Table of Contents
Introduction
Message boards
Image Library
Calendar of Events
Grantees
Document Library
A Note on Navigation
Functional Areas
Message Boards
Viewing Topics and Posts
Creating a Topic
Reply to a Post
Image Library
Searching for an Image
Search Results
Viewing Images
Downloading Images
Uploading Images
Calendar of Events
Searching for an Event
Uploading an Event
Add New Event
Delete an Event
Edit an Event
Grantees
Searching for a Grantee
Document Library
Searching for a Document
Search Results
Saving Documents to Your Computer
Uploading Documents
Delete a Document
Modify Document Status
Replace a Document
Thank you!
Introduction
Welcome to the New Israel Fund Extranet. This is the place
to get the latest information on the New Israel Fund and to perform
tasks. Board members can view events, learn about the latest grantees,
and communicate with other board members on the message board.
There are three boxes on the welcome page. Each one is titled with
its function, as follows:
Message boards
Message boards let Board members or members communicate with peers.
Message boards allow conversations to be managed between many people
simultaneously, while also creating an archive of the organizational
thinking that has been invested in initiatives or actions.
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Image Library
The Image Library lets Board members share and store images. It helps
the New Israel Fund get the most benefit from its investment in image
rights by making it easy for any Board member to browse and select
items for use that have already been purchased.
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Calendar of Events
The calendar makes it easy to see either an overview or a detailed
view of upcoming events. Board members can upload events, view a monthly
calendar, search for events on a specific date, or see the events
that occuring that day.
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Grantees
This area of the site lets Board members learn about grantees. Grantees
can be searched based on their name, URL, founding year, or the year
that they received an NIF grant. They can also be searched by attributes,
which are categories that have been associated with them by a Board
or staff member.
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Document Library
The document library enables Board members to share and store documents.
Documents placed in the Document Library are archived for the future,
providing an important source of organizational knowledge that is
both more secure and easier to utilize than documents that are stored
on individual computers.
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A Note on Navigation
You can visit any one of these areas from anywhere on the site
by using the gray icons in the upper right hand corner of the page.
Here is a list of the icons and their meanings, but if you forget
just let your cursor rest for a moment on the icon you want to learn
about, and a description of it will pop up.
Figure 1: Table of Icons
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Functional Areas
Now let's look at the different areas in detail.
Message Boards
We provide message boards to enhance communication among our Board
members. Here's a little vocabulary to clarify the information below:
A topic is the subject being discussed. A post is an individual contribution
to the subject. A poster isn't something you hang on the wall, it's
the person who responded to a topic.
Figure 2: Message Board Welcome Area
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Viewing Topics and Posts
The message board area shows a list of topics with the dates each was
originated and the name of the original poster.
To view a topic, click on the topic title. The link will take you to
a detailed page that shows the original post and the name of the original
poster. To contact the original poster, click on his or her name and
an email window will pop up.
All responses appear under the title 'Posts'. The number in parentheses,
such as '(7)', is the number in of responses to the topic. Each post
also shows the name of the poster and the date it was posted.
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Creating a Topic
To create a new topic, click on the link called 'Post New BoD Message'
that is located in on the welcome page.
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Reply to a Post
To reply to a post, scroll down to the dialogue box titled 'Post/Respond'
and enter your text. Then click 'Add Post'. You will see a 'success
message' when your post has been published to the message board.
Another way to reply is to click on the 'Reply' link that is located
below and to the right of the original post.
Posts are published directly to the message boards and can't be edited
or removed by anyone except the site administrator.
Figure 3: Message Board Functions
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Image Library
The Image Library resides in the upper right hand corner of the page.
Board members can upload graphics and photographs to the Image Library,
or they can search and download images others have placed there.
Searching for an Image
To search for an image, click on the link called 'Search Images'.
This link appears directly under the sample image that appears on
the welcome page.
The search page allows you to define your search narrowly, which
can help you reduce search times and get more desirable results. To
refine your search, fill in as much of the search criteria as you
can. Your choices are:
- Image Title
This is good if you're looking for a specific image
- Attributes
The person who uploads the image places it into various categories
to make it easier to find and to allow it to appear on certain areas
of the site
Figure 4: Search Device
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Search Results
Once you've run your search, the results will appear. At the top of
page will be the number of records found. Beneath that, a list of
images that matched your request will appear.
Each image is numbered and titled, and each shows a small graphic
to indicate the image type. You don't have to memorize each one -
just rest your cursor on the image for a moment and a small text box
will pop up with the information.
