User Guide

Be sure you enter your email address carefully. Should you forget your username or password, you can recover it from this email address.

Table 1.1.

Field	Description
*Asterisk ()**	This mark next to each field indicates that it is required to input values in this field.
Username	The name used to log in. The username must be: Lowercase (a - z), digit (0 - 9), underscore (_), and dot (.) characters, but consecutive underscore (_) and dot (.) 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	Retype the password above. 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.
Email Address	The user's email address that must be in the correct form, such as `username@abc.com.` There are two 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.
Text Validation	The text to verify your registration.

Fill values into fields.
Click Subscribe to accept your new account, or Reset to clear all your entered values. If your registration is not successful, there will be warning messages which indicate invalid fields.

After adding a new account, you should contact your administrator to get appropriate permissions for your account.
Click to check if your entered username already exists or not.

Note

1.3.2. Sign in & Sign out

Sign in a portal

To enter the portal in the private mode, you just need to use your registered account. In eXo Platform 3.5, you can sign in the portal via two ways:

Click directly one of the default user accounts at the lower of screen right in the welcome page or after entering your selected page.
Or, after entering your selected portal, for example ACME website, click one of the default users at the bottom of body as below.

After selecting Remember My Login, if you do not sign out when you leave the portal, you will be automatically authenticated for your next visit.

Click the Login link to open the Sign in form.
Input your registered Username and Password in the Sign in form.
Select the Remember My Login checkbox for the first time if you want to automatically return to this portal without signing in again. This feature enables you to be automatically authenticated to avoid doing an explicit authentication when you access the portal.
Click Sign in to submit the form, or Discard to quit.

Note

Sign out a portal

This feature ends your authenticated session and returns you to the anonymous portal. To sign out, simply hover your cursor over your display name at the top right corner of the site, then select Logout from the drop-down menu.

1.3.3. Change account settings

To change your account information, hover your cursor over the account name at the top right corner of the site and click My Account from the drop-down menu.

The Account Profiles form appears.

Change your profile information

Select the Account Profiles tab.
Change your First Name, Last Name, Email. Your Username cannot be changed.
Click Save to submit your changes.

Note

The email address changed must be in the valid format. See details about the Email Address format here.

Change your password

Select the Change Password tab to go to the following form.
Input your current password to identify that you are the owner of this account.
Input your new password which must have at least 6 characters.
Re-enter your password in the Confirm New Password field.
Click Save to accept your changes.

Note

If the default accounts' passwords have been changed, you can no longer sign in the portal by clicking the default accounts directly as stated in the first way.

1.3.4. Retrieve account and password

In case you forget your account or password, you can recover your username or password as follows:

Click the 'Forgot your Username/Password?' link beneath the Password field when signing in.
There will be two options for you to select.
Select the appropriate option, then click Next.
You will be prompted to provide identification information, depending on your choice.
- If you select the Forgot My Password option, you will be prompted for your username.
- If you select the Forgot My Username option, you will be prompted for your email address.
Enter your Username/Email in the form above.
Click Send to submit your entered values.

After you have submitted the form, an email will be sent to your email address with the requested information, either your username or password.
If you forget your password, you will be sent a temporary password. Your original password will not be valid after this email is sent. You will be directed to a page to update your password for your next log-in.

1.4. Manage language

In eXo Platform, the priority order of the display language decreases to the arrow direction from left to right:

User's language --> Cookies' language --> Session's language --> Browser's language --> Portal's language

It means that the language set by the user will be at the highest level, and the portal's language at the lowest level.

Accordingly, you should pay attention to this order when selecting your preferred display language.

Chapter 2. Manage Your Organization

This chapter covers the following topics:

Add a user
Manage users
Manage groups
Manage memberships

2.1. Add a user

Click Add Users from the drop-down menu.
The Create New Account window will open with two tabs: Account Settings and User Profile.
Fill all fields in the Account Settings tab which must be completed. For more details on these fields, see here.
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.

2.2. Manage users

By clicking Groups And Roles, you will see the Organization form which allows you to manage users, groups and memberships.

As an administrator, you can easily find, edit information of users, and even remove them from the system via the User Management tab. By default, all registered users will be shown in this tab.

Via the User Management tab, you also can define each user belonging to user groups and his memberships (roles) in these groups. You cannot add users to a group but can remove them from the group.

2.2.1. Search for users

You can search for specific users by username, first name, last name or email address.

Type the search term related to the user you want to search. You do not need to enter an exact term.
Select the information type you want to search against.
Click , or hit the Enter key to perform your search.

2.2.2. Edit user information

Locate the user you want to edit his information.
Click corresponding to the user with the information you want to edit.
Select the Account Info tab to edit main information of the user, including First Name, Last Name, or Email Address.
Username
The Username 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 the personal information of the selected user, including Profile, Home and Business. You may also switch the default display language for that user by selecting another language from the Language field where all available languages are displayed in the alphabetical order.
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 the user from a group, click .
Click Save to accept your changes.

2.2.3. Delete a user

Locate the user you wish to delete.
Click corresponding to the user you want to delete in the main User Management form.
Click OK in the confirmation message to accept your deletion.

2.3. Manage groups

Select the Group Management tab in the Organization form. This tab is used to add, edit or delete a group. You can also add or delete a user to a group and edit the user membership in the group.

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

2.3.1. Add a new group

Select the path to create a new group by clicking the group from the left pane 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 pane.

The Add Group form will be displayed in the right pane.

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.

Table 2.1.

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 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	A 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

2.3.2. Edit a group

Click the group you want to edit in the left pane.
Click in the left pane to show the Edit Current Group form of the selected group.
Make changes on the fields, except Group Name.
Click Save to accept your changes.

2.3.3. Delete a group

Click the group you want to delete in the left pane.
Click in the row of the membership type you want to delete.
Click OK in the confirmation message to accept your deletion.

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/Visitors.

2.3.4. Add a user to a group

Select the group to which you want to add a new user in the left pane.
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, enter at least one character if you are not sure about the exact spelling and do the further followings:
i. Click to search by your entered characters.

After you have clicked , there will be a list of all existing users whose Usernames include the entered characters. For example, if you enter 'o', you will get the following result.

ii. Select the checkboxes corresponding to users you want to add to the group.

After clicking Add, you will see the complete Usernames in the Add Member form.
Select the membership for the users from the Membership list. You can click to update the memberships list in case of any changes.
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 User Management form and editing the user you just added.

2.3.5. Edit a user membership in a group

Click corresponding to a specific user with a membership in the Action column in the right pane.
Change the membership of the selected user by selecting another value in the Membership list.
Click Save to complete your changes.

2.4. Manage memberships

The role of a user in a specific group is managed by using the Membership Management tab.

By default, eight membership types available in eXo Platform include Member, Author, Editor, Manager, Redactor, Validator, Webdesigner, and Publisher. The "Manager" has the highest right in a group.

2.4.1. Add 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.

2.4.2. Edit a membership type

Click corresponding to the membership type you want to edit in the Action column. Information about the selected membership type will be updated automatically in the Add/Edit Membership form.
Make your desired changes on the Description field. You cannot change the Membership Name.
Click Save to accept your changes.

2.4.3. Delete a membership type

Click in the Action column.
Click OK in the confirmation message to accept your deletion.

Chapter 3. Manage Your Portals

This chapter covers the following topics:

Manage permissions instructs you how to set permissions on a portal, page, category and portlet.
Manage sites gives steps on how to create/edit/delete a portal, and how to switch between various portals.
Manage navigation nodes includes actions which can be done on a navigation, such as adding/editing/copying/pasting/cloning/cutting/deleting a node, or changing the node orders.
Manage pages provides you step-by-step instructions to create a new page by using Page Creation Wizard or Page Manager, to edit/delete a page and to manage types of page navigations.
Manage applications represents actions which can be done on applications inside a portal and a Desktop.

3.1. Manage permissions

Permissions play an important role in accessing and performing actions in eXo Platform. Depending on these permissions assigned by an administrator, users can gain access to various components and another actions, such as editing portals, pages, or portlets.

Details about permission types and levels can also be found in the Permission section.

3.1.1. Set permissions on a portal

You can set the portal permissions (Access permission and Edit permission) for a specific user via the Permission Settings tab.

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

For new portals:

Hover your cursor over in the Administration bar, then click Portal --> Sites.
Select the Add New Portal button to open the Create New Portal form.
Click the Permission Settings tab.

For existing portals:

Hover your cursor over in the Administration bar, then click Portal --> Sites.
Select Edit Portal's Config --> Permission Settings tab.

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

Hover your cursor over My Sites on the Administration bar, then select your desired portal from the drop-down menu.
Select Edit --> Site --> Layout on the Administration bar.
Click Site's Config in the Edit Inline Composer window, then select the Permission Settings tab.

3.1.1.1. Access permission

Note

After entering into the Permission Settings tab, you first need to select the Access Permission Settings sub-tab to set the access permissions on a portal.

If you want to assign the Access permission to users in the public mode (without signing in), simply select the Make it public (everyone can assess) checkbox.
If you do not want everyone to access the portal, first deselect the Make it public (everyone can access) checkbox, and do the followings:
1. Click the Add Permission button to open the Select Permission form.
2. Select one group in the left pane, and one membership type in the right pane. In the list of membership types, the asterisk (*) means that any membership types of the selected group are allowed.
3. 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 select only one group with one membership type at each time. If you want to add more, click the Add Permission button and select again.

3.1.1.2. Edit permission

Note

Only members under the Editor group can edit that portal. Access rights can be given to several groups but edit rights can only be given to a group with a membership type. To assign the Edit permission to a user, you must add him/her to the editors group of the relevant portal.

After entering into the Permission Settings tab, you first need to select the Edit Permission Settings sub-tab to set the Edit permissions on a portal and do the followings:

Click the Select Permission button to open the Permission Selector form.
Select one group in the left pane and one membership type in the right pane. You can select * if you want to assign all available membership types to the selected group.
Click Save to finish your settings.

3.1.2. Set permissions on a page

To set permissions on a page, you first need to go to the Permission Settings tab via different ways:

Via Edit Page:

Hover your cursor over My Sites on the Administration bar, then select the page you want to configure from the drop-down menu.
You will be directed to your selected site.
Continue hovering your cursor over Edit on the Administration bar, then select Page --> Layout from the drop-down menu.
Click View Page Properties in the Page Editor window.
Select the Permission Settings tab.

Via Page Management:

Hover your cursor over on the Administration bar, and select Portal --> Pages to open the Pages Management page.
Locate the page you want to edit using the Page Id column, then click corresponding the page in the Action column. You will be taken to the Page Editor window.
Select the Permission Settings tab.

3.1.2.1. 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.

3.1.2.2. 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 Settings and follow steps as stated in the Edit permission section.

3.1.3. Set 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.

Hover your cursor over in the Administration bar, then select Applications from the drop-down menu to open the Manage Applications page.
Select one category from the list of available categories in the left pane, then click .
Select the Permission Settings tab.
Set the Access permission on a category that is similar to the Access permission section.

3.1.4. Set 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 pane with its detailed information in the right pane.
Follow steps stated in the Access permission section to assign access permission on your selected portlet in the Default Permission Settings form.

3.2. Manage sites

3.2.1. Create a new portal

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

Open the Create New Portal window by following one of the two ways:
The first way
Hover your cursor over Edit --> Site on the Administration bar, then select Add site from the drop-down menu.
The second way
i. Hover your cursor over on the Administration bar, then select Portal --> Sites from the drop-down menu.
ii. Click the Add New Portal button.
By default, the Create New Portal window, which contains the Portal Settings tab, will open.
Enter a string into the Portal Name field. This field is required and must be unique. Only alphabetical, numerical and underscore characters are allowed for this field with the length from 3 to 30 characters.
Select the default display language for the portal from the Locale field.

Click the Properties tab to set the properties of a portal.

Table 3.1.

Field	Description
Keep session alive	Keep 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	Tick the checkbox to show the info bar of the porlet by default when the portlet is used in a page of the portal. The "Show info bar by default" option only takes effect on new porlets as from the time you select the checkbox rather than all portlets of the portal. In particular, after creating your new portal with the "Show info bar by default" option checked, newly created portlets of the portal will be displayed with the info bar by default. However, if you deselect the "Show info bar by default" option when editing the portal's configuration, the former portlets with the shown info bars are remained; meanwhile new portlets, which are created after this option is deselected, will be shown without the info bars.

Field

Keep the working session for a long time to avoid the time-out. There are 3 options:

Keep session alive

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

Tick the checkbox to show the info bar of the porlet by default when the portlet is used in a page of the portal.

The "Show info bar by default" option only takes effect on new porlets as from the time you select the checkbox rather than all portlets of the portal. In particular, after creating your new portal with the "Show info bar by default" option checked, newly created portlets of the portal will be displayed with the info bar by default. However, if you deselect the "Show info bar by default" option when editing the portal's configuration, the former portlets with the shown info bars are remained; meanwhile new portlets, which are created after this option is deselected, will be shown without the info bars.

Click the Permission Settings tab to set permissions on the portal.
The list of Access permissions for the portal is empty by default. You have to select at least one or tick the Make it public (everyone can access) checkbox to assign the Access permission to everyone.
Note
For more details on how to grant permissions on the portal, see the Set permissions on a portal section.
Click the Portal Templates tab to select the template for your portal.
Click Save to accept creating your new portal.

3.2.2. Switch between portals

This function enables you to select and use another portals (gateway, starting site). You can perform this action only when you are assigned the appropriate permission by the administrators.

To switch between portals, hover your cursor over My Sites on the Administration bar for a list of all portals in which you have at least access rights, then click the desired portal. You need to wait a few seconds to be switched to your selected portal.

3.2.3. Edit a portal

Note

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

When you have the Edit permission, follow either of two ways below to go to the relevant form that allows you to do actions related to editing a portal.

Hover your cursor over My Sites on the Administration bar and select the portal you want to edit from the drop-down menu.
You will be switched to your selected portal just after a few seconds.
Hover your cursor over Edit on the Administration bar to open the drop-down menu.
i. Select Site --> Layout.
You will be directed to the Edit Portal page. From here, you can make changes on the layout of your selected portal, or on its configurations by selecting Site's Config at the bottom of the Edit Inline Composer form.
ii. Select Site --> Navigation.
From here, you can edit your selected portal's navigation.

The Navigation Management form appears.

Hover your cursor over to open the drop-down menu.
Select Portal --> Sites to show the list of active portals.
Specify your desired portal, and do the following actions:

Edit the portal's layout by clicking Edit Layout.
Change the portal's navigation by clicking Edit Navigation.
Edit the portal's configurations by clicking Edit Portal's Config.
Delete the portal by clicking Delete.

3.2.3.1. Edit layout

To edit your selected portal's layout, your first need to follow one of ways above to open the Edit Layout form.

New applications, containers or gadgets can be dragged and dropped from the Edit Inline Composer window to the main portal body.

You can rearrange elements in the portal 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.

Note

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

3.2.3.2. Edit navigation

To edit your selected's navigation, your first need to follow one of ways above to open the Edit Navigation form.

Note

For more information about actions, which can be done in the Navigation Management form, see the Manage navigation nodes section.

3.2.3.3. Edit configurations

Configurations of a portal include settings, properties and permissions that can be set by following one of ways above to open the Edit Configurations window.

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

Note

For more details on these fields, refer to the Create a new portal section.

3.2.4. Delete a portal

Note

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

Open the list of existing portals by following steps as stated in the second way.
Click Delete corresponding to the portal you want to delete.
Click OK in the confirmation message to accept your deletion.

3.3. Manage a sample accessible website

The accessibility subject is quite vast, but we have some guidelines like WCAG 2.0 (Web Content Accessibility Guidelines) and also the RGAA for the French Administration. eXo Platform has been improved to be compliant with these rules. eXo Platform has priority in providing users with a way to create an accessible site and accessible contents regardless of their roles, by using the "Sample Accessible Website" template. This site is accessible without JavaScript enabled on the browser.

To check the compliance of this template, the following tools are used:

W3C validator XHTML 1.0 Transitional
Achecker with the rules of WCAG 2.0 AA

Create an accessible site

To create an accessible site, simply follow steps described in the Create a new portal section. Next, in the Portal Templates tab, select Sample Accessible Website from the templates list.

Access an accessible site

After creating the accessible site, you can access the site by hovering your cursor over My Sites on the Administration bar, then selecting the newly created accessible portal from the drop-down menu.

The homepage of the accessible portal appears as below.

Features of an accessible portal

The accessible portal provides you with some following features:

Skip to content : Allow you to ignore navigation links, banner, or redundant information, and directly go to the main content of a page.
Site map : Show a list of pages of the current template.
Accessibility : Allow you to access a specific page about the accessibility policy. It explains what the accessibility is, how to navigate into the site, and describes the available features of the accessible portal.
Font size : Allow you to select your desired font size, including Normal, Medium, and Large sizes. The default size is Normal.
Color themes : Allow you to change the skin color of the website into High Contrast, or return to the default skin with Normal Contrast.
Search : Allow you to search for accessible content in the website.
Breadcrumb : Allow you to ease and keep a consistent navigation. With the breadcrumb, you can easily navigate in an accessible website.
Navigation without JavaScript: One of the successful criteria of a website is to have accessible links and menu before the content when it is displayed like a screen reader. If JavaScript is disabled, you are still able to navigate, and the menu is expanded by default in this case.

3.4. Manage navigation nodes

If you are the portal administrator or granted the appropriate permission privileges by the portal administrator, you can execute some special actions related to portal nodes, including copying, editing, cutting, cloning, deleting, adding existing nodes. To do so, you first need to go to the nodes list by following steps described in the Edit navigation section, then right-clicking your desired node to open the drop-down menu.

3.4.1. Add 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 the Add Node button.
The Add/Edit Page Node form appears.

Enter values in the Page Node Settings tab.

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

Table 3.2.

