User Manual Version 5.1.0.13
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Contents 1
2
3
4
Introduction ................................................................................................................................ 3 1.1 User Interface ................................................................................................................... 4 1.2 Menu (Toolbar) Options .................................................................................................... 4 1.3 People Cards ..................................................................................................................... 5 Using 1OrgChart .......................................................................................................................... 6 2.1 Navigation......................................................................................................................... 6 2.1.1 Expand/Collapse ................................................................................................... 6 2.1.2 People Explorer..................................................................................................... 7 2.2 View User Profiles ............................................................................................................. 8 2.3 Online Presence ................................................................................................................ 9 2.4 Search ............................................................................................................................... 9 2.5 Print ................................................................................................................................ 10 Creating Charts.......................................................................................................................... 12 3.1 Create a View.................................................................................................................. 12 3.1.1 Chart layout (tree depth) .................................................................................... 15 3.1.2 People Explorer................................................................................................... 16 3.1.3 Data Source ........................................................................................................ 18 3.2 Modify a View ................................................................................................................. 23 3.3 Delete a View .................................................................................................................. 24 Configuration & Advanced Options............................................................................................ 25 4.1 Manage (Hide/Show) People ........................................................................................... 25 4.2 Add the 1OrgChart web part to a page ............................................................................ 27 4.3 Manage Custom User Profile Properties .......................................................................... 29 4.3.1 Create a new user profile property...................................................................... 29 4.3.2 Create and assign a metadata property............................................................... 31 4.3.3 Add the new property to the Manage Properties list ........................................... 34 4.4 Create a Custom SharePoint List...................................................................................... 37 4.5 Direct Person Views ........................................................................................................ 39 4.5.1 Define a Direct Person URL ................................................................................. 39 4.5.2 Modify Direct Person Views (Profile or List)......................................................... 40 4.6 Web Part Properties ........................................................................................................ 40 4.6.1 Search Options.................................................................................................... 40 4.6.2 Toolbar Options .................................................................................................. 42 4.6.3 Export to Microsoft Visio..................................................................................... 43 4.6.4 Name Links (custom link-out options) ................................................................. 49 4.6.5 Display Properties ............................................................................................... 53 4.6.6 Warning Messages .............................................................................................. 58 4.6.7 Appearance (Chart Dimensions) .......................................................................... 60 4.8 Migrating Views .............................................................................................................. 61 4.8.1 Backup................................................................................................................ 61 4.8.2 Restore ............................................................................................................... 62
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1 Introduction 1OrgChart web part for Microsoft SharePoint 2010 lets you to create organisational and departmental charts with information pulled from SharePoint’s User Profiles or a custom SharePoint list.
This user manual is intended for SharePoint users configuring the 1OrgChart web part within Microsoft SharePoint Server 2010.
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1.1
User Interface
The 1OrgChart web part user interface consists of three panels.
1.2
Menu (Toolbar) Options
The table below outlines the options that are available in three Toolbar Menus. Users will be able to see each of these menus and options provided they have the required permissions Toolbar Menu
Option
Refer to Section…
1. Actions
4.6.2 – Toolbar Options
Export
4.6.3 - Export to Microsoft Visio
Manage People
4.1 – Manage (Hide/Show) People
Backup
4.8.1 - Backup
Restore
4.8.2 - Restore
Modify Direct Person View
0–
2. Settings
Modify Direct Person Views (Profile or List) Modify Direct Person View
0– Modify Direct Person Views (Profile or List)
3. Views
Create View
3.1 Create a View
Modify View
3.2 Modify a View
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1.3
People Cards
Each account within your profile store or list will have a corresponding People Card. Each card consists of a number of option elements which are identified below.
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2 Using 1OrgChart 2.1
Navigation
To navigate, expand or decrease the chart, follow the steps outlined in the sections below:
2.1.1
Expand/Collapse
To expand and collapse branches within the chart, follow this step: 1. Select the area of the chart you wish to expand or collapse 2. Click on the expand or collapse icon
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2.1.2
People Explorer
The People Explorer panel allows the user to easily navigate through the list of profiles, that when selected, generates a separate Chart View related to the chosen user. To configure the People Explorer follow the steps our lined in section 3.1.2 - People Explorer
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2.2
View User Profiles
1OrgChart allows you to link directly to a user’s profile (My Site) to learn more about them. To use this feature, follow these steps. 1. Click the user’s name in the chart.
