Contents · 2014-01-22 · MEGA RELEASE: ADMINISTRATOR’S GUIDE Contents Introduction 4 Asset Management 8 Widget Pages 22 Mega Menus 29 Tutorial Builder 35 Upgrade Notes 37 Appendix

MEGA RELEASE:

ADMINISTRATOR’S GUIDE

Contents

Introduction 4

Asset Management 8

Widget Pages 22

Mega Menus 29

Tutorial Builder 35

Upgrade Notes 37

Appendix A: Post Upgrade Checklist

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The Mega release is the most significant redesign of Intranet Connections in its 13-year history. This guide provides instructions on how the use the new features. An upgrade notes and post upgrade checklist section has been added for administrators upgrading from previous versions.

MEGA RELEASE | Administrator’s Guide

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@ Copyright Intranet Connections Ltd. All rights reserved.

Table of Contents

Introduction to Administration ................................................................................................................ 4

Accessing the Admin Screens using Admin Link .................................................................................... 4

Accessing the Admin Screens using Toolbox ........................................................................................ 4

Editing Content Inline .......................................................................................................................... 5

Impersonating other Users .................................................................................................................. 6

Asset Management ................................................................................................................................. 8

Introduction ........................................................................................................................................ 8

Managing Sites .................................................................................................................................. 10

Viewing the Site List ....................................................................................................................... 10

Understanding Site Cards ............................................................................................................... 10

Adding and Deleting Sites .............................................................................................................. 11

Understanding the Home Site ........................................................................................................ 12

Managing Site Properties ................................................................................................................... 13

Understanding Site Summary View ................................................................................................ 13

Editing a Site’s Name and Description ............................................................................................ 13

Viewing the Site ............................................................................................................................. 14

Apps .................................................................................................................................................. 15

Managing a Site’s Apps .................................................................................................................. 15

Understanding App Cards .............................................................................................................. 15

Adding and Deleting Apps .............................................................................................................. 16

Pages ................................................................................................................................................. 18

Managing a Site’s Pages ................................................................................................................. 18

Understanding Page Cards ............................................................................................................. 19

Changing the Home Page for a Site ................................................................................................ 20

Adding and Deleting Pages ............................................................................................................. 20

Adding a Sub Page ......................................................................................................................... 21

Organizing Pages ........................................................................................................................... 21

Widget Pages (Home Pages) .................................................................................................................. 22

Start Editing a Widget Page ............................................................................................................... 22

Adding Widgets ................................................................................................................................. 23

Editing Widgets ................................................................................................................................. 24


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Moving Widgets ................................................................................................................................ 26

Adding a Right Column ...................................................................................................................... 27

Saving Changes .................................................................................................................................. 27

Changing the Page Title ..................................................................................................................... 28

Mega Menus ......................................................................................................................................... 29

Start Editing the Top Menu Bar .......................................................................................................... 29

Understanding Widget Frames .......................................................................................................... 30

Adding a Menu to the Menu Bar ........................................................................................................ 31

Editing Mega Menu Columns ............................................................................................................. 32

Adding a Menu Widget ...................................................................................................................... 32

Moving and Deleting Widgets ............................................................................................................ 33

Hiding Menus and Menu Items .......................................................................................................... 34

Tutorial Builder...................................................................................................................................... 35

Starting a Tutorial .............................................................................................................................. 35

Adding and Deleting a Tutorial ........................................................................................................... 36

Upgrade Notes ...................................................................................................................................... 37

Asset Management ............................................................................................................................ 37

Workflows ......................................................................................................................................... 37

Widgets ............................................................................................................................................. 38

Formatting & Themes ........................................................................................................................ 38

Menus ............................................................................................................................................... 39

Pages ................................................................................................................................................. 39

Miscellaneous.................................................................................................................................... 39

Appendix A: Post-Upgrade ..................................................................................................................... 40

Pre-Upgrade Steps ............................................................................................................................. 40

Application Workflows ...................................................................................................................... 40

Sites with Both Left and Right Columns .............................................................................................. 40

Top Menu Bar Navigation .................................................................................................................. 40

Home Page Layouts ........................................................................................................................... 41


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Introduction to Administration

This section outlines the basics of getting started with intranet administration. It details how to access

administration options, and the impersonation tool.

Accessing the Admin Screens using Admin Link

As the administrator of the intranet, you have access to the administration screen and options not

visible to other users. To access the administration screens, you click the Admin link in the toolbar on

the top right of any screen. This link takes you to the Admin Screens.

