Configuration settings (admin)

The configuration section is only accessible to users with administrator rights. Only administrators can navigate to this page via the button in the navigation menu. The configuration section consists of the following tabs:

• Customers
• Roles
• Users
• Pages

Clients

In this tab you have an overview of the linked form types from Ishtar.List and the administrators who receive all access request notifications.

On the left side you will see an overview of the selected form types. These correspond to the template forms in Ishtar.List.
For example, if you have an "Organization" form in Ishtar.List that adds all your customers, then this form should be listed here under the selected list types. A combination of multiple forms is also possible.

Use the "Available list types" dropdown to select the desired forms from Ishtar.List.

Under "Access Notifications," select all staff members to receive a notification each time a user requests access to the remote portal or to a Community of Interest group requiring approval.

Roles

On the left side, under "Clients," you will find all entities that have been added with one of the linked forms from Ishtar.CRM.

At the top of the list, you will also find "General roles." Here you can find two roles that are mainly configured in the system: "Admin" and "User.

The default roles can be expanded as desired and apply to all customers. In addition, you can also create some specific roles for each customer.

Adding a new role

1.      Select "General roles" or a specific customer.

2.      Click on the "+" button.

3.      Enter the desired name of role.

Deleting a role

1.     Select "General roles" or a specific customer.

2.     Select the desired role.

3.     Click on the delete button  

Users

Also in this tab, on the left side, under "Clients", all entities added with one of the linked forms from Ishtar.CRM.

Users who have access to the external portal are broken down by organization.

Invite new user(s).

1.      Select the organization to which the user belongs.

2.      Click on the "Copy client invite link" button.

3.      Send this invite link via email or Teams to the desired users.

4.      Attach the user account creation guide (optional).

Handling user requests.

When a new user registers or an existing user requests access to a particular Community of Interest group, set administrators receive a notification.

Click on the link or select the organization to which the user has requested access. You will then see the new requests appear.XX

You may have had Ishtar.Portal open for a while. If so, click the refresh button next to "Clients") in order to load the recent access requests.

All new requests regarding access to the external channel will appear in the "User requests" column. Requests to groups requiring approval appear under "Community group requests".

Click the "Accept" or "Deny" button to process the request. After accepting a new user, be sure not to forget to assign a role to the user!

Managing user rights

After granting access to the external portal to a new user, you as administrator can set the following permissions:

Role of the user

Click the "+" button to assign one or more roles.
Want to delete a role? Then click the delete button next to the appropriate role.

Allow free membership

Using the "User may join Community Groups" check box, determine whether the user may add, remove or leave themselves from Communities of Interest groups.

Manage groups

Click on the "Manage Community Groups" button to determine which Communities of Interest groups the user belongs to.

A list of all groups added in Ishtar.365 is then displayed.

Use the "+" button to add the user to a group, or the delete button to remove him/her from a group.

Linking user to an Ishtar.List entity

If you have a form in Ishtar.List with details of individuals who register through the external portal, you can link those details to the appropriate user.

1.      Click on the "+ " button next to "Link Ishtar.List entity."

2.      Enter the name of the user and select the associated entity.

Pages.

In this tab, you have an overview of all pages already created within the organization. By default, a home page is provided with which you can get started.

At any time, you can set another page as the home page by selecting the page and checking the "Home page?" checkbox.

Add a new page

1.      Click the "+" button to add a new page.

2.      Enter the desired name for the page.

3.      If necessary, select an icon to make the page visually recognizable (optional).

4.      Select the pages that the user should be able to access from this page.

5.      If this page should only be visited by users from certain Communities of Interest groups, select the desired group(s) from the dropdown.

6.      Add the desired webparts (see overview below).

7.      Click "Save" to save the new page.

Preview

Through the "Preview" button, you can preview the desired pages at any time. In this mode, you can also add, edit, delete articles/messages, and view documents and tasks. Click this button again, to close the preview.

Building a navigation menu

Once you have created additional pages besides the homepage, you need to build the navigation menu so that users can easily navigate between the pages.

1.      Start from the home page: select it and add the desired pages via the "+" button.

2.      Repeat this for the other pages so that the appropriate navigation menu becomes visible there as well.

3.      You can always change the order of the pages in the navigation overview by moving the desired page to the desired position via the next button .

Webparts

This overview shows you which webparts are available and how to set them up per page.

To add a new web part, click on the "Add" button.

Ø  Under General, you will find the webparts CMS Feed, Communities of Interest and HTML.

