WORKGROUP MANAGER S GUIDE

1 Portal Framework v4.12: Workgroup Manager s Guide EMPLOYEE PORTAL WORKGROUP MANAGER S GUIDE Page 1

2 Portal Framework v4.12: Workgroup Manager s Guide Table of Contents FAQs... 4 Q: I added an assistant manager but they still cannot edit my workgroup.... 4 Q: How do you resize Islands on a page?... 4 Q: Can a Portal Administrator automatically manage all workgroups?... 4 Q: Why can t I create a new workgroup?... 4 Q: How do I change the manager of my workgroup?... 4 Q: How do I change the name of a workgroup page?... 4 Introduction...5 Managing Workgroups...5 Creating Workgroups...5 Creating Workgroup Pages... 8 Creating Workgroup Sub-Folders... 11 Rearranging Workgroup Pages... 12 Copying Workgroups... 12 Deactivating Workgroups... 13 Deleting Workgroups... 14 Managing Workgroup Members... 15 Setting Workgroup Permissions... 16 Editing Workgroup Properties... 18 Working with Pages... 19 Adding Islands to a Page... 19 Rearranging Islands... 20 Deleting Islands... 21 Opening In a New Window... 22 Modifying Page Privacy Settings... 22 Copying Pages... 23 Copying Page Shortcuts... 23 Deleting Pages... 24 Modifying Page Properties... 25 Page 2

3 Portal Framework v4.12: Workgroup Manager s Guide Glossary... 26 Passageways Resources... 27 Training Resources http://support.passageways.com... 27 Peer-to-Peer Community https://community.passageways.com... 27 Page 3

4 Portal Framework v4.12: Workgroup Manager s Guide FAQs Q: I added an assistant manager but they still cannot edit my workgroup. A: After adding the assistant manager you must then set the permissions for that assistant manager. See Setting Workgroup Permissions for more details. Q: How do you resize Islands on a page? A: Each Island can be resized by clicking and dragging the bottom edge or right hand edge of the island. Q: Can a Portal Administrator automatically manage all workgroups? A: No. A portal administrator is not a workgroup manager or member by default. They do have the ability to give themselves workgroup manager permissions however. See the Portal Administrator Guides for more details. Q: Why can t I create a new workgroup? A: This is most likely because your portal administrator(s) has chosen not to allow all users the ability to create workgroups. Please contact you portal administrator(s) for more details. Q: How do I change the manager of my workgroup? A: You can change the manager of any of your workgroups by going to the Workgroup s Properties. See Editing Workgroup Properties for more details. Q: How do I change the name of a workgroup page? A: You can change the name of any of your workgroup pages by going to the Page s Properties. See Modifying Page Properties for more details. Page 4

5 Portal Framework v4.12: Workgroup Manager s Guide Introduction In order to showcase the quickest and easiest way to perform workgroup actions this guide uses the Right-Click functionality of the portal s default navigation. Please note that you can also complete many of these same tasks by going to My Settings > My Workgroups in your navigation tree. Managing Workgroups The user who is marked as the workgroup manager for a workgroup has full edit permissions over that workgroup, allowing them to add new content, manage access, and delete content. Creating Workgroups To create a new workgroup, simply right click on the My Workgroups folder in the navigation tree and select New Workgroup to start the Workgroup creation wizard. 1. My Workgroups 2. New Workgroup Page 5

6 Portal Framework v4.12: Workgroup Manager s Guide Step One: Workgroup Configuration The first page of the workgroup creation wizard is where you enter the core information about the workgroup such as the name, description and select items like the workgroup and type and template. Once this is complete hit the Next button to proceed to the last step of the creation wizard. 1. Workgroup Name 2. Workgroup Type 3. Workgroup Template 4. Workgroup Details 1. Workgroup Name Make sure to name your workgroup clearly and concisely to help your workgroup members easily find your workgroup. You can also add a prefix to you workgroup indicating its function. Some examples include DEPT for departments workgroups or PROJ for project team workgroups. 2. Workgroup Type Select the workgroup type appropriate to the workgroup you are creating. The workgroup type is simply a way of organizing workgroups for easy viewing. Page 6

