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CONTENTS

    1.  Wiki Spaces (Working with Spaces) 
    2.  Setting up a Wiki Space
    3.  Preparing a Wiki Space for Use                  
    4.  User Management and Visibility in a Wiki Space
         4.1.  Management of Groups
         4.2.  Individual Users      
         4.3.  Anonymous Users          
    5.  Wiki Space Backup
    6.  Deleting a Wiki Space
 

 

  

1. Wiki Spaces (Working with Spaces) 

Note!  Before you can set up a Wiki space you have to sign in to Wiki.

Information available in Wiki is spread to different areas.

  • Each Wiki space functions as an independent wiki.
  • Each Wiki space has its own admin who can define the settings for that Wiki space, e.g. layout and user permissions.
  • Each Wiki space has its own News and Comments sections and RSS feed.
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Most functions related to spaces can be found from  Space Tools drop-down menu (Global Look and Feel) or behind Space Admin at the Browse drop-down menu (Documentation Theme) at the top-right corner.

 
 
Global Look and Feel Documentation Theme

 

 

  

 

2. Setting up a Wiki Space 

Have a look at the University of Oulu Wiki Service Rules. Consider then whether you will need a personal Wiki space
or will want to administrate a Wiki space for some team:

  • You can create a personal Wiki space on your own profile page. See Quick Guide or Confluence Instruction Guide for more information.
  • Co-operative Wiki spaces (i.e. global spaces) can be created by members of staff at the University of Oulu.
    They can be created by using the Create Space tool that you will find at Dashboard front page (top-left corner of the screen).


 

-A hint for the users of Create Space tool-

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First sign in to Wiki and create a global space. You will get straight to the new space after that.

 
 
  1. Clicking the Create Space icon opens the Create Space page. See illustration.
    Enter the name of the Wiki space into the Space name field.
    Enter a short version of the name into the Space key field.
  2. Next you will need to define who can use the space(s), in Make this space private.
    You can change this setting later.

    3. Click Create.

    5. The Home page opens. You can edit the page by clicking Edit.
        You can change the name of the page to what you want.

 


 

  

 

3. Preparing a Wiki Space for Use


Working together on a Wiki gets better started if you first prepare your Wiki space a little:

  1. Tell who the admin of the Wiki space is and give their contact information.
     
  2. Briefly write about what the purpose of Wiki use. Tell users why it exists and what they are supposed to do there.
    Encourage users to participate in creating and editing pages. Do not make everything too perfect and finished.
     
  3. Write your own specified instructions in the space and add links to instructions (e.g. front page of Wiki instructions
    of the University of Oulu: https://wiki.oulu.fi).
     
  4. It is a good idea to also define copyrights for the material that will be created in the space.

 

 

4. User Management and Visibility in a Wiki Space

  

As the creator of the space you automatically became the space admin, too.
You can change the visibility and user permissions in the space,
but note the following rules: 

Important rules

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  • Do not remove space admin permissions from yourself.
  • Do not grant anonymous users other than the View permissions.
  • Regularly pay attention to what goes on in your space.
    Restrict user permissions if needed, and contact administration in serious, problematic matters.
 
 

You will get to edit the permissions in your space through the Space Tools tab.

Click Permissions. On this page you can assign permissions to:

  • Groups
  • Individual users
  • Anonymous users (users who have not signed in)

You can edit these permissions by clicking Edit Permission.
Remember to save changes by clicking Save All.

 

 

4.1. Managing Groups 

  
After creation the spaces are private by default, i.e. you will need to define the users who are allowed in your space.
You can save some effort by using global groups instead of individual users:

  • Group oy_users:     a user with an account in accordance with the permission of use from the University of Oulu, and who has signed in
  • Group oy_staff:       a user with authorities of a staff member at the University of Oulu
  • a numeric code:      Oulu University staff member groups (KP - code)                           
  • confluence-users:   an outside user with an admin-created account, and who has signed in


Add a group to your space:

  1. Go to Space Tools -> Permissions.
  2. Groups -> Click Edit Permissions.
  3. If you wish to add a group, click the magnifying glass icon at the end of the text field.
     

     
    A Group Search window opens, and you can choose a group from there. Click Select Group(s).

    You're returned to the Edit Space Permissions page. The group name appears inside the text field
    Add the group by clicking Add.

  4. To add or remove necessary permissions for your groups, check the box beside each of the desired permissions.
  5. Save permissions by clicking Save All.
  6. Check that the settings are correct.
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If you want to remove a group altogether, uncheck the boxes beside all permissions and update.

 

 

 

4.2 Individual Users  


Sometimes it is necessary to assign permissions for each user individually. This is the case especially if you wish to keep
your space private or wish to assign some users more permissions than the others.

  1. Go to Space Tools and click on Permissions.
  2. Under Individual users click Edit Permissions.
    An Edit Space Permissions page opens.
  3. You can also use search. Click the magnifying glass icon at the end of the text field. 
     

  4. Search user either by name or by email address.
     

     
    You're returned to the Edit Space Permissions page. The user name appears inside the text field
    if the user has already logged in to Wiki.
    Add user by clicking Add next to the icon.

  5. To assign permissions, check the box beside each of the desired permissions.
  6. Save permissions by clicking Save All .
  7. Check that the settings are correct.
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If you wish to remove a user from your space, uncheck the boxes beside all permissions and update.

 
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You can add individual users (from outside the University of Oulu) only once they have their own usernames.

 

 

 

 

 
 

 

4.3. Anonymous Users

  

A space is private by default, so non-logged-in users cannot view it. If you wish to grant permission to anonymous users:

  1. Go to Space Tools. Click Permissions.
  2. At the end of the page, under Anonymous Access, check the View box.
     

  3. Save permissions by clicking Save All.
  4. Check that the settings are correct.
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Do not grant anonymous users other than the View permission!

 

 

 

 

5. Wiki Space Backup

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It is the responsibility of the admin to regularly create backup copies of Wiki spaces.

 
 

How a backup copy is created:

  1. Log in to your space.
  2. Depending on the theme, choose:
    • Space tools -> Content tools -> Export -> XML (Global Look and Feel)
    • Browse -> Space Operations -> XML Export (Documentation)
  3. Choose all pages (Full Export).
  4. Click on Export. Exporting Space - In Progress window will open.

    • Creating the backup copy will take some time.

  5. Download the file for yourself by clicking here in the Exporting Space - In Progress window.

 

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If you wish to restore a space from the backup, contact the Wiki Administration at wiki[at]oulu.fi

 

 

 

 

6. Deleting a Wiki Space

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Once deleted, there is no way to restore a space unless you have made a Backup!

 
 

Deleting a Wiki space also deletes all of the space content including images and attachments.

If you wish to delete a space:

  1. Depending on the theme, choose:
    • Space tools -> Overview -> Remove Space (Global Look and Feel)
    • Browse -> Space Admin -> Remove Space (Documentation
  2. A Remove Space page opens. If you wish to delete the Wiki space permanently, click OK.
     

     

 

 


 

  

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