Administering eXo Platform¶

This chapter is for administrators only who have the highest right to administer eXo Platform via the following topics:

Branding eXo Platform Instructions on how to change your company logo and the color of the top navigation bar in the portal.

Notification administration Instructions on how to enable/disable notification plugins.

Customizing the look and feel of eXo Platform Instructions on how to create and apply a global stylesheet into a site.

Editing eXo Platform Instructions on how to edit certain aspects of eXo Platform, including website content, pages and sites.

Removing an application from eXo Platform Instructions on how to completely remove an application from eXo Platform.

Content Administration The way to access the Content Administration page where you can manage workspaces, drives, node types, metadata, templates, and queries.

WebDAV Definition of WebDAV and its advantages, how to access a workspace using various WebDAV clients (on a web browser or in an OS window), and WebDAV restrictions.

Managing your organization Instructions on how to manage users, groups and memberships in eXo Platform.

Administrating spaces Instructions on how to manage spaces, their permissions and templates in eXo Platform.

Administrating Agenda Instructions on how to manage Agenda Connectors and Webconferencing on Agenda application in eXo Platform.

Managing Application Center Instructions on how to manage Application Center

Managing sites In-depth instructions on how to create, edit and delete sites.

Managing pages Steps to add/delete a new page, and edit its properties and layout.

Managing permissions Introduction to permission levels in eXo Platform, and how to set permissions at various levels.

Managing navigations Introduction to navigation levels eXo Platform, and in-depth instructions on how to perform various actions on navigation nodes.

Managing applications How to manage categories, portlets and gadgets, and introduction to management and monitoring gadgets in eXo Platform.

Managing News How to manage News related pages and content.

Managing wallets How to manage users and spaces wallets.

Managing Kudos How to manage the use of kudos by users.

Managing Rewards How to manage the rewarding programs.

Managing gamification How to manage domains, rules and badges, and introduction to management and monitoring gamification in eXo Platform.

Building an online community How to enable users to register themselves, publish some resources for anonymous access

Branding eXo Platform¶

eXo Platform allows you to easily brand eXo Platform by changing your company logo, the color of the top navigation bar in the portal and picking colors for your buttons, titles, etc..

Click –> OTHER –> Branding on the side navigation bar.

The Branding page will be displayed:

Details:

The Company Name pane: Uploads your company name to be displayed in the topbar and will be used in the left side of the top navigation bar.
The Select Logo pane: Uploads your company logo that must be in the .png format, and with Recommended size 300x34 and a transparent background.
The Primary, Secondary and Tertiary colors of the Digital Workplace branding.
The Select Navigation Bar Style pane: Selects the navigation bar style suitable to your logo. There are two styles available on the portal, consisting of Light which is default, and Dark.

Note

As default values, the default Company name is COMPANY and a default logo are predefined in the Digital Workplace.

Click Drop your image here or Upload from your computer to browse and upload the logo from your local device;

Or, drag the logo from your local device and drag it into the Select Logo pane. This way is just done if your browser supports the HTML 5 and the Drag and Drop function.

Note

Even if you delete your company logo, the default logo will be displayed..

Click on Primary, Secondary and Tertiary color pickers so that your style selection from a color picker will also make the color of buttons and backgournd.

You can use the color picker right to select a color and get the HTML Color Code of this pixel. Also you get the HEX color code value of the selected color or put on your HEX and it will be automatically identified, or even you can select a predefined color from the palette.

Note

Primary color Call to action color, Emphasized titles, text hover or press, hyper-links or selected links (Primary and text buttons , Notifications, Actions icon buttons, Spaces and avatars names, mention tags , , etc..)

Secondary color is used for to Default Titles, Headings and default buttons text (like in Selected menu ).

Tertiary color is used for Exceptions, active tabs , Badges, inactive icons (non clickable icons) and stepper .

Click the box in the Select Navigation Bar Style pane and select one style from the two choices, Light or Dark, displayed in radio buttons.

Tip

If your logo is light and colorful, you should select the Dark style. If it is darker, you should select the Light style.

Click Save to accept your changes.

Notification administration¶

eXo Platform allows administrators to enable/disable notification plugins in the administrative interface.

To do so, simply select –> OTHER –> Notifications on the top administration bar.

The Activity Notification Administration page will be displayed as below:

Notification types: Enables or disables notification types globally.
- Notification: Name and categories of the notifications.
- Title: Title of the notification that will be shown in the email.
- Enable: Enables or disables sending notifications types for each corresponding notification type. Checking the option enables the notofications channels, unchecking it disables it:
  - Email Notifications: For sending emails notifications.
  - Mobile Push notifications: For pushing pop up notifications in mobile devices.
  - On-Site Notifications: For sending On-site notifications.
Name: Defines the display name of the email sender in the From field.
Address: Defines the email address of the sender in the From field. It must be in the correct form, such as username@abc.com.

Note

Once a notification type is disabled, it will disappear from the Notification Settings page of all users, and no new notification of this type is sent anymore.
The My Tasks settings are available only if the Task Management add-on is installed.

Customizing the look and feel of eXo Platform¶

As a web-contributor or an administrator, you can easily customize the look and feel of eXo Platform by editing the existing Globalstylesheet.css file or creating a new global stylesheet and applying it into the portal.

Global stylesheet is a shared one which is applied into your entire site. Global stylesheets of eXo Platform are put into the css folder to manage the stylesheet of your desired site. This section aims at showing you how to create and apply your own global stylesheet through Sites Explorer.

This section covers the following topics:

Creating a global stylesheet Detailed instructions on how to create, edit and rename a global stylesheet.
Checking the display Steps to activate a global stylesheet and check its display.

Creating a global stylesheet¶

Click –> Content –> Content Explorer on the side navigation bar.
Select the Site Management drive in the drives list.
Select a site in the Sites Management panel, for example, intranet, then select the css folder.
Click to open the CSS File form which allows creating a new global stylesheet.

Enter the name of global stylesheet into the Name field, for example, GlobalStylesheet_Orange.
Set the value as “True” in the Active field to activate your global stylesheet for your site. “True” is set by default when a new global stylesheet is created. If you select “False”, your newly created global style will be disabled.
Input one positive integer into the Priority field, for example “10”.

Define your styles in the CSS Data field. Here, you can directly enter your CSS rules, or copy and paste them from your favorite text editor.

For example, you can define your styles with the following CSS:

.UIToolbarContainerDark .NormalContainerBlock .ToolbarContainer {
  background-color: orange;
                    background-image: none;
  background-repeat: repeat-x;
  border-bottom: 1px solid #2C3440;
}

Click Save or Save & Close to save your newly created global stylesheet. You will see your global stylesheet in the Sites Management panel.

Note

The values in both of the Active and Priority fields decide if your newly created global stylesheet is applied into your site successfully or not.

If the Active field is set to “True” in many global stylesheets, the system will automatically merge all the global stylesheets into the ${site-name}/Enterprise/Stylesheet-min-lt.css file of the css folder in the ascending order and get the stylesheet with the highest priority. Thus, after selecting “True”, to make sure that your stylesheet is applied, you need to pay attention to the priority level so that the selected priority of your stylesheet is higher than those of other global stylesheets in the css folder.
The default global stylesheet will be automatically created in the css folder when you create a new site. However, this global stylesheet can be overwritten by either setting “False” for its Active field or setting the higher priority for other global stylesheet than that of the default global stylesheet.
- When you want to create a common stylesheet to share for all sites in the portal, you should create one in the
Sites Management/shared/css folder. This stylesheet will be rendered and applied into your desired site when you switch to it.

Editing a global stylesheet¶

Simply select your desired global stylesheet and click Edit on the action bar, or right-click the file and select Edit from the drop-down menu to open the CSS File form.

Renaming a global stylesheet¶

Simply right-click your desired global stylesheet in the Sites Management panel, then select Rename.

Checking the display¶

You can have several global stylesheets in one site. To see differences when applying various global stylesheets, for example, GlobalStylesheet_Blue and GlobalStylesheet_Orange, do as follows:

Activate the GlobalStylesheet_Blue and GlobalStylesheet_Orange files by turns.
Open your desired site by entering its URL in the address bar, for example, opening the intranet site: http://{domain-name}/portal/intranet.

Note

The two GlobalStylesheet_Blue and GlobalStylesheet_Orange should been added to /intranet/css folder.

If you activate GlobalStylesheet_Blue, your site is as below:
If you activate GlobalStylesheet_Orange, your site is as below:

Editing eXo Platform¶

If you belong to members of editor or administrator groups, you will see on the top navigation bar. By clicking this button, you will see a drop-down menu that allows you to edit content, pages and site quickly.

Editing a website’s content¶

Note

You can do this function only when the ACME add-on is already installed by your administrator. See here for how-to.

Simply click Content from the drop-down menu. The Edit mode will be turned on. For more details, see Edit mode.

Editing a page¶

Hover your cursor over Page, then click:

Edit Layout if you want to edit the page’s layout as stated in Arranging the page layout.
SEO if you want to manage SEO. See Managing SEO for details.
Add Page if you want to add a new page. See Using Page Creation Wizard for details.

Editing a site¶

Hover your cursor over Site, then click:

Layout to edit the site’s layout. See Editing layout for details.
Click Navigation to manage navigation. See Managing navigations for details.
Click Add Site to add a new site. See Creating a new site for details.

Removing an application from eXo Platform¶

When installing an addon in eXo Platform, an application appears in the platform’s navigation and it could be added to spaces applications list.

When unistalling the addon, its corresponding navigation remains in the platform.

Note

To follow the below steps in eXo Platform 6, you shoud install the addon exo-layout-management which enables you to edit site’s layout and navigation.

To completely remove it, follow these steps:

1- Switch to site’s edit mode by clicking on Edit -> Site -> Edit Navigation

==> The site’s navigation appears

2- Right click on the corresponding application’s navigation i.e. the navigation of the unistalled addon

3- Click on Delete Node button and then the confirmation button.

If the application was installed in a space, below are the required steps to be done by the space owner or any space manager:

1- Go to Space Settings TA4 then to Navigation tab

2- Right click on the correspong navigation of the uninstalled addon and click on Delete Node button

Content Administration¶

This section covers the following topics:

Working with Templates Instructions on how to view, edit and delete the predefined templates or add a new template.
Working with Explorer Instructions on how to manage drives, views, and tags.
Working with Repository Instructions on how to manage namespaces, node types and locks.
Working with Advanced configuration Instructions on how to manage with categories, queries, scripts, and actions.

Only administrators and web contributors can access the Content Administration page to manage all workspaces, drives, node types, metadata, templates, queries, and more.

To access the Content Administration page, click –> Content –> Content Administration on the side navigation bar.

The Content Administration page will appear.

From this page, you can access:

Templates : Manage templates of documents, CLV and metadata.
Explorer : Manage views, drives and tags.
Repository : Manage namespaces, node types and locks.
Advanced : Manage categories, queries, scripts and actions.

Working with Templates¶

When creating content in eXo Platform, you must set its properties. Thus, each content needs to have a form to enter data for its properties (called the Dialog template), and display the existing values (called the View template). In the templates management, you are able to view, edit and delete the predefined templates or to add a new template.

From the Manage ECM Main Functions panel, select Templates.

eXo Platform provides 3 available template types, including:

Documents: Manages view, dialog and CSS templates of document types.
List: Manages Content List
Viewer templates.
Metadata: Manages view
and dialog templates of metadata node types.

Document templates¶

In Templates, select Documents to open the Documents panel.

The Documents templates are categorized into 3 sub-tabs that makes ease for management. You can use default templates provided by PRODUCT in each sub-type or define a new template.

The Documents tab includes Contact Us, Product, Accessible Media, Announcement, CSS File, HTML File, Javascript File, Web Link, Illustrated Web Content, Web Content, File, Accessible Breadcrumb, Accessible Navigation, and Accessible Site Search Box.
The Actions tab includes Add Metadata Action, Automatic Versioning, Enable Versioning, Populate to Menu, and Add Category Action.
The Others tab includes Comments, Votes, and File Content.

Note

Contact Us and Product are for the ACME site, so these templates only appear when the ACME site is enabled.
Accessible Breadcrumb, Accessible Navigation and Accessible Site Search Box are for the WAI site, so these templates only appear when the WAI site is enabled.
Populate to Menu only appears in the list of Action templates when the ACME site is enabled.

Editing/Deleting a Document template¶

Editing a Document template

Select the template type tab (Documents, Actions or Others).
Click corresponding to your desired template in the Action column.

The View & Edit Template form appears.

Make changes on the values of each tab, including:

In the Template tab, you can edit the label of the template. The is Document Template checkbox is selected by default when you select the Documents tab. However, this checkbox is disabled by default when you select the Actions or Others tab.
In the Dialog tab, you can add a dialog, edit or delete an existing dialog. Besides, you can set permission to use the dialog form for a specific group and membership. Setting the * membership will allow all users of the group to have this permission. For more details, see Dialogs.
In the View tab, you can add a view, edit or delete an existing view. Besides, you can set permission to view the template for a specific group and membership. Setting the * membership will allow all users of the group to have this permission. For more details, see Views.
In the CSS tab, you can add a new stylesheet, edit or delete an existing stylesheet.

Note

You cannot delete the default dialog/view.
You cannot change the dialog/view/CSS name.
If you click Enable Versioning or Versioning activated checkbox, the edited dialog/view/CSS automatically increments one version after you have clicked Save. It is displayed at the Version column.
After the dialog/view/CSS has been enabled versioning, you will see the Versions field and the Restore button at the bottom of the form. You can use Restore to roll back to a selected version.

Deleting a Document template

Simply click corresponding to the template you want to remove, then select OK in the confirmation message.

Adding a new document template¶

Select the template type tab (Documents, Actions or Others).
Click Add Template at the bottom to open the Template Form window.

Note

The is Document Template checkbox is selected by default when you select the Documents tab. However, this checkbox is disabled by default when you select the Actions or Others tab.

Select the template type from the Name drop-down menu.
Specify a name for the template in the Label field.
Click next to the Permission field to open the Select Permission dialog.
Optionally, select the Dialog tab, View, and/or CSS and enter the value in the input-text box.
Click Save to create the template.

List templates¶

In Templates, select List to open the List panel. There are 3 types of List (also called CLV) templates: Content, Navigation and Paginator.

Editing/Deleting a List template¶

Editing a List template

Click corresponding to your desired template in the Action column.

The Edit List Template form appears.

Make any changes on fields: Content, Name, or change the template type from the Template Type drop-down menu.

Note

You cannot change the Template Name field.

Deleting a List template

Simply click corresponding to the template you want to remove, then select OK in the confirmation message.

Adding a new List template¶

Click Add Template at the bottom to open the Add List Template window.

Add values to the Content, Name, Template Name fields and select the template type from the Template Type drop-down menu.

Note

After creating your new List template, you cannot edit the Template Name field.

Click Save to finish adding your new list template, or Reset to clear your entered values.

Metadata templates¶

Metadata are information which describes, or supplements the central data. When data are provided to end-users, the metadata allow users to understand about information in details.

In Templates, select Metadata to open the Metadata panel.

Viewing a Metadata template

Simply click corresponding to the metadata you want to view.

The Metadata Information form will open.

Editing a Metadata template

Click corresponding to your desired template in the Action column.

The Edit Metadata’s Template form appears.

Change the required properties of the metadata.

Note

You cannot edit the metadata name.

Click Apply to save all metadata changes.

Deleting a Metadata template

Simply click corresponding to the template you want to remove, then select OK in the confirmation message.

Working with Explorer¶

From the Manage ECM Main Functions panel, select Explorer.

