project Landing page and see the basic information about Projects listed there.
85 85  1. A pop-up window prompts you to review the provided information. Click **Send** to complete the invitation, or **Cancel** to exit.
86 86  
87 87  === Viewing Sent Invitations ===
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145 145  == Creating the new Project in the Portal ==
146 146  
147 147  1. Navigate to the Projects Landing Page and click **+ New Project**.
148 -1. (((
149 -Provide the required information to get the Project started:
150 -
151 -1. //Project Name//** **(can be changed later by the Project Administrator) - A short name for the project to differentiate it from other projects. Maximum 100 characters
152 -1. //Project Code// (immutable) - Uniquely identifies the Project across the platform. Between 1-32 characters. Must start with a letter and contain only lower case letters (a-z) and numbers (0-9)
153 -)))
149 +1. Provide the required information to get the Project started:
150 +1*. //Project Name//** **(can be changed later by the Project Administrator) - A short name for the project to differentiate it from other projects. Maximum 100 characters
151 +1*. //Project Code// (immutable) - Uniquely identifies the Project across the platform. Between 1-32 characters. Must start with a letter and contain only lower case letters (a-z) and numbers (0-9).
154 154  1. If desired, provide optional Project information. The Project Administrator can add or edit these later. See //Managing HDC Projects //for a detailed description of Project information.
155 155  1. Review all information for completeness, then click **Create** to create the project (or **Cancel** to exit).
156 156  1. After creating the Project, it becomes visible in the Project Landing Page.
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161 161  
162 162  1. Create the XWiki Project page,
163 163  1. Create the XWiki Project Group.
164 -1. Configure access for the Project Group to access the Project Page.
162 +1. Configure permissions for the Project Group to access the Project Page.
165 165  
166 166  Thereafter, when Project members click the XWiki icon from within the Project they will gain access to the XWiki Project page and will be able to create and edit content.
167 167  
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177 177  [[image:HDC Xwiki edit page to create v1.0.0 2023-07-11.png||height="18%" width="50%"]]
178 178  1. Click the link in the Notice: “**You can edit this page to create it**.”
179 179  1*. A new page opens with the **Create Page** options displayed. Under Default, click **Blank page**.
180 -1*.
181 -
178 +[[image:HDC Xwiki Create Page page cropped v1.0.0 2023-06-13.png||height="18%" width="25%"]]
182 182  1. The page editor is now open. In page editing mode, set up the basic Project page information:
183 183  1*. Change the TITLE to match the Project’s title.
184 184  1*. //Optional//: in the page edit window add a simple welcome message, such as “Welcome to the {Project Title} wiki.” to let Project members know they’ve arrived in the right place (Project members can edit this content later after they have been granted access to the Project).
182 +[[image:HDC Xwiki Project Page edit no autosave v1.0.0 2023-07-11.png||height="15%" width="50%"]]
183 +
185 185  1. Click **Save & View**. The page is now configured and is visible in the Navigation menu under the Project Pages top level page.
186 186  )))
187 187  
188 188  Note: HDC users can see all their Project pages in the Navigation menu but cannot access Project pages if they are not a member of that Project in the HDC Portal.
189 189  
190 -
191 191  === Creating the XWiki Project Group ===
192 192  
193 193  After creating the Project page, the next step is to create the XWiki Project Group.
194 194  
195 -**Note:** if any Project member attempts to access the XWiki Project page by clicking the Project XWiki icon before the the Platform Administrator creates the XWiki Project Group, then an API is triggered to automatically create the Group. In this case, skip this Step and proceed to the next step, //Configuring the Project wiki page access for Project members//.
193 +{{box}}
194 +**Note:** if any Project member attempts to access the XWiki Project page by clicking the Project XWiki icon __before__ the the Platform Administrator creates the XWiki Project Group, then an API is triggered to automatically create the Group. In this case, skip this Step and proceed to the next step, //Configuring the Project wiki page access for Project members//.
195 +{{/box}}
196 196  
197 +(((
197 197  1. From the upper right corner of any XWiki page (beside your User Profile) click the **Drawer icon** (three horizontal lines beside your User Profile), then click **Administer Wiki**. The **Global Administration: Home** page opens.
199 +[[image:HDC Xwiki Administer XWiki v1.0.0 2023-07-11.png||height="29%" width="20%"]]
198 198  1. Click **Users & Rights**, then click **Groups** to access the **Global Administration: Groups** page.
199 -1. Click **Create Group** and enter the name for the XWiki Project Group according to the naming convention “hdc-{project code}”, i.e., prefix “**hdc-**” followed immediately by the Project code assigned during Project creation. For example, the Project “IndocTestP-2” with the code “indoctestp2” has the XWiki Project Group name **hdc-indoctestp2**.
201 +1. Click **Create Group** and enter the name for the XWiki Project Group according to the naming convention “**hdc-{project code}**”, i.e., the prefix “**hdc-**” followed immediately by the Project code assigned during Project creation. For example, the Project “IndocTestP-2” with the code “indoctestp2” has the XWiki Project Group name **hdc-indoctestp2**.
202 +[[image:HDC Xwiki Create Group v1.0.0 2023-07-11.png||height="23%" width="50%"]]
203 +1. **Review the Group Name before proceeding**. Formatting the Group Name incorrectly will cause the Group to be decoupled from the Project in the Portal and Project members will not be able to access the page.
204 +1. Click **Create** to finish the Group creation.
205 +1. Check the Groups list to confirm the new Group is present.
