Sitecore Intranet Portal SIP User's Guide Rev: 2009-01-20 Sitecore Intranet Portal SIP User's Guide A Quick Guide to Using SIP
Table of Contents Chapter 1 Introduction... 3 Chapter 2 Creating and Editing Items... 4 2.1 Creating an Item... 5 2.2 Editing an Item... 6 2.2.1 Inserting Links... 7 Inserting an Internal Link... 7 Uploading a File... 8 Inserting an External Link... 8 Creating and Linking to an Anchor... 9 Creating an E-mail Link... 10 2.2.2 Images... 10 Inserting an Image... 10 Uploading an Image... 11 2.2.3 Deleting an Item... 11 Chapter 3 Personalizing the Intranet... 12 3.1 Personalizing the Front Page... 13 3.1.1 Organizing the Front Page... 13 Normal... 13 Layout... 14 Elements... 14 Edit... 15 Reset... 15 3.2 Editing your Personal Settings... 16 3.2.1 Editing your Personal Profile... 16 3.2.2 Viewing Updates to Intranet... 16 3.2.3 Managing Your Favorite Intranet Pages... 17 3.2.4 Filtering News (Data Channeling)... 17 Chapter 4 Other Features... 19 4.1 Project Room... 20 4.1.1 Creating a Project Room... 20 Download List... 21 Forum... 22 Tagwall... 23 4.2 Other Features... 25 Chapter 5 Appendix... 29 Page 2 of 29
Chapter 1 Introduction This guide is an introduction to the Sitecore Intranet Portal. It describes the basic tasks that you can perform such as creating and editing new items, personalizing your front page, and editing your personal profile. It also describes the various features that the Sitecore Intranet Portal contains. This manual contains the following chapters: Chapter 1 Introduction This is an introduction to the manual Chapter 2 Creating and Editing Items Step by step instructions for creating and editing items on the intranet. Chapter 3 Personalizing the Intranet Learn how to personalize your front page and edit your personal profile. Chapter 4 Other Features This is a description of the project room and its components, as well as other major features of the Sitecore Intranet Portal. Chapter 5 Appendix This is a list of the most important item types and explains their usage. Page 3 of 29
Chapter 2 Creating and Editing Items Intranet users must be able to create new items and edit existing ones. They must also be able to add new images to these items. This chapter contains the following sections: Creating an Item Editing an Item Deleting an Item Page 4 of 29
2.1 Creating an Item On any intranet site, creating a new item is one of the most common tasks that users must perform. The design of your intranet site is determined by the developers who created it. The templates, style sheets, and placeholders that the developers have defined control the layout, design, and functionality that are contained on your intranet. To create a new item: 1. Open the intranet and navigate to the section that you want to add a new item to. 2. At the top right-hand corner of the section, you can see a small collection of buttons: 3. When you move the mouse over these buttons, they display ToolTips that tell you what each button is for. 4. Click the Create button. 5. In the dialog box, in the Name field, enter a name for the new item. 6. In the Choose type field, select the type of item that you want to create. The types of item that you can select vary depending on the section that you are in. 7. Click Create to create the item and it is added to the section. You can now edit the item and add the content that you want it to contain. Page 5 of 29
2.2 Editing an Item After you have created an item, you can edit it. To edit an item: 1. Navigate to the item that you want to edit. 2. Click the Edit button to open the item in the editor. The fields that are available in the editor depend on the type of item that you are editing. 3. In the editor, you can edit all of the fields that are displayed in the current item. 4. Scroll down and edit the fields. 5. In a small text field, you can simply enter the appropriate text. 6. In a large text field, you can also format the text like you can in a standard word processor. 7. For example, you can make the text bold, align it, indent it and insert bullets. 8. If you prefer, you can write all the text in Microsoft Word and then paste it into the field. When you paste from Word, you can: o Paste from Word. o Paste from Word and remove all the fonts and sizes. o Paste As plain text. o Paste as HTML. When you have finished editing the item, click Save to save your changes. Page 6 of 29
2.2.1 Inserting Links When you edit a text field, you can also insert a link to another item on the intranet or to a Web site on the internet. Inserting an Internal Link To insert a link to another item on the intranet: 1. In the text field, select the text that you want to use as the link. 2. Click the Insert Internal Link button. 3. In the Link Dialog window, in the Internal Link tab, select the item that you want to link to. The content tree lists all of the items that make up your intranet. 4. If you want to create a link to another file, such as an image, a Word file, or a spreadsheet, click the Media Items tab. 5. In the media library content tree, locate the file that you want to link to. 6. Click Link to create the link. Page 7 of 29
Uploading a File If the file that you want to create a link to is not available in the Media Library, you can upload it and then create the link to it. To upload a file: 1. In the Link Dialog window, click the Media Items tab. 2. Click Upload. 3. Click Browse and locate the file that you want to upload and then click Upload to add it to the Media Library. You can now create a link to this file. Inserting an External Link You can also insert a link to an external Web site. To insert an external link: 1. In the text field, select the text that you want to use as the link. 2. Click the Hyperlink Manager button. Do not confuse it with the Insert Internal Link button. Page 8 of 29
