PORTAL ADMINISTRATION

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1 1 Portal Administration User s Guide PORTAL ADMINISTRATION GUIDE Page 1

2 2 Portal Administration User s Guide Table of Contents Introduction...5 Core Portal Framework Concepts...5 Key Items...5 Layouts...5 Log Files...5 Module Tools...5 Portal Tools...5 Roles... 6 Themes... 6 Key People... 6 Assistant Manager... 6 Portal Administrator... 6 User... 6 Workgroup Manager... 6 Managing Roles...7 Understanding System Roles...7 Portal Administrator...7 Employee...7 Using the Role Manager Tool...7 Creating Roles... 8 Editing Roles... 8 Deleting Roles... 9 Managing Island Security by Role... 9 Managing Users Understanding Authentication methods Integrated (Windows) Authentication Forms (Portal) Authentication Using the Password Manager Tool Resetting a user s Password Page 2

3 3 Portal Administration User s Guide Using the User Manager Tool Creating New Users Editing Users Deleting Users Using the Profile Field Manager Tool Creating User Profile Fields Deleting User Profile Fields Managing Workgroups Browsing Workgroups Using the Workgroup Manager Tool Managing Workgroup Members Setting Workgroup Permissions Workgroup Pages Workgroup Usage Deleting Workgroups Workgroup Properties Workgroup Activation Uploading Workgroup Templates Configuring Workgroup Types Managing Portal Document Folders Creating New Document Folders Database Documents Mapped Network Documents Editing and Deleting Document Folders Configuring Portal Framework Settings Working with the Tool Security Tool Giving a Role Access to a Portal Tool Working with the Module Administration Security Tool Giving a Role or User access to a Module Tool Working with the Module Report Security Tool Giving a Role or User access to a Report Working with the Portal Framework Settings Tool Page 3

4 4 Portal Administration User s Guide Editing Organization Information Editing System Configuration Editing System Policies Working with the User Interface Setting Tool Working with the Theme Manager Tool Working with the Layouts Manager Tool Working with the Cache Manager Tool Working with the Navigation Settings Tool Working with the Search Settings Tool...54 Working with the Browse Log Files Tool Accessing Passageways Resources Passageways Support Center Passageways Peer-to-Peer Community Passageways Training Materials Product Feature Ideas Working with Portal Reports Usage Traffic System Summary Page 4

5 5 Portal Administration User s Guide Introduction Welcome to the Portal administrator s guide. This guide will show you how to use the administrative tools for the portal. All items covered in this guide are restricted to portal administrators and cover the Portal Tools. Core Portal Framework Concepts There are some core concepts and terms that you should be familiar with when dealing with the administration items for the Portal. These terms will give you a fundamental understanding of several of the terms used in the tools and how they impact the portal overall. Key Items The terms below cover important terms and items that are referenced throughout this guide. A basic understanding of each of these is recommended for portal administrators. Layouts Layouts consist of several different components of the portal. These include Banner, Navigation, Toolbar, Start Page, Profile, and Search options. These layouts can be either assigned to users or be made public to allow users the ability to pick which layout they would like. Log Files The portal system tracks certain events that take place in the portal such as user logins or errors. These are collectively known as log files and portal administrators can browse these log files using the Browse Log Files portal tool. Module Tools Module tools are a collection of administrative tools that can be found in the navigation tree. Each of these tool sets controls a specific module or application. By default these tools are only available to individuals who are in the portal administrator role. Portal Tools Portal tools are the set of administrative tools that can be found in the navigation tree and are only available to individuals in the portal administrator role. Page 5

6 6 Portal Administration User s Guide Roles Roles are a collection of users in the portal. These often represent actual business roles. Roles make it easier to control access to items in the Portal. The Portal Administrator role, for example, provides users access to the Portal Tools, Module Tools and Reports nodes in the navigation tree. Themes A portal theme is the overall color scheme for the portal. Themes are often designed around your organization s colors or sometimes seasons or holidays. A portal can have multiple themes installed and can even allow users to select which theme they would like their view of the portal to have. Key People There are four main types or users that are commonly referenced when explaining portal functionality. Assistant Managers, Portal Administrators, User (or End User) and Workgroup Manager. Assistant Manager Assistant Managers can be assigned individual permissions to the workgroup. They can have full permissions just like a Workgroup Manager, if you choose. They can also have just one single permission, such as being able to edit content on only the Portal Text Editor islands within the workgroup. But since they are Portal Administrators, they will be able to grant themselves access to those items. Portal Administrator The Portal Administrator is a role granted to users who oversee everything in the portal. This includes the creation of new users or roles and the overall security of the portal. Keep in mind that Portal Administrators are not granted access to everything by default, such as being able to edit islands within a workgroup. User Users are able to log into the portal and view anything they ve been given access to. This can include workgroup pages, documents, or even partake in some Conversations. Workgroup Manager The Manager of a Workgroup is given complete control over everything inside their workgroup. They are able to add new pages to the workgroup, new islands to the pages, configure the contents of each individual island, and set the permission to their workgroup. Page 6