Figure 5: Search Results
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Viewing Images
Click on the name of the image you wish to view. A new page will appear
containing the image, the date it was uploaded, a short description,
and instructions on downloading.
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Downloading Images
Downloading images is easy. Click and hold your cursor anywhere on
the image, or if you're using Win95/98 just right-click.
A menu will pop up; depending on the browser you're using, you will
have the option to either 'Save Image As', 'Save Picture As', or 'Download
Image to Disk'.
Once you've made your selection, a window will appear called 'Save
Picture'. This lets you navigate to where you want to save the picture
on your hard drive.
Then click 'Save', and the image will be downloaded to your computer.
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Uploading Image
To upload an image, click on the link titled 'Image Administration'
in the Image Library area on the welcome page. You will see a list
of all the image items that are currently in the database.
Figure 6: Uploading Images
To add your image to the database, click on 'Add New Image', which
is located at the bottom of the content list. A new page will load,
showing you a form. On the form, fill in the dialogue boxes as accurately
as possible - images that aren't labeled well will be difficult for
others to find.
Each image requires an image title, a description. Once these are
filled in, use the 'Browse' button to summon a window that will let
you search through your hard drive for the image you wish to upload.
After the image is found, it must be associated with 'attributes'.
Attributes make it possible for your image to be found more easily
by other users.
After the form is completed, click 'Add This Image'. In a moment
or two, you will receive a success message.
Once an image is uploaded, it can only be removed by the site administrator.
Figure 7: Upload Form
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Calendar of Events
The Calendar of Events box, located on the upper right, displays upcoming
events, shows a calendar of the current month color-coded to show days
on which events are scheduled, and lets users search for events scheduled
on a particular date. The current date is highlighted in yellow on the
small calendar, and is written out on the right side of the title bar.
Figure 8: Calendar of Events Function Area
Searching for an Event
There are two functions in the Calendar of Events box - a monthly
overview with a search device, and an area featuring each day's
scheduled events.
The monthly overview appears in the upper left corner of the Calendar
of Events area. It is set to the current month, but you can search
on any date by entering it in the blank box beneath the calendar.
Dates must be formatted 'MM/DD/YY'.
The current day is shaded in orange (and also written out on the
right side of the Events title bar). The current day's events are
featured on the welcome page directly to the right of the small
calendar.
Days shaded in blue have events scheduled. Clicking on one of the
blue dates will bring up detailed information on that day's events.
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Uploading an Event
Every Board member can upload event information and publish it live
to the site, but only the site adminstrator can edit or delete events.
To upload an event, click on the 'Events Administration' link at
the bottom of the Calendar of Events box. This will bring you to
the 'Events Index' page, which displays a listing of all events,
including each one's name, start date, end date and location. Clicking
on an event will reveal more information about it.
Figure 9: Events Index Page
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Add New Event
Click on the 'Add New Event' button at the bottom of the Events
Index page to get to the Events upload form. The form contains a
number of dialogue boxes in which search criteria must be entered.
Criteria include:
- Event
This is for the event name.
- Details
Describe the event as accurately and concisely as possible.
- Office/Location
Place where the event will occur.
- Event Contact Name
The name of the key contact person for the event.
- Event Contact Number
The phone number up to 30 characters.
- Event Start Date/Time
This is entered in two dialogue boxes. The date is in MM/DD/YY
format, while the time is in HH:mm format.
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Deleting an Event
Click the 'Delete' button next to the event name. If you do
not see this button, your group settings don't include this function.
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Editing an Event
Click the 'Edit' button next to the event name. If you do not see
this button, your group settings don't include this function.
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Grantees
Grantees information is displayed in its entirety on the extranet (an
edited version of this content appears on the public website).
Searching for a Grantee
Users can find grantees in two ways, simple searches or detailed searches.
Simple searches are conducted through the dialogue box on the welcome
page in the lower left hand corner. For instance, a search on the
word 'institute' will return every grantee with that word in its name.
For a more refined search, click on the 'Detailed Search' link directly
underneath the dialogue box on the welcome page. A new page will appear
containing a form that allows users to search on the following criteria:
- Grantee Name
All or part of the grantee name may be included here
- URL
The website address of the grantee organization - be sure not to
include 'http://' in your entry
- Founding year
This is the year the grantee organization was founded
- NIF Grant Year
The year the grantee received an NIF grant
- Attributes
These are subject categories that have been associated with each
grantee by a Board or staff member
Fill in your search criteria and click the 'Search' button. All matching
records will be returned to you. For more detailed information on
one of the returned grantee listings, click on the number next to
the grantee's name.
