The System Tools area can be described as the Intranet’s control center.  Here, the System Administrator as well as other Users who have been given the appropriate access rights are able to build, structure and design the Intranet’s foundation through the applications that exist within the System Tools section, and they are: User Administration, Group Administration, Application Administration, and System Settings.

     

The System Tools area also comes equipped with a headline page, which is an HTML page that allows you to post important news and information regarding the functioning or structure of your Intranet.  You can use this page to provide general news and items of interest regarding the System Tools area.

 

Access to the applications within the System Tools area allows you to manage which Users are added, what User Groups are created, what Sections and Applications are incorporated – all from this central location.  The System Tools area also allows you to implement company customization features. 

 

A Lock listed next to the System Tools headline page indicates you have been given the Administrator privilege at the System Tools section.  The User is then given access to Section Contents, Access Rights and the Properties tab, which allows you the ability to assign User Access Rights to the System Tools section.   

 

If the Admin access right is assigned to the contents of the System Tools section, which is done by 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 System Tools section.

 

Applications that exist within the System Tools area are:

 

ü       User Administration

ü       Group Administration

ü       Application Administration

ü       System Settings

ü       System Statistics

 

 

Note: Please, refer to each application within the Help Guide for specific information on each one of the System Tools Applications.

 

 

 

Assigning User and Group Access Rights to the System Tools Section

 

If the System Administrator would like to grant other system members access to the System Tools section, User or Group Access Rights must be assigned to them within this area.

 

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

 

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

 

ü       Read – assigning a User the Read access right at the System Tools section, allows the User to read the System Tools headline page.

 

ü       Post – assigning a User the Read and Post access rights at the System Tools section, allows the User to also create Sections and Applications within the Section Contents of the System Tools section, as well as the ability to edit the System Tools headline page. 

 

ü       Modify – assigning a User Read, Post and Modify access rights at the System Tools section, allows the User to perform the above functions as well as the ability to delete, rename, cut, copy and paste information within the System Tools - Section Contents area.

 

ü       Admin – assigning a User the Admin access right at the System Tools section, allows the User to perform the above functions, as well as the ability to assign User Access Rights to the System Tools section.   The User is given access to Section Contents, Access Rights and Properties.  This ability is very important, and probably should be assigned to System Members who can be trusted with this responsibility; otherwise, the organization of the System Tools section could be jeopardized.

 

 

Follow the instructions below to assign User or Group Access Rights to the System Tools section.

 

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

 

Note: You must assign a User or Group, at least the Read access right within the System Tools 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 System Tools.

2.       Select the Access Rights tab.

Note: The Admin Users group is automatically added to the System Tools section Access Rights area for you.  

 

Note: If no Users or Groups have been given Access Rights to the System Tools headline page, there will be no Users or Groups listed.

 

Note: If Users or Groups have already been added to the System Tools headline page, you may view them 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 System Tools 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

System Tools section, check the Apply Access Rights to Section Contents checkbox on the dialog. 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 System Tools section does not automatically assign access rights to sections and applications that exist within the System Tools section.  Those applications are: System Statistics, System Settings, User Administration, Group Administration, and Application Administration.

 

9.       If you make adjustments to User and Group access rights and would like these modifications to reflect downward to all Sections and Applications that exist within the System Tools section, check the checkbox next to the Users and Groups that are to have the same privileges in all areas, then click Apply Access Rights to Section Contents.  For more details on this function, refer to Assigning Access Rights to Sections and Applications within System Tools.

 

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.

 

 

 

Assigning User or Group Access Rights to Sections and Applications within System Tools

 

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

 

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

 

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: When assigning User or Group Access Right s to the Sections and Applications that exist within the System Tools section, the User or Group to be assigned, must have at least the Read access right within the System Tools 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.

 

1.       Within the Content Browser, click on the lock located next to the System Tools section.

 

Note: If you are unable to perform step 1, then you are unable to assign User or Group access rights to the System Tools section.

 

2.       Click on the Access Rights tab.

 

Note: Make sure the User or Group that is to be assigned access rights is listed with at least the Read access right.  If the User or Group is not listed and must be assigned access rights, proceed to step 3.  If the User or Group is listed with at least the Read access right, proceed to step 9.

 

3.       Click Assign User Rights or Assign Group Rights.

 

Note: The Assign Access Rights dialog appears.

    

4.       Check the checkbox next to the User(s) or Group(s) to be assigned Access Rights within the System Tools section.  These Users or Groups may then be assigned access to any of the Sections or Applications that exist below this section.

 

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

 

5.       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 folder.

  

Note: To assign these same User or Group Access Rights to all Sections and Applications that exist within the

System Tools section, check the Apply Access Rights to Section Contents checkbox on the dialog. 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 User(s) or Group(s) is now added to the list of Users within the Access Rights area, with the assigned permissions visible.