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	Tick 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	Select 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	This checkbox enables the page and its node to be shown or hidden at the navigation bar and sitemap.
Publication Date & Time	This option 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.

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 another users.

Table 3.3.

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.
Clear Page	Remove the inputted page information from fields.
Create Page	Create a new page with the inputted name and the title.
Search and Select Page	Search and select an existing page.

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

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

3.4.2. Edit a node

This function is used to edit the node settings and reselect a page for 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 fields of the current node, except the Node Name.
Click Save to complete your changes.

3.4.3. Copy/Paste 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.

3.4.4. Clone 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.

3.4.5. Cut 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.

3.4.6. Delete 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 to accept your deletion.
Click Save to accept your change.

3.4.7. Change 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.

3.5. Manage pages

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

Select a navigation node and create 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.

Hover your cursor over My Sites and click one portal/site to which you want to add a new page from the drop-down menu.
You will be switched to your selected portal only after a few seconds.
Hover your cursor over Edit on the Administration bar.

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

In this step, you can arrange the page's layout as follows:

Table 3.4.

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 with its length between 3 and 30 characters.
Extended Label Mode	Tick 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	Select 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 must have a length between 3 and 120 characters.
Visible	This checkbox 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	This option 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.

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

Select a page layout template

Select Empty Layout or click the down-arrow icon in the right pane to see more templates.
Click Next or number '3' of the wizard steps to go to the last step.

Arrange the page layout

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

Table 3.5.

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.

Tab

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

Applications

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.

Rearrange 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.
View page properties by clicking View Page Properties at the bottom of the Page Editor window.
Preview 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.

3.5.2. Add a new page using Page Management

Hover your cursor over to open the drop-down menu.
Select Portal --> Pages to go to the Pages Management page.

Click Add New Page to open the Add New Page form with the Page Settings tab.

Navigation types in eXo Platform are outlined in the Manage navigation nodes.

Table 3.6.

Field	Description
Page Id	The page's identification string which will be automatically generated when the page is created.
Owner Type	If Owner Type is "portal", the page is created for a portal. Therefore, only users who have the Edit permission on the portal can create this page type. If Owner Type is "group", the page is created for a group. Therefore, only users who are the manager of that group can create this page type.
Owner Id	The identification name of the page's owner which will be automatically created after you have selected Owner Type. When the owner type is set to "group", a list of groups will allow you to select one user as the 'owner'. The name of the current portal is automatically selected for Owner Id, ensuring the Edit permission is assigned to users who can edit the current portal.
Page Name	The page name which is required and must be unique. Only alphabetical, numerical and underscore characters are allowed with its length from 3 to 30 characters.
Page Title	The page title which is optional with its length from 3 to 30 characters.
Show Max Window	The option enables the page to be shown at the maximum size or not.

Define the page layout in the Page Layout template.
Define permissions in the Permission Settings tab. This tab consists of two sub-tabs named Access Permission Settings and Edit Permission Settings.
- The Access Permission Settings 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 Permission Settings 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.

3.5.3. Edit 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 Edit navigation section.
ii. Right-click your desired node and select Edit Node's Page from the drop-down menu.

The second way
i. Hover your cursor over and select Portal --> Pages to open 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 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 Permission Settings tab, you can change or add more Access and Edit permissions. This form is only supported for pages of a group or a portal. Because the user's page is private, noone can access or edit it, except the creator.
Note
For more details on how to assign permissions on a page, refer to the Set permissions on a page section.
Click Save, then select in Page Editor for all changes to take effect, or to abort.

3.5.4. Delete a page

Hover your cursor over and select Portal --> Pages to open 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 to accept your deletion.

3.5.5. Manage page navigation

3.5.5.1. Portal's page navigation

The /platform/administrators group can do actions related to the page navigation of a portal, including adding/deleting portals, editing the layout/navigation/portal configuration.

Note

The page navigation of portal is created automatically when a portal is created.

The navigation will be deleted automatically after its portal has been deleted.

3.5.5.2. User's page navigation

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.

3.5.5.3. Group's page navigation

Each group has only one page navigation. Only managers 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, hover your cursor over on the Administration bar, then select Portal --> Group Sites from the drop-down menu.

The Group Navigation Management page will appear.

Here, you can do many actions, including:

Edit a group's page navigation
Create a new page navigation
Change priority of page's navigation
Delete a group's navigation

3.5.5.3.1. Edit a group's page navigation

Click Edit Navigation corresponding to the group navigation you want to edit. The Navigation Management form will appear.

In this form, you can edit the group's page navigation through doing many actions, such as adding a new node to this group, cloning, moving up/down, and more. To learn more about specific actions, refer to the Manage navigation nodes section.

3.5.5.3.2. Create a new page navigation

Note

Only users who are "managers" of a group can create new pages for that group, while others in this group cannot.

Select Add Navigation at the bottom of the Group Navigation form. The groups list will be displayed with the Add Navigation buttons.
Click Add Navigation corresponding to the group you want to add the new page navigation.
After being added, the new group navigation will be displayed in the Group Navigation page.

Each group has only one navigation. If you add a new group navigation that has been existing, there will be a message, informing that you cannot create the navigation.

3.5.5.3.3. Change priority of page's navigation

This function is to change the priority of a navigation. Only users who have the right can take this action.

Click Edit Properties corresponding to the navigation you want to edit.
The Page Navigation Form will appear.
Select another priority from the list of available priorities.
Click Save to accept changes.

3.5.5.3.4. Delete a group's navigation

This function is used to delete the existing navigation. It is only supported for the group navigation. A user navigation or a portal navigation will be automatically deleted when the user or portal is deleted respectively.

Click Delete Navigation corresponding to the navigation you want to delete.
Click OK in the confirmation message to accept your deletion.

After the navigation deletion has been confirmed, the selected navigation will be removed from the Group Navigation page and its nodes/hyperlinks to pages will also be deleted.

3.6. Manage applications

In eXo Platform, applications can be managed inside a portal or inside Desktop.

3.6.1. Inside a portal

3.6.1.1. Manage portlets and gadgets

To manage portlets and gadgets in a portal, you first need to hover your cursor over on the Administration bar, and select Applications. The Manage Applications page will appear.

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.

Here, you can manage portlets and gadgets through the following actions:

Import portlets and gadgets
View/Edit detailed information of a portlet/gadget
Edit a specific portlet
Add a gadget
Add a new gadget from Dashboard
Edit a gadget

3.6.1.1.1. Import portlets and gadgets

This feature enables you to 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 pane.

3.6.1.1.2. View/Edit detailed information of a portlet/gadget

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

Left pane: All portlets and gadgets grouped by categories.
Right pane: Details of a portlet: Name, Display Name, Description.

Edit a portlet

Click on the top corner of right pane.
The Edit Application Information form will appear.
Make changes on these fields, except Application Name.

3.6.1.1.3. Edit 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 from Page Editor to the main page body in the Step 3 while creating a page and/or while 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: Window Settings, 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 Window Settings tab allows you to change values related to settings of your selected portlet.

Details:

Table 3.7.

Field	Description
Display Name	The display name of portlet which cannot be changed.
Window 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
See the Set 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.

3.6.1.1.4. Add a gadget

To add a gadget, you first need to turn into 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.

Add 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 Gadget URL field.
Click Add to accept your inputted URL.
The selected gadget will be added to the gadgets list in the left pane with its details in the right pane.

Create 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 pane. The table listing all categories will appear that allows 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.

3.6.1.1.5. Add a new gadget from Dashboard

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

3.6.1.1.6. Edit a gadget

Click located at the header of the Gadget Details page to display the following window.

3.6.1.2. Dashboard portlet

This portlet is to host mini-applications known as gadgets. The dashboard uses a variety of graphical effects for displaying, opening and using gadgets.

In the Dashboard portlet, you can do some specific actions as follows:

Use the Dashboard workspace
Change gadget preferences
Add more external gadgets from Dashboard

Note

You can open many gadgets with different settings at once.

3.6.1.2.1. Use the Dashboard workspace

In addition, eXo Platform is compatible with most gadgets which can be found here.

Click Dashboard on the Administration bar to access the Dashboard portlet.
Click Add Gadgets to open the Dashboard Workspace window which lists all available gadgets.
Select a gadget in the Dashboard Workspace window.
Drag and drop the selected gadget into the workspace.

3.6.1.2.2. Change gadget preferences

The edit icon on gadgets only displays when the gadget has some gadget preferences. This icon enables users to display the edit form and change preferences of a gadget.

Change preferences of a gadget

The following is an example of changing preferences of the RSS Reader gadget.

Click to open the edit form of the RSS gadget.
Enter your preferred RSS into the FEED URL field and one numeric character (from 1 to 100) in the Items field. The numeric character you entered is the number of items displayed in the RSS gadget.
Click Save to accept your changes.

3.6.1.2.3. Add more external gadgets from Dashboard

Obtain the URL (.xml or .rss) of the gadget you want to add from the gadgets source. For example, http://bejeweledg.googlecode.com/svn/trunk/bejeweled.xml.

Note
Remote gadgets can be only created using an .xml link or RSS URL. However, if you use a link that generates an RSS feed (for example, http://feeds.feedburner.com/gatein), a new RSS reader gadget will be created automatically even if the URL does not end with .rss.
Return to your portal and click Dashboard in the Administration bar.
Click Add Gadgets in the Dashboard to open the Dashboard Workspace window.
Paste the URL in Step 1 into the textbox.
Click to add the new gadget to the page.

3.6.2. Use Gadgets in your dashboards

3.6.2.1. Engagement gadgets

Engagement gadgets include gadgets designed to aid users in engagement activities and events. These gadgets analyze the existing communications and community engagement in your organization, then show what is going on by providing statistics.

eXo Platform currently provides 3 types of Engagement gadget as follows:

Latest Forum Posts
Top Voted Topics
Forum Statistics
Friend Suggestions

3.6.2.1.1. Latest Forum Posts

The Latest Forum Posts gadget shows the latest posts in Forum. You can decide the specified number of the latest posts to be shown. This gadget helps you always stay updated with what is going on in the forum.

Latest Forum Posts settings

1. Click in the Title bar to open the form to edit the gadget settings.

Details:

Field	Description
Total	The number of last posts to be displayed in this gadget.
Forum portlet	The URL pointing to the Forum portlet.
Subscription url	The link to the service which you request to get data from (in this case, the data are last posts). For example: http://mycompany.com:8080/portal/rest/ks/forum/getmessage.

2. Input the values for all the fields, then click Save to accept your changes.

3.6.2.1.2. Top Voted Topics

The Top Voted Topics gadget lists the highest rated topics in a forum. You can decide the maximum number of posts to be shown.

By clicking the post previewed-content, you will go to that post in the forum.

Top Voted Topics gadget settings

1. Click in the Title bar to open the form to edit the gadget settings.

2. Select the maximum number of topics to be displayed in the Maximum to display drop-down list, then click Save to accept your changes.

3.6.2.1.3. Forum Statistics

The Forum Statistics gadget displays statistics about the forum's activity. This gadget is especially useful for administrators who always need global as well as detailed view about how the forum is going on. Based on these statistics, the administrators can find the solution to increase the forum activities.

The statistics include the total number of the topics, posts, members, active members and the maximum number of online users.

You can switch between different views:

Global statistics view

Global statistics is the default view.

Weekly statistics view

Click to switch to the Weekly statistics view.
Click to back to the Global statistics view.

After switching to the Weekly statistics view, you can display the statistics in a list or a chart.

List view

Click to switch to the Chart view.

Chart view

Click to go back to the List view.

3.6.2.1.4. Friend Suggestions

The Friend Suggestions gadget will suggest you to connect with people that have mutual friends with you.

To send the invitation to connect with the suggested people right on this gadget, simply click Send invitation under their usernames.

3.6.2.2. 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.

eXo Platform provides 7 types of Management and Monitoring gadget as follows:

Memory Charts
Cache Levels
Applications Statistics
All Template Statistics
10 Slowest Templates
Services Management
eXo Scripting Console

3.6.2.2.1. Memory Charts

The Memory Charts gadget provides the chart of memory used during runtime.

The chart shows:

The ratio between free and used heap memory.
The ratio between free and used non-heap memory.

3.6.2.2.2. Cache Levels

The Cache Levels 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 data are retrieved from the cache not 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.

3.6.2.2.3. Applications Statistics

The Application Statistics gadget displays how fast applications are. It shows administrators and developers which applications should be optimized.

Applications that take long time to execute will be highlighted so that you can easily recognize.

Each application is provided with these statistics:

The number of executions (exec).
The minimum execution time (min).
The maximum execution time (max).

3.6.2.2.4. All Template Statistics

The All Template Statistics gadget displays how fast templates are. It shows administrators and developers which templates should be optimized.

Each template is provided with these statistics:

The number of executions (nb exec).
The minimum execution time (min).
The maximum execution time (max).
The average execution time (avg).

3.6.2.2.5. 10 Slowest Templates

The 10 Slowest Templates gadget displays the 10 slowest groovy templates and their speed statistics. It helps administrators and developers specify what templates are slowing down the system performance most.

The number of executions (nb exec).
The minimum execution time (min).
The maximum execution time (max).
The average execution time (avg).

3.6.2.2.6. Services Management

The Services Management gadget provides an easy access to REST management API.

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

Manage a remote service on another Platform settings

1. Click in the Title bar.

The form to edit the gadget settings appears.

2. Enter the link to the service in the Services URL field, then click Save to accept your changes.

3.6.2.2.7. eXo Scripting Console

The eXo Scripting Console gadget provides a Groovy console that developers can use to interact with the runtime. This gadget is useful when you want to experiment on code. It accepts eXo API and can access eXo components deployed in the portal container, so this can be used as a tool for drafting code, testing or exploring eXo API/components/data interactively on a live system. The eXo Scripting Console gadget is better viewed on the entire screen. You should configure an entire page or a Dashboard tab for it.

Click to change the font size.
Click to change the font color.
Click to view the Groovy Console Help.

3.6.2.3. Audit & Collab gadgets

eXo Platform currently provides:

One type of Audit gadget that is named Login History.
One type of Collab gadget that is named eXo Calendar Gadget.

3.6.2.3.1. Login History

Under the group of Audit gadgets, Login History records user login history and provides statistics.

You can look up a specific user by entering his username in the User field and click Find.

Click Reset to clear the User field and return the default list of users who have signed in.

Click the Statistics and History links to view the global statistics and global history respectively.
Click corresponding to the user to view his login statistics.

Click corresponding to the user to view his login history.

3.6.2.3.2. eXo Calendar Gadget

Under the group of Collab gadgets which are designed for collaborative activities, the eXo Calendar gadget displays a mini calendar and allows you to quickly add an event.

There are three tabs in this gadget, including Appearance, Quick add, and Refresh.

Appearance

If you have more than one personal calendar, you can select which calendar to display. Select the calendars from the list, then click save. Only the event in the calendar of your choice will be displayed.

Quick add

You can add a new event to your personal calendar in this gadget by simply entering the date, time and description, then selecting add.

3.6.3. Inside Desktop

To go into the Desktop application, simply click Desktop on the Administration bar. You will be directed to the Desktop user interface as below:

Number	Meaning
	The administration bar which allows you to access and manage tasks quickly.
	The background of Desktop.
	The Dockbar which provides easy access to applications via icons.
	The application icons which are used as shortcuts to gadgets, applications or pages.
	The application.

In the Desktop, you can do the following actions:

Add an application to the Dockbar
Open an application
Quit an application
Change the Desktop title and background

3.6.3.1. Add an application

1. Open the Add Application form via one of two ways:

Hover your cursor over the Dockbar and click the Add Application icon.

Right-click any area inside the Desktop background and select Add Application from the drop-down menu.

The Add Application form will appear.

2. Select a category on the left pane. The applications of this category will be shown on the right pane.

3. Click corresponding to your desired application. Your selected application is then automatically added to the Dockbar.

3.6.3.2. Open an application

To open an application, hover your cursor over the Dockbar and click your desired application icon. The hovered icon will display the application name, allowing you to recognize your desired application easily.

The application window will be shown on the Desktop. When an application is running, will appear right under its icon on the Dockbar to indicate that application is running.

To minimize the running application window, click on the info bar of the application or on the Dockbar. is remained, stating that the application is still running.
To show the running application window, click or the application icon on the Dockbar.
To maximize the opened application window, click on the info bar of the application to view its full size. will be changed into . Click if you want to restore to the original size of the application.
To reset a changed application, right-click any area outside the application window and select Refresh.

3.6.3.3. Quit an application

Click at the right top of the application window.

Right-click the application icon on the Dockbar and select Quit.

This way allows you to close all running applications. Right-click any empty area on the desktop page and select Close All from the drop-down menu.

The icon will disappear after the running application has been closed.

3.6.3.4. Change the Desktop title and background

First, right-click any area on the Desktop background.

Change the title

1. Select Page Title from the drop-down menu.

2. Enter your desired new name into the Page title field, and click Save to accept your change.

Change the background

1. Select Change Background from the drop-down menu.

All available images for the Desktop background are displayed in the Choose Background Image form.

2. Click to preview your background.

3. Click to select and apply the relevant background.

To get the default background again, click the Get Default link at the right corner of this form.

Also, from this form, you can do the following actions:

Delete any background

Click corresponding to the background you want to delete.

Upload an image from your local device

1. Click the Upload button at the bottom of the Choose Background Image form. The Upload Images form will appear.

2. Click Browse... to locate the image you want to set as background image and upload it.

After the image is uploaded, you can click to add more another image, or to delete the uploaded image.

3. Click Save to accept your upload, or Back to go back to the previous step.

Chapter 4. Organize Your Content

This chapter focuses on how to manage, store, preserve, and deliver content, and more, via the following main topics:

Structure content introduces types of drives and views, functions on action tabs, actions on folders and documents, and content administration.
Manage content shows how to contribute content, and to manage content (for example, creating/editing/publishing/deleting content).
Manage newsletters includes information of newsletter viewer and newsletter manager, and actions which can be done on the newsletter manager.
Manage workflows represents default processes, including holiday and pay raise, and how to create and manage these processes. Also, this section also focuses on how to upload or view details of a process.

