The Intranet System is a fully protected content resource and all internal pages (including the homepage) can only be accessed by logging in.
Indeed, any attempts to view anoy of the pages without being logged in will fail and the user will be redirected to the login prompt.
This will take you to the login screen where you will be prompted for your username and password. Please input your credentials and press 'login'.
The Login Screen
The Homepage
After logging in the user will be taken either to the On-Baording section, or to the homepage (if they have already On Boarded).
On-Boarding is an automatic process that runs for all new users and access to the site content is not possible without completing this step. As this is an automatic proces with the design and functionality built-in
there is no steps required by administrators to manage this. Consequently, we will look at the next steps for administrators.
The Dasboard
Once logged in and presented with the homepage, Administrators will see a black bar at the very top of the screen.
Note: Only Administrators will see this option - it is not available to staff members
In the image above, note the 'Dashboard' option. This is visible once you hover over the 'Orchard Care Intranet' title in the top left-hand corner.
Click on this to visit the dashboard. It is from here that you can perform User Management, Content Management and a range of other functions.
User Management
Now that you are in the dashboard, note the left-hand sidebar menu. This is your main console!
Amongst other things, from here you can beguin to manage users, including:
Adding a New User
Editing an Existing User
Deleting an Existing User
First though you must access the user system. You can do this by scrolling down towards the bottom of the left-hand sidebar menu and clicking Users.
This will take you to the following screen...
Note the 'Add New' button at the top of this screen, as well as the user role type filters
Adding a New User
Adding a new user is a two-step process and is commecned by clicking the 'Add New' button at the top of the user management screen.
The process involves:
Creating the new user and adding essential details
Editing the user you have just created and adding 'Additional Details'
Creating the New User
Once you click 'Add New' you are presented with the first step in creating a new user. See the image below for the fields that need to be completed.
Note that you must also select the user Role in order for this user to be able to access and view the relevant content for their company and role.
Adding Additional (Gateway Specific) Additional Details to the New User
Now that you have created this user, locate them in the 'Users' screen (you may search for them by email address, for excample, or by using the user role filters)
and hover over their user name to reveal the 'Edit' option. Click this, scroll to the bottom and complete the fields shown under Additional Details
Note that if you do not complete these details, the application will still work correctly and the user will still be able to view relevant content. However, sonme of the built-in reports may be missing key data (e.g. Staff Number, Compoany Name, etc.).
Managing Content (Policies etc.)
In this section we'll look at how to add / edit Policies. Note that the process here applies equally to the following content types:
Policies
Training Docs
Documents
Forms
So, for the purposes of setting out the process, the examples given here will refer to Policies, but are applicable to the other content types also. The only content types not covered here (but covered further down this guide) are News and FAQs
Overview of the process
Adding or edting policies involves interacting with two separate areas of the website. These are the Policies themselves and the PDFs Management area. Both of these are circled in the image below:
The good news is that, no matter which section you are working in ('Policies' or 'Whitespider PDFs'), the functionality and design are already baked in to the system. This means that whether you are editing or adding a new policy, you can get a jump start by basing your new Policy (or your edited Policy) on an existing Policy.
Let's start with Adding a New Policy and utilising an existing policy to get you started. Your steps will be as follows:
Add Your New PDF by cloning an existing PDF
Note the 'Shortcode' for your new PDF
Clone an existing 'Policy'
Update Key Details in Your Cloned Policy
Refresh the Frontend and Assess your Polciy
Adding a New Policy - Uploading Your PDF
1. Go to 'Whitespider PDFs
2. Hover over any PDF and click 'Duplicate'
3. Hover over the duplicated PDF and click 'Edit'
4. Give your PDF a title and click 'Select PDF' to upload your new PDF
Ignore the warning message that follows
5. Drag and Drop Your New PDF file from your device into the website
6. Click 'Send to Flipbook'
7. Note the shortcode (you will need this later) and click 'Update'
That's it! You've now created a new PDF and have the shortcode noted.
Next, we have to put this PDF (via the shortcode) into the Policies section of the website.
Adding a New Policy - Loading your PDF for Users
Now that you have your PDF stored into the website, you need to make it visible to your frontend users.
We're going to cover all ther steps for doing so here, except one: Access Permissions.
