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QuickPlace
Getting started and a quick how to guide.
Table of Contents
Overview – QuickPlace ................................................................................................................3
Guidelines when using QuickPlace: ..........................................................................................3
Access levels available for QuickPlace: .....................................................................................3
Accessing QuickPlace..................................................................................................................4
Navigating a QuickPlace ..............................................................................................................5
Creating a QuickPlace .................................................................................................................6
Modifying your QuickPlace ...........................................................................................................7
Editing a QuickPlace................................................................................................................7
Creating a new page ................................................................................................................8
Creating a new folder...............................................................................................................9
Deleting a page .......................................................................................................................9
Revising and editing documents ............................................................................................. 10
Deleting a QuickPlace................................................................................................................ 11
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Overview – QuickPlace
Cardiff University QuickPlace is a self-service Web tool for team collaboration. It allows users to
publish, share, and track all information relevant to a project with other members of your team. Users
will be able use QuickPlace to store resources (such as files, thoughts, and schedules) related to a
project in a common place, where everyone can find and respond to the latest information. The
following guide describes to the user the main features and functionality available in QuickPlace.
Note
Please note that QuickPlace requires users to install ActiveX, which then enables some of the essential
features in QuickPlace. In order to make sure you have all the add-ons installed, pleas e follow the steps
below to install the QuickPlace Environment:
Click Start > Networked Applications > Updates > Application Updates > DWA 8 Environment
Clicking on 'DWA 8 Environment' will install all the necessary add-on components on your computer.
Guidelines when using QuickPlace:
• There may be periods of down-time which will be minimised.
• Report any problems or queries to insrvConnect (insrvConnect@cf.ac.uk)
• Do not use this service to hold master documents. Keep them in your H space, for example,
and only put copies of working documents here.
• Use the Check-Out procedure when you make amendments to pages.
• If you update a document use version numbers and change them to show a change has taken
place.
• Consider leaving the last two revisions of a document in the library so changes can be tracked.
• When you add a new document or update an existing one remember to tick the "Notify
Members" box so everyone knows of new content.
• Items for discussion go in the Discussion folder.
• This guide is applicable if you are using Internet Explorer web browser. If you are using Mozilla
Firefox web browser, some functionality may differ.
Access levels available for QuickPlace:
• Readers: Members with Reader access can only read pages in a workspace
• Authors: Members with Author access can read and edit pages in a workspace.
• Editors: Editor access allows members to read and edit pages, including pages created by
others.
• Managers: Managers can read and edit pages, customize the place, and control membership.
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Accessing QuickPlace
In the Address bar or Location box in your browser, enter the URL http://quickplace.cf.ac.uk
Type in your Cardiff University network username and password and click on ‘Sign In’:
Once you are logged in, you will see the welcome page for the QuickPlace with a left hand navigation
menu:
To view the list of QuickPlaces that you may have access to, click on ‘My Places’
If other QuickPlace Managers have given you access to their place, you will see the QuickPlace listed
in ‘My Places’ section:
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Navigating a QuickPlace
Once you have entered a QuickPlace, it can be navigated using the left hand navigation panel. Each
QuickPlace has a default menu when it is created, but the QuickPlace owner may have edited the
menu to contain new folders:
Default navigation panel Customised navigation panel
Clicking on a folder icon will display the contents of that folder. Folders may contain individual
pages, sub folders, attachments or links.
Pages , are the basic building blocks of a QuickPlace. They can contain a combination of text,
pictures, and attachments. (More information on how to work with pages and folders is on page 9 and
11).
Clicking on a page will display the contents of that page.
If the page contains file attachments, such as a Word file, they will be displayed in the attachments
window at the foot of the page. Double click an attachment to read it, or save it to your computer.
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Creating a QuickPlace
1. To create a Collaborative Workspace, click My Places then Create a Place from the left hand
navigation.
2. You will be presented with the Create a Place wizard:
3. Choose a name for your place and enter it into t he Internet address field. The name you enter
here will form part of the URL used to access your QuickPlace.
Note:
You must use the correct naming convention for your School or Division. For example, for
an INSRV QuickPlace the convention is QP_INSRV_yourQPname giving the URL
http://quickplace.cf.ac.uk/QP_INSRV_yourQPname
4. Enter an optional title for the new QuickPlace in the Title field. This will be displayed at the top
of every page in the QuickPlace.
5. In the Name field enter your network username.
6. In the Password field enter your network password.
7. If you would like to receive an email confirming the details of the new QuickPlace you are
creating, tick the Send me an email confirming the information on this page box.