4.1. Structure content

Content is a main part of a website that may consist of various elements, such as texts, images, sounds, videos, animations, and more. In eXo Platform, you can manage both structured and unstructured content.

To create and manage the content more effectively and dynamically, you need to pay attention to the structure of each content, including:

Main content contains all key content, such as texts, images, links, tables, and more.
Illustration is an image which is used to clarify or explain the content. Also, a summary also can be added to this image.
default.css contains CSS data which are used to present the web content, such as layout, font, color, and more.
default.js contains JS data which are used to make web content more animating and dynamic.

4.1.1. Access Sites Explorer

This page is used to manage all documents in different drives. This is really a flexible way because you can do through Internet whenever and wherever. By default, anyone can access Sites Explorer, but the ability to do actions on Sites Explorer depends on the role of each user.

Hover your cursor over on the Administration bar, then select Content --> Sites Explorer from the drop-down menu.
A list of all drives organized in groups (Personal drives, Group drives and General drives) in the Sites Explorer are displayed.

Personal drives
This is the working space of a user. If you want to do in private, select the Private drive, no one else can access or get your private resources. If you want to create resources and share them with others, work in the Public drive.
Group drives
The working space of users of a specific group.
In the following example, the user "root" joins in three groups: "executive-board", "administrators" and "users" so he has the right to access these groups' drives.
General drives
This is the working space for everyone but your access right in different drives depends on your role. If you access as an administrator role, you can see all drives; otherwise, you can see some drives only as a web contributor role.

4.1.2. Drives

4.1.2.1. Private drive

The Private drive contains personal data of registered users. Hence, only these individuals can access data in this drive type.

By default, there are some initialized folders to store private resources of users.

In Private drive, there are many functions on the Action bar, including:

Create new folders/documents.
Upload files from your computer.
Add Symlinks.
Overload Thumbnails.
Watch/Unwatch documents.
Add tags to a document.
Set multiple languages for a document.
Vote for a document.
Comment on a document.
By selecting the Search tab, you can:
In addition, you can:

4.1.2.2. Public drive

With the Public drive, there is no initialized folder but you can create by yourself.

In the Public drive, you also can take similar actions to those in the Private drive.

4.1.2.3. Personal Documents drive

This drive consists of some initialized folders as the Private drive.

In the Personal Documents drive, you also can take similar actions to those in the Private drive.

4.1.2.4. Drive of a specific group

By default, there are two initialized folders but you also can add more and take actions that is similar in the Private drives. Only users in a specific group can access its drive.

Note

Drives which are created during space creation are visible and accessible by their members only.

The space drives only can be deleted when the spaces are deleted by the space manager.

4.1.2.5. Hide/Show the sidebar in a drive

The sidebar is used to show nodes like a tree or show the related documents, tags, clipboard and saved searches.

You can hide/show the sidebar in two ways:

Click to open the Preferences.
Deselect the Show Sidebar checkbox, then click Save to accept your changes.

To show the sidebar, tick the Show Sidebar checkbox in the Preferences form.

There are many drives in Sites Explorer. 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.

Simply click to hide the sidebar as the illustration below.
The drive will be displayed like the illustration below.
Click to show the sidebar.

4.1.3. Views

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

Note

The number of view types depends on which drive you are browsing. In eXo Platform, you can manage view types by selecting --> Content --> Content Administration --> Content Presentation --> Manage View. See the Manage views section for more details.

4.1.3.1. Admin view

In this view, each item in the list includes following information: Name, Versionable, Owner, Date Modified , and Date Created. These information will help you manage nodes easily.

You also can sort nodes to the nodes information by clicking the label of corresponding column.

indicates that nodes are ordered in the ascending order.
means nodes are in the descending order.

4.1.3.2. Cover Flow view

This view is defined as a dynamic one with the side-scrolling view to nodes in a folder. In this view, when a node is selected, its name is set with bold effect to more outstanding than others.

To move from one node to another one, you can do one of these ways:

Use the mouse wheel.
Hold and move the yellow circle button to the left or the right.
Click the folder/document name that you want to select.

4.1.3.3. Icons view

In this view type, nodes in a specific folder will be viewed as icons. The name of each node will be shown under its icon.

4.1.3.4. Thumbnails view

By using the Thumbnails view, nodes in a specific folder are viewed as icons bounded by frames. Name of each node is shown under its icon.

If nodes are image files, their thumbnails will be shown like the screenshot below.

4.1.3.5. Slide Show view

In this view type, pictures in folders are viewed in the slide show.

To view pictures in the slide show, click .

If nodes are pictures, they are displayed like the following illustration.

The Slide Show view automatically shows all picture nodes. Users can control this slide show by clicking the below buttons.

Table 4.1.

Button	Function
	Go to the first picture node.
	View the previous picture node.
	Pause the slide show. After clicking this button, will become . Click to continue viewing the pictures node.
	View the next picture node.
	View the last picture node.

4.1.3.6. Timeline view

This view enables users to view all document nodes created and uploaded by simply clicking clock .

All the document nodes, which have been created and uploaded, will be displayed.

Click the node name to view its content in details.
Click a timeline category, such as Today, Yesterday, Earlier This Week, Earlier This Month, and Ealier This Year to review all the nodes of the category. Click it again to return the the default.
Click to mark your item as favorite, or of a favorite node again to remove it from favorites.

4.1.4. Functions on action tabs

Note

Functions are added to tabs in Sites Explorer by administrators. The number of displayed actions depends on each tab and each drive you are browsing and your role.

4.1.4.1. Add a category

This function enables you to add a category to a node.

Select a node to which you want to add a category.
Select on the Action bar to open the Add Category form.
Enter a name for the category in the Category Name field.
Click Save to accept creating the new category.

4.1.4.2. Add a document

There are several types of document in eXo Platform, such as File, Article, Podcast, Sample node, File Plan, Kofax, and more.

The table below shows types of nodes which can be added to various document types. The rows indicate which nodes in the left column can be added. The columns indicate which nodes at the top can contain.

Table 4.2.

	File	Article	Podcast	Sample node	File Plan	Kofax document	Content folder	Document folder
File
Article
Podcast
Sample node
File Plan
Kofax
Uploaded file
Content folder
Document folder

Note

indicates that the corresponding document can be added into. A blank entry means that the corresponding document cannot be added into.

Following the horizontal, you will know which nodes can be added.

Following the vertical, you will know which node can be included.

Add a new document

Select a folder from the left pane where you want to add a new document.
Click on the Action bar to open a list of content templates.
Click your desired template. See more details in Step 3 of the Add content section.
Each document (except Article) must be added to categories when being created.

Attach files to a document

Select a document or a folder that you want to attach files, and click on the Action bar.
The Upload File form will appear.
Enter a name into the Name field. If not, the Name field is automatically filled with the file name.
Click Browse... to select the attachment file. You can click to add more files.
Click Save to attach the files.
To view the attached file directly in Sites Explorer, simply click its name.
Note
eXo Platform enables you to view all types of documents, such as Open Office, Microsoft Office in the PDF format.

Create a new File document

Follow the steps in the Add a new document section to open the corresponding form to add a File document.
Input a name for the file document in the Name field. Some special characters (@ # % & * ( ) “ ' : ; [ ] {} / !) cannot be used in the Name field.
Click the Mime Type field and select one type. There are three types of File document:
- text/html: when creating a text/html File document, you can input values like source code (HyperText Markup Language HTML) in the Content field . After being created, it will generate the content you want, then you can see both the input source code and the generated content in that document.
- text/plain: after a text/plain File document is created, it will display exactly what you input in the Content field.
- application/x-groovy+html: it indicates your file as a groovy file.
Input a value in the Content field:
- text/html or application/x-groovy+html: if you want to create a File document with a source code and generated content, click the button in the Editor bar.
- text/plain: if you select text/plain type, the content field will be displayed like the following illustration.
Optionally, fill values in all the rest fields, including Title, Description, Creator and Source.
Click to open more fields.
Click Save or Save & Close to accept creating a new file document.
After being created successfully, a file document with the text/html type will be displayed like the illustration below.

Create a new article

Follow the steps in the Add a new document section to open the corresponding form to add a new Article document.
Input name and title of the Article in the Name and Title fields. Special characters (@ # % & * ( ) " ' : ; [ ] {} / !) are not allowed in the Name field.
Input values for both fields: Summary and Content.
Click Save or Save & Close to accept the inputted values.

After being created, your newly added Article document will be shown as below.

The Links area lists all its related documents. After adding relations to a document, Article will be displayed. You can click these links to view the content of the related documents. For more details about how to add a relation to a document, refer to the Add a relation section.

The Attachments area lists all its uploaded files/documents which are attached with the Article. You can remove the attachments by clicking trash can .

For more details about how to add an attachment, see the Attach files to a document section.

Note

The name of document may be as the same to that of the existing one. When a new document is created with the same name as other existing document, a numeric index will be added to the name (for example, test [2]).

Create a new Podcast

Follow the steps in the Add a new document section to open the corresponding Podcast form.

Details:

Table 4.3.

Field	Description
Name	The document name which is required. Special characters (@ # % & * ( ) “ ' : ; [ ] {} / !) are not allowed in the Name field.
Categories	Categories of a document.
Title	The display name of a document.
Link	The link to the source path of the uploaded media file that is required.
Author	The author of the uploaded media file.
Explicit	It is used to indicate if your Podcast episodes contain an explicit content or not.
Category	The category of the uploaded media file, for example music, film, or short clip.
Keyword	This field allows you to search your Podcast files more quickly. You can use commas to separate between keywords.
Publish Date	The date when an episode was released.
Description	Information about the uploaded media file.
Mime Type	The type of the uploaded media file.
Length	The length of the uploaded media file.

Input values for fields. To upload a media file, click Browse... and select the media file from your device.
Click Save or Save & Close to finish.

Once being created, a Podcast will be displayed.

Create a new Sample node

Follow the steps in the Add a new document section to open the Sample node form.
Complete the appropriate fields.
Click Browse... to locate your desired image, and upload it.
Click Save or Save & Close to finish.

After being created, a new sample node will be displayed.

The Relations area is used to list all its related documents. See the View a relation section.

You can click the links to view content of the related document.

The Attachments area is used to list all its uploaded files. See the Attach files to a document section for more details.

Create a new File Plan

Follow the instructions in the Add a new document section to open the corresponding form to add a File Plan document.

The Record Properties tab

The Name tab

Table 4.4.

Field	Description
Name	The name of the file plan.
Categories	Categories of your file plan. Select the categories for your file plan by clicking .
Language	The language of the File Plan document.
File Plan Note	Note for presenting any other information for users.

Table 4.5.

Field	Description
Record Category Identifier	The alphanumeric identifier indicates a unique record category. This must be a unique ID. If this field is left blank, it will be created automatically by the system.
Disposition Authority	A reference number to the regulations that govern the disposition.
Permanent Record Indicator	A type of record indicators which should never be deleted.
Disposition Instructions	A readable guideline on how to handle the records associated with the file plan.
Contains Records Folder	The confirmation is about whether the records folder is contained or not.
Default Media Type	The choice for preset media types which are made available to simplify the data entry for the record. The frequently-chosen value is "electronic" or paper.
Default Marking List	Handling and classifying information that is printed at the bottom of the record, such as UNCLASSIFIED, or NOCONTRACT.
Default Originating Organization	This option is to enter the original arrangement as default which is made available to simplify the data entry for the record and to assume that originating organizations are the same for the information in the file plan.
Vital Record Indicator	This flag is to allow tracking or reminding you of the record as essential or not.
Vital Record Review Period	The choice for the interval of time between vital record reviews.

The Process Properties tab

Table 4.6.

Field	Description
Process Cutoffs	The Boolean data type is used to break a process. If the process cutoff flag is set in the file plan, the record is cutoff after the expiration, or after it has been obsolete or superseded, depending on the information in the file plan.
Event Trigger	The text data type is an automatic executing code which is used to tell the event to perform some actions.
Cutoff Period	The duration for the record cutoff performance.
Cutoff on Obsolete	The record is cutoff when it is obsolete.
Cutoff on Superseded	The record is cutoff when it is removed or replaced.
Process Hold	This boolean data type is used when a record process may be held before the further disposition is handled.
Hold Period	The duration when a record may be held after cutoff which is normally measured in Years.
Discretionary Hold	The Boolean data type is used when a hold may be discretionary, such as after a command change. So, the discretionary hold flag allows the records management module to track these manual checks.
Process Transfer	The boolean data type is used to determine how a record process will be transferred.
Default Transfer Location	The text data type is used to determine where a record is transferred by default.
Transfer Block Size	The float data type is used to determine in what size blocks for organizational purposes that is normally measured in Years.
Process Access	The Boolean data type is flagged when a record, which is held permanently, must be ultimately transferred to the national records authority.
Access Location	The text data type is flagged to specify an area for the access transfer.
Access Block Size	The text data type is flagged to determine the blocks size for organizational purposes which is normally measured in Years.
Process Destruction	The Boolean data type is flagged if there is any record to be destroyed. After that, the record is marked in the Alfresco system to be permanently destroyed so that all information, metadata and physical traces are removed and cannot be recovered.

Fill in the appropriate fields of the tabs in the form.
Click Save or Save & Close to finish.

Create a new Kofax document

Follow the instructions in the Add a new document section to open the Add Kofax Document form.
Input a name for a Kofax document in the Name field which is required. Special characters (@ # % & * ( ) “ ' : ; [ ] { } / !) are not allowed in this field.
Select categories for a Kofax document by clicking .
Click Save or Save & Close to finish.

After being created, a Kofax document will be displayed.

The File View tab is used to display all added nodes in that Kofax. Besides, all added files in Kofax are also displayed in the Document View tab.

Create a new event

Follow the instructions in the Add a new document section to open the Add an event document form.
Enter a title for the event.
Input the location where the event will take place in the Location field. Select the Google Maps checkbox if you want the location of the event to be shown on Google Maps.
Enter the Start and End Date/Time of the event.
Fill the Summary and Content fields.
Click Save or Save & Close to finish.

After being created, the event will be displayed like the illustration bellow.

Create an accessible media

Follow the instructions in the Add a new document section to open the content template list, and select the Accessible Media template.

Details:

Table 4.7.

Field	Description
Name	The document name which is required. Special characters (@ # % & * ( ) “ ' : ; [ ] {} / !) are not allowed in the Name field.
Categories	The name of the selected categories.
Language	The language of the media.
Content	The content of the media which is required.
Title	The display name of the media.
Creator	The creator of the media.
Source	The source of the media.
Captions	Provide the text of the dialogue and important sounds.
Audio description	Provide the narrate track of the media. You can browse and upload another media file from your local device to set it as the audio description.
Alternative text	Provide the descriptive information about the media.

Input the information in the fields, and attach existing files from your local device to the following fields:
Click Save or Save & Close to finish.

The accessible media can be played right after being created.

Details:

Table 4.8.

Button	Function
	Stop the media.
	Play the media. After clicking this button, will become and vice versa.
	Play the previous media.
	Play the next media.
	Listen to the audio description. This icon only appears if you attach another media with the audio description to the Audio description field. After opening the audio description, to back to the original media, click .
	Activate/Deactivate the media caption. If you attach an .srt or .xml file to the Captions field, the caption will appear when you clicking this button.

Note

You can also attach Captions and Audio description to the uploaded media when editing this document. To know how to upload a file, see the Attach files to a document section.

4.1.4.3. Add a folder

You can create a document immediately in a specific drive. However, adding a document to a specific folder enables you to manage documents better.

There are two types of folder:

Content folder.
Document folder.

In the default skin, the icon for a content folder node is displayed in blue and the icon for a document folder node is displayed in yellow.

File and folder types in a folder

Content folder

Add a Content folder to a Content one.
Add a Document folder to a Content one.
Add documents to a Content folder.
Upload files (images, MS Word documents, Open Office documents, .pdf files, .txt files, .xml file, and more) into a Content folder.
Import sub-nodes which were exported into a Content folder.

Document folder

Add a new Document folder to a Document folder.
Add File, Podcast, File Plan documents to a Document folder.
Upload files (images, MS Word documents, OpenOffice documents, .pdf files, .txt files, .xml file, and more) into a Document folder.
Cannot add a Content folder to a Document folder.
Cannot import an exported Content folder into a Document folder.
Cannot import an exported Article, Sample node, Kofax into a Document folder.

Create a folder

Select the path to create a folder.
Click on the Action bar to open the New Folder form.
Select a folder type.
Input values for both Name and Title fields which are required. Special characters (@ # % & * ( ) " ' : ; [ ] {} / !) are not allowed in these fields.
Click Save to accept creating a new folder.

Note

The name of a folder may be the same as that of the existing one. When a new folder is created with the same name as other existing folders, an index will be added to the name of your newly created folder (for example, test[2]).

You can only create a content folder in another content folder.

You can create a document folder in a content folder or a document folder.

4.1.4.4. Add translations to a document

This function enables users to add multiple languages for a document. This action is similar to adding a language.

Select a document to which you want to add the translation. For example, select an Article in English.
Click on the Action bar to open the Symlink Manager form.
Click , then browse to the target document that has different language with the first document. For example, the Article version in French.
Click Save on the Symlink Manager form.
Select the document to which you have added the translation, then click the Relation button on the Filter bar.
You will see the available language for the selected document. Click the language on this pane to view the document in the corresponding language version.

4.1.4.5. Add a Symlink

A symlink in Content works like shortcut to a directory or file. To add a Symlink, you can follow one of these ways.

