Requirements/Dependencies

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

• Login with ShareVision Administrator permissions 
• Have set up some lists and 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) 

How to Access the Portal Settings

Once you have developed a plan for your ShareVision site and have set up the lists and 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 the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
   
4. In Site Administration, select Configure Portal Settings in the Portals and Pages section:
   
   
   
   
5. The existing portals on your ShareVision site will be listed below the Reorder QuickStart heading. Note: You can change the order of the icons in your Quick Start menu in Reorder QuickStart. Learn more: Portals: Set Up and Configuration#Reorder Quick Start Portal Icons
   
   
   
   

Portal Types

There are 2 types of Portals:

 Standard Portals

 Listing Portals

About the Additional Icons in Portal Settings

In Portal Settings, you will notice that the name of some Portals, Pages and PageParts are followed by an icon. These icons include:

•  Padlock 
  
  
•  Information 

The Padlock Icon 

The padlock icon is used to identify ShareVision system Portals, Pages and PageParts. These system items are added to your site when your site is set up. While they can be deleted from Portal Settings which will remove them from the list of Portals and move them to the Portal Settings Recycle Bin, they cannot be permanently deleted from the Portal Settings Recycle Bin. Review the Portal Settings Recycle Bin article for more details. Also, system PageParts will have sections that cannot be customized. Refer to Duplicating a PagePart for some tips on how to access the PagePart sections that cannot be customized. 

The Information Icon 

The information icon is used to provide additional details about a Portal, Page or PagePart. When you mouse over this icon, a label will appear and will provide you with some additional information. Here are two examples:

Select this link to learn more About Landing and Master Pages.

Manage QuickStart Button

When you select the Manage QuickStart, the Manage QuickStart Order window will open. Refer to the Manage QuickStart knowledge base article for more details.

Accessible on

1. You can access your ShareVision on cell phones, tablets and computers. 
   
   
2. As a ShareVision Administrator, using the Accessible on settings, you set which type of devices users can use to access the Portal. 
   
   
   
3. 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.

See Hiding a Portal and Making a Portal Visible for more details.

Portal Permissions

You will set which groups have permission, or can see the Portal and access it, in the Portal Permissions area. 

1. Groups listed on the left with the red background cannot access the port. Groups listed on the right with the green background can access the portal.
   
2. To provide all groups with permissions to the Portal, select the double arrow in the header of the No Permissions box.
   
   
   
   

3. To provide permissions to only one or some groups, select the group(s) you would like to provide permissions to and then select the single arrow in the header of the No Permissions box.

   You can select more than one group by pressing the CTRL key and selecting the groups you would like provide permissions to. 

   
   
   

4. To remove permissions to the Portal from all groups, select the double arrow in the header of the Have Permissions box.
   
   
   
   

5. To remove permissions from only one or some groups, select the group(s) you would like to remove permissions from and then select the single arrow in the header of the Have Permissions box.

   You can select more than one group by pressing the CTRL key and selecting the groups you would like remove permissions from. 

   
   
   

Special Note about Adding a Group to a Portal

When you add any group to a portal to provide the group(s) you are adding with permission to that portal and if the portal has pages and/or pageparts with restricted access setup*, you will be prompted to either permit the group(s) you are adding access to the pages and/or pageparts with restricted access. The window that appears will list the pages and/or pageparges that have restricted access.

When this window appears, you will have 3 options:

Allow: If Allow is selected, then the group(s) you are adding will be provided with access to everything in the portal including all pages and/or pageparts with restricted access.

Only select Allow if you are sure that the group(s) being added should have access to everything with restricted access. If you select Allow and realize afterwards that you shouldn't have selected it, remove the permissions from the group(s) you added to the Portal. Then, add the group(s) again to select Deny.

Deny: If you select Deny, then the group(s) you are adding will not be provided with access to any pages and/or pageparts with restricted access.

If you need to assign access to some of the pages and/or pageparts with restricted access in the portal, you can assign the group(s) to the pages and/or pageparts they need to access.
 

Cancel: If you select Cancel, the group(s) that were selected to be added to the portal will not be moved to the Have Permissions box for the portal and the window will close.  

Saving Changes Made to a Portal

1. When you make changes to a Portal, a Warning! message will appear on the Portal Settings side. This message is a reminder to save the changes you have made.
   
   
   
2. To save the changes, scroll down on the Portal settings (right hand size) and select Save.
   
   
3. If you have made changes and select another area in Portal settings, a Warning window will appear.
   
   You can select:
   1. Save: Saves the changes and Success window will appear confirming that the changes were saved successfully. Select Close. Then, the item you selected will open.
   2. Don't save: Changes will not be saved and opens what you selected
   3. Cancel: Closes the Warning window and you will remain on the same portal. It is a good idea to review the Portal and decide if you want to save the changes you have just made. 
      
      

Adding a new Portal

To add a New Portal, you will need to access Portal Settings.

1. On the left hand side of the Portal Settings, at the bottom, below where all the Portals are listed, select + New Portal button.
   
   
   
2. Enter a Portal Name.
   
   
3. If you would like the page that is automatically created when you create a portal to have the same name as the portal, leave the Page Name blank. If you would like to give the page a different name, enter a name in Page Name.
   
4. Select Save. 
   
   
5. The new portal will be created and will appear in alphabetical order in the list of portals. 
   
   
   
6. You can now set up your portal. Refer to the Portal Settings above.

Note: When a new portal is added, by default, it is hidden from all users. Refer to Hiding a Portal and Making a Portal Visible for more information.

Hiding a Portal

You can hide a portal on the Quick Start Menu. This is a good way to work on setting up a portal before making it available to the users. 

1. To hide a portal, uncheck each checkbox in Accessible on:
   
   
   
   
2. Save the changes.
   
   
3. When no items are checked in the Accessible on section, an icon () with appear next to the portal name in the list of portals. 
   
   
   

Making a Portal Visible

1. To make a hidden portal visible on the Quick Start Menu, check at least one checkbox in Accessible on:
   
   
   Note: Refer to the Accessible on information for more details about these options.
   
   
2. Save the changes.
   
   
3. When at least on checkbox in Accessible on is checked, the will not appear following the Portal Name.
   
   
   

Reorder Quick Start Portal Icons

You can change the order of the Portal Icons in the Quick Start Menu. 

1. To reorder Portals, you will need to access the Portal Settings.
   
   
2. Once you access Portal Settings, you will land on Reorder Quickstart at the top of the page. All Portals will be listed below Reorder Quickstart.
   
   
   

3. The Reorder QuickStart Portal Icons will be displayed on the right side. 

   Only visible Portal Icons will be displayed in the Reorder QuickStart Portal Icons. Refer to Hiding a Portal and Making a Portal Visibile for more information.

4. To reorder the icons in the Quick Start menu, click and drag a Portal Icon to the required position (order).
   
   
   
5. The position you drag the icon to will be the new place that icon resides in the Quick Start menu.