Administration

Learn more about ‘Adminstration‘

Locate Administration

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration)

    Administration button

     

  2. You will be directed to the ‘Administration’ screen 

 

 

Theme

 

Summary

Be able to change the ‘Theme‘ of the intranet in ‘Administration’

 

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
  2. You will be directed to the ‘Administration’ screen  
  3. Select the ‘Theme‘ dropdown on the ‘LHS‘ (Left Hand Side)
  4. Choose between the different ‘Theme‘ options that you would like to ‘Edit‘
  5. These are:
    1. Logos
    2. Colours
    3. Fonts
    4. UI Styles
    5. Footer 
    6. Widget theme
    7. Phone Apps
    8. Wallpaper

      Theme Drawer in admin

       

Broadcast

 

Summary

Be able to add a ‘broadcast message‘ to the intranet

 

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
  2. You will be directed to the ‘Administration’ screen  
  3. Select the ‘Broadcast’ tab 
  4. You will be directed to the ‘Broadcast’ screen
  5. To add and configure the ‘Broadcast message’, select the ‘Add message’ button. 
  6. You can add the message in the WYSIWYG editor
  7. To display the broadcast message , select the ‘Display broadcast message’ checkbox under ‘Visibility’
  8. To add an expiry date for the message, select the ‘Expiry date’ checkbox and choose a ‘Date’
  9. You can choose to target the message at managers or specific  teams, locations, role grades and regions.  If none of these fields are populated, the message will be targeted at everyone.
  10. You can cancel the changes by selecting the ‘Cancel’ button
  11. You can view a preview of the message and configuration by selecting the ‘Send’ button

Image of the Broadcast screen in Administration

 

Summary

Be able to edit the ‘Site Structure’ on the intranet

 

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
  2. You will be directed to the ‘Administration’ screen
  3. Select the ‘Navigation‘ tab dropdown then the ‘Site Structure’ tab
  4. You will be redirected to the ‘Site Structure‘ home screen
  5. To add a new menu item select the ‘Create Menu Item‘ button
    1. Input the ‘Title‘ & ‘Description‘
    2. Select the checkbox if you want to include a ‘Landing page‘ & then ‘Display Menu‘
    3. Fill in the relevant information on the ‘RHS‘
    4. Select ‘Save‘
  6. Select the ‘Three dots‘ in the actions column in order to:
    1. Create a ‘Submenu item‘ for that ‘Menu item‘
    2. ‘Edit‘
    3. ‘Delete‘ 

 

 

Summary

Be able to edit the ‘Menus’ of both the ‘Workbar’ and ‘Main Menu’

 

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
  2. You will be directed to the ‘Administration’ screen
  3. Select the ‘Navigation‘ tab dropdown then the ‘Menus’ tab
  4. Select “Workbar”
    1. Input:  Title, Link and upload an image
    1. To add a “Menu Link” select the “Add Menu Link” button
    2. To enable icons select the checkbox “Enable icons for menus”
    3. To reorder the “Link Titles” select and move the “Drag handles” on the left hand side
    4. To enable the “Link Title” to be visible in the “App Menu” select the checkbox to the right of the specific  “Link Title”.
    5. In order to edit a  “Link Title” select the ‘Option menu’ (three dots) to the right of it.
  5. Select “Save”

    Menu configuration in Admin

     

 

Expected result

You will have configured the intranets ‘Menu’ to your liking.

 

 

 

Summary

Be able to configure the intranets ‘Main Menu’

 

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
  2. You will be directed to the ‘Administration’ screen
  3. Select the ‘Navigation’ dropdown
  4. Select “Menus”
  5. You will be redirected to the ‘Menus‘ screens
  6. Select the ‘Main Menu‘ tab
  7. Select whether to show the main menu
    1. “Horizontal”
    2. “Drawer” 
  8. If you want to “Pin the main menu to the Workbar” select the checkbox
  9. Input the number of “Submenu items” deep you want the menu to go
  10. Select “Save”

 

Expected result

You will have ‘Configured’ the intranets menu to your liking.

 

 

 

 

 

Summary

Be able to configure the intranets ‘Main Menu’

 

Steps
  1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
  2. You will be directed to the ‘Administration’ screen
  3. Select the ‘Navigation’ dropdown
  4. Select “Menus”
  5. You will be redirected to the ‘Menus‘ screens
  6. Select the “Quick links tab”
  7. To add a “Quick Link” select the “Add Quick Link” button
    1. To reorder the “Link Titles” select and move the “Drag handles” on the right hand side
    2. To enable an “Icon” on a specific “Link Title” select the checkbox to the right of the specific  “Link Title”.
    3. In order to edit a  “Link Title” select the ‘Option menu’ (three dots) to the right of it.
  8. Select “Save”

     

     

    Profile Settings – Roles, Skills and Interests

    Summary

    Be able to manage the ‘Roles, Skills and Interests’ for users on your intranet.

