Site Administrator Training - Intranet...

Site Administrator Training

www.intranetdashboard.com


www.intranetdashboard.com

Table of Contents

Key

Log on to the Front End1

2 Front End Fundamental Concepts

3 Log on to the Admin

4 Admin Fundamental Concepts

Admin Superuser Tasks5

6 Admin Users

7 Managing Front End Users: Website Users

8 Subsite Creation & Management

Security9

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Subsite Settings

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Subsite Layout: Layout Manager

Controlling Intranet Structure: Layout Manager Templates

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Nav Editor

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iD Themes

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iD CMS

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News

Key Actions for Site Administrators

Glossary Webliography


www.intranetdashboard.com 1|

Each image in this handout is numbered.Each number relates to the itemindicated in the left column.

Open a new browser window, enter the intranet URL.

The intranet URL is

When this page loads I will:

Enter my details.

Authenticate automatically.

My username and password are:

Same as my computer username/password.

Different to my computer username/password.

It is

Force login screen at: http://yourintranet/cfr/user/login.aspx(Useful to know when logging in at another computer)

This is the Front End Interface for Front End (Website) Users.

Home SiteThe initial landing point for all usersof the intranet.

ApplicationsEach application performs aseparate function. Someapplications maintain intranetSTRUCTURE (e.g. LayoutManager, Nav Editor). Someapplications add CONTENT(e.g. News, iD CMS).

SubsiteAn independent ‘micro-site’ that hasits own structure, content andapplications.

The login screen will appear if you’re notauthenticated.

Home and subsites are comprised of the same elements: a specific URL, layout, navigation and applications.

Search

Breadcrumb Bar

Layout Manager controls where each element in this structure sits

User Details

Logo

Vertical Navigation Quick Links

Horizontal Navigation

Each image in this handout is numbered. Eachnumber relates to the item indicated in theleft column.

1Log on to the Front End

2Front End Fundamental Concepts

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URLEvery item has its own URL.Every News article, folder,document, image and page. iDURLs follow generally the formatof: Intranet>subsite>application>folder>item.

Breadcrumb BarIdentifies the user’s current locationwithin the site. Another form ofnavigation.

Layout ManagerDefines the structure for the locationof your content.

Navigation - Nav EditorA Horizontal Nav directs usersto core areas of the intranet(typically, subsites). A VerticalNav directs users to vital contentwithin a subsite.

User DetailsThe logged-in user’s details. You canalso access personal notifications andonline forms here.

iD ThemeThe look and feel of your intranet;colors and fonts.

Welcome Screen Displays theiD Version #Necessary for logging iD Supportqueries.

Help SiteMenu-driven access tostep-by-step guides, videos andtechnical documents at:http://help.intranetdashboard.com.

SubsitesAlphabetical listing, stored inSubsite Groups. You will only seethe subsites you have access to.

Access the Admin by appending theintranet URL with ‘/admin’.

The Application Explorer is divided intotwo core areas: ‘Applications’ and‘Administration’.

Applications= Subsite Structure & Content

Administration= System Wide Changes



3Log on to the Admin

4Admin Fundamental Concepts

AFTER you’ve logged into the Front End.

Open a new browser window.

The URL of the Admin is

Requires a separate username and password (see next page for details).

This is the intranet subsystem: For Site Administrators and ContentPublishers only.

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5Application Explorer DividedInto TWO Core Areas

1: Applications: Day-to-day subsitemanagement andcontent maintenance.

2: Administration: System-wide changes,managing users,configuration settings,reporting functions.

Authenticate

Front End

Admin

URL

Subsite

BreadcrumbBar /Breadcrumbs

The intranet checks you have avalid account.

The area of the intranet that allstaff have access to.

The area of the intranet only selectedadministrators have access to.

A web address that takes you to apage, a document, an image etc.

A micro-site within the intranet.

Shows the user’s position in thehierarchy of the intranet andrelation to Home.

Logging On

GettingStartedGuide

iD Help Site

Learn how to log on to your intranet:http://help.intranetdashboard.com/gettingstarted/theplatform/login.html

The essentials of getting yourintranet up and running:http://help.intranetdashboard.com/gettingstarted/theplatform/overview.html

Step-by-step guides, videos andtechnical documentation:http://help.intranetdashboard.com

These Admin functions are available toSuperusers only.

SuperusersHave full access to the entire intranet Admin.