This link is not visible to non-administrators. If you do not see this link, make sure you are logged in as

an administrator. Clicking this link goes to the administration screen which has a number of different

tabs.

Tip: Can’t login? The default login is: kellybristow / password

The admin screens provide centralized access to all of intranet settings, as well as asset management for

the sites. An alternative to using the Admin link to access administrator options is the use the Toolbox.

The Toolbox provides contextual links to admin screens based on what page is currently being displayed

in the browser.

Accessing the Admin Screens using Toolbox

When you are managing content, clicking the Admin link works, but requires a number of clicks to drill-

down to application, folder, or page you want to administer. Assuming you are looking at the item you

want to administer, it is much faster to use to the Toolbox.

For instance, if you need to change folder permissions in a Document Library, you can jump straight to

the admin screen for folder management using the Toolbox:


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Only administrators are shown the administration options in the Toolbox.

Editing Content Inline

In addition to the Admin link and Toolbox options, as the administrator you can also edit content

directly on the page you are viewing. When you want to edit something visual, like menus, pages, or

widget properties, look for the pencil icon in title of the item you want to edit.

Click the pencil icon to change properties associated with a widget.

Clicking the pencil icon will put the screen in edit mode, and allow you to make changes. Normal users

will not see this icon. You know you are in edit mode, when you see the Save Changes bar at the bottom

of the page.

You can edit multiple items before saving changes. No changes are saved until you click the Save

Widgets / Save Menu button. Note that Save Changes bar is not shown when using the Simple Theme

Editor (pencil icon at the very top right of any screen).


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Upgrader Tip: In previous versions, the edit icon looked like , and clicking this icon redirected to a

page that only showed the properties for a single widget. In the new version, you stay on the same page,

but edit the properties of the widget using the Build Tool window that pops up. See the Widget Pages

section for more details.

Impersonating other Users

If you are new to the software, it is important to realize that more options are shown on the screen for

administrators than normal users:

The toolbar on the top right has the Admin option

The pencil icon appears on menus and widgets and starts editing

The Toolbox dropdown has quick links to administration screens

If you are logging with an administrator account, you will see these options. Either login under a non-

administrator account, or use impersonation to see what the intranet looks like for normal users.

Impersonation is a very useful tool that lets you see what the intranet looks like for different users.

Many elements are dynamically shown or hidden, including menu items, depending on if the user is

allowed to access the linked resources.

To impersonate another user:

1. Click Admin in the top right

2. Click the Security tab

3. Click the Impersonate a Login option in the Logins section.


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After you have selected a login, the following label will be shown at the top of every screen. Click the X

to stop impersonation.

Upgrader Tip: In previous versions, the X icon would hide the label, but you had to click the person on

left to stop impersonation. X now stops impersonation and the option to hide the label has been

removed.


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Asset Management

Introduction

In the Mega release, the administration of the intranet has been simplified by organizing content by

sites.

Starting from top to bottom:

The intranet consists of one or more sites.

The Home Site is the main site of the intranet.

A site is a collection of number of Apps and Pages.

Apps or Pages always belong to a site.

An App is application within the site, such as a Calendar, Forms, or a Document Library.

Each site has a Home Page, which is the Page selected to be displayed first.

There are two types of Pages, Content Pages and Widget Pages

A Widget Page displays one or more widgets.

A Content Page displays HTML.

A widget is a small content area that either displays static information (such as a picture or

HTML text), or dynamic information from an App.

An intranet contains one more sites. The Home Site is the main site for the intranet. One or sub-sites can

be created for specific departments, working groups, or locations. Each site hosts its own apps and

pages. Each site can also have its own left menu. Add and removing sites, apps and page is known as

asset management.

Adding a new site, page, or app to the intranet is a three-step process:

1. Create the new asset.

2. Build or configure the asset.

3. Add the new asset to the menu.

When you manage assets, you always start by selecting the site you want to change. The next section

details how to manage sites.

Upgrader Tips:

In previous versions, adding new pages and apps was always done by editing the menu. In the new

version, the steps of adding a new asset and adding it to the menu have been separated. This allows to

you create and configure applications and pages first, and then decide where to place them in the menu

later.


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To view a site, app, or page not yet added to the menu, navigate to the item using the Assets tab and

look for a link in header of the item that looks like . This text will be “GO TO SITE”,

“GO TO APP”, or “GO TO PAGE”.

In previous versions, non-Home Sites were always referred to as Department Sites. In the new version,

the terminology has changed from “Department Site” to just “Site”. In addition, the term “Page” now

refers to either a Content Page or Widget Page.


