Portals Master Document

Purpose

This article will describe the use of the Portal Administration.

A portal is used to manage how the default user interface or portal appears to the users. 

• A custom portal can be created for different types of groups that are given certain responsibilities. 
  • For example, you may not want your shipping or production line employees to have visibility to open projects. You may want them to have access to My Assigned Tasks on the user portal. As a result of this requirement, you can create a custom portal only showing My Assigned Tasks.

It is recommended that a test portal be created when assigning new user controls to ensure that the portal is not unavailable to users.

Default Portal Layout

There is a default portal in VisualVault when a site is created.

• This portal only has one tab, the User Portal.

Portal Page Administration/"Portal Library"

Portal Pages

When first navigating to the Portal Page Administration page, the first visible tab displays a list of all available Portal Pages which some refer to as the Portal Library.

In this tab, the following can be configured:

• New Portal Pages
• Tabs can be applied to the Portal Page.
• A Portal Page can be selected as the Default.
• Security can be applied.
• The Portal Page can be previewed.

Portal Tabs

The next tab available is Portal Tabs.

This allows configuration of tabs that will be visible in the portal page.

• An example would be if there is an Administrator Portal, available portal tabs could be:
  • HR Document Lists
  • Form Dashboards
  • Open Projects
  • Etc.

The specific content visible in Portal Tabs is configured in the next tab. The Portal Tabs section is used to create the names of the tabs that will be available in the portal.

When creating Portal Tabs, security can be configured if desired.

Portal Tab Content

The final tab available in the Portal Page Administration is Portal Tab Content.  This is where the modules that will make up the Portal Tab will be added/configured.

Adding and Deleting a Portal Page

Adding a Portal Page

To add a Portal Page, complete the following steps:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Use the New Portal Page button.
   
6. In the window that appears, enter the desired Portal Page Name and then use the Save button.  
   

Once the Portal Page is saved, the Portal Tabs Assignment section becomes available for use in the same window.  Adding Portal Tab Assignments will be covered in another section.

Deleting a Portal Page

To delete a Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Use the checkbox next to the Portal Page(s) that should be deleted and use the Delete Portal Pages button.
   
6. In the confirmation message that appears, use the Ok button to confirm the deletion.  
   

Edit Portal Page

To edit a Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Select the name of the desired Portal Page that should be edited.  
   
6. In the window that appears, update the name as desired or add/remove Portal Tabs.
   • If updating the name of the Portal Page, use the Save button.
   • If updating the Portal Tabs assigned, the Save button does not need to be used.
     • Note: If adding/removing Portal Tabs, the buttons to move to/from the Assigned Tabs and up/down will be disabled until a selection of a Portal Tab is made.

Enabling and Disabling a Default Portal Page

When VisualVault is installed, all users will see a default portal page until:

• Another portal page is created and set as the new default or
• Until a user/group/site is assigned to a different portal page.

The default portal is identified by the checkmark in the Default Portal Page column in the Portal Pages tab of the Portal Page Administration.

Once a portal page is created and users/groups/sites are added, it is active.  The Default Portal Page column only displays if the Portal Page is the default menu.

Enable a Default Portal Page

To enable a default Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.  
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Next to the desired Portal Page, use the Link "Set this Portal as the system default".
   
   

This will then move the checkmark to indicate the new Default.

Disable a Default Portal Page

When the current Default Portal Page should no longer be the default, a different Portal Page needs to be selected as the default.

To disable a default Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Next to the desired Portal Page (that should be the new Default), use the Link "Set this Portal as the system default".

This will then move the checkmark to indicate the new Default.

Creating and Deleting a Portal Tab

Portal Tabs are used to create title different sections of a Portal Page.  These allow for additional organization to be used when configuring the appearance of the VisualVault site.

An example for use would be if there is a Portal Page called Admins:

• Portal Tabs that might exist are:
  • Employee Documents
  • Employee Forms
  • Expense Reports
  • Etc.

Creating a Portal Tab

To create a Portal Tab:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Select the Portal Tabs tab.  
   
6. Select the New Portal Tab button.
   
7. In the window that appears, enter the following information as desired and use the Add Portal Tab button:
   • Portal Tab Name
   • Portal Type:
     • This will determine how many columns of information can be displayed in the Portal Tab.  

Deleting a Portal Tab

To create a Portal Tab:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Select the Portal Tabs tab.  
   
6. Use the checkbox next to the desired Portal Tab and use the Delete button.  
   
7. In the confirmation message that appears, select Ok to delete.
   

Editing a Portal Tab

To edit a Portal Tab:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Select the Portal Tabs tab.  
   
