This Getting Started document should be read and followed by the Intranet’s System Administrator only.

Follow the steps below to implement the building blocks of your Intranet.  Remember to click on the System Tools plus sign (+) to access its applications:

 

1. Establish System Settings – Refer to the System Settings section of your Help Guide for instructions on how to customize the look and feel of your Intranet.  Make sure to enter your Simple Mail Transfer Protocol SMTP Server Name, a protocol for sending e-mail messages between servers.  Entering your SMTP server is very important as it allows you to use the Intra.Net™ E-mail Notification System, as well as the ability to invite Users through email once they are added to the system.

2. Add Users – Refer to the User Administration section of your Help Guide for instructions on how to import multiple Users to the Intranet by means of the Intra.Net™ User Import Utility, or simply add one User at a time to the Intranet.   You may even Copy Users with similar profiles to speed up the process of Adding Users.  Before adding Users to the Intranet, you may want to add Custom User Fields relevant to your company for gathering User information.  An example of a Custom User Field is Social Security #.  Click on the User Administration Lock , and then the Settings tab to add Custom User Fields.  For your own convenience, make sure to add these fields first before you add your Users to the system.

3. Create Groups of Users – Refer to the Group Administration section of your Help Guide for instructions on how to arrange Users into groups that suit your organization, for example, Sales, Support, and Marketing. This allows you the ability to assign whole groups access rights within Sections and Applications, as well as the ability to easily send out mail to these groups.  When you first access the Group Administration application, two groups are automatically created for you: All Users and Admin Users.  The All Users group may be used to add all Users of the Intranet, whereas Users who are to have System - Wide Administrator privileges should be added to the Admin Users group.  The Admin Users group has pre-assigned system - wide administrator access rights.

4. Add Sections and Applications – Refer to the Application Administration section of your Help Guide for instructions on how to turn Applications on and off.  To implement the structure of your Intranet, click on the Create button within your Content Browser.  Add Sections and Applications to it in a manner that suits your organization.  The Sections and Applications you create will manage and store your organization’s important data, as well as determine the way the Intranet is used.  Make sure the organization of the Intranet has been well thought out.  Refer to Building your Intranet below for details on these tasks.

5. Assign Access Rights – To get you started, you must assign access rights at the Company Headlines section, which allows Users to add content to the Content Browser, refer to Building Your Intranet section below for more information. To quickly perform this function, click on the Company Headlines Lock , click the Access Rights tab, and then click Assign Group Rights.  Check the checkbox next to the Regular Users group, and then within the Group Permissions area, assign this group access rights (Read, Post, Modify or Admin).  Refer to Building Your Intranet for more information on Assigning User and Group Access Rights to the Company Headlines section.  Then you may click on the Lock next to the Sections and Applications within the Content Browser, to assign Access Rights there also (Read, Post, Modify or Admin) within each Section and Application.  Assign the Admin access privilege to those Users who are to manage a particular Section or Application within the Intranet.

 

Once Steps 1, 2 and 3 have been accomplished above, we recommend you read Building your Intranet very carefully, as it takes you through steps 4 and 5, which includes important tasks that must be performed to put the structure of your Intranet into place. 

 

 

Building Your Intranet

 

The main procedures that should be focused on are:

ü  Building Your Intranet through the Company Headlines Section (Root)

ü  Adding Sections and Applications

ü  Create Sections and Applications at the Root of the Company Headlines Section

ü  Adding a Section or Application to another Section within your Intranet

ü  Assigning User and Group Access Rights to the Company Headlines Section

ü  Assign User or Group Access Rights to Sections and Applications that exist within the Company Headline Section

 

Building Your Intranet through the Company Headlines Section (Root)

 

The Company Headlines section is located at the top of your Content Browser and is the highest directory level that Sections and Applications can be saved to.  The Company Headlines section can be considered the Root section of your Intranet, where Sections and Applications exist and can be built upon, allowing you to add more Sections and Applications to them. 

 

Within your Content Browser, below the Company Headlines section, you will notice that your Intranet has been automatically provided with a Company Documents application, Company Calendar application, Company Contacts application, Company Bulletin Board application, Company Links application, and Company Images application that either can be utilized immediately upon logging in, or you may implement your own structure that better suits your Company's needs.  

To save Sections and Applications to the Company Headlines section, select the Company Headlines title within the Choose Folder dialog, however it may be selected for you as the default.

 

Once Applications and Sections are saved to the Company Headlines section or Root directory of your Intranet, you may build from there, adding more Sections and Applications to either the Company Headlines section (Root) or to another Section.   The end result is a hierarchy of Sections and Applications similar to a directory file structure. 