Select a node where you want to add a Symlink.
Click on the Action bar to open the Symlink Manager form.
Details:
Table 4.9.
Field Description
Path Node The path to the target node.
Symlink Name The name of the Symlink.
Click to open the Select Target Node form.
Select the workspace which contains the node that you want to add a Symlink.
Click in the row of the node that you want to add. The path that the node will appear in the Path Node field and the name of the node is set by the name of the selected node. You can also edit this name.
Click Save to finish adding a Symlink.

Field	Description
Path Node	The path to the target node.
Symlink Name	The name of the Symlink.

This node will become a Symlink to the current node.

Right-click a node that you want to create a Symlink. Note that if you follow this way, the Symlink will be created to the current node.
Click Add Symlink from the drop-down menu.

Note

You should notice the different behaviour between adding a Symlink via the Action bar and the right-click menu.

After you have right-clicked a node, then selected Add Symlink, a Symlink to the current node is created.
Meanwhile, when you select Add Symlink on the Action bar, a Symlink Manager form will appear to let you select the target node.

Warning

You will get an error message if you create a Symlink inside the following content types: Article, CSS, Event, HTML, JS, Kofax, Podcast, Sample node, Weblink.

4.1.4.6. Comment

This function is used to comment on a document.

Note

You cannot comment on a File Plan document.

Select a document to which you want to add your comment.
Click on the Action bar to open the Comment form.
Add your comment to the Comment field.
Click Save to commit.

The comments are shown at the bottom of the document.

To view your comment, click the Show comments link:

You can edit your comment by clicking pencil or delete it by clicking trash can .

4.1.4.7. Edit a document

There are two ways to edit a document.

Select a document you want to edit in the left panel.
Click on the Action bar.

Nodes can be exported into either .xml or .zip file types.

Select a folder that contains the document you want to edit.
Right-click the document you want to edit and select Edit from the menu.
The form to edit the document will appear. All information of the selected document will be displayed in this form and ready for you to change except the Name field.
Click Save to commit your changes.

4.1.4.8. Export nodes

Select a node that you want to export.

Click [ Export Node ] on the Action bar to show the Export form.

Nodes which are in the .xml file format can be imported into the JCR Explorer system.

Table 4.10.

Fields	Description
Path to Export	The path of the node being exported. This field will be pre-populated.
Format	The format of the original node.
System View	Each node and each property of that node is included in a different tag.
Document View	Each node is a tag and properties of that node are considered to be elements of that tag.
Zip	If this field is checked, the node will be exported as a .zip file.

Click Export and select a location to save the exported file.
Note
The Export form can contain Export Version History if the exported node or any of its child nodes is versioned.
This action exports all of the node's version history.

4.1.4.9. Import nodes

Select the location where you want to import the new node.
Click on the Action bar. The Import form appears.
Click Browse... next to the Upload File field and navigate to the file you want to import.
Select one value from the UUID Behaviour drop-down menu, including:
Create New
If you select this behavior, the imported nodes receive new UUIDs which are completely independent of any existing nodes. As the imported nodes get new UUIDs, there are no UUID conflicts with the existing nodes in the workspace. The existing nodes in the workspace are not moved, modified or deleted. The imported nodes are considered as new nodes and therefore, do not have a version history. You cannot import a version history for these nodes.
Remove Existing
If you select this behavior, the imported nodes in a selected path receive the same UUIDs of the exported nodes. As the result, there is UUID conflicts with the existing nodes. Therefore, the existing nodes are removed from the workspaces and the new nodes will have the same version history as the existing nodes.
Replace Existing
If you select this behavior, you only can import the exported nodes into their original workspaces where they are exported. When the new nodes are created with the same UUIDs of the existing nodes, causing UUID conflicts with the existing nodes in the workspaces. Therefore, the existing nodes are replaced by the new ones in the same location and the new nodes have the same version history as the existing nodes.
Throw Exception
If you select this behavior, there is a message which will alert that you can not import this node in case this node has been existing in the workspace. If this node hasn't existed, a new node will be created.
Click Browse... next to Version History to select a version to import.
Select a format.
Click Import to import the file's selected version.

4.1.4.10. Manage actions

There are some actions you can perform as follows:

Add an action
View an action
Edit an action
Delete an action

4.1.4.10.1. Add an action

Select the node to which you want to add an action.
Click on the Action bar.
The Manage Actions form will appear.

Select the Add Action tab.

Table 4.11.

Field	Description
Name	The name of this action. This name is internal to the JCR explorer.
Lifecycle	Select the lifecycle for this action. The action will be executed, depending on the lifecycle: 'User Action': The action is executed when right-clicking the folder and then selecting the action. 'Content Addition': The action will be executed on a new document, but not on a subfolder when the document or the subfolder is created in the folder to which an action has been added. It is also applied to a new document in the subfolder of the folder. 'Content Removal': The action will be executed on a document, but not on a subfolder in the folder when the document or the subfolder is moved. 'Property Addition': The action will be executed on a document when a property is added to the document. 'Property Removal': The action will be executed on a document when a property is removed from the document. 'Property Modification': The action will be executed on a document when a property of the document is modified. 'Schedule': The action is done at specific time. If you need the same action to be executed in several lifecycles, you have to create several actions.

Field

The name of this action. This name is internal to the JCR explorer.

Name

Lifecycle

Select the lifecycle for this action. The action will be executed, depending on the lifecycle:

'User Action': The action is executed when right-clicking the folder and then selecting the action.
'Content Addition': The action will be executed on a new document, but not on a subfolder when the document or the subfolder is created in the folder to which an action has been added. It is also applied to a new document in the subfolder of the folder.
'Content Removal': The action will be executed on a document, but not on a subfolder in the folder when the document or the subfolder is moved.
'Property Addition': The action will be executed on a document when a property is added to the document.
'Property Removal': The action will be executed on a document when a property is removed from the document.
'Property Modification': The action will be executed on a document when a property of the document is modified.
'Schedule': The action is done at specific time.
If you need the same action to be executed in several lifecycles, you have to create several actions.

Select one type for your action from the Create Action of Type drop-down menu.

All actions of a node are listed in the Available Actions tab.

Table 4.12.

Field	Description
exo:AddMetadataAction	Add metadata.
exo:autoVersioning	Add a version automatically.
exo:createRSSFeedAction	Create an RSS file.
exo:enableVersioning	Enable versioning.
exo:getMailAction	Fetch mails.
exo:populateToMenu	This type is not supported.
exo:sendMailAction	Send mails.
exo:taxonomyAction	Create categories.
exo:transformBinaryTo TextAction	Convert .pdf or .doc file types into plain text.

Complete all the fields in the form. The Name and Lifecycle fields are required.
Click Save to commit the action.

Once an action is added to a node, it is auto-added to any child nodes of the selected node.

If an action is added with the lifecycle named 'User Action', it will be applied to the current node. If an action is added with other lifecycles, it will be applied to the child nodes.

Note

Not all actions are listed in a right-click menu of nodes. Some actions can be performed immediately when that action is added.

4.1.4.10.2. View an action

Open the Manage Actions form and select the Available Actions tab.
Click that corresponds to the action you want to view.
The details will be displayed in the Action Info tab.

4.1.4.10.3. Edit an action

Open the Manage Actions form and select the Available Actions tab.
Click that corresponds to the action you want to modify.
Edit properties in the Action Form.
Click Save to accept your changes.

4.1.4.10.4. Delete an action

Open the Manage Actions form and select the Available Actions tab.
Click that corresponds to the action you want to modify.
Click OK in the confirmation message to delete the action.

4.1.4.11. Manage auditing

This function logs property changes in nodes.

Select a node.
Click on the Action bar. The Activate Auditing message appears.
Click Activate to enable auditing on the selected node.
Click again to view the audit information of the selected node.
The Auditing Information list appears.
If the node has no audit information, the form will appear as below.

4.1.4.12. Manage categories

Assign a category to a node

You can add categories to the document type nodes only.

Select the node to which you want to add a category.
Click on the Action bar.
The Add Category form appears.
Select the Select Category tab to show the available categories.
Click to add the corresponding category to the node.

The category, which has been added to a node, is listed in the Referenced Categories tab.

All nodes, which belong to a category, can be viewed as follows:

View a category

Go to the drive which contains the category you have added. There will be a list of categories available.
Select your desired category. The documents in that category will be listed.

Note

When copying and pasting a node in a drive, a new node with the same content will be created with a different name.

When copying and pasting a node in the category tree, a reference to the original node will be created. This reference is a link rather than a copy. This feature is used to preserve the disk space.

Delete a category

Select a categorized node.
Click .
Select the Referenced Categories tab.
Click that corresponds to the category you want to delete.

4.1.4.13. Show/Hide content

Nodes can be hidden or shown easily.

Hide a node

Select the node you want to hide.
Click on the Action bar to hide the node.
A confirmation message, which notifies that the node has been hidden, will appear.

Show a node

To show a hidden node, click [ Hide/Show content ] again.

4.1.4.14. Manage publication

This function is used to manage node publication.

Select a node (on the left or right pane) which you want to manage its publication.
Click on the Action bar.
The Manage Publication form appears.
The Revision tab displays some basic information and the current state of the selected node.
Click to view the content of the node or click to restore a version (refer to the Manage versions section for information about versioning).
Select the History tab to view the publications history of the node.
Click Save to accept your changes.
Note
See the Publication process section to understand more Manage Publication.

4.1.4.15. Manage relations

There are some actions you can perform on relations as follows:

Add a relation
Delete a relation
View a relation

4.1.4.15.1. Add a relation

You can use this function to create relations between nodes.

Select the node you want to add a relation to.
Click on the Action bar.
The Add Relation form appears.
Select the Select Relation tab to see a list of other documents.
Click that corresponds to the documents related to the document selected in the Step 1.
Documents linked to the original via a relation will be listed in the Relation List tab.

Note

Relations can only be added to document and uploaded file node types.

A node cannot have a relation to itself.

4.1.4.15.2. Delete a relation

Select a node that has links to related documents.
Click the button on the Action bar.
Select the Relation List tab to view relations of the selected node.
Click corresponding to the relation you want to remove.
Click OK in the confirmation message to accept your deletion.
The related document will be removed from the list.

4.1.4.15.3. View a relation

Select a node that has links to related documents.
Click on the Filter bar.
All nodes related to the selected node will be displayed in the Relations List in the left pane.
Click the name of the related node to view the document.

4.1.4.16. Manage versions

There are some actions you can perform on versions as follows:

Add versions to a node
Add/Remove labels for versions
View versions
Restore a version
Delete a version

4.1.4.16.1. Add versions to a node

Select a node to add a version to.
Click on the Action bar.
The following message will appear.
Click Activate to enable a version for the node.
Right-click the selected node and select CheckIn from the drop-down menu.
Click again to open the Version Info window.
The node selected in Step 1 has been added as the Base version..
Right-click the node again and select CheckOut to obtain a version of this node.

Note

No actions (copying/cutting/renaming) can be taken on a node in the CheckIn status. You must check it out before you can perform any actions on it.

If you want to add more versions to a node, right-click the selected node above and select CheckIn and then CheckOut.

4.1.4.16.2. Add/Remove labels for versions

Add a label

Select a versioned node.
Click on the Action bar.
Click on the Version Info window to show the Add Label field under the version list.
Enter a value into the Label field.
The label must be unique without containing any special characters, such as @, #, $.
Click Save to submit the new label.

Remove a label

Select a versioned node which has at least one label.
Click on the Action bar.
Click on the Version Info window to show the Remove Label field under the versions list.
Select the label you want to remove from the drop-down menu.
Click the Remove button to remove the selected label.

4.1.4.16.3. View versions

Select a versioned node.
Click .
Click to see the current versions of the selected node.

Note

Version viewing is not supported on folder nodes.

If you click magnifying glass while the selected node is a folder, a message will appear.

4.1.4.16.4. Restore a version

Select a node which has at least two versions stored.
Click .
Select the version that you want to restore as the base version.
Click to restore the selected version.

4.1.4.16.5. Delete a version

Select a node which has at least two versions.
Click .
Click corresponding to the version you want to delete.
Click OK in the confirmation message to accept your deletion.

Note

You cannot delete a base version.

4.1.4.17. Multi-Languages

This function is used to add multiple languages to a document. Each document can be displayed in many languages.

Select a document that you want to add languages.
Click on the Action bar.
The Multi Language form will appear.
The View Language tab contains a list of all languages. The default language for the document will be automatically populated.
Select the Add Language tab. This tab will be displayed differently, depending on which file you selected. However, the area where you can add languages to a document is the same. The below illustration shows the Add Language tab for a Sample node file:
Select a language you want to add from the Language drop-down list.
If the selected language has not been added to the current document, the content field will be blank.
Select the Set Default checkbox if you want to set your selected language as a default language.
Click Save to be returned to the View Language tab. Your selected language is now added to the Language field.
You can view this document in your newly added language by selecting that language from the Language drop-down list, then click the View button.

View the languages list of a document

Select a document that you want to view the languages list, then click the Relation button on the Filter bar:
The list of language (and all related documents) will be displayed in the left pane.
You can view the document in the new language by clicking the corresponding link in Languages List.
For more details about Relations, refer to the Views relations section.

Note

You cannot add multiple languages to a File Plan document.

When a document is a sub-node of File Plan, you also cannot add language to it.

4.1.4.18. Overload thumbnails

You can overload a thumbnail image for a folder. Overloading allows a folder to be represented by a thumbnail image, rather than a folder icon (see the Thumbnail view section).

Select the folder you wish to overload with a thumbnail image.
Click on the Action bar.
The Add Thumbnail Image form appears.
Click the Browse... button to select the image which will be used as the display icon for the selected folder.
Click Save to accept your changes. The node will be stored in an exo:thumbnails folder.

4.1.4.19. Request approval

If you want to publish one created content but you do not obtain the 'Publish' right, you must send a request for approving your content.

Select the content that you want to send the request for publishing it.
Click on the Action bar.
The content is displayed at the bottom of the Sites Explorer of the people who have the right to approve content.

4.1.4.20. Approve content

When content is created by users, it is possible to approve the publication if there is an approval request. To approve content, do the followings:

Select content that needs approving.
Click on the Action bar and the content is ready to be published.
Note
The Approve Content button is only visible for users who have the right to approve content.
By default, this button is not displayed on the Action bar.
Enable this function by selecting --> Content --> Content Administration --> Content Presentation --> Manage Views. See the Manage views section to know how to add the Approve Content button to the tabs on the Action bar in Sites Explorer.

4.1.4.21. Publish content

After the content is approved, it can be published by people who have the "Publish" permission.

Select content that you want to publish.
Click on the Action bar. The content will be published as the schedule that you set up.
Note
The Publish button is only visible for users who have the "Publish" right.
By default, the button is not displayed on the Action bar.
Enable this function by selecting --> Content --> Content Administration --> Content Presentation --> Manage Views. See the Manage views section to know how to add the Publish Content button to the tabs on the Action bar in Sites Explorer.

4.1.4.22. Show drives

This function enables you to show or hide all the drives in Sites Explorer.

To show drives, click [ Show/Hide Drives ] on the Action bar.

To hide drives, click [ Show/Hide Drives ] again.

4.1.4.23. Show/Hide content structure

This function allows you to view document nodes in a tree structure.

Show the JCR Structure

Select a document.
Click on the Action bar.

Hide the JCR Structure

Select a document which is showing the JCR structure.
Click again.

4.1.4.24. Tag documents

A tag is a keyword or term associated with or assigned to a piece of information (a picture, a geographic map, a blog entry, a video clip, and more). Each tag describes one item and enables the keyword-based classification and search of information.

Add a new tag to a document

Select a document to which you want to add tags.

Click [ Tagging this document ] on the Action bar. The Tag Manager will be displayed.

This function allows you to upload a file from your device. All file types can be uploaded. Special characters (! @ $ % & [ ]) are not allowed.

Table 4.13.

Field	Description
Tag Names	The tag names that users want to add tags to documents.
Tag Scopes	Classify the tags. There are four tag types: private, public, group, and site. Currently, the two first types are activated ("Private" means that a user who creates tags can view and edit tags; "Public" means that all users can view and edit tags).
Linked Tags	List all tags of a document after the Add Tags button has been clicked.

Input a value into the Tag Names field. Several tags can be added to a document at a time. To do that, input all tag names in the Tag Names field and separate by commas.
Select a value for the Tag Scopes field.
Click Add Tags to accept, or Close to quit. Only you can see this tag in this document.
Click to delete tags.

Remove tags from a document

Select a document with tags that you want to delete the tags.
Click on the Action bar to open the Tag Manager form.
Click corresponding to the tags you want to delete.
Click OK in the confirmation message to delete the tags.

4.1.4.25. Upload files into folders

Select the folder that you want to upload a file into from the left/right pane.
Click on the Action bar to open the Upload File form.
Browse and select a file on your device by clicking the Browse... button. The selected file name will be displayed in the Select File field.
If you want to upload multiple files at the same time, click to open more Upload File forms.
Click to close a Upload File form.
To change the uploaded file, click in the Select File field and select Browse... again to select another one.
Optionally, type a name in the Name field which is not required. Special characters (! @ $ % & [ ]) are not allowed in this field. If not, the name of the uploaded file will be kept as original.
Click next to the Categories List field to select categories to which you want to add this file.
i. Select a category in the left pane to open its child nodes in the right pane.
ii. Click corresponding to a child node that you want.
Note
You can add more categories to a file by clicking again to open the Add Categories form.
Click to delete a category in Upload File form.
You also manage categories which have been added to files by using the Manage Categories function. See the Manage categories section.
Complete uploading file by clicking Save.
After being saved, the main information of the uploaded file will be displayed.
Optionally, click to see more details about its external metadata information. The List External Metadata tab will be enabled and you can do some actions in this tab.
- Click corresponding metadata that you want to edit.
- Click Add metadata to add more metadata to the uploaded file. Then, tick the checkbox, and click Add.
  