Figure 10: Grantee Search Results
Clicking on the number next to the grantee's name will send you to
a detailed page showing all the information described in the 'Search
Criteria' section above, plus specific background information on the
grantee, contact information, and financial information.
Figure 11: Grantee Detail
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Document Library
The Document Library resides in the lower right hand corner of the
welcome page. Board members can upload documents they have created to
the Document Library, or they can search and download documents others
have placed there.
Searching for a Document
Users can find documents in two ways, simple searches or detailed
searches. Simple searches are conducted through the dialogue box on
the welcome page in Document Library area. For instance, a search
on the phrase 'talking points' will return every document that fits
that description.
A detailed search allows you to define your search narrowly, which
can reduce search times and get more desirable results. For a more
refined search, click on the 'Detailed Search' link directly underneath
the dialogue box. A new page will appear containing a form that allows
users to search on the following criteria:
More details on these criteria can be found in the next section,
'Uploading a Document'.
Enter the known criteria and click 'Search'. If you wish to discard
your search criteria, click 'Clear Form'.
Clicking the 'Search' button will reveal a list of all matching records.
They will appear as a numbered list. The file type of each document
is illustrated with a small graphic; if you're unsure of what a graphic
means, just rest your cursor on it for a moment and a text description
of it will pop up.
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Search Results
Once you've run your search, the results will appear. At the top of
page will be the number of records found. Beneath that, a list of
documents that matched your request will appear.
Each image is numbered and titled, and each shows a small graphic
to indicate the file type. You don't have to memorize each one - just
rest your cursor on the image for a moment and a small text box will
pop up with the information.
To view more details about a document, or to begin downloading it,
click on the number next to the document name.
Figure 12: Document Search Results
Saving Documents to Your Computer
To learn more about a document or to download it, click on the number
next to its name. A detailed screen appear.
Figure 13: Document Detail
Notice the link that says:
Click here to download
this document.
Click on the word here. Depending on your browser configuration,
you will receive the document in one of two ways. Either the document
will appear in your browser and you can save from there by clicking
'File menu > Save As' on the menu bar, or a window will
pop up that allows you to save the document to your hard drive.
If you have questions, please contact your site administrator.
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Uploading Documents
To upload a document, start by clicking the 'Document Administration'
link on the welcome page. This will summon a list of all documents
on a 'Document Administration' page (see Figure 14).
Figure 14: Document Index Page
At the bottom of the list is a button called 'Add New Document'.
Clicking on this button will deliver you to a another page containing
a form (see Figure 15).
Figure 15: Upload Form
The criteria that must be filled out are:
- Document Title
This is the formal name of the document, rather than the file name
- Created By
This allows the creator to receive credit and to be easily identified
for future updates or corrections
- Description
A short but complete description of the document should be entered
here, possibly including information such a summary of the document,
its intent, its intended audience, etc.
- File
Enter the file name or use the 'Browse' button to search for the
document on your hard drive
- Attributes
Check all the boxes that match your document to make it easier for
others to find later.
When the form has been filled in, click 'Add This Document' to send
it to the Document Library. In a moment or two, you will receive a
success message.
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Delete a Document
Everyone can add documents, but only the site administrator can delete
them or edit their status.
To delete a document, go the 'Document Administration' page. Locate
the document you wish to modify in the 'Type Name' column. On the
far left will be a button called 'Delete'. Click on the 'Delete button'
and the document will be removed from the site.
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Modify Document Status
Documents themselves can't be modified directly on the site. They
can be downloaded, edited and then re-uploaded. See 'To Replace a
Document' at the end of this section.
However, information about the document can be edited on the site
by the site administrator.
To edit document information, go to the 'Documents Administration'
page. Locate the document you wish to modify in the 'Type Name' column.
On the far left will be a button called 'Edit'.
Click on the 'Edit button' and a form will appear that is identical
to the form used to add documents. Edit the information about the
document and click 'Update Document'. Your input will be recorded
and you will be returned to the Document Administration page.
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To Replace a Document
To replace a document, go to the 'Documents Administration' page.
Locate the document you wish to modify in the 'Type Name' column.
On the far left will be a button called 'Edit'.
Click on the 'Edit button' and a form will appear that is identical
to the form used to add documents. Go to the field titled 'Current
Title' and use the 'Browse' button to find the new document on your
hard drive. Select the document. When satisfied, click 'Update This
Document'. Upon success, you will be returned to the Document Administration
page.
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Thank you!
Thank you for taking the time to learn more about your extranet. If
you need help while using the site, click on the "?" icon in the upper
right hand corner. Your site administrator will happy to answer any
questions you might have.
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