 

One significant difference between Sections and Applications is, a Section can be saved to the Company Headlines section or below another Section, where it can be built upon, allowing you to add more Sections and Applications to it.  Whereas, an Application cannot be added to another Application, it can be added to the Company Headlines section, where it will exist on its own, or below another Section. 

 

The Company Headlines section is the main section or storage area for all Sections and Applications that are created within the Content Browser.  This storage area is called Section Contents, and can be accessed by clicking on the Section Contents button. Within this area you are able to delete, rename, cut, copy, paste and create information within the Company Headline section.  But this depends on the access rights you have been assigned at the Company Headline page. 

If a Section or Application is added to: the Company Headlines section, System Tools section or simply a regular section; the new sub- Section or Application will inherit the Access Rights that already exists  within the parent section. So if the child section or application is to have different rights than its parent section, this must be manually changed by denying the User or Group rights.

 

If access rights have been assigned at the Company Headline page and then Apply Access Rights to Section Contents is selected, it will copy the selected Users and Groups and apply those same Users and Groups access rights to all Sections and Applications that exist within the Content Browser. Therefore, it will apply those same rights downward.  The function of assigning access rights downward also applies within a regular Section, but the access rights will only be assigned to the contents of that particular section, not all Sections and Applications within the Company Headlines section.

 

A Lock , within the Content Browser, listed next to the Company Headline section, signifies that you are an administrator of the Company Headline section.  You are able to Read, Post and Modify the Company headlines page, assign User and Group access rights to the headline page, as well as delete, rename, cut, copy, paste and create Sections and Applications within the Company Headline section. 

 

If the Admin access right is assigned to the contents of the Company Headline section, which is done by checking the User or Group and then clicking Apply Access Rights to Section Contents, then you have been given the administrator privilege within all its Sections and Applications and will see a lock listed next to every Section and Application below the Company Headline section.

 

 

 

Adding Sections and Applications

 

Add Sections and Applications to your Intranet Content Browser in a manner that suits your organization.  The Sections and Applications you create will manage and store your organization’s important data, as well as determine the way the Intranet is used. 

 

Make sure the organization of the Intranet has been well planned out.  Begin by adding Sections and Applications to the Company Headlines section or Root of your Intranet and then build on those Sections by adding more Sections and Applications.  The end result is a hierarchy of Sections and Applications, similar to a file directory structure. 

 

There is no need to add Sections in order to add Applications; an Application is designed to exist on its own at the Root.   

 

A Section may also exist on its own at the Root, but its main function is to act as a storage container for other Sections and Applications.  A Section can be built upon and used as a starting point, allowing you to add more Applications and Sections to it.

 

An Example of how Sections and Applications can be added to your Intranet:

 

Company Headlines section or Root

-Section

            -Application

            -Application

            -Application

            -Section

                        -Application

-Section

            -Application

            -Application

 

-Application

-Application

-Section

            -Application

            -Section

                        -Application

                        -Application

                                    -Section

 

Refer to Create Sections and Applications at the Root of the Company Headlines Section

and Adding a Section or Application to another Section within your Intranet within this document for details.

 

 

 

Create Sections and Applications at the Root of the Company Headlines Section

 

The Company Headlines section is the main section or storage area for all Sections and Applications that are created within the Intranet. The Company Headlines section can be considered the Root section of your Intranet, where Sections and Applications exist and can be built upon, allowing you to add more Sections and Applications to them. 

 

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

 

Note: If you are given the Read and Post ability at the Company Headlines section (root), you automatically have Administrator privileges over the Sections and Applications you create. A Lock will be visible to the right of the Section or Application within the Content Browser. 

 

1. Within the Content Browser, click on the Company Headlines section to add Sub - Sections and Applications to it.

 

 

Note: The Company 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 have been placed at the Company Headlines Root so far.

 

3. Click the Create button located to the top right.

 

 

Note: The Create New Application dialog appears.

 

4. Select from the Create drop-down menu, the Section or Application to be added to the Company Headlines section.  Your choices are:

 

§         Section

§         Calendar

§         Image Manager

§         External Application

§         Contact Manager

§         Email Manager

§         Link Manager

§         Document Manager

§         Bulletin Board

 

       

 

5. Within the Name field, enter a name for the Application or Section.

 

Note: Once a Section is added to the Content Browser, Section names that contain numbers (e.g. 1Marketing) are listed numerically first, then alphabetically.

 

Note: The Name of the Application or Section should be clear to all Users who read it. 

 

Note: The Section you are in becomes the default section, and Company Headlines will be entered for you within the Located in field.  If you wish to add the Section or Application to another Section, select that section within the Choose Folder dialog.