Here you can manage:

Views
Drives
Tags

Views¶

eXo Platform provides various drives for you to store and manage your content efficiently. Each drive has some views that enable you to view data in the drive in a particular way. Each view has some action tabs and each action tab contains some functions.

eXo Platform supports you some ways to view nodes in a specific folder and show actions of corresponding tab on the Action bar.

The number of view types depends on which drive you are browsing. In Explorer, select Views to open the Views panel.

Views in eXo Platform¶

All eXo Platform views are in the Views tab. Here, you can view, edit, delete, and add new views.

Admin

Icons

List

Categories

Web

To learn about differences between these views, see the following table:

View names	Default actions	Default templates	Default permissions
Admin	Add Folder, Edit Document, View Permissions, Manage Actions, Manage Auditing, Manage Relations, Show JCR Structure, Upload, View Metadata, View Properties	List	`*:/platform/admini strators`
Icons	Add Folder, Edit Document, Manage Versions, Tag Document, Upload, View Metadata, View Permissions, Vote, Comment, Watch Document, Overload Thumbnail	Thumbnails	``*:/platform/users` `
List	Add Folder, Edit Document, Manage Versions, View Permissions, Tag Document, Upload, View Metadata, Vote, Comment, Watch Document	List	``*:/platform/users` `
Categori es	Add Category, Add Document, Edit Document, View Permissions, Manage Categories, Manage Publication, Approve Content, Publish, Request Approval, Upload, Tag Document, Vote, Comment, Watch Document	Content	`*:/platform/web-co ntributors`
Web	Add Category, Add Document, Add Folder, Edit Document, Manage Categories, Manage Publication, Approve Content, Publish, Request Approval, Upload, View Permissions Tag Document, Vote, Comment, Watch Document, Add Translation	Content	`*:/platform/web-co ntributors`

Viewing/Editing/Deleting a view¶

Viewing

Simply click corresponding to your desired view in the Action column.

The View form will open.

Editing a view

Click in the Action column.

The Edit View form appears.

Edit the view properties.

You cannot change the view name.
If you select the Enable Version checkbox, this view automatically increases to one version after you have clicked Save. It is displayed at the Base Version column in the Views tab. Moreover, the View tab in the Edit View form will have the Restore Version field which allows rolling back a given version.

By default, the Hide explorer panel in side bar checkbox is only selected for the Admin and List views. This means you can use the Explorer tree to browse content from the side bar in the Icons, Categories, and Web views by default. However, in the Admin and List views, you need to deselect these checkboxes first.

Optionally, select the Action tab to do the following actions on the tab.

i. Click to edit one existing tab. You can add or remove functions on the selected tab by selecting/deselecting the corresponding checkboxes. Note that you cannot change the tab name.
1. Click to delete an existing tab.
1. Click Add to add a new tab to the view.

Optionally, select the Permission tab to delete the existing permissions or to add new permissions.

Note

Setting the * membership for a group will allow all users of the group to use this view when exploring documents.

Click Save to apply all changes in the View tab.

Adding/deleting an action in a view

In the previous part Views in eXo Platform, we described different views in eXo Platform with their defaut actions.

It is possible to edit the action bar of a view by following these steps:

Log in to eXo Platform as an administrator.
Go to Administration –> Content –> Content Administration.

In Manage ECM Main Functions panel click on Explorer tab and then click on Views item.

In the right panel, click on edit button of the view you want to change, List view for example.
In the Edit form, select Action tab then click on .

A new popup appears, you can check to add or uncheck to delete actions on the view.

Click Save to apply actions check/uncheck then save in the Edit View form.

Deleting a view

Click corresponding to the view you want to delete, then click OK in the confirmation message.

Note

You cannot delete a view which is in use.

Adding a view¶

Click Add View located at the bottom to open the Add View form.

Specify the view name in the Name field that must be unique, and only contains standard alphanumeric characters. This field is required.
Select one template from the Template drop-down menu.

Note

Tick the Enable Version checkbox if you want to activate versioning for your view.

Select the Action tab, then click Add to create a functional tab on this view. This step is required.

The Add/Edit Tab form appears.

i. Enter the name for the tab in the Tab Name field.
ii. Tick checkboxes corresponding to the actions you want to add to the tab.
iii. Click Save to finish creating a tab.

The newly created tab is displayed in the Tab column.

Select the Permission tab, then click Add to add permissions for the view. It is required.
Click Save to finish adding your view.

Explorer templates in eXo Platform¶

In the Views form, click the Explorer Templates tab to see a list of Explorer templates. Currently, there are 3 Explorer templates which can be used for views in eXo Platform, including: Content, List and Thumbnails.

Here, you can edit information, delete or add a new Explorer template.

Editing/Deleting an Explorer template¶

Editing an Explorer template

Click next to the template you want to edit.
Change the current template’s properties.

Note

You cannot edit the template name.
If you tick the Enabled Version checkbox, this template will automatically increase to one version after you have clicked Save. Then, the Edit Explorer Template form has more the Select Version field.
If the template has at least two versions, the Edit Explorer Template form displays Restore at the form bottom that allows restoring to a selected version.

Click Save to accept all changes.

Deleting an Explorer template

Click corresponding to the template you want to delete, then select OK in the confirmation message.

Adding an Explorer template¶

Click Add to open the Add Explorer Template form.

Input content of the template in the Content field.
Input a name for the template in the Name field.
Select a type for the template in the Template Type field.
Click Save to accept adding this new template.

Drives¶

Drive is a shortcut to a specific location in the content repository that enables administrators to limit visibility of each workspace for groups of users. It is also a simple way to hide the complexity of the content storage by showing only the structure that is helpful for business users.

Currently, eXo Platform presets 6 drive types. However, the number of drives you can access depend on your user role. Also, these drives use the various views. See the following table to make distinction between drives:

Drives	Workspace	Permissions	Views
Personal Documents	collaboratio n	`*:/platform/users`	List, Icons, Admin
*Collaboration *	collaboratio n	`:/platform/administrat ors, :/platform/web-cont ributors`	Wed, Admin
Groups	collaboratio n	`*:${groupId}`	List, Icons
Managed Sites	collaboratio n	`:/platform/administrat ors, :/platform/web-cont ributors`	Web
Powers	collaboratio n	`* :/platform/web-contri butors`	Categories
Trash	collaboratio n	`*:/platform/administrat ors`	Admin

In Explorer, select Drives.

Here, you can do certain actions on the drives as follows:

Editing a drive
Deleting a drive
Adding a new drive

Editing a drive¶

Click corresponding to your desired drive in the Action column.

The Edit Drive form appears.

Edit the properties as required.
Click Save to commit your changes.

Note

The drive name cannot be edited in this form.

Deleting a drive¶

Simply click that corresponds to the drive you want to delete, then select OK in the confirmation message.

Adding a new drive¶

Click Add Drive at the bottom to open the Add Drive form.

Input a name for the new drive in the Name field that is required.
Select a workspace for the drive from the drop-down menu by clicking the Workspace entry.

Select the home path for the drive by clicking .
Browse an icon for the workspace by clicking .
Select permissions for groups that have access rights to this drive by clicking .

Note

Setting the * membership for a group will allow all users of the group to access this drive (via DocumentsShow Drives), regardless of their membership role.

Select or deselect the various checkboxes to hide or show the drive elements respectively.

Select the document type that will be created in this drive.
Limit the node types shown in the left tree by clicking next to the Allowance nodetype on left tree field.

If you do not select the value for this field, this means all node types are shown in the left tree. The “empty” value is converted into * once you have clicked Save.
If you define specific node types in this field, only these node types are shown in the left tree.

Select the Apply Views tab and select the view types you want to be available in the drive.

Click Save to complete creating the new drive, or Refresh to clear the form.

Tags¶

The Tagging function enables you to manage tag styles.

In Explorer, select Tags to open the Tags panel:

The style of tag which is applied depends on the number of documents using the tag. For example, if one tag is used twice, its style will be font-size: 12px; font-weight: bold; color: #6b6b6b; font-family: verdana; text-decoration:none;.

Editing/Deleting a tag style¶

Editing a tag

The Tag Manager tab enables you to edit the existing tags.

Click corresponding to the tag name which you want to edit in the Action column to edit the tag style configuration. The Edit Tag Style Configuration form appears which is similar to that of adding a tag style.
Change values in the fields, including Number of Occurrences and HTML Style, except Style Name.
Click Update to save new changes.

Deleting a tag

To delete one tag style, simply click in the Action column, then select OK in the confirmation message.

Adding a tag style¶

Click Add Style at the bottom to open the Edit Tag Style Configuration form.

In which:

Field	Description
Style Name	The tag name which cannot be edited after you have added.
Number of Occurrences	The number of documents assigned to a tag.
HTML Style	Includes font-size, font-weight, color, font-family, and text-decoration.
*Asterisk ()**	Indicates the fields are mandatory.

Input values in the fields: Style Name, Number of Occurrences, and HTML Style.
Click Update to accept adding a new tag style.

Note

The format of valid range must be: a..b where ‘a’, ‘b’ are positive integers. You can use * instead of ‘b’ to indicate it is unlimited. For example, 0..2 (means 0-2 documents assigned to a tag), 10..* (means at least 10 documents assigned to a tag). The HTML Style textbox cannot be empty. You can change values of font size, font weight, color, font family, and text decoration later.

Setting permissions on public tags¶

The Tag Permission Manager tab helps you set permissions regarding to editing and deleting public tags.

Setting permission to tag management

Here, you can click or or to add permissions to the users, memberships or anyone respectively. Then, click Add to add your selected permissions to the User or Group table.

Note

If you set the * membership for a group, all users of the group will be able to manage tags, regardless of their membership role.

Deleting a permission

In the User or Group table, simply click , then select OK in the confirmation message.

Working with Repository¶

From the Manage ECM Main Functions panel, select Repository.

Here you can manage:

Namespaces
Node types
Locks

Namespaces¶

The namespace is a prefix in the node type name. It enables you to create node types without fearing any conflict with existing node types.

In Repository, select Namespaces to open the Namespaces panel.

Registering a namespace

Click Register at the bottom of the Namespaces form open the Register New Namespace form.

Enter the value for the Namespace Prefix field that is required.
Enter the value for the URI field which must be unique and required.

Note

The namespace must not contain special characters, such as !,#,$,&,\*,(,).

Node types¶

This function is used to control all node types in eXo Platform.

In Repository, select Node Types to open the Node Types panel.

Viewing node types

Click corresponding to the node you want to view. The View Node Type Information form will appear.

Click Close at the bottom of the form to exit.

Adding a node type

Click Add at the bottom of the Node Types page to open the Add/Edit Node Type Definitions form.

Select a namespace for the node.
Enter a name in the Node Type Name field. This field is mandatory and its value must be unique.

Note

The name must not contain special characters, such as !,#,$,&,\*,(,).

Select a value for the Is Mixin Type field.

True: This node is Mixin type.
False: This node is not Mixin type.

Select a value for the Orderable Child Nodes field.

True: Child nodes are ordered.
False: Child nodes are not ordered.

Enter a value for the Primary Item Name field.
Enter a value for the Super Types field. Clicking will direct you to the Super Types tab for you to search for available super types.
- Property Definitions: Lists all definition names of the Property tab.
- Child Node Definitions: Lists all definition names of the Child Node tab.
Click Save to accept adding a new node type, or Save as Draft to save this node type as draft.

Importing node types

Click Import at the bottom of the Node Types page to open the Import Node Type From XML File form.

Click Select File to upload a file.

Note

You must upload an XML or ZIP file. This file is in the node type’s format.

Click the Upload button.

Note

If you want to upload another file, click to delete the file which has just been uploaded, then upload other files.

Tick the checkboxes corresponding to the nodes that you want to import.
Click Import to complete importing a node type.

Exporting node types

Click Export at the bottom of the Node Types page to open the Export Node Types form.

Click Uncheck all if you do not want to export all node types. After clicking Uncheck all, this button becomes the Check all button.
Select nodes that you want to export by ticking the corresponding checkboxes.
Click Export in this form.
Select the location in your device to save the exported node.

Note

You must select at least 1 node type to be exported. If you do not want to export the node, click Cancel to quit this pop-up.

Locks¶

In Repository, select Locks to open the Locks panel. The locked nodes will be listed in the right panel.

Unlocking a node

Simply click corresponding to nodes which need to be unlocked in the Locked Node tab. The unlocked nodes will disappear from the locked nodes list.

Managing locks

Administrators can manage and add the unlock permission for another group and users in the Manage Lock tab.

Select the group on the Select Group panel and the corresponding membership on the Select Membership panel. The selected group will be listed in the Groups Or Users column.

Click corresponding to the group which you want to remove from the “Unlock” permission list, except the *:/platform/administrator group.

Note

If you set the * membership for a group, all users of the group will be able to manage locks, regardless of their membership role.

Working with Advanced configuration¶

From the Manage ECM Main Functions panel, select Advanced.

Here you can manage:

Categories
Queries
Scripts
Actions

Categories¶

A category can be understood as a classification practice and science. It is used to sort documents, aiming at facilitating searches. The category management includes adding, editing and deleting a category tree.

In Advanced, select Categories. You will be directed to the Categories panel as below:

Here, you can do the following actions:

Editing a category tree
Deleting a category tree
Adding a category tree

Editing/Deleting a category tree¶

Editing a category tree

Click in the Action column to open the Edit Category Tree form.

Click in the Add column to add more category trees. The mini Edit Category Tree form will appear.

Enter a category name in the Category Name field which is required.

Note

The category name must not contain more than 150 characters.

Click Save to save the category name.
Click Previous to return to the previous steps.
Click Save to save all changes, or Previous or Next if you want to edit more.

Deleting a category tree

Simply click in the Action column, then select OK in the confirmation message.

Adding a category tree¶

Click Add Category Tree to open the Add Category Tree form.

Enter the category tree name in the Name field which is required.
Select the workspace you want to work with.
Select the home path by clicking . The Select Home Path form will appear.

Click next to Root Path if you want to select the root path or;
Click the arrow icon to go to the up level path and click the plus sign to expand the folder in the left pane.

Click corresponding to the path that you want to select as a home path.

Click Next to select permissions for the category tree.

i. Click or or to set permissions for user, membership or everyone respectively. Your selected user or membership will be displayed in the User or Group column.

Note

When ticking any permissions above (Read, Add Node or Remove), if you set the * membership for a group, this permission will be granted to all users of the group, regardless of their membership role.

ii. Check the right options for the selected user to membership:

Note

Ticking only Add Node Right or Remove Right means that Read Right is selected automatically.

Click Save to save all values, or Reset to change values that have just been set. After clicking Save, click Next to go to the next step.

Enter the name for an action of the category tree in the Name field which is required.
Select values for Lifecycle, Node Types, Target Workspace, Target Path, Affected Node Types which are required.
Click Save to commit all values.

Note

Do not input some special characters into the Name field, such as: !,#,$,&,\*,(,).
Do not add a category which has the same name and level with existing taxonomies in a node.

Queries¶

In Advanced, select Queries. You will be directed to the Queries panel as below:

Here, you can do certain actions on the queries as follows:

Editing a query
Deleting a query
Adding a new query

Editing a query¶

Click in the Action column to open the Edit Query form.

Edit the properties of the selected query.

Note

In the Permissions field, if you set the * membership for a group, all users of the group will be able to access this saved query, regardless of their membership role.

3 .Click Save to accept all changes.

Deleting a query¶

Simply click in the Action column, then select OK in the confirmation message.

Adding a new query¶

Click Add Query to open the Add Query form.