2. If you have Microsoft SharePoint 2010 the user profile page (i.e. My Site profile) will be displayed.
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2.3
Online Presence
Online Presence functionality is a standard SharePoint feature that can be used to perform a number of tasks including checking a person’s availability, sending an email and viewing their Outlook information. Provided online presence is available in SharePoint, 1OrgChart people cards can also be configured to include this feature. Important: The Online Presence options that appear in the dropdown will vary depending on the Microsoft software that is installed on each individual client computer as well as the local Internet Explorer settings on the client computer. Software products that will extend your Online Presence functionality include Microsoft Office Communicator, Windows Messenger, MSN Messenger, Live Messenger and Microsoft Exchange Server. For further information visit the Microsoft website. If your chart has Online Presence selected, then this option will appear in the left hand side of the People Card (see screen shot below). 1. Click the Online Presence icon 2. Select from the available Online Presence options
2.4
Search
1. To search for users, enter a full, first or last name into the search box. 2. The search results will be displayed in the Chart pane
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2.5
The Print to Printer option can be used to print a chart view. To print a chart, follow these steps. 1. From the 1OrgChart menu under Settings, select Print to Printer
2. The chart will open in a new browser window 3. In the new browser window, from the menu, select File > Print 4. In the Print dialog window, select a printer
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5. Click Print
Note: Printing large horizontal hierarchies will not distribute information onto multiple pages due to the browser engine. Export to Visio will allow you to modify the size of your printed view. If you wish to remove items such as Online Presence you can do this by modifying the chart view.
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3 Creating Charts The following instructions will guide you through the steps to create organisation chart views using 1OrgChart. Firstly, we will take a look at the elements that make up a People Card which are detailed in section 0 -
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People Cards
3.1
Create a View
Each 1OrgChart web part can have a number of views which define how the chart will look. To create a new view, follow these steps. 1. Click Create View from one of following three options
2. Enter the following information where applicable. Steps
Available Options
1. Click Create View from one of following three options 2. Type a Name for the view 3. Decide whether the view will be the default view displayed when the page is loaded for the first time 4. Select either Personal View (intended for your views only) or Public View (seen by anyone using the site) 5. Select the Data Source to be used to create the chart:
a) Profile Database b) Custom List (click link View Users in 1OrgChart User Info List to edit this list)
6. Select the location of the 1OrgChart Custom Profile List 7. Select one of the following options that represents the intended organisation chart type for the view:
a) Organisation – creates a chart with all users in the Data Source b) Department – creates a chart that shows users within a single department c) Person – creates a chart with people who report to a single person
8. Select Display the Organisation chart by:
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a) Display the people explorer pane – Displays a separate navigation to the left of the chart
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b) Display the people explorer from this person – Specify a user to begin the explorer pane c) Do not display the people explorer pane – Will not show the explorer pane. 9. Select the Properties that you would like to appear for each user profile within 1OrgChart 10. Manage Custom user profile properties – Create custom properties 11. Select the number of levels that your chart will expand 12. Select to display profile photos, and select from the following options:
a) Select the image size for the photo displayed on each people card b) Select to align the image to the Left or Right
13. Select the width of the People Cards 14. Select whether to enable Online Presence information on each people card 15. Select whether to enable Name Links:
a) Use profile link from data source b) Use custom link defined in web part properties
16. Click Ok
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The new View will be displayed
Tip: To remove people cards from your chart you can use the Manage People feature. Refer to section 4.1 Manage (Hide/Show) People for instructions.
3.1.1
Chart layout (tree depth)
1. Locate the Chart Layout section within the Create or Modify View option 2. Select the tree depth for the chart view
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3.1.2 3.1.2.1
People Explorer Display the people explorer pane
1. In the People Explorer section, select Display the people explorer pane
2. All users will now appear within the people explorer view.
3.1.2.2
Display the People Explorer from a specified person
To display the People Explorer View starting with a particular individual, the user name can be specified within the view settings. 1. In the People Explorer section, select Display the people explorer from this person 2. Specify the user you wish to appear at the top of the People Explorer view.
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3. The People Explorer tree will start from the selected person.
3.1.2.3
Hide the people explorer pane
To display only the chart view without the additional People Explorer navigation on the left, follow these steps. 1. In the People Explorer option, select Do not display the people explorer pane
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2. The People Explorer panel will be hidden from the view.