  The new metadata are displayed in the List External Metadata tab.
Click Close to quit the Upload File form.
After being uploaded, the tree is displayed in the left pane.

Note

The size of the uploaded file depends on the size limit of the uploaded file that you set up in the 'Edit' mode of Sites Explorer. If your file size exceeds the limit, the alert message will appear.

4.1.4.26. View metadata

This function allows you to view metadata attached to File nodes, Podcast nodes, File Plan child nodes and uploaded file nodes (nt:file nodes).

Select an appropriate node (nt:file).
Click . The View Metadata form appears.
Click the Add/Edit button at the bottom of the View Metadata form to add metadata.
Complete the desired fields in the Add/Edit Properties form. Click to add further metadata.
Click Save to accept the new metadata values.

4.1.4.27. View node types

This function allows you to view the detailed information of a node.

Select a node that you want to view its detailed information.
Click to view detailed information about the selected node.
Click the tabs at the top of the form to view categorized information.

4.1.4.28. View permissions

This function allows an administrator to manage the permissions for nodes.

Select a node.
Click . The Permission Management form appears.

By opening the Permission Management form, you can perform the following actions:

Add permissions
Edit permissions
Delete permissions

Add permissions

Select a user or a group to whom you want to assign permissions.
Select the permission you want to grant the selected users or groups by ticking the corresponding checkboxes beside rights you want to add.
Click Save to accept your changes. The new permissions will appear in the permissions table above.

Edit permissions

Select the permission of a user or a group in the permissions table.
Click .
Change the permissions as desired.
Click Save to accept your changed permissions.

Delete permissions

Select the permission of a user or a group in the permissions table.
Click .
Click OK in the confirmation message to remove the permission.

4.1.4.29. View properties

This function allows users to review all the properties and values of a node. It can also be used to add values to a node.

Select the node you want to review or add values to.
Click to show the Properties Management form.
This form has two tabs:
Properties
This tab displays all properties and values for the selected node.
Add New Property
This tab contains fields to add new properties to the selected node.
Select the Add New Property tab to add new properties to the selected node.
Select the namespace for the property.
Enter a name for the new property in the Name field.
Select the property type from the Type drop-down menu.
Enter a value for the property in the Value field.
To add multiple new values, click and repeat the above steps.
To remove a value, click .
Click Save to accept your new values, or Reset to clear all modified fields.

After you have made changes on new properties, you will be returned to the Properties tab. The newly added values will be displayed.

In this form, you can edit a property by clicking pencil , or delete it by clicking trash can .

4.1.4.30. View a relation

This function shows/hides documents related to a selected node.

View a relation

Select a node, then click . Documents related to the selected node will be shown in the Filter bar.
If the node does not have any related documents, the message No Related Document will appear instead.
Hide relations

Click again to hide relations.

4.1.4.31. Vote for a document

This function is used to vote for a document.

Note

You cannot vote for a File Plan document.

Open the document you want to vote for.
Click on the Action bar.
The Vote Document form will appear.
Rate the document by clicking the appropriate star level.

After a vote has been added, the rating will appear at the bottom of the document:

4.1.4.32. Watch/Unwatch documents

By using this function, whenever any change is made on the document, a notification message will be sent to your email address. To receive that email, you must configure in your mail server.

Watch a document

Select the document you want to watch and click .

The Watch Document form will appear. Click the Watch button to finish.

Stop watching a document

Select the document and click .

A message will appear to confirm the action.

4.1.5. Actions on folders and documents

This section represents actions on folders and documents through the right-click menu (Adding to favorites, copying, cutting, pasting, adding Symlink, locking/unlocking, viewing/renaming/downloading document, and allowing edition and copying URL to clipboard) and other actions (dragging and dropping folders or documents).

Depending on the actions on folders or documents, the right-click menu (drop-down menu) will be different.

Actions in the right-click menu for documents:
Actions in the right-click menu for folders:

4.1.5.1. Add to favorites

This function helps users easily add nodes (documents, folders or files) as favorite.

Right-click a node you want to add as a favorite.
Click from the drop-down menu.

A symlink of your favorite nodes (folders, documents, files) will be created in the Favorite folder.

4.1.5.2. Copy/Paste & Cut/Paste

This function is used to make a copy of a node (including sub-nodes) to other places.

There are two ways to cut/copy & paste the node:

Right-click the node, then select Copy or Cut from the drop-down menu.
Right-click a destination node that you want to be the parent node of the copied/cut node, then select Paste from the drop-down menu. Note that the Paste function is enabled in the menu only after selecting the Copy/Cut action.
The copied/cut folder (and its sub-folders) will be pasted into the new selected path.

You only can take the Copy action if you have this right on the source node.

Right-click the node and select Copy/Cut from the drop-down menu.
Select the destination node that you want to be the parent node of the copied node.
Select the Clipboard icon on the Filter bar.

The Clipboard window will appear.
Click in the clipboard window to paste the copied/cut node into the selected destination node in Step 3.

You can click to delete a specific waiting statement.
You can also click the Clear All link to delete all waiting statements in the list.
After the action has been taken, a confirmation message will appear with detailed information about the destination path.

Note

You only can take the Paste action if you have the right on the destination node.

If the destination node has the same name with the copied node, after being pasted, an index will be added to the name of the pasted node, for example Live and Live[2].

You cannot copy a content folder into a document folder.

After taking the Copy action, you can take the Paste action on different nodes before taking another Copy action.

4.1.5.3. Edit documents

To edit a document, refer to the Edit web content section.

4.1.5.4. Delete folders and documents

This function helps you remove folders/documents from their locations easily. Do the same steps as in the Delete web content section.

Note

You can only take the Delete action if you have the right on a node.

If the deleted node contains sub-nodes, these sub-nodes will be deleted, too.

4.1.5.5. Drag and drop folders and documents

This function allows you to move folders/documents from a current location to another one by using the drag and drop feature.

Hover your cursor over folders/documents in the right pane, or hold the Ctrl or Shift key to select multiple folders/documents at once until the cursor changes to .
Press the left-mouse button and drag the selected folders/documents.
Drop them into another folder in either the right or left pane by releasing the left-mouse button. The "dragged" folders/documents will be relocated to the destination folder.

4.1.5.6. Lock/Unlock folders and documents

This function is to avoid changes on specific folders/documents and actions by others, during a specific time.

Lock folders/documents

Just right-click a folder/document (on either the right or left window pane) and select Lock from the drop-down menu. The selected folder/document will be locked.

Note

Only users with appropriate rights can lock folders/documents.

After being locked, other users can only view the folders/documents.

The lock will be kept as current for a session only. If the locking user signs out, the node will be unlocked.

Other users can copy the locked node (by using the Copy/Paste functions outlined above); however, the original node cannot be removed or altered.

If no action is taken on a locked node within 30 minutes, the lock will be automatically removed.

Unlock folders/documents

To unlock the locked folder/document, right-click it and select Unlock from the drop-down menu. The folder/document will then be unlocked and other users can take actions on it.

4.1.5.7. Rename folders and documents

This function is used to change the folder/document name.

Right-click a folder/document that you want to rename, then select Rename from the drop-down menu.
The Rename form will appear.
Input a new name in the Name field. You can also change the its title by entering a new one in the Title field.
Click Save to accept your changes.

4.1.5.8. Add a Symlink

A symlink embedded into a node allows you to quickly access the node even if you are in other nodes.

To add a symlink, simply right-click a document that you want to add a Symlink, and select Add Symlink from the drop-down menu. The symlink will be added to the selected document immediately. To view its content, simply click the symlink.

4.1.5.9. View WebDAV

WebDAV enables users to access files, folders, and read/write documents over the web. Thanks to its benefits of easy, quick and flexible manipulations and time-saving, WebDAV is used to view nodes.

Select the path of node you want to view WebDAV or open that folder from the left/right pane.
Right-click the node and select Download And Allow Edition from the drop-down menu.
With each type of node, the form to view in WebDAV will be different:

4.1.5.10. View information

eXo Platform supports you to view all information of a document, such as name, title, creator, and publication state of the document.

To view information of a document, simply right-click the document, and select View Information from the drop-down menu.

The View Information form appears as below.

4.1.5.11. View document

The View Document item is visible in the drop-down menu when you right-click a document. This function allows you to view the document on another tab with the link containing the document path.

To view a document, simply right-click it, and select View Document from the drop-down menu. The document is opened in another tab.

4.1.5.12. Copy a URL to the clipboard

The Copy URL To Clipboard enables you to copy the WebDAV URL of a selected folder or a document. You then can view it with the WebDAV view on a browser.

Right-click a folder/document, and select Copy URL To Clipboard.
Paste the URL on another tab.
You can view the folders of the node you copied its URL or download documents to your computer. You also view other nodes by clicking ... above the current folder to go up the root node as below.

4.1.5.13. Manage tags

Tags are easily managed by editing or deleting them with the Tag Manager.

Edit a tag

Click Tag Cloud on the Filter bar, then click at the upper-right corner of the tags pane.
The Edit Tag form will appear.
Click that corresponds to the tag you want to edit.
Edit the tag to your desires.
Click Save to accept your changes.

Delete a tag

Do Step 1 from the procedure above.
Click .
Click OK in the confirmation message to delete the tag.

Use your created tags

Click .
You will see all existing tags which are listed and classified by private or public tags.
Depending on the popularity of tag, the display of each tag will be different from others by font-size, font-weight, color, font-family, and text-decoration. For example, when a tag is added to over 10 documents, it will be displayed in red color, size:20px, bold. This can also be configured in the Manage Tag tab.
Each tag is similar to a link listing all documents to which it is added. To display the documents list in the right pane, click a tag name.

4.1.6. Content Administration

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

To access the Content Administration page, hover your cursor over --> Content --> Content Administration on the Administration bar.

The Content Administration page will appear.

From this page, you can access:

Categories & Tags: Manage categories and tags.
Content Presentation: Manage template, metadata, views, and drives.
Content Types: Manage namespace registry, and nodetype.
Advanced Configuration: Manage queries, scripts, and create an action type.

4.1.6.1. Categories and Tags

This section is divided into 2 sub-topics:

Manage tags
Manage categories

4.1.6.1.1. Manage tags

The Manage Tags function enables you to manage tag styles. The tag styles will change, depending on the number of documents in a tag.

By selecting Categories & Tags --> Manage Tags, you will be directed to the Manage Tags page as below:

Here, you can perform the following actions:

Add a tag style
Edit a tag style
Delete a tag style
Set permissions on public tags

4.1.6.1.1.1. Add a tag style

Click the Add Style button. The Edit Tag Style Configuration form will appear.

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).

Table 4.14.

Field	Description
*Asterisk ()**	This mark next to each field means that it is required to input values.
Style Name	Give the tag name which cannot be edited.
Document Range	Give the number of document assigned to a tag.
HTML Style	Include font-size, font-weight, color, font-family, and text-decoration.

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

Note

The 'HTML style' textbox cannot be empty. You can change values of font-size, font–weight, color, font-family, and text-decoration.

4.1.6.1.1.2. Edit a tag style

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

Edit an existing tag

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 Document Range and HTML Style, except Style Name.
Click Update to save new changes.

4.1.6.1.1.3. Delete a tag style

To delete one tag style, simply click the corresponding Delete icon and select OK in the confirmation to accept your deletion.

4.1.6.1.1.4. Set permissions on public tags

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

Set Permission To Tag Management

Click beside the Memberships field to select memberships to add a permission to those memberships. The Select Membership form will appear.
Select a group on the left and the corresponding membership on the right. The selected membership will appear in the Memberships field.
Click Save to accept adding a permission for the membership to the Memberships column.
You can also delete memberships that have permissions by clicking regarding to that membership, then click OK in the confirmation message.

4.1.6.1.2. Manage 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.

By selecting Categories & Tags --> Manage Categories, you will be directed to the Manage Categories page as below:

Here, you can do the following actions:

Add a category tree
Edit a category tree

4.1.6.1.2.1. Add a category tree

Click the Add Category Tree button to add a new category. The Add Category Tree form will appear.
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 Reset if you want to reset values that have just been selected or Next to select permissions for a category tree.

i. Click "Select user" to select a user or "Select memberships" to select memberships or "Select everyone" to select everyone to set permissions. The user or membership that you have just selected will be displayed in the User or Group field.

ii. Check at least one of these below options to set rights for the selected user to membership:

Table 4.15.

Field	Description
Read Right	Select the Read right or not.
Add Note Right	Select the Add Node right or not.
Set Property Right	Select the Set Property right or not.
Remove Right	Select the Remove right or not.

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 save all values, then select Next to go to the next step.

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.

The category name must contain less than 30 characters.

4.1.6.1.2.2. Edit a category tree

Click corresponding to the category tree you want to edit.
Click in the Add column to add more category trees. The Edit Category Tree form will appear.
Enter a category name in the Category Name field which is required.
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.

Note

You can delete a category by clicking corresponding to the category that you want to delete. Click OK in the confirmation message to accept your deletion.

You cannot delete categories that have been referenced.

4.1.6.2. Content Presentation

This section is divided into 4 sub-topics:

Manage a template
Manage metadata
Manage views
Manage drives

4.1.6.2.1. Manage a template

When creating a node in eXo Platform, you must set its properties. Thus, each node needs to have a form to enter data for their properties (called the Dialog template), and display the existing values (called the View template). The template management allows users to view, delete and modify the predefined templates or to add a new template.

Add a new template

Click Content Presentation --> Manage Templates.
Click the Add button in the Manage Templates form to open the Template Form.
Select the template type from the Name drop-down menu.
Specify a name for the template in the Label field. It is required.
Select the is Document Template checkbox if you want your created template to become a template for a document.
Click next to the Permission field to open the Select Permission dialog. It is required.
- Select the group from the left pane and the membership from the right pane;
- Or, you can set permissions for everyone by clicking next to Any Permission.
Optionally, select the Dialog tab and enter the value in the Dialog Content field.
Optionally, select the View tab and enter the value in the View Content field.
Optionally, select the CSS tab and enter the value in the CSS Content field.
Click Save to create the template.

Edit a template

Click Content Presentation --> Manage Templates.
Click in the Action column, corresponding to the template you want to edit.
Make changes on the values of each tab, including:

Delete a template

Click corresponding to the template you want to remove in the Manage Templates page.
Click OK in the confirmation message to accept your deletion.

4.1.6.2.2. Manage metadata

Metadata is generally defined as "data about data". Metadata is information which describes, or supplements the central data. In the Manage Metadata tab, you can manage nodes in the metadata format in the eXo Platform system. The metadata may be considered as information used to describe the data. When data are provided to end-users, the metadata allows users to understand about information in more details. All metadata nodes can combine with other nodes to create a new node (add mix).

View metadata

Click Content Presentation --> Manage Metadata.
Click corresponding to the metadata you want to view.
The Metadata Information form will open.

Edit metadata

Click in the Template's Actions column, corresponding to the metadata you want to edit.
The Edit Metadata's Template form will open.
Change the required properties of the metadata.
Note
You cannot edit the metadata name.
Click Apply to save all metadata changes.

Delete metadata

Click corresponding to the metadata you want to delete.
Click OK in the confirmation message to accept your deletion.

4.1.6.2.3. Manage views

The Manage View function is used to control view ways of a user. It has two tabs: View and ECM Templates

To open the Manage View function, click Content Presentation --> Manage View. The Manage View form displays.

Here, you can do many actions through 2 tabs:

Views tab
ECMS Templates tab

4.1.6.2.3.1. Views tab

In this tab, you can add, edit, delete, and preview views.

Add a view

Click the Add View button located at the bottom of the Manage View form.
The Add View form will open.
Specify the view name in the Name field that must be unique, and only contains standard alphanumeric characters. It is required.
Set permissions for the view by clicking the plus icon. It is required.
- Click next to Any Permission to assign permission to every one;
- Or, select a group from the left pane and the membership from the right pane.
Click the Templates field and select a template from the drop-down menu for this view.
Click the Add Tab button to create a functional tab on this view. It is required.
i. Enter the name for the tab in the Name field.
ii. Specify functions to add to the tab.
iii. Click Save to finish creating a tab;
Or, click Reset to clear the Tab form;
Or, click Back to return to the View Form tab of the Add View form.
The newly created tab is displayed on the Tabs field.
Click Save to apply all settings and close the form.

Edit a View

Click in the Action column, corresponding to the view you want to edit.
Edit the view properties.
Note
You cannot change the view name.
If you select the Enable Version checkbox, this view automatically increases to one version after you click Save. It is displayed at the Base Version column in the View tab.
If the dialog has at least two versions, in the View tab, it displays the Restore button. You can use Restore to roll back to the previous View.
Optionally, click the Add Tab button to open the Tab Form tab that allows you to add more Tabs to the View.
Optionally, click an added Tab to add or remove functions on it. Note that you cannot change the tab name.
Click Save to apply all changes in the View tab.

Delete a view

Click corresponding to the view you want to delete in the Manage View page.
Click OK to delete the view in the confirmation message.
Note
You cannot delete a view which is in use.

Preview a view

Click in the Action column of the view you want to preview.
The View form will open.
Click Close to exit the View form.

4.1.6.2.3.2. ECM Templates tab

Add a new ECM Template

Select the ECM Templates tab.
Click the Add button to open the Add ECM Template form.
Input the 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 a new template.

Edit a template

Click next to the template you want to edit.
Change the current template's properties.
Click Save to accept all changes.
Note
You cannot edit the template name.
If you tick the Enable Version checkbox, this template will automatically increase to 1 version after you have clicked Save. It is displayed at the Base Version column in the ECMS Template tab.
If the template has at least two versions, in the Edit ECM Template form, it displays the Restore button that allows restoring the template version.

Delete a template

Click corresponding with the template you want to delete.
Click OK in the confirmation message to accept your deletion.

4.1.6.2.4. Manage drives

The function supports you to manage drives in the Sites Explorer. It allows adding, editing and deleting drives.

