
|
|
VB-Informatika
d.o.o.
|
SEBLib user guide
|
For
all versions of SharePoint 2010
|
Contents
About
SEBLib. 3
Starting with SEBLib. 4
Library
home page. 4
My library page. 5
Search
pages. 5
Material
lending page. 6
Library
management page. 6
Library
settings page. 7
Users and
permissions. 8
Additional
SEBLib customization. 9
SEBLib
Lists. 9
Announcements. 9
Categories. 10
Events. 11
Event
search page. 11
Current
events. 12
Favorite learning plans. 12
Favorite material 13
Languages. 13
Learning plan. 14
Learning
plan search page. 14
Learning
plan view page. 15
Learning
plan add and edit page. 16
Lending list 16
Locations. 17
Material 18
Material
search page. 18
Material
view page. 19
Material
add and edit page. 20
Material reviews. 22
Review
search page. 22
Material stores. 22
Material
wish list 23
Web libraries. 24
SEBLib
roles. 25
SEBLib
User roles. 27
Figures
Figure
1: Library home page. 4
Figure 2:
My library page. 5
Figure 3:
Material lending page. 6
Figure 4:
Library management page. 7
Figure 5:
Library settings page. 7
Figure 6:
Latest announcements page. 9
Figure 7:
Category search page. 10
Figure 8:
Search events page. 11
Figure 9:
Current events page. 12
Figure 10:
My favorite learning plans page. 12
Figure 11:
My favorite material page. 13
Figure 12:
Languages search page. 14
Figure 13:
Learning plan search page. 15
Figure 14:
Learning plan view page. 15
Figure 15:
Learning plan edit page. 16
Figure 16:
Location search page. 18
Figure 17:
Material search page. 18
Figure 18:
Material view page. 19
Figure 19:
Material edit page. 20
Figure 20:
Material reviews search page. 22
Figure 21:
Material store search page. 23
Figure 22:
Wish list view page. 24
Figure 23:
Web libraries search page. 25
Figure 24:
Role view page. 26
Figure 25:
User role search page. 27
User guide for:
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SEBLib 2.0.5
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Document version:
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1.5
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Document date:
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25.03.2013
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Author:
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VB-Informatika d.o.o.
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SEBLib url:
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http://seblib.com
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The SEBLib digital library
offers you efficient sharing of books, audio, video and external learning
material among teams and employees on your company intranet. You can get all
necessary information about material that is available internally as well as
guidance on alternative ways of obtaining material from external sources.
You can provide links to
popular web libraries and online stores, which is very useful for less skilled
users and new team members. Knowing where to find it is half the battle of
getting the material.
SEBLib offers personalized
pages to access your favorite material, reservations, loans and wish lists. You
can find the desired material either by standard SharePoint full text search or
in a more advanced way by specifying various predefined metadata fields
(author, title, category, location etc.).
In business organizations,
material is often distributed among various teams as opposed to the classical
library where material is stored in a central location. Lack of a central
catalogue limits material availability. Using SEBLib, material is always close
by for the people who need it most, and other users can get a valuable opinion
on material from the person who knows it best. This can be a step forward to
sharing knowledge and networking among otherwise isolated teams inside an
organization.
SEBLib is built as a site
template for Microsoft SharePoint Server 2010 and as such it is integrated into
your organization’s intranet portal offering you flexibility and extensibility
included in the underlying document management and collaboration system. All
data including attached digital material content is stored in standard
SharePoint lists that can be easily extended to meet your needs by adding
additional fields, new lists and external data sources. Site design, page
navigation and web part arrangement can be changed very quickly. The library
can be accessed with a web browser without any additional installations on the
client computer. Use of standard SharePoint elements allows fast learning and
easy adoption since users are already familiar with your SharePoint intranet
portal.
SEBLib consists of the
following main pages:
·
Library
home page
·
My
Library
·
Search
pages
·
Material
lending page
·
Library
management and
·
Library
settings page
Depending on your
permissions you can see various links in SEBLib main menu.
Library home pages give you
quick information about new library material, reviews, events, learning plans,
announcements and links to external web libraries and online bookstores.