 

Note: You may repeat steps 3 through 6 to continue to assign Users and Groups access rights within this section.

 

7.       If you would like to change the Access Rights assigned to the User once they have been added to this section, simply click on the User or Group within the list.

 

Note: The Permissions dialog for that User or Group appears with the current 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 within the list.

 

Note: The User or Group has now been assigned Access Rights within the System Tools section, and can be assigned access rights within the Sections and Applications that exist within the System Tools section.

 

Note: Proceed to Step 9 to assign Users and Groups access rights within the Sections and Applications that exist within the System Tools section.

 

Note: If you are not the System Administrator, you must have the Admin privilege in the System Tools section to assign User or Group Access Rights.

 

9.     Within the Content Browser, click on the System Tools plus (+) sign.

10.   Within the Content Browser, click on the lock located next to the Section or Application that is to be assigned different access    

        rights than the main System Tools section.

 

Note: If you are unable to perform step 9 and 10, then you are unable to assign User or Group access rights to this Section or Application within the System Tools section.

 

11.   Select the Access Rights tab.

 

Note: If no Users or Groups have been given access rights to the Section or Application, there will be no Users or Groups listed.

 

Note: Users or Groups that have already been added to the System Tools section may be viewed in several ways.  For example, click Show All to list both Users and Groups that have access; click Show Users to list only Users who have access; click Show Groups to list groups of Users who have access.

 

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

 

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

 

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

13.  If you would like to add and assign Users or Groups to this section or application, click Assign User Rights or Assign Group Rights.  

 

Note: The Assign Access Rights dialog appears. 

 

14.   Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the System Tools section.

 

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

 

15.   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.  

 

Note: To assign these same User or Group Access Rights to all Sections and Applications that exist within the

System Tools section, check the Apply Access Rights to Section Contents checkbox on the dialog. 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.

16.   Click Save on the dialog.

 

Note: The User(s) or Group(s) is now added to the Section or Application’s access rights area with the assigned permissions visible.

 

 

Modifying System Tools Properties

                       

Here you are able to change the name of the System Tools application or choose another Icon for it.  Both changes will be visible within your Content Browser.  The name you select for the System Tools application should be intuitive enough so that it is immediately recognizable.

 

Warning: Be aware that if you change the name of the System Tools application within your Intranet, it will not correspond with the Intra.Net™ Help Guide, which may create confusion when seeking help.

 

Note: If you are not the System Administrator, you must have at least the Admin access right within the System Tools section to perform this function.

 

1.       Within the Content Browser, click on the lock located next to the System Tools Section.

2.       Select the Properties tab.

 

Note: Here you are able to modify the System Tools name, as well as select an icon for the Section.

 

3.       Within the Name field, enter a new name for the System Tools Section and/or select a new icon.

4.       Click Save Changes.

 

Note: The System Tools name and icon are now modified within your Content Browser.

 

 

 

Create System Tools Headline Page

 

1.       Within the Content Browser, click on the System Tools section.

 

Note: The System Tools Headline page is visible.

 

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

 

Note: If you do not see the Edit button, you only have the Read access right within this section.

 

Note: The IntraEditor™ or Plain Text Editor appears.

 

3.       Use the IntraEditor™ or Plain Text editor to create your Headline page, and make sure to save your work before exiting.

 

Note: If you need help using the IntraEditor™, refer to Using the IntraEditor™ within the Help Guide.

 

 

View System Tools Headline page

 

1. Within the Content Browser, click on the System Tools section.

 

Note: The System Tools Headline page is visible.

 

2. If you click on the Section Contents button located to the top right of the document window and then wish to return to the System Tools headline page, click View Headline to access the System Tools headline Page at any time.

  

Note: You may also click on the System Tools section within the Content Browser to view the System Tools Headline page at anytime.

 

 

 

System Tools Section Contents

 

The Section Contents area, found within a Section, stores the Section’s sub - Sections and Applications.  To be able to access the Section Contents area, a User or Group must have at least the Read and Post access right within the Section.  If this is the case, the Section Contents button will be visible on the Section headline page.  Within the Section Contents area, you are able to delete, rename, cut, copy, paste and create other Sections and Applications.  But this ability depends on the access rights you have been assigned there.

 

 

Create Sections and Applications within the System Tools Section

 

Although the System Tools section should be kept in tight order, Users who have the appropriate access rights have the ability to add other Sections and Applications to this Section. 

 

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.

 

1. Within the Content Browser, click on the System Tools section.

 

Note: The System Tools 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 saved to the System Tools section so far.  The User Administration, Group Administration, Application Administration and System Stats applications will also be listed here.

 

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 System Tools 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: The Name of the Application or Section should be clear so that all Users know its purpose.

 

Note: The Section you are in becomes the default section, and 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.