7 7 Portal Administration User s Guide Managing Roles Two portal tools are used in the managing of roles. The Island Security Tool and the Role Manager Tool. These two tools allow you to create, edit and delete roles as well control which roles have access to which islands. Understanding System Roles There are two Roles that are critically important to the function of the portal. These two roles are the Portal Administrator and the Employee Role. These roles cannot be deleted and provide users with fundamental portal functionality. Portal Administrator Users who are in the Portal Administrator role receive access to the Portal Tools, Module Tools and Reports nodes in the portal navigation tree. These tools allow portal administrators the ability to control, or modify any aspect of the portal. Therefore, you should be cautious when adding users to this role. Employee The Employee Role is a default role that typically all users are added to. This role provides users with some fundamental portal functionality. For example, users in the employee role gain access to the public pages folder. It is typically recommended that all users are added to this role. Using the Role Manager Tool The role manager tool allows portal administrators to create, edit and delete roles. This tool shows all roles that exist in your portal. Page 7

8 8 Portal Administration User s Guide Creating Roles In order to create a new role, open the role manager tool and click the New Role button. This will open the create new role page. From here, simply enter in your role name and under role type make sure to select security, and then click the Add button. This is the first step in creating your role. The next step is to select the individuals who will be in your newly created role. To add members to your role click the dropdown next to your role name and select the Members option. This will take you to a User selction tool that allows you to select the role memebers. Editing Roles If you would like to edit the name or precedence of a role, you can do so by clicking the dropdown next to the role name from the role manager. This will open the Create and Modify Roles page where you can edit the role details. Page 8

9 9 Portal Administration User s Guide Understanding Role Precedence Each role is assigned a Precedence number. This number represents how important the role is with a Precedence number of zero being the most important or highest precedence followed by one, two, and so on. Precedence is used when a conflict arises between roles that a user is a member of. For example if a user is a member of the Employee and the Human Resources roles and those two roles have both been assigned separate banners the portal uses role precedence to determine which banner the user sees. The role with the lower precedence wins out. Deleting Roles Deleting a role is easily done by using the drop down option from the Role Manager. It is important to keep in mind that when you delete a role you also delete any permissions that were associate with that role. The Employee and the Portal Administrator roles cannot be deleted as these are system roles. Managing Island Security by Island The Island Security Portal Tool allows you to control which Roles have access to which islands. In order to restrict access to an island by Island, first select the island you want to restrict from the dropdown then click View Permissions by Island button. This will pull up a selection tool showing all roles. Move the Roles that you want to have access to the Island to right side and once complete click the Save Permissions button. Step 1: Select Island Step 2: Click View Step 3: Select Roles Step 4: Click Save Page 9

10 10 Portal Administration User s Guide Managing Island Security by Role To control Island Security by Role, first select the role you want to restrict from the dropdown then, click View Permissions by Role button. This will pull up a selection tool showing all islands in the Portal. Move the Islands you d like this role to have access to over to right side and once complete click the Save Permissions button. Step 1: Select Role Step 2: Click View Step 3: Select Islands Step 4: Click Save Page 10

11 11 Portal Administration User s Guide Managing Users There are three tools inside Manage Users section of Portal Tools. Here, you ll find Password Manager, User Manager, and Profile Field Manager. Understanding Authentication methods Multiple different methods of authentication can be used when logging into the portal. The most common of these methods are Integrated Authentication (AKA: Windows Authentication), and Forms Authentication (AKA: Portal Authentication). Integrated (Windows) Authentication This is the most common way to be authenticated into the portal. With this method, you will not see a login page. As long as your Windows username and your Portal username match up, you will be automatically authenticated and delivered directly to your landing page in the portal. In the event that the portal requests a password from you, you ll need to enter your Windows credential password. Forms (Portal) Authentication With this method of authentication, you will see a portal login page when you first navigate to the portal. You will be required to enter a username and password that is set up in the portal, by a Portal Administrator. These credentials do not have to match your Windows username and passwords. Using the Password Manager Tool The Password Manager tool can be used to reset the portal password for any user. This tool ONLY resets the password used for Forms (Portal) Authentication. If your organization uses Integrated (Windows) Authentication, this tool is generally not used. Page 11

12 12 Portal Administration User s Guide Resetting a user s Password To reset a user s portal password, first click the Password Manager. This will bring you to the Password Reset page. On this page, use the drop-down menu to select the desired user. Next, key in the new password and confirm it in the text boxes. Lastly, click Change Password to save these changes. Step 1: Select User Step 2: Type and Confirm Password Step 3: Click Change Password Using the User Manager Tool The User Manager Tool gives the portal administrator complete control over every aspect of each user s profile. From this tool, you can create new users in your portal, edit any user s profile, and delete or deactivate a user account. Creating New Users There are two ways that brand new user accounts can be created in the portal. They can be manually created from the User Manager page, or they can be automatically created for you by integrating the portal with Active Directory. Page 12