Figure 1: Library home page
My
library page
My library pages contain
personalized information for the current user including favorite material,
learning plans, reviews and material loan. It contains links to
the following pages:
·
My favorite
material
·
My
borrowed material
·
My
overdue material
·
My
reserved material
·
My
favorite learning plan
·
My
material wish list
·
My
reviews

Figure 2: My library page
Search page allow you to
find data using predefined filter. SEBLib provides the following main search
pages:
·
Material
search page
·
Event
search page
·
Learning
plan search page
·
Review
search page
Each of these pages is
described in detail under its list description.
Material lending pages allows
you to manage reservations and loan of material.
To view user’s loan select
a user (enter user id or browse user lookup page) and all its reservations,
borrowed and overdue material will be displayed bellow.
To view material loan
status select a material (enter material inventory number or browse material
lookup page) and all users that reserved material will be displayed bellow.
You can manage loan for
selected material on its view page. Click on the link with material title to
open its view page and can see all available actions.
For lending details see
also “Material lending list” chapter.

Figure 3: Material lending page
Library management pages enable
you to manage all SEBLib content including material, learning plans,
categories, locations, languages etc. Depending on your user permissions you
may see different actions in the SEBLib actions menu.

Figure 4: Library management page
Library settings page
allows you to manage SEBLib setting.

Figure 5: Library settings page
Depending on your
permissions various rows may be displayed:
·
Category
refresh –
displays information when categories were last refreshed.
·
Location
refresh –
displays information when locations were last refreshed.
·
License
information
– displays installed SEBLib licenses information. To add/remove licenses click
button Edit licenses.
·
UI
customization for administrators - allows administrator to temporally disable user
interface customizations included in SEBLib for his own needs. Other users are
not affected by this feature. SEBLib hides some standard SharePoint links and
buttons which are not relevant to SEBLib logic, but may be useful for
administrator to perform additional customization of site.
·
Installed
SEBLib version
– displays information on currently installed SEBLib version. To see if new
version is available press button “Check for updates”.
On top of standard
SharePoint permissions, SEBLib adds another layer of user permissions which
allow you to more precisely define various groups of users and their available
actions.
Permission templates are
stored in the SEBLib roles list and are assigned to users and groups through
“SEBLib user roles” list. Validation of user permissions on add/update/delete
is implemented using event receivers on all SEBLib lists. SEBLib does not place
any additional limitations on read access to list items.
Event receivers are enabled
by activating “SEBLib 2.0 Event Receivers” feature. To disable them deactivate
this feature.
SEBLib supports various
user roles and depending on your permissions you may gain access to different
functionality. Roles are defined in SEBLib roles list.
By default the following predefined
roles are available:
·
SEBLib
Librarian
·
SEBLib
Member
·
SEBLib
Visitor
SEBLib Visitor can view all
site content, but can only manage own favorite materials, own reviews, own wish
lists and own favorite learning plans.
SEBLib Member can perform
all actions available to “SEBLib Visitor” plus can manage own material,
lending, learning plans, web libraries and material stores.
SEBLib Librarian can manage
all site content with exception to Site settings and User role management which
is only available to site administrators.
See also SEBLib roles
chapter for additional information.
If you want to customize SEBLib you
should first temporarily disable SEBLib customizations. Go to »Library
settings« and click »Disable« in the »UI customization for administrators« row
to show SharePoint standard toolbars.
You can make your changes using
SharePoint designer. When done you should enable the »UI customization for
administrators«.
When upgrading SEBLib to a new version
all replaced files are backed up to “Upgrade” subfolders and you can merge your
changes with new files after upgrade.
Purpose of announcements is
to inform all users about latest news and provide instructions regarding use of
the library.
Users with “Manage announcements” role
can edit all items using “Library management”->”Announcements” page.

Figure 6: Latest announcements page
This list contains all
categories that can be assigned to a material list item. Categories are
hierarchical. Each category can be assigned a parent category and can have
several child categories.

