Dementia Care Specialist SharePoint Site · Dementia Care Specialist SharePoint Site The purpose of...

Technical Assistance Volume 2019 Issue 04

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Dementia Care Specialist SharePoint Site The purpose of this document is to serve as a tool for dementia care specialists (DCS) and their supervisors to navigate the DCS SharePoint site. Since it is required for DCS to report certain activities on the site, it is important that they know how to complete these reporting requirements correctly.

Table of Contents Gaining Access to the DCS SharePoint Site ................................................................................... 1 Navigating Through the DCS SharePoint Site................................................................................ 4 DCS SharePoint Site Structure ....................................................................................................... 5

Lists ............................................................................................................................................. 5 Libraries .................................................................................................................................... 10 Discussion Board ...................................................................................................................... 12 Calendar .................................................................................................................................... 14

Additional Functionalities of the SharePoint Site ......................................................................... 15

Gaining Access to the DCS SharePoint Site If you do not have a Wisconsin Logon Management System (WILMS) ID, you will need to request one. This is different than a WAMS ID. 1. Register for a WILMS ID here: http://register.wisconsin.gov. 2. Select “Self Registration” on this page.

http://register.wisconsin.gov/


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3. Click “Accept”

4. Enter your name and email address (required) under “Profile Information.” Other information

is optional. Select “SharePoint” under “Systems You Will Access.”


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5. Enter your chosen Logon ID, password, account recovery question and answer, and verification code. Click “Submit.”

6. Contact the DCS Program Manager at DHS with your logon ID and email address that you

registered with.


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7. The DCS Program Manager will send you the URL of the site. Enter the URL into your browser. You will be prompted to log in. Enter your WILMS ID and the password.

If you forget your user name or password, you can recover your account at: http://register.wisconsin.gov/AccountManagement/acctrecovery/EmailEntry.aspx.

Navigating Through the DCS SharePoint Site How to Navigate Back to the Homepage from an Application Page In order to navigate back to the homepage, you can either click on the blue “DCS” link in the upper left-hand corner of the screen or the “Home” button on the left navigation section.

http://register.wisconsin.gov/AccountManagement/acctrecovery/EmailEntry.aspx


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DCS SharePoint Site Structure There are four major applications that make up the DCS SharePoint site: Lists, Libraries, Discussion Board, and Calendar. All of these applications can be found on the homepage of the DCS SharePoint site. Each application will be reviewed in depth in this document. • List: A collection of data items to be shared with team members. • Library: A location on the site where team members can collect, update, share, and manage

files. • Discussion Board: A location on the site where team members can share information and

discuss topics. The discussion board shows the most recent discussion first, as well as the number of replies for each discussion.

• Calendar: A location on the site to store team events including meetings, trainings, and conferences. Team milestones, such as deadlines, can also be tracked using this tool.

Lists Lists can be located from the homepage of the DCS SharePoint site. In order to view a list, click on the name of the list.

DCS SharePoint Lists • DCS Directory: Name and contact information for each DCS. • Dementia Friendly Business Tracking: Detailed information about businesses that have been

trained to be dementia-friendly. • Memory Café Directory: Detailed information about memory cafes around the state that are

known to the DCS. • DCS Outreach: Detailed information about the type of outreach the DCS have done in their

service areas.


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How to Add a New Item to a List 1. After clicking on the name of the list, click on the icon outlined below in red.

2. A form will appear. Fill out the form as completely as possible. The fields with an asterisk next to them are required. Note: For the field “DCS Created by” in the “DCS Outreach” list, type in the email address linked to the account and click on the name or user ID that appears.

3. Once the form is complete, click the “Save” button at the end of the form. The page will

revert to the main list screen with the added information. How to Edit an Item 1. After clicking on the name of the list, click on the checkmark next to the item within a list

that needs to be edited. 2. Click “edit.”


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3. A pre-filled form will appear. Make the necessary changes within the form. 4. Click the “Save” button at the end of the form.


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How to Delete an Item 1. Click the checkmark next to the item that needs to be deleted within a list. 2. Click “Items.” 3. Click “Delete Item.”

