ArcGIS Online for Organizations: Getting Started

so again this is Leslie pelt at the Vermont Center for geographic information I want to welcome you to our webinar today getting started with ArcGIS online for organizations as you can see I'm going to do a very brief intro for just a couple minutes to make sure everyone's on the same page in terms of how to use the interface you should all have seen at the very least this little little small set of icons for the orange arrow if you click that orange arrow it will open up your panel you in particular might be interested to make sure that you've got your audio setup right if you're not hearing anything make sure to open up the audio panel and make sure that setting is appropriate to what you're using whether it's the mic and speakers or telephone if you are using a telephone go ahead and click on and if you're having any issues I'm not getting this to move to my next I'm here go ahead and click on audio setup and you should see the phone number that you need to call I'm just gonna back out of this again sorry seems to get frozen if I leave it here too long okay that's what I was trying to show you do not type in the phone number you see here type in the phone number that shows up on your own panel if you not mod audio mode and I also want to point out the questions panel where you can type in a question and let's see oh and the final thing to make sure that everybody can hear me and is and is able to understand what's going on look for this little icon that looks like an orange hand with a green arrow on it and go ahead and click on that that's called raising your hand that just lets me know that you are hearing me and reacting to me so when I see the little hands in my panel lets show up next to your names then I know that you can hear me that's great thank you we're going to save most of the questions till the end or rather save them in the sense of passing them along to mark but I encourage you to go ahead and type your question in when you have it it's not going to interrupt anything the questions actually come to me not to mark and so that way I can kind of triage them or take a look at them before I pass them along and and if it if it's a question that does strike me as being pertinent to like that moment you know before he moves on I will speak up and pass along that question but otherwise we'll try to save most of them till the end we should have plenty of time for questions during this this 90 minutes that we've set aside and then the final thing is that we are recording this and you will get some follow-up emails after the webinar and one of those at least will have a link to today's webinar and actually if they're all going to be all of our webinars are posted on YouTube and I'll just show you really quickly on our website where they get posted just in case you are so here's V CGI's website if you go to the events section and the event archive in particular you will see a link up at the top to an archive of webinars and this is where we post the webinars okay and I think and at this point I'm ready to pass this over to mark Scott from ESRI and I'll also mention that we will be hearing a little bit here and there from Tom Schwartzman also from ESRI and Josh Williams who are both on the webinar and they're gonna if if they have things to add I'm just going to unmute them so they can speak up so if again if anyone has questions make sure to send them through the question panel just type them in they come to me and I think that's it so I think I'm gonna pass things along to mark are you all set mark yep all right okay so can everybody see my powerpoint yes Leslie yes yes I can okay just need to get the confirmation here yes okay all right so thanks everybody welcome thanks to Leslie for letting us present here it's a topic that's been sort of brought up quite a bit in recent months or weeks I guess it's probably weeks more like which is sort of connected to this whole idea of every desktop user having access to ArcGIS online through an entitlement so we were asked to sort of give a brief overview of the process of configuring the site once you get it so this whole sort of idea of branding it making it your own and getting started really more from the administration side then the actual creation of content side so that's what we're going to be focusing on today is the administration of setting up the site and then getting going with it so I guess I'll just get started okay so my name's mark Scott and I work here at the ESRI office in quote/unquote Boston it's actually Middleton Mass but that's okay we like to call it Boston it sounds a lot more fun hopefully everybody's awake after last night's excitement I'm certainly up all night and but I did get my do allotment of sleep so I'm ready to go here talk to some friends of mine who probably didn't get a whole lot of sleep last night they were pretty much up all night being very excited so congratulations to the Red Sox and now I'll get going so we're going to talk about configuring our kiss online in conjunction with this the ArcGIS online entitlement program for desktop users I'll talk about configuration you know what what you probably want to do next after you get the site configured and then we'll sort of throw it open for QA like I said or like Leslie said she's going to collect the questions and they'll sort of like go over them we're gonna have plenty of time so I can't anticipate not getting to any of them but if for some wild crazy reason we didn't get to any of them we'll uh you know I'll make sure to follow up on all of them anything that's left so and the other thing is you can always send me an email directly it's just em Scott at ESRI comm and I'll have that at the end and I'll make a copy of the PowerPoint and I'll give that to Leslie so she can offer that out to folks who might want it so very briefly and I do mean briefly I just on the off chance that we have a few people on the call that are unfamiliar with our kis online that they haven't even heard of RGS online until someone told them that they have access to it I thought I might throw a few slides in there I'm just as an introduction so Arceus online is a really key part of our whole ArcGIS platform concept so all the different pieces and parts so you're probably familiar with arcgis for desktop so that being like your arcmap and our catalog and scene globe and the tools that you use to create maps and content and do geospatial analysis and then you know share that analysis with other arcmap users the server platform is part of that so ArcGIS for server I'm being how you can you know publish information and maps and tools and whatnot and have that in a fairly sophisticated do database aware arena and then our chess online so our face online is this whole idea of a geospatial content management system that's exists up in the ArcGIS online cloud so this is up in the the ESRI infrastructure and the ESRI cloud I'm not going to talk about ArcGIS portal today much at all but just briefly that is the whole idea being able to take the ArcGIS online infrastructure and put it on a machine at your facility so sort of have it like on your own infrastructure and inside of your firewall so that's just an option but pretty much everything that you do on our kis online can be done with the portal and vice versa so I'm just going to talk about the ArcGIS online space here it's definitely one of its strengths is it's a self-service mapping platform so folks can be enabled with the power to to work with the platform and generate maps and generate content and do analysis either through arcmap or through ArcGIS online itself or through tools like ESRI NASA for office so a plugin we have for Microsoft Office or SharePoint or a whole bunch of other different tools and plugins and we have devices and then we allow the collaboration and sharing um through these maps and through the whole infrastructure that we're going to focus on here today so that being things like users and groups and then collaboration across organizations and collaboration within organizations through groups so it's really sort of a key component to the platform we're going to talk about that today so here's just a little graphic to sort of show what I've been talking about here the whole ArcGIS online space and the way that it takes all of them the pieces and parts and it has inside of it and then shares it throughout all these different these different entry points so whether I'm a a desktop user using arcmap or I'm a Microsoft Office user or I have a tablet and I'd like to access a mobile map so I can go out of the field and do work and then push that back up into my online space or if I'm a developer and I want to either embed maps into a web page or I want to develop my own applications through one of our api's that's all possible to do through this whole ArcGIS online infrastructure space okay so that's just sort of a brief overview for those of you who are unfamiliar with what ArcGIS online does as I talked about we're really not focusing here in this particular event on the content creation rather than the focusing on getting the the organization set up and going but if it was something that the group wanted we could certainly come back and and do something that's a little more content focused okay all right so the new part is that the ArcGIS online accounts are