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Managing Sites

This section explains how to add, edit, or delete sites. It explains what the icons on the Site Card mean.

Viewing the Site List

Sites are managed using the Assets tab in the Admin Screen.

To view the list of sites:

1. Login as an administrator.

2. Click the Admin link in the top right of the screen.

3. Click the Assets tab.

4. Each site is displayed in a Site Card

Understanding Site Cards

Each site is represented by a Site Card. The Site Card contains the site name, description and a number

of icons. The description is only visible to administrators.


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Site Cards

Bottom Icons (from left to right)

View Count: number of times the home page of the site has been viewed in the last 30 days

Flag Icon: indicates this is the home site

Lock Icon: indicates that this site has at least basic view security has been applied

Menu Icon: indicates this site is currently in a menu

Top Action Icons (from left to right)

icons only visible when hovering over the site card

Copy Icon: click to make a copy of this site

Delete Icon: click to delete this site

Note that the top action icons are only visible when you hover your mouse over the site card.

Adding and Deleting Sites

Every intranet consists of one more sites. Depending on your organization, you can optionally create

additional sites for different departments or locations.

To add a new site:

1. Navigate to the Site List page

2. Click the + button next to the Sites label

To delete a site:

1. Navigate to the Site List page

2. Hover your mouse cursor over the site you want to delete to make the action icons appear


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3. Click the delete icon

Upgrader Tip: What are all these sites?

Are you seeing many sites that have just a single page of content? In previous versions, the only way to

create a new widget page was to add a new site. It is now possible to create an unlimited number of

widget pages (see Pages section) under the home site. Consider moving the widget pages to the home

site, and removing the empty sub site.

Understanding the Home Site

In general, each site is independent of other sites, and there is no “hierarchy” of sites. However, in

addition to not being delete-able or copy-able, the Home Site is used to manage global options and

applications:

The top menu is global across all sites, and is managed using the Home Site

You can choose to replace a site’s left navigation with the Home Site’s left navigation

The Form Builder and Employee Directory applications are global in nature, and only show up

under the Home Site

The Home Site is the only site whose Application Feed widget (What’s New widget) can display

content aggregated from other sites


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Managing Site Properties

Understanding Site Summary View

To manage a site, first click the Site Card from the Site List. This will show more details regarding the site

in the Site Summary screen, and provide access to the site’s Apps and Pages.

On this screen, you can:

Click “GO TO SITE” to view the site

Edit the site name or description

Click the Apps button to view the site’s apps

Click the Pages button to view the site’s pages

Access more options using the Menu on the right (not shown)

Click the links under Info or Security to modify respective values

Editing a Site’s Name and Description

To edit a site’s name or description, just click on the text you want to edit. After you finish making

changes, click the Save icon.


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Viewing the Site

Administrators often have to switch back and forth between administration options and the site to view

the changes. If your monitor is not large enough to display both the administration screen and the site in

different browsers, use the follow tip to quickly move back and forth.

1. On the Site Summary screen, click in the top right to view the site

2. To get back to the Site Summary screen, from the drop down, choose

.

This technique works great for applications as well.


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Apps

Apps are applications you can add to your sites. For instance, you may have a Calendar App on the

Home Site that shows the organization wide events, such as public holidays. You might want to add a

second Calendar App just for Marketing, to track their initiatives and launch dates.

Managing a Site’s Apps

To view the apps already added to a site, you start from the admin screen. (Note, if you are already

viewing the site you want to administrate, you can select Site Admin from the Toolbox to skip steps 1-3.)

Using the Admin Screen

1. In the top right of any screen, click the Admin link.


3. Click on the site you want to view.

4. Click on the Apps button.

Understanding App Cards

Each app is represented by an App Card. The App Card contains the app name, description and a

number of icons. The description is only visible to administrators.


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App Card


View Count: number of times this app has been viewed in the last 30 days

Menu Icon: indicates this app is currently in a menu


icons only visible when hovering over the app card

Copy Icon: click to make a copy of this app

Move: move this app to another site

Delete Icon: click to delete this app

Note that the top action icons are only visible when you hover your mouse over the app card.

Adding and Deleting Apps

To add a new app:

1. Navigate to the Site Summary View

2. Click the + button next to the Apps label

3. Select the type of application you want to create.


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After selecting the app type, you can name the new app, add a description, or edit the app icon. You

then have three options:

1. Create: create the new app, and return to the app list

2. Build: create the new app, and immediately start editing

3. Cancel: cancel adding a new app

To delete an app:


2. Click the Apps button if app cards are not being displayed.

3. Hover your mouse cursor over the app you want to delete to make the action icons appear


Upgrader Tip: Where are my Apps?