13 13 Portal Administration User s Guide Manual Creation To manually create new users in your portal, first click the New User button. This will bring you to the New User creation screen. From here, the user s basic profile information can be entered. Step 1: Click New User Step 2: Type in user s information Step 3: Click Next Important Note: If you are using Integrated (Windows) Authentication, the username field here must match the user s Active Directory username. Important Note: If you are using Forms (Portal) Authentication, this is the password field that users will need to use to log into the portal. Page 13

14 14 Portal Administration User s Guide After clicking Next, you ll be brought to the Role Selection screen. This is where you can decide which roles this particular user will belong to. Select the roles in the left column, then click Add to move these roles to the right column. Then, click Next. Step 2: Click Add Step 1: Select Role Step 3: Click Next The next screen you ll see is the Other Information screen. This is where you can key in additional profile field information for this new user. The dropdown menu next to each field can be used to control who can see the values entered into this field. For users who would like to keep their home address or birth date private, the dropdown menu can be used to enable that privacy. Step 1: Fill out fields Step 2: Set Privacy (optional) Step 3: Click Next Page 14

15 15 Portal Administration User s Guide This next page is where you will select which workgroup the new user belongs to. This process is very similar to selecting the roles, in the previous steps. First, click the name of the workgroup in the left column, then click Add. This will move the workgroup to the right column. Click Next when you are ready to proceed. Step 2: Click Add Step 1: Select Workgroup Step 3: Click Next This page is where you can restrict a few policies for the new user. You can give the user the permission to create their own personal My Pages, create their own workgroups, or to be able to set their own Alert Preferences. These options are enabled by default. Clicking Next on this screen will bring you to the final step of creating a new user. Page 15

16 16 Portal Administration User s Guide With this last page, you will be able to select how the user receives their portal Alerts. These can be configured by the portal pop-up box, by , or by SMS Mobile Text alerts. These options are also enabled by default for both the pop-up and catagories, but can be configured for each individual module alert. Step 1: Enable/Disable as desired Step 2: Scroll to bottom and click FINISH! Clicking Finish will complete the manual user setup process. Page 16

17 17 Portal Administration User s Guide Active Directory The portal has the ability to link directly to Active Directory, and create users automatically. This process looks like this: User account manually created in Active Directory. New user logs into their computer using their new Active Directory credentials. New user navigates to the portal URL for the very first time. Portal automatically creates the new user account in the portal. After users are automatically created in the portal, administrators will still need to go into their profiles and set which workgroups and roles the new user belongs to. Pro Tip: Enabling the Active Directory Auto-User Creation This feature is not enabled by default. You must edit a few settings on your Portal Server in order to have Active Directory automatically create your users. For more details on how to enable this feature, visit https://support.passageways.com/hc/en-us/articles/ portal-authentication-options-setting-up- Active-Directory-Profile-Providers Editing Users Changing the details of a user account can quickly and easily be done from the User Manger tool as well. To accomplish this, click the dropdown menu next to any user s name, and select Edit Profile Step 1: Click the dropdown menu Step 2: Click Edit Profile Page 17

18 18 Portal Administration User s Guide Deleting Users There are two different ways that a user can be deleted from the Portal: Delete Normally, and Delete Permanently. In both cases, the process begins by using the dropdown menu next to a user s name in the User Manger, then clicking Delete User. You will then be given the option to select which type of delete action you d like to perform. Step 1: Click the dropdown menu Step 2: Click Delete User Step 3: Select a deletion method Delete Normally The Delete Normally option is frequently used for users who leave the organization, but their account stays in the portal for historical purposes. For example, if John Smith writes a comment in a Conversation, after John has been Deleted Normally, John s post in the Conversation will remain exactly how it is. Delete Permanently The Delete Permanently option is used to completely wipe out any record of this user existing in the Portal. In the example above, if John Smith is Deleted Permanently, his Conversation post will switch to be submitted by Deleted User. Page 18

19 19 Portal Administration User s Guide Using the Profile Field Manager Tool The Profile Field Manager tool is used to manage your existing profile fields, create new custom fields, or delete profile fields from your Portal. Creating User Profile Fields To create a new custom user profile field in the Profile Field Manager tool, click the New Field button. For this example, we will create a new List box to indicate languages in which this user is fluent. Step 1: Click New Field Step 2: Choose Field Type Step 3: Type name of new field Step 4: For new custom fields, choose Custom provider Step 5: Selecting Multiple will allow us to choose more than one item from the list Step 6: Type in the selectable options for the field Step 7: Select which Roles will use this new field Step 8: Click OK Page 19