Go to Content Presentation --> Manage Drives.

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

Add a new drive
Edit a drive
Delete a drive

4.1.6.2.4.1. Add a new drive

Click the Add Drive button in the Manage Drives page 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 beside the Home Path entry.
Browse an icon for the workspace by clicking beside the Workspace Icon entry.
Select an icon by clicking corresponding to your desired icon file.
Select permissions for groups that have access rights to this drive by clicking beside the Permissions entry.
Select or deselect the various checkboxes to hide or show the drive elements respectively.
Show Referenced Document
Allow viewing preference documents.
Show Non-document Nodes
Allow viewing non-documents.
Show Sidebar
Allow showing the sidebar.
Show Hidden Node
Allow showing the hidden nodes.
Select the document type that will be created in this drive.
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.

4.1.6.2.4.2. Edit a drive

Click corresponding to the drive you want to edit. The Edit Drive form will appear.
Edit the properties as required.
Click Save to commit the changes.

Note

The drive name cannot be edited in this form.

4.1.6.2.4.3. Delete a drive

Click that corresponds to the drive you want to delete.
Click OK to delete the drive in the confirmation message.

4.1.6.3. Content Types

This section is divided into 2 sub-topics:

Namespace registry
Manage node types

4.1.6.3.1. Namespace registry

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. The registry helps you manage the namespaces used in the system.

Select Content Types --> Namespace Registry to open the Namespace Registry form.

Register a namespace

Click the Register button on the Namespace Registry form to register a new namespace.
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 !,@,#,$,%,&,*,(,).

4.1.6.3.2. Manage node types

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

View node types

Click that corresponds to the node you want to view. The View Node Type Information form will appear.
Click Close to exit this form.

Add a node type

Open the Add/Edit Node Type Definitions form by clicking the Add button on the Manage Node Type page.
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.
Click to add more parent types in the Super Types field.
- Property Definitions: List all definition names of the Property tab.
- Child Node Definitions: List 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.

Export Node Types

Open the Export Node Types form by clicking the Export button at the bottom of the Manage Node Type page.
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 checkboxes.
Click the Export button 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.

Import Node Types

Open the Import Node Type From XML File form by clicking the Import button at the bottom of the Manage Node Type page.
Click the Browse... button to upload a file.
Note
You must upload an XML 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 the Import button to complete importing a node type.

4.1.6.4. Advanced Configuration

This section is divided into 4 sub-topics:

Manage queries
Manage Scripts
Create an action type
Manage locks

4.1.6.4.1. Manage queries

The function enables you to add, edit and delete queries by going to Advanced Configuration --> Manage Queries.

Add a new query

Open the Add Query form by clicking the Add Query button in the Manage Queries page.
Enter a query name into the Query Name field.
Select the query type from the drop-down Query Type 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 45 minutes, the cache will be removed.
For example, you have the query Test with statement //element (*, nt:file). In the File Explorer, you have a nt:file document named File1. When you execute the query Test, only document File1 will be shown. After that, create a nt:file document named File2 and execute query Test, only document File2 document will be listed. After 45 minutes, the cache will be removed. When you execute the query Test, the documents File1 and File2 will be listed.
Select permissions for a group that can use this query by clicking .
Click Save to finish adding a new query.

Edit a query

Click corresponding to the query you want to edit. The Edit Query form will appear.
Edit the properties of the selected query.
Click Save to accept all changes.

Delete a query

Click corresponding to the query you want to delete.
Click OK in the confirmation message to accept your deletion, or Cancel to discard this action.

4.1.6.4.2. Manage Scripts

The function enables you to manage all script codes in the eXo Platform and Browser Content system by going to Advanced Configuration --> Manage Scripts.

Add a new script in ECM

Click the Add button in the Manage Script page to open the Add/Edit Script form.
Enter a value for the Script Content field.
Enter a script name for the Script Name field that must be unique and not contain special characters, such as !,@,#,$,%,&,*,(,).
Click Save to accept adding the new script.

Edit an ECM script

Click corresponding to the script that you want to edit in the ECM Scripts tab. The Add/Edit script form will appear.
Edit the properties in this form.
Click Save to save all changes.

Delete an ECM script

Click on the script that you want to delete in the ECM Scripts tab.
Click OK in the confirmation message to accept your deletion, or Cancel to discard this action.

4.1.6.4.3. Create an action type

This function allows you to manage all action nodes in the eXo Platform.

Select Advanced Configuration --> Create Action Type.
Click the Add button to open the Action Type form.
Select the action type.
Input a name for the action.
Check/uncheck the is Action Move option. The action will have exo:move property or not.
Select an "execute" for the Execute field.
Click next to Variables field to add more values for the action.
- Click to delete a value.
Click Save to accept adding a new action type.

4.1.6.4.4. Manage locks

All locked nodes are listed and managed by administrators in the Content Administration page. There are two ways that help administrators lock nodes: unlock nodes in the right-click menu in Sites Explorer or unlock nodes in the Content Administration page.

Unlock a node

Select Advanced Configuration --> Manage Locks on the Manage ECM Main Functions pane on the left. The locked nodes will be listed in the right pane.
Click corresponding to nodes which need to be unlocked in the Locked Node tab in the right pane. The unlocked nodes will disappear from the locked nodes list.
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 pane and the corresponding membership on the Select Membership pane. 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 2 groups: *:/platform/administrator and root.

4.2. Manage content

4.2.1. Contribute content

4.2.1.1. Edit mode

When you access a site, by default, the site content is in the published mode and you cannot edit them.

However, each site in eXo Platform has the Edit mode which enables you to edit all content of the current site. When hovering your cursor over content, you can see the Edit icon which enables you to quickly edit this content. You can take advantage of this feature to submit content to a page.

To turn on the Edit mode, hover your cursor over Edit on the Administration bar, then select Content from the drop-down menu.

For Single Content Viewer (SCV), you can see the current state of the content, the Edit Content icon and Preferences icon.

For Content List Viewer (CLV), you can see the current state of the content, the Edit Content icon, the Preferences icon, the Add Content icon and the Manage Content icon.

4.2.1.2. InContext Editing

By using the InContext Editing feature, the process of editing a page becomes more intuitive. This feature allows you to edit content "in context" without using the WYSIWYG editor, and the new content will automatically override old one.

To use InContext Editing, you first need to turn on the Edit Mode.

Here, you can do the following specific actions:

Add content
Edit content
Manage content
Manage preferences

4.2.1.2.1. Add content

Adding new content by using InContext Editing is enabled for the Content List Viewer (CLV).

Turn on the Edit Mode, then hover your cursor over the CLV to which you want to add new content.

Click on the CLV.

You will be directed to the Sites Explorer with a list of content templates for you to select.

Click one template for your content. Each template has an Info bar on the top of the template.

Table 4.16.

Field	Description
Free layout web content	This template is a free layout.
Picture on head layout web content	The site's content is presented in two spaces. One is for inserting an image and the other for editing the site's content. The image will be put at the head of a site.
	Display the list of the content templates in the List view.
	Display the list of the content templates in the Thumbnail view.
	Cancel selecting the content template and back to the previous page.

You can edit any content on the homepage for SCV and CLV with InContext Editing. However, for CLV, you only can edit each content in it.

Table 4.17.

Field	Description
Change Content Type	Select another content types.
Save	Save the content without closing the content form.
Save & Close	Save the content and close the content form.
Close	Close the content form without saving the content.
	Switch on/off the full-screen mode.

Fill all the fields in the form. See the Add a document section to know how to create the different content types.
Click Save or Save & Close to save the document.

Note

The folder, where a document is saved, is the path you have selected in the Manage preferences section.

4.2.1.2.2. Edit content

Turn on the Edit mode by hovering your cursor over Edit on the Administration bar, then select Content.
Hover your cursor over the content you want to edit, and click at the right corner. You will be directed to Sites Explorer with the document form for you to edit.
Make changes on the content, then click Save or Save & Close to accept your changes.
Click to return to the site. In the Edit mode, your new content will be in the "Draft" state with its visible modifications.
Click , or on the Action bar to publish your edited content. Your content is now in the "Published" state.

Note

You cannot see the edited content in the draft state when you turn off the Edit mode.

4.2.1.2.3. Manage content

With InContext Editing, you can easily manage a Content List Viewer on the homepage. You can add new content in the CLV, edit, delete an existing content or copy/cut/paste to another CLV and take more actions in the right-click menu.

Add content in the CLV

Turn on the Edit mode.
Hover your cursor over the CLV which you want to manage on the homepage, and click .
You will be directed to the Sites Explorer page.
Click on the Action bar.
Do the same steps as in the Add Content section.

Do other actions

Right-click specific content in the CLV to open the drop-down menu. From here, you can do many actions as mentioned in the Actions on folders and documents section.

4.2.1.2.4. Manage preferences

Preferences enable you to edit content in the Single Content Viewer (SCV) and the Content List Viewer (CLV), reset the display of the content in SCV and CLV and publish content.

Edit the Single Content Viewer

Turn on the Edit mode.

Select of a Single Content Viewer.

The Content Detail Preferences dialog appears.

Select the Preferences icon of a Content List Viewer.

Table 4.18.

Field	Description
Content Selection	Select the path of the content that you want to show by clicking .
Display Settings	Configure the visibility of Title, Date and Option bar. Show Title: Select this checkbox to display the title of the content. Show Date: Select this checkbox to display the date of the content publication. Show Option Bar: Select this checkbox to display the Option bar which is used to show the print link.
Print Settings	Show in Page: The content is shown in the page. with: Parameters contain the content path.
Advanced link:	When clicking this link, the Advanced pane will be shown with two parts. Dynamic Navigation: Allow you to get a parameter to configure the portlet by URL. It means that the URL containing the content path can be dynamically changed. Disable: By default, if the property is set as "Disable", the Advanced pane is closed by default. It means the single content will be opened by an URL containing the Content Path. Enable: This portlet is configured with the provided parameter ("content-id" by default) and the content. By: This parameter is the key in the URL to let SCV know which really is the path in the current URL. It is editable when the Contextual Content is set to "Enable". Content Visibility: Allow you to use a cache shared between users to get content. If you want to get content, which are displayed in CLV or SCV, from one cache, select Restricted by Authentication. If not, select Restricted by User Roles.

Note

Hover your cursor over to see a quick help for each section.

Click next to the Content Path to select another content. The Select Content dialog appears.
Select a folder in the left pane, and its content in the right pane. The selected content will be displayed in the Content Path field.
Tick the checkboxes, including Show Title, Show Date and Show Option Bar, if you want to display the content title, the publication date and the print button like the illustration below.
i. In the Print Setting part, click to open the UIPageselector dialog. You will see Printviewer.
ii. Click the Print button. The content is opened in the print viewer page.
Click Save to save all your changes.

Edit the Content List Viewer

Turn on the Edit mode.

The Content List Preferences dialog appears.

Table 4.19.

Field	Description
Content Selection	Mode: This mode is to select web content for the list viewer. There are two modes: By Folder: This mode allows you to select a content folder in the Folder Path field. By Content: This mode allows you to select by the content in a specific folder in Folder Path field. Folder Path: The path to a location of a folder that contains the content. Order by: Sort content in the List Viewer by Title, Date Created or Date Modified in ascending or descending order.
Display Settings	Header: The title of all content that is listed in the List Viewer. Template: The template which is used to view the content list. Paginator: The template which is used to view each content in the list. Items per Page: The number of items which will be displayed per page. The following options which can be shown or hidden by ticking or unticking checkboxes respectively. Show Title: Title of each published web content/document. Show Header: Header of each published web content/document. Show Refresh: The Refresh button at the left bottom of the page. Show Image: The illustration of each published web content/document. Show Date: The created date of each published web content/document. Show More Link: The Read more link to read all the content of web content and/or document. Show Summary: The summary of each web content/document. Show Link: The link of web content/document. Show RSS Link: The RSS link of all content of web content/document.
Advanced link	Dynamic Navigation Disable: The single content will be opened by an URL containing the Content Path. Enable: This portlet is configured with the provided parameter (content-id by default). By: This parameter is the key in the URL to let CLV know which really is the path in the current URL. Show in Page: The single content in CLV will be shown in a selected page. You can select any page but should take one with a Content Detail Portlet. The "Dynamic Navigation" is enabled in the Content Detail Portlet that interprets the URL and shows a single content. With: This parameter is the key in the URL to let SCV know which really is the path in the current URL. Content Visibility: Allow you to use a cache shared between users to get content. If you want to get content, which are displayed in CLV or SCV, from one cache, select Restricted by Authentication. If not, select Restricted by User Roles.

Field

The Inline Editing mode allows you to edit directly on the page without going to a separate one. By using this mode, you can edit the text in the same location in such an intuitive and convenient manner.

Content Selection

Mode: This mode is to select web content for the list viewer. There are two modes:

By Folder: This mode allows you to select a content folder in the Folder Path field.
By Content: This mode allows you to select by the content in a specific folder in Folder Path field.

Folder Path: The path to a location of a folder that contains the content.

Order by: Sort content in the List Viewer by Title, Date Created or Date Modified in ascending or descending order.

Display Settings

Header: The title of all content that is listed in the List Viewer.

Template: The template which is used to view the content list.

Paginator: The template which is used to view each content in the list.

Items per Page: The number of items which will be displayed per page.

The following options which can be shown or hidden by ticking or unticking checkboxes respectively.

Show Title: Title of each published web content/document.
Show Header: Header of each published web content/document.
Show Refresh: The Refresh button at the left bottom of the page.
Show Image: The illustration of each published web content/document.
Show Date: The created date of each published web content/document.
Show More Link: The Read more link to read all the content of web content and/or document.
Show Summary: The summary of each web content/document.
Show Link: The link of web content/document.
Show RSS Link: The RSS link of all content of web content/document.

Dynamic Navigation

Disable: The single content will be opened by an URL containing the Content Path.
Enable: This portlet is configured with the provided parameter (content-id by default).
By: This parameter is the key in the URL to let CLV know which really is the path in the current URL.
Show in Page: The single content in CLV will be shown in a selected page. You can select any page but should take one with a Content Detail Portlet. The "Dynamic Navigation" is enabled in the Content Detail Portlet that interprets the URL and shows a single content.
With: This parameter is the key in the URL to let SCV know which really is the path in the current URL.

Content Visibility: Allow you to use a cache shared between users to get content. If you want to get content, which are displayed in CLV or SCV, from one cache, select Restricted by Authentication. If not, select Restricted by User Roles.

Browse the documents or web content of an available site by clicking next to the Folder Path field.
If you select the By Folder mode, select an available site on the left, then select a folder that contains content (documents and/or web content) on the right by clicking the folder.
If you select the By Content mode, select an available folder from the left pane, all content in this folder will be listed in the right pane. Click content on the right that you want to add to the content list. There will be a message, informing that you have successfully added it to the Content List. The selected content will be listed in the Content List.
Enter a header for the content list in the Header field if you want.
Select a template to display the content list in the template list.
Tick/Untick your desired options.
Click Save to accept your changes.

4.2.1.3. Inline Editing

Do the Inline Editing

Turn on the Edit mode on the Administration bar.
Hover your cursor over the area you want to edit. The editable area will be highlighted.
Double-click the area until the Edit area is shown as below.
In case the hovered area is in the Rich Text format, the Edit area will be displayed with the CKEditor as below. (See more information about CKEditor here.)
Make changes on your selected area.
Click to accept, or to discard changes.

After you have made changes on your content, it is only in the Draft state.
Click to publish the content. Now, your edited content is in the Published state.

4.2.1.4. CKEditor

When using CKEditor to write/edit a document, you can also:

Insert a portal link to the document.
Insert a content link to the document.

Insert a portal link

Click to open the Insert Portal Link form.
Enter the title of the portal in the Title field.
Enter the portal URL manually, or you can also click Get portal link to open a page containing all the portals in the same server, then select one that you want.
Click Preview to view the portal.
Click Save to accept inserting the portal to the document.

Insert a content link

Click to open a page.
Click the plus before the document name, or click directly the document name in the left pane to show the content in the right pane, or click to upload a file from your local device.
Click content that you want to insert to the document.

4.2.1.5. Publication process

After new content has been created, it is saved as draft and you can easily to publish it on your site. The publication process consists of four steps:

Request for Approval --> Approval --> Stage --> Publish

In case you want to publish your content without having the "Approve" or "Publish" right, you first need to send your request for approval.

In case you have the right to approve or publish content, you can yourself publish it with the Stage step immediately.

Request Approval: When new content is created, it must be approved before publishing by clicking Request Approval on the Action bar of the Sites Explorer or clicking Pending in the Manage Publication form.
Approve: To approve content, click Approve on the Action bar of the Sites Explorer, or Approved in the Manage Publication.
Stage: This step allows you to publish content in a period. After selecting the publication schedule for the content, it will be automatically published as the schedule.
To publish your content just in a stage, click Stage. Then, click From/To to select the start and end dates for publication from a mini-calendar.
To publish your content forever, you should not set time in the To field.
Publish: Content will be published when you have completed the Stage step.
Note
You will see a list of draft content, pending content which are waiting for your approval if you have the approval right, and content that will be published at the bottom of the Sites Explorer. Click your desired content to review, approve or publish.

4.2.2. Manage content list viewer by query

The Content By Query portlet allows you to collect and display data throughout a workspace by using a query instead of selecting items by a folder or by content.

To use this portlet, first you need to add the Content By Query portlet to a specific page as follows:

Drag and drop the Content By Query portlet from the Page Editor --> Applications --> Content to the main pane. You can do this step while creating a new page or editing an existing page or editing the layout of a portal.
Edit the Content By Query portlet by hovering your cursor over it, then click to edit the portlet.
The form with the Edit Mode tab appears.
Enter a valid query into the by query field to get data that you want to display.
Select a workspace where you want to get data.
Click Save to complete adding the Content By Query portlet.
Click to quit the Page Editor page and see the displayed data.