In previous versions, you created and managed Apps through Applications tab in the Admin Screen. In

the new version, you must first select the site that contains your application from the Assets tab. In the

new version, the adding of Apps and adding of menu items are no longer tied together. This allows you

to create and customize your App first, and decide where to place it in the menu later. Because of this

separation, you need to select which site will host the App.

In addition, previous versions distinguished between App Builder Apps and Feature Apps. In the new

version, most of the Feature Apps have been converted to App Builder Apps and this visual distinction

has been removed.


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Pages

Pages are web pages that are displayed to users when they browse a site. There are two types of pages:

content pages and widget pages. A content page is a single HTML page. A widget page hosts one more

widgets, which present information from multiple sources on one page. The home page of a site is

usually a widget page. See the separate Widget Pages section for more details on how to edit a widget

page.

In addition to allowing unlimited widget pages, the new release also allows related pages to be

organized in a tree. Sub pages are linked from their parent page, and inherit the parent’s security

permissions.

Upgrader Tip: In previous versions, the home page of a site was a widget page, and any other pages

were content pages. In the new version, you can create widget pages without having to create a new

site.

Managing a Site’s Pages

To view the pages already added to a site, you start from the admin screen. (Note, if you are already

viewing the site you want to administrate, you can select Site Admin from the Toolbox to skip steps 1-3.)

Using the Admin Screen

1. In the top right of any screen, click the Admin link.


3. Click on the site you want to view.


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4. Click on the Pages button.

Understanding Page Cards

Each page is represented by a Page Card. The Page Card contains the app name, description and a

number of icons. The description is optionally visible to users when viewing the page. Note that only

parent pages are shown, and any parent page may have one or more sub pages.


View Count: number of times this page has been viewed in the last 30 days

Flag Icon: indicates this is the home page for the site

Menu Icon: indicates this app is currently in a menu


icons only visible when hovering over the page card


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Copy Icon: click to make a copy of this page

Move: move this page to another site

Delete Icon: click to delete this page

Note that the top action icons are only visible when you hover your mouse over the page card.

Changing the Home Page for a Site

The home page is the default page shown when a user visits a site. The page currently designated as the

home page is listed first, and is denoted by the flag icon. The home page cannot be deleted until you

choose a new home page.

To choose a new home page:

1. Hover over the page card for the new home page.

2. Click the flag icon that appears in the bottom right.

3. The selected page is now the home page, and becomes the first page in the list.

Adding and Deleting Pages

To add a new app:


2. Click the + button next to the Page label

3. Select the type of page you want to create.

After selecting the page type, you can name the new page, add a description, or edit the page icon. You

then have three options:

4. Create: create the new page, and return to the page list

5. Build: create the new page, and immediately start editing

6. Cancel: cancel adding a new page


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To delete a page:


2. Click the Pages button is Page Cards are not being displayed.

3. Hover your mouse cursor over the app you want to delete to make the action icons appear


Note that deleting a parent page will also delete any sub pages.

Adding a Sub Page

You can add a sub page by using the toolbox.

1. Go to the page that will contain the sub page.

2. From the choose drop down, choose .

You can also add a sub page from the Page Summary screen, by choosing Add Sub Page from the menu

on the right.

Organizing Pages

The default view of Pages shows them as Page Cards, and only parent pages are shown. To view all

pages in a site, click the page tree button.

Sub pages are shown under their parent page. You can drag and drop pages to add and remove them

from their parents. Page trees can have unlimited depth: sub pages can have their own sub pages.

When you change a sub page’s parent, the security permissions will change to match the new parent.

Note that pages are displayed in alphabetical order. While the tree view allows you to re-order pages

under the same parent, the changes in order will not be saved. If you need pages to appear in a specific

order, please prefix the page titles with numbers.


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Widget Pages (Home Pages)

Each site has a Home Page, which is normally a widget page. Editing widget pages happen “inline”. This

means you can edit the widget page directly, and do not have to go a separate admin screen.

Start Editing a Widget Page

To start editing a widget page, click any pencil icon in the upper right of any widget. These are

highlighted in red in the image below. If you don’t see the pencil icon, ensure you are logged in either as

an administrator, or as the owner of the page you want to edit. The large green rectangle shows the

boundary of the home page.

Widget Page

Clicking the pencil icon will put the screen in edit mode, and allow you to make changes. Normal users

will not see this icon.