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration Screen’
    3. Select the ‘Profile settings‘ dropdown
    4. Here you will be redirected to the ‘Job Roles‘ page in the ‘Roles, Skills and interest‘ tab.
    5. Select ‘Add Job Role‘ 
    6. Input ‘Title‘ & ‘Description’
    7. Select the ‘Publishing Options‘ either ‘Published‘ or ‘Archive‘
    8. To ‘Edit‘ or ‘Delete‘ select the ‘Three dots‘ to the right of the Job title
    9. To reorder the ‘Job Roles‘ drag the ‘Two lines‘ to the left of the Job title
    10. Select the ‘Professional Skills‘ tab
    11. Follow steps 6-9
    12. Select the ‘Soft Skills‘ tab
    13. Follow steps 6-9
    14. Select the ‘Personal Interests‘ tab
    15. Follow steps 6-9
    16. Follow these steps for (on the LHS):
      1. ‘Titles, Grades & Badges‘
      2. ‘Employment types‘
      3. ‘Gender pronouns‘
      4. ‘User profile config‘
      5. ‘Editable fields‘

        Rolls, skills & interests in profile settings

         

    User settings – User Management

     

    Summary

    Be able to navigate to the ‘User settings’ screen in ‘Administration’

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration’ screen and will be able to see the ‘User management’ tab already displayed. 
    3. Here you can ‘Add’, ‘Edit’ and ‘Delete’ users on your intranet
    4. To ‘Invite’ a new user(s) to the intranet:
      1. Select the “Invite New User” button
      2. Input their email address(‘)
      3. Select “Enter”
      4. Select the button labelled “Send Invites” – new users will receive a welcome email and a link to join the intranet

        Invite new users

         

    5. To ‘Edit’ a user:
      1. Locate them via the table or type in their username using the “Search Bar” and select “Search”
      2. Once you have located the user select the ‘Option menu’ (three dots) to the right of their name
      3. Select the “Edit” option
      4. Here you can edit the user personal and professional information
      5. Select “Save”
    6. To ‘Delete’ a user:
      1. Locate them via the table or type in their username using the “Search Bar” and select “Search”
      2. Once you have located the user select the ‘Option menu’ (three dots) to the right of their name
      3. Select the “Delete” option
      4. To delete multiple users select the checkbox to the left of their name
      5. In the top right corner change the “Operation” to “Delete Users”
      6. Select “Next”
    7. In order to locate user(s) via their “Username”, “Team” or “Created date”:
      1. Select the “Search” bar.
      2. Select the following in order to configure your ‘Search’:
        1. Roles
        2. Anonymised user
        3. Blocked user

          User Management Search

           

     

    Expected result

    You will be able to search for users via their ‘Username’, ‘Team’ or ‘Created Date’ and choose whether to edit their information or delete them as well as invite any new users to the intranet.

     

     

    User settings – External User Access

     

    Summary

    Be able to navigate to the ‘User settings’ screen in ‘Administration’

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration’ screen
    3. Select the ‘User Settings‘ dropdown then select ‘External User Access‘
    4. Select what ‘Apps‘ and ‘Directories‘ external users have access to
    5. Select ‘Save‘

      External User Access Screen

       

     

     

     

     

    Content Settings – Tags, topics and categories 

    Summary

    Be able to manage different ‘Content Settings’ for users on your intranet

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration Screen’
    3. Select the ‘Content settings‘ dropdown
    4. Here you will be presented with ‘Tags, Topics & Categories‘ page
    5. Select ‘Add General Topics‘ 
    6. Input a ‘Title’ & ‘Description‘
    7. To ‘Edit‘ or ‘Delete‘ select the ‘Three dots‘ to the right in the Actions column
    8. To rearrange the order select and drag the ‘Two lines‘ to the left of the title
    9. Select the following tabs and repeat steps 6-8:
      1. Content Catageories
      2. Policy types
      3. Primary categories
      4. Projects
      5. Security classifications

    Tags, topics and categories in content settings

     

    Content settings – Must reassign content

     

    Summary

    Be able to manage whether content must be reassigned or not when the original user is deleted or anonymised.