3.1.3 3.1.3.1
Data Source Create a Chart from User Profiles
To create a chart with User Profiles, follow this step: 1. In the Data Source section select Profile Database
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3.1.3.2
Create a Chart from a Custom List (1OrgChart User Information List)
To create a chart using a Custom List, follow these steps; 1. In the Data Source section, select Custom List
2. Select the List Icon to specify a personal individual custom list location 3. Select the list called CC1OrgChartUserInfoList or browse to another list Important: The Custom List must be based on the CC1OrgChart User Information List template. To configure a custom SharePoint list, refer to section 4.4 Create a Custom SharePoint List 4. From the List Tools section, select the Items tab 5. To add a person to the list, from the menu click New > New Item
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6. Complete the following information about the person Account Name (required field) Manager First Name Last Name Work e-mail (required) Office Department Work Phone Cell Phone Fax Picture URL Preferred Name (Required) Job Title
7. Click Save
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8. The person appears in the list
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9. Add additional users to create the organisational hierarchy
10. Return to the Create View page 11. Complete the details for the chart view you wish to create (see section 3.1 – Create a View)
12. Click OK
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13. The 1OrgChart web part will display a new view created from the people in the 1OrgChart User Info List
3.2
Modify a View
Once additional views are created, users can modify these views. 1. From the 1OrgChart Settings drop-down, select Modify This View
2. Make the modifications to the view. 3. Click OK
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3.3
Delete a View
To delete a view follow these steps. 1. From the 1OrgChart Settings drop-down, select Modify This View
2. Click Delete
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4 Configuration & Advanced Options 4.1
Manage (Hide/Show) People
The Manage People option in 1OrgChart enables you to hide selected people from being displayed in the 1OrgChart views. 1. From the 1OrgChart Settings drop-down, select Manage People 2. Click Manage People Note: The Manage People option is only available to users with administrator accounts with full control ‌
3. In the Select Users to Hide box, add the user accounts that will be hidden from all charts in this web part. 4. Click OK
5. The chart will now be displayed without the selected users
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6. Alternatively, user can be hidden based on profile properties using the filters. To hide user filters select Hide users only when the follow is true
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4.2
Add the 1OrgChart web part to a page
The following instructions will guide you through the steps to add 1OrgChart to a page. 1. Browse to the site where you have installed 1OrgChart. 2. From the Site Actions menu, click Edit Page
3. From the Editing Tools menu, select the Insert tab 4. In the Insert tab, click Web Part
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5. In the Categories section, select Content and Code 6. In the Web Parts section, select 1OrgChart 7. Click Add
8. Click Save & Close.
The 1OrgChart web part has been successfully added to the page. You can now create one or more views of people within your organisation.
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4.3
Manage Custom User Profile Properties
Note: This section is not mandatory for the configuration of 1OrgChart. If you wish to create a custom property that is not available within the view configuration, follow the below steps. To create a Custom User Profile property, follow these steps:
4.3.1
Create a new user profile property
1. Open Central Administration > Manager Service Applications
2. Open the User Profile Service Application
3. Under the People section, click on Manage User Properties
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4. Click New Property
5. Create the desired property ensuring that it is indexed before completing. (e.g. Street Number)
6. In the section Policy Settings, ensure that the Default Privacy Setting is set to Everyone
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7. Click Ok 8. Add data into the new field within one or more profiles 9. Run a full crawl on your content source
4.3.2
Create and assign a metadata property
1. In Central Administration click on Manage service applications
2. Click on the Search service
3. In the left navigation, click Metadata Properties
string
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4. Click on New Managed Property
5. Enter a Property Name. This should be the same name as entered in the profile property created previously
6. In the section Mappings to crawled properties click Add Mapping
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7. In the field Crawled property name; enter the property created to perform a search. Then click Find
8. Click Ok 9. In the section Use in scopes select the option Allow this property to be used in scopes
10. Click Ok 11. In the Search service > Content Sources > Run a full crawl
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4.3.3
Add the new property to the Manage Properties list
1. On the root of the site collection, click Site Actions > View All Site Content
2. Under the section Lists, click CC 1OrgChart Manage Properties
3. Click New Item
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4. Fill in the following information; Field
Function
1. Title
Leave blank
2. PropertyName
As entered within the metadata property name field
3. Display Name
How you would like the property to appear
4. DataType
The data type selected when creating the metadata property.