If the widget page is empty, and no pencil icons are available to click, you can start editing a page using

the Toolbox, by clicking and selecting .

You know you are in edit mode, when you see the Save Changes bar at the bottom of the page.

You can edit multiple items before saving changes.


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No changes are saved until you click the Save Widgets / Save Menu button.

Note that clicking the pencil icon starts the inline editing process for not just widget pages, but other

items as well. Clicking the pencil icon in the header will let you edit menu items.

Upgrader Tip: In previous versions, the edit icon looked like , and clicking this icon redirected to a

page that only showed the properties for a single widget. In the new version, you say on the same page,

but edit the properties of the widget using the Build Tool window that pops up.

Adding Widgets

Widgets are hosted within a widget frame. You can stack widgets vertically by adding new widget

frames. Widget frames also allow you to place up to three widgets horizontally. Click on the number 1,

2, or 3 to change how many widgets you want to show in each row.

The image below shows an empty widget frame set to display one widget.

Empty Widget Frame

Widget Frame Top Icons (from left to right)

1,2, 3: Set the number of widgets to display horizontally

Below Arrow Icon: Insert an new widget frame below this frame

Above Arrow Icon: Insert a new widget frame above this frame

Move Icon: Click and drag this icon to move the entire widget frame

Delete Icon: Click to delete this widget frame and all its widgets

The icon in the center, with three joined squares is the Add Widget Icon. Click this icon to add a new

widget to the widget frame.

To insert a new widget above or below another widget:

1. Hover your mouse over a widget frame near where you want to insert.

2. Click the Below Arrow Icon or Above Arrow Icon to insert a new widget frame.


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3. Click the Add Widget Icon in the middle of the new frame to insert a widget.

To insert a new widget beside another widget:

1. Hover your mouse over the widget near where you want to insert.

2. Click 2 or 3 to allow multiple horizontal widgets in the widget frame.

3. Hover over the new space, and click the Add Widget Icon to insert the new widget.

Editing Widgets

One you have added a widget to a widget frame, the Add Widget Icon is replaced with three new icons

shown in the center of the widget.

Widget Icons (from left to right, in the center of the widget)

Pencil Icon: edit the properties of this widget

Move Icon: Click and drag this icon to move this widget to a new location

Delete Icon: Delete this widget

To begin editing a widget, click the pencil icon.


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Build Tool Window – Theme Options

After clicking the pencil icon, the build tool window will open. The build tool window has two sections,

Properties and Theme Options. Click on the headers to expand the sections.

Note: changing options under Theme Options will show the change on screen, and you do not have to

click Apply to All. The Apply to All button should only be used if you want to apply the theme options for

this widget to all widgets on the page.


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Moving Widgets

When you want to change the position of a widget on a page, you have two options.

Widget frame move icon is in the upper right, widget move icon is in the center.

To move widgets vertically:

1. Click and start dragging the widget frame move icon (upper right of the widget frame).

2. Position and release the widget frame where you want it to be inserted.

3. All widgets in the widget frame are moved together.

To move widgets horizontally:

1. Click and start dragging the widget move icon (center of the widget).

2. Position and release the widget where you want it to be inserted.

There is also the option of moving a widget between widget frames.

To move widgets between widget frames:

1. Click and start dragging the widget move icon in the center of a widget.

2. Move the widget over the new widget frame.

3. If you drop the widget in an empty space within the frame, the widget is moved.

4. If you drop the widget on top of an existing widget, the widgets are swapped.


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Note that dropping the widget on top of an existing widget will cause the widgets to be swapped, and

the existing widget will be moved to the original frame. If you want to add the widget as a new item in

the widget frame, make sure to change the number of widgets in the row first.

Adding a Right Column

You can optionally choose to add a right column to a widget page. To add a right column, begin editing

the page, and click on the Insert Right Icon shown below.

Saving Changes

To save changes, you must click the Save Widgets button in the Edit Bar shown in the bottom of your

screen. If you navigate away from the page before saving changes, any change will be discarded.

There is no draft mode available. When making significant home page changes, it is suggested that you

make a copy of the home page, perform all edits, and then switch the site to the new home page once

you are happy with the results.


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Changing the Page Title

The page title, description and icon are optionally shown at the top of the page.

These items can only be changed using the Page Admin screen.

To change the page title:

1. Navigate to the page you want to change.

2. From drop down, choose

3. To change the page title or description, click on the text you want to change.

4. To change the icon, click on the icon.

5. To show or hide the icon, title, or description click on the checkmark.

e.g.