now included with a desktop license so any user that has an arcgis for desktop license be a basic standard or advanced they now have they are the owners of one named user account in ArcGIS online so for example if you are if you work at an organization say you work at a at a state agency or you work at a private company or something and you have say six desktop licenses then that means that account number so that that customer ID now has a six user ArcGIS online organization and each one of those users is allocated with a the the total organization is allocated 100 credits per user and and we can talk a little bit more about credits and and how all of that works but the the key part is that that you have a login so it's a single user login it's it's a named user concept and what is going to happen is the account contact at the company the cut the customer contact will receive an email so all of you should have you or someone at your organization where you have the desktop licenses should have received an email saying here's the the details of the program it's very descriptive as to how to activate activate the account you click on a link and it sends you to a web page and you register and sign up and then the account is then activated okay so okay Morehead hello this is Tom sorry I just want to add to that that if you already have an organizational subscription for this your customer ID then those users and credits are added on top of what you already have right yeah thanks Tom that's that's absolutely true that's a good point so as Tom pointed out say someone already had like a level two subscription or level one or whatever then these are these would just be additional named users and additional credits and just get added in to what you already have it's okay so if you haven't received this information or you think that someone if your organization has received it but you just don't know anything about it you could start with contacting your organization's ESRI account contact Orkut contact your ESRI customer service rep so we can help you here with that here at the regional office or you can go through I think the customer care portal and find that information out all right so let's sort of get to the the meat of the topic and that's configuring the ArcGIS online account hey Mark can I make a request or pass along a request somebody just asked if you could switch to full full-screen mode with y'all I'm sorry I'm not familiar with the Citrix tools I'm not okay so did Charlotte gives you some tips he says this can be done under the display settings at the top there so not not in the GoToMeeting stuff but in your oh here we go yeah oh so you're probably seeing my you're in presenter view I think there you go thank you aha we did it between the three events standing sorry about that that's not my yeah never no technical skills it's okay yeah so how's that so now everybody can see the yeah the slides the slide show it's a little bigger yep I don't feel so bad now because Jim Higgins our sales manager did that last time we have and somebody started yelling at him through the thing and said hey you know you should switch your screen okay sorry about that no problem okay so um so starting with your organization so once you've registered your account and and you have it if you are the account on the account you know owner or the the person that registered the account that makes you an administrator in the account so in order to do all the stuff that I'm showing here you need to have administrator privileges that sinabi whoever's managing it you can also as I'm going to show you you can also make other users be an administrator in the account as well so you can have more than one administrator so that's that's really you know not a big problem and I'll actually show you how to do that too right so some of the things that you like you're going to want to do to sort of make the your ArcGIS online organization look a little more like like you is things like configuring a banner setting up a logo then you could once you get that sort of styled and we call that branding here it sees that term a lot your branding the organization so it sort of looks like you know your company stuff is on it the next thing you want to do is start to invite users will talk about that inviting users to join the organization and you can do that individually or you can do it in bulk and then you'll start to create groups and groups are going to be ways that you can categorize your Maps and apps and users and your data and you can do this by like by a work task you could do it by department you could do it by project and you can have all these groups that can sort of cross cut and include multiple people and multiple groups it's a very flat structure it's not very hierarchical so it's more like a big Venn diagram where you can have groups that sort of intersect each other so I could be a member of several groups and then I could be a member of a group that has access to other groups that just contain data and that that whole sharing idea can be set up and leveraged to your benefit we can also set up groups for a strictly organizational or private access so you can create a group to first say some project that you're working on or some department that you want to be this sort of heading up but you don't necessarily want other folks to see it you don't want people to see it outside of our chess online so you could make that organizational only or you can make it completely private inside even your own organization so you could create your own private group and then invite people to join it and that could be for putting stuff together that's really not like not quite ready to be released to everyone know when it's ready you can take it out of the private group and put it in an organizational or a public group you can invite users from other organizations to join your groups now this is really important it's really important and very powerful so there's there's sort of two ways you can get someone from another organization to participate in the work that you do on our case online so one way would be for you to create an account for them and then invite them to join so they would have say an account in their own organization or if they didn't have one that's ok you could create one for them and then they would basically be joining your organization but another way is that if you have your organization and then your person that you're doing some work with who belongs to another ArcGIS online organization would like to participate you can create a group in your organization and invite them to join it or they could create a group in their organization and invite you to join it so that way you can have access to that the only the pieces and the parts of the organization that you want to that you want them to be able to see but what you'd be able to do is to sort of keep just the log in that you have to your to your org or they could keep the log into their org so there's a couple different ways to do that but it gives you the maximum amount of flexibility and I'll show you an example of that like the the ESRI Philadelphia office has some groups that they've been working on and we have some folks down there that are parts of some of our industry specific groups like Public Safety or water and they've invited me to join their group so I'm a member of that group without having to like be a mem of the organization it was interesting and a very powerful way to do that so then the last piece of course is to start to create information products like maps and map services and data sets and whatnot and then share those across the groups whether they be within your organization or outside so that's all of all things that we can do and we're going to show you how to do a lot of that and then the administrative administration features that I'm going to have Tom chime chime in on a little bit later is an ability to connect to enterprise logins and what I mean by that is the ability to connect your the ArcGIS online organization through sam'l which is a protocol for for for security and logging in to enterprise systems so that when say for example I logged into my laptop in the morning through windows it would then automatically log me into ArcGIS online so there's there's ways to set that up and we'll talk about that a little later there we go okay so if you follow the email link that you that you've been sent it's gonna take you to the registration page and then you you register and create the organization so once you've registered you can just sign in with your information so on one of the the sign-in pages you can always just go to wwas calm or your organization's URL and login there so WWH is calm sort of the landing page for for everything in the ArcGIS online space and you can alway you always use that page to log in to your organization you log in with your account and then it will redirect you to the correct organization or you could go directly to your organization's URL so for example I'll show you I have one set up that I used at the Towson University is conference I'm going to use that for some of my examples today so we called it you know to just to tu GIS conf s4 to just conf so then it snaps is naps are chess calm and it's prefaced with your with your your organization's name but I always want to mention that you can and I do this