Create/edit/deleteSubsites and Subsite Groups.

Set Max Upload SizeIn Applications.

Utilities > Config Settings, Audit Log and EventLogsReports user actions and logins.

Admin NewsProvide News updates on the Admin Login page.

Mail ServerControls the sending and receiving of emails.

LDAP (for AD installations) Authenticates users from Active Directory.

Certain features are accessible to Superusersonly.



5Admin Superuser Tasks

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SuperuserAccess Only



6Admin Users

Where Administrators are created andmanaged.

Permission levels define what functionsAdministrators can access.

Admin User accounts allow users to log on to the Admin system sothey can administrate the different intranet subsites.

Create Site Administrators and relevant Content Publishers asAdmin Users.

Apply Administrator Permissions to each user, appropriate totheir role:

Superuser Access to all Admin functions. Group ManagerAccess to both management and standard functionswithin determined Subsite Groups. Also management of Admin Usersand Website Users.

Site ManagerAccess to both management and standard functionswithin determined subsites. Also management of Admin Users andWebsite Users.

Site UserAccess to standard functions within determined subsites.

Custom AdministratorAccess to a particular application(s) only.

Separate username and password required from the Front End.

My Admin Username

My Admin Password

My Permission Level is

Note: As a Content Publisher, you will only be able to createAdministrators with permissions below your own.

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Manage AdminUsers

Site User

Site Manager/Group Manager

Superuser

Permissions

Admin User

Admin UserGroups

Admin Role

Defines an Admin User’s level of accessto the Admin.

A user with an account to access theAdmin, also called Intranet Administrator.

Defines what functions anAdministrator can perform in anapplication (based on theirPermissions).

Defines each Permission level, i.e. Group Manager, Site Manager,Site User etc. An Admin Role isbuilt on relevant Admin UserGroups.

AdminPermissions

Relates to Administration access.For more on Admin Users:http://help.intranetdashboard.com/systemadmin/admin_users/adminusers.html

A Website User is also known as a Front End User.

Website User accounts grant access to log on to the Front Endof the intranet.

Website Users can run as Active Directory, Login Mode, or both(Login on Demand).

Login ModeUsers entered manually.

Active DirectoryUsers are authenticated via Windows Domain.

SubsitesCore areas of the intranet (e.g. IT, HR). The completed subsite will storedocuments, forms, images, pages.

Each subsite once created, can be maintained by a single or multipleAdministrators, with a different layout and content to the rest of theintranet.

Set subsite status, language, URL, time zone, Applications ON/OFF forthe subsite and security.

Logo/Header image maintained here (if using standard theme).

Top level security set at subsite and inherited to applications in subsite.

Subsite GroupsCategorize your subsites in the Admin for the benefit of Administrators;also set Applications ON/OFF for the group.



7Website Users

8Subsites

Website Users: Where Front End Users aremaintained.

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Manage WebsiteUsers

The same suite of applications is available tothe Home and each subsite to build their ownunique space within the intranet.

Subsite 3Subsite 1

Layout ManageriD ThemesNav Editor

News

Home Site

Subsite 2

Website User

Website UserGroups

AD

Login Mode

LDAP

Mail Server

A user with an account to access theFront End.

A group of Front End users.

On the Windows DB, managed by ITdept, not maintained in intranet.Details will reflect whatever AD has.

Website User details live in iDintranet and are maintained there.

Authenticates users from ActiveDirectory.

Controls the sending and receivingof emails.

WebsiteUsers

Subsites

Relates to Front End access.For more on Website Users:http://help.intranetdashboard.com/systemadmin/website_users/websiteusers.html

For more on creating subsites:http://help.intranetdashboard.com/systemadmin/subsites/subsites.html

Defines a Website User’s level of access to the Front End.

Defines a Website User Group’s level of access to the Front End.

Security grants access to read and maintain content withapproval/automatic approval.

Set at the subsite and inherited to the applications within thatsubsite.

Default security is Read Only for Everyone at your organization.

You need to set security on each subsite before commencing contentmigration.

At the application level, security can be explicitly set.

Security follows an inheritance model fromsubsite to application.

The following diagram shows the actions that can be taken by users at each Security Level:

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9Security

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Subsite

Security “X”Security “X”

DocumentManager

Folder

ImageLibrary

NewsCategory

CategorySecurity “Y”

Security “X”

Inheritance

SubsiteSecurity

Settings “X”

Full Control Editor Contributor Creator Read Only Deny Access

Read Content

Create/Edit/Delete own content

Create/Edit all content

Create/Edit/Delete all content

Approve all content

Set security

Security

Approval

SecurityLevel

Read Only

Full Control

ContentMigration

Defines a Website User’s level of accessto the Front End.