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Mega Menus

In the new release, the top menu bar now supports mega menus. When you add a new menu to the top

menu bar, you can choose if you add a single link, single menu, or mega menu.

Mega menus can have up to 5 columns. Each column can contain groups of menu items as well as

widgets.

The top menu bar is global to all sites, and not be configured differently on a per site basis. However,

what is displayed in menus is based on permissions of the individual users to the linked items. See the

section “Hiding Menus and Menu Items” for details on how to configure dynamic menus for specific

users.

Start Editing the Top Menu Bar

To start editing the menus, ensure you are logged in as an administrator and click the pencil icon on the

right side of the top menu bar.

If you current site does not have any menus, then the top menu bar will not be visible. In this case, you

must go through the Admin screens to start editing.

1. Click Admin in the upper right.


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2. Click the Design tab.

3. Click Global Navigation

Once you start editing, the Save Changes bar will appear at the bottom of the screen.

You can edit multiple menus before saving changes. No changes are saved until you click the Save Menu

button.

Understanding Widget Frames

Before we go into specifics on how to add menu items and widgets to a mega menu, it is important to

understand the difference between widget frames and widgets. A good analogy is to think of pictures

you hang on the wall. The picture frame hangs on the wall, and can be moved to different locations.

Inside of a picture frame can be a painting or photograph, but a frame can also be empty.

A widget frame is like the picture frame, and a widget is like the painting or photograph.

Empty Widget Frame

The image above shows an empty widget frame inside of a mega menu. The icons at the top allow you

to perform actions on the widget frame:

Widget Frame Icons (top row, left to right)

Move Icon: Click and drag to change the widget frame location

Delete Icon: Delete this widget frame

Insert Below Icon: insert a new empty widget frame below

Insert Above Icon: insert new empty widget frame above

To insert a widget into the widget frame, you click the Add Widget icon in the center of the widget

frame.


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Widget Frame with Menu Widget

Once a widget frame contains a widget, icons for the widget are shown in the center, in addition to the

widget frame icons across the top.

Widget Icons (center, left to right)

Pencil Icon: edit this widget (click to add new menu items if menu widget)

Move Icon: move or swap this widget to another widget frame

Delete Icon: delete this widget

This can be confusing at first, because now you see two move icons, and two delete icons. Remember

that the icons across the top apply to the widget frame, while the icons in the center apply to the

widget.

Adding a Menu to the Menu Bar

To add a new menu to the top menu bar, click the + sign on the right side.

Choose the type of menu you want to add, and a new menu will be added to the top menu bar. You can

move the new menu by clicking and dragging the menu into position. It will automatically insert where

you drop it.


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Editing Mega Menu Columns

By default, a new menu is inserted with 3 columns with 3 menu widgets.

The interface for editing menus uses the same icons as editing a widget pages.

To add a new column, click the Insert Right Icon on the right side of the screen.

To remove a column, click the Delete Icon at the bottom of a column.

To insert a new empty widget frame, click the Add Widget icon at bottom of a column.

Adding a Menu Widget

You can add almost any widget into a mega menu, but most of the time, you will be adding menu

widgets. (If you just added a new menu, three menu widgets in three columns have automatically been

added for you).

To add a menu widget:

1. Insert a new empty widget frame by choosing Insert Above, Insert Below, or Add Widget Frame

Icon

2. From the Build Tool, select Navigation, Menu

3. Enter the title for your menu group.


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4. Click New Menu Item to start adding menu items

Moving and Deleting Widgets

Reorganizing the menu consists of adding, deleting, and move widgets around. If you skipped the

previous section Understanding Widget Frames, please read that section first.

Recommended Move and Delete Icons

When you are first starting to build mega menus, it is highly recommended that you use the widget

frame move and delete icons. Using these icons instead of the widget icons will keep the widget frame

and contained widget together.

Outlined below are the differences in using the widget frame icons versus the widget icons.

Move Icons

Clicking and dragging the move icon for the widget frame (top row) will move the widget frame

and any widget inside of it.

Clicking and dragging the move icon for the widget (middle row) will take the widget out of the

widget frame and move it into a new frame

Delete Icons

Clicking the delete icon for the widget frame (top row) will delete the widget frame and the

widget inside of it.


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Clicking the delete icon for the widget (middle row) will delete the widget inside of the widget

frame, leaving an empty widget frame

Like with widget pages, if you drag and drop a widget from one frame onto a widget in another frame,

the two widgets will be swapped.