all the time I almost always just go to the artists comm page and log in there so once you do that it's going to take you to the administration page and this is going to be where you're going to start to set up your org so you're going to set up the the settings that are going to brand the page and make it look like yours and where you're going to start doing things like like inviting users to join the organization right so that's that's one of the typical administration pages I'm going to show you that here in a minute in the administration page is going to be a set of administration tasks so you can do things like set up logos and banners you can configure groups to some of the galleries get filled out you can configure a base map gallery which can be a popular thing to do and then setting security options so just as a couple of examples I'll show these some icon a couple of slides and I'll just jump right into showing it um the typical things that folks do as an absolute minimum is a setting up on the general page a logo a name in a description so just to give your organization sort of like a nice little descriptive name that comes up in the front page and then some sort of a logo some thumbnail and there's there's some guidelines in the help as to you know what the size of the logo should be and could be they will be scaled up or down to fit the pages and then put some putting some boilerplate description in here about what the site is all about you can use HTML to do this so if you wanted to put like some really fancy you know fonts in there with a bunch of links to other parts of your organization's site that could certainly be embedded in there in the homepage settings that's where you gonna set up things like the banner and the background and decide where the featured content groups group comes from right so the background is optional doesn't have to be set up at all you can go with no background or you can put a custom image in there and I'll show you what that looks like and then the banner and the banner can be configured in a whole bunch of different ways I'm gonna show some options on how to do that but typically a lot of the the banner can either be done that's like a user might start off with just a simple banner with a simple graphic say something that they took from from their agency's web page or something like that and then as you get a little more sophisticated with it you could use like a custom design and embed HTML in there like float logos on top of it and do all sorts of other really neat things so that and as well as I'll show you you can find information on how to do that both in the help and in the blog which is another great resource okay so let's start talking about the actual configuration of the site so let me pull this up and I think I need to drag this over here okay so Leslie can you see the your page hopefully I can tick mark yep okay cool all right sorry so this is the oh that's okay so this is the the V CGI page and I'm just going to use this as an example of where I'm going to steal some logo and some graphics and some information but so over here is just the generic ArcGIS online site okay so as you can see if I look up here it just says you know wwr Jess comm so that's there's nothing you know nothing branded or anything about that right now but if I go to sign in click the sign in button and I enter my information so I log and a couple things are gonna happen so first of all you're gonna notice that I'm using it's now routed me to this to my own organization so like I said this is a site that I had originally used for the Towson University J s conference so I named this site to just conf and so if yours was called like you know you know I don't know you know my Vermont Agency it would be my Vermont Agency Maps dark GS com so if you wanted to like bookmark that you could do that and you can always just go in and login it log into it from there but as I said before you can always just bail out and go right to the ArcGIS comm site because maybe you forget you forgot what the URL was or something like that it will always redirect you um so the next thing you're going to notice is a user list and I see the user list because I'm an administrator so once you set the site up and you've registered it you're the administrator and you're going to see a list of users and a list of what groups they are and what sort of a user they are so you can see here I've got some users so some of these folks are people that came to New York so I we ran ArcGIS online hands-on workshop at New York and some of the folks that participated in and we're interested in sort of playing around and experimenting with some other things so I sort of left the organization open for them and I invited them to join and so there were a couple of folks from Northeast utilities that jumped in um and then a couple of Angela Moreno which I'm sure a lot of you know from the city of Nashua and Pam who works with him and so I added them in as well and they've been experimenting on the site and so I have them in here as users as the administrator I have the ability now to go in and start inviting users to join the group now before I get into talking about inviting users though I wanted to talk a little more about branding the website and that's done right here on this edit settings button okay so when you click on that this is where it's going to take you into these screens where you're going to be able to go in here and change the look and feel of your organization so it looks a little bit more like yours so for example I'm I want to change this organizations name and maybe we'll call this the VC GI or just fellow right I'll say Vermont Center for geo graphic okay so I'll go ahead and change that and then you click on the thumbnail and if you wanted to you could go in here and choose I'm some sort of a logo okay so I want to go in here and choose a logo let's see I grabbed and save some of these so let's put this over here and I swipe the logo which I really didn't resize so we'll see how that resizes that once you save everything you'll see the logo pop up and there's the this this text area down here for the description so this is we put that in so you might want to change that so this is a Center for fall New York so I might want to say you know welcome to the VCG I purchase online site just create for the support of just delete some of this stuff out take this off let's say what's creative with the support of the state of Vermont and then you can see I put down here in the bottom use your site administrators temporarily me and then I put my email in there and any sort of HTML you want to embed in there you can make this look really nice and go ahead and take it from there the next thing and you're going to have already set some of this up so they like the language in the region so for example right now I've got the you know the region I've got it set to world you might want to set that that to USA so that's the United States and that's going to determine what the default base map is when the default base map comes in how is it going to look it's going to be zoomed in on your country or a different country and you can always configure that and then the language so let's go ahead and save that okay so once those settings are saved you can see now that I've got the the board the boilerplate text has changed I've got a new title I've got a new different logo up here if I wanted to see all of that I could just click on that as try to fix some of that spacing but now if I've gone ahead and made some of the changes to that so next thing you might want to do is change the homepage okay because the homepage right now if I click on home you can see that this is the home page that I've got set up all right so I've got this northeast dark user group I did this for the conference but I've also got things in here to say you know VC GI so I should probably do is go back to the my organization link and maybe change some of the banners all right so we'll change some of that here maybe I don't really like the background I've set that to no background so I don't have to have that if I had a custom image I could like go into you know or paint shop or Photoshop and create some sort of a gradient image that I really like I can take the default one or I can set it to none same thing for the banner so the banner right now is set to a custom image and so I you know I could go in there and say oh there's that one I've got in there right now maybe I'd like to upload a different banner and I'm gonna grab this JPEG I grabbed right from the VC GI page and let that upload it so that's going to be flouted I'll go ahead and save that okay so you can see I changed that alright so now I've got and I've got a new banner I've got a different logo on there it's showing me um you know welcome to the to the Vermont ArcGIS online site I took the background out so now it's just white I mean I could I could set that to some sort of a custom color if I wanted to or I could go back to the organization page and maybe set that back to the default it's actually not a bad default background I kind of like having a back some sort of a background in there um rather than have just the white in the back it's a little harsh and you can experiment with that like we created a couple of them that were sort of gradient colors from from like blue and then