Note

To learn more about fields in the Edit Mode tab, refer to Content List Preferences.

4.2.3. Create content inside a category

In eXo Platform, you can create new content in any folders or directly in a CLV with Incontext Editing. However, to facilitate the content management, categories are usually used to sort and organize documents that makes your desired searches more quickly. Also, creating content inside a category helps you manage and publish them effectively.

After creating a document, you should categorize it by adding it to a category. Otherwise, documents should be created right in a category and links to those documents will be automatically created in the category. In eXo Platform, categories are stored in JCR.

Create content in a category

Hover your cursor over --> Content --> Sites Explorer on the Administration bar.
For example, select the acme-category drive as the following illustration.
Click the New Content button to create new content. See the Add a document section to know how to add new content. The new content is a Symlink. To view the content, simply click the Symlink.

4.2.4. Manage content in Sites Explorer

Web content is a key resource which is used for a site. Other resources make a site more dynamic and animated by using layout, color, font, and more. This section focuses on how to manage web content in a specific site.

Note

Only users who have the right to access the Sites Management drive can do it.

4.2.4.1. Create new web content

This function is used to add new web content to a specific site.

Go to the Sites Management drive, then select a site to which you want to add web content.
Select the web content folder on the left.
Note
In this step, you also can add new web content into another folders (documents and media folders) of a site but you are recommended to select the web content folder because:
Managing web content of a site becomes more easily.
You only may add new web content in this folder so that you do not need to select web content document in the list of document types. It makes adding new web content more flexibly.
Click on the Action bar to open a list of content templates, including Free layout web content, and Picture on head layout web content.
Select a template to present the web content by clicking one.
Enter values in the fields of the Add New Document form.
Click Save or Save & Close to save the content or Close to quit the Add New Document form.

Tabs in the Add New Document form

The Main Content tab

Table 4.20.

Field	Description
Title	The title of the web content.
Name	The name of the web content that you want to add new.
Language	The language of the web content. At present, eXo Platform 3.5 supports two languages: English and French.
Main Content	The main content that you want to display when publishing this web content.

The Illustration tab allows you to upload an illustration that makes the site's content more attractive.

Details:

Table 4.21.

Field	Description
Illustration Image	The path to an image that you want to upload into a site. This image will be used like an illustration of that site.
Summary	You can give a short description about the web content because it will be displayed with the illustration image when the web content is listed. The main content will be shown when it is selected to be viewed.

Upload an image

Browse a list of images on your local device by clicking the Browse... button, then select a specific location.
Select an image in the list to upload.

The Advanced tab includes two parts: CSS Data and JS Data.

This function is used to edit web content in a specific drive of an existing site.

Table 4.22.

Field	Description
CSS Data	Contain the CSS definition to present data in the web content. You can optionally enter CSS data into this field to specify the style.
JS Data	Contain the JS content to make the web content more dynamic after being published. You can optionally enter the JS content in this field.

4.2.4.2. Edit web content

Go into the folder of a site which contains the web content that you want to edit.
Select the web content by double-clicking it in the left tree or in the right pane. The detailed information of web content will be viewed in the right pane.
Click on the Action bar to show the form to edit the selected web content. This form is similar to that of creating a new document.
Make changes on current values in the fields of this form.
Complete editing the selected web content by clicking Save or Save & Close.

Note

When you click [ Edit Document ] , the web content will be auto-locked for your editing. After finishing, the content is back to the unlock status. You can manage "Locks" in the Unlock a node section.

4.2.4.3. Delete web content

This function is used to remove web content from the web content folder in a specific site's drive.

Right-click the name of the web content that you want to delete, then select Delete from the drop-down menu.
Click OK to accept your deletion in the confirmation message.

4.2.4.4. Publish web content

This function helps you publish web content that you have added to a web content folder in Sites Explorer.

See the Publication process section to know how to publish web content.

After the content is published, all users who have the right to access that position can view the published web content as a page on the Navigation bar.

4.2.4.5. Preferences

This function is used to set up your browsing preferences.

Click sprocket on the right side of the Sites Explorer portlet.

The Preferences window will appear.

There are 3 search types in Sites Explorer:

Table 4.23.

Field	Description
Sort by	Sort nodes in the nodes list by Alphabetic, Type, Created Date, or Modified Date.
Show Sidebar	Display/Hide the sidebar.
Enable Drag & Drop	Enable/Disable the "drag and drop" action.
Nodes Per Page	This number of nodes displayed per page.
Show Non-document Nodes	Display/Hide nodes that are non–documents.
Show Referenced Documents	Display/Hide referenced documents.
Show Hidden Nodes	Display/Hide hidden nodes.
Query Type	This query type.
Enable DMS Structure	Display/Hide document nodes in the tree structure.

Configure the preferences as required and click Save to set them;
Or, click Close to quit without submitting changes.

4.2.4.6. Search in Sites Explorer

Quick search
Advanced search
Search with saved queries

4.2.4.6.1. Quick search

With the quick search, you can directly type a search term in the search field. All documents, whose keywords are matched with the search term, are retrieved and listed in the Search results form.

Enter a keyword into the search text box.
Click to perform the search;
Or, press Enter.
The search results will be displayed in the right pane.
The search results are empty if no document contains the search string.
Click to view the content containing the keyword;
Or, click to go to the node that contains the search result.

4.2.4.6.2. Advanced search

Perform an advanced search

Click on the Filter bar.
Click to open the Advanced Search form.

The tabs in this form offer different search functions:

Search by Name
Search with constraints
Search by creating a new query
Search by existing queries

4.2.4.6.2.1. Search by Name

Use the Search by Name tab to search nodes by name as follows:

Enter the exact name you wish to search in the Content Name field.
Click Search.
Results will return with the message “No result found” if there is no node with the entered name.
Results will be returned in the Search Results tab if the requested name is found.

4.2.4.6.2.2. Search with constraints

This search enables you to search with more constraints to limit the returned results.

Extra search constraints are entered in the Advanced Search tab of the Advanced Search form.

The Current location field is not editable. It shows the path selected to search.

Enter search terms in the A word of phrase in content field.
Select the Operator.
- Select AND operator to only return results that meet both the search terms and the entered constraints (see Step 3).
- Select OR operator to return results that meet either the search terms or the entered constraints (see Step 3).

Click Show/Hide Constraint Form to add more constraints.

A further constraint options window will appear.

There are some methods to add the required constraints as follows:

Table 4.24.

Item	Description
	You can add more than one constraint with either of two operators (AND and OR).
	Add a constraint to search by a property with specific values.
	Add a constraint to search by a property that contains one of the word in the specific string.
	Add a constraint to search by a property that does not contain the specific string.
	Add a constraint to search by a duration of date (created, modified).
	Add a constraint to search by a document type, including File, Article, Podcast, Sample node, File Plan, Kofax).
	Add a constraint to search by categories.
	Add a document type.
	Add a category.

Select the constraint operator (AND/OR).
Add the required constraints using one of the following methods:
Click Add to add any/all activated constraints.
The constraints will be converted to an SQL query and displayed in the search form.
- Remove unnecessary constraints by clicking .
Click Search to launch the search. Results will be displayed in the Search Results tab.
Click Save and put a name for this search configuration if you want to save it to use at another time.

Add a constraint for exact values

Tick the checkbox that corresponds to the constraint you want.
Enter the property you want to locate, or click .
A list of possible properties appears.
Select a property from the list and click Add. The selected property will populate Property field.
Define the property value to search for by entering a value into the Contain Exactly field, or click .
The Filter Form will appear.
All pre-existing values for your selected property will appear.
- If the value you require is in the list, select it and click Select.
- If the value you require is not in the list, enter it in the Filter field and click . The value will populate the Contain Exactly field of the constraints form.

Add a constraint including or excluding values

Tick the checkbox corresponding to the Contain or Not Contain constraint, as appropriate.
Enter the required property in the Property field, or click (refer to Step 2 in the Add a constraint for exact values section for more information).
Enter the required values in the Contain or Not Contain fields.

Add a constraint by date

Tick the checkbox beside the field with the drop-down menu (below the Property entries).
Define the search condition from the drop-down list (CREATED/MODIFIED).
Click in the From field.
A small calendar will appear.
Select the date you want to use as a constraint.
Repeat the above steps for the To field.
The selected dates will populate the From and To fields in the Add constraint form.

Add a constraint by document type

Tick the checkbox beside the Document Type field.
Enter the document type you want to search, or click to open a list of document types.
Tick the checkbox corresponding to your desired document type, then click Save.
The selected document type will populate the Document Type field.

Add a constraint by category

Tick the checkbox beside the Category field.
Enter the category you want to search, or click for a list of categories.
Click that corresponds to your desired category.
The selected category will populate the Category field.

4.2.4.6.2.3. Search by creating a new query

You need a knowledge of the structure of query statements to configure a search using the parameters on the New Query tab.

Enter a unique name for this query in the Name field.
Select a query type from the drop-down menu: SQL or xPath.
Enter a query statement.
Click Search to perform the search and display the results in the Search Results tab;
Or, click Save to save the search query to the Saved Query tab;
Or, click Cancel to quit.

4.2.4.6.2.4. Search by existing queries

This tab lists all saved search queries that you have access rights to use.

Click to perform the search. You will see results in the Search Results tab.
Click to edit the query statement. The query form will appear like when creating a query (see the Search by creating a new query section); however, you cannot edit the name of the saved search.
Click to delete a query (provided you have the access rights to that query).

4.2.4.6.3. Search with saved queries

Do the followings to perform a search with saved queries:

Click on the sidebar to see the list of existing queries.
A query list will appear. It contains the sections, including All Articles, Created Documents, CreatedDocumentDayBefore and allArticles.
Launch, modify or delete the queries as required (see the Search by creating a new query section for more information).
Filter results with the entries in the All Items and/or By Type panes on the left of the tab. Items matching the selections will appear in the right pane.
Click the required document or folder name to view or download them.

4.2.5. Manage content with WebDAV

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 files.
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 use WebDAV?

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

Copy/paste content on your device and have those changes reflected in a host-based website.
Manipulate actions on a website easily, quickly and flexibly without accessing it directly with web-browsers. Files can be accessed from anywhere and are stored as in local directories.
Easily and quickly upload content to a website simply by copying it into the appropriate directory.

4.2.5.1. Use WebDAV in eXo Platform

To use WebDAV in eXo Platform, you first need to have the Internet or Intranet connected. Next, you can follow one of the two following ways:

You need to connect to the WebDAV server. For example, for Windows XP, do the following steps:

Navigate to the My Network Places on your local device. You will see all shared files and folders:
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.
Enter an address into the Internet or network address field.
For example, the address of the Acme demonstration site is http://mycompany.com:8080/portal/rest/private/jcr/repository/collaboration/sites/content/live/acme.
Click Next. After a few seconds, a folder named acme on localhost appears in the My Network Places directory.
Each site managed by WebDAV appears as a folder in this location.
Take actions on the content in this folder to administrate the site content remotely.

This way can be done through Sites Management.

Hover your cursor over on the Administration bar, then select Content --> Sites Explorer from the drop-down menu.
Click the Drives button, then select Sites Management.
You will see all sites listed in the left sidebar.
Right-click your desired site to view with WebDAV, and select Download and Allow Edition from the menu.
The selected site will be shown in WebDAV.
In this view, you can access documents in the directories that are linked to the web server.

4.2.5.2. Add new content to a specific site

This function enables you to copy web content, such as an .html file, from your local device to a web content folder of a site.

Access a site via WebDAV (refer to the Use WebDAV in eXo Platform section), then go to a web content folder of the site.
Copy the web content on your local system into this folder.
The copied file will be converted to web content that is viewable by WebDAV automatically. The content is converted to a directory containing CSS, documents, js and media.

After the new content is added, it can be viewed as a folder in WebDAV or as a page using a web browser.

4.2.5.3. Delete web content

This function enables site administrators to delete web content files separately or in batches.

Navigate to the folder that contains the content you want to remove.
Right-click the content files or directories (hold the Ctrl key to select multiple files at once), and select Delete from the drop-down menu.
The selected files will be removed from the site.

4.2.6. Manage content with Fast Content Creator

The Fast Content Creator portlet in eXo Platform enables you to quickly create and save a new document with only one template in a specific location without accessing Sites Explorer. This helps you save a lot of time when creating a new document.

There are two modes in Fast Content Creator: Content Creator and Standard Content Creator.

The Standard Content Creator mode allows you to add an action to your document. When Configuring Fast Content Creator, the Edit Mode tab has the Actions part that allows you to add an action to the document and view actions added to the document.

To add an action to a document, click Add or plus to open the Add Action form. Do the same steps in the Add an action section.

To use the Fast Content Creator portlet, you need to add it to a specific page first by dragging and dropping Content Creator or Standard Content Creator from Page Editor --> Applications --> Forms to the main pane. This can be done when creating a new page or editing an existing page or editing the layout of a portal.

4.2.6.1. Configure Fast Content Creator

In eXo Platform, the Fast Content Creator is applied in the Question? portlet with the Content Creator mode by default. Thus, in this guide, you are instructed how to configure the Fast Content Creator by editing the Question? portlet as an example.

Open the Question? page.
Hover your cursor over Edit --> Page, then click Layout on the Administration bar.
The edit page appear.

Hover your cursor over the portlet, then click pencil to edit the portlet.

The form with the Edit Mode tab appears.

After creating a new document by Fast Content Creator, you can view it as follows:

Table 4.25.

Field	Description
Location to Save	Select the location to save documents or messages.
Select Template	Select a template for the document. There are different input fields corresponding to each selected template.
Custom Save Button	Change the label for the "Save" button.
Custom Save Message	Change the content of custom message that informs you have just saved a document.
Redirect	Allow you to redirect the path in the Redirect Path field.
Redirect Path	Show a path to which you will be directed after clicking OK in the confirmation message.

Select a specific location to save documents.
i. Click to open the Select Location form.
ii. Select the parent node in the left pane, then click in the Add column to select the child node in the right pane. After being selected, this location will be displayed on the Location to Save field. Created documents will be saved in this location.
Select a template which is used to create a new document.
Change the label for the Custom Save button, and the content for Custom Save Message.
Tick the Redirect checkbox if you want to redirect to the path in the Redirect Path field after clicking OK in the confirmation message.
Click Save to finish the configuration of Fast Content Creator. Then, click OK in the notification message to accept your changes.
Click Close to quit the form to edit the configuration of Fast Content Creator.

4.2.6.2. Create new content

Go to your newly created page.
Fill values in all the fields in the page.
Click Save to accept creating the new document. A message appears to let you know that the document is created successfully at the location selected in the Location to Save field.

4.2.6.3. View content

Go to Sites Explorer.
Select the drive and the path that you established in the configuration of Fast Content Creator. You will see this document.

4.2.7. Create content templates with Form Builder

Note

The Form Builder portlet is deprecated in eXo Platform. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in the future.

The Form Builder portlet allows users to create and edit the template of document types. Documents are stored in the so-called node; therefore, the term "node" and node types are often applied.

To use this porlet, you need to add it to a specific page first by dragging and dropping Form Generator Portlet from Page Editor --> Applications --> Form Generator Portlet to the main pane. This can be done when creating a new page or editing an existing page or editing the layout of a portal.

Create a content template

Open the Form Builder portlet.
Enter the template name into the Name field which is required.
Enter a brief description about the template.
Click the Form Builder tab that allows you to set properties for the template. Available components are displayed in the left pane.
Click the desired components in the left pane. The selected components will be displayed in the right pane.
Click corresponding to the component to move this component up; or click to move the component down.

Click pencil corresponding to the component to edit properties of that component. The form to edit properties appears like the illustration below.

Category Navigation and Parameterized Content List Viewer portlets get rid of long URLs when you view content and enable users to see published documents or web content in specific categories in one page. Thanks to the symbolic link, no matter where the object physically resides, the database can retrieve it. In addition, the relations amongst shortcuts can be managed. Now, you can view documents or web content in the Parameterized Content List Viewer easily.

Table 4.26.

Field	Description
Field Label	The label of the field.
Width	The width of the field width.
	If the checkbox is marked, the asterisk () will appear beside the textbox, indicating that it is required to enter values in this field.
Height	The height of the field.
Default Value	Display the default value.
Guidelines for User	Display instructions about this component.

After editing the properties of the components, the components look like the below illustration.

To delete the component, click corresponding to the component.
Click again to hide the form to edit the properties.

Click Save to accept creating a new template, or Reset to edit this template again before saving.
- A message will inform that you have created the template successfully.
- After the template has been created, you will see it in the content template list when creating content.

4.2.8. Manage CLV templates in Sites Explorer

4.2.8.1. Create a CLV template

Access Sites Explorer, then select DMS Administration.
Click exo:ecms --> views --> templates --> content-list-viewer --> list.
Right-click in the white space, then select New Content in the menu; or select New Content on the Action bar.
Select File from the content templates list. The form to add the File document appears:
Enter all the fields in the form. The fields marked with the asterisk (*) are required.
In the Mime Type field, select application/x-groovy+html from the drop-down menu.
Click Save or Save & Close to accept creating the CLV template.

Note

See more details about the File document in the Create a new File document section.

4.2.8.2. Edit a CLV template

Click exo:ecms --> views --> templates --> content-list-viewer --> list in the DMS Administration drive.
Right-click a template that you want to edit, then select Edit from the drop-down menu.
Edit your desired fields, then click Save or Save & Close to accept your changes.

4.2.8.3. Delete a CLV template

Click exo:ecms --> views --> templates --> content-list-viewer --> list in the DMS Administration drive.
Right-click a template that you want to delete, then select Delete from the drop-down menu.
Click OK in the confirmation message to accept your deletion.