Enter a query name into the Query Name field that is required.
Select the query type from the Query Type drop-down menu.

xPath (XML Path Language) is a language for selecting nodes. For example, /jcr:root/Documents/Live.
SQL (Structured Query Language) is a database computer language.

Enter the statement for the query that must be unique.
Check or uncheck the Enable Cache Results option. If you tick this checkbox, for the first time you use this query to search, the result will be cached. For the second time you search using this query, it will show the cached results. After 10 minutes, the cache will be removed.

For example, you have the Test query with the //element (*, nt:file). In Sites Explorer, you have a nt:file document named File1. When you execute the query Test, only the File1 document is shown. After that, create a nt:file document named File2 and execute the query Test, only the File1 document is listed. After 45 minutes, the cache will be removed. When you execute the query Test, File1 and File2 will be listed.
Select permissions for a group that can use this query by clicking .

Note

In the Permissions field, if you set the * membership for a group, all users of the group will be able to access this saved query, regardless of their membership role.

Click Save to finish adding a new query.

Scripts¶

In Advanced, select Scripts. You will be directed to the Scripts panel as below:

The Scripts panel has 3 tabs:

Actions which is for action scripts.
Interceptors which is for dialog interceptors.
Widgets which is for widget scripts.

Here, you can do certain actions on the scripts as follows:

Editing a script
Deleting a script
Adding a new script

Editing a script¶

Editing a script

Click in the Action column to open the Add/Edit Script form.

Edit the properties in this form.
Click Save to save all changes.

Deleting a script¶

Simply click in the Action column, then click OK in the confirmation message.

Adding a new script¶

Click Add Script to open the Add/Edit Script form.
Enter values for the Content, Name and Script fields.

Note

The value for the Script field must be unique and not contain special characters, such as !,#,$,&,\*,(,).

Click Save to accept adding your new script.

Actions¶

This function allows you to manage all action nodes in eXo Platform. In Advanced, select Actions to open the Actions panel.

Here, you can do certain actions as follows:

Editing an action
Deleting an action
Adding an action type

Editing an action¶

Click in the Action column to open the Add Action Type form.
Edit the properties in this form.
Click Save to save all changes.

Deleting an action¶

Simply click in the Action column, then select OK in the confirmation message.

Adding an action type¶

Click Add Action Type to open the Add Action Type form.

Input a name for the action.
Select the script type.
Enter the value for the Variables field.

Click to add more values for the action.
Click to delete one value.

Click Save to accept adding a new action type.

WebDAV¶

WebDAV enables you to use the third party tools to communicate with hierarchical content servers via HTTP. It is possible to add and remove documents or a set of documents from a path on the server.

Note

If you add some documents (by uploading) via WebDAV, you should check carefully its version history. See Document Versioning for more details.

What is WebDAV?

WebDAV is an abbreviation of Web-based Distributed Authoring and Versioning. It is used to publish and manage files and directories on a remote server. It also enables users to perform these functions on a website.

WebDAV provides the following features:

Locking: This feature prevents two or more collaborators from overwriting shared content.
Site Manipulation: WebDAV supports the “copy” and “move” actions and the creation of collections (file system directories).
Name Space Management: This function enables copying and moving webpages within a server’s namespace.

Why uses WebDAV?

With WebDAV, you can manage content efficiently with the following actions:

Copying/pasting content on your device and have those changes reflected in a host-based site.
Manipulating actions on a content easily, quickly and flexibly without accessing it directly via web browsers. Content can be accessed from anywhere and is stored in local directories.
Easily and quickly uploading content to eXo Platform simply by copying it into the appropriate directory.

Connecting to WebDAV¶

In eXo Platform, there are 2 modes of WebDAV:

Public: Login is not required, and users can view all the public items. The URL to access will be: http://mycompany.com:port/rest/jcr/{RepositoryName}/{WorkspaceName}/{Path} or dav://mycompany.com:port/rest/jcr/{RepositoryName}/{WorkspaceName}/{Path}.
Private: Login is required, and users can view all the items which they had access right. The URL to access will be: http://mycompany.com:port/rest/private/jcr/{RepositoryName}/{WorkspaceName}/{Path} or dav://mycompany.com:port/rest/private/jcr/{RepositoryName}/{WorkspaceName}/{Path}.

In which:

mycompany.com:port: The URL of your site.
RepositoryName: The repository name.
WorkspaceName: The workspace name.
path: The path of the content.

The access to your workspace via various WebDAV clients is not the same. This part will give instructions about using WebDAV over a web browser and common WebDAV clients. It is assumed that you want to access the Wiki Home of the “Support Team” space, do as follows:

Over a web browser:

Simply enter http://mycompany.com:port/rest/private/jcr/repository/collaboration/Groups/spaces/support_team/ApplicationData/eXoWiki/WikiHome into the address bar of your browser. The selected content will be shown in WebDAV as below:

Nautilus (Linux):

Open Nautilus - the file manager (GNOME Files), then open the address bar (by using the hot key: Ctrl + L).
Enter dav://mycompany.com:8080/rest/private/jcr/repository/collaboration/Groups/spaces/support_team/ApplicationData/eXoWiki/WikiHome into the address bar.
Enter your username and password in the login form.

Click Connect. You will be redirected to the Wiki Home window as below:

Windows Explorer (Windows 7):

Open the Computer window, then click Map network drive.

Select any available letter for the drive in the Drive list.
Enter http://mycompany.com:8080/rest/private/jcr/repository/collaboration/Groups/spaces/support_team/ApplicationData/eXoWiki/WikiHome into the Folder field.

Select the Reconnect at logon checkbox to connect every time you log onto your computer.

Click Finish, then enter your username and password into the Windows Security pop-up, and click OK to connect. You will be redirected to the Wiki Home window.

Note

If you still do not connect successfully, check if you have followed instructions in WebDAV restrictions.

Windows Explorer (Windows 8):

The procedure to set up a web folder by “mapping a network drive” through My Computer in Windows 8 is quite similar to that in Windows 7. Note that you need to point to the down pointer at the upper-right corner of the Computer windows to show Map network drive.

Note

If you still do not connect successfully, check if you have followed instructions in WebDAV restrictions.

Windows Explorer (Windows XP):

Navigate to the My Network Places.
Click the Add a network place link on the left to open the Add Network Place Wizard.

Click Next to select a network location.
Select Choose another network location to create a shortcut, then click Next.

Enter http://mycompany.com:8080/rest/private/jcr/repository/collaboration/Groups/spaces/support_team/ApplicationData/eXoWiki/WikiHome into the Internet or network address field, then click Next.
Enter your usename and password into the login form.
Type name for your network place, then click Next.
Select the Open this network place when I click Finish option, then click Finish.
Enter your usename and password again to access your selected folder. You will be redirected to the selected folder as below:

“net use” command

In addition, for Windows, you can use the “net use” command to connect a drive in your computer with the shared resource of eXo Platform. The command format will be: net use X: http://mycompany.com:port/rest/private/jcr/{RepositoryName}/{WorkspaceName}/{Path} where X: is the drive letter you want to assign to the shared resource.

Open the cmd screen.
Type the “net use” command, for example:

net use E: http://mycompany.com:port/rest/private/jcr/repository/collaboration/Groups/spaces/support_team/ApplicationData/eXoWiki/WikiHome,

then hit Enter.

3. Enter username and password as requested in the screen. If your connection is successful, you will get a message like: “The command completed successfully”. If not successful, check if you have followed steps in WebDAV Restrictions.

Open the Computer window, then select the E: drive. Here you will see the Wiki content of the Support Team space.

Note

If you still do not connect successfully, check if you have followed instructions in WebDAV restrictions.

WebDAV restrictions¶

There are some restrictions for WebDAV in different OSs.

Windows 7/Windows 8

When you try to set up a web folder by “adding a network location” or “mapping a network drive” through My Computer, you can get an error message saying that either “The folder you entered does not appear to be valid. Please choose another” or “Windows cannot access… Check the spelling of the name. Otherwise, there might be …”. These errors may appear when you are using SSL or non-SSL. To fix this problem, do as follows:

Windows 7

Click Start, type regedit in the Start Search box, then hit Enter to open the Windows Registry Editor.

2. Find the key: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlset\services\WebClient\Parameters.

Select BasicAuthLevel and change its value to 2. If this does not exist, create it as a REG_DWORD key.
Reboot your OS.

Windows 8

1. Go to Windows Registry Editor, then find the key: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlset\services\WebClient\Parameters.

Select UseBasicAuth and change its value to 1. If this does not exist, create it as a REG_DWORD key.
Select BasicAuthLevel and change its value to 2. If this does not exist, create it as a REG_DWORD key.
Reboot your OS.

Microsoft Office 2010

If you have Microsoft Office 2010 or Microsoft Office 2007 applications installed on a client computer, try to access an Office file that is stored on a web server that is configured for Basic authentication from the client computer. The connection between your computer and the web server does not use Secure Sockets Layer (SSL). When you try to open or to download the file, you may see the following problems:

The Office file is not opened or downloaded.
You do not receive a Basic authentication password prompt when you try to open or to download the file.
You do not receive an error message when you try to open the file. The Office application will start, but the selected file is not opened.

To fix these errors, enable the Basic authentication on the client computer as follows:

Click Start, type regedit in the Start Search box, then hit Enter.

2. Locate and then click the following registry subkey: HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Common\Internet.

On the Edit menu, point to New, then click DWORD Value.
Type BasicAuthLevel, then hit Enter.
Right-click BasicAuthLevel, then click Modify.
In the Value data box, type 2, then click OK.
Reboot your OS.

Managing your organization¶

This section covers the following topics:

Adding a user How to add a new user to your organization.
Managing users Actions related to managing users in your organization, including searching for users, editing information of users, or deleting users.
Managing groups How to add, edit, delete groups and members in groups.
Managing memberships How to add, edit and delete membership types.
Sending mail about users registration How to configure the platform to send emails to the administrator about new users registration.

Adding a user¶

Click –> USERS & SPACES –> Add User on the side navigation bar.

A view with the Account Setting and User Profile tabs will open.

Details:

Field	Description
Asterisk (*)	This mark indicates that the field is mandatory.
User Name	The name used to log in. The username must be: Lowercase (a - z), digit (0 - 9), underscore (_), and dot (.) characters, but dash (-) are not allowed. From 3 to 30 characters in length. Lowercase for its first character. Lowercase or digit for its last character.
Password	The authentication string which must be between 6 and 30 characters, including spaces.
Confirm Password	Retypes the password above. The values in both Password and Confirm Password fields must be the same.
First Name	The user’s first name which must start with a character. Its length must be between 1 and 45 characters.
Last Name	The user’s last name which must start with a character. Its length must be between 1 and 45 characters.
Display Name	This field is not required. Its length must be between 0 and 90 characters.
Email Address	The user’s email address that must be in the correct form, such as username@abc.com. There are 2 parts in the email address, called local part and domain (for example, local_part@domain): Local part: Only lowercase (a - z), digit (0 - 9), underscore (_), dash (-) and dot (.) characters are allowed, and the first and last characters of this part must be lowercase or digit ones. Domain: Only lowercase (a - z), digit (0 - 9), dash (-) and dot (.) characters are allowed, and the first and last characters of this part must be lowercase or digit ones. Note that the dot (.) character is required.

Fill all fields in the Account Setting tab which must be completed.

Further information about the user, such as nickname, or birthday, can be added in the User Profile tab that is not required.
Click Save to accept your new account. If you want to refresh the input information, simply click Reset.

Managing users¶

Click –> USERS & SPACES –> Manage Users and Groups on the side navigation bar.

You will be redirected to the Users tab. By default, all active users will be shown in this tab.

Editing user information¶

Locate the user you want to edit his information.
Click corresponding to the user with the information you wantto edit.
Select the Account Info tab to edit main information of the user, including First Name, Last Name, Display Name, or Email Address.

User Name: The User Name cannot be changed.
Change Password: The Change Password option allows an administrator to set a new password for the selected user. When the Change Password option is unchecked, New Password and Confirm Password are hidden. Passwords must contain at least 6 characters, including letters, numbers and punctuation marks.

For more details on these fields, see here.

Select the User Profile tab to edit personal information of the selected user, including Profile, Home Info, Business Info, and Social Networks Info (if OAuth authentication is configured by your administrator).
- In Social Networks Info, when clicking the Save button:
  - If the field of social network username was cleared, the current
  eXo account is unlinked to the new social network username.
  - If the field of social network username was changed, it should be
  unlinked to the previous social network username and linked to the a new (changed) social network username. If the field was left blank, it should only be unlinked.
- You may also switch the default display language for that user by
selecting another language from the Language field.
Select the User Membership tab to see the group membership information of the user.

The User Membership tab displays which groups the selected user belongs to.

To remove a membership type of the use, simply click .

Click Save to accept your changes.

Removing a user¶

In the Users tab, simply click in the Action column, then click OK in the confirmation message.

Activating/Suspending a user¶

As of eXo Platform 4.3, the administrator is provided with a new feature for activating or suspending a user.

To see all suspended users, select All or Suspended from the Status drop-down menu and click on Search button:

For users after being suspended, here are changes on their account that should be noticed:

Activity Stream

Their activity stream will not receive any new activity until their account is re-activated.
The suspended users obviously will not be able to post, so people in their Connections list will no longer receive activities from these users in their All Activities or Connections streams.
Their past activities, comments and likes will be remained.
Their account will not be listed in the suggestions list when someone mentions.

People

Their account will be neither listed nor searchable in applications, including My Connections, Everyone, Suggestions and Invitations applications as usual.
They cannot log in, but their profile is still accessible to others, so it is possible to connect, disconnect or revoke an invitation.

Wiki

Their account will not be listed in the Wiki permissions or Page permissions.
They will not receive emails from the Watching a page feature in Wiki application.

Calendar

Their account will not be listed when someone shares their personal calendars or grants group calendar permissions.
Their account will not be listed when someone adds participants in an event , or views the availability time of participants in an event, or sends a reminder email for an event/task.
In case they have been involved in tasks/events, once being suspended, they will not receive:
- Invitation emails from Calendar (after someone modified an event where the suspended user was participant already).
- Event/Task reminder emails from the Calendar application.
Calendars shared by suspended users remain to be available to the shared people.

Documents

Their account will not be listed when someone adds permissions on content, sets permissions on public tags or category trees, or adds or edits a view <ViewsIneXo>`.
They will no longer receive any email from the Document Watch feature.
Their documents in the Personal Document drive will be remained.

Forum

Their account will not be listed when someone sets topic permissions/ forum permissions <SettingForumPermissions>, adds restricted audience or grants permissions in forum categories.
They will not receive any email from the Watching feature, private message or my subscriptions.

Spaces

Their account will not be listed when someone invites members to join a space.
Their account is still available in Space SettingsMembers, but impossible to be promoted/demoted or removed.
Their account will not be listed or searchable in SpaceMembers.

Notifications

The suspended users will no longer receive any email or on-site notifications.

Answers

Note

Answers is provided as an add-on, so you need to install it first. See here for details.

Their account will not be listed when someone sets the category permissions.
They will no longer receive emails from the Watching feature of Answers.

To suspend a user, switch Active ? button corresponding to this user to Yes.

Note

Users/groups permitted to access this application can suspend users. By default, this permission is granted to the platform/administrator group.
A user cannot suspend himself, one warning appears if he attempts to do this.
The superuser root cannot be suspended.

To re-activate a user, simply switch Active ? button corresponding to this user to No.

Managing groups¶

Select the Groups tab which is used to add, edit or delete a group. You can also add or delete a user to/from a group and edit the user membership in the group.