As Access Permissions really needs a section all of its own, we'll cover that in the next main section, or you can sklip directly to it by clicking Access Permissions
from the sidebar menu.
So let's start loading your PDf for frontend users
1. Go to 'Policies'
2. Hover over any policy and click 'Clone' Note - it is best to choose a policy that is already setup for the same company as your new Policy PDF.
In this example we'll work with a GCC Policy, knowing that when it's all completed, only GCC users will be able to see it
3. Now click 'Edit' when hovering over your new Policy
4. Now you need to do six things to complete this exercise
Update the Policy Title
Update the URL
Update the Shortcode
Update the Excerpt
Update the Title Bar
Publish the Policy
4.1. and 4.2. Update the Policy Title and the URL
4.3 Update the Shortcode
Now you need to add the shortcode you noted in step #7 of the 'Adding a New Policy' section, above
To do this, hover over the Code element and click the pencil icon (this opens the editor
Now paste in your shortcode and click SAVE
4.4. Update the Excerpt The excerpt is what shows in the Policies list when users select 'Policies' from the main menu
4.5. Update the Title Bar The title bar contains the text that is shown above the PDF flipbook in the frontend. It's important that this title matches the title you used in Step 4.1 above
This can be found by scrolling further down the page to the 'OCG Intranet Options' section
4.6. Update (Publish) the new Policy
Now just click the 'Update' / or 'Publish' button to push your changes to the Frontend.
Managing the Sequencing (Sort Order) or Content
To determine what order content items (e.g. 'Policies') are displayed, there is a setting available for Sequencing content.
This is very easy to use.
In the image below, the display order is shown in the backend. Again, this example is for (HR) policies, but applies to other content types also.
This is achieved by going into any content item and setting the sequnce number, as shown in the image below. Note,
the lower the sequence number is, the higher the item appears in the display list. Numbers are set to accept decimal places, So
in the event that you wish to place an item between existing items with sequenceing of '1' and '2', simply use an interval between those two values - e.g. 1.1.
With that done, this is how it appears in the frontend:
Making an item 'Mandatory'
To make an item mandatory, there is a setting in the content editor for each item that simply toggles this status on / off.
Simply tick this option and the item will display with a confirmation section, requesting users to confirm that they have read it.
How a mandatory item appears to users on the frontend
Once a user ticks an item to confirm that they have read it, they will no longer see the confirmation section, but instead they will be shown
a simple message stating that they have already confirmed that they have read this item.
Administrators can see which users have read any given mandatory item by going to the 'Mandatory Items List' under the Admin Menu on the Frontend
and clicking on any of the mandatory items listed. Below is one example. Note the Export to CSV option, for exporting this list to Excel.
Administrators can easily chnage an item's mandatory status by unticking the 'Mandatory Item' checkbox in the backend editor. However, this does not
remove the history of user confirmations for that item. If, for example, a change has been made to a content item, and administrators wish for users to confirm that they have read these changes,
the simplest way to do this is to click the 'Purge User Records' button.
Managing News
The 'News' section is a little different in terms of how the content is managed. Again, as with Policies,
cloning an existing 'News' Item is the best way to approach adding News items. There are, essentially, seven steps to this:
Clone an existing News item
Update the News Title
Update the URL
Update the Excerpt
Update the Content
Update the Featured Image
Publish the News Item
1. Clone an existing News item This is exactly the same process as cloning a Policy (see above under 'Managing Content (Polciies)'
Your cloned News item will now be in draft form (with the word 'draft' shown after the title. Simply hover over this new draft and click 'Edit'.
2. & 3. Update the News Title & URL
4. Update the Excerpt
5. Update the Content
There's potentially quite a lot to consider when updating News item content. But, since the vast majority of News items contain text,
we'll focus on updating a 'text' element here.
To do this you'll need to hover over the section of text you wish to edit and click the pencil icon. You will then
be taken inside the editor for that section and can edit your text here (using the formatting toolbar to add formatting), before clicking 'Save' to store your changes
6. Update the Featured Image
The featured image is an importasnt part of the overall design for News items. It shows as the thumbnail in the News item list and also as the main image inside the News item itself.
