SharePoint Connect Partner Help - Minnesota Dept. of Health

SharePoint Connect Partner Help

This page is for partners who have been invited to work on a MDH SharePoint Connect site.

Roles/Responsibilities

MDH is responsible for:

  • Creating and maintaining SharePoint sites.
  • Providing usernames and temporary passwords to external partners who need to use MDH SharePoint sites.

External partners are responsible for:

  • Following instructions for logging in and changing temporary passwords.
  • Following the troubleshooting guide below. Contact your organization’s IT or technical staff if you experience any problems logging in.

If you are unable to resolve problems using your IT staff and the troubleshooting guide below, please contact the MDH SharePoint Owner. The Site Owner name can be found in the email from MDH.

How to Access Your Site

After MDH creates your account you will receive three emails containing the following information:

  1. Your user name (secure email).
  2. Your temporary password (secure email).
  3. Site location and the name of the Site Owner.

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User Help

  1. You will receive an email.
    Secure email example
  2. Download the attachment.
  3. Select Use a one-time passcode.
    Encrypted message example showing Use a one-time passcode link
    1. You will receive another email that will include a passcode.
      Passcode email example
  4. You will get a new browser window asking you for the passcode. Enter the passcode and select continue.
    Browser window screen to enter passcode and "Continue" link
  5. Your Secure Message will be displayed. This is your user name and password for access to the State of Minnesota SharePoint sites.
    Partner Domain User Account has been created screen

 

Using Internet Explorer (recommended)

  1. Open the Internet Explorer browser and in the address bar, type or copy the URL for the site.
  2. When prompted, enter your user name and password. Passwords are case sensitive. User names are not case sensitive.
  3. Select OK.
    Windows Security window showing Remember my credentials

If you experience any issues logging into the site the following is a list of items to try:

  1. Instead of clicking on the link in this invitation, try copying and pasting the URL into your browser.
  2. Try manually typing in your user name and password instead of copying and pasting. Sometimes copy/paste adds extra blank spaces. Make sure the slash between Partner and your username is the backward slash (\) and not the forward slash. Passwords are case sensitive.
  3. Add mn.gov as a trusted site in your browser settings. Your IT support should be able to help you with this.

How to Navigate

When you open the site and login, you’ll see the SharePoint site. On the left is a “Quick Launch” listing of some of the different site components, such as “Libraries” and “Lists”. Here you will see the document libraries that contain any documents you will be working on.

To get back to the “home site”, click on the name of the site in the upper left side of the screen.

How to add a document to a Library

To add a document to a document library, click on the document library’s name, and then click on Add document or “New document”.

How to Sort or Filter

You can easily sort or filter items in a library or a list. In the library or list hover over any of the column headers and a drop down arrow will appear for the column, click on the arrow to open the drop down list and choose what you want to filter by.

How to use a Discussion Board (if the site contains a discussion board)

To see a discussion thread, just click on the title of the thread. The discussion board works like many others that you may have used. To start a new thread, click on "new discussion" in the main discussion board window. To reply to a posted topic, click on the topic title to open the discussion thread and type your reply in the “add a reply box” and select reply.

How to use the Calendar (if the site contains a shared calendar)

To add something to the Calendar, hover your mouse over a date on the calendar and select the “+ Add” link that will appear in the lower right hand corner of the cell. Fill in the information, and click save.

How to use Alerts

An alert is an email notification from SharePoint to your email of a change to a list, a list item, a library, or a document. Any user can create and manage their alerts.

To add an alert to a list item, a library or a document, navigate to the item you want to set an alert on. Check the item to highlight it. Click the Files or Items tab above the MDH Logo. In the ribbon, click on “Alert Me”. You will get a drop down choice of “Set alert on this library” or “Manage my alerts”. Click on “Set alert on this library”. Once you have alerts set, you can manage the list as you choose.


Troubleshooting

This page can't be displayed screenshot

Option 1: Most likely not a SP issue but a network issue.

  • Make sure you are using Internet Explorer (IE).

  • Check the version of IE. Click the gear below the red X in the upper right corner. Choose About Internet Explorer. Make sure "Install new versions automatically" is checked.
  • Check to see what version of Windows you have. Look under Windows edition for the version and edition of Windows that your PC is running. SharePoint works best in the most recent versions of Windows.
  • If the server at inside.mn.gov cannot be found, it may be because the DNS lookup failed. DNS is the network service that translates a website's name to its Internet address. This error is most often caused by having no connection to the internet or a misconfigured network. It can also be caused by an unresponsive DNS server or a firewall preventing your browser from accessing the network.
  • Check your desktop settings.
    • Trusted Site. Watch for errors that use the words “trusted site”
      • Security zones: adding or removing websites
        Use the drop down in the upper right corner to get directions for your version of IE. Add the Connect site URL to the Trusted Site list. Note: Some users will find that the controls are grayed out – they will need to contact their IT department to change these settings.
    • Delete Browser History/Clear Cache
    • Disable Add-ons in Internet Explorer
      • Manage add-ons in Internet Explorer
        Use the drop down in the upper right corner to get directions for your version of IE. Use the instructions for Turning off and removing add-ons.
  • Try other browsers. You should be able to login, which eliminates browser-specific errors and some desktop settings. But for full functionality you will need to use IE.

Try adding Sharepoint as a Trusted Site in Internet Explorer. This may fix the problem.

First: Try logging in with a different browser. You won’t get the full Sharepoint experience, but you may be able to determine if the problem is specific to Internet Explorer.

Second: Add Sharepoint to your list of trusted sites. For Internet Explorer 11:

  • Open Internet Explorer.
  • Click on the gear in the upper right corner, below the red X.
  • Choose Internet Options.
  • Choose the Security tab. Click on the big green check mark for Trusted Sites.
  • Click on the Sites button below.
  • Paste your Sharepoint address or add *.mn.gov into the “Add this website to the zone” box. Choose Add.
  • Click the Close button.
  • Click Apply.
  • Click OK.
  • If the Add button is greyed out, you will have to talk to your IT support person to get this change made.
Try to cut and paste the URL into your browser instead of clicking on the link. If that does not work, contact your IT support person.
Contact MDH SharePoint owner.
Updated Friday, June 03, 2016 at 11:22AM