By default, all existing groups will be displayed on the left panel. The right panel shows information of the selected group and of its members with the Add Member form.

Existing Groups

By default, in eXo Platform there are 2 parent groups: Organzation and Platform.

Organization helps you to organize your company: deparments, teams or any way to represent your organization.

Tip

Notice that these groups i.e. those under Organization group have no specific effects in the product. They are just made as a placeholder.

Platform helps to define roles in the platform, it contains 5 sub groups: - Administration: contains users having administrative roles i.e. who are able to access

the Administration menu .

Rewarding Administrators: contains users having the right to manage rewards
Guests: contains external users to the platform, they have access only to public content of the platform
Users: contains all the platform users able to connect to the platform
Content Management: contains users who have permissions to add and manage content in the platform

Adding a new group¶

Select the path to create a new group by clicking the group from the left panel or by clicking if you want to create a group at a higher level. The selected path is displayed in the breadcrumb bar.
Click in the left panel.

The Add New Group form will be displayed in the right panel.

Details:

Field	Description
Group Name	Name of the group that is required and unique within the portal with its length from 3 to 30 characters. Only letters, numbers, dash and underscore characters are allowed for the Group Name field.
Label	The display name of the group with any length from 3 to 50 characters.
Description	Description of the group with any length from 0 to 255 characters.

Fill in the required fields. Once being saved, the Group Name cannot be edited.
Click Save to accept creating the new group.

Note

The creator will automatically become the manager of that group. The creator’s username will be added to the created group with the “manager” membership.

Editing/Deleting a group¶

Editing a group¶

Select the group you want to edit in the left panel.
Click in the left panel to show the Edit Current Group form of the selected group.

Make changes on the fields, except Group Name.
Click Save to commit your changes.

Deleting a group¶

Simply select the group you want to delete in the left panel. Next, click and select OK in the confirmation message.

Note

After being deleted, all information related to that group, such as users and navigation, is also deleted. You cannot delete the mandatory groups, including Platform, Platform/Administration, Platform/Guests, Platform/Users.

Adding a user to a group¶

Select the group to which you want to add a new user in the left panel. The Group Info panel with the Add member form will be opened.

Enter the exact Username of the user that you want to add to the selected group (you can add many usernames separated by commas); or click to select your desired users from the Select User form.
Select the membership for the users from the Membership drop-down menu. You can click to update the memberships list in case of any changes. See more information of membership types here.

Note

Under the Spaces group, if you select the * membership for a user in any space group, the user will have the right to access the corresponding Space Settings.

Besides, this user will be listed as a manager in the Members tab as well as an administrator in the member list of the space.

Click Save to accept adding the selected users to the specific group with the specified membership type.

Note

By default, the “manager” membership has the highest right in a group. A user can have several membership types in a group. To do that, you have to use the Add Member form for each membership type. The user’s membership information is hereafter updated. You can check it by opening the Users form and editing the user you just added.

Editing a user membership in a group¶

Click in the Action column in the Group Info form. The Edit Membership form will open.
Change the membership of the selected user by selecting another value from the Membership drop-down menu.
Click Save to complete your changes.

Managing memberships¶

Select the Memberships tab. Here, you can manage user roles in a specific group.

By default, 9 membership types are available in eXo Platform including Member, Author, Editor, Manager, Redactor, Validator, Webdesigner, Publisher and *.

The membership, such as manager:/platform/users, is defined by both membership type (manager, member, author…) and a group i.e. it is the combinaison between a group and a membership type to define the user’s role in the group.

Note

The * membership is identical to any other type, so choosing this type means adding all available membership types.

Membership usage in eXo Platform

In eXo Platform, the most used memships are manager, member and *.

The manager role to define users with managing privileges
The member role to define normal users in a group
* all the roles combined, that means a user with * membership type will have the permissions assigned to all membership types within this group

Other roles i.e. Author, Editor, Redactor, Validator, Webdesigner and Publisher are mainly used for the publication process which could be customized.

The most used roles are:

The publisher role defines users allowed to publish content i.e. they are able to switch contents from staged to published status.
The Author role defines users able to add and manage content in draft, pending or approved statuses.

Remaining roles could be used when you create your own publication lifecycle.

Note

For Spaces groups, a user belonging to a space could be either a manager or a member. No other memberships used in spaces groups. If you are a manger in a space, this allows you to acces the space’s settings and manage the space. If you belong to the space as a member, you are just able to share and view content in the space.

Adding a new membership type¶

Enter values into the fields of the Add/Edit Membership form. The Membership name field is required, and only letters, digits, dots, dashes and underscores are allowed without ANY SPACES.
Click Save to accept adding a new membership, or Reset to clear entered values.

Editing a membership type¶

Click corresponding to the membership type you want to edit in the Action column.
Make your desired changes on the Description field. You cannot change the Membership name.
Click Save to accept your changes.

Deleting a membership type¶

Simply click in the Action column, then click OK in the confirmation message.

Note

The * membership type is not allowed to be deleted or edited.

Sending mail about users registration¶

In eXo Platform registration page is by default disabled. An administrator can enable it by following this guide <ManagingPermissions> to make it accessible to guests so they can register to eXo Platform by themselves.

To be notified about new users registration, an administrator can configure eXo Platform to send him emails by following these steps:

Configure your SMTP server by following the Outgoing mail service guide.
Configure the service used for sending emails in portal.war/WEB-INF/conf/admin/admin-configuration.xml. This file contains descriptions for each available parameter, including:
- Two mandatory parameters:
  - sendMailAfterRegistration: Set this parameter to “true” to
  enable email sending after a user registration.
  - mailTo: Add your email address in which you wish to receive
  notifications about new registrations.
- Optional configurations of mail content:
  - mailFrom: This will be used as from header in the mail.
  - mailSubject: The Subject of the mail.
  - mailMessage: The content of the mail.

Tip

Use the ${user.userName} token for mailSubject and**mailMessage** to be then replaced by the real username that have been registred.

To check if your configuration takes effect, restart the server and register a new user. An email that notifies of newly registered user should be sent to you.

Administrating spaces¶

The spaces administration interface is accessible via the menu Administration –> Spaces.

This Spaces menu allows you, as an administrator to:

Access and display all the available spaces templates via the menu Manage Templates.
Configure and manage permissions for who can Create or Manage spaces via the menu “Manage Spaces”.

Manage Templates¶

The “Manage Templates” interface displays all templates that can be chosen by all space creators.

All templates are presented in a table with:

Name : Name of the template as shown to end users
Description : description of the template to hint users about the intended use of the space
Visibility status : default visibility option (visible, secret) for the space
Registration : default registration policy for the space (open, closed, validation)
Applications : list of applications populated by default in the space
Permissions : list of groups/roles that are authorized to create a space from this template
Banner View : the image that will be used by default as banner for the space (click to display)

Note

The Manage Template screen currently only allows to displaying all templates informations. Customising a space template must be done by editing config files as explained in developers guide To display the banner, simply click on the eye icon. To close it, click outside the banner or on ESC button of the keyboard.

Manage Spaces¶

It is possible to restrict which users can create and/or manage spaces through an easy to use interface .

Note

By default, only the super user (i.e. root) is allowed to create spaces and templates and only administrators (i.e. *:/platform/administrators) are allowed to manage spaces and templates.

This interface contains three tabs:

Manage spaces tab displays the list of spaces with their properties (visibility, registration policy, Users) and the corresponding actions: edit, delete and Space binding.
Permissions tab displays the list of groups who can Create or Manage spaces.
Binding reports tab allows to display only to administrators (i.e. members of the group platform/administrators) the binding reports.

Note

Users field displays, for each space, the number of bound users, i.e. mapped from a group, per the total number of the space’s members.

Manage spaces tab¶

The “Manage spaces” tab can be seen by users belonging to any group listed in the “Manage spaces” permission of the Permissions tab. Users with this permission are allowed to edit or delete any space in the platform.

If the permission has no value defined in the interface, users in the groups defined by the property exo.social.spaces.administrators in exo.properties file are allowed to manage spaces.

Warning

When the Manage spaces permission is both defined through the interface and the configuration, the value in the interface takes precedence.

Note

If the permission is neither defined through the interface nor by configuration, only administrators are allowed to access the Manage spaces tab.

Edit space¶

Users granted with the “Manage Spaces” permission, can edit any space settings by clicking the edit icon of a specific space. The Space Settings page of the target space is then opened in another browser tab.

From there, even without being a member of that space, one can edit the space settings, access, visibility, members, applications and navigation. See Managing space settings section for more details.

Delete space¶

Users granted with the Manage Spaces permission, can also delete any space of the platform; even the spaces where they are neither a manager nor a member.

To delete a space, a click on the delete icon of the corresponding space in the interface of the “Manage spaces” tab is needed.

A confirmation popup appears to confirm deletion of the space or to cancel the space’s deletion.

Warning

When deleting a space, all its data is also removed and can’t be recovered.

Administrating Agenda¶

The Agenda administration interface is accessible via the menu Administration –> Agenda.

AGENDA1

This Administration Agenda page allows you, as an administrator to:

Configure Personal Calendar Connectors
Configure Agenda Webconferencing

AGENDA2

Manage Calendar Connectors¶

The Calendar connector table displays all Personal Calendar connectors that can be chosen by all users.

All connectors are presented in a table with:

Avatar: Avatar of the Calendar connector.
Name : Name of the Personal Calendar as shown to end users.
Description : description of the Personal Calendar.
Client API Key: API key to enable the connection service.
Active : Switch button to enable or disable the display of the Personal Calendar connector.

Note

By default, you have 2 personal calendar connectors: Google Calendar and Microsoft Outlook.

Manage Agenda Webconferencing¶

AGENDA4

The Agenda Webconferencing pulldown allows you to choose the agenda conferencing provider.

In case you don’t want to have any Agenda Webconferencing, you can simply choose No Webconferencing Provider.

Warning

The space binding feature is only available for the platform administrators i.e. users who belong to platform/administrators group.

Add binding steps

You can, as an administrator, bind groups to a space i.e. map all their members to the space. To do so, you should click on the Space binding icon Bimage354 of the space in which you want to add group binding.

Bimage356

The Space binding icon in default color means that the space hasn’t yet bindings with any group
The Space binding icon in green color means that the space has already groups bindings.

Having clicked on the “Space binding” icon, a drawer appears having these components:

The space’s avatar and name
A text field allowing you to type groups names

Select Group icon allowing to open a second level drawer listing the whole platform’s groups in a tree
Apply button which remains disabled until at least one group is selected
Cancel button allowing to clear the text field and close the drawer
A cross icon to close the drawer
The drawer’s title Add binding

Bound groups section listing the already bound groups to the space only if you clicked on a colored Space binding icon

Drawer of a space without existing bindings:

Bimage355

Drawer of a space with existing bindings:

Bimage363

When you type some characters in the text field, suggestions are proposed to facilitate the groups selection:

Bimage357

Having selected at least one group, the Apply button turns to enabled status. When you click on it, a confirmation message appears warning you about the process to start.

Bimage358

If you click on Cancel button, nothing happens and the Add binding drawer is displayed again. If you click on Yes, I am sure button, the add binding process will start when its execution time comes (it is launched each 5min). More details in this section to learn how users add process is executed.

Select groups drawer

As mentioned before, it is possible to display the whole groups tree in a second level drawer by clicking on Select group button. This second drawer contains these components:

The title “Select groups to bind”
Back button allowing to return to the first drawer
Search field allowing you to make a search into the groups tree
Close icon allowing to close the two drawers and abort the binding action
The groups tree, by default not expanded
Cancel button allowing to deselect all the checked groups
Save button allowing to validate the checked groups and add them to the text filed in the first drawer

Bimage367

When making a search in the Select groups drawer:

The groups labels matching with the keyword are blue colored
If a subgroup matchs with the keyword, its parent group also appears, but not colored.

Bimage368

When you click on the search icon, the drawer turns on search mode with:

The search field having “Search here” placeholder
Back icon allowing to exit the search mode

Bimage373

When you start typing a keyword in the search field, a corss icon appears allowing to to clear search results and the keyword.

Bimage374

Note

Already bound groups may appear in the search results in the groups tree but their checkbox are uncheckable
Already seized groups appear in the groups tree as checked.

Tip

The groups tree drawer and the text field of the first drawer are synchronized i.e. when a group is seized in the first drawer, it appears checked in the second one. Checked groups in the second drawer are added to the text field when saving selection.

Remove binding steps

If you want to remove the group’s users mapping from a space, you just need to follow these steps:

Click on the colored icon of the corresponding space ==> The drawer appears
Click on the delete icon of the group you want to remove its members from the space ==> A confirmation message appears containing the group’s name with a Cancel and Confirm buttons

If you click on Cancel button nothing happens and the drawer is displayed
If you click on Confirm button, then the remove binding process will be executed when it’s runtine comes. More details about the users removal through this section

Permissions tab¶

This tab allows administrators of the platform to define permissions related to all spaces of the platform.

To define who can create spaces:

Click on edit icon in the actions column of the line Create spaces ==> A field with the current values appears to easily edit them. The edit icon turns into a save icon and a new icon appears to cancel the changes.
Remove existing values and/or enter new ones. When typing in the field, type-ahead suggestions will appear below for easier selection of the groups.
After entering or selecting the groups, a click on the save icon validates the new permission grants.

To define the group of spaces managers, simply follow the same procedure.

Space groups binding¶

As already described in Space binding section, it is possible to add and remove groups binding to a space. In this section, we will explain the life cycle of a space/group binding through these parts:

Add binding process: To explain how is executed an “Add binding” action and its consequences.

Remove binding process: To explain how is executed the “Remove binding” action.

Synchronize binding: When and how is launched the sychronization between the space and the bound group?

Add binding process¶

After having made the steps described in Space binding section and having clicked on Yes I am sure button of the confirmation message, you will be redirected to Binding reports tab with new entries of the groups binding (each space/group/Add binding has an entry).

The groups you selected are immediately added to the Bound groups section, but the “Add binding” process is launched when the job is executed. The binding job is launched each 5 minutes and handles the selected groups binding.

At the end of the job’s execution, all the members of the selected groups are added as bound users to the space:

A bound user could not be deleted by an administrator or spaces manager or space’s owner. The delete action is replaced by the label “Bound user” with a tooltip explaining the origin of the user.
A bound user can not leave a space in which he is bound, the Leave button becomes disabled when the binding is set.

Note

Note that the binding is made on group members independently of their roles in the group. They are added to the corresponding space as members, except those who are managers in the space before the binding, they still in the space with their role.
Users who were in the space before the binding become also bound users and so they can not leave it nor be deleted by an administrator or spaces manager or the space’s owner.

Remove binding process¶

The remove binding process is the action of removing users derived from the binding. Unlike the “Add binding”, the “Remove binding” is done on a single group. You can find here the steps to remove a binding.

When you, as an administrator, click on the Confirm button of the deletion confirmation message, you are redirected to the Binding reports tab with a new entry (space/group/Remove binding operation) and the group’s item is immediately removed from the Bound groups section.

Same as for the Add binding, the “Remove binding” is also executed with a job which is launched each 5 minutes. When the execution time comes, the “Remove binding” process removes all the group’s users except those who belong to the space before the binding.

If they are no more bound users i.e. they don’t belong to an another bound group, they resume their ability to leave space, and they become again deletable by spaces managers, platform admnistrators and the space’s owner.

Synchronize binding¶

Synchronize binding operation is the action made on space members following any change made on the bound group.

If you add a member to the bound group, he is automatically added to the space as bound user
If you remove a member from the bound group, he is automatically removed from the space even if this user belongs to the space before the space/group binding.