20 20 Portal Administration User s Guide Active Directory Provided It is possible to set up your Active Directory as a provider for user profile values. This means that the Portal can display the information that has already been entered into your Active Directory profiles. This is not a data sync or an overwrite process. The portal is just configured to display what is already listed in AD. For more information about this feature, please review the following guide: https://support.passageways.com/hc/enus/articles/ portal-authentication-options-setting-up-active-directory-profile-providers Custom/Default In addition to Active Directory, there are two more available providers. The Custom provider is used when any brand new profile field is created within the Portal. Default is used for any profile field that already exists naturally, such as First Name and Address. As mentioned above, some of the fields that are listed as Default can be changed to be provided by Active Directory instead. Deleting User Profile Fields If you no longer wish to use a profile field in your Portal, it can be deleted or disabled. To delete it, use the dropdown menu next to the field s name, then select Delete. Click the dropdown menu Click Delete Soft Delete Sometimes, deleting a field may not be what you prefer. If you d rather leave a field in the portal, but disable it so that it is no longer used, that can be done by using the dropdown next to the field s name, then click Edit. From this screen, remove ALL roles from the selection tool, then click OK. Click the dropdown menu Click Edit Page 20

21 21 Portal Administration User s Guide Remove all Roles Click OK. Page 21

22 22 Portal Administration User s Guide Managing Workgroups Portal Administrators have access to edit any workgroup within the Portal. By navigating to Portal Tools > Manage Workgroups, Administrators can create new workgroups, delete old ones, manage permissions to workgroups and create content within them. Browsing Workgroups With access to the Browse All Workgroups node, a Portal Administrator can view a list of all workgroups within the Portal. This list is broken down by Workgroup Types. Clicking the Browse All Workgroup Pages text will switch your Navigation Tree to give the Administrator a quick and easy view of all pages in the Portal. Click Browse All Workgroup Pages Workgroup Types Workgroup Pages Workgroups Page 22

23 23 Portal Administration User s Guide Using the Workgroup Manager Tool The Workgroup Manager tool is what a Portal Administrator can use to have complete edit permissions over any workgroup in the Portal. Click to create a new Workgroup Use dropdown menu to edit Workgroup Page 23

24 24 Portal Administration User s Guide Managing Workgroup Members Members of a workgroup will see the workgroup in the My Workgroups folder and can access any of the pages therein. Workgroup Members will be able to view and interact with any of the pages and Islands in the workgroup. Workgroup Members cannot add, delete or edit the pages or Islands on pages. In order to manage workgroup members from the Workgroup Manager tool, click the dropdown menu next to the workgroup you wish to modify, then click Members. 1. Click the dropdown menu 2. Click Members 3. Click Add/Remove 4. Click user or role 6. Click OK to Confirm 5. Click Add/Remove Page 24

25 25 Portal Administration User s Guide Setting Workgroup Permissions When a workgroup is first created, only the Workgroup Manager can create, edit and delete workgroup pages and Islands. A Workgroup Manager can add Assistant Managers to his/her workgroup who can perform some or all of the types of actions as the Workgroup Manager. With the Manage Workgroups tool, Portal Administrators also have this access. Step #1 Adding (or Removing) Assistant Managers In order to add and manage Assistant Managers, click the dropdown next to the workgroup you d like to modify, then click Assistant Managers. This will take you to the Workgroup Permissions page where you will then select the Add/Remove Assistant Managers button. Use the user select tool to add or remove individuals. Please note you are not finished at this point. You MUST now complete step #2. 1. Click the dropdown menu 2. Click Assistant Managers 3. Click Add/Remove 4. Click user(s) 6. Click OK to Confirm 5. Click Add/Remove Page 25

26 26 Portal Administration User s Guide Step #2 Modifying Assistant Manager Permissions After you have added a new Assistant Manager you MUST determine which permissions the Assistant Manager will have. Assistant Managers are not given permissions by default, you must add the permissions. In order to select these permissions, return to the Workgroup Permissions Page by clicking the dropdown menu next to the workgroup name, then click Assistant Managers Once you are in the Workgroup Permissions page click the dropdown for the user you wish to modify and then select the Edit Permissions option. This will open the list of available permissions you can set for this assistant manager. 1. Click Dropdown 2. Click Edit Permissions 3. Select Permissions 4. Click Ok Page 26

27 27 Portal Administration User s Guide Workgroup Pages The Pages node within the Workgroup Manager tool will give the Portal Administrator a quick glance at all of the pages that exist within that specific workgroup. Using the dropdown menu next to any workgroup and selecting Pages will bring you to a screen that displays a tree-view of all the pages. Clicking on any page will display its details. 1. Click the dropdown menu 2. Click Pages 3. Click to view page details 4. Click to view page Page 27