sort of that fuzzing down to the white at the bottom so I was experimenting with some some techniques using like Photoshop and whatnot to generate that I'm definitely no Photoshop expert but we have managed to figure out how to do that so okay so so we've got like a little custom banner in there so that looks pretty good I'll go back to my organization and show some the other settings okay so another thing here in the homepage is you see this featured content and what this means is that when I opened up the website you notice that there was like these the scrolling set of tiles that had some some web maps in it and that comes from a group so when I click on that I can see that it's pointing to all the different groups that I have in the organization so what you can do is you can create a group and then share web Maps with that group and those are the web Maps that will show up in that scrolling that scrolling list on the front page so that's a really good way for you to sort of get your the content that you're the most motive that you want people to see the most of so when they log into the site what are the web Maps are gonna see first well there's room for four in the first page but it'll just scroll to them to the right on the left and you can put more than one in there but you might want to have like you know water the word of we've been working on recently and one of the things that I'd like people to really look at so you might want to put that in some in a new group and I called my group the featured content gallery you can call it whatever you want but once you've created the group and I'll show you how to create a group you could add content to that and then that content will then show up in the front page I don't know what that is go away okay so uh so that's one that's one thing there's another part that's the gallery and the gallery is another place that you can put content that can be shown on when you click on the gallery button so you notice is this there's this gallery button up here in the in the upper left and that's just another place that you can create to put highlighted content so you have content that shows up in the front page but then you could also take other content you think is really important that you'd like people to see and not have to search for and then in a gallery so that that's what that is I'll show you how I'll show you how that works as well some of the other things are how do I want to set up my maps so there's an ESRI default base map set so you've all seen this it's got like imagery and street maps of the world topographic map and you can put that in or you could create your own custom group and then that custom group could contain the base maps that you want so you could create a custom group and add in say the the four or five ESRI basemaps that you like but then add in maybe some other ones like the V CGI base maps which are really good and it would be nice to have those in the base map gallery as well so you can add those in you can also set up what the default base map is so I leave I left this at that ESRI default base map but if I wanted to I could I could go into the group and I could set that up and put it to a different one I hardly ever change this but you know you might want the default base map and your work to be say like you know base map imagery that you're working with or base map data sets that you're working with I'm not gonna talk a lot about the Bing Maps thing I mean Microsoft requires users now to have a binky so you need a Bing Maps key if you're gonna use that so this is where you would enter that information and like I said I'm not really gonna talk a lot about that but if you have the key from from Microsoft you can enter that there and that gives you access to the Bing base maps um one other thing I'm going to mention here for I jump into talking about you know more about users and content and groups is about security so there's a couple of different things on security if you want to you can allow access to the org only for SSL so we'll only go through an HTTPS connection as opposed to just http so this is a an added level of security that you can have the flip side to that is that you can allow completely and totally anonymous access so this would allow anonymous users to come in that don't have an account in the organization at all and let them use virtually everything in anything in the site it doesn't mean they can do administrative tasks but it means that they have anonymous access to use and look at you know web Maps and content in the organization okay there's a couple other things down here that are kind of interesting to note under sharing in security we talked about letting members share content outside the org and letting members search for content outside the orgs the default is it but if there's that both of these are on but we do have users that have a have a need for a higher level of security and they want to either prevent their their arduous online organizational members from sharing their content to others outside the organization so it's just like a global I'm gonna turn that off and then the same thing for searching I'm I guess I can envision a few instances where you wouldn't want to let people search outside the organization I'm having a hard time coming up with one but the you know because just being able to search for content outside the org is a great way for you to enhance your web Maps but if you wanted to restrict that you certainly can one cop this is one comment that mark on the sharing and members can share outside the org if you turn that off then anybody nobody will be able to share outside the org except for administrators administrators all always have the ability to choose to share outside of the org which means also that they can share some content that someone else has published outside the org on behalf of that user so what I mean to say by that is you may not want people publishing outside the org you as the administrator maybe want to be the gatekeeper of that so you can turn it off and come on my company say I'd really like to publish this to the public and you as administrator can go into their content and make it publicly available but they won't be able to do it yeah thanks Tom that's actually yeah that's a really good point so that you know this there's all sorts of little little caveats in there and if you were an administrator you have a lot more leeway on what you can and can't do so the last thing here is this whole idea of an enterprise login and I think I'm gonna ask Tom to sort of just describe what that is because he's got a little bit of experience setting that up sure the idea here is that instead of you as an administrator having to manage these user accounts so I want Bob and Mary Ann and Jane to have a count site I know we haven't gotten into it too much but I would then go and invite them I'd have to maybe make up a user name for them or let them make their own user name up etc instead of me having to administer that here within the ArcGIS online organization site I can ask ArcGIS online to use some sort of enterprise identity management system to allow people to log in to authenticate themselves so for instance if you're using Active Directory which is like a windows login and you have the ability to your IT people can expose that login information or service service really to the outside then I could log in with my Windows credentials instead of having to have Windows credentials when I come to work to log into my machine and the separate set of credentials to log into ArcGIS online they would share those credentials and you expose that through this mark mentioned this protocol called sam'l saml it's pretty well documented in the online help and there's some specific help around connecting to an Active Directory Identity Management as well as some other popular non Active Directory identity management systems like names you've maybe heard of like Shibboleth and other other ones like that open sam'l PHP or something so they're pretty well documenting the help but really the idea is anything that can expose itself through the sam'l protocol can be made to work with arcgis online and of course the advantage as we said was that you don't have to manage these logins locally and for instance if someone leaves your organization and their login is removed from the organizational Active Directory or whatever it might be then when they go to login they won't be able to authenticate because you've shut off that authentication at the enterprise level and you don't have to come and manage it separately here at ArcGIS online there's more detail to that I don't think I think it's beyond the scope of this introductory seminar but there's good online help for this and usually the IT people who would enable this will know what you're talking about when you go to talk to them I don't say that's always the case but it's often the case if they have other systems that are tapping into that identity management system that you may be using organization-wide and I'll stop there okay cool thanks Tom okay so maybe that's a good segue to just jump over and say that um like go ahead and save this and go to the home page and just mentioned that at any point you can go to the help okay so that the help system is is pretty robust and the artists comm Resource Center has links to all the