In the dialog box, fill in all the appropriate fields and click OK. Field URL Existing Anchor Link Text Type Target Target (options) Tooltip CSS Class Meaning The Web site that you want the link to point to. The anchor on the page that you want the link to point to. The link text that intranet users see on the page this is the text you selected. The kind of hyperlink that you want to create. You can ignore this field and select the target from the Target (options) droplist. The way the hyperlink opens. You can select the following options: New Window The link opens in a new window. Parent Window The links opens in a parent window. Same Window The links opens in the same window. Browser Window The links opens in a browser window. Search Pane The links opens in the search pane. Media Pane The links opens in the media pane. The text that appears as a ToolTip when the user moves their mouse over the link. The way the hyperlink will be displayed Creating and Linking to an Anchor You can create an anchor in the text on the page and link a spot on the same page to this anchor. To create an anchor: 1. Select the words in the text that you want to use as an anchor. 2. Click the Hyperlink Manager button. 3. Click the Anchor tab. 4. In the Name field, enter a name for the new anchor and click OK. To create a link to the anchor: 1. Select a word or an area in the text that you want to link to the anchor you created earlier. 2. Click the Hyperlink Manager button. 3. In the Hyperlink tab, in the Existing Anchor field, select the anchor that you just created from the list of available anchors. 4. Click OK. Page 9 of 29
Creating an E-mail Link You can also create a link that opens the user s e-mail program and enters the recipients e-mail address when they click the link. To create an e-mail link: 1. In the editor, select the words in the text that you want to use as the e-mail link. 2. Click the Hyperlink Manager button. 3. In the dialog box, click the E-mail tab. 4. In the Address field, enter the e-mail address that the e-mail will be sent to. 5. The Link Text field displays the text you selected earlier. 6. In the Subject field, enter the subject for the e-mail. 7. Click OK and save the changes. 2.2.2 Images You can insert images into the items on the intranet. Inserting an Image To insert an image into an item: 1. In the editor, locate the Image field. 2. Click the Select Image button to open the Media Browser: Page 10 of 29
3. In the Media Browser dialog box, select the image that you want to use and click OK and the image is inserted into the Image field. Uploading an Image If the image you want to use is not available in the Media Library, you can upload it to the Media Library and then insert it into the item. To upload an image: 1. In the Media Browser, click Upload. 2. In the Intranet Upload dialog box, click Browse and locate the image that you want to use and then click Upload. Once the image has been uploaded to the Media Library, you can insert it into an item. 2.2.3 Deleting an Item You can also delete items that you do not want to be displayed on the intranet any more. To delete an item: 1. On the intranet, locate the item that you want to delete. 2. Click Edit. 3. In the editor, click Delete and the item is deleted. Page 11 of 29
Chapter 3 Personalizing the Intranet Sitecore intranet users can personalize the front page that they see when they log in. Furthermore, they can edit the personal information about them that is stored on the intranet. This chapter contains the following sections: Personalizing the Front Page Editing your Personal Page 12 of 29
3.1 Personalizing the Front Page You can personalize the front page of the intranet by selecting the items that you want to see and arranging them to suit your needs. The way you organize items on the front page will only be seen by you. Each user can personalize their front page. 3.1.1 Organizing the Front Page You use the Personalize your front page panel in the top right corner of the front page to organize the items that are displayed on the front page. The Personalize your frontpage panel contains the following options: Normal Layout Elements Edit Reset Click the arrow to expand the panel and see some information about each option. Move the mouse over a button to see the help text for that option. Normal In normal mode, all the elements are glued to the page. You browse the intranet in normal mode. In the top right-hand corner of an element, click the arrow to see the actions you can perform on the item. In normal mode, you can: Minimize an element. Restore an element that has been minimized. Close an element. When you close an element, you do not delete it, you just remove it from the front page. Page 13 of 29
You can restore any element that you have removed from the front page. To learn how to restore an element, see the section Elements, on page. 14. Layout You can also move the elements around the page and place them where you want. To move an element: 1. In the Personalize your frontpage panel, click Layout 2. Place your mouse over the bar of the element that you want to move. 3. Drag the element to the area on the page that you want to move it to. 4. You can place the element anywhere in the current zone or move it to another zone. The element will be resized to fit the zone that you place it in. Elements You can also add or remove elements from the front page. To add en element: 1. In the Personalize your frontpage panel, click Elements and the Elements section appears: The elements section contains two catalogs: o o My catalog this catalog contains the elements that you closed. Click My catalog to see these elements. You can place them in any zone you want. Shared catalog this catalog contains all the available elements. The number in brackets indicates the number of elements in the catalog. 2. Select a catalog to see the elements that it contains: 3. Select the element that you want to add to the front page. Page 14 of 29
