Although you can freely view any public content on the Plone site, to view private content, or to add or edit files and pages you must first login.   The Plone site is located at: http://plone.jcu.edu.au.  Choose the correct portal for your group by clicking on the appropriate link.

To login to Plone:

• click the login link in the upper right hand corner of the page
• enter the same JC number and password that you use to login to the JCU network
• if you would like Plone to remember your JC number, you check the “Remember my name” checkbox by clicking on it
• click the login button at the bottom of the page to login.

You can also use the login section at the bottom left of the DART portal screen.

To log out of Plone

Click the logout link in the upper right hand side of the page.

To log into the Plone site you must have cookies enabled on your web browser.  To enable cookies on your browser, follow the steps listed below for your particular browser.

 Internet Explorer 6.x

1. Select Tools > Internet Options
2. Click the Privacy tab at the top of the screen
3. Move the slider to Medium and click OK

Internet Explorer 5.x

1. Select Tools > Internet Options
2. Click the Security tab at the top of the screen
3. Click Custom Level, and scroll down to the Cookies section
4. Set Allow Per-Session Cookies to Enable, and click OK

Mozilla 1.x (Firefox)

1. Select  Tools > Options
2. Click the Privacy Icon, and then the Cookies tab
3. Check the “Allow sites to set cookies” checkbox

Opera

1. Press F12
2. Click “Enable Cookies”

Netscape Navigator 6.x

1. Select Edit > Preferences
2. Click Privacy and Security in the menu on the left
3. Select Cookies
4. Select “Enable All Cookies” and click OK

Safari  

1. Click on the Safari-menu in Safari
2. Click on the Preferences ... item in the menu - a new window opens
3. Click on the Security icon near the top of the window.
4. Under Accept Cookies the Always or Only from sites you navigate to must be selected.
5. Click Ok to save changes 

Once you have logged into Plone, click on the my folder link on the Personal bar (2 in  the diagram).  You should see a display similar to the one below.

1. LiveSearch
2. Personal bar
3. Breadcrumb trail
4. Content management tools
5. Folder name
6. Plone bar
7. Accessibility tools
8. Folder contents

LiveSearch
A dynamic search engine that automatically updates the search results as you type a string in the search box.

Personal Bar
Contains links for logging in an out, access to your folder and your personal preferences for display of the site.

Breadcrumb trail
Displays your current location in the site hierarchy.

Content management tools
Tools for editing and viewing documents to which you have access.

Folder name
Lists the name of the folder you are currently viewing.

Plone bar

Contains the menus for adding an item and setting the state of an item.

Accessibility tools

Email – export this file as an email attachment
Print – print this file
Favorites – add this page to your favorites
Full screen – Toggle between full screen and normal Plone view

Folder contents

A display of any items in the folder.

Display View

Plone allows you to pick several ways to display the contents of a folder.  The standard view is listed below.  To change the view, click the display menu item from the Plone bar and choose the appropriate view from the list.

Setting up your folder and preferences

Each person with an account on Plone has their own folder.  Your content will be stored there, and you can create other sub-folders to organize your data. 

Plone personal bar

1. To access your folder, click the my folder link on the personal toolbar.
2. To edit your preferences, click the preferences link on the personal bar
3. If you click Personal Preferences you will be taken to a page where you can set individual values for your folder.  These are stored on the Plone server, and will be available regardless of the machine that you use to login.
4. For example, at the bottom of the page you can choose the photo to appear on your profile page.  Just click the browse button, and select the correct image file.
5. Click the Save button at the bottom of the page to save your changes.

You can set your preferences for all of the items listed below:

By default Plone displays a list of the contents of your folder and a brief description.  In order to change this view, you will need to create a new page and set the folder to use this page as the default view for the folder.

1.      After logging in to Plone, click the My Folder link on the Personal Bar

2.      Click on the Display menu and pick "Select a content item as default view"

3.      Select the item that you would like to be displayed as the default page of the folder and click the save button

4.      In order for the page to be visible you must choose "Make internally visible" from the state menu on the Plone bar

What kind of content can I post?
As a member of a Plone site, you have been automatically been granted access to add/edit/delete content from your personal folder.  Based on the security needs of your group, you may also granted access to other folders in your portal.

The following table lists the basic types of documents that Plone can store.  There may be others based on your group’s needs.

Anytime you click on the my folder link on your personal bar, you will be taken to your personal folder area.  Below is a description of the items you may find there.  By default the content will appear under the view tab in the Plone bar.

Contents tab

• A listing of the content arranged within a table showing title, size, modified, state and order
• By clicking on the up or down icon, an item can be moved up or down in the list
• Buttons along the bottom of the table allow items to be copied, cut, renamed or deleted
• The Change State button allows the document metadata to be updated.  See "setting the document metadata" section for more info.
  
  

View tab

• Shows a listing of the content arranged by Title
  
  

Edit tab

• Allows the user to edit the items Title and Description for this item
  
  

Properties tab

• Allows the user to set/edit the metadata for this item.  This is discussed further in the “setting the document metadata” section.
  
  

Sharing

• Allows the user to add users who can view this item.  This is discussed further in the “Sharing your document” section.

There are two ways to add information to Plone:

• Add a pre-existing document or file such as Word or a PowerPoint presentation
• Create a new document using the Plone interface

The instruction below describle the steps to add a pre-existing file to the Plone site.  The steps are similar for other types of content such as images.