help and all these topics that I'm talking about here like configuring the website and you know setting up banners and configuring the gallery and the home page this is all outlined here in the help system and there's some really good topics in here it's I think it's pretty really very well done and it can you know that this is sort of how I get started just with experimenting with when we first started with ArcGIS online I'm just learning how to set up some of this stuff for example like it comes in here and it tells me if you have a homepage banner it should be 960 pixels wide if not it will be scaled and depending on how you set the height up you know if you set it to be say a hundred and eighty pixels high it's going to put it in a certain area in the page but if you were to make it a lot bigger you could sort of put like this these effects on it that you can experiment with HTML so we give you a whole bunch of examples on how to use HTML and cascading style sheets to sort of set up these these different sort of of banners and to make them come out in different ways so I would encourage you to take a look at that for a lot more information and the other thing is you can find most of this just by searching the Resource Center so for example I went into the Resource Center and I just did a search for banner okay and you click on this and it's gonna take me to blogs Ezri comm where a whole bunch of internal and external so internal as we folks and other folks have posted topics up on configuring and setting up and working with our chess online so here's a whole post that that Bernie put in in 2012 so this was kind of an older one on creating a great homepage for your organization so he talks a lot about the things that I've been talking about but in addition he has like some really interesting little tips in here about how to like how to take the banner and like stretch it out and make it a little bigger I get a floating logo on top of it how to make it so that the tile sort of float on top of the logo screens and that sort of thing and then he had another one that he posted even more recently so again by just doing this banner search this is a newer newer post which was Bernie sort of taking a lot of the questions that he received on his first blog post and you know adding some more information here about different sort of things and effects that you can do to sort of make that whole homepage that banner looked more interesting so I would encourage checking out this blog I think it's a great resource to go to just to find out you know more information about configuring and working with our GIS online and you'll see some some pretty neat things that have been posted by some of the product experts okay so having said that you can see now remember how I mentioned that featured content gallery and how it points to that that that information so this is probably a good segue to talk a little bit about groups so when I click on the group's button it shows me all the groups that I have in my organization and this is sort of one of the things that you're going to want to start setting up fairly early on okay so I've only set up five groups in this org so it's fairly straightforward it's not really doing a whole lot of complex like cross-cutting groups or anything like that I can I'm going to show you another one that is but say for example here's that group called featured content gallery and this group contains all of the web maps that I wanted to have in that group that's going to be in that scrolling area along the front so since I was using this for some of the hands-on workshop at New York we had the three exercises and we put those in there we also wanted to put some information about local government galleries I kept around some of the towns and university ones and then I added a edit another web map and here just a reference to whether just it just to have that in there so whenever you have a piece of content and like I said you know we're not going to talk a lot here about content when we're talking more about creating the organization but when you have a piece of content you have this idea of sharing it so if you have a when you create your web map or your web service or your data set and you click the share button and you decide in here how you want to share it so for example if I were to share something in the featured content gallery when I open up the web map since I've pointed it to that and when I set up the organization that's gonna be part of that scrolling list right so for example if I were to go let's go back to my content and say I just wanted to add something in the front so I wanted to add like the ArcGIS online workshop data okay so this is the date the class information that I had and I wanted to put that on the front page so people could see it you can say alright I'll go ahead and put that in the featured content gallery and now when I go back to the homepage now it reloads the featured content gallery and it adds that to it so now the arc GIS workshop data is now set into that gallery and I can see that there in the front page so now I've got my three exercises as well as the workshop data but all the other stuff I had in there is just pushed off to the next page all right someone asked me in a seminar a couple weeks ago if there's any limit to the number of items that can be in the featured content gallery and my response was I don't know and I actually haven't found that out yet so it would be kind of kind of unruly if you had say like a hundred pieces of content in here so that really wouldn't make any sense you'd be more someone might be more suited to just you know creating a group another different different group to hold that or just being able to search for it hey Mark I thought that the featured content cover this particular little sliding gallery only displays three pages worth of stuff is it three okay absolutely three and and then you can just choose how they're sorted so I think the sort order defines what you see so it's by date or by last up to whatever they're couple options there yeah yep yeah they're uh it's either alphabetical or by date I think the date the content was added so I mentioned that gallery thing and I actually have this pointed to the same group with this featured content gallery so this is just another page and another way that you can have another length that's right on the front to put information that you might think is really interesting in addition to that you can break it out by are they map so they web apps or they mobile apps ok so there's there's other ways that you can break that out but again all that is is pointing to a group all right so just on the on the whole idea of groups and we might as well just go ahead and create one so creating a group is pretty straightforward you just hit this create groups button and then you just give the group a name so I could say this is like you know marks sharing group and then I'd want to like maybe give that some sort of a picture and I could go grab something say from oh I don't know let's see let's grab I've got some images over here so if I had a picture of me I could put it in there so I have all these random people pictures so here we go grab this guy here and we'll just say my group for sharing data and I could put that in the description if I wanted to and then I want to tag it so tagging is very important I mean ArcGIS online you should always you should always tag things you know with like your initials if you wanted to or any other thing that you want like the the project that you were working on or you know data sharing just keywords that you want to be able to easily search for I'd like to draw your attention to this status section over here so when you create a group this is pretty important you have to decide how you want people to be able to access the group so the default is that a group is public which means all users in the ArcGIS online space can search for and find the group now that doesn't mean that they can join the group and that doesn't mean they can like see all the content in the group but what they can do is they can apply to join the group so I have that checkbox on right so if I were to uncheck that would mean that users cannot petition me Group owner to join it so I might want to leave that on another thing I could do is set this up to be organization only so only folks that are inside my organization can search for and find this group so only at my agency or my company or whatever and then the third option is if to make it a completely private group and a completely private group means these people can only join if I send them an email and say you should you should come join my group and I send them a link to that so those are three different ways you can set that up okay and then the other thing is the contributors so do I want only the group owner that being me to be able to contribute content to the group or do I want to let all the members of the group contribute content so if I wanted to restrict that I wanted to create a group where I could invite people to join but I only wanted them to be able to use the content I'm creating then I might set that to be only the group owner right but if I want everybody to do that I can just say all members okay so I'll go ahead and save that so there's my sharing group so the next thing I want might want to do is