7 Portal Framework v4.12: Workgroup Manager s Guide 3. Workgroup Template Workgroup templates pre-populate your workgroup with pages and Islands in order to quickly get your workgroup up and running. There is also an Empty template available if you do not wish to have any prepopulated pages added to your workgroup. 4. Workgroup Details The remaining fields can be populated to provide additional details and contact information about your workgroup. This information will appear if a user views the workgroup s properties and will be displayed on any Workgroup Summary Island. Step Two: Member Selection Once you have configured your workgroup details it is now time to select who will have access to your workgroup. These individuals will be your workgroup members who will be able to access and interact with the workgroup pages. Once you have made your selection click next to finish creating your workgroup. Please note that you can make either individual users or roles a member of your workgroup. If you select a role keep in mind that every user in that role will gain access to your workgroup. 2. Click Add 1. Click user or role 3. Click Next to Confirm Page 7

8 Portal Framework v4.12: Workgroup Manager s Guide Creating Workgroup Pages You can create any number of pages inside your workgroup to hold the content you want to communicate to your workgroup members. In order to create a new page in your workgroup simply right click on the workgroup s folder and select New Page from the dropdown. 1. Right Click on Workgroup 2. Click New Page Next you will need to enter the core information for you page and determine things such as the privacy and type of page you wish to create. Each of these selections are described below. 3. Enter Name 4. Choose Privacy 5. Select Page Type 6. Enter Tags Page 8

9 Portal Framework v4.12: Workgroup Manager s Guide 3. Page Name Make sure to name your page clearly and concisely to help your workgroup members easily find information in your workgroup. 4. Page Privacy You have the ability to make a page Public this will put the page in your workgroup and second copy in the Public Pages folder in the navigation tree for all users to access. If this option is not selected then the page will only appear in the workgroup folder where only workgroup members will be able to access the page. Public Pages Folder Public Page Icon Standard Workgroup Page Icon Pro Tip: When to make a page public Since all users in the portal can see a public page. It is often a good idea to completely build out the content of the page before making it public. In addition, make sure that the content on the page is relevant to the majority of people in your organization. Pro Tip: Public Page Content You want to keep the number of public pages in your portal to a minimum. Therefore, it is always a good idea to check with your Portal Administrator(s) before making a page public to ensure that the information you want to make available is not duplicated or better suited elsewhere in the portal. Page 9

10 Portal Framework v4.12: Workgroup Manager s Guide 5. Page Type There are two different page types to select from. The Island Page is the default page style in the portal and will allow you to customize your page with a variety of different Islands. Islands The URL Page will route any user who clicks on the page to a predetermined URL as shown below. Website open inside portal Page 10

11 Portal Framework v4.12: Workgroup Manager s Guide 4. Page Tags Page Tags are used to help users find this page when using the portal search. Enter keywords here related to the content that will live on this page. Portal Search Portal Pages Search Creating Workgroup Sub-Folders If you would like to better organize the pages within your workgroup you can create subfolders to hold pages. In order to create a new sub folder simply right click on the Workgroup Folder, select New Folder, enter a name for your Sub-Folder, and then click OK. This will add the folder to your workgroup. Workgroup Root Folder Sub-Folders 1. Right-Click on the Workgroup 3. Enter Sub-Folder Name 2. Click New Folder 4. Click OK Page 11

12 Portal Framework v4.12: Workgroup Manager s Guide Rearranging Workgroup Pages The portal navigation tree supports Drag and Drop functionality that allows you to move a portal page from one workgroup to another or rearrange pages within an existing workgroup. In order to move a page simply hold down left click on the page and drag the page to the desired location and release. You will notice the page name and a guide line that will appear to assist you while moving pages. Guide Line Page Name Cursor Icon Copying Workgroups Copying workgroups can be useful for quickly making multiple workgroups with similar layouts. In order to copy a workgroup right-click on the workgroup you wish to copy and then click Create Copy from the drop down. This will then take to you to the Copy Workgroup screen that allows you to change the name and select which items in the workgroup you would like to copy. Once created, the new copy will appear in your My Workgroups folder. 1. Right-Click on the Workgroup 3. Edit Name 4. Select Items 2. Click Create Copy 5. Click Create Copy Page 12