Note

The synchronize action also generates a report in the Binding reports tab. Only one entry per space/group binding is added to the reports table and its end date is updated each time a change is done on the group.

Binding reports¶

After making a binding operation i.e. add new space binding or remove a space binding or even update a bound group, a report is generated and which could be viewed in the tab “Binding reports”. The binding reports table contains these information:

Space: for the space name and avatar
Group: for the bound group name
Start date: corresponds to the action’s validation date i.e. the time of confirming the action (Add or Remove binding) in the confirmation message.
End date: corresponds to the end of the group’s members processing (addition or removal)
Operation type: Add binding, Remove binding or Synchronize
Added users: the number of the added users following the binding operation, it is 0 when the operation type is Remove binding
Removed users: the number of the removed users following the binding operation, it is 0 when the operation type is Add binding
File: a downloadable file in csv format

Bimage369

A filter allows you to filter the reports table by operation:

Bimage370

The search field allows to search by space name and return reports of spaces whose names corresponds to the keyword:

Bimage371

It is also possible to filter by operation type the search results:

Bimage372

Add Binding Report¶

Having added groups binding to a space, an entry per group is added to the reporting table:

The operation type is set to “Add binding”
Added users corresponds to the added users to the space following the group’s binding
Removed users is 0

Remove Binding Report¶

Having removed a group binding from a space, an entry is added to the reporting table:

The operation type is set to “Remove binding”
Added users is 0
Removed users corresponds to the removed users from the space following the group’s binding removal

Note

If some users are bound and that they belong to more than one bound group, they remain in the space and they are not count in the reporting.
If a user was member of the space before the binding was created. When removing the binding, he remains in the space and becomes again normal member i.e. not bound. So, he is not count in the “Removed Users” column. But, the information is present in the csv report file, in which he is marked as “still in space”.

Synchronization report¶

Even the updates made on bound groups are tracked in the binding reporting. In fact an entry is added per space/group for the synchronization. Each time a change is made on a bound group, this entry is updated:

The start date corresponds to the fist update made on the group after the binding
The end date is updated each time a change is made on the group
The number of removed users is incremented by 1 if a user has been removed from the group by an administrator (The removal from the group could only be done singularly i.e. only one user per action)
The number of added users is increased if some users were added to the bound group by an administrator

Managing Application Center¶

As a platform administrator, you can manage the Application Center by:

Defining the number of allowed favorite applications
Defining mandatory applications that appear in every favorite applications drawer/list
Defining default icon for added applications
Adding/Editing applications

To access the administration menu for Application Center, you need to access to the left navigation menu through the hamburger icon -> Administration -> OTHER -> Applications

AC_image0

In the administration screen for Application Center, you have two tabs: Applications and Settings

AC_image1

Settings tab¶

AC_image10

In the settings tab you can define the two properties:

Number of favorites allowed: which defines the maximum number of applications an end user is able to favorite
Default app icon: which defines the icon that could take an application when it is added without an icon

To define the above properties, you just need to click on the corresponding edit icon AC_image2 in front of the property you want to redefine.

For the property Number of favorites allowed, you need either to move the cursor or click on +/- icons to reach the desired value then click on save icon AC_image4 .

AC_image3

To set a custom default icon for application, other the one defined by eXo Platform, you need to follow these steps:

click on the edit icon
browse for an image in your machine
click on save icon to load the image in its location

AC_image5

If you need to edit the image again, you will find the previous image name instead of the browse button with a delete button allowing to restore the default icon.

AC_image6

Applications tab¶

AC_image11

Applications tab contains:

a table with the whole applications list with delete and edit actions for each line (i.e. each application)
Add an application button

In this table, the three radio button properties: Mandatory, Active and Mobile, are editable through the table. You just need to switch the radio button.

Edit action¶

When you click on the edit action, a drawer opens containing the already seized properties.

AC_image12

Note

For system applications, i.e. those installed in the platform, name, URL and image fields are not editable. They appear grey colored in the edit mode.

AC_image13

Delete action¶

When you click on the delete action, a popup appears to confirm the application’s deletion.

AC_image14

Clicking on Delete button confirms the deletion, clicking on Cancel cancels the deletion and nothing happens.

Add an application¶

In the Applications tab, you have a button “Add new application” AC_image7 allowing you to open the “Add application” drawer with these fields:

AC_image9

Title: a mandatory field allowing to define the application’s name
URL: a mandatory field allowing to set the access URL of the application
Image: not mandatory, allows you to define an icon for the application, you can browse for it through your files, it should have a maximum size of 100 ko, otherwise, it will not be accepted.
Description: not mandatory, allows you to set a description for your application to explain more its usage. This field can contain a maximum of 1000 characters.
Mandatory: Allows you to define if the application is mandatory for end users or not, by default set to NO
Active: Allows you to define if the application should be enabled or not i.e. displayed to its audience (defined in the Permissions field), by default set to “YES” i.e. active
Mobile: Allows you to enable or disbale the application’s display in mobile devices, i.e. if you judge it a not mobile friendly app, you can set this option to false and that way ot will not be displayed in mobile devices. By default set to true.
Permissions: to define the application’s audience, By default set to *:/platform/users i.e. if you don’t define this field, the added application will be displayed for the platform users
Help page: Allows you to set a help page URL, it could be any page containing more details about the application or a how to guide. If you define this field, a clickable question mark will be added to the application’s card and redirecting to the defined help page.

Note

The AC_image8 button remains on disabled status until mandatory fields (Title and URL) are set. It also ramains disabled if the URL field is not valid.

Managing sites¶

Managing sites include the following actions:

Creating a new site
Editing asite
Deleting a site

Creating a new site¶

Note

You can perform this action only when you are a member of the /platform/administrators group.

Click –> Portal –> Sites Management on side navigation bar, then click

Add New Site in the Manage Sites page;

Or, click Edit –> Site –> Add Site.

By default, the window to create a new site, which contains the Portal Settings tab, will open.

Fill in the Portal Name field. The field is required, unique and must start with a letter. Only alphabetical, numerical, dash and underscore characters are allowed for this field with the length from 3 to 30 characters.
Select the default display language for the site from the Locale field.
Click the Properties tab to set the properties of a site.

Details:

Field

Description

Keep session alive

Keeps the working session for a long time to avoid the time-out. There are 3 options: Never: The session will time out if the logged-in user does not do any action after a given period. In this case, there will be a message which asks the user to log in again.

On Demand: The session will time out to the application’s requirement. If there is no request from the application, the session will time out after the given period that is similar to that of Never.

Always: The session will never time out even if the logged-in user does not do any action after a long time.

Show info bar by default

Ticks the checkbox to show the info bar of the portlet by default when the portlet is used in a page of the site. The “Show info bar by default” option only takes effect on new portlets as from the time you select the checkbox rather than all portlets of the site. In particular, after creating your new site with the “Show info bar by default” option checked, newly created portlets of the site will be displayed with the info bar by default. However, if you deselect this option when editing the site’s configuration, the former portlets with the shown info bar are remained; meanwhile new portlets, which are created after this option is deselected, will be shown without the info bar.

Click the Permissions tab to set permissions on the site.

The list of Access permissions for the portal is empty by default. You have to select at least one or tick the Everyone checkbox to assign the Access permission to everyone.

Note

For more details on how to grant permissions on the site, see Setting permissions on a site.

Click the Portal Templates tab to select the template for your site.
Click Save to accept creating your new site.

Note

After creating a new site, you can access it via the URL format: http://{domain-name}/portal/[name-site]. For example, accessing the Agital site: http://mycompany.com:8080/portal/Agital.

Editing a site¶

Note

The function allows you to edit layouts, navigations and properties of a site. To do this, you must have the Edit permission on sites by contacting your administrator.

When you have the *Edit* permission, access the relevant form that allows you to do actions related to editing a portal.

Access the Manage Sites panel.
Specify your desired site, and do the following actions:

Editing the site’s layout by clicking Edit
Layout.
Changing the site’s navigation by clicking
Edit Navigation.
Editing the site’s configurations by clicking Edit Site Configuration.

Editing layout¶

Click Edit Layout corresponding to your desired site on the Manage Sites panel;

Or, click EditSiteLayout on the top navigation bar.

The Edit Layout form will display.

To add a new application/container to the site, drag and drop it from the Edit Inline Composer window to the main site body.

To rearrange elements in the site body, drag and drop them into your desired positions.

To edit or remove any element, hover your cursor over it, then select or respectively.

Note

For more details on how to edit elements, see the Editing a specific portlet section.

Editing configurations¶

The configurations of a site include settings, properties and permissions that can be set by clicking Edit Site Configuration in the Manage Sites panel.

The Edit window with the Portal Settings tab appears.

In this window, you can make changes on fields in the various tabs, except the Portal Name field in the Portal Settings tab.

Note

For more details on these fields, refer to the Creating a new site section.

Deleting a site¶

Note

To delete a site, you must be in the group that has the Edit Permission on that portal.

Access the Manage Sites panel <CreatingNewSite>.
Click corresponding to the site you want to delete.
Click OK in the confirmation message.

Note

You cannot delete the Intranet site.

Managing pages¶

Managing pages includes the following actions:

Adding a new page.
Editing the page properties and layout.
Deleting a page

Adding a new page¶

Before diving into how to add a new page, you need to clarify the relationship between navigation node and page. Node and page are two entities that are totally different and a node can be referenced to a page. A page can only be accessed by users via a node.

Using Page Creation Wizard¶

The Page Creation Wizard is available to the portal’s administrators and facilitates them to create and publish portal pages quickly and easily. In this way, you are creating a navigation node and its page together.

The whole process to create a new page can be divided into 3 specific steps:

Step 1: Selecting a navigation node and creating the page

In the first step, you have to set Node Name and Display Name of your page. You are also able to decide the pages visibility and the publication period of the page.

Open the site to which you want to add a new page. You will be switched to your selected site only after a few seconds.
Click on the top navigation bar, then select Page Add Page from the drop-down menu to open the Page Creation Wizard form.

The wizard is divided into two sections.

The left panel contains existing pages/nodes displayed in the tree hierarchy. Here, you can navigate up and down the node/page structure.
The right panel displays Page Editor where you can make changes on the selected navigation node. You can input parameters for your new page in this panel.

In which:

Field	Description
Selected Page Node	The path of the selected node to add a new sub-page.
Node Name	The node name of the added page. This field is required, unique and must start with a letter. Only alphabetical, numerical, dash and underscore characters are allowed for this field with the length between 3 and 30 characters.
Extended label mode	Ticks the checkbox to show the Language field for you to select another language for your created node’s display name. It means that if this checkbox is deselected, the Language field will be deactivated.
Language	Selects your desired language for the node’s display name from the drop-down menu.
Display Name	The display name of the node which contains the added page and its length must be between 3 and 120 characters.
Visible	Toggles the global visibility of this page. If this option is checked, the page or the page node appears on the navigation bar, the page navigation and the sitemap. If “Visible” is checked, the visibility also depends on the Publication Date & Time option. If not being unchecked, the page is hidden under any circumstances, even if the publication period is valid.
Publication date & time	Allows the page to be published for a given period. If this option is checked, Start Publication Date and End Publication Date will be shown.
Start Publication Date	The start date and time to publish the page.
End Publication Date	The end date and time to publish the page.

Note

If a node is not visible (the “Visible” option is unchecked or the current time is not within publication period), it does not appear in any navigation or site map, but is still accessible via its URL.

Click Next or number ‘2’ of the wizard steps to go to Step 2.

Step 2: Selecting a page layout template

Select Empty Layout or click the down-arrow icon in the left panel to see more templates and select one.
Click Next or number ‘3’ of the wizard steps to go to the last step.

Step 3: Arranging the page layout

In this step, you can arrange the page’s layout by:

Adding your desired applications, containers or gadgets by dragging and dropping them from Page Editor to the main page body.

In which:

Tab

Description

Applications

This tab lists all existing categories and their portlets that you easily can drag and drop into the container.

Containers

This tab contains all existing containers to build your page layout. You can add a container to your page area by dragging and dropping available containers from Page Editor to the main page body.

There are various layouts available, including Rows Layout, Columns Layout, Autofit Columns Layout, Tabs Layout and Mixed Layout.

For Tabs Layout, you can add more tabs to the layout, and reorder the position of the tabs.
For each layout, you can edit different layers, from the parent container to its child containers. The parent container holds its child containers and the child containers can hold applications. You can also drag a container to another one that helps you create various layouts to your desires.
Remember that you can also drag and drop the container to another one that helps you create your own various layouts to your desires.
For any container layout, you can edit the parent container or its child containers separately. Deleting the parent container means that its child containers are removed as well.
You cannot drag and drop a child container to change its location, but can drag it outside its parent container.

Rearranging elements in the page body by dragging and dropping them into your desired positions. Also, you can edit or remove any element by hovering your cursor over it and selecting , or respectively.
Viewing page properties by clicking View Page Properties at the bottom of the Page Editor window.
Previewing your changes by clicking Switch View Mode.

Note

Click in the Page Editor window to save all changes, or to close without saving your changes.

Using Pages Management¶

In this way, the page only will be created. Thus, to make this page accessible, you need to create a node that links to this page (in the Page Selector tab). See Adding a new node for more details.

Access the Pages Management page.
Select Add New Page at the bottom. The form with the Page Settings tab opened will display as below.

In which:

Define the page layout in the Page Layout tab.
Define permissions in the Permissions tab. This tab consists of four sub-tabs named Access, Edit, Move Apps and Move Containers.
- The Access tab shows all users who can access the page:
  - If the value of the Owner Type field is “Portal“, the name of the current portal is automatically selected for the Owner Id field, so that the Access permission is assigned to all users who can access the current portal.
  - If the value of the Owner Type field is “Group“, the Access permission is assigned to all users who are the members of the group that is selected in the Owner Id field of the Page Settings tab.
To reassign the Access permission for the page, see details in the Access permission section.
- The Edit shows all users who have the Edit permission on the page.
  - If the value of the Owner Type field is “Portal“, the Edit permission is assigned to users who can edit the current portal.
  - If the value of the Owner Type field is “Group“, the Edit permission is assigned to all users who are the members of the group that is selected in the Owner Id field of the Page Settings tab.
To reassign the Edit permission for the page, see details in the Edit Permission section.
Click Save to accept creating a new page.

Editing a page¶

Open the Page Properties page by following one of the two ways:

The first way

i. Open the Navigation Management form by doing the steps in the Editing navigation section.

ii. Right-click your desired node and select Edit Node’s Page from the drop-down menu.

The second way

i. Access the Pages Management page.

ii. Click corresponding to the page you want to edit.

The Edit Page form will be displayed in the Page Properties window.

Click View Page Properties in the Page Editor window to edit the page properties.

i. In the Page Settings tab, you cannot change values in Page Id, Owner Type, Owner Id and Page Name.

ii. In the Permissions tab, you can change or add more Access, Edit, Move Apps and Move Containers permissions. This form is only supported for pages of a group or a portal. Because the user’s page is private, no one can access or edit it, except the creator.

Note

For more details on how to assign permissions on a page, refer to the Setting permissions on a page section.

Click Save, then select in Page Editor for all changes to take effect, or to abort.

Deleting a page¶

Access the Pages Management page.

You will see a list of all existing pages.

Click in the row of the page you want to delete.
Click OK in the confirmation message.

Managing permissions¶

Permissions play an important role in accessing and performing actions in eXo Platform. Depending on the permissions assigned by administrators, users can gain the Access and/or Edit permissions to sites, pages and various components of the sites.