after I start adding content to the group I would want to invite a user to join it so that's this invite users button and in the invite users button I can go ahead and I can search so I could search say for you know son William you know see if I've got any any Williams in here actually I don't get some tag if there's a guy named Ted I know whoops did search for him so search that one oh woops that's because I'm not searching here okay so what I probably want to do here is also grab Angelo and that's not working sorry just search by the username okay I'm not quite sure why that's not coming up so where's my user list let's try this again I know Pam is in there and there it is okay so I don't know why that sort of pick up but so this is me searching for people within my organization and I can go say I'm gonna go ahead and add Pam into that group okay so that's good and now the other thing I can do is I can say I want to add members of the organization without having them confirm it so because I'm an administrator I can say you know what I'm gonna go ahead and add people to the group and I'm not going I'm not gonna worry about them confirming back to me if they want to join the group I'm just gonna add them to it so as an administrator I can do that so it sort of saves me a step otherwise what I would have to do is wait for them to say yes I would like to join the group and then they will become part of it um the other thing you see here is this only search for members in the front of VCG i org and if i uncheck that then i could go look for people that were not in the group and it's gonna search for people across all of the ArcGIS online space okay so typing in Tom might be a little tough so maybe I'll put in Toms last name see if I can find him Hey look at that there's Tom all right so Tom's got a bunch of logins here I'm just gonna grab one of them and say I'm gonna ask Tom to join now Tom doesn't isn't a member of my organization but that's okay I'm gonna invite him to join and now being a member of this other organization he can now contribute content into this sharing group and this is a way if we can collaborate across our organizations all right this is kind this is a this is a pretty a pretty powerful thing to be able to do can I say go ahead and send those so those get sent out and then um you know I can wait for people to either respond and say hey you know I want to join your group I wanna join the organizational structure and I'll just take it from there all right so that's that's about you know this whole thing about inviting people to join the groups across the different organizations so before I go too far on that and start in talking about users let's talk a little bit about inviting users okay now I just showed you creating a group and inviting users to join the group that are members of your organization or members of other organizations now I'm talking about inviting users to join your organization so what you're doing is creating is inviting a user to join through the login okay so inviting users one at a time or you can do it in batch now a lot of this is going to have more applicability to say a user that has a subscription account okay so like say they bought a level two subscription or a level one it's meaning that they their allotted five or fifty user accounts and now they're going to start inviting people okay or in your case you've got 12 people that have desktop licenses in the organization but you're the you're the administrator and you're gonna decide which twelve people you want to actually invite in to join the org so you need to be able to like start sending them emails to say hey I want you to like to join the organization and there's a couple of ways that you can do this you can certainly do it one at a time and you have a couple of decisions you have to make so for example I can say I want to invite users one at a time so in other words I'm going to enter all their information but I can say I'm going to do I'm going to decide what their login is going to be and then I'm going to send that to them or I can invite users and let them decide if they want to join using their existing ESRI global account or by creating a new ArcGIS online login in general and I think this is maybe this is personal preference or just from personal experience I like to sort of keep my global account because I mean I have one which is sort of linked to technical support and all those other things and yes we have to use technical support to keep that separate from my ArcGIS online accounts so I like I sort of like I'd prefer to have those separated you can do it either way you'd like but one to attach your a global account to an ArcGIS online account they're hooked together I believe that customer service can decouple them somehow some way but it's sort of like a process they have to go through so I like to keep those separated so inviting users one at a time is pretty straightforward it is a dialogue and you just fill it out you say okay I know that's Tom's email so I'm gonna go ahead and put that in and put his first name his last name I'm gonna create a username for him I'll decide if I want to make him a user or a publisher I cannot invite him as an administrator what I can do is I can invite Tom to join but after the fact after he has joined I can then decide if I want to promote him to administrator or not so it requires another step okay and then I just put some text in there to say hey you know mark is inviting you to join this online org you know what why don't you come on and join it another thing that I can do is I can assign usernames roles and emails in a text file all right so here's a comma separated variable file I just created an Excel and all it has to do is have the first row in the Excel table have first name last name email role and using so I can set that all up so you can see that I've set up the username one thing I will mention is that the username has to be unique across all of our cheese online and if they find for example another Ashley Brady actually underscore Brady then it would attach like a 0 or a 1 or a 2 well however remember many numbers it needs to make that username unique so the username has to be unique but the first-name lastname doesn't have to be so as you saw I think if I go back here to my user list so like when Angelo signed up he signed in up with a student ID that I gave him of New York 108 but while he's been playing around with the orga we gave him like a real name so he said we said it to be his name as opposed to the to the the username that he has he just keeps the user name but whenever he goes in and like looks for himself you can peek and see his name in there then you can see Pam she got her standardized standardized username came in as her last name underscore the orc name and then I shortened it a little bit okay so we have all sorts of control over that really just the only thing that that matters is that the username is unique right so if you use a file that can be a great way for you to add like a whole bunch of users all at once rather than having to do these one one at a time so if I were to go in here invite a user I can go in and say okay I'm gonna I'm gonna pre establish the login and then I'm gonna put in like maybe I'll put in Tom and we'll put Tom in there and you can see gives them a username and if I wanted to I could change the username I could promote him and say you know I'm gonna I want to make sure Tom's a publisher and you know go ahead and set that up and you know put like a little message in there if I wanted to and then say okay great review the invitation and then go ahead and send it so that that invitation gets sent all right so the other way that I can do that is I could say I'm gonna go ahead and do this now from a file so in my case I could go ahead and choose the file and I've got a lip recreated list here and I could say upload the file I get an error on that one not quite sure why so let's try a different one that I've got let's see not quite sure why those didn't work rotations try that one now that one's not working either right not quite sure why that's not working but yeah anyway what it would do is it would load all those up and put it into a screen and then I'd be able to review them so that's just a pretty straightforward way for me to do that it makes it pretty easy and they have it I'm not really not quite sure why that's not going I must have an error in the way I have the file configured but at any rate all it does this load that up and then I can review all of those and let it go from there okay so once I've got all the users created then what what's gonna happen is they'll get an email and when they receive the email they will then confirm that they want to join the organisation and then I'll start to see them show up over here and then I can decide if I want to change their their status I want to make them administrators or I want to drop them down to a user those are all the things that I can do as the the organization administrator okay okay so that's that's pretty much covers inviting users I talked a little I talked some about groups already what are some of the important things I want to talk about that is when you create the group you know put some thought into it put some thought into creating the groups and styling it with with a logo that sort of reflects your company as well