28 28 Portal Administration User s Guide Workgroup Usage With the Usage node within the Workgroup Manager, Portal Administrators can monitor page activity. Clicking this node will bring you to a graphical representation of that workgroup s usage. You can view this page manually at your leisure, or if you decide you d like to receive a periodical notification, you can use the Subscribe button at the top. Click to subscribe to the usage report Set which items to subscribe to Set alert frequency Click Finish Page 28

29 29 Portal Administration User s Guide Deleting Workgroups In order to delete a workgroup use the dropdown menu next to the workgroup you d like to delete, then click Delete. This will take you to a conformation page asking you if you are sure you wish to delete the workgroup. If so, then proceed to the confirmation page. Here you will find an option to send an alert to the workgroup s members that the workgroup has been deleted. 1. Click the dropdown menu 2. Click Delete 3. Confirm Delete 4. Alert Members? 5. Customize Alert Text 6. Confirm Delete Pro Tip: Deleting Workgroups Once a workgroup is deleted then all of the data in the workgroup will be completely removed. Make sure to check with the members of the workgroup before deleting to ensure that no other users need the Page 29 information in the workgroup you are planning on deleting.

30 30 Portal Administration User s Guide Workgroup Properties The workgroup properties include some critical items like the Workgroup s name and Manager as well as other workgroup details. If any of these items need to be modified, simply select Properties from the Workgroup s dropdown menu within the Workgroup Manager tool. 1. Click the dropdown menu 2. Click Properties 3. Edit Workgroup Name 3. Edit Workgroup Type 3. Edit Workgroup Manager 3. Edit Workgroup Details 4. Click OK Page 30

31 31 Portal Administration User s Guide Workgroup Activation The Workgroup Activation tool is used to activate or deactivate a workgroup. Deactivating a workgroup will remove the workgroup from all users My Workgroups folder and any public pages will be removed from the public pages folder. The workgroup manager can still edit the workgroup by going to My Settings > My Workgroups, however. In order to deactivate a workgroup, click the Workgroup Activation node. A selection tool where you can decide which workgroups to keep active, and which to deactivate. Deactivated Workgroups Active Workgroups Page 31

32 32 Portal Administration User s Guide Uploading Workgroup Templates Workgroup templates pre-populate your workgroup with pages and Islands in order to quickly get your workgroup up and running. You can upload your own workgroup template if you so choose. To do this, simply navigate to the Workgroup Templates Manager section of the Manage Workgroups node, and select Upload Workgroup Template. Click Upload Workgroup Template Choose upload file Click OK to upload The upload file can be obtained by downloading any of these pre-existing workgroup templates. These files can be edited to your liking, and then re-uploaded as a new template. To download these files, just use the dropdown menu next to one of the template names, and select Download. Click the dropdown menu Click Download Page 32

33 33 Portal Administration User s Guide Configuring Workgroup Types Workgroup Types are simply categories used to organize your workgroups for easy viewing. New workgroup types can be created from the Configure Workgroup Types section of Manage Workgroups. To create a new workgroup type, just click the New Workgroup Type button located at the top of this screen. You ll be taken to the new workgroup type creation screen. Fill out the details for this new type and click OK to save it. Click New Workgroup Type Enter Type Details Click OK You can also edit an existing workgroup type by using the dropdown menu next to the type name and selecting Edit. Click the dropdown menu Click Edit Page 33

34 34 Portal Administration User s Guide Managing Portal Document Folders Portal Administrators can set up Portal Document folders in the Document Repository by navigating to Portal Tools > Manage Portal Documents > Manage Folders. From this location, you can create new folders for documents to live, and control access for who can see this documents within the portal. Creating New Document Folders There are two different types of document folders: Database Documents, and Mapped Network Documents. Each of these have their own benefits. Ultimately, how you choose to set up your document folders is up to you. To begin the creation process, locate and click the New Folder button at the top of the Manage Folders page. Next, you ll fill in the details of the folder, and then set the appropriate permissions. Database Documents Database documents are documents that you upload into the portal. These documents are housed within the SQL databases. This particular style of documents have the benefit of Versioning. Whenever the document is edited, a previous copy of the document is automatically retained by the Portal. Database documents are uploaded individually into database document folders. 1. Choose Database Folder type 2. Type Folder s Name 3. Choose Reader and Writer permissions 4. Click OK Page 34

35 35 Portal Administration User s Guide Mapped Network Documents Mapped Network documents can be set up to link directly to a folder location on your organization s network. This is the quickest way to get several documents within your Document Repository, since you can link entire folders of documents. However, Versioning is not available with Mapped Network Documents. If your portal is hosted by Passageways, Mapped Network Documents will not be available for your organization. 1. Choose Mapped Network Folder type 2. Type Folder s Name 3. Type in UNC path to documents on your Network 4. Choose Viewers (Readers and Writers) 5. Click OK Editing and Deleting Document Folders Both of these actions can be done from the dropdown menu next to any folder name within the Manage Folders page. Click the Edit button if you wish to return to the folder setup screen to rename the folder, change permissions, or relocate the network mapping. Deleting the folder will remove it and all of its contents from the portal entirely. Anything linked to these documents will no longer work. Pro Tip: Deleting Document Folders Deleting a document folder is a permanent action. If your organization chooses to take regular SQL database backups, they can be used to recover deleted folders with the assistance of our Technical Support Team. Page 35