Content must be passed through anapproval process before beingdisplayed.

Ranging from ‘Deny Access’ to ‘FullControl’, the Security Level is applied toa Website User or Website User Group.

The security level that grants a WebsiteUser access to view content only.

The security level that grants a WebsiteUser access to modify content withoutapproval.

The process of moving documents, files,images, videos, etc. from a shared driveor CMS onto the intranet.

Security Relates to Front End access.For more on Security:http://help.intranetdashboard.com/systemadmin/security/security.html

Subsite Admin options affect the entiresubsite.

At Subsite Admin you can Edit the subsite name, changelanguage, time zone and status.

Generic Components: Here, turn Comments, Ratings and Notifications on/off forthe subsite.

Subsite Recycle Bin:Undelete content in this subsite.

Breadcrumbs:Set up extra crumb to Home site.

Search: Specify if the Enterprise Search application should only searchset applications for this subsite. By default all subsites andapplications will be searched.



10Subsite Settings

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Subsite AdminOptions

SubsiteAdmin

Stores important details for a subsiteand its operation.

SubsiteAdmin

Manage the core details of a subsite. Formore on Subsite Admin: http://help.intranetdashboard.com/systemadmin/subsites/editinganexistingsubsitesdetails.html

Layout Manager is used to build the structure of your subsite.

The application is comprised of Layouts and Templates.

Build a Layout for every subsite you’re responsible for.

The structure defines where content ‘components’ are placed,e.g. Quick Links component in the right column.

Components are the building blocks of your layout content.

The component pulls content in from the respective application,or allows you to add content directly to the component, e.g. News.

Look for the Editing Toolbar at the top of the subsite homepage to start (Can’t see the toolbar? Check your security).

Security determines who can contribute to a Layout:

Full Control security users can manage the layout as wellas underlying template.

Editor security users can manage the layout only.



11Subsite Layout: Layout Manager

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Layout Manager controls where componentssit on the subsite layout.

Each component pulls content in from theapplication it is associated with.

The Layout editing toolbar is available fromthe home page of each subsite.

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Search

http://yourintranet

Logo

Link 1Link ....

Image

Image linking to content

Image

Link 1Link ....

News Article CEO Video

Intranet Home Page

HRNews

SalesNews

ITNews

CEO News

Administration

LayoutManager

Components

LayoutManagerEditingToolbar

Determines the structure of a subsite;comprised of an ‘active’ Layout and anunderlying Template.

Used to pull applications and contentinto the layout.

Available from each subsite home page;contains options for editing the subsitelayout inline. Only viewable for WebsiteUsers with the correct Security level(i.e. Creator or higher).

LayoutManager

LayoutComponents

LayoutManager& Security

Control the structure of a subsite. Formore on layouts:http://help.intranetdashboard.com/applications/layout_mgr/layoutManager.html#introlayouts

Understand the suite of componentsavailable in the Layout Manager. Formore on Components:http://help.intranetdashboard.com/applications/components/overview.html

Understand how Security Levelsaffect the Layout Managerapplication:http://help.intranetdashboard.com/systemadmin/security/layoutmanager.html

Template on which your subsite layout isbased.

You can deselect a template property todisallow that functionality on the layout for acomponent.

Each subsite layout is based upon an underlying template.

A suite of default templates with varied structures are available,or you can build your own.

Templates must be assigned to a subsite to be available.

Templates are comprised of columns and rows to form cells.

Components are placed in these cells. (Note: Multiple componentscan be placed in each cell)

Components can be locked down on the template, enforcinguse on every layout.

A template also defines the Main Content Area, or the ‘unique’area of the subsite; when a user clicks on a link, content willload within this Main Content Area.



12Controlling Intranet Structure: Layout Manager Templates

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The Main Content Area will update as a userclicks through content.

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LayoutManagerTemplate

Cells

Components

Defines how layouts can be structured,i.e. the columns, rows and componentsavailable on all layouts based on thattemplate.

The cell structure controls wherecomponents can be placed on thetemplate and the resulting layouts.

At the template, components offeradditional functionality to controlusage on the resulting layouts.