Ø  Under Ishtar.DMS you will find the webpart DMS.

Ø  Under Ishtar.Tasks, the webparts Tasks and Calendar are available.

CMS Feed

Through this webpart you can publish and share articles, messages or relevant information with the external users of the portal.

Configuration:

Select the webpart and click on the following button . .

1.      Settings: n/a

2.      Roles:
For each role, determine whether users with that role can see this webpart and what functions/actions they can perform, such as:

o   Add comments

o   Like a message

o   Being able to delete everything

o   "View" (visibility)

o   Add message

o   All posts

Communities of Interest

This webpart allows you to display Communities of Interest groups to users, on which they can then filter all content on the page, such as documents, news items and tasks, by specific groups.

Configuration:

Select the webpart and click the following button  .

1.      Settings:
Here you can set which groups are visible to users.

o   Option 1: Show all groups that are not set as hidden and do not require approval.

o   Option 2: Show only the groups that the logged in user is a member of.

o   Option 3: Display a specific selection of groups.

2.      Roles:
For each role, determine whether users with that role, may see this webpart. 
If the "View" feature is not selected for a particular role, then the webpart will not be visible to those users. For example, you can choose to pre-filter the content on a particular page to a specific group and make the filter webpart invisible, so that users cannot modify the selection.

HTML

You can use this webpart to display, for example, an image at the top of a page.

Configuration:

Select the webpart and click the following button  .

1.      Settings:
Here you can add a particular text, title or image. You can paste an html object from e.g. on your website in the HTML editor or you can use the rich text editor for this purpose.

2.      Roles:
For each role, determine whether users with that role, are allowed to see this web part. 
If the "View" feature is not selected for a particular role, then the webpart will not be visible to those users.

Ishtar.DMS

IThis webpart allows you to share documents with external users. These users can only read and download documents.

Which documents are displayed? This is determined based on metadata settings in Ishtar.DMS. Per metadata parmeter or value for a choice parmater, you can set which Communities of Interest groups, have access. If, for all metadata parameters, no Communities of Interest group is selected, then no external user will be able to see a document in the portal.

So link the necessary Communities of Interest groups to the necessary metadata parameters in Ishtar.DMS. And set further filtering in the DMS webpart settings.

Configuration:

Select the webpart and click on the following button  .

1.      Settings:
Here you can set additional filters based on a library and/or metadata. The safest method is to use a separate library in Ishtar.DMS that contains only files that may be displayed on the remote portal. An alternative is a filter on metadata, for example via a drop-down list with the parameter "External" and the value "true".

o   Filter by library (optional): select the desired library.

o   Filter by metadata (optional): select a metadata parameter and an associated value, then click on the "+" button. Repeat to add multiple metadata filters.

2.      Roles:
For each role, determine whether users with that role, may see this web part. 
If the "View" feature is not selected for a particular role, then the webpart will not be visible to those users.

Tasks
This webpart allows you to share tasks with external users. For now, users can only see/read these tasks, this will be expanded later.

Configuration:

Select the webpart and click on the following button .

1.      Settings:
Set which tasks are visible, based on a filter on a particular template task. Only tasks created via the selected template will be displayed.

2.      Roles:
For each role, determine whether users with that role, are allowed to see this web part. 
If the "View" feature is not selected for a particular role, then the webpart will not be visible to those users.

Calendar

Add the calendar webpart, where external users can see when certain events or meetings are taking place. Only meeting tasks are displayed in this webpart. Whether it is a Microsoft Teams meeting or not does not matter.

Which meeting tasks are displayed?

-        Once in the meeting task form the data field "Community groups" is added and certain Community of Interest groups of which the user is a member are selected.

Configuration:

Select the web part and click on the following button .

1.      Settings:
N/A

2.      Roles:
For each role, determine whether users with that role, are allowed to see this webpart. 
If the "View" feature is not selected for a particular role, then the webpart will not be visible to those users.

Editing a page

1.      Select the desired page.

2.      Edit the name, icon or navigation needed.

3.      If the page should only be visited by users from certain Communities of Interest groups, select the desired group(s) from the dropdown.

4.      Adjust the layout or settings of the webparts on the page or add the desired webparts.

5.      Preview the page and check.

6.      You can always change the order of the pages on the left side by moving the desired page to the desired position via the following button .

7.      Click "Save" to save the changes.

Deleting a page

1.      Select the desired page.

2.      Click on the delete button .

3.      Click on "Save"