Edit 4. In the Add to field, select the zone that you want to add the element to. 5. Click Add and the element is displayed at the top of the zone. You can then reposition the element anywhere in the zone. You can change the configuration of some of the elements on the front page. For example, in the default installation, the elements in the shared catalog have configuration options. Note Every intranet site can be designed differently and you should therefore be aware that some elements may not have any configuration options while others may have more configuration options. To change the configuration of an element: 1. In the Personalize your frontpage panel, click Edit. 2. In the element that you want to edit, click the arrow at the top of the element: 3. In the dropdown list, click Edit to open the Edit panel on the right-hand side of the page. Reset 4. In the Select a configuration item field, select the option that you want to use. 5. Click Apply to save the changes or click Save to save the changes and close the panel. You can easily restore the front page to its original design. Click Reset, to restore the default settings for the front page. Page 15 of 29
3.2 Editing your Personal Settings Apart from personalizing your intranet front page, you can customize your personal settings. When you change your personal information, you can: Edit your personal profile. View the updates that have been made to the intranet. Manage your favorites. Filter the news that you want to see. 3.2.1 Editing your Personal Profile To edit your personal profile, in the Personal Area section, click the Edit button. In the editor, you can change all the information in your personal profile. The information that you can edit includes your: Name Title Date of Birth Local Phone number Canteen Image (your photo) Interests Preferred language Click Save to save the changes. 3.2.2 Viewing Updates to Intranet To see a list of the latest changes that have been made to the intranet, in the Personal area section, click Updates. Page 16 of 29
Click on an update to read the item in question. 3.2.3 Managing Your Favorite Intranet Pages Sitecore Intranet allows you to manage your favorite intranet pages or favorites. You can view your favorites in the Add to Favorites area. To add an intranet page to your favorites, navigate to the page in question and then click the Add to Favorites button. This page now appears in your list of favourites. Note The Add to Favorites button is only displayed when you are on a page that is not one of your favorites. To delete a favorite from the list, click the button beside the entry. 3.2.4 Filtering News (Data Channeling) You can define which kinds of news you want to subscribe to. To filter the news items, navigate to the News page. To create a custom news subscription: Page 17 of 29
1. Click Mine and then click the Edit button to open the Data channeling panel: 2. In the Data channeling panel, select the types of news that you want to subscribe to. 3. If you click Use profile settings, the settings you set in your personal profile are imported into the News page and are used. 4. Click the upward arrow to close the Data channeling panel. The changes are saved automatically. To view the news that you subscribed to, click Mine. Apart from the News page you can see the data channeling filter in the following places: On the news item On your user profile To make news items available for filtering, set data channeling filter on the news item. For example, when you select the Management check box in the news item, you allow it to be seen to users who will select the Management check box in their filter on the News page. If you use filtering often, you can make pre-sets in your personal profile. Use data channeling filter also when you have to filter a number of check box options. Page 18 of 29
Chapter 4 Other Features This chapter describes some other important features that can be added to intranet sites. These features include: project rooms, download list, forum, tagwall, calendar, phonebook, slideshows, quick polls, and some others. This chapter contains the following sections: Project Room Other Features Page 19 of 29
4.1 Project Room You can use a project room to store information about the project, such as, documents that describe project information such as all the documents that describe the project, discussion forums, and message boards. Project rooms can include: Document libraries Forums Tagwalls 4.1.1 Creating a Project Room To create a project room: 1. Navigate to the Project Rooms page and click the Create button. 2. In the dialog box, in the Name field, enter the name of the new project room 3. Click Create and the new project room is created. The editor opens so that you can enter the details about the project room. 4. In the editor, enter all the appropriate information and click Save. 5. The project room is displayed in the left-hand menu. When you create a project room, the following elements are added to it automatically: Download list Forum Tagwall Page 20 of 29
Download List The download list allows you to upload, view and download images and files. To add a file to the download list: 1. Navigate to the download list page and click the Create button. 2. In the dialog box, enter the file name, and click Create. 3. In the editor, enter a short description of the file. 4. In the File field, click the Attach button. 5. In the Media Library, select the document that you want to add to the download list. If the file is not available in the Media Library, you can upload it to it. For more information about uploading files, see the section Uploading a File, on page 8. 6. Click OK. 7. In the editor, click Save. When you have added a file to the download list, it looks like this: To download the file, click the Download button. To change the uploaded file or image, click the Edit button and then in the editor, edit the fields you that you want to change. Click Save to save the changes. To delete a file, select the file, open the editor and click Delete. Page 21 of 29