In eXo Platform, permission types define what a user can do within a site, including:

Access permission enables users to access sites, pages or applications and content in the site pages. This permission can be set for multiple member groups.
Edit permission enables users to make changes on sites, pages or applications and content in the site pages. This permission is set for only one group at one time.
Move Apps permission enables users to add, delete or move applications on sites and pages via drag and drop. This permission can be set for multiple member groups.
Move Containers permission enables users to add, delete or move containers on sites and pages via drag and drop. This permission can be set for multiple member groups.

And, permission levels specify where the users’ permission types can be applied in the site.

Site: The permission at the site level defines actions permitted on the site. Users with the access permission can view (but not edit) the site. Meanwhile, users with the edit permission at the site level can modify the site.
Page: The permission at the page level restricts users to several particular pages. Users are only able to see and/or edit pages they have been granted, depending on the permission type assigned to them.
Application: The permission at the application level defines who can access the application.
Container: An application, page, or site may be put into one or more containers. The permission at the container level restricts the Access permission to content inside it.

With these permission types and levels, administrators can effectively control who can access and which actions users can perform within the site. For this reason, you, as an administrator, need to clarify the layered architecture of a site to grant appropriate permissions to groups. The simplest way to understand is that:

A site consists of one or more pages. These pages may be put into one or more containers.
Each page normally contains content and/or application(s). These content and applications may be put into one or more containers.

If you want members under a group (platform/guests, for example) to be accessible to one application on a site page, grant the Access permission to that group at the following layers:

The application and its containers
The page and its container where the application is stored.
The page site and its containers.

In the case you only grant the Access permission to the platform/guests group at the site and page layers, this group will see the page, but not see the applications and content restricted in that page. To be clearer, see the below example.

Making guests accessible to the Register form of Intranet

Tip

To make handy for checking permissions at all levels, it is recommended you use the root account to have the highest rights.

For the Intranet site, the Register form is already featured by the Register application and put into the Register page (node) (by selecting –> Portal –> Sites Management then click on Edit Navigation next to intranet).

By default, the Register node is already linked to the Register page and this page already contains the Register application.

You can use the URL format to access pages existing on a site: http://mycompany.com:port/portal/{site_name}/{node_name}. Remember that {site_name} and {node_name} are case-sensitive.

In this scenario, log out and use the URL: http://mycompany.com:port/portal/intranet/Register. Now, as a guest, you will be redirected to the Login form, not Register form. This may be because the Access permission is not granted to the platform/guests group (or is not made public) at the Register application itself or its outer layers. To make it accessible to the platform/guests group, do as follows:

Log in as root, then use http://mycompany.com:port/portal/intranet/Register to go to the Register page.
Check the Access permission at the Register page level by clicking –> Page –> Edit Layout.

i. At the application, the Access permission is already granted to the /platform/guests group by default.
ii. At the container (by selecting Containers tab in Page Editor), the Access permission is already granted to the platform/guests group. Repeat this step for each container.

Note

Setting the * membership for a group means that all its users are granted permissions to view the container block, regardless of their membership role.

iii. At the page (by selecting View Page properties at the Page Editor bottom), the Access permission is already granted to the platform/guests group.

Note

Remember to click to make your changes affect, if any.

Go to http://mycompany.com:port/portal/intranet

to be at the site level, then select –> Site –> Edit Layout.

i. At the site container(s) containing the Register page, the Access permission is made public by default, meaning that all (including guests) can access at the site container.
ii. At the outermost layer of the Intranet site (by clicking Site’s Config at the bottom of Edit Inline Composer), the Access permission is already assigned to the platform/users group only. This is the reason why guests cannot access the Register form. So, in the Access tab, you need to select Add PermissionPlatformGuests in the group pane, and * in the membership pane. Alternatively, tick the Everyone checkbox.

Note

Remember to click to make your changes affect, if any.

Log out, then try using the http://mycompany.com:port/portal/intranet/Register link. Now, as a guest, you still can view the Register form, not the Login form.
Optionally, if you want guests to be redirected to the Register form when they only enter http://mycompany.com:port/portal/intranet, simply move gradually the Register node to the top in the Navigation Management (by right-clicking Register and selecting Move Up - you need to repeat this step until the Register node is at the top).

Log out, then use the link: http://mycompany.com:port/portal/intranet. Now, you will be redirected to the Register form without entering the exact URL of the Register page.

Note

In this section, some examples and screenshots use default groups and memberships
that are ready-made by configuration. To create groups and memberships as you want, see Managing your organization.
Do not misunderstand that labels of predefined membership types, such as “manager” or “publisher”, represent their permissions.
This means, those labels do not define any permissions. If you create a page, you are the person who decides if a “manager” has access to your page or not.

Permissions in this section are divided into:

Setting permissions on a site
Setting permissions on a page <ManagingPermissions.SettingPagePermissions>
Setting permissions on a container <ManagingPermissions.SettingContainerPermissions>
Access permission on a category <ManagingPermissions.SettingAccessPermissionOnCategory>
Access permission on a portlet <ManagingPermissions.SettingAccessPermissionOnPortlet>

Setting permissions on a site¶

You can set the site permissions (Access, Edit, Move Apps and Move Containers) for a specific group via the Permissions tab if your user account belongs to the /platform/administrators group.

The Permissions tab can be opened in some various ways, depending on the following approaches.

Click –> Portal –> Sites Management on the side navigation bar.

The Manage Sites page appears.

For new sites:
- Select Add New Site to open the Create New Portal form.
- Click the Permissions tab.
For existing portals:
- Select Edit Site Configuration Permissions tab:

Access permission¶

Note

To access a site, you must belong to one of the groups that have the Access permission to that site.

Select the Access sub-tab to set the Access permission on the site.

If you want to assign the Access permission to users in the public mode (without signing in), simply select the Everyone checkbox.
If you do not want everyone to access the portal, first deselect the Everyone checkbox, and do the followings:
1. Click to open the Select Permission form.
1. Select one group in the left panel, and one membership type in the right panel.

Note

In the list of membership types, if you select the asterisk (*), all users of the selected group will have the right to access this site, regardless of their membership role.

Click Save to finish your settings.

After you have selected a membership type, the selected permission is displayed in the Access permission list.
You can only select one group with one membership type at each time. If you want to add more, click and select again.

Edit permission¶

Select the Edit sub-tab of the Permissions tab to set the Edit permission on a site and do the followings:

Click Select Permission to open the Permission Selector form.

Select one group in the left pane and one membership type in the right pane.

Note

In the list of membership types, if you select the asterisk (*), all users of the selected group will have the right to edit this site, regardless of their membership role.

Click Save to finish your settings.

Move Apps permission¶

Select the Move Apps sub-tab of the Permissions tab to set the Move Apps permission on a site and do the followings:

Click on Add Permission to select groups and add their membership types. You can add several memberships to a group as in adding Access permission.

Note

Unless a more restrictive permission is defined for a container (See Setting Permissions on a Container), users who are granted the Move Apps permission on a site are able to do the followings when: editing the site layout:

Add new applications from the Edit Inline Composer to the site layout via drag and drop.
Move applications contained in the site layout via drag and drop.

Users who are not granted the Move Apps permission on a site are unable to see the Remove Portlet icon on applications as well as drag or drop these applications on the site layout.

Move Containers permission¶

Select the Move Containers sub-tab of the Permissions tab to set the Move Containers permission on a site and do the followings:

Click on Add Permission to select groups and add their membership types. You can add several memberships to a group as in adding Access permission.

Note

Unless a more restrictive permission is defined for a container (See Setting Permissions on a Container), users who are granted the Move Containers permission on a site are able to do the followings when editing the site layout:

Add new containers from the Edit Inline Composer to the site layout via drag and drop.
Move containers contained in the site layout via drag and drop.

Users who are not granted the Move Containers permission on a site are unable to see the Delete Container icon on containers as well as drag or drop these containers on the site layout.

Note

If you do not specify which groups or users for the Move Containers or Move Apps permissions, those who are granted the Edit permission will have these permissions.

Setting permissions on a page¶

If your user account belongs to the /platform/administrators group, you are able to set permissions on a page. You first need to go to the Permissions tab via one of two following ways:

Via Edit Page:¶

Open the page which you want to set permissions.
Click Edit –> Page –> Edit Layout.

You will be directed to the Page Editor window.

Click View Page Properties in the Page Editor window.
Select the Permissions tab.

Via Pages Management:¶

Select –> Portal –> Manage Pages on the side navigation bar to open the Pages Management page.
Locate the page you want to edit using the Page Id column, then click

corresponding to the page in the Action column. You will be
directed to the Page Editor window.

Click View Page Properties in the Page Editor window.
Select the Permissions tab.

Access permission¶

Note

To be able to access a page, you have to be in one of the groups that have the Access permission to that page.

To assign the Access permission on a page, simply follow steps as stated in the Access permission section.

Edit permission¶

Note

Only users under the page’s editors group can edit it. The Access permission can be set for several groups but the Edit permission only can be set for one group.

To give users the Edit permission, you must add them to the editors group of that page via Permission Setting and follow steps as stated in the Edit permission section.

Move Apps permission¶

To assign the Move Apps permission on a page, simply follow steps as stated in this section.

Note

Unless a more restrictive permission is defined for a container (see Setting Permissions on a Container),: users who are granted the Move Apps permission on a page are able to do the followings via Edit Page Edit Layout:

Add new applications from the Page Editor to the page layoutvia drag and drop.
Move applications contained in the page layout via drag and drop.

Users who are not granted the Move Apps permission on a page are unable to see the Delete Portlet icon on applications as well as drop these applications on the page layout.

Move Containers permission¶

To assign the Move Containers permission on a page, simply follow steps as stated in this section.

Note

Unless a more restrictive permission is defined for a container (see Setting Permissions on a Container), users who are granted the Move Containers permission on a page are able to do the followings via Edit Page Edit Layout:

Add new containers from the Page Editor to the page layout via drag and drop.
Move containers contained in the page layout via drag and drop.

Users who are not granted the Move Containers permission on a page are unable to see the Delete Container icon on containers laid directly on the page layout.

Note

If you choose the * membership for the selected group when setting Access, Edit, Move Apps and Move Containers permissions, all users of the group regardless of their membership role will be granted the Access, Edit, Move Apps and Move Containers permissions respectively.

Setting permissions on a container¶

If your user account belongs to the /platform/administrators group, you can set the Access, Move Apps and Move Containers permissions on a specific container of a page (via Edit –> Page –> Edit Layout –> Page Editor) or a site (via Edit –> Site –> Edit Layout –> Edit Inline Composer).

Select the Containers tab, then hover your cursor over the container that you want to edit and click on .
Select the Permissions tab.

Click on the Add Permission button in the Access, Move Apps and Move Containers tabs to add the corresponding permissions to specific groups.

Note

Users who are not granted the Move Apps permission on a container do not see the Delete Portlet icon laid directly on applications contained in the container in edit mode.
Users who are not granted the Move Containers permission on a container do not see the Delete Container icon in edit mode.
Users who are granted the Move Apps or Move Containers permissions on a container can add new applications or containers from the composer to this container via drag and drop. Besides, they can move the applications or containers contained in this container via drag and drop.

Setting Access permission on a category¶

Setting the Access permission on categories allows these categories to be listed when a page is edited to add portlets or widgets.

Click –> OTHER –> Applications on the top navigation bar to open the Manage Applications page.
Select one category from the list of available categories in the left panel, then click .
Select the Permission Setting tab.
Set the Access permission on a category that is similar to the Access permission section.

Note

If you set the * membership for a group, all users of the group will have the right to view this category when editing layout.

Setting Access permission on a portlet¶

Go to the Manage Applications page.
Select the category containing the portlet you want to set the Access permission, then click the relevant portlet under your selected category.

The selected portlet will be highlighted in grey in the left panel with its detailed information in the right pane.
Follow steps stated in the Access permission section to assign the Access permission on your selected portlet in the Default Permission Settings form.

Note

If you set the * membership for a group, all users of the group will have the right to view this application when editing layout.

Managing navigations¶

Managing navigations is composed of various actions, such as copying, editing, cutting, cloning, deleting, and adding existing nodes. There are three navigation types available to PRODUCT users:

Site navigation
Group navigation
User navigation

Site navigation

If you are the site administrator or granted the appropriate privileges by the site administrator, you can execute some special actions related to site nodes.

To open the navigation form of a site, you first need to select Edit –> Site –> Navigation from the top navigation bar, then right-click your desired node to open the drop-down menu.

Note

The users under the /platform/administrators group can do actions related to the site navigation.
The navigation of a site is created automatically when a site is created.
The navigation will be deleted automatically after its site has been deleted.

Group navigation

Each group has only one page navigation. Only managers or users with the * membership role of the navigation group and users of the administrators group can add/list/edit/delete the navigation or edit properties.

To manage the group’s page navigation, click –> Portal –> Group Sites Management on the top navigation bar.

The Group Navigation Management page will appear.

User navigation

Actions related to the page navigation of users include adding a new page, editing a page/page layout. These actions are based on Permission Setting set to a page.

Note

The page navigation of a user will be created automatically when the user is created (registered).: Only the user who is the owner of the user page navigation can edit it.

No one can create a user page navigation so that no one can delete it. The navigation will be deleted automatically when its user is deleted.

Adding a new node¶

Select Add New Node to create a node as a sub-node of the selected node.
- If you want to create a new node at the root level of the portal, click , then right-click the empty space and select Add New Node;
- Or, simply click Add Node.

The Add/Edit Page Node form appears.

Enter values in the Page Node Setting tab.

In which:

Field	Description
Asterisk (*)	This mark next to each field means that it is required to enter values in the field.
Uri	An identification of the node that is auto-created after the new node has been created.
Node Name	The node name which must be unique. Only alphabetic, numeric and underscore characters are allowed with its length from 3 to 30 characters and without ANY SPACES.
Extended label mode	Ticks this checkbox to activate the extended label mode for your page node’s label. If this checkbox is deselected, the Language field will disappear.
Language	Selects your desired language for the node label from the drop-down menu.
Label	The display name of the node on the screen in the selected language. This field is not required and may be changed. Its length must be between 3 and 120 characters, including SPACES. For example, if you want to create a French label for your node, first select the Extended Label Mode checkbox. Next, from the Language drop-down list, select your desired language and enter your French label into the Label field.
Visible	Enables the page and its node to be shown or hidden at the navigation bar and sitemap.
Show Publication Date	Enables this node to be published for a given period. Two fields, including Start Publication Date and End Publication Date only display when this option is checked.
Start Publication Date	The start date and time to publish the node.
End Publication Date	The end date and time to publish the node.

Note

You can set date and time by clicking Start Publication Date and End Publication Date and selecting a date from the calendar pop-up.

Note

If a node is not visible (the “Visible” option is unchecked or the current time is not within publication period), it does not appear in any navigation or site map, but is still accessible via its URL.

Select a page for this node in the Page Selector tab if you want.

In which:

Field	Description
Page Id	The identification string of the page which is created automatically.
Name	The selected page’s name.
Title	The selected page’s title.
Create Page	Creates a new page with the inputted name and the title.
Search and Select Page	Searches and selects an existing page.
Clear Page	Removes the inputted page information in the fields.

If you select Create Page, input the name and title for the page.
If you select Search and Select Page, you do not need to enter values in these fields. They are automatically recorded after you have selected an existing page from the Select Page form.

This window lists all existing pages of Portal or Group with basic information for each page.

You can select a page for creating a node by simply clicking , or search for a specific page as follows:

i. Enter your page title into the Title field to search by title;

Or, enter the site name into the Site Name field to search by the page’s site name;

Or, enter values into both fields to further limit your search results by both Title and Site Name.

ii. Select the area in which you want to search into the Type field.

iii. Click to perform your search. All pages matching your search criteria will be listed.

iv. Click on the row of the page to select.