LayoutManagerTemplate

Control the underlying structure ofmultiple subsites, or the entireintranet. For more on templates:http://help.intranetdashboard.com/applications/layout_mgr/layoutmanager.html#introtemplates

Allow cell content to change while navigating through the subsite

Cell content changes while navigating the subsite

Cell content changes while navigating the subsite Cell content changes while navigating the subsite




Cell content changes while navigating the subsiteCell content changes while navigating the subsite

The selected iD Theme determines the stylesand formatting available for free text on yourintranet.

Controls the look and feel of the subsite.

Is changed independently of the structure.

Controls styles and formatting of text.i.e. If the iD Theme is changed, text styles will be updated to reflectthe new theme.



14iD Themes

13Nav Editor

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18 19Controls Horizontal & Vertical Navigation.

Create a Horizontal Nav Bar to direct users to core areas of the intranetand Vertical Nav Bars to direct users to content within each subsite.

Intranet Administrators must decide which links should be placed on theHorizontal and Vertical Nav Bars.

A Nav Bar can be shared across the entire intranet or; across certainsubsites or; just one subsite.

A Horizontal Nav Bar that spans the entire intranet is created in onesubsite (e.g. Home) and then shared.

Note:

To add a new menu item to a pre-existing Nav Bar, select ‘Edit NavBar’ in the Admin.

To create an entirely new Nav Bar, select ‘Add Nav Bar’ in the Admin.

On the Front End, ensure the Navigation component is on the layoutand is displaying the chosen Nav Bar.

Horizontal Navigation directs users to core sitesections.

Vertical Navigation directs users to specificcontent within a section.

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Nav Editor

Nav Bar

iD Theme

Controls the navigation menus of theintranet, both horizontal and vertical.

Each menu is considered a ‘Nav Bar’.Multiple Nav Bars can be maintainedin each subsite presented in differentlocations as required.

Is the ‘skin’ that sits on top of the sitestructure. (Altering the theme will notaffect the structure of your subsite)

Nav Editor

iD Theme

Control how users access contentwithin a subsite. Understand howusers travel around the intranet.For more on navigation:http://help.intranetdashboard.com/applications/nav_editor/naveditor.html

Learn to change the theme of a subsite:http://help.intranetdashboard.com/applications/id_themes/idthemes.html

iD CMS Folders store Templates and Pages.

iD CMS editing toolbar.

iD CMS is used to build content pages.

The application is comprised of Folders, Templates and Pages.

Similar to the concept of Layout Manager, however iD CMSis used to create page content, not subsite structure.

Build pages for content that users need to read on screen.

Templates control the underlying structure of the page.

Components are the building blocks of your page content.

Go to the Front End to work on your iD CMS page.

Look for the Editing Toolbar at the top of the window tostart (Can’t see the toolbar? Check your security).

Security determines who can contribute to a page andwho can read it:

Full Control security user can manage a subsite’s folders, pages and underlying templates.

Editor security user can manage folder structure andpages.



15iD CMS

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iD CMS

iD CMSEditingToolbar

This application controls the creationof content pages within a subsite.

Available on each content page of asubsite, contains options for editingpages inline. Only viewable forWebsite Users with the correctSecurity Level (i.e. Creator or higher).

iD CMS Understand the fundamentals of thispowerful application:http://help.intranetdashboard.com/applications/idcms/idcms.html

Template

Folder ‘A’

Folder ‘B’

Pages

Header

Image

Image

Text, texttext, text

Header

Image

Image



Header

Image

Image


Create a News Category first, then publish articles to it.

A category sets key features around the look and feel of the articles.

Each category has its own Archive to be searched, and its own Security settings so you can lock it down as required.

Have one category, or have multiple! Placing each one on the layout, or linking via the navigation.

News articles can be written by Intranet Administrators from the Admin and/or Website Users from the Front End.

Admin-submitted News has: future Publish Dates, Expiry Dates, Priority Levels and Copy/Link article to another NewsCategory.

Front End submitted articles must be approved via the Admin/iD Desktop Assistant (security level Creator and Contributoronly).



16News

NewsCategory

NewsArchive

Controls how articles will display,i.e. thumbnails, summary.

The list of all articles, searchableby month/year.