How to Set an Alert on an Item 1. Click the checkmark next to the item that requires an alert within a list. 2. Click “Items.” 3. Click on the “Alert Me” drop-down button. 4. Click “Set alert on this item.” 5. A form will pop up. Fill out the form with your preferred settings and click “OK” at the

bottom of the form. 6. You will receive an email notification that the alert has been set.


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How to Sort a List Sort a list by clicking on the header of the column. For example, to sort by the date of an event in the “DCS Outreach” list, click on “Date of Event.” Hover over the column name to reveal a drop-down arrow. Click the drop down arrow to view sorting options.

How to Export a List to Excel 1. Click “List” at the top of the page. 2. Click “Export to Excel.” 3. Click “Open.”


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Libraries Libraries can be found on the homepage of the DCS SharePoint site. In order to view a library, click on the name of the library.

DCS SharePoint Libraries • DCS Team Call Agendas and Notes: Agendas for upcoming DCS calls and notes from past

DCS calls. • DCS Contract and Attachments: DCS contracts and attachments from current and previous

years. • DCS Program TA Documents: Technical assistance and training documents related to the

DCS Program. • Dementia Friendly Community Presentations: Location for DCS to upload presentations or

other materials related to developing dementia-friendly communities. • Dementia Capable ADRC Materials: Location for DCS to upload training materials and other

documents related to developing a dementia-capable ADRC. • Supporting People with Dementia: Location for DCS to upload documents and other

materials related to supporting people with dementia. • Supporting Caregivers: Location for DCS to upload documents and other materials related to

supporting family caregivers.


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How to Upload a New Document to a Library 1. After clicking on the name of the library, select “Files” and then select “Upload Document.”

2. A pop-up window will appear. Click “Browse” and find the document you would like to upload. When you find the correct file, click “Open” and then “OK” to continue.

3. A form will appear. Fill out the form and then click “Save.” Note: Do not click the “New Document” button unless you want to create a new document in SharePoint. How to Download a Document from SharePoint 1. Click the checkmark next to the document you would like to download. 2. Click “Files.” 3. Click “Download a Copy.”


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4. Click “Save.”

5. After download is complete, click “Open” at the bottom of the screen.

6. The document is now in your Downloads folder. If you would like to move it, you can “Save As” into a different folder on your computer or network.

Note: Downloading a copy ensures that you do not save changes over the original document on SharePoint. Note: Deleting a document, setting an alert, and sorting documents in SharePoint are the same in Libraries as they are for items in Lists. Please see directions under “Lists,” above. Discussion Board The discussion board can be found on the homepage of the DCS SharePoint site. Click on “DCS Discussion Board” to view.


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DCS can start discussions when they have a question for the group or when they have an online resource to share.

How to Add a New Discussion Topic 1. Click the “new discussion” icon. 2. Fill out the form with the title and body of the discussion. Click the “Question” box if you

would like a response from the group. 3. Click “Save.”


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How to Reply to a Discussion Question 1. Click on the discussion that you would like to comment on. 2. Click in the “Add a reply” box and type your response. 3. Hit “Reply.”

Note: Setting an alert on a discussion is the same as setting an alert on Lists. Please see directions under “Lists,” above. Calendar The Calendar is used to communicate events, meetings, and trainings. DCS may upload events that occur in a region or may be relevant to other DCS. The Calendar is accessible on the DCS SharePoint site homepage, but more functionality is available by clicking on the “DCS Events and Trainings Calendar” link.


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How to Create a New Event 1. Click on the “Events” tab. 2. Click “New Event.” 3. Fill out the form. 4. Hit “Save.”

Additional Functionalities of the SharePoint Site How to Manage Alerts DCS SharePoint site users can receive alerts on updates from the DCS SharePoint site. 1. From the homepage, click on “Page.” 2. Click on the “Alert Me” down arrow. 3. Click on “Manage My Alerts.”

4. Click “Add Alert.”


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5. Follow site instructions to continue setting up alerts.

Dementia Care Specialist SharePoint Site · Dementia Care Specialist SharePoint Site The purpose of...

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