After selecting a page, you will see the page details in the Page Selector form.

Select one icon in the Icon tab if you want.
Click Save to accept the new node page, or X to close the form.

Note

To select a page, you must be a member in the Access Permission or Edit Permission list of the selected pages. When the page type is ‘User’, you cannot select a page of other users.

If you do not have the Access permission for any page in the list, please contact your administrator to get appropriate permissions.

Editing a node¶

Select Edit this Node from the drop-down menu to open the form with all similar fields when you add a new node.
Change values in the fields of the current node, except the Node Name.
Click Save to complete your changes.

Copying/Pasting a node¶

These functions are used to reproduce a node in another place.

Select Copy Node from the drop-down menu.
Right-click the position you want to paste this node and select Paste Node.
Click Save to accept your changes.

Note

Two same node names in the same place are NOT allowed.

Cloning a node¶

The Clone Node function allows you to copy a node. The difference between cloning and copying a node is that the cloned node has its own page with the same content as the selected node. Therefore, there will be a new page that has the same name as the cloned node’s page shown in the pages list when you access the Pages Management page.

Select Clone Node from the drop-down menu.
Right-click the position that you want to paste this node and select Paste Node.

The cloned node will be reproduced in a new place.
Click Save to accept your changes.

Cutting a node¶

This function enables you to change the position of a specific node, such as changing the page path.

Select Cut Node from the drop-down menu.
Select the position that you want to paste this node, then click Paste Node.
Click Save to accept your change.

The cut node will be moved to your newly selected place.

Note

Two same node names in the same place are not allowed.

Deleting a node¶

This function is used to remove a node linking to a page. After the node has been removed, the page has been still existing.

Select Delete Node from the drop-down menu.
Click OK in the confirmation message.
Click Save to accept your change.

Changing nodes order¶

You can easily move the position of nodes up or down in the navigation bar following these steps:

Select Move Up or Move Down from the drop-down menu.
Click Save to accept your changes.

Managing applications¶

To manage categories, portlets and gadgets in a portal, you first need to go to the Manage Applications page by clicking on the side navigation bar, and select Applications on OTHERS section. The Manage Applications page will appear.

In which:

Tab bar consists of two items, including Portlet and Gadget.
Action bar consists of actions related to adding a category and importing applications.
Left pane lists all categories and portlets/gadgets of each category.
Breadcrumb bar is the path from a specific category to a specific portlet/gadget in that category.
Right pane provides the detailed information of a specific portlet/gadget.

Portlets and gadgets are organized into different categories. Each category contains one or several portlets or gadgets. You can also mix portlets and gadgets into one category. By default, all gadgets are placed in the Gadgets category.

Managing categories¶

Managing categories includes the following actions:

Adding a new category
Editing/Deleting a category
Adding Portlets/Gadgets to a category

Adding a new category¶

Click on the Action bar to open the form below.

In which:

In the Category Setting tab:

Category name: The field is required, unique and must start with a letter. Only alphabetical, numerical, dash and underscore characters are allowed for this field with the length between 3 and 30 characters.
Display name: The display name of the category and its length must be between 3 and 30 characters.
Description: A brief description of the category. Any length from 0 to 255 characters is allowed.

Enter values in the Category Setting tab.
Select the Permission Setting tab to set the Access permission for your category. It is required. Accordingly, other users can only view and use portlets in your category to which they have access.

For example, set the Access permission for all the members of the /platform/web-contributors group:

For more details about how to set the Access permission, refer to Access Permission.

Click Save to accept adding a new category to the categories list in the left pane.

Editing/Deleting a category¶

Editing a category

Click your desired category, then click on the title bar.
Update the category information.

Click Save to apply changes.

Note

You cannot change the category name.

Deleting a category

Select your desired category and click on the title bar.
Click OK in the confirmation message.

Adding a portlet/gadget to a category¶

This function helps you add a portlet/gadget to a specific category easily as follows:

Click located on the title bar of the category to which you want to add portlets/gadgets.

Display name: The display name of a portlet/gadget.
Application Type: Either Portlet or Gadget.

Enter the display name and select an application type.
Select a portlet/gadget by checking the radio button.
Click Add to accept adding the selected portlet/gadget to the category.

Managing portlets and gadgets¶

Managing portlets and gadgets includes the following actions:

Adding a portlet/gadget to the Application list
Activating the Import Applications function
Viewing/Editing detailed information of a portlet/gadget
Editing a specific portlet
Adding a gadget
Editing a gadget

Adding a portlet/gadget to the Applications list¶

This section shows you how to add a portlet/gadget to the Applications list on the left panel of the Manage Applications page.

Click Portlet/Gadget on the Tab bar to open a list of portlets/gadgets respectively.

Details:

Left panel : The list of portlets/gadget.
Right panel : The information of the portlet/gadget.
Breadcrumb bar : The path of the portlet/gadget.

Click the portlet/gadget which you want to add to the Applications list.

The information of the portlet/gadget is displayed.

Click the Click here to add into categories link to open a form which allows you to select categories for the portlet.

Select your desired categories and click Save to accept adding the portlet/gadget to the Applications list.

Then, you will see the list of categories to which the portlet/gadget is added.

Note

In case the portlet/gadget was already added to the Applications list, there is no the Click here to add into categories link.

Activating the Import Applications function¶

The Import Applications function allows you to import all applications available in the system to the categories on the left panel. However, to avoid importing unnecessary applications, this function is hidden on the action bar by default. To show it on the action bar, do as follows:

1. Go to the Manage Applications page –> Edit –> Page –> Edit Layout on the Edit drawer.

Hover your cursor over the Application Registry portlet, then click at the upper left corner of that portlet.

The Edit Mode will be displayed.

Tick the Show “Import Applications” button checkbox, then click Save to accept the changes.
Click Close to close the Edit Mode form, then click to quit the Page Editor page.

The Import Applications button is now shown on the Manage Applications page.

Importing portlets and gadgets

Now you can import default portlets and gadgets into different categories as follows:

Click at the right corner on the Action bar.
Click OK in the confirmation message to accept importing portlets and gadgets automatically.

All portlets and gadgets of all categories will be imported and listed on the left panel.

Viewing/Editing detailed information of a portlet/gadget¶

Viewing a portlet

To view details of a portlet/gadget, simply select one portlet/gadget in the left panel. The details of that portlet/gadget will be shown on the right panel.

Left panel: All portlets and gadgets grouped by categories.
Breadcrumb bar: The path of the portlet/gadget.
Right panel: Details of the portlet: Name, Display Name, Description, and information on the Access permission.

Editing a portlet¶

Click on the top corner of the right panel.

The Edit Application Information form will appear.

Make changes on the fields in the form, except Application Name.
Click Save to commit your changes.

Editing a specific portlet¶

This section tells you how to access the Edit mode of a portlet and edit it.

Define your desired portlet to check if this portlet has been existing in the portal or page. If not, drag and drop it from Edit Inline Composer to the main portal body while editing the portal’s layout or editing a page.
Hover your cursor over your desired portlet, then click at the upper left corner of that portlet.

The Edit form will be displayed.

Normally, a portlet has four tabs: Portlet Setting, Select Icon, Decoration Themes and Access Permission. However, some portlets may also have Edit Mode and Preferences tabs. For example, IFrame and Dashboard portlets have the Edit Mode tab where administrators can define the interface details.

Make changes on fields in the various tabs.

The Portlet Setting tab allows you to change values related to settings of your selected portlet.

In which:

Field	Description
Display Name	The display name of portlet which cannot be changed.
Portlet Title	The portlet title with the length between 3 and 60 characters.
Width	The portlet’s vertical size. The value of this field must be in numeric format.
Height	The portlet’s horizontal size. The value of this field must be in numeric format.
Show Info Bar	The option enables the information bar to be shown or hidden. If the Show Info Bar checkbox is not selected, Portlet Mode and Window State will not be displayed in that portlet.
Show Portlet Mode	The option enables the portlet mode to be shown or hidden.
Show Window State	The option enables the portlet’s window state to be shown or not.
Description	The brief information of the portlet. The length must be between 0 and 255 characters.

The Select Icon tab allows you to select an icon for the portlet. By clicking Get Default, you do not have to select any icon from the list, the suitable icon will be got automatically.
The Decoration Themes tab allows you to select a theme for the portlet from the themes list. By clicking Get Default, you do not have to choose any theme, it will be automatically set.
The Access Permission tab allows you to set the access permission on the portlet. The portlet can be made public to everyone or restricted to specific groups.

Note

If you set the * permission to a group, all users of that group will have the right to view this portlet, regardless of their membership role. See the Setting Access permission on a portlet section for details on how to assign the access permission on a portlet.

Click Save And Close to accept your changes, then click to quit the Edit Inline Composer/ Page Editor page.

Adding a gadget¶

To add a gadget, you first need to access the Gadget page by selecting Gadget on the Tab bar of the Manage Applications page.

You can add a remote gadget using its URL or create a new gadget into the list.

Adding a remote gadget¶

Click the Add a remote gadget link.
Enter the link of your desired gadget which is in the .xml format in the URL field.

Click Add to accept your inputted URL.

The selected gadget will be added to the gadgets list in the left panel with its details in the right panel.

Creating a new gadget¶

Click the Create a new gadget link.
Enter values in the form.

For example:

Click Save to accept creating your new gadget.

Note

To add the newly added remote gadget to a specific category, simply click the “Click here to add into categories” link at the bottom of the right panel. The table listing all categories will appear and allow you to select your desired category.

To update information of the added gadget, simply click to refresh information.

You can delete a local gadget using corresponding to each gadget in the left gadgets list.

Adding a new gadget from Dashboard¶

See the Adding more external gadgets from Dashboard section for instructions on how to add new gadgets from the dashboard.

Editing a gadget¶

Select your desired gadget in the left panel, for example Group Navigations, then click located at the header of the Gadget Details page to display the following window.

Makes changes in the XML Source Code.
Click Save to commit your changes.

Note

You cannot change the Name field.

Management and Monitoring Gadgets¶

The Management and Monitoring gadgets include gadgets designed for providing the overall vision of the system. These gadgets monitor the system and provide the current system performance statistics which are especially useful for the system administrators and developers.

Monitoring gadgets¶

eXo Platform provides 3 types of the Monitoring gadget:

Memory
Caches level
Application Statistics

You can use these gadgets from the Dashboard Workspace. However, you can quickly use them via the Monitoring page by clicking Administration –> Administration –> Monitoring on the top navigation bar.

Memory¶

The Memory gadget provides the statistics of heap and non-heap memory via charts which show the part of used memory and remaining memory during runtime.

In the table next to the chart, you can see:

Used: The total used memory.
Free: The total free memory.
Total: The total memory.

Caches level¶

The Caches level gadget displays the eXo cache levels and settings. Based on these statistics, the administrators can configure the cache settings properly to get better performance:

If the cache is full but the hit ratio is low (or missed ratio is high), it means the cache is full of unnecessary data. It should be cleared and/or its size is increased, or its lifetime is decreased.
If the cache is full and the hit ratio is high, this is good. It means most of data are retrieved from the cache, but not from the database, so the system gets better performances.
If the cache is empty, it should be configured differently, for example, increasing its lifetime.
The Consumption tab shows the overall cache consumption in the system.
The Hit ratio tab shows the ratio between requested data fetched from cache and data fetched from database.

The Details tab shows the cache level and the current cache settings.

In which:

Max size: The maximum size of the cache.
Time to live: The lifetime (in seconds) of cache entries before being cleared.
Hit/Missed: The percentage of data fetched from cache versus the percentage of data fetched from database.

Application Statistics¶

The Application Statistics gadget lists all information related to the execution time of all applications in the portal, therefore administrators and developers will know how fast applications are and which ones should be optimized.

The gadget consists of two tabs:

10 Slowest: Lists 10 slowest applications in the portal.
All: Shows the total number of applications and a list of the applications in the portal.

Each application provides you with the following information:

The execution phase next to the application name (if any). For example: AllSpacesPortlet/ACTION_PHASE
The full path of the application when you hover your cursor over its name.
The average execution time (in ms) highlighted next to the application name.
- The time will be highlighted with the yellow color if it is more than 1000 ms and less than 5000 ms.
- The time will be highlighted with the red color if it is more than 5000 ms.
exec: The number of executions of the application.
min: The minimum execution time of the application.
max: The maximum execution time of the application.

Service Management¶

The Service Management gadget provides an interface to interact with manageable services via REST management API.

You can use these gadgets from the Dashboard Workspace. However, you can quickly use them via the Service Management page by clicking Administration –> Administration –> Management on the top navigation bar.

The Service Management page is displayed.

Select the service from the Services drop-down list. For each selected service, its respective methods and properties are shown.

To invoke a method of the selected service, click Run corresponding to it. After invoking it successfully, you will see the result returned if any.

Managing News¶

The pinned articles are not highlighted by default in the platform (you can refer to `Pinning a News`_ chapter to know more how pin function works).

In order to display these pinned articles in a page, edit the page layout then add a “Content by query” application at the desired location.

Once the application is added in the page, edit its settings and choose the folder path.

Then you have to choose the appriopriate template from “Display Settings” tab of “Edit Mode” :

For the blog layout, select “NewsPin.gtmpl”.
For the latest News layout, select “LatestNews.gtmpl”.

Next, fill in the field “Header”, this information will be displayed in the top left of the block.

From advanced tab, fill in the following query in the field “By query” :

SELECT * FROM exo:symlink WHERE jcr:path LIKE '/Application Data/News/Pinned/%' ORDER BY jcr:created DESC

Then select the page News > Details from the selector “Show in page”

Finally tick the checkbox “Restricted by user role” and click on “Save” button.

Managing Wallets¶

Wallets administration interface allows you to manage users and spaces wallets To access wallets administration interface, you have to click on “Administration” menu from the side navigation, then “Reward” –> “Wallet” from second level side bar.

“Wallets administration” interface is displayed containing the list of different users wallets. You can apply filters to display or hide wallets. The available filters are by default the type of owner of the wallet and the wallet’s status: Disabled wallets are not displayed by default. You can also search for a wallet by owner’s name.

The wallets administration interface allows you to manage different wallets according to the wallet’s status:

For initialized wallets: The possible actions which are also common actions for all wallets are:

Refresh: Allows you to refresh the information about the selected wallet. The action will display the uptodate information for the status and different balances of the concerned wallet. Send Cauri: Allows you to send funds to this wallet from the admin wallet. Disable wallet: Allows you to disable the wallet. This action is not irreversible, you can enable the wallet if needed.

For new wallets, you can make the following actions:

Initialize wallet: Allows you to activate the wallet and send the initial funds with a optionally a message to the wallet’s owner. Reject wallet: The action requires your confirmation. The wallet’s owner will display a message informing that his wallet creation has been rejected and will have the possibility to request the initialization once again.

Some warnings appear in the interface when:

The user or space is deleted The wallet does not contain any funds The wallet does not contain enough ether to make transactions: For these wallets a “Send ether” action is available

Note

No action except “Refresh” is allowed for “admin” wallet.

Managing Kudos¶

You can manage the use of kudos in the platform from “Kudos settings” page. To access this interface, click on “Administration” menu from the top navigation, then “Reward” > “Kudos” from the drop-down menu.

You can define how many kudos users can send per period of time (week, month, quarter or year). You can also restrict the use of kudos to the members of a single space. Here, the space membership is simply used as a group permission. Authorized users will be able to send and receive kudos from any other space.