Hiding Menus and Menu Items

Users will see different menus in top menu bar and menu items in the menus depending on their

security rights. The system always checks to see if the user had permission to the linked asset, and hides

the link if the user does not have permission.

As the administrator, you can check what the user will see by using the impersonation tool (see

“Impersonating other Users” in the “Introduction to Administration” section for details).

Pro Tip: Set a link on the Menu to Hide Entire Menu

As an administrator, you can choose to hide an entire menu and all menu items by setting the menu link

to an asset only visible to a specific user or group. For instance, if you have a site that is view secured for

a particular department, and want a menu to only be visible to members of that site, set the link of the

menu to the view secured site.

Upgrader Tip: View Secured Links

The new version now checks the user’s security permissions when deciding whether or not to display a

menu item for user. For instance, if you have a menu item which links to a document not visible to Bob,

when Bob views the menu, this menu item will be hidden.

In previous versions, this was not available, and administrators had to manually set view security on

links to hide them from users without permission. During migration, any previously defined view

security on a link is maintained. However, for links pointing to intranet pages and items, manually set

view security is no longer necessary, and can be removed. This removes the necessity of manually

updating link view security when security permissions change.

If an internal link has view security defined, the system first checks view security, then the user’s target

permissions to the item before deciding whether or not to display the menu item.


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Tutorial Builder

Tutorial builder allows you to add a sequence of tips to help users navigate your site. When a user runs a

tutorial, tips are displayed in call-out bubbles that point to different items on the screen. A tutorial can

walk a user through several different screens within the intranet.

With tutorial builder, you can:

Provide a quick overview of the site navigation for new users.

Walk users through a complicated form.

Show users how to navigate to specific items within the intranet.

If you have installed a new version of Intranet Connections, we have included a number of tutorials that

describe how to use Form Builder.

Starting a Tutorial

There are two ways of starting a tutorial. The start of a tutorial is always associated with a specific page

in the intranet. If the page you are currently viewing has a tutorial available, you can start the tutorial by

clicking the Help link (highlighted below in red).


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You can also start a tutorial from the Tutorials tab in the Admin Screen.

Adding and Deleting a Tutorial

When you are logged in as an administrator, the Help link is always visible. When logged in as a user, the

Help link is only visible if an administrator has created a tutorial for the current page.

Here are some things to keep in mind when creating tutorials:

When placing tips, not all UI elements are targetable. In these cases, the tip will be shown at the

top of the screen.

The page location of tips is based on the full URL. This means a tutorial build when viewing a

particular item will only be available when the user is viewing the same item. If the item is

removed, the tutorial will have a navigation error.


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Upgrade Notes

This section outlines differences in the new release from previous releases.

Asset Management

Adding Apps and Pages no Longer Through Menu

In previous versions, adding new pages and apps was always done by editing the menu. In the new

version, the steps of adding a new asset and adding it to the menu have been separated. This allows to

you create and configure applications and pages first, and then decide where to place them in the menu

later.

To view a site, app, or page not yet added to the menu, navigate to the item using the Assets tab and

look for a link in header of the item that looks like . This text will be “GO TO SITE”,

“GO TO APP”, or “GO TO PAGE”.

“Department Sites” now just “Sites”

Throughout the product, the terminology Department Site is now changed to just Site.

Widget Page no Longer Tied to Sites

You can now create widget pages without having to create a site first. You can create as many widget

pages as you like.

Feature App vs. App Builder App now just App

Previous versions distinguished between App Builder Apps and Feature Apps. In the new version, most

of the Feature Apps have been converted to App Builder Apps and this visual distinction has been

removed.

Workflows

Standardizing Workflows

The improved form workflow added in version 12.0 now replaces all workflows in version 12.5.

App Builder

Form Builder

Job Center

Events Calendar

Employee Training

Library

Discussion Board

Buy and Sell

Photo Albums


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Widgets

What’s New Widget now Advertising Feed

What’s New widget has been renamed to Advertising Feed Widget. The Advertising Feed Options page

has been added to the Setup, Settings screen (previously only available from the What’s New widget

properties).

Menu Widget Placement no Longer Restricted

Menu widgets are no longer restricted to menu columns. You can now add a menu widget anywhere

within the application.

Formatting & Themes

Right Menu Formatting Changed

The formatting of right side menus has changed to be consistent with left side menus. Menu items are

formatted as menu items instead of headers, and a “Menu” title has been added on the top. The title is

configurable.

Search Box Position Changed

The search box has been moved higher, from the top of the right column into the application header.