6.1 Remove the existing featured image (if there is no existing featured image, simply skip to the next step
6.2 Click 'Set Featured Image' to open the dialogue for uploading / selecting your Featured Image
6.3 Upload (Drag and Drop) or Select an existing Featured Image
6. Publish the News Item
Now all that remains is to publish your News Item and it will be available on the Frontend of the Intranet site.
Showing a summary of a News item on the homepage carousel
The only other aspect to managing News content, is to decide which items you want to show on the homepage carousel.
This is simply done by ticing 'Latest News' in the categories list, as follows:
Now this news item will show up in the News carousel on the homepage.
For managing access permissions to specific News items, see the section below on Access Control
Managing FAQs
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Admin Notifications
As an Administrator, you have the facility to publish notifications to all staff members of a given company.
These notifications can be categorised as 'Urgent', 'Important', 'Advice', or 'Information'.
Each time you publish a notification, this will be shown to all users of the specified company under their primay 'My Account' menu on the 'Notifications' tab.
To publish a notification, follow the example below where we publish an 'Importasnt' notice.
Go to 'Admin Notifications'
To begin, clck on the Admin Notifications option on the admin sidebar menu in the backend
Fill in the relevant details for this notification
Now you need to add your message content, select the user role that this message will be shwon to, categorise it and then cimply click 'Add Notification' to publish it
Manage Your Admin Notifications
Now that you have published a notification, this will show in the Notifications List.
You can delete this (or any other notifications in the list) if it's no longer relevant, out of date, or if you noticed a mistake in the message
Deleting a notification removes it from all users who have been assigned the user role that this notification has been published for. To remove any single notification simply click 'Delete' next to the notification you wish to remove.
How Users Manage Notifications
Users will see notifications under their 'Notifications' tab under their main 'My Account' menu. When they
have active notifications a littlew red dot will appear next to the tab, like this
Users can read all their active notifications from here. Once the user is happy they have acted on the notification, they may dismiss it by clicking the 'x' icon in the top-right corner.
Note, this has the effect of removing the notification for this user only. All other users will continue to see the notification utnil such time as either they dismiss it themselves, or you (as Administrator) delete the notification.
Site Notification Bar
In addition to Admin Notifications, there is an option to create a site-wide notification bar that can be seen by all users.
This can be especially helpful for quick, global, notices that you wish to bring to the attention of your entire user base.
Similar to Admin Notifications, individual users can dismiss this site wide notice and you can reassert it or edit it with new information to
push it out to all users again.
The Site Wide Notification Bar - Frontend view
Editing the Site Notification Bar
To edit the bar, simply select Manage Banner Message from the frontend Admin menu.
From there you will be taken to a management panel for the bar, where the first option you have available is to either
enable or disable the bar (useful for when you want to switch it off entirely for a period of time)
Scrolling further down you will see the 'Message' option, where you can define your message, and further down again is the
'Button' option, for adding a call-to-action button with button text and link options available also.
Access Control
The Intranet site has built-in access controls and permissions for users. For example, no public user can view any content (a login is required),
No staff member can access the backend of the site (only Intranet Administrators may do this) and users from different companies cannot see teh content that has been assigned to another company
(for example, Gateway Community Care users cannot see Orchard Fostering content). Additonally, General users cannot see content that has been restricted to Managers.
So, how do we manage this in order that it works correctly when you add or edit content? It is actually quite simple and if the following basic rules are observed, then the site will take care of the rest of it for you...
Granting Access Permissions, an Example
In the following example, we are going to grant access permissions to Gateway Community Care Managers and General Staff to a specific policy document. To do this, we simply need to
go into edit the document (to remind yourself how to go into the editor for a given document, see above under 'Managing Content') and tick the option next to the user role for which we want to grant access.
Note the yellow circled options in the image above - in this case we have given access to this document to GCC General and GCC Managers. Note also the orange circle - in this case we have given the same access to the 'Global' user role. Global users should be given acces to every document on the Intranet site
Once access has been given to a user role, all users with that role will be able to view the content. For users who have not been given access, they will not have this item listed for viewing in their account.
In the unlikely event that a user attempts to access content directly (e.g. having been given the URL by another user), for which they have not been granted access, they will see the following screen.
It's a simple as that...
There's nothing else you need to do. The system takes care of all the behind the scenes access control for you.
Simply select which user types are allowed access to any given content (policy, document, trsaining, form, news, etc.)
and the systenm will do the rest.