Figure 7: Category search page
Explanation of the most
important columns in the list of categories:
• Parent category – look up to the same list
that enables hierarchy of categories
• Category hierarchy – position of category
inside of the hierarchy presented as a sequence of parent IDs separated by
".". Calculated internally by SEBLib.
• Indent number – identifies hierarchy
level; depth from the source category. Calculated internally by SEBLib.
• Indented title – calculated as
"title" prefixed by number of "indented" spaces. Used for
display in some drop down lists.
• Row order – absolute position of
category within the list. Calculated internally by SEBLib and used for sorting.
• Numbered title – calculated as "title"
prefixed by "category hierarchy". Used in views for display.
Note: Category hierarchy,
indent and hierarchy row order are calculated internally when you click button
“Rebuild hierarchy” on pages “Library settings” or “Categories” search page.
If you experience problems
with the indented title and hierarchy display, go to settings page and click
“Rebuild hierarchy” button.
Users with “Manage categories” role
can edit all items using “Library management”->”Categories” page.
This list stores calendar
of events like internal lectures, webinars, online courses, etc. using this
list you can share with your colleagues’ information about incoming education
events you receive by email or you found on the internet.
Users with “Manage own events” role
can add and edit their items using “Library management”->”Events” page.
Users with “Manage events” role can
add and edit all items using “Library management”->”Events” page.
To search all events you can use
“Search events” page.

Figure 8: Search events page
To find current events you can also
see Events calendar page.

Figure 9: Current events page

Figure 10: My favorite learning plans page
This list contains favorite
learning plans for all users. Management of favorite learning plans (adding /
removing) is available on learning plan view page.
Users can access their
favorite learning plans using “My library”->”My favorite learning plans”
page.
Only users with “Manage own
favorite learning plans” role can manage their favorite learning plans.
This list stores links to
favorite material for all users. When users click on a link to their favorite
material, they are redirected to the detailed view of the material. There they
can perform various actions including adding and removing material from list of
favorites.
Users can access their
favorite material using “My library”->”My favorite material” page.
Only users with “Manage own
favorite materials” role can manage their favorite material.

Figure 11: My favorite material page
This list contains
languages that can be assigned to material list items. It represents the
language in which the material item is written.
Users with “Manage languages” role can
add and edit all items using “Library management”->”Languages” page.

Figure 12: Languages search page
A learning plan contains
material that should be known to a group of people. For example if everyone in
marketing team should know how to use Excel, Outlook, Dynamics CRM and should
be familiar with social networks then you can simply create a learning plan
“Marketing basics” and add relevant material to the plan (video, books, etc.).
You can add new learning
plan using “New learning plan” action on “My library” and “Library management”
pages.
Users with “Manage own
learning plans” role can add and edit learning plans where they are defined as
“Assigned librarian” or this field is empty.
Users with “Manage learning
plans” role can add and edit all learning plans.
Users with “Manage own
favorite learning plans” can add a learning plan to theirs favorite list.
This page allows you to
find learning plans using various predefined filters.

Figure 13: Learning plan search page
Learning plan view page
displays information about learning plan and material included in it together
with current user ratings of material. This way you can always know what
material you already know and what you have to read / watch / explore / study.

Figure 14: Learning plan view page
Learning plan add/edit page
allows you to manage learning plans.

Figure 15: Learning plan edit page
List of fields on learning
plan:
• Title – learning plan title
• Description
• Subject terms – descriptive words and
keywords that characterize this learning plan
• Comment
• Material – List of material in the
learning plan
• Assigned librarian – if set only assigned user
with role “Manage own learning plans” and all users with role “Manage learning
plans” can edit this item
The lending list stores
data about material lending and is used for borrowing and reserving material.
The following roles allow
you to change content in the Lending list:
·
“Manage
own reservations and borrowing” – can “Reserve” material and “Ask for
extension”
·
“Manage
own lending” – can perform all lending actions on material where user is set as
“Assigned librarian”.
·
“Manage
lending” - can perform all lending actions on all material
Users can view their
reservations, borrowed and overdue material using “My library” pages.
Actions for managing loan
and reservations are available on “Material view” page. They are displayed only
to users with appropriate rights.
To manage user loan open
“Lending material” page and select a user (enter user id or browse user lookup
page).
To view material loan
status open “Lending material” page and select a material (enter material
inventory number or browse material lookup page).
The list of locations
contains places inside your organization where physical material is located.
Locations can include an office, a department, a team etc. Locations are hierarchical.
Each location can be assigned a parent location and can have several child
locations.
Explanation of the most
important columns in the list of locations:
• Parent location – look up to the same list
that enables hierarchy of locations
• Location hierarchy – position of location
within the hierarchy presented as a sequence of parent IDs separated by
".". Calculated internally by SEBLib.
• Indent number – identifying hierarchy
level – depth from the source location. Calculated internally by SEBLib.
• Indented title - calculated as
"title" prefixed by number of "indented" spaces. Used for
display in some drop down lists.
• Hierarchy row order – absolute position of
location on the list. Calculated internally by SEBLib and used for sorting.
• Numbered title – calculated as
"title" prefixed by "location hierarchy". Used in views for
display.
Note: Location hierarchy,
indent and hierarchy row order are calculated internally when you click button
“Rebuild hierarchy” on pages “Library settings” or “Library management”->“Locations”
search page.
If you experience problems
with the indented title and hierarchy display, go to settings page and click
“Rebuild hierarchy” button.
Users with “Manage locations” role can
edit all items using “Library management”->”Locations” page.