8. Click Next to create the new QuickPlace.
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Modifying your QuickPlace
You can create pages, folders, task list, calendar page, discussions, etc within a QuickPlace to
organise your documents.
Editing a QuickPlace
The First thing you may wish to do is customize your workspace welcome Page as this is the first page
that users see when they access your QuickPlace.
To Edit and customise the Welcome Page:
1. Click on the Edit button towards the top of the workspace, this opens the Edit window:
2. In the Edit window, you can change the title of the welcome page, the main body of the page
text and also attach documents if needed.
3. Click on Publish to make the new Welcome page visible to all users accessing the workspace:
4. If you have partially completed changing the page or are in the process of updating the
Welcome page and do not wish others to see it, you can Save As Draft. Changes will be saved
but the page will not be published.
5. Selecting Publish As will allow you to
• notify members of the QuickPlace that the page has been updated,
• restrict the readers of the page to a selected group of members of the QuickPlace,
• add editors who can modify the page in the future,
• add the page to the QuickPlace’s calendar (e.g. if the document is an agenda for a
meeting),
• revert the document to the last version.
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You can add pages, folders, rooms, discussions, task list/to do list, calendar items to your workspace.
You can also import Microsoft Office files, HTML pages and image files (jpg/gif).
Creating a new page
1. From your QuickPlace click on New button.
2. From the What would you like to create options select an option depending on the new content
area you would like to create. Select Page to create a basic new page that you can edit to add
formatted text, images and attachments.
3. Click on the Next button to continue creating the page.
4. Enter a page title and add body text, images and attachments as desired.
5. Click Publish to make the page live, or Save as Draft to save the page without making it live.
You will be asked to select a location from the folder structure in the QuickPlace for the page.
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Creating a new folder
1. From your QuickPlace click on New button.
2. From the What would you like to create options select Folder.
3. Click on the Next button to continue creating the folder.
4. You are then presented with options for how you want the folder to be created. The default
Discussion folder allows you to post new pages and also allows readers to respond to pages to
create a discussion. Select the desired folder type then click Next.
5. Enter a folder title and decide who can add pages to this folder, QuickPlace managers or
anyone with editor/author access. Click Next.
6. Select a location in the folder structure to place your new folder.
7. Click Next to save and create the new folder. It will be immediately available for use.
Deleting a page
1. Click on the page to open it.
2. Click the Delete button at the top of the page. You will be asked to confirm your action.
Note:
Deleted pages cannot be restored.
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Revising and editing documents
Once you have published an item to a QuickPlace it is possible to make changes to the document and
create revisions. To revise or edit a document, it is important to Check Out the document so other
QuickPlace users are aware that changes are being made.
1. Click to open the document then click Check Out from the button menu at the top of the
document.
Note:
If someone else has checked out the page and is editing it, you will still see the Check Out
option in the table of contents, but you will not have the Check Out Now option; instead,
you will see who has checked out the page:
2. Click on the Check Out Now button to confirm check out. When a page is checked out a
message is displayed at the top of the page indicating that a Draft is in Progress.
3. Click Edit to begin making changes to the page.
4. When you have finished making changes to the document click Check In. Checking in a page
has the same effect as publishing it. It is possible to revert to the previous version of the page
by selecting Publish As > Revert.
5. Confirm the check in process by clicking Check In Now. All changes you have made will be
saved.
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Deleting a QuickPlace
A QuickPlace may no longer be needed because the project it was serving may have concluded and
the content of the QuickPlace may be redundant. You may therefore decide to delete an entire
QuickPlace. Only managers of a QuickPlace can delete a QuickPlace.
Warning:
A deleted QuickPlace cannot be reinstated. Before deleting a QuickPlace, please make sure you
have backed up all the documents from the QuickPlace and informed all the QuickPlace users that
the QuickPlace will be deleted.
To delete a QuickPlace:
1. From the left hand navigation menu click Customize.
2. From the Customize window click on Basics.
3. From the Basics window click Delete this QuickPlace at the bottom of the page.
4. The Delete place window will be displayed, showing a warning message and asking for
confirmation that you want to delete the QuickPlace. You need to confirm deletion by typing
Yes into the textbox.
5. Click the Delete Place button. Your QuickPlace will be deleted.
Warning:
A deleted QuickPlace cannot be reinstated. Before deleting a QuickPlace, please make sure you
have backed up all the documents from the QuickPlace and informed all the QuickPlace users that
the QuickPlace will be deleted.
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