There is a new option to move the search box from the application header into the site header. This will

place the search box in very top and right of every screen.

Spacing Options Moved From Themes to Global Site Layout

In previous versions, the spacing values between different elements in the intranet where hidden in

different theme area options. Other options were set using Edit Home Widgets. Even though set in the

theme screen, most of these values were in fact global. Spacing options have now been consolidated

and moved to a single spacing screen, Global Site Layout (available under Admin, Design Tab).

Content Area Left and Right Spacing Now Based on Fixed Values

In previous versions, the spacing on a page between the main contain area and the left and right

columns could was determined by setting relative content width percentage (95% by default). In Version

12.5, the spacing between the left column, content area, and right column are now set as individual

fixed values.

Left Column Menu Section Spacing Removed

In version 12.5, all menus are now built with widgets, and widget spacing is universally set using the

theme. In version 12.0, you could manually set the spacing between menu sections in the left column.

To accommodate customers who have designed their sites to have no spacing between menu sections, a

database value of “0” (database Themes.MenuSectionSpacing) will override the theme’s widget spacing.

For these customers, the database value must manually be changed to allow for section spacing.


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Menus

Right Side Menus Depreciated

Version 12.5 encourages administrators to put all global menus in the top menu bar, and use the left

navigation for site-specific menus. The use of right side menus for site navigation is being depreciated,

but is still supported on a per page basis.

In version 12.0, a right side menu would be visible when viewing any page, but would disappear when

viewing applications. In version 12.5, the right side menu is depreciated, but still supported on

individual pages to minimize, to minimize visible changes on the home page during migration.

Left Column no Longer Hidden if any Widget Present

In previous versions, the left column was always hidden if no menu widgets were present, even if an

image was present. In the new version, the left column will not be hidden if any widget is present. On

migration, any widgets in the left column will be removed if no menu widgets have been added, to

preserve the left column still being hidden after migration.

Pages

Editing Home Pages Changed

The Edit Home Widgets and Widget Properties have been removed and replaced with inline widget

editing and the Build Tool window for properties. The ability to apply widget theme changes to all

widgets (left menu and on the widget page) has been removed. You can still apply widget theme

changes, but the changes are restricted to the widgets on the page or the widget in the left column.

Page Draft Mode Removed

The option to add a page in draft mode, and have it hidden in the menu has been removed. Because it is

no longer mandatory to create the menu item when a page is created, the need for draft mode is

removed.

Miscellaneous

Stopping Impersonation

In previous versions, the X icon would hide the label, but you had to click the person on left to stop

impersonation. X now stops impersonation and the option to just hide the label has been removed.


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Appendix A: Post-Upgrade

Pre-Upgrade Steps

The new release contains considerable changes across the intranet, and it is highly recommended you

backup your database and all files before running the upgrade.

It is also recommended that you take screen captures of all your home pages before migration, so you

can do a visual comparison before and after migration. Every effort has been taken to keep the home

pages looking the same, but in cases where formatting or layout has changed, having the before and

after pictures will help Intranet Connections rectify any unintended changes.

Based on changes in Version 12.5, here are the critical areas you should test after migration:

Application Workflows

All workflows have been migrated into the new format. If you have any workflows defined in these

applications, verify they have been migrated successfully:

App Builder

Form Builder

Job Center

Events calendar

Employee Training

Library

Discussion Board

Buy and Sell

Photo Albums

When testing workflows, check the approval process works correctly, and any custom messages have

been retained.

Sites with Both Left and Right Columns

On a non-Home site, if you previously had both a left menu column and a right menu column, the right

menu column will be migrated to the home page of the site. (The option to persist a right column menu

across all pages has been removed). Checks to make sure the home page of these sites are displayed

correctly. Note that the formatting of the right column will also be different.

Top Menu Bar Navigation

Whether or not a menu link item is displayed to a user is now based on their security rights to the linked

item. If you have menu item links where the view security was not manually set to reflect the target’s


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security missions, these items will no longer be visible to unauthorized users. You should use

impersonation to examine how the menu is now presented to users.

In addition, the top menu bar now respects the high value set in the layout options. In previous versions,

images that were too large were allowed to expand the top menu bar height.

Home Page Layouts

With the extraction of layout and spacing information from themes into global settings, check to make

sure that home pages still render correctly.

Documents

Contents · 2014-01-22 · MEGA RELEASE: ADMINISTRATOR’S GUIDE Contents Introduction 4 Asset Management 8 Widget Pages 22 Mega Menus 29 Tutorial Builder 35 Upgrade Notes 37 Appendix