Figure 16: Location search page
The list of material stores
all data about physical and digital material in the SEBLib library as well as
URLs and embedded code for external material from the internet.

Figure 17: Material search page
Search page offers advanced
material search by various metadata fields including hierarchical categories
and locations.
Material
view page displays information about the material along with all attachments
that we have enclosed.

Figure 18: Material view page
If we have
attached at least one image, the first loaded image is displayed as the cover.
In cases where material is marked as »physical material«, additional
information is displayed regarding lending status indicating whether the
material is available or currently on loan to a user. There is also a list of
material reservations made by users who wish to borrow material. A list of all
reviews is displayed at the bottom of the page.
At the top
of the page there are links that allow you to perform the following actions
based on your user rights:
• Add to favorites: adds material to list of favorite
material and displays it in the »My favorite material« section.
• Remove from favorites: removes material from
favorites list.
• Borrow material: loans selected material
to a user.
• Return material: returns borrowed
material.
• Reserve material: places reservation on
selected material for current user. List of reservations serves as a
recommendation to the librarian who then has the discretion to decide who will
get the material next.
• Cancel reservation: removes current user from
the list of selected material reservations.
• Request extension: allows you to ask for an
extension of the loan period.
• Accept extension: approves proposed
extension of loan period.
• Add a review: allows you to write a
review for selected material
• Edit review: allows you to edit your
review for selected material
Materials add/edit page
allows you to add and edit material in SEBLib library.
To add new material, open
the library management page and click the “Add material” button in SEBLib
actions menu at the top of the page. To edit existing material, open the
material search page and locate the desired material. Then click on the desired
row title link to open its material view page. On View page choose the “edit
item” command. After you make necessary changes click on the “OK” button to
save your changes.
Depending on the type of
material you are adding, you may choose which fields you will enter. Only
fields with values will be displayed on view page.

Figure 19: Material edit page
List of fields on material:
• ISBN – International Standard
Book Number
• Title – material title
• Category – hierarchical material
category from list of categories.
• Language – language of material
from list of languages
• Notes – additional notes about
material
• Subject terms – descriptive words and
keywords that characterize material
• Author – author of material
• Publisher – person or organization
that published this resource
• Publication year – year from material
published date
• Summary
• Assigned librarian – if set only assigned user
with role “Manage own material” and all users with role “Manage material” can
edit this item
• Digital material available – identifies that
attachments contain material content (e.g. PDF eBook)
• External content URL – you can enter URL to
material found on internet
• External content embed code
– when
adding external audio / video you can enter html embed to make external content
part of material page. Before using this option make sure you trust the source
of external content and talk to your administrator due to possible security
risks.
• Physical material available – check if selected
material contains physical units (printed book, DVD etc.)
• Physical material location – identified location
where physical units are stored. It is only relevant for physical material and
can be selected from the list of locations.
• Inventory number – internal material
identification used within library for lending purposes
• Attachments – you can attach various
content including eBook files, cover images etc. If you upload several images,
the first one in the correct format will be displayed as the cover image
• Cover image url – url to one of attached
images. It is displayed on home page material list and on material view page.
Whenever you read a book or
watch a video you can write a review in the library. You can keep track of what
you already studied and your opinion can be helpful to your team members.
Users with “Manage own material
reviews” role can
add and manage their own reviews. To add a review for selected material open
“Material view” page and use “Add review” command.
User can access their own
reviews using “My library” -> “My reviews” page.
To search all available
reviews use “Search reviews” page

Figure 20: Material reviews search page
This list shows links to online
material stores where your organization purchases new material.
Users are encouraged
search these sites for all material they need that is not already in the
library. When material is located, it can be added to the wish list where
librarians can check it and purchase it. These links are also useful as a guide
for less skilled users to obtain new material.
All users can access Material stores
on “Library home” page.
Users with “Manage material stores”
role can edit all items using “Library management”->”Material stores” page.

