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Quick Guide for Wiki Space Administrators

Click the images for a bigger version.

1. Setting up a Wiki Space

First check the rules of Aalto Wiki! Then consider whether you need a personal Wiki space or if you want to start administering a Wiki global space of, e.g. a working group.

  • Personal wiki spaces are created from the user menu (your username in the top right part of the window) and choosing Create Personal Space, for details see Quick Guide for Wiki Users.
  • Collaborative wiki spaces, so-called 'global spaces' can only be created by Aalto employees, using the Create a Space tool.

2. Creating A Wiki space

You can create a Wiki space you can go to Aalto Wiki frontpage (dashboard) and click Add Space button:

From here you can choose to create a personal Wiki space or a global wiki space. Personal wiki space is for you own personal use, but you can change the permissions later on. Global space are open to every wiki user and anonymous users by default, so be sure to make sure which wiki space type you want to create.

The Space name is the "Title" of your wiki space, and can be changed later on.

The Space key is a shortname for the space and is a part of the URL to the wiki space, this cannot be changed later and has to be unique.

2. Preparing the Wiki Space for Use

The launch of your global wiki space will go more smoothly if you prepare your Wiki space first:

  1. State the purpose of the wiki space briefly and clearly: why it exists and what it is meant for. Encourage users to participate in creating and modifying pages; do not make pages 'too complete'.
  2. Add specific instructions in the space and provide links to additional instructions. You can also link into the existing Aalto Wiki instructions, or into Atlassians Confluence -instructions.
  3. It is also worth defining the copyrights of the material to be created in the space. 

    Useful links:

    Wikipatterns offers clear instructions that facilitate wiki adoption: http://www.wikipatterns.com

3. Managing User Groups and Permissions

As the creator of the Wiki space you are automatically also the Space Administrator or Admin, and can set restrictions for viewing the page, but please note the following rules:

Important rules

  • Do not remove your permission to administer the space! (i.e., Space Admin rights)
  • Assign anonymous users only the permission to view and comment on the content.
  • Monitor your space regularly. When needed, restrict permissions, and in case of serious problems, contact the servicedesk

Managing wiki space permissions :

Managing wiki page permissions :

To adjust space permissions, click Browse Space > Space Admin > Permissions (See picture below - click to enlarge picture).

3.1 Managing Groups

By default, all spaces are open, which means that all registered users ('confluence users') can read and comment on them. If you want access to be restricted only to those with Aalto username, add the group aalto_users, aalto_staff and/or aalto_student. You can remove groups from your space by removing all their permissions.

  1. To assign permissions go to: Browse space > Space admin > Permissions.
  2. Choose 'Edit Permissions' under the heading 'Groups'.
  3. If you want to add a group, write the name of the group under the heading 'Groups' into the text box 'Grant permission to' and select 'Add'.
  4. Add or remove permissions.
  5. Save changes by clicking 'Save All'.
  6. Check that everything was done correctly.

If you want to delete the entire group, uncheck all the boxes and save!

HAKA tip

The user group haka_users consists of reliably identified users whose home organisation is a Finnish university, polytechnic or research institute.

3.2 Custom Space User Management

3.3 Individual Users

It is often necessary to assign permissions separately for each user in a group, especially if you want access to the wiki space to be restricted, or want to grant more rights  to certain users belonging to a group than to the entire group.

Select the users as follows:

  1. Go to permissions: Browse space > Space admin > Permissions.
  2. Select 'Edit Permissions' under the heading 'Individual users'.
  3. Write the usernames one by one or separated by commas to the text box 'Users to add'.
  4. You can also use a search tool: click the magnifying glass icon to find a username either by typing part of the name or the user's email address.
  5. Select 'Add'.
  6. If you cannot find the persons you are looking for, they probably are not registered users of the wiki service yet.
  7. Add or remove the necessary permissions.
  8. Save all the changes by clicking 'Save All'.
  9. Make sure that everything was done correctly.

    If you want to permanently remove a user from the wiki space, uncheck all boxes and reload the page.

3.4 Anonymous Users

All wiki spaces are by default 'open' in that they allow access to anonymous users. However, you can restrict the permission to view the space only to individual members and member groups by removing the permission to anonymous access:

  1. Go to permissions: Browse space > Space admin > Permissions.
  2. Select 'Edit Permissions' under the heading 'Anonymous Access'.
  3. To deny the permission to view, uncheck 'View'.
  4. To deny the permission to comment, uncheck 'Comments - Create'
  5. Save all the changes by clicking 'Save All'.
  6. Make sure that everything was done correctly.

Anonymous users must only be granted permission to read and comment!

5. Backup Files and Archiving

The space admin is responsible for making backups files of the wiki space on a regular basis.

 

To make a backup file:

  1. Log into your space.
  2. Select 'Browse Space'.
  3. Select 'Advanced'.
  4. Select 'Export Space'.
  5. Select 'Export Format = XML Output'.
  6. Check the boxes beside all the pages (plus comments and attachments).
  7. Select 'Export'.
  8. Save the file for archiving.

    If you want to restore a space of which a backup file has been made, please contact the wiki service administrators.

6. Removing the Wiki Space

Space admins are strongly advised to archive the space before removing it, because the removal is irreversible!

 

Consider carefully whether removing the space is necessary, and inform all users of the removal well in advance (including visitors).

If you are certain you want to remove the space, go to Space Admin: Browse Space > Space Admin > Remove Space.

 

 

 

 

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