In this article, you will learn how to replace Document List Islands and List of Links Islands.

Best Practices – Read Before You Begin:

1. We will be using the Excel report from the SQL query ran on your server to determine which islands in your portal need to be replaced. (If you do not have the Excel worksheet with this report, See this article)
2. Best Practice: Ask all staff to STOP adding new islands to the portal during the time you are making the replacements. Even better, take the permission away so you don't have surprises:
   • As shown in 12 Portal Administrator’s Guide, page 16, You can also take permission away for those specific islands:
3. Best Practice: Use your report as a worksheet to mark off what content needs kept, updated, or can be left to delete. You do not need to copy over content that you no longer use or need.
4. Best Practice: If you have a considerable number of islands to replace, we recommend pulling together a team and sharing these instructions. If you break up the work by assigning a section of islands to each person, and commit to doing a few islands a day, this makes quick light work of the project.
   • You’ll want to ensure those helping have permission to access the workgroups and islands needing attention.
     • They may add themselves as workgroup managers.
     • Passageways Tech Support can pull the Workgroup Manager/Assistant Manager Query so you can reach out to those managers specifically, if you don’t know who they are.
   • Best Practice: you will want to run the SQL query a second time to ensure no islands were missed before updating (Passageways will run this for you if you need assistance).

Replacing List of Link Islands

Option One: Portal Text Editor Island

***Note: you may also add the links from the old List of Links to a new List Island, but it does include several manual steps. See Option 2: Add Links from a List of Links Island to a List Island at the end of this article.

List of Links Island:  

 Portal Text Editor Island

In your Portal:

1. Look on the page for the List of Links Island that you want to replace
   1. Select all the content of the Island you want to keep, and copy it
2. Add a new Portal Text Editor Island to the same page
   1. Click your actions icon in the top right corner of your island, and click Edit PTE
   2. Paste the contents into the island, and click Publish (you can stylize if you want, or can do that later)
3. Delete the old List of Links Island after checking that your links work.
4. Mark the island as done on your Excel retired islands worksheet
5. Repeat for all List of Links Islands in your Excel retired islands worksheet

Option 2: List Island (More manual steps than a PTE)

List of Links island:                                                                                                   

List island:

1. Look on the page for the List of Links Island that you want to replace
2. Go to Actions in the List of Links island
3. Click Edit/Delete links
4. Copy the table of links with the URLs. Paste this into Word, or Excel

 Example:

5. Add each link to the List island, pasting in the URL for each one.
6. Delete the old List of Links Island after checking that your links work.
7. Mark the island as done on your Excel retired islands worksheet
8. Repeat for all List of Links Islands in your Excel retired islands worksheet

Replacing Document List Islands

Best Practice: Use this as an opportunity to review your document management, and do a clean out of items that are outdated or no longer in use.

Note: In this case we recommend using the List Islands as a replacement for the Document List Islands, but you may like some other options for document management in the resources below. Please get with your CSM with questions.

For Document Management, here are a couple resources you may find helpful:

1. This Document Management Guide
2. This Document Management Basics Training video

Part One – Get your Documents ready to be accessed by the Portal.

Note: If you have trouble with this part, please reach out to your CSM or Passageways Tech Support.

1. In your portal Navigation Tree, go to Modules > Group Documents > Module Properties.
   1. Look for the Physical Path to document lists (this will tell you where the documents in the island live on your server)
   2. Copy the path (Select & CTRL+C)
   3. Paste the path somewhere like Word or Notepad for reference (CTRL+V)
2. Go to your server and locate the folder using the physical path you found.
3. Copy the contents of this folder to a NEW shared folder on your network.
   1. You will want to configure the folder to be assessed from the portal:
      1. Navigate to the Server Hosting the network Folder
      2. Right Click on the Folder being shared.

• Note: Since this is a new folder to be shared, Click on Share this Folder.

1. Click on Security (or Sharing and Security)
2. Click on the Permissions Button.
3. Click on the Add button

• Add the Portal’s Identity user account with Change and Read permissions.
  1. You can find this user information by going to the System Summary page within the portal and locating the line under Portal Server > Session Information > Identity Account the Portal is Running Under:
• Click OK

4. Go back to your portal Navigation Tree: Portal Tools > Manage Portal Documents > Manage Folders
   1. Click add New Folder
   2. Choose Folder Type of Mapped Network Folder, Shared Network Folder or Connect For Network Drive
   3. Choose a Name for your Folder
   4. In the Directory box, type in the network path to your shared folder.
      1. This should contain something like this: \\computer name\folder\specific folder
   5. In the Viewers list, add the Workgroup that you want to be able to see the documents
      1. We recommend just adding all workgroups in this step. You can also add all Employees if you want.

Now your documents are accessible to the Portal and can be added to a New List Island. Move on to Part Two!

Part Two – Move the content from Document List Islands to List Islands.

This is a Document List Island:                                                                              

This is a List Island:     

In your Portal:

1. Locate the Document List Island on your Portal that you want to replace (use your Excel Worksheet as a map)
   1. Right click on a link in the island, and copy the address
   2. Paste the address somewhere (maybe your retired islands chart, or Notepad)
   3. This tells you the name of the folder that the links exist in, so you will know what one to choose for your new List Island
2. Add a new List Island on the same page
   1. Click your actions icon on top right of the island, then Configure List Island
   2. Click Add Item
   3. Choose Document from the drop-down list
   4. In the drop-down menu, look in Portal Documents, find your shared folder, then choose the matching link address that you copied for the old Document List Island a moment ago, and click ok. (The part that matches will typically be the string of numbers and letters.)
3. Once you see your links in the new List Island, and check that they work, you may delete the Document List island
4. Mark the island on your Excel worksheet as done
5. Repeat this process for all the old Document List Islands that need to be moved to List Islands.

Replacing Discussion Board Islands

Just One Step:

If you are on version 4.1.0 or higher, your discussion boards should have already automatically copied over to conversations. Take a look at each discussion board, and confirm that it is also in conversations (in your navigation tree). If you have any trouble with this, please contact your CSM.

Reminder:

Once you have finished all the Document List Islands, and all other retired islands have been copied over, you should run the deprecated island SQL one more time to ensure there are no missed islands.

You’re good to update now, congratulations!

Please reach out to your CSM or Passageways Tech Support to schedule your update, or you may run it in Expressway yourself.