so like maybe there's like a standard graphic style that you have for your departments and your organization's and you sort of want those graphic styles to reflect the same sort of a style that your company has so for example on in this example here that I'm showing on the screen I'm sort of using the same sort of the same sort of font and the graphics and I'm sticking to like a sort of a pastel background and I'm just trying to make these look like logos that that don't look jarring Lee different say from like one group to another from one department to another and I make them unique through the the tags and the information that are associated with them as I pointed out in the demonstration I sort already did this already you can invite other argyus online users to join the group in an org and you can add them in or let them follow up and this whole idea of being able to do this is really I think a powerful way to do cross collaboration across organizations that's it's really the most effective way to do it rather than you having to so here's an example say you've got six entitlements so you have six users in your organization that you can use and you're working on a project and with me and so rather than saying okay mark we know market Ezra he's gonna help us out with this instead of having to create an account for me and use up one of your accounts it's better to create a group and then invite my ESRI account to join the group so you're not chewing up one of your your named in entitlement accounts are you doing is it engine is inviting me to join a group that you created so it's a lot more efficient that way and it saves you users okay so I sort of already went through that that whole thing about working with groups but I think what I'm gonna do here is log out of this org and show you a more filled out one ok so here's an example where if I were to try to log in from this screen to that organization it's gonna give me an error because it's gonna say hey you're not a member of this organization because I'm set up to go remember to this to just comp thing all right and if I were to log into my my city maps and apps it's not gonna go to that so there's a couple ways that I could do that I could go right to the ArcGIS online page here and sign in from here and it would take me there or I could bookmark my orgs URL and in this case it's this our city be Navstar our chefs calm so the B is for Boston so everyone the regional office of offices has one of these and I can sign in here alright but the sort of the bailout if you ever just forget is to just go to RGS comm and sign in here because now if I sign in with my account it's gonna take me to that our city B dot map start arch s calm as you can see on the on the URL okay so this one's set up slightly different you can see I've done like some some little toys with the the graphics by fuzzing out the the banner so it's sort of like fuzz this out as I get down towards the bottom of the screen I've got a fairly populated banner up excuse me gallery here then I'm working with I've got a whole different gallery when I hit the gallery button I've already fleshed that one out and the the whole organizational structure in this case has a whole bunch of people in it this has like I think it's like 75 or 76 users so I'm this this all filled out and and then put together and then the thing I mentioned about the groups is you can sort of see how I've used the same style and all the group logos and it's it's just a sort of a way for me to make it look a little nicer a little better um I probably could have done a better job like you don't have the full black border around all of those like the City Council in the city manager group but maybe I want to do that to sort of make it stand out so these are just little things that you might might want to do and when you think about setting up your groups in your organization and I'm gonna log out of this one and login to one more organization so this is Ezri Boston regional organization so this is like the one that we use in the ESRI Boston office and I go pull that up and like here's some web maps and some of these have just been just recently loaded up like this digital globe first looks service we've been using that in the seminar series that we just ran but the thing I want to click on over here is the groups and so you can see here I've got here's a group that Michael can set up for the town of Amherst so this is from his organization but he invited me to join it so I'm a member of this group but I'm not I'm not a member of his organization so I'm just coming into his group through my organization alright so that's that's it's it's really kind of a powerful way for me to be able to do that okay so I can see some of these other groups here's another one here so this is one for mercy management and this was created by Rachel Whedon in our filling office so this actually lives on their organization and that the Azeri Philadelphia organization but because Rachel invited me to join the organization I have access to all these emergency management maps and applications that we've been using for demonstrations and now I can utilize these and work with them without having to actually be a member of the ESRI Philly organization this is really kind of a another indication of of how valuable that can be and I sort of like always want to illustrate that because I think it's one of the more powerful collaboration features of ArcGIS online and it's a newest incarnation okay so a few tips and takeaways start by configuring the site yeah you know set it up you know organize it around you know the way that your company works so think about like the different services and layers and setting up in groups that means something to you and the other thing is if you if you have this like grand plan for getting the organization going it's really a great opportunity for you to create a focus use case you know like so like talk to if you're like in a town talk to say the fire department or the national resources department or if you work at a company talk to some of the folks at the company say hey you know let's let's take this project we're working on and let's experiment with ArcGIS online and like see all the different things that we can do with it and then once we sort of roll out roll that out and get through all the bugs then it sort of gives us a way to go forward to implement it for lots of other projects in other departments of the company I mentioned hitting that the resource center in the blog from information and updates I think that's a really valuable thing to do the ArcGIS online structure is updated probably on a quarterly basis now so you're gonna every four three months or so there's going to be an update and the best way to find out about what's going to be in the update is to go to the blog and check it out so there's like an RSS feed you can subscribe to or you can just periodically go there and check that out be a lot of really useful information in there okay so in closing I really like to think that ArcGIS online is something that once you get it set up and once you get it configured this is really going to be a great productivity tool for you use I think it's gonna help you expand your organization and all the different things that you can do as time goes by you're going to start to grow this this all these the different information pieces and parts that you've got in here information products so not just maps and apps but you know sets of data and base maps and you can really start to build this up developing a community of users within your organization and also outside of your organization so this whole idea of inviting users to join your org that I mean excuse me to join and participate in your organization that are that actually are outside of your organization it's going to be a great way for you to develop this user community and this this cross collaboration idea where different departments and different users at different companies now it can be like sharing and creating data that they can all use to their benefit and the last thing I'm going to plug in here is everybody's concerned about credits you know and for every account there's 100 credits associated with it so you know you could argue that you might want to monitor credit usage but really the only things that show up credits a lot are doing analysis and geo enrichment which we haven't even really talked about because we didn't talk about content much but just creating web Maps and standing up services is really not going to to just you know pound on credits in fact most of the credit manipulation is going to be from analysis services and data services and when you get right down to it credits or ten cents apiece hey Mark I just had I would say they're there this is Tom they're a couple sort of key things that consume credits one is and again this is not about administering or setting up the org but about the content of the org one is creating a map service that's tiled so if you say you know I want to cash or Billick build a map tiles for the whole state of Vermont down to the most suited level that's a lot of tiles and a lot of work and can consume some credits geocoding a massive quantities of addresses like you know tens of thousands can use up credits more than you more than some of the other things mark talked about and then as Mark said