Figure 21: Material store search page
Users can
propose purchase of additional material using material wish list.
There are
two SEBLib user roles available for working with wish list items:
·
“Manage own wish list” – user can add, edit, submit or cancel
own proposals.
·
“Manage wish list” (wish list manager) – user can manage all
wish list proposals (Approve, Reject, Order and Include in library).
Wish list
item can be in one of the following statuses:
·
"Draft" – item has been created and user can edit
it. At this point user can choose “Submit for approval” or “Cancel proposal”.
·
“Submitted” – Proposal is waiting for approval by wish list
manager.
·
"Proposal canceled" – user canceled proposal.
·
"Approved proposal" - Item has been approved for
purchase by wish list manager
·
"Proposal rejected" – proposal has been rejected by
wish list manager
·
"Material ordered" – item has been ordered
·
"Material included in library" – item is available
and has been added to SEBLib material.
The
following actions are available on wish list view page:
·
"Submit
for approval"
·
“Cancel
proposal"
·
"Approve
purchase" – requires wish list manager role
·
"Reject
purchase" – requires wish list manager role
·
"Mark
as ordered" – requires wish list manager role
·
"Mark
as included in library" – requires wish list manager role
All users can access their proposals
in “My library” -> “My material wish list” page.
Wish list managers can access full
list using “Library management”->”Material wish list” page.

Figure 22: Wish list view page
Web
libraries
This list stores links to
the most popular web libraries for your organization. The purpose of this list
is to facilitate user’s access to material that is located outside of the
organization either in the public digital libraries or in classical libraries
to which your organization has access.
Many digital libraries and
portals on the internet contain free material, but users often do not know
where and how to find them. With the help of this list, all users can be
informed where and how to find desired material with as little effort as
necessary.
All users can see web libraries on
“Library home” page.
Users with “Manage web libraries” role
can edit all items using “Library management”->”Web libraries” page.

Figure 23: Web libraries search page
Field name
|
Description
|
Title
|
Custom SEBLib role name
|
Manage own favorite materials
|
Users can add and remove materials from their own
favorites.
|
Manage own favorite learning plans
|
Users can add and remove learning plans from their own
favorites.
|
Manage own material reviews
|
Users can add, edit and remove their own reviews.
|
Manage own wish list
|
Users can add, edit and remove their items from wish
list. They cannot manage other users’ items or approve purchase.
|
Manage own reservations and borrowing
|
Users can reserve material, cancel reservation or ask
for loan extension.
|
Manage own events
|
Users can add, edit and remove events they created.
|
Manage own material
|
Users can add, edit and remove material where field
“Assigned librarian” is empty or assigned to them.
|
Manage own learning plans
|
Users can add, edit and remove learning plans where
field “Assigned librarian” is empty or assigned to them.
|
Manage own lending
|
Users can loan material where field “Assigned
librarian” is empty or assigned to them.
|
Manage events
|
Users can add, edit and remove all events.
|
Manage material
|
Users can add, edit and remove all material.
|
Manage material stores
|
Users can add, edit and remove all material stores.
|
Manage learning plans
|
Users can add, edit and remove all learning plans.
|
Manage lending
|
Users can perform all loan actions.
|
Manage wish list
|
Users can add, edit and remove all wish list items and
perform all status changes including approval of purchase.
|
Manage web libraries
|
Users can add, edit and remove all web libraries.
|
Manage announcements
|
Users can add, edit and remove all announcements.
|
Manage categories
|
Users can add, edit and remove all categories.
|
Manage languages
|
Users can add, edit and remove all languages.
|
Manage locations
|
Users can add, edit and remove all locations.
|
Manage settings
|
Reserved for future use.
|
Manage roles
|
Users can add, edit and remove all roles.
|
Manage role assignments
|
Users can add, edit and remove all role assignments.
|
Users with “Manage roles” role can
edit all items using “Library management”->”SEBLib roles” page.

Figure 24: Role view page
SEBLib User role assigns a
“SEBLib role” to selected user or group. User can be assigned multiple roles.
Users with “Manage roles” role can
edit all items using “Library management”->”SEBLib user roles” page.

Figure 25: User role search page