5. IsMultiValued
Deselect: Multivalued properties are not supported
6. CaBeDeleted
Deselect
5. Click Save
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6. The property will now be available within the view configuration in 1OrgChart.
The property is now correctly mapped and will be present within user profiles to add the desired information.
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4.4
Create a Custom SharePoint List
Note: This section is not mandatory for the configuration of 1OrgChart. If you do not use User Profiles a list to enter user information will be available upon activating the web part. If you wish to create further lists, please follow the steps below. The following instructions will guide you through the steps to create a Custom 1OrgChart List where you can define the data for generating organisational charts. 1. Browse to a location in your Site Collection where you intend to create the list 2. From the left menu, click Lists 3. Click Create
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4. Filter by Lists and select CC1OrgChart User Information List
5. 6. 7. 8.
Enter a Name and click Create Return to the site where the 1OrgChart web part has been added Click Create View or Modify View Select Custom List (the default list location will be displayed in the text field)
9. Click the location picker icon (as seen above) to select the location of your created list 10. Click OK
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4.5
Direct Person Views
The Direct Person view can be used to create a chart from a specified person from a URL, using the person’s email address as a unique value. In other words, you can use Direct Person Views to enable an external application to display a chart in 1OrgCHart using a pre-defined link to the users chart ID (email address).
4.5.1
Define a Direct Person URL
Important: The email address must be populated in the user profile for the Direct Person view to function correctly. To create a chart using an email address within the URL, follow these steps. 1. Go to the URL where 1OrgChart is present
2. Remove viewed=3 from the URL and replace it with email= followed by the email address of the individual you wish to find and view.
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4.5.2
Modify Direct Person Views (Profile or List)
It is possible to customise the default view that defines how the Direct View charts are displayed. To modify the Direct Person View, follow these steps. 1. On 1OrgChart select Settings > Modify Direct Person View for Profile or Modify Direct Person View for List
2. Edit and customise any information that you would like to appear within the user profile cards 3. Click OK
Note: To use the Direct View via a URL string using an email address as the variable, please refer to section Error! Reference source not found. Error! Reference source not found.
4.6 4.6.1
Web Part Properties Search Options
If you would like to enable/disable the search feature as well as customising the amount of results per page, follow these steps. 1. Select Site Actions > Edit Page > Edit Web Part
1. In the Search section, select/deselect Enable Search Result to toggle the search functionality on or off within 1OrgChart. Š Content and Code Ltd www.contentandcode.com
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2. In the Search Result Page Size, enter the desired amount of results to appear per page.
3. Enabling Search properties in the current view only will produce and display results when a property within the current view only has been searched for.
4. To exclude properties from search, enter the properties within the above text field separated by a semi-colon.
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4.6.2
Toolbar Options
To enable/disable the use of the 1OrgChart Toolbar and Print functionality follow these steps. 1. Click Edit Web Part
2. In the Toolbar Options section: a. Select/deselect Show Toolbar to toggle the visibility of the toolbar in the web part b. Select/deselect the Enable Print Option to toggle the ability to print charts
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4.6.3
Export to Microsoft Visio
To export views from 1OrgChart to Microsoft Office Visio please follow these steps: 1. Select the view you wish to export
2. Click Actions > Export
3. Select the depth that your chart will display
4. Click Export
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5. Open Microsoft Office Visio and select Organization Chart Wizard
6. Select Information that’s already stored in a file or database 7. Click Next
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8. Select the option A text, Org Plus (*txt), or Excel file
9. Click Next 10. Select the columns in your data file that contain the information that defines the organisation 11. Click Next
12. Chose the columns from your data file that you wish to display
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13. Select the order of the displayed fields. (Previewed on the left)
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14. Choose the columns from your data file that you want to add to organisation char shapes as shape data fields. 15. Click Next
16. Select to personally specify how much of your organisation you want to display on each page, or allow the wizard to automatically break the organisation chart across pages 17. Click Next
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18. Click Finish
19. The chart will now appear within Microsoft Visio.
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4.6.4
Name Links (custom link-out options)
The following instructions will guide you through the steps to attach links to specified fields within 1OrgChart. Name links are made up of two components; A Base Link and a Value
To find the correct text information to enter as a name link, follow these steps. 1. In Central Administration, click Manage Service Applications 2. Click User Profile Service Application 3. Click Manage User Properties
4. Select a property and select Edit
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5. The value required for the Name Link will appear within the Name field as seen below.
