Portal Administration

You can use the function Portal administration if you are Administrator in the Lobby. With Portal administration you can add new members in the different rooms in the portal. Choose  Portal administration under Administration and click on the tab Portal. First you can choose if you want to administrate a Room or the Lobby by clicking in the corresponding . In the list Name of room to the left in the window you can see all the rooms in the portal when you have chosen Room. If you click on the name of the room you get all the members in the room in the list User to the right in the window. You can now choose to do the following:

• Add new members to a room

  1. Choose  Portal administration under Administration and click on the tab Portal.

  2. Click in Room or Lobby.

  3. If you want to add users to a project room, mark the room you want to add users for in the list Name of room.

  4. Click on the button Users .

  5. If the new member for the room already is a registered user in the Lobby, do like this:

     1. Under Room members, choose which members you want to add by clicking on their names in the list Available users. They can now be seen in the list Selected users also.
     2. Click on the button Add and the users are added in the list Room members at the bottom of the window.

  6. If the new member for the room isn't already is a registered user in the Lobby, do like this instead:

     1. Under New user, fill in name in the fields Firstname and Surname.
     2. Fill in email address in the field email, this will become the user name (can be changed later).
     3. Choose language in the field Language.
     4. Click on the button Add and the user is added in the list Room members at the bottom of the window.

  7. The user information, including a system generated password, will be sent to new users in the portal when you click on the button Save. This password can be changed by the users later. Read more about this in My settings. If you don't want the users to receive a mail with a system generated password, you can choose to enter a password for the new users yourself. This is done by removing the marking in the box Notify user via email. You then get a field where you can enter the desired password. The new password will however not affect users that are already registered users of the portal. If you only have chosen new users that already are registered users of the portal, you will not get the field Password when you remove the marking in the box Notify user via email.

  8. Click on Save and the new members will be invited.

• Create a new room

  1. Click on the button New room in the toolbar.
  2. Fill in the name you want your new room to have in the field Room name.
  3. Fill in email, Firstname and Surname for the person you want to be Administrator in the room, or click on the button Choose and choose the desired administrator from the list. Email, Firstname and Surname will then be filled in automatically.
  4. Click on Register and your new room is now created.

• Delete a room

  1. Choose  Portal administration under Administration and click on the tab Portal.
  2. Click in Room.
  3. Mark the room you want to delete in the list Name of room.
  4. Click on the button Delete project .
  5. Answer Yes in the window that opens. NOTE: All information in the room, for instance documents, images, discussion board etc. will be deleted.

• View Workplace summary

  1. Choose  Portal administration under Administration and click on the tab Portal.
  2. Click in Room.
  3. Mark the room you want to view the Workplace summary of in the list Name of room.
  4. Click on the button Workplace summary .
  5. Now you can create a report that will show Description, Current status, Date, Duration, Time, Expenses, Incomes, Activities and Users. That report you can choose to Export to Excel, Export to PDF or Print.

   

• Edit room settings

• Edit administrator role

  You can change which user/users that should have the role administrator in a certain room.

  1. Choose  Portal administration under Administrationand click on the tab Portal.
  2. Click in Room.
  3. Mark the room you want to delete in the list Name of room.
  4. Click on the button Edit administrator role .
  5. A new window, Edit role, is opened containing the roles name and description, and a list with the users who already are assigned the role, Members, and a list over other users, Available users. Users are assigned or removed of a specific role by clicking on a user name, or marking a user and clicking on the arrow between the two lists.
  6. Click on Save when the assignment is as desired.

If you click on the tab User you can see which rooms a user is member of by clicking on the name of the user in the list User name to the left in your window. In the list Room to the right in the window you can now see which rooms he/she is member of. You can also:

• Edit users

  1. Choose  Portal administration under Administration  and click on the tab Users.
  2. Mark the user you want to edit in the list User name.
  3. Click on the button Edit user .
  4. In the list Selected projects you can see all the projects that the user already is a member of. In the list Available projects you can see all the projects available in the portal that the user isn't a member of. You can choose to add the user to projects he/she isn't a member of by clicking the desired room in the list Available rooms. The chosen room then ends up in the list Selected rooms. In the same way you can also remove a user from a room he/she is a member of by marking the desired room in the list Selected rooms and then click on the arrow pointing to the left.
  5. If you don't want the user to receive an email regarding invitations/removals, you remove the marking in the box Notify user via email.
  6. Click on Save when the assignment is as desired.

• Edit/Show existing user information

  1. Choose  Portal administration under Administration  and click on the tab Users.
  2. Mark the name of the user you want to view the user information of, in the list User name, and then click on the button View/Edit user . NOTE: It's only the users themselves or Portal administrator who can edit the information. Others can only read it.
  3. You can now read information about other users or edit your own information according to the instructions in My settings.
  4. Save the information by clicking in the button Save.

• Delete users

  1. Choose  Portal administration under Administration and click on the tab Users.
  2. Mark the user you want to delete in the list User name.
  3. Click on the button Delete user . NOTE: The user will be removed permanently from the Lobby and all rooms.

   

Organizational units

If you click on the tab Org. units you can create and edit Organizational units. These will then be visible to all users in the tab Rooms. You can choose which rooms you want to place under which unit.

• Create organizational unit

  1. Choose  Portal administration under Administration and click on the tab Org. units.
  2. If you want to create a new organizational unit under an existing one, you mark the unit you want to create the new unit under in the list organizational units. If you want to create a new unit on the top level you make sure you haven't marked any of the existing units.
  3. Click on the button New organizational unit .
  4. Enter the name you want your new unit to have.
  5. Click on OK and your new unit is created. 

• Edit organizational unit

  1. Choose  Portal administration under Administrationand click on the tab Org. units.
  2. Mark the unit you want to edit in the list Organizational units.
  3. Click on the button Edit organizational unit .
  4. Click on the project room you want to place under the chosen unit in the list Available projects. The project/projects that will be placed under the unit are then visible in the list Selected projects. To move back room, highlight the room and click on the arrow between the lists pointing to the left. NOTE: A room can only be placed under one organizational unit. Rooms that are already placed under a organizational unit are therefore not shown in the list Available rooms. If you want to move a room from one unit to another, you have to remove it from the unit it is placed under today, and then place it under the new unit.
  5. Click on Save when you are done.

• Change order of organizational unit

  1. Choose  Portal administration under Administration and click on the tab Org. units.
  2. Mark the unit you want to move in the list Organizational units.
  3. Choose with the buttons Move up or Move down in the toolbar where your unit should be moved. NOTE: You can only change the order of units on the same level, i.e. you can not move units one level up/down this way.

Delete organizational unit