Contents
Administrator Guide: Community Groups
Managing community groups
Adding new community groups
Linking community groups in Ishtar
Managing community groups in Ishtar.Portal
Administrator Guide: Community Groups
Managing Community Groups
Open Ishtar365
Navigate to the configuration menu of Ishtar365 via the settings icon in the white bar in the top right corner.
Navigate to the tab ‘Community Groups’
Adding new Community Groups
Click on the ‘+’ next to ‘Manage Community Groups’
A new column will appear where you can fill in
Title: a title for the community group
Description: a description of the community group
Security: a community group can have 3 types of security: open, hidden and approval
Open: When an approval group is neither ‘hidden’ or ‘approval’ the group is joinable by every external user.
Hidden: the community group is hidden and not visible for anyone, except for the people who’ve joined the group
A user can only join a ‘hidden’ group in two cases
The user joined the group before it was made ‘hidden’
An admin assigned the user to the ‘hidden’ group
An admin can assign a user to a (hidden) group through the ‘user’ tab in Ishtar.Portal
Approval: when a community group requires an approval, the user needs to be approved in order to join a community group.
A user can join an ‘approval’ group in three cases
The user joined the group before it was made ‘approval’
An admin assigned the user to an ‘approval’ group
The user subscribed to the ‘approval’ group and the request was approved by an admin in Ishtar.Portal
An admin can assign a user to an ‘approval’ group through the ‘user’ tab in Ishtar.Portal
An admin can manage requests in the ‘user’ tab in Ishtar.Portal
Color: The admin can choose a color for every community group, this is displayed in the external portal
Icon: The admin can choose a color for every community group, this is displayed in the external portal
Manage subgroups: A community group can have one or more subgroups, this is mostly a logical/visual subdivision and has little functional consequences. However take into account the following:
When the parent group is a ‘hidden’ or ‘approval’ group, all the subgroups are also ‘hidden’ or ‘approval’
A subgroup can be ‘hidden’ or ‘approval’ when the parent and other subgroups are ‘none’
An external user can join a subgroup without having to join the parent group
This will be shown to the external user in the external portal as follows:
When all information is filled in for the new Community Group or the data is changed of an existing community group, the admin can save it by clicking on the ‘SAVE’ button in the top left of the colored bar
Linking Community Groups in Ishtar
Linking Community Groups with Ishtar.DMS
Goal: the admin uploads documents in Ishtar.DMS and adds metadata to the document. The goal is that based on the metadata the document is shown to only a certain group of people, e.g. people who are subscribed to a certain community group. To accomplish this, a metadata for it needs to be created in Ishtar.DMS and then linked to one or more community groups.
Open Ishtar.DMS
Navigate to the configuration page of Ishtar.DMS by clicking on the configuration icon in the top right corner of the colored bar.
Navigate to the tab ‘metadata configuration’
In the list on the left select the correct metadataparameter
Select the correct metadata in the ‘Choice picker configuration’
Select the correct community group(s) in the drop-down menu ‘Manage community groups’
Once you’ve done that, click on the ‘SAVE’ button below the drop-down menu
Result: Once a community group is linked with the metadata, all documents with the linked metadata will become visible to external users who are subscribed to that community group. However, take into account the visibility is:
Depending on the page composition in Ishtar.Portal, the Ishtar.DMS webpart is necessary to be able to view documents
Depending on the roles for the webpart, the external user will need a roll that has ‘view’ permissions on the Ishtar.DMS webpart
Depending on additional filters of the Ishtar.DMS webpart
The admin can define both library and metadatafilters of the Ishtar.DMS webpart which can limit the amount of documents that are visible for the external user
Linking Community Groups with Ishtar.List entities
Goal: An admin can add people into community groups even if they don’t have an external portal account yet. An admin can do this by going to the form of a Ishtar.List entity and click the ‘+’ of the community group in the ‘community group’ dataproperty. If you want to know more about how to add a ‘community group’ dataproperty to a form, please check out the ‘Ishtar.List user manual’.
Open the form of an Ishtar.List entity
Scroll down to the ‘community group’ dataproperty
Click the ‘+’ button for the groups you want to add the Ishtar.List entity to.
An important topic regarding this is the link between the Ishtar.List entity and the external user, because this also implies the link between the chosen community groups for the external user.
Linking Ishtar.List entities and external users
Goal: We have a form of a person in Ishtar.List with all the data of the person in and this person registers in the external portal. We want to link those two together so they’re synchronized.
In Ishtar.Portal, navigate to the ‘user’ tab
Select a ‘client’ in the list on the left
Select a user in the list of users from the selected client
Click on the ‘+’ next to ‘Link Ishtar.List entity’
When clicking on the ‘+’ you can search for Ishtar.List entities, they are displayed based on their ‘Name’ field.
When clicking on an entity they are selected
SAVE the changes you’ve made by clicking the ‘SAVE’ button in the top left corner
Result: The external user is now linked to the entity in Ishtar.List. The external user sees their own form in the ‘profile’ tab under ‘settings’
The selected community groups in the Ishtar.List entity are now transferred to the external user
The community groups are synchronized from this point, if the external user joins or leaves community groups this will also be reflected in the Ishtar.List form
Managing Community Groups in Ishtar.Portal
Community Group search webpart
Different settings
Show all groups (the user will be able to filter on all community groups which are not hidden and the groups where he/she has access to)
Show subscribed groups only
Only a specific selection of groups
Impact on other webparts; the selection in will filter the following webparts:
DMS
Updates
(Meeting)Tasks
Calender
Community groups tab in user profile
Select a user and click on “Manage community groups”.
Add the user to the desired community groups
Community groups in the Updates webpart
Adding a post for one or more community groups; only the selected community groups will be able to see the post