Access

Access Points – All users who access any site(s) on the DSA SharePoint Portal must be authenticated through Windows Authentication or Forms Authentication. The exception is with Anonymous Users who access Anonymous Sites. Access to the DSA SharePoint Portal homepage will be posted on the homepage of the DSA Intranet at all times. Site owners are permitted to post links to their site on any platform (web, email, etc.)

DSA SharePoint Portal – All Users can view the DSA SharePoint Homepage. An Authenticated User may request access by locating the Site in the Site Directory. The Authenticated User will then be directed to submit a request to the Site and the request will be sent to the Site Owner to approve or decline. Only the SharePoint Administrator can edit the Homepage and main pages of the Portal. A Site Owner can choose whether or not to have their Site listed in the Site Directory and whether or not to allow access requests.

Users

SharePoint Administrator(s)—Responsible for creating/approving/maintaining user accounts. Add/delete sites upon agency approval. Create and maintain SharePoint User Training Site. Provide Tier One support to users via phone, email, troubleshooting guides and tutorials/videos. The SharePoint Administrator elevates critical issues to Tier Two support. The SharePoint Administrator will notify Site Owners of all maintenance, downtimes, site interruptions and updates via email. A similar notice will be posted on the homepage of the DSA SharePoint Portal at https://sp.wwrc.net. 

  • Authenticated Users – Authenticated Users can include employees, non-COV partners and vendors. The DSA SharePoint Portal provides multiple modes of authentication.

    ModeAccess Audience
    Windows Authentication

    Automatically be added and removed from access to SharePoint as they are added or removed from Active Directory.

    Password change, reset or retrieval can be done by contacting VCCC.

    After clicking Sign In, will either be automatically logged in or system will prompt them to enter username and password. COV users should enter their unique alphanumeric 8-digit alias and COV password.

     

    Internal Staff; COV/DSA employees.
    Forms Authentication

    Require approved membership and account creation before they can access non-Anonymous sites.

    Once approved, they will receive a temporary password via email. They will be instructed to sign in with the username and temporary password, and then change the password after successfully accessing the Portal.

    Password change, reset or retrieval will be done by visiting the non-COV user support page or contacting the SharePoint Administrator. 

    After clicking Sign In, the user will choose Forms Authentication and enter username and password.

    External users; non-COV partners and vendors.

    Request for External users must come from a Site Owner.

    External users cannot be a Site Owner or be granted permissions above Edit/Contributor without written consent or under special circumstances. (i.e. Out of Scope Staff)

     

    All Authenticated UsersWill initially have access to the Portal's homepage, main pages and Knowledge Share Training Site until they are approved to access internal SharePoint Sites by the Site's owner.Forms and Windows Authenticated Users.

     Site Owner – Authenticated User responsible for the individual Site and all of its related Subsites. Responsibilities of the Site Owner include approving/rejecting access requests. They will ensure content remains accurate, timely and reliable while serving as the point of contact for users.

  • Site Owners must be an employee of a Disability Services Agency. If the Site Owner leaves the agency or position a new Site Owner should be assigned and the SharePoint Administrator should be notified of the change. Site Owners are designated by Department Manager/Supervisor and approved at the time the Site is created.         

  • The Site Owner should be the initial contact for users with issues related to locating and engaging with content in the SharePoint Site they maintain. If the Site Owner is unable to assist the user they should escalate the issue to the SharePoint Administrator. If the Site Owner is unavailable, the user should escalate the issue to the SharePoint Administrator, notifying the Site Owner of the issue. Site Owners should escalate all issues related to login, membership or password expiration and reset to the SharePoint Administrator as well as issues not related to their content.

    The Site Owner is responsible for setting permissions for the Site they manage. The table below describes SharePoint permission levels.

    Permission Levels (default permission levels for team sites set by Site Owner):

    Full ControlHas full control to Edit, Design and Contribute.
    DesignCan View, add, update, delete, approve and customize.
    EditEnables users to manage lists
    ContributeCan view, add, update and delete list items and documents.
    ReadCan view pages and list items and download documents.
    Limited AccessCan view specific lists, document libraries, list items, folders and documents when given permissions.
    View OnlyEnables users to view application pages.
    Anonymous UsersNot required to sign up for membership. Read only on Anonymous sites.

     

    Notifications – Notifications about SharePoint outages, updates, maintenance, or training will come from the SharePoint Administrator to all Site Owners. The notice will also be posted on the homepage of the SharePoint Portal. Site Owners are responsible for delivering the notification to the users of their site(s).