36 36 Portal Administration User s Guide Configuring Portal Framework Settings There are several tools used to configure elements of the portal. The tools under the Manage Portal Framework are used to modify permissions, themes, layouts, navigation, search and several other settings in the portal. Working with the Tool Security Tool The Tool Security tool allows you the ability to give other roles access to tools found under the Portal Tools Node. Important note on security: When you grant a role access to a portal tool all individuals in that role gain access to the tool and this tool functions just like it does for Portal Administrators. This can be quite powerful for some tools. Please have a full understanding of the portal tool you are giving other users access to. Giving a Role Access to a Portal Tool To grant a role access to a portal tool you will first need to select the role from the dropdown. Once selected then click the view tools button. This will pull up a list of all the portal tools. Simply check off the tools that you want to grant access to and then click the OK button to save and confirm. 1. Select Role Page Click View Tools

37 37 Portal Administration User s Guide 3. Select Desired Tools 4. Confirm and Save Working with the Module Administration Security Tool Similar to the Tool Security Tool. The Module Administration Security Tool gives you the ability to grant a user or role access to a Module Tool. Important note on security: When you grant a role or user access to a module tool those users gain access to the tool and this tool functions just like it does for Portal Administrators. This can be quite powerful for some tools. Please have a full understanding of the module tool you are giving other users access to. Giving a Role or User access to a Module Tool In order to give a user or role access to a module tool, you must first click the dropdown and select the Module tool you wish to grant access to. Once selected, click the View Administrators button. 1. Select Module Tool 2. View Administrators Page 37

38 38 Portal Administration User s Guide Clicking the View Administrators button will open a user selection list that will allow you to select users or roles that you wish to grant access to the tool. Select which users or roles you desire and then click the OK button to confirm and save. 3. Select Users or Roles 4. Confirm and Save Working with the Module Report Security Tool The Module Report Security tool functions just like the Module Administration security tool, except that it grants users or roles access to Reports instead of Module Tools. Important note on security: When you grant a role or user access to a module report those users gain access to the report and that report functions just like it does for Portal Administrators. This can give users access to data that may be sensitive. Please have a full understanding of the module report you are giving other users access to. Giving a Role or User access to a Report In order to give a user or role access to a module report, you must first click the dropdown and select the Module report you wish to grant access to. Once selected, click the View Report Viewers button. 1. Select Module Report 2. View Report Viewers Page 38

39 39 Portal Administration User s Guide Clicking the View Report Viewers button will open a user selection list that will allow you to select users or roles that you wish to grant access to the report. Select which users or roles you desire and then click the OK button to confirm and save. 3. Select Users or Roles 4. Confirm and Save Page 39

40 40 Portal Administration User s Guide Working with the Portal Framework Settings Tool The Portal Framework Settings Tool controls some of the most critical configuration items for your portal. It is very important that you understand any modifications you make here. There are some items here, which if modified incorrectly, can bring your portal down. Organization Information System Configuration System Policies Session Exclusions Editing Organization Information Company This field is where you enter you organization s name. Adminstrator This field controls which address will send from the portal. System generated s will come from the address entered here. Support Phone Number This optional field is here you can enter either the Passageways Support Number or the support number that you would like your staff to use for questions. Organization Website Url This optional field is where you can enter in your organization s website URL. Page 40

41 41 Portal Administration User s Guide Editing System Configuration The System Configuration section is the most important and also the most dangerous of the portal framework settings. It is highly recommended that you do not modify any of these fields without first contacting the Passageways technical support team. Application Root The application root is the URL of the portal. This is the web address that users will type in when accessing the portal. SMTP Server This field is where the name of the server that will process all s generated by the portal. Connection String The connecting string is the string of characters that connects the portal to the database server. File Cabinet Content Path The file cabinet content path is the directory where all files in the file cabinet are stored. Debug Mode Enabling debug mode will add more information to the log files generated by the portal. Page 41

42 42 Portal Administration User s Guide Editing System Policies System policies are a collection of configuration options for the portal. Each one of these options is described below. Enterprise Instant Messenger is installed Enterprise Instant Messenger(EIM) is a module offered by Passageways that provides instant messaging. EIM can display the workgroups that a user is a member of if this option is enabled. Allow users to change their password If your portal is set up with forms authentication (meaning your users sign into the portal manually with username and password) you can enable this option to allow users to change their passwords. Allow users to recover their password If your portal is set up with forms authentication (meaning your users sign into the portal manually with username and password) you can enable this option to allow users recover their passwords if they have forgotten them. Allow users to make copies of workgroups Enabling this option allows users to copy workgroups to make it easier to reproduce workgroups that are designed well. Disable users in the portal if they are disabled in Active Directory If your portal is tied to Active directory you can enable this option so that when a user is disabled in Active Directory they will be disabled(deactivated) in the portal also. Delete users in the portal if they are deleted in Active Directory Similar to the disable option, this option will delete the user from the portal if they are deleted from Active Directory. Synchronization Time The Synchronization Time is the time of the day that the synchronization will take place with Active Directory and either disable or delete the users. Page 42