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration Screen’
    3. Select the ‘Content‘ dropdown, then the ‘Must reassign content’ tab
    4. You will be directed to the ‘Must reassign content’ screen
    5. ‘Must-reassign’ can be enabled for a content type by selecting the checkbox to the right of the item. 
      1. When must-reassign is enabled for a piece of content, then it’s mandatory for the content to be reassigned to another user when the original user is deleted/anonymised via the User management screen.
      2. If must-reassign is not enabled, then the content doesn’t need to be reassigned to another user when the original user is deleted/anonymised via the User management screen. 
    6. You can save the changes by clicking the ‘Save’ button
    Image of the Must-reassign content screen in Administration

    Must-reassign content in Administration

     

     

    Comment settings 

     

    Summary

    Choose to display comments, show the like widget or decide whether to have pre- or post-moderation for comments.

     

    Steps

    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration’ screen
    3. Select the ‘Comment settings’ tab
    4. Select the checkbox for “Allow commenting” for the content type of your choice
    5. Select the checkbox for “Pre-Moderation” for the content type of your choice
    6. Select the checkbox for “Like widget” for the content type of your choice
    7. To the right of your chosen content type, select whether or not to “Activate WYSIWYG”
    8. Select “Save”

      Comment settings

       

    9. Select the ‘Social Apps‘ tab
    10. Select the checkbox for which content type you would like to have ‘Pre-moderation‘ enabled
    11. Select ‘Save‘

      Comment Settings – Social Apps

       

    Expected result

    You will be able to decide on whether to allow the WYSIWYG in different content types and if commenting, pre-moderation, and Like widget are enabled or not.

     

     

    WYSIWYG Settings

    Summary

    Be able to manage the ‘WYSIWYG Settings’ for users on your intranet

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration’ Screen
    3. Select the ‘WYSIWYG‘ dropdown
    4. Select the ‘Roles‘ tab
    5. Here you will be redirected to the ‘Roles‘ page
    6. Select the ‘Checkboxes‘ of the permissions you want to give to ‘Site Admin‘
    7. Select ‘Save‘
    8. Repeat steps 6 & 7 for the following tabs:
      1. Author
      2. Organisational user
      3. Creator

    Roles in WYSIWYG settings

     

     

    Builder Settings

    Summary

    Be able to manage different  ‘Builder Settings’ for users on your intranet

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration’ screen
    3. Select the ‘WYSIWYG‘ dropdown
    4. You will be redirected to the ‘Content Templates‘ page
    5. Select ‘Add Template‘ 
    6. Input a ‘Title‘, ‘Description‘, ‘Content type‘ & ‘Category‘
    7. Select ‘Next‘
    8. Choose your page width and and the ‘Layout‘
    9. Select the ‘Widgets‘ tab
    10. Add all of the relevant widgets
    11. Select ‘Save‘
    12. Select the ‘Filter‘ button then select the checkbox of the ‘Content types‘ you want to ‘Filter‘ 
    13. Select ‘Save‘
    14. Select the ‘Three dots‘ to the right of the title
    15. Choose whether to:
      1. ‘Preview‘
      2. ‘Make default‘
      3. ‘Edit‘
      4. ‘Clone‘
      5. ‘Disable‘
      6. ‘Delete‘
    16. Select the ‘Categories‘ tab
    17. Select ‘Add category‘
    18. Input the ‘Title‘
    19. Select ‘Save‘
    20. Select the ‘Filter‘ button then select the checkbox of the ‘Categories‘ you want to ‘Filter‘ 
    21. Select ‘Save‘
    22. Select the ‘Three dots‘ to the right in order to ‘Edit‘ or ‘Delete‘ the category

    Content templates in Builder settings

    Search – Synonyms

    Summary

    Be able to manage the ‘Search Synonyms’ for users on your intranet

     

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration’ screen
    3. Select the ‘Search‘ dropdown
    4. You will be redirected to the ‘Search Synonyms‘ page
    5. Select ‘Add Synonym‘
    6. Input the ‘Term‘ and ‘Synonym‘
    7. Choose to select the checkbox for ‘Bidirectional synonym‘
    8. Select ‘Save‘
    9. Choose whether to ‘Download’ or ‘Export’ the synonyms

    To ‘Edit‘ or ‘Delete‘ the Synonyms, select the ‘Three dots‘

    Synonyms in Search settings

     

     

     

    Search – Promoted search

    Summary

    Be able to manage ‘Promoted search results’ on your intranet.