News andSecurity

iD DesktopAssistant

Understand how Security Levelsaffect the News application.http://help.intranetdashboard.com/systemadmin/security/news.html

Approve News articles submittedfrom the Front End of the intranetby Website users with a SecurityLevel of Creator or Contributor.http://help.intranetdashboard.com/extras/id_desktop_assistant/iddesktopassistant.html



17Key Actions for Site Administrators

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Receive training1

Review the training topics http://help.intranetdashboard.com/gettingstarted/theplatform/overview.html

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Log on to the Front Endhttp://help.intranetdashboard.com/gettingstarted/theplatform/login.html

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Log on to the Adminhttp://help.intranetdashboard.com/gettingstarted/theplatform/theadmin.html

Create Admin User accounts for your Administrators and relevant Content Publishers(i.e. Superusers, Group Managers, Site Managers, Site Users)

http://help.intranetdashboard.com/systemadmin/admin_users/adminUsers.html

Review Website Users (Front End Users) and create accounts if requiredIf your site is running in “Login Mode” you can create and edit the details of your Website Users. If your siteis running “Active Directory”, the Website Users are synchronized with your organization’s ActiveDirectory.

http://help.intranetdashboard.com/systemadmin/website_users/websiteusers.html

http://help.intranetdashboard.com/systemadmin/security/changingthefrontendsecuritytype.html

Set Security on pre-existing Subsites: Set up Site Administrators and ContentPublishers with the correct Front End securityhttp://help.intranetdashboard.com/systemadmin/subsites/editinganexistingsubsitegroup.html

http://help.intranetdashboard.com/systemadmin/security/security.html

Create any additional subsites required (eg. a testing site) and if required, aSubsite Group (eg. to house the testing site(s))http://help.intranetdashboard.com/systemadmin/subsites/addinganewsubsite.html

http://help.intranetdashboard.com/systemadmin/subsites/addinganewsubsitegroup.html

A checklist of the key actions to perform after reading this document.





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Apply the chosen iD Theme to the Subsitehttp://help.intranetdashboard.com/applications/id_themes/applyingatheme.html

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Create/Edit the Layout of the subsiteUsing Layout Manager, select the appropriate subsite template/s and assign to the subsite then create aLayout for the subsite.http://help.intranetdashboard.com/applications/layout_mgr/templates/managingtemplates.htmlhttp://help.intranetdashboard.com/applications/layout_mgr/layouts/creatingeditinglayouts.html

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Edit the Horizontal Navigation and create links to subsitesFrom the Admin>Nav Editor application, edit the Horizontal Nav Bar on the Home site and create a link tothe subsite (if one does not exist already). From the Front End, ensure the component is placed on thesubsite layout and the correct ‘Existing Source’ to the Home Horizontal Nav Bar is selected.

http://help.intranetdashboard.com/applications/nav_editor/editinganexistingnavbar.htmlhttp://help.intranetdashboard.com/applications/components/navigationcomponent.html

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Publish Content Pages - iD CMSCreate iD CMS pages for content that you intend users to read on screen, e.g. maps, videos, profile pages.Just like your documents above, don’t forget to create a path for users to access the pages you build. Forexample, you may create a page of links in iD CMS (ie. an index) which directs users to further pages onthat topic.

http://help.intranetdashboard.com/applications/idcms/pages/creatingeditingpages.html#creatingapage

Set the Main Content Area for the subsiteDefine the cells that should be replaced on the subsite when users click into content.

http://help.intranetdashboard.com/applications/layout_mgr/templates/creatingeditingtemplates.html

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Create/Edit the Vertical Navigation on the subsiteFrom the Admin, create a new Vertical Nav Bar on the subsite, or edit the Nav Bar that already exists.Add some menuitems and link to content.http://help.intranetdashboard.com/systemadmin/website_users/websiteusers.htmlhttp://help.intranetdashboard.com/applications/nav_editor/editinganexistingnavbar.html

Configure the Breadcrumb Bar on the Subsitehttp://help.intranetdashboard.com/systemadmin/subsites/editinganexistingsubsitesdetails.html

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Direct users to content - Nav Editor, Quick Links, Ad Manager, iD CMS IndexesUse the skills you have built up over these exercises to review your intranet structure. Consider how userswill ‘travel’ through the intranet; what are their options for finding content? How clearly worded are the linksto content? Do you provide one way to get to an item, or will you create multiple entry points to the sameinformation?

Publish News ArticlesWrite News articles to advertise all the work you’ve been doing! Create links from the News articles toyour content.http://help.intranetdashboard.com/applications/news_rss/addinganewitem.html

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