43 43 Portal Administration User s Guide Working with the User Interface Setting Tool The User Interface Setting Tool gives you the ability to control some visual aspects of your portal. User Pictures Settings The User Pictures is where you can control the dimensions of user profile pictures in your portal. Width or Height can be selected as the consistent dimension for all user pictures. In the example shown, all users pictures will have their width adjusted to 150 pixels. Editing the User Status Field The User Status Field can be edited to display any default text you would like to display in the Default User Toolbar. Edit Default Text Page 43

44 44 Portal Administration User s Guide General Settings These settings control a few naming and configuration options. Portal Name The Portal Name field allows you to modify the name that appears on your browser tab that contains the portal. Public Pages Name This field lets you control the name of the Public Pages folder. Close Browser This option automatically closes the browser when the user clicks the sign out button. Collapse Navigation This option causes the portal navigation tree to be collapsed by default when users open the portal. Island Settings The island settings options let you set the background color of islands and allows you to determine if island frames(aka island skins) display in the portal. Use Island Frames This option turns island frames off or on of for all islands in the portal. Frames Off Frames On Background Color This option allow you to control what the background color is for all islands in your portal. The default setting is transparent. This field will accept either the color s hex code or the color s written name(example: Skyblue). Page 44

45 45 Portal Administration User s Guide Secondary Background Color This setting allows to have a second option for the background color of an island. The default setting is transparent. This field will accept either the color s hex code or the color s written name(example: Skyblue). If a color is added to this field then all islands will gain a new Actions icon option of Toggle Island Color. Toggle Island Color Page 45

46 46 Portal Administration User s Guide Working with the Theme Manager Tool The Theme Manager Tool is where you can import themes, set default themes, make themes public and other theme management tasks. Importing Themes You can import new themes in the Theme Manager by simply clicking the Import Theme button this will then allow you to browse out and select your theme file(.pwtheme) for upload. Setting the Default Theme You can choose which theme users see by default. This is done by selecting the theme you would like to be the default from the Default Theme dropdown. This will cause all users to see the selected theme by default. Keep in mind that if you allow users to select their theme then they can optionally change this by going to My Settings> My Preferences> My Themes. Select Default Theme Allowing Users to select a theme If you would like to give users the option to select their own theme then you can determine which of themes are available to choose from by selecting the User Can Choose checkbox for the desired themes. Page 46 User Can Choose Theme

47 47 Portal Administration User s Guide Previewing, Exporting, and Deleting Themes The Preview button allows you to see what a theme will look like before making changes to the theme. The export button can be used to download a.pwtheme file. This file can then be importated into other portals and will then make that theme availble in the new portal. The Delete option will remove the theme from the portal entirely. Preview, Export, Delete Page 47

48 48 Portal Administration User s Guide Working with the Layouts Manager Tool The layouts manager tool allows administrators to make layouts public, assign layouts, and configure Page redirection. Making Layout Public If you would like for users to be able to select which layout they would like to see you can make layouts public. This will allow users to go to My Settings>My Preferences>My Layouts to pick their layouts. In order to make a layout public you will first need to select the type of layout you would like to make public from the Layout Type dropdown. Then from the list of layouts select the ones that you want to make public. Once selected, click the Ok button to confirm and save. 1. Select Layout Type 2. Select Layouts 3. Confirm and Save Page 48

49 49 Portal Administration User s Guide Assigning Layouts Instead of making a layout public you can assign users and roles a layout. This will force the user or role to use the layout they have been assigned. In order to assign a user a layout first click the Assign layouts tab, from there select the layout that you want to assign from the dropdown. This will open a user selection tool where you can then select the users or roles you wish to be assigned the layout. Lastly click Ok to confirm and Save. 1. Assign Layouts 2. Select Layout 3. Assign User or Role 4. Confirm and Save Page 49

50 50 Portal Administration User s Guide Configuring Page Redirects The Start Page Redirect layout allows you to direct users to any workgroup page for their Start Page(aka Home Page, aka Landing Page). This is a very popular way to unify all users to a common Start Page. In this example, we will be changing the start page for ALL users, so that they see the brand new Home Page when they first log into the portal. The first step will be to assign the Start Page Redirect layout to the Employee Role. To do that, we will go to the ASSIGN LAYOUTS tab, and choose PORTAL START PAGE PAGE REDIRECT from the dropdown list. Select the Employee Role, and click OK to save our changes. In this step, we are setting the Employee role to be redirected to a different start page. 1. Assign Layouts 2. Select Page Redirect 3. Select Employee Role 4. Confirm and Save Next, we will need to determine WHICH page these users see. Click the CONFIGURE PAGE REDIRECT tab. Type in the name of the new Home Page, and click SEARCH. This will display a list of pages that meet the search criteria, with the name of the workgroup it belongs to in parenthesis just to the right. Select the desired page and click VIEW PAGE DETAILS. Page 50

