Portals

Owned by Lisa Barnett
Last updated: Oct 25, 2024
12 min read

Overview

This knowledge base article provides you with everything you need to know about Portals on your ShareVision site.

 

 

Requirements/Dependencies

Before setting up portals on your ShareVision site, you will need to

  • Login with Site Administrator permissions 

  • Have set up some forms, calendars and document libraries in Site Administration

  • Have developed a plan for the information will need to be made available to your ShareVision users (i.e. Consider how many portals you will need, what type of information will be included in each portal, who should have access to each portal) 

 

 

 Instructions

How to Access the Portal Settings

Once you have developed a plan for your ShareVision site and have set up the forms, calendars and document libraries that you will need to capture information and share documents, you are ready to start setting up your portals.

  1. Login to ShareVision with a user account that has Site Administrator permissions. 

  2. Select (click on) your name in the upper right hand corner

  3. Select Site Administration on the menu that appears

  4. The Site Administration Home page will be displayed. Select Portal Settings in the Site Settings section:

     

  5. The existing portals on your ShareVision site will appear on the Portal Settings page.

 

Portal Types

Four types of portals already set up on your site.

  • The Home and Contacts portals are standard portals. The Home portal is a system portal and is the Home page for your site. When selected, the landing page for the portal is displayed.

  • Clients and Services portals are Listing portals. When any of these portals are selected, these portals will display a list of client or service names. When a name is selected, the details for the selected name (client or service) will be displayed.

     

  • Reports: This portal is used to publish reports to your site which allows users to run them. A few reports are included on your site and your Site Administrator can create others. Please refer to the Report Designer knowledge base article for more information.

  • Administration: This portal allows for users that do not have Site Administration access to help manage your site. Refer to the Administration Portal knowledge base article for more information.

     

Portal Settings

The following provides how to customize an existing Portal. The Clients portal will be used in this example.

  1. In Portal Settings, select the portal you would like to customize. In this example, the Clients portal will be selected.

  2. When selected, the headings, pages and page parts for the selected portal will be displayed.

    The image below displays how the headings, pages and page parts in Portal Settings map to what ShareVision users will see on your site.

     

  3. The right hand side will display the Portal Settings:

    1. Buttons to add items to your site or to the portal.
      Buttons include:

      1. Configure Default Settings

      2. Additional Listing Portals
        Note: This option is available with ShareVision Plenty and ShareVision Plus subscriptions only.

      3. Create Portal

      4. Add Heading

      5. Add Page

      6. Recycle Bin

    2. Information about the portal: Where needed, we have included information about the portal.

    3. Set Portal Icon: See below for more details.

    4. View Portal and ID links: Selecting either the View Portal or ID link will open the Portal in a new tab allowing you to view it. 

    5. Name: You can change the Portal Name here.

    6. Accessible on settings: See below for more details.

    7. Listing Portal: The check box will be checked if this portal is a Listing portal.
      Note: The check box is displayed for your information only and you are not able to check or uncheck the check box. Your site comes with two listing portals: Clients and Services.

    8. Listing Page: Select which page will display the list the clients on the Clients portal.
      Note: This option will only appear on Listing portals.

    9. Landing Page: Select which page you would like set as the Landing Page for the portal. The Landing Page is the page that will be displayed when the Portal is selected.

    10. Portal Permissions: See below for more details.

    11. Delete Portal button: See below for more details.
      Note: This button will not be displayed on system portals such as the Home and Clients portals.

    12. Save Portal button: See below for more details.

 

 

Set Portal Icon

  1. You can change the icon on the Portal button by selecting the Set Portal Icon button in Portal Settings.

  2. An A-Z list of icons will be displayed. You can click a letter to see icons that correspond to that letter.

  3. Select an icon.

  4. Scroll to the bottom of the Portal Settings and select Save Portal.

  5. The icon will be added to the Portal button.

     

 

 

Sample of the available icons: 

Accessible on

You can access your ShareVision site on cell phones, tablets and computers. As a Site Administrator, using the Accessible on settings, you set which type of devices users can use to access the Portal. 

  1. If the checkbox below the device is checked, then the Portal can be accessed on the device. When unchecked, the Portal will not appear in the Quick Start menu if your ShareVision site is accessed on that type of device.

     

  2. Remember to save the changes.

Permissions

You will set which roles can access the portal in the Permissions area. 

  1. Roles listed on the left with the red background cannot access the portal. Roles listed on the right with the green background can access the portal.

  2. To provide all roles with permissions to the Portal, select the double arrow in the header of the Do Not Have Access box.

  3. All roles listed in the Do Not Have Access box will be moved to the Have Access box.

  4. To provide access to only one or some roles, select the role(s) you would like to provide permissions to and then select the single arrow in the header of the Do Not Have Access box. Note: You can select more than one group by pressing the CTRL key and selecting the groups you would like provide access to. 

     

  5. The selected role(s) will be moved to the Have Access box.

  6. To remove access to the portal from all roles, select the double arrow in the header of the Have Access box.

  7. All roles listed in the Have Access box will be moved to the Do Not Have Access box.

     

  8. To remove access from only one or some groups, select the group(s) you would like to remove access from and then select the single arrow in the header of the Have Access box.
    Note: You can select more than one group by pressing the CTRL key and selecting the groups you would like remove access from. 