 

6. Click on the Browse button.

 

Note: The Choose Folder dialog appears.

 

7. Click on the desired section within the Choose Folder dialog.  

    Note:  The Choose Folder dialog automatically closes.

    8.  From the list of icons available on the Create New Application dialog, select an icon that you feel best suits the Application or Section.

      

     9.  If you would like to create a personal shortcut to the Application or Section, check the Include in Quickbar checkbox.

 

Note: You may set your own personal shortcut to frequently accessed Applications and Sections 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 that you created; the container depends on the 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. 

 

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

       

   11.  Click Save.

 

Note: The Application or Section is now added to the Section Contents list, the Content Browser, as well as your Quickbar container at the far left toolbar.

 

      Note: Refer to Adding a Section or Application to another Section within your Intranet below, to 

      add Sub - Sections and Applications.

 

 

 

 

Adding a Section or Application to another Section within your Intranet

 

1. Within the Content Browser, click on the Create button located to the top right.

 

Note: The Create New Application dialog appears.

 

2. Select a Section or Application from the Create: drop-down menu.

      

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

 

Note: Once a Section is added to the Content Browser, Section names that contain numbers (e.g. 1Marketing) are listed numerically first, then alphabetically.

 

Note: The Name of the Section or Application should be clear to all Users who read it.

 

4. Click the Browse button.

 

Note: The Choose Folder dialog appears.

 

5. Now you must decide where the Section or Application will be situated within the Intranet.  This depends on where you would like the Section or Application to be located.  Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation:

 

ü       Click on Company Headlines to save the Section or Application at the root of the Content Browser

 

ü       If you would like to add the Section or Application to another 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 would like the Section or Application to be completely private, save the section to your My Section area, by clicking on My Section within the Choose Folder dialog.

 

ü       If you would like to save the new Section or Application to the System Tools section, click on System Tools within the Choose Folder dialog.

 

 

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 Section or Application.

     

   7.  If you would like to create a personal shortcut to the Section or 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 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 to where you would like the shortcut to be placed.

      

    9.   Click Save.

 

Note: If you have saved the Section or Application to the wrong location within the Content Browser, you must click on the Section Contents button on the Company Headlines page, locate the Section that houses the newly added Section or Application within the list, click on it, click on it's Section Contents button, check the checkbox next to the Section or Application to be deleted, and click Delete to delete the Section or Application.

 

Note: The Section or Application is now added to the Section's Section Content area, the Content Browser and to the Quickbar toolbar.

     

Note: Once you have added all the Sections and Applications to the Company Headlines section and added Sections and Applications to those Sections, you must assign User and Group Access Rights.  Assign Access Rights to the Company Headlines section first, refer to Assign User and Group access rights at the Company Headlines Section below for details on this task. Also below, refer to Assigning User or Group Access Rights to Sections and Applications that exist within the Company Headlines section.

 

Assigning User and Group Access Rights at the Company Headlines Section (Root)

 

Once all the Users and Groups have been created and added to the Intranet, and the structure of your Intranet has been implemented through Sections and Applications, the next step is to assign Access Rights to the Company Headline section.  This is very important as it allows the System Administrator to assign Users and Groups Access Rights within all Sections and Applications that exist within your Content Browser. 

 

Assigning User access rights (Read, Post, Modify or Admin) to your Company Headlines section or Root allows certain System Members the ability to add Sections and Applications, among other tasks, within the Content Browser.

 

The selection process of who is assigned Read, Post, Modify, or Admin access rights at the Root is very important and should be assigned to System Members who can be trusted with this responsibility; otherwise, the organization of the Content Browser could be jeopardized.

 

Note: You must assign a User or Group at least the Read access right within the Company Headline section, before you can assign access rights to any of its Sub - Sections or Applications. 

 

Note: If you assign a User or Group the Read and Post ability at the Company Headlines section (root), they automatically have Administrator privileges over the Sections and Applications they create. A Lock will be visible to the right of the Section or Application they create within the Content Browser. 

 

Note: Assigning a User individual Access Rights will override any Group rights that the User may already have within a Section or Application.

 

Note: If a Section or Application is added to the: Company Headlines section, System Tools section or simply a regular section; the new sub- Section or Application will inherit the Access Rights that already exists  within its parent section. So if the child section or application is to have different rights than its parent section, this must be manually changed by denying the User or Group rights.

 

The following explains what each Access Right would allow Users or Groups at the Company Headlines section or Root directory once assigned:

 

 

ü       Read – assigning a User the Read access right at the Company Headline section allows the User to read the Company Headline page and if applied to its contents, read the Sections and Applications that exist there.

