External Applications

 

Intra.Net™ enables you to access other rentable web-based applications from this central location or frequently visited Web sites without even logging out of your Intranet, e.g. Supplier or Client Web sites.

 

Simply add the external application to your My Section area or to the Root area (Company Headlines) of your Intranet.  You are then able to access the External Application from your Content Browser at any time.  Once you access the external site, you are able to enter Intra.Net™ at any time by clicking on a toolbar function.

 

  

Creating an External Application within your Content Browser

 

Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root).

 

Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section.

 

 

1.       Within the Contents Browser, click on the Create button.

 

Note: The Create New Application dialog appears.

 

2.       Select Other Application from the Create drop-down menu.

3.       Within the Name field, enter a name for the External Application.

    

Note: The Name of the application should be obvious enough so that if other Users read it, the application’s purpose is clear to them.

 

4.       Click on the Browse button.

     

Note: The Choose Folder dialog appears.

     

5.       Now you must decide where the application will be situated within the Intranet.  This depends on what access rights you have been given and where you would like the application to be located.  Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation:

 

ü       If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root and to any Section that you have Read and Post.  Click on Company Headlines to have the application sit at the root of the Content Browser, or click on the desired Section to add the application there. 

 

ü       If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section.  Therefore, you must click on the Section’s plus sign (+) to expand its contents.  Once you have located the Section, click on it to save the application there.

 

ü       If you have the Read right only at the root, you can only add the application to your My Section area.  Click on My Section within the Choose Folder dialog to save it there.

 

Note:  Remember, an Application cannot be added to another application.

 

6.       From the list of icons available, select an icon that you feel best suits the External Application.

7.       If you would like to create a personal shortcut to the External Application, check the Include in Quickbar checkbox.

     

Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them.  A Shortcut is your own personal quick link that no other system member is able to view.  Once the shortcut is created, it is located on one of the left Containers or tabs that you created; the container depends on which one you select from the drop-down menu.  If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide.

 

8.       From the drop-down menu, select the Container you would like the shortcut to be placed on.

9.       Click Save.

 

Note: The External Application is now added to your Content Browser.

 

10.       Click on the newly added External Application now listed in your Content Browser.

 

Note: The settings for the External Application are displayed.

 

Note: The External Application’s name is listed. 

 

11.       Within the Application Address field, enter the web site address.

12.     Check the Open in new browser window checkbox, if you would like the site to open in a separate   

       browser.  If the checkbox is left unchecked, it will open the external application in your Intranet document window.

13.     Click Save.

 

Note: Click on the External Application name listed in your Content Browser to make sure the site address has been entered correctly and is working properly.

    

Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within the Section to delete the application.

 

Note: The Application is now added to the Content Browser to the chosen location.

 

 

Assign User and Group Access Rights to your External Application

 

If System Members are to have access to the External Application, you must assign User or Group Access Rights.  Follow the instructions below to assign User or Group Access Rights to the External Application.

 

Assigning the following access rights to Users or Groups within Applications will allow them the following privileges:

 

Four different User Access Rights exist: Read, Post, Modify and Admin.

ü       Read - view documents/files/images/links/events/contacts/etc within a Section or Application.

ü       Post - add new documents/files/images/links/events/contacts/etc to a Section or Application.

ü       Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents.

ü       Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator.

 

Permissible User Access Right Combinations

 

ü       Read  - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items.

ü       Read – Post  - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items.

 

ü       Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items.

 

ü       Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application.

 

Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area.  You are the only User that is able to see the information that is stored here.  

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

 

1.       First, you must locate the External Application within your Content Browser.  The location depends on whether you saved the External Application to a Section area or to the Root area (Company Headlines) of your Intranet.  If you saved the External Application to a Section area, click its plus sign (+), otherwise, it should be visible within your Content Browser.

     

2.       Within the Content Browser, click on the lock located next to your External Application.

    

3.       Make sure the Access Rights tab is selected.

    

Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section.

 

Note: The All Users and Admin Users groups may be automatically added to this section or application.  You may use these groups or you may implement your own system.  They have been added for your convenience.

 

Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application. 

 

Note: If Users or Groups have already been added to this External Application, you may view them in several ways.  For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access.

 

4.       If you would like to change the Access Rights assigned to a User or Group, simply click on the User or Group within  the list.

 

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

 

5.       Reassign the User or Group access rights and click Save on the dialog.

 

Note: The User or Group is now reassigned access rights.

 

6.      To assign Users or Groups rights who are not listed, click Assign User Rights or Assign Group Rights.  

 

Note: The Assign Access Rights dialog appears. 

 

Note:  All Users and Groups of the Intranet are listed.

 

Note: When assigning User or Group Access Rights to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications.  If you do not have this ability, contact your System Administrator.

 

7.       Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the External Application.

 

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

 

8.       Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area.  

9.       Click Save on the dialog.

 

Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible.

 

 

 

 

Modifying Your External Application Properties

 

Here, you are able to change the name of a External Application or choose another Icon for it.  Both changes will be visible within your Content Browser.  The name you select for the External Application should be clear so that other Users are able to recognize it.

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       First, you must locate the External Application within your Content Browser.  The location depends on whether you saved the External Application to a Section area or to the Root area (Company Headlines) of your Intranet.  If you saved the External Application to a Section area, click its plus sign (+), otherwise it should be visible within your Contents Browser.

2.       Within the Contents Browser, click on the lock icon located next to your External Application.

3.       Select the Properties tab.

 

Note: Here you are able to modify the External Application’s Name, as well as select an icon for the application.

 

4.       Within the Name field, enter a new name for the External Application and/or select a new icon.

5.       Click Save Changes.

 

Note: The External Application’s changes are now modified within your Content Browser.

 

 

Modifying Your External Application Settings

 

Here, you are able to change the settings of the External Application.   All changes will be visible within your Content Browser. 

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       First, you must locate the External Application within your Content Browser.  The location depends on whether you saved the External Application to a Section area or to the Root area (Company Headlines) of your Intranet.  If you saved the External Application to a Section area, click its plus sign (+), otherwise it should be visible within your Contents Browser.

2.       Within the Contents Browser, click on the lock icon located next to your External Application.

3.       Select the Settings tab.

 

Note: Here you are able to modify the External Application’s Web Address as well as it’s name.

 

4.       Within the Address field, enter a new address for the External Application.

5.       Click Save.

 

Note: The External Application’s changes are now modified within your Content Browser.

 

 

 

Deleting An External Application

 

Note: If you are not a System Administrator, you must have at least the Read, Post and Modify access rights within the Company Headlines section to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

Note: Deleting an Application depends on its location.  Follow these instructions to delete an External Application from the Company Headlines section, My Section, or System Tools section.

 

1. Within the Content Browser, click on the parent section of the External Application.

 

Note: The Section headline page is visible.

 

2. Click the Section Contents button located to the top right of the document window.

 

 

Note: You have now accessed the Section Contents area, which will list all the Sections and Applications that are listed within this section.

 

3. Locate the External Application within the list and check the checkbox next to the one to be deleted.

 

4. Click Delete.

 

Note: The Delete confirmation dialog appears.

 

5. Click Ok to delete the items.

 

Note: The Application is now deleted from the section contents area.