    Promoted search results allow you to promote certain content items to the top of search results. For example, if someone were to search ‘GDPR’, you could make it so that any content associated with the promoted search result GDPR will appear at the top of your users’ search results.

    Steps
    1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
    2. You will be directed to the ‘Administration Screen’
    3. Select the ‘Search‘ dropdown, then the ‘Promoted search’ tab
    4. You will be directed to the ‘Promoted search’ screen
    5. To create a promoted result, select ‘Add promoted result’
        ‘Add promoted result’ screen
        1. You can input the ‘Name’ and ‘Description’
        2. If multiple results related to the same topic are promoted, you can choose the order in which the promoted results display in Search.
        3. You can create a list of promoted items.
        4. You can choose whether to publish the promoted result or not.
        5. You can ‘Cancel or ‘Save’ the changes. 
        1. You can change the order of the items in the table by selecting the drag handle button and moving the items
        2. You can ‘edit’ and ‘delete’ the items by selecting the options menu  (3 dots)
        3. You can ‘Save’ the changes 
        4. You can reset the items in the table to alphabetical order by selecting the ‘Reset to alphabetical order’ button
        Image showing the promoted search results

        Promoted search in Search

        Search – Display extended search bar

        Summary

        Be able to display an ‘extended search bar’ on your intranet.

         

        Steps
        1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
        2. You will be directed to the ‘Administration Screen’
        3. Select the ‘Search‘ dropdown, then the ‘Display extended search bar’ tab
        4. You will be directed to the ‘Display extended search bar’ screen
        5. To display an extended search bar instead of the search button in the Workbar, select the checkbox.
        6. You can save the changes by clicking the ‘Save’ button

        Image showing the extended search bar configuration in Search

        Extended search bar in Search

         

        Security – File types and extensions

        Summary

        Be able to manage the file types and extensions users can upload to your intranet.

         

        Steps
        1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
        2. You will be directed to the ‘Administration Screen’
        3. Select the ‘Security‘ dropdown, then the ‘File types and extensions’ tab
        4. You will be directed to the ‘File types and extensions’ screen
        5. Select the file extensions users can upload as file types
        6. Select ‘Save’ to save the changes

        Image showing the file types and extension users can upload to the site

        File types and extensions in Security

         

        Security – IFrame permissions

        Summary

        Be able to manage the IFrame permissions on your intranet.

         

        Steps
        1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
        2. You will be directed to the ‘Administration Screen’
        3. Select the ‘Security‘ dropdown, then the ‘IFrame permissions’ tab
        4. You will be directed to the ‘IFrame permissions’ screen
        5. If you want to display content from another website, you have to add the domain names to the Frame whitelist.
        Domain whitelist requirements
        • The domains must start with https:// and end with a valid suffix.
        • Each new domain must be on a new line.

        Note: If your organisation has restricted a domain, adding it here will not override those restrictions. 

        Image showing the Iframe permissions configuration in Security

        Iframe permissions in Security

         

        Security – Roles and permissions

        Summary

        Be able to view the roles and permissions on your intranet.

         

        Steps
        1. Navigate to the ‘Workbar’ and select the cog icon (Administration) 
        2. You will be directed to the ‘Administration Screen’
        3. Select the ‘Security‘ dropdown, then the ‘Roles and permissions’ tab
        4. You will be directed to the ‘Roles and permissions’ screen
        5. Here you can view a list of all permissions on the site based on the user role.

        Intranet Tools – Export

        Summary

        Be able to use the different  ‘Intranet Tools’ available for you to configure on your intranet

         

        Steps
        1. Navigate to the ‘Workbar‘ and select the cog icon (Administration)
        2. You will be directed to the ‘Administration’ search.
        3. Select the ‘Intranet tools‘ dropdown
        4. You will be redirected to the ‘Export‘ screen
        5. Here you have the option to ‘Export‘:
          1. Users
          2. Teams
          3. Locations
          4. Job roles
        6. To ‘Export‘ select the ‘Three dots‘ in the ‘Actions‘ column and then the ‘CSV Export‘ option

          Export in Intranet tools

           

        Intranet Tools – Engagement Statistics

        Summary

        Be able to use the different  ‘Intranet Tools’ available for you to configure on your intranet

         

        Steps
        1. Navigate to the ‘Workbar‘ and select the cog icon (Administration)
        2. You will be directed to the ‘Administration’ search.
        3. Select the ‘Intranet tools‘ dropdown
        4. Select ‘Engagement Statistics‘
        5. Input the ‘Date‘ in which you want to see the results for
        6. View the different ‘Engagement Statistics‘ available