 

ü       Post – assigning a User the Read and Post access rights at the Company Headline section allows the User to also create Sections and Applications within the Section Contents of the Company Headline section, the ability to edit the Company Headline page,and if applied to its contents, post within the Sections and Applications that exist there. 

 

ü       Modify – assigning a User Read, Post and Modify access rights at the Company Headline section, allows the User to perform the above functions, as well as the ability to delete, rename, cut, copy and paste information within the Company Headline - Section Contents area, and if applied to its contents, read, post and modify within the Sections and Applications that exist there.

 

ü       Admin – assigning a User the Admin access right at the Company Headline section, allows the User to perform the above functions, as well as the ability to assign User and Group Access Rights to the Company Headline section.   The User is given access to Section Contents, Access Rights and Properties.  This ability is very important, and should be assigned to System Members who can be trusted with this responsibility; otherwise, the organization of the Company Headline section could be jeopardized. If the Admin right is applied to its contents, the same abilities apply to the Sections and Applications that exist within the Company Headlines section.

 

 

Follow the instructions below to assign User or Group Access Rights to the Company Headline section.

 

Note: If you do not see the Company Headline lock in your Content Browser, then you are unable to perform this function.

 

Note: You must assign at least the Read access right to a User or Group within the Company Headline section, before you can assign access rights to any of its Sub - Sections or Applications. 

 

1.       Within the Content Browser, click on the lock located next to Company Headline section.

 

2.       Select the Access Rights tab.

 

Note: The All Users and Admin Users groups are automatically added to the Company Headlines section Access Rights 

area for you.  You may use these groups or you may implement your own system.  They have been added for your convenience.

 

Note: Assigning a User individual Access Rights, will always override any Group rights that the User may already have within a Section or Application.

 

Note: Deleting a User or Group from the Company Headlines Access Rights area, only denies the User or Group access rights to this section and it's contents, it does not delete the User or Group from the Intranet.  This applies to all Sections and Applications when assigning or denying Access Rights.

 

Note: You may view Users and Groups that have been added to the Company Headline section in different ways.  For example, click Show All, which will list both individual Users and Groups that have been assigned access, or you may click Show Users which will list only individual Users who have been given access, or you may click Show Groups which will list only User Groups who have been given access.

 

3.       Click Assign User Rights or Assign Group Rights.  

 

Note: The Assign Access Rights dialog appears. 

 

4.       Check the checkboxes next to the User(s) or Group(s) that are to have Access Rights at the Company Headline section.

 

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

 

5.       To assign these Users and Groups access rights, from the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the Users or Groups are to have within this section.

 

Note: To assign these same User or Group Access Rights to all Sections and Applications that exist within the Company Headline section, check the Apply Access Rights to Section Contents checkbox on the dialog (the My Section and System Tools sections are exempt from this action.). Users or Groups that must have different access rights within certain Sections and Applications must be manually changed.  This is done by clicking on the Section or Application's lockwithin the Content Browser.

 

6.       Click Save on the dialog.

 

Note: The Users and Groups are now added to the Access Rights area with the assigned permissions visible.

 

7.       If you would like to change the Access Rights assigned to the 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.

 

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

 

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

 

Note: Assigning Access Rights to Users or Groups within the Company Headline section does not automatically assign access rights to sections and applications that exist within the Company Headline section. 

 

9.      To assign Users and Groups the same access rights within all the Sections and Applications that exist within the Company Headline section, check the checkboxes next to the Users or Groups that are to have the same access rights within all Sections and Applications that exist within the Company Headlines section, and then click Apply Access Rights to Section Contents.  

 

Note: If certain Users and Groups are to have different access rights within certain Sections and Applications, these access rights must be manually changed by accessing that particular Section or Application Lock .

 

 

 

Assign User or Group Access Rights to Sections and Applications that exist within the Company Headline Section

 

Follow these instructions if an Application or Section, located within the Company Headlines section, is to have different User or Group Access Rights than the main Company Headlines section.

 

Assigning the following access rights to Users or Groups within Applications and Sections 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 within a Section or Application.

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

ü       Modify - edit any existing documents/files/images/links/events 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 an 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: If a Section or Application is added to the: Company Headlines section, System Tools section or simply a regular section; the new sub- Section or Application will inherit the Access Rights that already exists  within its parent section. So if the child section or application is to have different rights than it's parent section, this must be manually changed by denying the User or Group rights.

 

Note: When assigning User or Group Access Rights to the Sections and Applications that exist 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. The following steps will take you through both functions.