  9. The selected role(s) will be moved to the Do Not Have Access box.

  10. Remember to save the changes.

 

Saving Changes Made to a Portal

To save the changes, scroll down on the Portal settings (right hand size) and select Save Portal.

If you navigate away from the portal without selecting the Save Portal button, the following window will appear:

Select an option:

  • Save: saves the changes and you will not navigate away from the portal

  • Don’t Save: allows you to navigate away from this portal and your changes won’t be saved

  • Cancel: closes the window and the changes are not saved

 

Creating a new Portal

Additional portals can be added to your site.

  1. On the right side of Portal Settings, at the top, select the Create Portal button.

  2. Enter a Portal Name.
    Note: Short portal names are recommended



  3. Next, enter the Landing Page Name for the new portal.
    Note: The landing page is the page that will be displayed when a user selects the portal.

  4. Select Save. 

  5. The new portal, a heading and the landing page will be created.  The landing page is the page that will be displayed when the portal icon is selected.

  6. You can now set up your portal. Remember to save your changes before navigating away from the portal.

Important Details about New Portals

Only the Site Administrators role has access to new portals.

The heading that is created when a new portal is added to your site is a system heading. System headings are identified by a padlock icon and these headings cannot be edited or deleted. Refer to Quick Start Menu Headings for more information.

 

Hiding a Portal

There are two methods to hide a portal on the Quick Start menu.

Method #1 - Hiding the portal for all users

To hide the portal so that the portal icon is not visible for any user on the Quick Start menu on your site:

  1. In portal settings, select the portal you would like to hide

     

  2. In Accessible on, uncheck all three checkboxes

     

  3. Scroll down to the bottom on the right side of the portal settings for the portal and select Save Portal

     

  4. Go back to your site and refresh it. The portal will no longer be visible in the Quick Start menu

     

Method #2 - Hiding the portal for all users except Site Administrators

Permissions on each portal can be used to hide or make portals visible based on the roles assigned to users.

 

To hide the portal on the Quick Start menu on your site using portal permissions:

  1. It is recommended that you review the roles that have been assigned to users. In Site Administration, select Users in the Site Users and Security section

     

  2. The list of users for your site will be displayed which includes a column with the role(s) assigned to each user

     

  3. In Site Administration, navigate back to portal settings and select the portal you would like to hide. In this example, we will remove access to the Services portal for any user in the Staff role.

     

  4. On the right side of portal settings for the portal you would like to remove access from, scroll down to the Permissions section and select the role(s) in the Have Access box that you would like to remove access to the portal from
    Note: You can select more than one group by pressing the CTRL key and selecting the groups you would like remove access from. 

     

  5. Select the single arrow in the header of the Have Access box.

  6. The selected role(s) will be moved to the Do Not Have Access box

     

  7. Scroll down and select Save Portal.

  8. Any user in the Staff role will no longer see the Services portal when they log in

     

 

Making a Portal Visible

There are two methods to make a portal visible on the Quick Start menu.

Method #1 - Making the portal visible for all users

If a portal is hidden for all users on your site, check the Accessible on option in the portal settings for the portal.

  1. In portal settings, select the portal that is hidden to all users on your site.

     

  2. In Accessible on, check the checkboxes for the devices that the portal should be visible on. In this example, the Policies portal will be visible on tablets and on desktops (computers including laptops).

     

  3. Scroll down to the bottom on the right side of the portal settings for the portal and select Save Portal

     

  4. Go back to your site and refresh it. The Policies portal will now be visible in the Quick Start menu

     

Method #2 - Making a portal visible using Permissions

Permissions on each portal can be used to hide or make portals visible based on the roles assigned to users.

 

To make a portal on the Quick Start menu visible on your site using portal permissions:

  1. It is recommended that you review the roles that have been assigned to users. In Site Administration, select Users in the Site Users and Security section

     

  2. The list of users for your site will be displayed which includes a column with the role(s) assigned to each user

     

  3. In Site Administration, navigate back to portal settings and select the portal you would like to hide. In this example, we will provide access to the Services portal for any user in the Staff or Manager roles.

     

  4. On the right side of portal settings for the portal you would like to make visible for specified role(s), scroll down to the Permissions section and select the role(s) in the Do Not Have Access box that you would like to provide access to
    Note: You can select more than one group by pressing the CTRL key and selecting the groups you would like remove access from. 

  5. Select the single arrow in the header of the Do Not Have Access box.

  6. The selected role(s) will be moved to the Have Access box

  7. Scroll down and select Save Portal.

  8. Users in the Staff and Manager roles will see the Services portal when they log in

     

 

Deleting a Portal

While most portals on your site can be deleted, system portals cannot. System portals will have a message at the top of the portal settings page and these portals do not have a Delete Portal button.

When a portal is deleted, all pages and page parts in the portal are deleted at the same time. Deleted portals including the pages and page parts on the deleted portal will be moved to the Recycle Bin.

  1. To delete a portal, select the portal you would like to delete

     

  2. On the right side of the portal settings, scroll down and select Delete Portal

     

  3. A window will appear asking you to confirm the deletion. All pages and page parts that will be deleted when the portal is deleted will be listed.

     

  4. Select OK to confirm the deletion and the portal, pages and page parts will be deleted. To cancel the deletion, select cancel. If you select OK, the portal will be deleted and a Portal Deleted message will appear in the bottom right of the portal settings.

 

 Related articles