analysis and geo enrichment right and if you ever want to find out like what's going on with your credit usage if you go to your organization's administration page there's a subscription status so I can tell you like how many credits you have remaining and you can like view the status and see what's going on with credit usage and it's gonna show you like you know how credits of being how how credits have been being used lately and then it'll it'll come up and display that up here in the screen okay so uh it's sort of trying to generate that now okay so like in the most recent testing and stuff that were doing I turned I turned Angelo loose on the organization and he went wild with with doing all of this a Geo enrichment and geocoding and so as tom said if you woulda like take out the geocoding and then the genus the GU enrichment which is like adding census data into layers the rest of it constitutes 0.3% of the total consumption there just really isn't a whole lot in there and yet there's a there's there's like well there's quite a few web maps and a whole bunch of services in here they're being you have been used by the students in all the workshops we've been running in it you know really it takes a long time to like add that all up right so I may want to be I want to be right up upfront about you know monitoring credit usage you have the ability to do that but the bottom line is credits are really cheap and you can always add credits to the org and they the ones that are added in last in perpetuity it's not like they run out or anything so I'm gonna end this now this is a picture of Jeff Barrett from our Olympia Washington office and Jeff is a Rhode Island native and he sent me this picture this morning saying this is how he came into work this morning so he's got his fake beard he's got his Red Sox outfit and his glove and he's also pretty happy about the Sox winning so thanks everybody for attending and I'm also gonna now throw it open for Leslie to if she has questions that she wants to yes feed to us so I think I might not ask these in order just because you ended talking about well sort of talking about the account and this was a question I was gonna ask anyway Theresa asks if you have an existing free account does your content transfer over to an organizational paid account when you obtain one and basically that whole question of what happens to your account and all the any content associated with your free account that you had previously what happens to that if you transfer it over to the organizational accounts right okay so and correct me if I'm wrong Tom but the if you have content that's in a personal account we have a tool that you can use to move like web maps over from from like a personal account over to an organizational account and I can't remember what this thing is called it's on as a reference to learn the log somewhere it's long I think the first thing is to say when when you go to when you join an account if someone does not create a user account for you but but says you're allowed to create your own username you're given the option of logging in with an existing free personal temp but what happens then is that free personal account becomes part of the organization and all the content that you have under that free account now is part of the organizational account and become a bit of a hassle to decouple it if you ever want to decouple it so often we suggest people if they have a free personal account that they've they used to you know put their kids soccer games up or whatever it might be that they leave that separate and they create another account for work use but if it makes sense for you to to bring them together that's sort of a you know one one-and-done kind of thing it brings all that content that's under your personal account into the org and then you can choose to share it with groups and all that thing that mark was doing so that's what happens but if you ever leave York it becomes sort of a difficult effort to get that stuff back out okay see hey Leslie this is Josh yes so for you before you move on I'll add that the tool that Mark was referring to is called the AG o or rjs online assistant you can find the code for it on github and it's also listed as a reference in the ArcGIS online if you search for it a gos distant that's the tool you used to copy items between rjs comm accounts and then across or back and forth between organizations okay but I'll add to that Josh that that tool lets you move web maps but not hosted content so if you upload a file or something like that you can't move that but if you create a web map that's like a mash-up of a bunch of map services that you can move around right and yet the other thing I throw in there too is that a personal account you can't create hosted services anyway so right you to be able to do some but yeah that went away and there's another question about how the accounts and licenses and user accounts works for organizations that obtain their arcmap license free of charge through another agency will but will they be entitled to any of the user accounts for example a regional transportation agency that obtained arcmap licenses through a state do th mmm is that pretty much up to the state do t who they who they solve a question that maybe I can answer so what I would say is that the licenses there's a customer number that owns the licenses those organizations are using is the the organization that gets the arches online account so could they give access as a named user to that ArcGIS online subscription to all those users yes they could it would not mean though that let's say a regional agency was using a state license of arcinfo or something would get access to their own personal ArcGIS online organization subscrib a mate so do one big central one and they could be a member of it and share data and share content that way right there's no there's obviously no need for there's no interaction between the license itself and your access to ArcGIS online it's just how the administrator chooses to give create user accounts and and offer them to people right like it doesn't matter that you're located in a different place where you're not accessing the license oh yeah and then there's another question that goes back to setting up the look and feel on the home page can you have Melinda asks can you have maps in your featured content gallery that are not your own Maps in other words can you grab maps from outside groups and display them in your featured content oh yeah sure yeah if you if you search and find a map you know you could you could include the reference if it's publicly shared yeah you you could save that reference into your your ArcGIS online space and then use that putting the group that is is that featured gallery yeah okay okay so that's it for questions if anybody else has questions they should go ahead and send them now it looks like you may have answered everyone's questions actually the one other thing I wanted to ask while people are thinking is although you you did make reference to the credits at the end do you have any kind or can you point us towards a page that does some kind of an overview of the credit thing like I know that that in general I understand that analysis data services tab map services geocoding are the things that are going to use a lot of credits but how why do credits matter if say I'm not going to do any of those things just as a starting point oh the credits get added up if I'm just doing stuff that isn't using a huge amount of them but how am I using them up um yeah there's a there's a tool that you can find on the website called the credit calculator and I think Josh is that linked right off yeah go to ESRI comm slash ArcGIS online I will take you to the main product page there's a credit tab okay let's give you the list of how credits are consumed and then there's a link there in the green at the service credits estimator or calculator yeah so there's a pretty good description here about like what what generates credits in it at what level and then this credit estimator you can use to sort of try to you know flush through this and and once you estimate feature services and tile to have services and whatnot and it gives you back a number okay you know and it is an estimate but it you know take it's taken our best shot at what we think it think it comes out to but I think you know that that's a really useful tool but this this here is a pretty good description of like you know okay so what is a tile map service and you know how would it impact my my credit usage and stuff like that okay great any other questions out there cuz if not we're gonna let them go yeah so if if there's any follow-up questions I'd be more than happy to take them so you can just send her to me and M Scott at ESRI comm and if it's a account related I can send it to Josh and other than that that's it thanks okay thank you all of you guys and just for those who are left on a call I just remind everyone this has been recorded and it'll get posted on our website also you will receive a feedback survey link at the-- when you sign out so thank you everybody thank you Mark and Tom and Josh have a great day thank you

Channel: VTgeospatial

Views: 5,917

Keywords: GIS, VCGI, Vermont, Mapping, Maps, GIT, ArcGIS, arc, arcgis online

Id: TyJvjofeW00

Length: 85min 42sec (5142 seconds)

Published: Fri Nov 01 2013