          Screenshot of Engagement statistics

           

        Custom Tours – Flows

        Summary

        Be able to manage the ‘Custom Tours’ options for you to configure on your intranet

         

        Steps
        1. Navigate to the ‘Workbar‘ and select the cog icon (Administration)
        2. You will be directed to the ‘Administration Screen’
        3. Select the ‘Custom Tours‘ dropdown
        4. You will be redirected to the ‘Flows‘ screen
        5. To create a ‘Journey‘ select ‘Add Journey‘, here you will be presented with the ‘Add Journey screen‘
        6. Input the following:
          1. Title
          2. Location
          3. Autostart checkbox
          4. Target 
          5. Step(s):
            1. Heading
            2. Summary
            3. Points on a page
            4. Placement
            5. ‘Add Another Item’ if required
        7. Select ‘Save‘
        8. Select the ‘Points On A Page‘ tab
        9. Here you will be presented with a list of all ‘Poins On A Page‘ available

        Custom Tours – Checklists

        Summary

        Be able to manage the ‘Custom Tours’ options for you to configure on your intranet

         

        Steps
        1. Then select the ‘Checklists‘ tab on the ‘LHS‘ 
        2. Here you will be presented with the ‘Checklists‘ screen
        3. Select the ‘Add checklist‘ button
        4. Input the following:
          1. Title
          2. Task name
          3. Link options
          4. ‘Add another item’
        5. Select ‘Save‘
        6. To ‘Edit‘ or ‘Delete‘ a ‘Checklist‘ select the ‘Three dots‘ in the ‘Actions‘ column

        Custom Tours – Profile Completion Indicators

        Summary

        Be able to manage the ‘Custom Tours’ options for you to configure on your intranet

         

        Steps
        1. Repeat steps 1-3 from the ‘Checklists‘ instructions for ‘Profile completion indicators‘
        2. Select the desired ‘Checkboxes‘ for the items you would like to dislay on the checklist
        3. Repeat step 6

        Custom Tours – Slideshows

        Summary

        Be able to manage the ‘Custom Tours’ options for you to configure on your intranet

         

        Steps
        1. Select the ‘Slideshows‘ tab on the ‘LHS‘
        2. Select add ‘Slideshow‘
        3. Input the ‘Title‘, ‘Site link address‘ & desired ‘checkboxes‘
        4. Select ‘Edit Slides‘ then configure how you want the ‘Slides‘ to display using the ‘WYSIWYG‘

          Custom tours – Add slideshow

           

        5. Select ‘Save‘
        6. To ‘Edit‘ or ‘Delete‘ a ‘Checklist‘ select the ‘Three dots‘ in the ‘Actions‘ column

          Custom tours – slideshow

           

        Custom Tours – New Starter Timeframe

        Summary

        Be able to manage the ‘Custom Tours’ options for you to configure on your intranet

        Steps
        1. Select the ‘New starter timeframe‘ tab on the ‘LHS‘
        2. Input the ‘Title‘, ‘Type‘ & desired ‘Time‘
        3. Select ‘Save‘

         

        Custom Tours – Induction Progress Reporting

        Summary

        Be able to manage the ‘Custom Tours’ options for you to configure on your intranet

        Steps
        1. Select the ‘Induction progress reporting‘ tab
        2. Here you can see all of the induction progress reports of new users on the intranet.
        3. You can filter by:
          1. Created date
          2. User
          3. Checklist
          4. Completion
        4. Select the ‘Dashboard‘ tab to view an overall report on the ‘Induction progress reports‘

          Flows in custom tours

        Custom Importers

        Summary

        Be able to effectively use the ‘Custom Importers’ functionality on your intranet

         

        Steps
        1. Navigate to the ‘Workbar‘ and select the cog icon (Administration)
        2. You will be directed to the ‘Administration’ screen.
        3. Select the ‘Custom Importers‘ dropdown
        4. Note: These steps apply for People, Teams, Locations & Job roles
        5. Upload your ‘CSV File‘ of the contents that you would like to import to the ‘Intranet’
          1. Select the ‘CSV‘ template button for access to a template
        6. Once the ‘Upload‘ has taken place you will be presented with the ‘Review‘ stage screen
        7. Here you can see the ‘Columns‘, ‘Filters‘ & have the ability to ‘Export‘
        8. Select the slider to ‘Show field errors‘ 
        9. Resolve all errors and select ‘Import‘

        People in custom importers

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

         

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