51 51 Portal Administration User s Guide A user-selection tool will appear, and from here, we will choose the Employee Role again, and click OK. This will set all users in the Employee role to redirect to the new Home Page when they initially log in. 2. Search for Page 1. Configure Page Redirect 3. View Page Details 4. Select Employee Role 5. Select Employee Role This example covers only one of many possibilities. Different roles and users can all be set to redirect to different pages, and the results can be quite detailed. Role precedence will resolve any priority conflicts that may arise from this situation. Page 51

52 52 Portal Administration User s Guide Working with the Cache Manager Tool The portal caches some items to help improve the experience of accessing frequently accessed portal pages. When you open the Cache Manager tool you will see a summary of the cache items. Cache Summary Refreshing the Cache Refreshing the cache is easy, and users in your portal will not be adversely affected by the refresh. There is typically no need to refresh your portal cache unless Passageways Technical support instructs you to do so. In order to refresh the portal cache, navigate to the Cache Manager, and then simply click the Refresh Cache button. This will immediately refresh the portal cache. Viewing Cache Contents If you would like to view the cache contents, simply click the cache contents button. This will pull up all items that are currently cached by the portal. These mostly consist of GUIDs, also known as Globally Unique IDs. Page 52

53 53 Portal Administration User s Guide Working with the Navigation Settings Tool The Navigation Settings Portal Tool allows you to reorder navigation nodes and to hide navigation nodes inside of the portal navigation tree. Any of these changes are considered a global change and will affect all users in the portal. This tool is typically used to organize your portal s navigation tree so that the most frequently accessed nodes are at the top of the tree. It is also used to hide the navigation nodes of items your organization does not plan on using. Reordering Navigation Nodes To change the order of a navigation node click the node to select it. Then use the Move Up or Move Down buttons to change the nodes place in the navigation tree. Keep in mind it is often beneficial to have the most frequently accessed nodes toward the top of the tree. Hiding Navigation Nodes In order to hide a navigation node from the navigation tree, click on the node and use the Hide Link button. This will remove the node from the navigation tree for all users including Portal Administrators. The only way to return the node to the tree is to then click the Show Link button. Page 53

54 54 Portal Administration User s Guide Working with the Search Settings Tool The Search Settings Portal Tool allows you to reorder the available search options and to determine which roles have access to which search options. This tool is typically used to organize your portal s search options so that the most frequently accessed search options at the top of the search dropdown in the portal toolbar. It is also frequently used to restrict some search options down to select roles. Such as restricting the Google search option down to just Management Roles. Reordering Search Options To change the order of a search option click the option to select it. Then use the Move Up or Move Down buttons to change the option s place in the search dropdown. Keep in mind it is often beneficial to have the most frequently accessed options toward the top of the list. 1. Select Search Option 3. OK 2. Move Changing Search Option Access and Display Name In order to change which roles have access to a particular search option click the search option and then click the Change button. This will open the Search item s properties. From here you can modify the search option s display name and you can use the selection tool to control which Roles will see the search option in the search dropdown. Once you have made your changes click the OK button to confirm. And once you have made changes for all search options make sure to click the OK button on the Configure Search page. 1. Select Search Option 2. Click Change 3. Edit Search Name 4. Select Roles 5. Click OK Page Click OK

55 55 Portal Administration User s Guide Working with the Browse Log Files Tool The Browse Log Files Portal Tool allows you to view portal logs which contain entries on events that take place in the portal. You can also send these logs to the passageways support team and delete logs by using this tool. The Log Files contain records of important events that take place in the portal. The most common of theses everts are; User Logins, errors, and notifications. Viewing Logs To view the portal log first click the view logs tab, then either use the dropdown or the filter to select the log file you would like to view. Once selected, click the View Log button. 3. Click View Log 1. Click View Logs 2. Select or Filter Logs Sending Logs In order to send the log files to the Passageways support team. You should first click the Send Logs tab and then select the log you would like to send from the dropdown. Once you have made this selection click the Log button to send the log file to the Passageways support team. 1. Click Send Logs 2. Select Logs 3. Click Log Page 55

56 56 Portal Administration User s Guide Deleting Logs If you would like to delete log files you can do so by clicking the Delete Log Files tab, then find the log file you would like to delete from the dropdown and once you have made your selection click the Delete Log File button to delete. 1. Click Send Logs 2. Select Logs 3. Click Log Page 56

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