To delete the download list, click the Edit button above the list to open the editor for the download list. Click Delete in the editor. Forum You use a forum to allow intranet users to discuss a particular topic. Intranet users can create topics and post comments and replies to all the topics in the forum. To create a forum: 1. Navigate to the Forum page, and click the Create button. 2. In the dialog box, enter the name of the forum and click Create. 3. In the editor, enter the appropriate information and click Save. Page 22 of 29
To create a topic: 1. Navigate to the forum that you want to add topics to and click the Create button. 2. In the dialog box, enter the name for the topic and click Create. The topic appears in the forum. To create an answer to an entry in the debate: 1. Click the existing forum entry to be forwarded to the entry page. Click Answer. 2. Enter your answer to the entry and click OK. To delete a topic from the forum: 1. Navigate to the topic. 2. Click the Edit button. 3. In the editor, click Delete. Tagwall A tagwall is a message board that you use to post quick messages (or tags) for informal, as opposed to corporate, communication. The tagwall is created automatically when you create a project room. Page 23 of 29
To create a tag: 1. Navigate to the Tagwall page, and click the Create button. 2. In the dialog box, enter the name of the tag, and click Create. 3. In the editor, enter the information that you want this message to contain, and click Save. To delete a tag, navigate to the tag, open the editor, and click Delete. Page 24 of 29
4.2 Other Features The Sitecore Intranet Portal contains a number of additional features that you can use, including: News Calendar Phonebook Slideshow Quick Polls Contact Send to a Friend Blogs Search Some of these features, such as news, calendar, phonebook, slideshow, contact, and blogs are displayed as pages. Others features, such as quick polls, send to a friend, and search are displayed as sections. Some features can be added to the intranet by users who have the necessary permissions. Other features can only added by intranet administrators and developers. News You use the News feature to create, edit and delete news sections. Furthermore, you can create, edit and delete news items within each news section. The news section names can be used for data channeling. For more information about data channeling, see section Filtering News (Data Channeling) on page 17. Activity Calendar You use the Calendar to advertise activities on the intranet. You can add, edit and delete activities. To access the calendar, click the Calendar button at the top of the page you are on. Page 25 of 29
To search for an activity, enter some text in the search form and click Search. Phonebook You use the phonebook to search for information about employees on the intranet. To access the phonebook, click the Phonebook button at the top of the page you are on. Enter your search criteria in the appropriate field and click Search. Slideshow You use the Slideshow feature to view a collection of photographs in a slideshow. The slideshow feature can only be added to the intranet by an intranet administrator or a developer. When you edit a slideshow you can upload and delete pictures from the slideshow. Page 26 of 29
Quick Polls You use the Quick polls feature to add polls to your intranet. You can use these polls to learn and evaluate the opinion of the employees on a given topic. Quick polls can only be created by intranet administrators. Contact You use the Contact feature to add pages to the Contact section. Send to a Friend You use this feature to send a link to any page on the intranet in an e-mail to a friend. To send a link to an e-mail address: 1. On the page that you want to forward to another person, click the Send to a Friend button. 2. In the To field, enter the e-mail address that you want to send the message to. 3. In the Message field, enter your message. 4. Click Send to send the message. Page 27 of 29
Blogs The Blogs feature provides the front-end interface for creating and editing posts and blogs for extranet users. Intranet blogs are created and deleted by intranet administrators. Use the Blogs feature to create and edit blog entries. Users can add comments to blog entries. Search You use the search feature to look for entries on the intranet. The search function searches all of the items on the intranet. There are two kinds of search simple search and advanced search. Use the simple search to browse your intranet data by keyword(s). Click advanced search to access the advanced search options. With advanced search, you can search for keywords and you can specify that the search should include all the documents and files on the intranet and that it should search all the different languages that the intranet contains. Page 28 of 29
Chapter 5 Appendix Content Item Use this type of item to fill a content page. Intranet DocumentList Item Use this type of item to create a list of items. The items can contain various types of content, such as text, links and images. Intranet DocumentList Paged Use this type of item to create a paged list of items. Intranet DownloadList Item Use this type of item to create a list of downloadable files. Intranet File Item Use this type of item to add a file to the list of downloadable files. Intranet Forum Item Use this type of item to create an Intranet Forum. Intranet ForumItem Item Use this type of item to create an Intranet topic. Intranet Menu Item Use this type of item to create an Intranet Menu. You can also use this type of item to create other content items that are similar to the Menu Item. Intranet Tagwall Tag Use this type of item not only to create tags on a tagwall. Select it, if you want to add entries to an auction or other similar message boards. Intranet Weblog Archive Use this type of item to create the archive for your weblog. News section Use this type of item not only to create a news section, for example, Sales News. You can also use it to create similar items, such as a jobs section. Page 29 of 29