Note: The same process outlined above can be applied to find the Name Link any other user profile property.
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6. Select Modify this view for the select/created view
7. Under Properties, select the property which will be connected to the Base Link. E.g. selecting department will produce a search of the department using the specified base link.
8. Select Name Links
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11. Select Edit Web Part
12. In the Use the following path as the base for Name Links field, enter an application address which will be used as the base to search: E.g. http://www.bing.com/search?q=
13. In the Append the following property to the Name Links field, enter the desired profile property which will provide a link to the search base. If the Department property is entered, the information contained within the Department property will be used in the search.
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4.6.5 4.6.5.1
Display Properties Retain Image Aspect Ratio
1. Select/deselect the Retain Image aspect ratio to ensure that the select image does not appear stretched or blurred.
4.6.5.2
Custom CSS Location
The following instructions will guide you through the steps to use a Custom Web Part CSS file 2. To ensure that original 1OrgChart CSS template isn’t modified, copy and rename the existing CSS file (CC1OrgChart.css) located in C:\Program Files\Common Files\Microsoft Shared\web server extensions\14\TEMPLATE\LAYOUTS\CC1OrgChart\Style 3. Select Site Actions > Edit Page > Edit Web Part
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4. Under the Display Properties header, enter the location of the custom CSS file into the Custom CSS Location field.
Important: The CC1OrgChart.css file MUST be the same on each web front-end server. Alternatively the file can be stored in the Style Library within the local Site Collection. 5. Click OK
4.6.5.3
Apply Colour Coding to People Cards
The following instructions will guide you through the steps to assign cards a background colour based on people property values. For example, display everyone in the HR department in yellow and/or all managers displayed are displayed in red. To apply colour coding to people cards, follow these steps. 1. Click Site Actions > Edit Page
2. Click Edit Web Part
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4. Select one of the following colour code options outlined below.
Figure 1 - None
Figure 2 - Only Name
Figure 3 - People Card
5. Click OK 6. Navigate to the Top Site within your site collection and in the left menu click Lists
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7. Select CC1OrgChart Colour Codes
Note: Adding, modifying and deleting colour codes will require Contribute permission or the CC1OrgChart list.
8. In the List Tools tab, select Items
9. In the menu, click New Item
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10. Complete the form to define the colour code options: Property
Description
Column Name
Department, Manage, Job Title etc
Value
IT, HR, Manager etc
Foreground Colour
Enter a # code or type a colour you wish to appear in the foreground
Background Colour
Enter a # code or type a colour you wish to appear in the background
Data Source
Select either User Profiles or SharePoint List (which can be specified within the Modify View option)
Priority
Priority of the colour code when two or more colour codes are matching
11. Click Save 12. Your colour codes are now applied to all charts within the same site collection (see the example below).
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4.6.6
Warning Messages
To display a warning to users when the top person in the chart does not have a manager (i.e. the manager property has not been populated for that user in the profile store), you can enable the Friendly Error Messages option for selected profiles.
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Note: The Warning Message option is disabled by default. This means that when a chart is displayed for a user that does not have a manager, no warning message will appear to indicate this. To enable friendly error messages, follow these steps. 1. Select Edit Web Part
2. In the Warning Messages section, select Enable friendly error messages
3. To hide the manager warning message for one or more profiles, enter the user name for each profile in the User Profile Database text box, separated by a semi-colon (;)
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4.6.7
Appearance (Chart Dimensions)
To edit the width and height of 1OrgChart, follow these steps. 1. Click Edit Web Part
2. In the Appearance section, enter a numeric value for the measurement selected.
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4.8 4.8.1
Migrating Views Backup
To backup one or more views created within 1OrgChart, follow these steps. 1. 2. 3. 4.
From the Settings menu, select Backup Select the desired view to be exported Click Backup Save the View Definition file (with file extension .1vd)
The exported file can now be used to import the View data into an upgraded version of 1OrgChart.
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4.8.2
Restore
To restore one or more views contained within a View Definition file, follow these steps. 1. From the Settings menu, select Restore
2. Click Browse to locate the View Definition file (with file extension .1vd) 3. Click Restore
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