You can review the list of kudos received and sent from the tab “Kudos List” of the same interface. The information of the sender and receiver are available.

You can filter per period type and select the period in which you want to see all sent (and recieved) kudos.

Managing Rewards¶

You can manage the rewards sending from “Reward administration” page. To access to this interface, click on “Administration” menu from the top navigation, then “Reward” > “Reward” from the drop-down menu. The first thing to do is to setup how rewards will be calculated from the configuration tab. Then, from “Pools” tab you can create pools and assign users to them according to their domains. Since the use of the platform may not be the same from one team to another, and in order to ensure a fair distribution of rewards, regroup users in pools corresponding to their teams. Rewards will be distributed comparatively to members within the same pool. Hence, members of the same pool will compete together for rewards rather than with all the users of the platform. Finally, when everything is setup correctly in both configuration and pools tabs, you can send rewards from the first tab.

Configuration¶

Configuration is the third tab of Reward interface. This tab lets you manage the rewards sending, the periodicity and how rewards will be calculated for users at the end of each period.

Choose the periodicity for sending rewards : week, month, quarter, semester or year. The interface currently offers two built-in rewarding programs : one for kudos and one for gamification points. For each program, you can specify a minimal threshold to reward users. The default value is “0”, which means that the users are rewarded automatically if they receive kudos or earn any gamification points.

Select the checkbox “Use pools” if you want to use the pools in the rewards calculation and this for kudos and gamification.

To control the rewards budget, pick one of the 3 policies:

By a fixed budget: Set a fixed total amount of tokens to spend in rewards. This amount of tokens will be spread between the different users in proportion of their points compared to others. If pools are used, the tokens received by each user are calculated relatively to other members of the pool rather than all users.
By a fixed budget per eligible member: This is a more dynamic way where the budget is sized dynamically according to the number of eligible (having earned more than the minimal threshold) users. Here too, actual rewards are calculated taking in account pools if the option is checked.
By a fixed budget per point: This is a very dynamic mode where each points earns a fixed amount of rewards. It is recommended for programs where the number of “points” is capped (like Kudos, but unlike gamification).

Click Save to validate and apply your rewarding programs configuration.

Pools¶

Pools is the second tab of Reward interface. As described above, this tab let you create pools and assign users to them according to their teams, roles, job title or any other criteria you choose in order to ensure a fair distribution of rewards. For fair distribution, all pool members should have equal chances to compete with others. Thus, they should have access to same or similar gamified areas in the workplace. When no pool has been defined and no user have created a wallet yet, the interface will look like this

When users create their wallets, they will be automatically assigned to the default pool until you assign them to an appropriate one.

To create a pool, click on the ‘+’ button. You only need to enter the pool’s name to be able to create it.

You can also optionally add a descripton, choose a space in order to add all its members to the pool and/or select a pool manager.

You can fine tune budget per pool :

**By computing pool reward from total budget: ** It’s the default option. The budget attributed to this pool will be computed automatically according to the budget set in the Rewarding programs configuration
**By a total fixed budget: ** With this option, this pool’s budget will not be taken from the global budget. Instead the pool will have its own fixed budget.
**By a fixed budget per eligible member: ** With this option, the pool has its own dynamic budget based on the number of eligible users in the pool.

Then you can add users to the pool and save.

It is possible to enable or disable a pool using the available option from the pool’s card. If a pool is disabled at the moment of sending rewards, its members will not recieve tokens.

Send Rewards¶

Once everything is setup correctly, you can send the rewards from the first tab of reward interface.

Reward sending is allowed after the selected period of reward is past. You can’t send rewards before the end of the period conforming to the periodicity set in the Configuration tab. The button “Send rewards” is disabled when the current period is selected.

From this interface, you have the following information:

Eligible users: Displays the number of eligible users for the selected period.
Total budget: Displays the total amount of tokens (to be) distributed for the selected period.
Sent Cauri: Displays the amount of token sent if the transaction has been proceeded.
Reserve fund: Displays the amount of token available in the reserve. Tokens are sent from the reserve to users. Make sure you have enough funds in the reserve before sending rewards or some users may not receive anything.
Total kudos: Displays the total number of kudos received during the selected period.
Total gamification: Displays the total number of gamification points earned during the selected period.

For convenience, you can search for a user by his name, pool or wallet address.

You can also display the disabled users using the appropriate radio button.

The available information for each user are the following:

Fisrt and last name
Actual pool
Transaction
Status
Amount of reward
Information icon

When you click on the information icon you see the reward details of the associated user.

To send rewards, you must select the reward period then click on the “send reward” button.

Managing Gamification¶

To manage Domains, Rules and Badges in eXo Platform, you first need to go to the Gamification page by clicking on the side navigation bar, and in the Gamification, you can manage your domains, rules or Badges by choosing Manage Domains, Manage Rules or Manage Badges.

Manage Domains¶

In the Manage Domains page, a table containing all the Domains in the platform is displayed. To ease the domain’s management, a search field is available to allow you searching domains and a filter button to allow you filtering domains by status. Every domain have:

Title: A significant title of the domain.
Description: A description of the domain to explain its goal.
Enabled: The status of the domain. It could be True for enabled status or false for disabled.
Action: A delete and Edit actions for domains is displayed for every line of Domains table.

Add Domain¶

You can add a new domain just by clicking on Add domain button above the Domains table.

A popup will be displayed containing a form to add a new domain.

Fields are the same as in the Add Domain popup:

Title
Description
Enabled status (switch button to choose between Yes or No status)

Note

Once your domain is successfully added to the Domains base, a success message is displayed : Domain added successfully An error message will display if you add a domain with wrong, missing or even similar informations of existing domains: An error happen when adding a domain

Note

By default, you will have 3 domains: social, Teamwork and Knowledge .

Edit Domain¶

You can edit a domain just by clicking on the edit icon of the domain you want to update.

A popup containing existing informations of the selected domain to edit will display with 2 buttons :

Save: To save changes that you made in the domain
Cancel: To cancel changes and conserve the already existing domain.

Note

By disabling a domain, all related rules and badges will be disabled too.

Delete Domain¶

You can delete a domain just by clicking on the delete icon of the domain you want to delete.

A confirmation popup will be displayed and you can confirm the domain’s delete or cancel it.

Once the domain is deleted, all related badges and rules will be disabled and have empty fields in the Domain column in the Manage Rules and Manage Badges tables.

Search Domain¶

You can search a domain just by typing some characters on the search field near to the Add Domain button.

Fields taken into account during the search are:

title
description

Search results contain only the domains having in their title or description the typed characters.

Note

If no results found, an Empty Table information is displayed.

Manage Rules¶

In the Manage Rules page, a table containing all the rules in the platform is displayed. To ease the rules’ management, a search field is available to allow you searching rules and a filter button to allow you filtering rules by status. Every rule have:

Rule: A pulldown displaying all predefined rules.
Description: A description of the rule to explain its goal.
Points: The number of points gained by the rule.
Domain: The domain of the rule. It could be social, Teamwork, Knowledge…
Enabled: The status of the rule. It could be True for enabled status or false for disabled.
Actions: A delete action for each Rule in the table.

Add Rule¶

You can add a new rule just by clicking on Add rule button above the Rules table.

A popup will be displayed containing a form to add a new rule.

Fields are the same as in the Add Rule popup:

Rule
Description
Points
Domain (a pulldown to choose easily the rule domain)
Enabled status (switch button to choose between Yes or No status)

Note

Once your rule is successfully added to the Rules base, a success message is displayed : Rule added successfully An error message will display if you add a rule with wrong, missing or even similar informations of existing rules: An error happen when adding a rule

Edit Rule¶

You can edit a rule just by clicking on the edit icon of the rule you want to update.

A popup containing the existing information of the selected rule to edit is displayed with 2 buttons:

Confirm: To save the made changes on the rule
Cancel: To cancel changes and conserve the already existing rule.

Delete Rule¶

You can delete a rule just by clicking on the delete icon.

A confirmation popup is displayed allowing you to confirm or cancel the changes done.

Note

Once the rule is deleted, it will be not used anymore on the points score.

Search Rule¶

You can search for a rule just by typing some characters in the search field near the Add Rule button.

Fields taken into account in the search are:

Rule
Description
Points

Search results contain only rules having in their Rule, description or Points fields the typed characters.

Note

If no results found, an Empty Table information is displayed.

Manage Badges¶

In the Manage badges page, a table containing all the badges in the platform is displayed. To ease the badges’ management, a search field is available to allow you searching badges and a filter button to allow you filtering badgess by status. Every badge have:

Icon: The badge icon.
Badge: The badge name.
Description: A description of the badge to explain its goal.
Score: The number of points gained for this badge.
Domain: The domain of the badge. It could be social, Teamwork, Knowledge…
Enabled: The status of the badge. It could be True for enabled status or false for disabled.
Actions: A delete action for each badge in the table.

Add Badge¶

You can add a new Badge just by clicking on Add Badge button above the Badges table.

A search field is available allowing you to search for Badges and a filter button allowing you to filter them by status.

A popup will be displayed containing a form to add a new Badge.

Fields are the same as in the Add Badge popup:

Title
Description
Score
Icon
Domain (a pulldown to easily choose the Badge domain)
Enabled status (switch button to choose between Yes or No status)

Note

Once your badge is successfully added to the Rules base, a success message is displayed : Badge added successfully

If the added badge has erroneous or missing details or even similar information to an existing badge, an error message is displayed: An error happens when adding a badge.

Edit Badge¶

You can edit a badge just by clicking on the edit icon of the corresponding badge.

A popup containing the existing information of the selected badge to edit is displayed with 2 buttons:

Confirm: To save the made changes
Cancel: To cancel the made changes and keep the existing badge.

Delete Badge¶

You can delete a badge just by clicking on the delete icon of the target badge to delete.

A confirmation popup is displayed allowing you to confirm the badge’s deletion or cancel it.

Note

Once the badge is deleted, it will be not used anymore on the points score.

Search Badge¶

You can search for a badge just by typing some characters on the search field near the Add Badge button.

Fields taken into account in the search are:

Badge
Description
Score
Domain

The table will display only badges containing the typed characters in one of the above cited fields.

Note

If no results found, an Empty Table information is displayed.

Building an online community¶

Many users ask for building a Community site like http://community.exoplatform.com. In this site, they want to allow their users to register by themselves, or publish some pages, such as Forum. This tutorial will guide you how to do these tasks via UI.

Note

This tutorial has some limitations due to using UI only. For example, you can allow users to access the Register page, but when a user finishes his registration, he is not automatically redirectedto Home page. To go further, you need to do some development tasks. And if you meet any troubles, go to eXo Forum to get some help.

Before you follow the step-by-step instruction to allow Guest access, let’s learn the “portal manner” of access control:

Publishing sites and pages¶

When you access intranet site, you are asked to log in, because the access permission of the site is *:/platform/users by default. So, to publish any resource under the “intranet” site, you need to make the site public first. And what happens then?

When the site is public, but all the pages are private, then you are still seeing a login form. If there is one public page, the portal will redirect you there without login. If there are several public pages, the topmost one in the site navigation will be the default redirection.

Knowing this, you can allow anonymous users to access some public pages. In the example, you will publish Wiki and Forum, and put a new page called “Welcome” as the default page for anonymous access.

How to enable users to register themselves¶

eXo Platform provides a built-in Register page already. See the screenshot below:

The page is not a public one, but the membership *:/platform/guests has access permission, so if the site is public, anonymous users can type the URL /portal/intranet/Register to access this page. You can put a link in the Welcome page so that the user does not have to type the URL.

The Welcome page should also give a Login link. Hereunder is the web content (simplified) you should add to Welcome page:

<a href="/portal/login">Sign in</a>
<a href="/portal/intranet/Register">Register</a>

Site Navigation¶

You have read that the topmost page in Site Navigation will be picked up for redirection, when users access /portal/intranet. The Site Navigation can be edited by clicking Edit –> Site –> Navigation from the top navigation bar.

See the screenshot. You can right-click on a page (actually a “node”) and choose Move Up (several times) to change the order of the pages.

In the example, you publish Welcome, Wiki and Forum pages so you should “Move Up” the Welcome page to the top, but below the Home page. This makes Welcome the default page for anonymous while keeping Home the default page for logged users.

You want the Welcome page to offer anonymous users the “Login/Register” links, but logged-in users should not see it. Though they always can access by typing page URL, it is nice to hide Welcome page from the Left Navigator.

To do that, right-click again and choose “Edit this Node”, then uncheck the Visible box in the form:

Left Navigator¶

You can publish the Left Navigator for anonymous access. It is a smart navigator that shows users a page link if and only when the user has access permission to the page, so anonymous only see public pages.

The Left Navigator is in fact “some containers and portlets” included in the Site Layout, so you can edit it by clicking Edit icon –> Site –> Edit Layout.

Exactly, you need to publish the portlet UICompanyNavigationPortlet and publish its containers as well. See the illustration. There are three (nested) containers, the outermost one is public by default.

Publishing a content¶

Almost every page is a portal page which consists of containers and portlets. It is the portlet that brings content to you. In order to allow anonymous users to view a content, you need to publish: the portlet that presents the content, the containers of the portlet, the page and the site. See the following illustration, note that containers can be nested:

The content access also is managed by the relevant application. Wiki application allows you to set permission for any individual page. In Forum, the permissions can be set for topic, forum and category. In case of Content, each content has its publication lifecycle.

Make it public¶

To publish the intranet site, go to either of its page, like Home page, and click Edit icon –> Site –> Edit Layout from the top navigation bar, then select Site’s Config from the Edit Inline Composer window. In the Permissions –> Access, tick the Everyone checkbox.

The Everyone checkbox is also available when you edit a page and its portlets and containers.

When you are on the page you want to edit, click Edit –> Page –>Layout from the top navigation bar. This will open a layout of the portlets and the containers, and a Page Editor floating box.

To edit the page access permission: click View Page properties.
To edit a portlet’s access permission: hover your cursor over the portlet area to see a toolbar.
To edit a container’s access permission: similar as the portlets, but you need to click the Containers tab in the Page Editor window.

Building an online community by example¶

In this example, you build a “Welcome” page and make it the default page for anonymous users and give them links to login or register. You also publish the Forum and Wiki page to allow anonymous users to view.

You should have administrator privileges. Remember to Save your modification at every step.

Publish the intranet site.

2. Publish the left navigator, or more exactly the portlet UICompanyNavigationPortlet and its containers.

See the above Left Navigator for details.

Create a web content that gives the links to login and register, as follows:

Click Administration –> Content –> Sites Management. You can create the content somewhere in a general drive, for example Sites Management:/intranet.

Choose the template Web Content:

Input title as “welcome” for example. Click Source (see the screenshot) then put the following code to its content:

<table style="width: 100%">
    <tbody>
        <tr>
            <td style="width: 1px; white-space: nowrap">Please login if you have an account already:</td>
            <td><a class="btn btn-primary" href="/portal/login">Sign in</a></td>
        </tr>
        <tr>
            <td style="width: 1px; white-space: nowrap">Or register a new one:</td>
            <td><a class="btn btn-primary" href="/portal/intranet/Register">Register</a></td>
        </tr>
    </tbody>
</table>

Save and publish the content.

Create a Welcome page. Take care to create the page in the same level with the Home page.

Add the Content Detail portlet to the page. Edit the portlet to select the content you created.

Publish the portlet and the page.

5. Move up the Welcome page as described in Site Navigation. Also, make the page invisible.

Publish Forum page.
Publish Wiki page. As the Wiki Home is restricted by default, publish it as well.

The following image shows the screen when an anonymous user accesses /portal.