13 Portal Framework v4.12: Workgroup Manager s Guide Deactivating Workgroups If a workgroup is not in use a workgroup manager can deactivate the workgroup. This 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 right-click on the workgroup you wish to copy and then click Deactivate from the drop down. This will take you to a conformation page asking you if you are sure you wish to deactivate 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 deactivated. 1. Right-Click on the Workgroup 2. Click Deactivate 3. Confirm Deactivate 4. Alert Members? 5. Customize Alert Text 6. Confirm Deactivate Page 13

14 Portal Framework v4.12: Workgroup Manager s Guide Deleting Workgroups In order to delete a workgroup right-click on the workgroup you wish to delete and then click Delete from the drop down. 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. Right-Click on the Workgroup 2. Click Delete 3. Confirm Delete 4. Alert Members? 5. Customize Alert Text 6. Confirm Delete Pro Tip: Deleting Workgroups Page 14 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 information in the workgroup you are planning on deleting.

15 Portal Framework v4.12: Workgroup Manager 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 right-click on the workgroup you wish to modify and then click Members from the drop down. 1. Right-Click on the Workgroup 2. Click Members 3. Click Add/Remove 4. Click user or role 6. Click OK to Confirm 5. Click Add/Remove Page 15

16 Portal Framework v4.12: Workgroup Manager 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. Step #1 Adding (or Removing) Assistant Managers In order to add and manage Assistant Managers right-click on the workgroup you wish to modify and then click Permissions from the drop down. 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. Right-Click on the Workgroup 2. Click Permissions 3. Click Add/Remove 4. Click user(s) 6. Click OK to Confirm Page 16 5. Click Add/Remove

17 Portal Framework v4.12: Workgroup Manager 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 right-clicking on the workgroup you wish to modify and then click Permissions from the dropdown. 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 17

18 Portal Framework v4.12: Workgroup Manager s Guide Editing 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 right-click on the workgroup you wish to modify and then click Properties from the drop down. 1. Right-Click on the Workgroup 2. Click Properties 3. Edit Workgroup Name 3. Edit Workgroup Type 3. Edit Workgroup Manager 3. Edit Workgroup Details 4. Click OK Page 18

19 Portal Framework v4.12: Workgroup Manager s Guide Working with Pages Once a Workgroup Page has been created you now have the ability to build/edit content and modify the properties and privacy of the page. This section will walk you through managing the pages of your workgroup. Adding Islands to a Page In order to add Islands to a workgroup page open the page and select Add Islands icon from the toolbar at the top of the page. This will take you to the Add Islands page. On this page you can search for specific Islands, filter by specific product or simply scroll down until you find the right Island. Once you have found the Island, click the add button to add the Island. If you click the add button multiple times it will continue to add additional Islands of that type. Click Return to Page in the bottom right when finished. 1. Click Add Islands Search for Islands Filter by Product 2. Click Add Page 19 3. Click Return to Page

20 Portal Framework v4.12: Workgroup Manager s Guide Rearranging Islands Once you have added Islands to a page you can then rearrange them on the page by left-clicking and holding on the top of the Island and dragging the Island where you want it on the page. Islands can even overlap each other, if you choose. Island Skin Click, Hold, and Drag Island With the use of the Snap Grid, you can easily align your islands. Just click the Snap Grid button on the page toolbar. This will display a set of gridlines. When dragging the islands around the page, it will snap to one of these gridlines if you bring the island close to it. Snap Grid Gridlines Page 20

21 Portal Framework v4.12: Workgroup Manager s Guide Deleting Islands In order to delete an Island from the page simply click the Actions icon and from the dropdown select the Delete Island option and then confirm the delete. This will remove the island from the page. 1. Click Actions 2. Click Delete Island Page 21

22 Portal Framework v4.12: Workgroup Manager s Guide Opening In a New Window If you would like to open a workgroup page in a new window of your web browser simply right-click on the page you wish to open and then select Open in New Window. This will open a new instance/tab of your web browser containing the workgroup page without the portal navigation, toolbar or banner. 1. Right-Click on the Page 2. Click Open in New Window Modifying Page Privacy Settings You can quickly and easily make a workgroup page public by right-clicking on the page, selecting Privacy Settings and then selecting the Make Public Button. If the page is already public select Make Private instead. 1. Right-Click on the Page 2. Click Privacy Settings 2. Click Make Public Pro Tip: Public Pages Public Pages a viewable by all users in the portal. Make sure that your page is ready (has good clear content) before make it public. Also, it is usually a good idea to check with you portal administrator(s) and/or portal team before making a page public. Page 22