1. Make sure that you are logged into Plone
2. Click the my folder link on your personal bar (just under the banner)
3. You should now see the contents of your folder with several tabs running across the top.  These tabs as well as the links to the right make up the Plone bar.
4. Select file from the add item menu on the Plone bar.
5. Fill in the form.  Only the fields with a red box are required.
6. Use the browse button to select the file from your computer or another location. 
7. Click the save button to finish.

 You should now see a message saying that your changes have been saved.  There will be a link labeled: Click here to get the file.  If you click on this link you will be able to download the file to your computer.  Extra details regarding the files type, size and data modified are also listed.

Follow the steps listed below in order to create a new document (page) in Plone.

1. Make sure that you are logged into Plone
   
2. Click the my folder link on your personal bar. You should now see the contents of your folder with several tabs running across the top. 
   These tabs as well as the links to the right make up the Plone bar.
   
3. Click the Add New Item menu, and you will see a list of document types that you can choose.
   
4. Choose the appropriate type of file from the drop-down menu.  Fill in the form.  Only the fields with a red box are required.  See setting document metadata for more information on how to fill in the fields.

Each item in Plone has specific properties called "metadata" that are associated with it.  This metadata allows documents to be found easily via searches and other queries to the system.   Although the metadata requested will vary from one content type to another, in general you will find the following values for an item.

In order to aid the advanced searching capabilities of Plone, you can add additional metadata to describe your item.  To add this metadata, click the properties tab of any document.  The metadata items are described below.

Workflows and document publishing

A workflow is a process that your document passes through before it becomes available to others via Plone. This process ensures that content posted on Plone meets standards for access control, security and intellectual property requirements. 

When an item is first created, its state is visible.  If the document must be reviewed by a second-party before it is published, then that person(s) is part of the workflow.  At each point in the workflow your document will have a different state.  These states are listed below.

The review list will appear on the right when you log in as a user who has review authorization and there are items to review.  The review list is a list of items that have been submitted by for review.

Click the document link to open the item.  At this point you have the following choices for this item:

Reject the item:

Reject the item by selecting reject from the drop-down choices

You would reject the item if you feel that it is not appropriate for the site, or if it requires more work

This returns the item to the visible state

Usually you will want to click the advanced option to open the comment form and add some comments describing why the document was rejected

Approve the item:

Approve the item by selecting Publish.

This changes the content into the published state

The content is now publicly available

Edit the item:

As the reviewer you have permission to edit the document yourself.  So make any changes that are necessary, and then approve the item.

Do nothing:

If you’re not sure whether this item is suitable or not, you can just leave it

This will put the document in limbo for the time being, and it will eventually need to be either approved, edited or rejected.

In order to make an edit to a previously published document, there are two choices:

Author

• The author can chose retract from the workflow drop-down item, which moves the document back into the visible state. 
• The author then makes the change and saves the document which adds it back to the review list. 
• It must be approved by the review/manager and then it is published again
  
  

Manager

• Any manager can edit any document
• So he/she edits the document, and it is republished without needed to go through the workflow process.

Individual file and document metadata may be edited by selecting items from the Contents tab of your folder. 

Click on the Title of the item, and then the Edit tab on the Plone bar. 

Make any changes needed to the metadata fields and click the Save button to finish.

In order to upload a newer version of a file, you will need to edit that item.  Choose the item from the contents view tab in your folder, and then click the edit tab on the Plone bar.

Only the fields with a red box are required.

To update your file, click the Replace with new file radio button, and click the Browse button to select the new version of the file.

If you would like to save this as an alternate version of the file, click the Save as new version check box.  If this choice is made a comments box will appear, allowing you to add version information. 

Currently the only way to share a document in Plone is to grant ownership of your document to the other person(s).  To do this:

1. Set the state of the document to Private
   
   
2. Click the sharing tab on the Plone bar
   
   
3. The sharing page has 4 sections:
1. Current sharing permissions
2. Add sharing permissions to users
3. Add sharing permissions to groups
4. Change ownership of this page
   
   
4. Scroll down to the section "Add sharing permissions to users"
   
   
   In this section you specify the user to whom you would like to grant ownership of the page.
   Enter their user name in the Search Term field and click the "perform search" button.
   
   
5. You should now see the screen below.
   
   
   
   Select Owner from the Role to assign drop-down list and click the "assign local role to related user(s)" button.
   

Images may be added by selecting image from the add item menu on the Plone bar.

If the image is of type .gif, .jpg, .png, or .pict, it should be viewable in the web browser and the image will not need to be downloaded separately.  The metadata for an image is very much the same as any other type of document.

Adding and editing events

In order to add an event to the calendar, select event from the Plone bar drop-down list. 

The following metadata items are required.  Although not required, Location is a useful bit of information to include.

News items are created in the same way as other documents, but will appear under the News tab once the item is published.

To create a News item, click news item from the add item menu on the Plone bar. 

Enter the metadata and click the Save button.  Note: only Title and Body text are required.

Links can also be added into Plone.  To add a link, choose link from the add item menu on the Plone bar. 

Add the metadata.  Only Title and URL are required.  To finish, click the save button.

Plone has it's own internal method of letting users create a list of bookmarks or favorites in their personal folder. If you have any, the my favorites box will appear along the right side of the page with a list of your favorites.

To add any page to your favorites folder, look for this       and click on it. This will automatically bookmark the page you are viewing in your favorites folder.