6. Select the name of the desired Portal Tab that should be edited.  
   
7. Update the Portal Tab Name and Portal Type as desired and then use the Update Portal Tab button to save the changes.  
   

Adding and Deleting Portal Tab Content (Modules)

Once a Portal Page and Portal Tabs have been created, it is time to configure the information from VisualVault that will be displayed in the Portal Tabs.

• The added information is often referred to as Modules or Portal Modules.

Adding a Portal Module

To add a Portal Module:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.  
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Select the Portal Tab Content tab.  
   
6. In the Portal Tab drop down list, select the Portal Tab where modules should be added.  
   
7. In the desired column (if more than one), use the + to begin adding a new module.
   
   
   • This will open a window where the Column is pre-selected.
     
8. In the window that appears, select the desired Module.  
   
9. Edit the Display Name, Column, Sequence, and Module Parameters (if applicable) as desired.  
   
10. When finished, use the Add Module button to save.
    

Adding a Portal Module - Alternate Method

To add a Portal Module:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.  
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Select the Portal Tab Content tab.
   
6. In the Portal Tab drop down list, select the Portal Tab where modules should be added.  
   
7. Use the Add Module button.  
   
8. In the window that appears, select the desired Module.  
   
9. Edit the Display Name, Column, Sequence and Module Parameters (if applicable) as desired.  
   
10. When finished, use the Add Module button to save.  
    

Deleting a Portal Module

To delete a Portal Module:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Select the Portal Tab Content tab.  
   
6. In the Portal Tab drop down list, select the Portal Tab where modules should be added.  
   
7. Select the desired Portal Module and use the - to delete.
   • Please note that there is NOT a confirmation message prior to deletion. Once the module has been deleted, it is gone.  
     

Editing a Portal Module

Something to keep in mind is that after a Portal Module has been created, the Module type cannot be altered.

To edit a Portal Module:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.  
      
3. Select the Admin Tools tab.
   
4. Select Portals.  
   
5. Select the Portal Tab Content tab.  
   
6. In the Portal Tab drop down list, select the Portal Tab where modules should be added.  
   
7. Select the desired Portal Module and use the Pencil icon.  
   
8. Modify the Module Name, Column, Sequence and Module Parameters as desired.  
   
9. When finished, use the Update Module button.  
   

Adding and Removing Portal Tabs from a Portal Page

Adding Portal Tabs to a Portal Page

Once all of the desired Portal Tabs and Modules have been created, it's time to add these to a Portal Page.

To add Portal Tabs to a Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Select the name of the desired Portal Page where Portal Tabs should be added.  
   
6. In the window that appears, select the desired Portal Tabs from the Available Portal Tabs list and use the right-facing arrow to move to Selected Portal Tabs list.
   

Alternatively, if is also possible to add Portal Tabs by using the Select Tabs link in the Portal Tabs columns next to the name of the Portal Page using the same steps above.  

Removing Portal Tabs from a Portal Page

To remove a Portal Tab from a Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
5. Select the name of the desired Portal Page where Portal Tabs should be added.  
   
6. In the window that appears, select the desired Portal Tabs from the Selected Portal Tabs list and use the left-facing arrow to move to Available Portal Tabs list.  
   

Alternatively, if is also possible to remove Portal Tabs by using the Select Tabs link in the Portal Tabs columns next to the name of the Portal Page using the same steps above.

Modifying Security for Portals

Applying security to Portal Pages, Portal Tabs, and Portal Modules can be useful to allow only authorized users to access.

Modifying Security for Portal Pages

When modifying security for a Portal Page, this will allow users to automatically see the specific portal when logging into VisualVault.

• It is recommended to use Group assignments rather than User assignments.
• Users/Groups can only be applied to one Portal Page.
• If a User/Group is not assigned to any Portal Page, they will see the default portal.

Apply Security to a Portal Page

To apply security to a Portal Page:

1. Log in as a VaultAccess user to VisualVault.
2. Hover over the user information in the upper right-hand corner of the window and select Control Panel.
      
3. Select the Admin Tools tab.  
   
4. Select Portals.  
   
5. Select the Assign link under the User/Group Assignments Column.  
   
6. In the window that appears, 

Remove Security from a Portal Page

Modifying Security for Portal Tabs

Apply Security to a Portal Tab

Remove Security from a Portal Tab

Modifying Security for Portal Modules

Apply Security to a Portal Module

Remove Security from a Portal Module