23 Portal Framework v4.12: Workgroup Manager s Guide Copying Pages Just like you can copy an entire workgroup you can also copy individual pages. Right-click on the page, select Create a Copy, then edit the page name, select the items you want to duplicate and finally click next. 1. Right-Click on the Page 2. Click Create a Copy 3. Edit Page Name 4. Select Items to duplicate 5. Click Next to Confirm Copying Page Shortcuts In order to easily obtain the shortcut (URL/Web Address) of a workgroup page simply right click on the page and select Copy Shortcut. This will copy the shortcut to your computer s clipboard so that you paste it wherever you like. 1. Right-Click on the Page 2. Click Create a Copy Page 23

24 Portal Framework v4.12: Workgroup Manager s Guide Deleting Pages In order to delete a workgroup page right-click on the page and select Delete Page from the dropdown. This will take you to the Delete Page screen simply click OK to confirm the deletion. 1. Right-Click on the Page 2. Click Delete Page 3. Click OK to Confirm Pro Tip: Deleting Pages Be sure that you do not need any content on a page when deleting pages. Once a page is deleted there is not a way to restore the page. It is recommended to check with your workgroup members before deleting a page to make sure they do not need any of the information on the page. Page 24

25 Portal Framework v4.12: Workgroup Manager s Guide Modifying Page Properties From a page s properties you can change the page s name, make the page public, obtain the page URL, and modify the page s tags. In order to modify a page s properties right-click on the page and select Properties from the dropdown. Once you are finished modifying the properties click OK to confirm. 1. Right-Click on the Page 2. Click Properties 3. Page Name 4. Privacy 5. Tags 2. OK to confirm Page 25

26 Portal Framework v4.12: Workgroup Manager s Guide Glossary Alert - Alerts are sent to Users through the portal in the form of a pop-up window or an email message. Alerts inform the user about changes in the portal that they need to be aware of and often times need to take action on. Application - Similar in many ways to a Module, this is a piece of software that plugs directly into the Portal Framework and serves a specific business function. These are often created by the Passageways consulting team. Assistant Manager - An assistant Manager is a user that has been given some or all of the same permissions as a workgroup manager. Framework - This is flagship software of Passageways, typically called the Portal Framework or just Portal for short. This is the foundation on which all modules and applications are set upon. It makes up core elements like the Navigation Tree, Workgroups, Pages, and Users. Island An Island is a section of a portal page that serves a specific business function. Users interact with these Islands in order to access information or to enter information into a module or application. A collection of Islands make up a portal page. Manager (Workgroup) The user that has complete edit permissions over the workgroup. Member (Workgroup) Users who have access to a Workgroup. Individual users or Portal Roles, can be made a member of a workgroup. Module - This is a software product that is created by the Passageway Development team, serves a specific business function, and is standardized for all customers. Portal Administrator - The Portal Administrator is a portal user that has the highest level of technical permissions in the portal. This person(s) can configure almost any item within the portal including but not limited to User profiles, Workgroups, and Portal pages. Role An object in the portal that represents a group of Users. These often represent actual business roles such as Board Members or Branch Managers. User An individual who has an account within the portal. This account has a user profile that contains information about the user and also determines what the user has access to in the Portal. Workgroup A workgroup is a collection of portal pages that is only accessible by members of that workgroup. Often these workgroups are built around departments, committees, or projects within your organization. Page 26

27 Portal Framework v4.12: Workgroup Manager s Guide Passageways Resources The following online resources are available to any user of a Passageways product. Training Resources http://support.passageways.com This site contains all of the most current user guides and training videos for the Passageways Framework, Modules and some consulting applications. This is a must have site for trainers! Peer-to-Peer Community https://community.passageways.com The Passageways Community is a great resource where you can ask and answer questions, find or post best practices, and connect with peers and Passageways staff. Page 27

28 Portal Framework v4.12: Workgroup Manager s Guide Take Note! Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Passageways, LLC. 2015 Passageways, LLC. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Last Updated October 5 th 2015 Page 28