206 +[[image:HDC Xwiki Confirm Group in List v1.0.0 2023-07-11.png||height="23%" width="50%"]]
207 +)))
200 200  
201 -1*.Note: formatting the Group Name incorrectly will cause the Group to be decoupled from the Project in the Portal and Project members will not be able to access the page.
209 +=== Configuring the Xwiki Project Page access for Project members ===
202 202  
203 -1. Click **Create** to finish the group creation.
204 -1. Check the Groups list to confirm the new Group is present
205 -
206 -=== Configuring the Project wiki page access for Project members ===
207 -
208 208  After the XWiki Project page and the XWiki Project group have been created, the final step is to assign page rights for the group so Project Members can view their Project page.
209 209  
213 +(((
210 210  1. From the newly created XWiki Project page, click **More Actions** (three dots) at the top right of the page to open the **Manage** menu, then click **Administer Page**. The **Page Administration** menu options are now available.
215 +[[image:HDC Xwiki Administer Page v1.0.0 2023-06-08.png||height="34%" width="15%"]]
211 211  1. Click **Users & Rights **> then **Rights: Page & Children**. Ensure the **Groups** radio button is selected.
212 -1. (((
213 -Locate the Group corresponding to the Project XWiki page and check the boxes under **View, Comment, and Edit** to assign these privileges to the Group.
214 -
215 -1. Note: Double check that you have assigned the permissions for the correct group before leaving the page.
217 +1. Locate the Group corresponding to the Project XWiki page and check the boxes under **View, Comment, and Edit** to assign these privileges to the Group.
218 +1. Before leaving the page, **review the configuration settings **to confirm that you have assigned the permissions for the correct Group.
219 +1*. [[image:HDC Xwiki Assign Group Permissions v1.0.0 2023-07-11.png||height="27%" width="50%"]]
216 216  )))
217 217  
218 218  The Project XWiki page is now configured. Project Members with any role can click on XWiki icon from the Project to launch XWiki in a new browser tab and view the Project XWiki page. They can also open any of the other XWiki Project pages to which they have access, and the User Guide, from XWiki’s left Navigation menu.
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223 223  
224 224  To invite the first Project Administrator, see //Inviting New Users// in this article.
225 225  
230 += Maintenance Notifications =
226 226  
232 +[[image:Maintenance Notifications v2.2.6 2023-04-13.png||height="10%" width="50%"]]
233 +
234 +Maintenance notifications inform Platform users of scheduled maintenance so they can plan their platform use around these times to minimize the impact on their work. Maintenance notifications are displayed prominently at the top of the Portal when a user logs into the platform and can be dismissed by the user. Platform Administrators can create and manage Maintenance notifications.
235 +
236 +=== Creating a Maintenance Notification ===
237 +
238 +[[image:Platform Admin Maintenance Notification v2.2.6 2023-05-23.png||height="13%" width="50%"]]
239 +
240 +1. Click **Platform Management** in the Main Menu, and open the **Notifications** tab.
241 +1. Enter the date, time, estimated duration, and a message to users (the window is populated with a suggested default message).
242 +1. Click **Preview **to see how the notice will appear to users. Check the information for accuracy.
243 +1. Click **Publish Now**.
244 +1. After you publish the notification, it is immediately seen by all Platform users as a banner in Portal.
245 +1. Maintenance Notifications remain posted in the Portal until you disable them. **Remember to disable the notification when the maintenance is complete or cancelled**.
246 +
247 +=== Interacting with Published Maintenance Notifications ===
248 +
249 +* More than one maintenance notification can be displayed at the same time. The banners stack on top of each other in the Portal and sort in descending order with the next upcoming maintenance window at the top.
250 +* To edit a published notification, return to the Notifications tab, select a Notification, and click **Edit**.
251 +* Users can dismiss the Maintenance notification for their current login session by clicking **x** in the banner, or forever by clicking **Don’t show again**. If a user clicks **Don’t show again**, they can still view the maintenance details up to the time the notification is disabled by clicking the **Bell icon** in the Main Menu.
252 +
253 +=== Disabling a Maintenance Notification ===
254 +
255 +After you publish a Maintenance notification, it remain posted in the Portal until you disable it. To disable a notification,
256 +
257 +1. Click **Platform Management** in the Main Menu, and open the **Notifications** tab.
258 +1. Find the published notification in the list and click to **open **it. Notifications that occurred in the past are flagged with a red dot signalling you should disable it, but you can disable any notification in the list.
259 +1. Click **X Disable Notification**.
260 +1. In the pop-up window, confirm by clicking **Disable Notification**.
261 +1. The notification is removed from the list, and users will no longer see the banner or Notification.
262 +
263 += Portal Email Service =
264 +
265 +Platform Administrators can send a short email to Platform users from the Portal Email Service. If the communication is for upcoming maintenance notice, consider using a Maintenance Notice instead.
266 +
267 +To send an email to some or all Platform users,
268 +
269 +1. Click **Platform Management** in the Main Menu, and open the **User Management** tab.
270 +1. Click **Send Email**.
271 +1. In the Email window, provide the required information:
272 +1*. Recipients - select one or more usernames, or **All Users **from the dropdown menu.
273 +1*. email Subject
274 +1*. email Content (maximum 1000 characters).
275 +1. Click** Send**.
276 +1. The email is sent to the selected recipients.
277 +
278 +
279 +----
280 +
281 +Copyright © 2023 [[Indoc Systems>>url:https://www.indocsystems.com]].
282 +
283 +HealthDataCloud is powered by Pilot technology, a product of [[Indoc Systems>>url:https://www.indocsystems.com]].
284 +
227 227  
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