4.2.9. Manage Category Navigation

Access the Category Navigation portlet

Go to News on the Navigation bar.
- The left pane lists all the categories containing documents or web content.
- The right pane displays the documents selected in the left pane.
Select a category that you want to view on the left. The selected category will be shown on the right (only documents or web content published are shown).

Configure Category Navigation

Administrators can edit the Category Navigation portlet as follows:

Open News page on the Navigation bar.

Hover your cursor over Edit --> Page --> Layout.

The page which allows you to edit the Category Navigation portlet will appear.

Click pencil to open a form with the Edit Mode tab, allowing you to edit the portlet.

Click plus icon to select the folder path which restores content you want do display.

Edit some fields in the Display Settings part as you want. See more details in the Content List Preferences section.
Click the Advanced link to set up some properties for the portlet. See more details here.
Click Save to accept saving the configuration for the Category Navigation portlet.
Click Close to quit the form.
Click on the Page Editor form to finish editing the Category Navigation portlet.

Note

In the Edit Mode tab, some options are disabled.

4.2.10. Manage SEO

SEO (Search Engine Optimization) allows you to improve the visibility of your webpages and web content in the major search engines (Google, Yahoo, MSN, Live) via the search results. The higher your website position is in the search engine results page, the more visitors access it. Therefore, it is very important for you to maximize your webpages and content's position in the search engines.

In eXo Platform, the SEO Management feature is featured to meet this target. By using SEO Management, you can easily manage SEO data of web pages and web content and optimize your website for search engines.

Manage the SEO data

Open a page or content that you want to edit the SEO data.

Open the SEO Management form by hovering your cursor over Edit --> Page --> SEO on the Administration bar.

Depending on your SEO management for a page or content, the content of the SEO Management form will be different.

The SEO Management form for content is as follows.
The SEO Management form for a page is as follows.

means that the SEO information is empty.

Table 4.27.

Field	Description
Description	The description of your page/content. This description will be seen in the results list of search engines.
Keywords	By using these keywords, other users can find out your page/content via search engines.
Robots	Search engines can access the whole directories on a website, or individual pages, or individual links on a page and list your page/content or not, it depends on your options: INDEX: Allow search engines to index your page/content on the search engine results page. NOINDEX: Restrict search engines from indexing your page/content on the search engine results page. Use this option if you want to keep your page private. FOLLOW: Allow search engines to follow links from your page to find other pages. NOFOLLOW: Restrict search engines from following links from your page to find other pages. Use this option if you want to prevent spam links in comments of blogs, forums and others.
Sitemap	Allow you to see pages of the sites in the tree-like structure.
Frequency	Show how often pages are updated on the site. Also, setting your frequency levels tells the search engines which pages should be crawled over other pages. The frequency levels include: Always, Hourly, Daily, Weekly, Monthly, Yearly and Never. If you set "Never" for the frequency level, meaning that this page never gets updated, so search engines will move onto other pages that get updated more frequently.
Priority	Allow search engines to search the page with the higher priority level first. The acceptable value in this field is from 0 to 1. In which, 0 is the lowest priority level and 1 is the highest.

Fill out all the fields in the form.
Click Save to finish creating SEO data.

Note

means that the SEO information has been updated but some information are not filled out yet.

means that the SEO Management form is filled out with the full SEO information.

means that the SEO Management feature is disabled.

4.2.11. Search content in a site

The Search function allows you to quickly search for any content in the system with a keyword from the front page, even if you do not log in. However, the number of the search results displayed depends on your role.

For example, if you do not log in, you only see the search results that are published.

4.2.11.1. Search for content

Enter a keyword into the search box and press Enter.

The search results matching with your keyword are displayed in the search page:

In case of no search results matching the keyword, the search page is displayed as below:

Editing the Search portlet allows you to change the display of search results.

Table 4.28.

Field	Details
in Content	Search all published content of search index areas that contain the keyword.
in Pages	Search all SEO data (description, keyword) and pages that have titles or names matching the keyword.

In the Search form, you can enter another keyword and set the search scale.
Press Enter, or click Search to start searching.

4.2.11.2. Edit the Search portlet

Open the Search page as in Section 4.2.11.1, “Search for content”.

Open the Edit Mode of the Search portlet by following one of two ways:

The first way
Hover your cursor over Edit --> Content on the Administration bar, and then click .
The second way
Hover your cursor over Edit --> Page --> Layout on the Administration bar. The Page Editor will be displayed.
- Hover your cursor over the SearchResult portlet and click to edit the portlet.

The Edit Mode of the Search portlet appears.

Details:

Table 4.29.

Field	Details
Items per Page	The number of search results displayed in each page.
Page Mode	The way to display the search results. There are 3 options: None: Only the first page of search results is displayed in the search page. More: When you click the Search button, the first page of search result is displayed. The difference from the None mode is that, there is a More button allowing you to see more search results. When clicking this button, new search results are appended to the current search result page like Twitter or Facebook behavior. Pagination: In this mode, the search results are divided into many pages (for example, 1, 2, 3 and Next). You can navigate to another page by clicking the page number or Next in the bottom of the Search portlet to view more results.
Search Form Template	The template of the Search form.
Search Result Template	The template for displaying the search results.
Search Page Layout Template	The layout of the Search portlet.
Base Path	The page where you can see the content of a search result.

Edit your desired portlet and click Save to accept your changes.

4.2.12. Print content

Users can easily print any content in a site by following these steps:

Click Read more to read all the content of a document or of an article in a site.
Click the Print button. The Print Preview page will be displayed on another tab.
Click Print to print the content of this page, or Close to close this tab without printing.

4.3. Manage newsletters

eXo Platform provides the Newsletters service, aiming at helping users quickly get the updated newsletters from a website.

4.3.1. Newsletter viewer

Note

The Newsletter portlet is deprecated in eXo Platform. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in the future.

With Newsletters, you can instantly get newsletters from your email to update the last information about categories and subscriptions.

Subscribe your email to get newsletters from eXo Service

Go to Newsletters on the Navigation bar. The Newsletters page will appear.
Enter your email address in the Your Email field.
Select the checkbox corresponding to the subscription that you want to get newsletters.
Click Subscribe. A message informing that you have just subscribed to the selected newsletter will appear.
Click OK in the confirmation message. You can reselect the subscription that you want or do not want to receive newsletters by re-selecting the checkbox in the Check to subscribe column.
Click Change your subscriptions to update your changes.
Click Forget this email if you want to unsubscribe from newsletters.

4.3.2. Newsletter Manager

Note

The Newsletter Manager portlet is deprecated in eXo Platform. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in the future.

eXo Platform facilitates administrators to easily and quickly manage newsletters.

To use this portlet, you first need to add it to a specific page by dragging and dropping Newsletter Manager from Page Editor to the main pane. This can be done when creating a new page or editing an existing page or editing the layout of a portal.

Note

In eXo Platform, the Newsletter Manager portlet is put in Page Editor --> Applications --> Newsletter.

Access the page with the Newsletter Manager portlet to open the newsletter page.

4.3.2.1. Manage categories in Newsletter

Managing categories in Newsletter includes the following actions:

Add a new category
Edit a category
Delete a category
Manage users

4.3.2.1.1. Add a new category

Click New Category on the Action bar of the Newsletter page. The Create New Category form will appear.

Administrators can manage users accounts and activities with actions, such as editing, banning, removing bans, or deleting.

Table 4.30.

Field	Description
*Asterisk ()**	This mark next to each field means that it is required to enter values into that field.
Name	The name of a category.
Title	The title of a category.
Description	A brief description of the category.
Moderator	Select users/groups who have rights to manage this category.

Input values into fields.
i. Select a moderator for a category by clicking next to the Moderator field to open the User Selector form.
- Click corresponding to a user in the list that you want to select.
ii. Click to select users in a specific group. The Group selector window will appear.
- Select a group from the left pane and a membership type from the right pane.
  The membership and group selected will be displayed in the Moderator field.
Click Save to accept creating a new category.
You will see your added category in the list of categories.
- After creating a category, you can create new subscriptions or newsletters for this category.
- When clicking the Administration button, you will see a drop-down menu consisting of all actions on this category.

4.3.2.1.2. Edit a category

Select a category that you want to edit.
Click Administration --> Edit Category from the drop-down menu.
The Create New Category form appears.
Change the values in the Title and Description fields as required.
Note
The category name cannot be changed.
Click Save to save all changes.

4.3.2.1.3. Delete a category

Select a category that you want to edit.
Click Administration, then select Delete Category from the drop-down menu.
Click OK in the confirmation message to delete the category.

4.3.2.1.4. Manage users

Select a category that you want to edit.

Select Administration --> Manage Users from the drop-down menu.

The Manage Users form will appear.

Administrators can add more subscriptions to any category via two ways as follows:

Table 4.31.

Field	Description
Email	The email address of user who has subscribed this subscription.
Banned	This field has two values: False The user is allowed to get email. True The user is not allowed to get email.
	Ban this user from receiving emails.
	Remove a ban on a user.
	Delete the user.

Click Close to close the form.

4.3.2.2. Subscriptions

Click New Subscription on the Action bar.

The Create New Subscription form will appear.

Table 4.32.

Field	Description
*Asterisk ()**	This mark next to each field means that it is required to enter values into that field.
Category	The category which contains this subscription.
Name	The name of the subscription.
Title	The title of the subscription.
Description	The brief description about the subscription.
Redactor	Select users/groups who have rights to manage this subscription.

Click the Category field and select a category from the drop-down menu.
Enter the rest of their values in the form.
Click Save to create the new subscription.

Administrators can easily view the content of a newsletter as follows:

Click directly the category to which you want to add a new subscription.
Click New Subscription on the Action bar.
The Create New Subscription form pops up.
Do the same steps (3, 4) as stated in the first way.

Administrators can create newsletters for each subscription.
These newsletters can be opened, edited, deleted or converted to a template for reuse.

Details:

Table 4.33.

Element	Description
Shoes	The name of the subscription.
Fashion Shoes	The brief description about the subscription.
Letter	The list of all letters of this subscription.
Date	The date and time when creating this newsletter.
Status	There are three types of status: draft, awaiting and sent.
Moderation	This button allows you to take actions on your selected newsletter.

4.3.2.3. Open a newsletter

Open the subscription containing the letter you want to open by clicking it or ticking the corresponding checkbox, then select Administration --> Open.
Directly click the newsletter;
Or, select the checkbox corresponding to your desired newsletter, then click Administration --> Open.
The View Newsletter's Content form pops up.
Click Close to exit.

4.3.2.4. Edit a newsletter

Select the newsletter you want to edit by ticking the relevant checkbox in a specific subscription.
Click , then select Edit from the drop-down menu.
The Newsletter Entry pops up.
Change the values in the fields that you want to edit: Template, Send Date, Category, Subscription.
Click the Update a Newsletter's info button.
Change values in the Title and Main Content fields.
Click Save to save as draft, or click Send.

4.3.2.5. Delete a newsletter

Administrator can delete obsolete newsletters in a specific subscription.

Select the newsletter you want to delete by ticking the corresponding checkbox.
Click , then select Delete from the drop-down menu.
Click OK in the confirmation message to accept your deletion.

4.3.2.6. Convert as template

The administrator can reuse the template of the frequently used newsletter template.

Select the newsletter that you want to create as a template.
Click , then select Convert As Template from the drop-down menu. For the next time when you create a newsletter, this template will be listed in the Template field in the Newsletter Entry form.

4.3.2.7. Create a newsletter

Each subscription consists of many newsletters. In eXo Platform, you can easily create newsletters by following these steps.

Select a subscription where you want to create a newsletter.

Click [ New Letter ] on the Action bar to open the Newsletter Entry form.

Two portlets, including Workflow Controller and Workflow Administration, are deprecated in eXo Platform. They remain fully supported for eXo customers, however they will not receive any enhancement and will be removed from the product scope in the future.

Table 4.34.

Field	Description
Template	The template for your newsletter form. Basic Template is set by default.
Send Date	The date and time to send the newsletter.
Category	The category contains this newsletter.
Subscription	The subscription contains this newsletter.
Update Sending Parameters	This button allows you to update information about this newsletter.

Click the Template field to select the template for the newsletter.
Click the Send Date field. The calendar will appear, allowing you to select the date and time when you want to send the newsletter.
Click the Category and Subscription to select the category and the subscription in the list.
Click the Update Sending Parameters button to update information about this newsletter. A message pops up and informs you that you have updated information successfully.
Input a title of a newsletter into the Title field.
Create content for a newsletter by inputting information into the Main Content textbox.
Click Save to save this newsletter as draft, or click Send to send this newsletter.

4.4. Manage workflows

Note

Workflow is the movement of documents and/or tasks through a work process. More specifically, workflow is the operational aspect of a work procedure: how tasks are structured, who performs them, what their relative order is, how they are synchronized, how information flows to support the tasks and how tasks are being tracked. As the dimension of time is considered in Workflow, Workflow considers "throughput" as a distinct measure. Workflow problems can be modeled and analyzed using graph-based formalisms like Petri nets.

eXo Platform supports two default processes that are used to request tasks from users:

Holiday process: This process is used to request a task related to your holiday. If you want to have a holiday in a time interval, you should use this process.

Pay raise process: This process is used when you want to propose raising your pay.

To perform these processes, you need to add the Workflow Controller portlet to a specific page by dragging and dropping it from Page Editor --> Applications --> Workflow --> Workflow Controller to the main pane. This can be done when creating a new page or editing an existing page or editing the layout of a portal.

4.4.1. Holiday process

This process is used to request a task related to your holiday. If you want to have a holiday in a time interval, you should use this process.

4.4.1.1. Create a holiday process

1. Select the BP Definition Controller tab to bring up the process list.

2. Open the Task Management form by clicking in accordance with a holiday process that you want to request a task as below.

In which:

Start (dd/mm/yyyy) is the start date of your holiday.
End (dd/mm/yyyy) is the end date of your holiday.

In this form, you need to set a time interval in the Start and End field by moving your cursor to each field, then click each field to open the Calendar pop-up.

3. Submit your task by clicking the Submit button. After being submitted, this task will be sent to members of *:/organization/management/executive-board group for waiting to be approved/disapproved or refused.

4.4.1.2. Manage a holiday process

If you are a member of *:/organization/management/executive-board group, you have a responsibility to evaluate received tasks. To take this action, do as follows:

1. Open the Workflow Controller portlet. If there are tasks pending to be evaluated, you will see the task list in Task Controller tab.

2. Click the Manage function in the Action column that corresponds to a task that you want to evaluate. The Task Management form will appear.

You can see the following dialog for more details about this process.

3. Do one of the following actions.

If you agree with the period proposed by the user in the received task:

i. Click the Approve button on the Task Management form. Automatically, this task will be sent to members of *:/organization/management/human-resources to read it.

Thus, if you are a member of *:/organization/management/human-resources group, you have responsibility to read the approved tasks as below.

ii. Select the Manage function in the Action column to open the Task Management form.

iii. Click the Read button to accept reading the task.

If you do not agree with the period proposed, click the Disapprove button on the Task Management form. This task will be sent to the creator of this task to modify it again.
- If the creator agrees to modify the period of time and click the Modify button, this task will be sent to members of *:/organization/management/human-resources again to manage it.
- If the creator does not agree to modify the period of time and click the Disagree button, the task is not existed.
If you do not agree with this task, click the Refuse button on the Task Management form. This task will be removed.

4.4.2. Pay raise process

This process is used when you want to propose raising your pay.

4.4.2.1. Create a pay raise process

1. Select the BP Definition Controller tab to bring up process list.

2. Open the Task Management form by clicking that corresponds to a pay raise process which you want to request a task.

3. Enter values for fields in the form.

Field	Description
Amount	The amount of money that you want to request.
Priority	The priority level of this task. It may be: not important, important or critical.
Rewarded	The amount of money that you requested including reward or not.
Reason	The reason why you want to request this amount.

4. Click the Submit button to submit your task.

This task will be sent to members of the *:/organization/management/executive-board group that manage it.

4.4.2.2. Manage a pay raise process

If you are a member of *:/organization/management/executive-board group, you have a responsibility to evaluate received tasks. To do this action, do as follows:

1. Go to the Workflow Controller page. If there are tasks which are pending for evaluation, you will see the tasks list in the Task Controller tab.

2. Click the Manage function in the Action column that corresponds to a task which you want to evaluate. The Task Management form will appear.

3. Select one of the followings.

If you agree with the number that the creator proposes:

i. Input the number that the creator wants in the Grant field.

ii. Click the Grant button. Automatically, this task will be sent to members of *:/organization/management/human-resources to read it.

Thus, if you are a member of the *:/organization/management/human-resources group, you have responsibility to read the approved tasks in the Task Controller tab by *:/organization/management/executive-board as below.

iii. Select the Manage function in the Action column to open the Task Management form.

iv. Click Finish it to accept reading the task.

If you do not agree with this request, click the Deny button. This request will be removed.

4.4.3. Upload a process

Besides two default process supported by system, administrators also can upload a new process as follows:

1. Add the Workflow Administration portlet to a specific page by dragging and dropping it from Page Editor --> Applications --> Workflow --> Workflow Administration to the main pane. This can be done when creating a new page or editing an existing page or editing the layout of a portal.

2. Open the Workflow Administration portlet.

3. Click Upload Process to open the Upload Process form.

4. Enter a name for the uploaded process in the Name field.

5. Click the Browse button to select the location which contains the configuration of a new process, then double-click to upload it.

6. Click Save to save the uploaded process.

4.4.4. View process detail

This function is used to help administrators keep track of process details as follows:

1. Open the Workflow Administration portlet.

2. Click to view requested process list from users as below.

Note

The completed processes are listed in the Completed tab.

To remove all completed processes from the list in the Completed tab, click the Flush All button, then click OK in the confirmation message.

3. Click corresponding to your desired process to view its details (including all actions from different users on this task). The List Tasks of Instance form will appear.

To delete a process from the requested process list in the Process Detail form, click corresponding to that process.

Chapter 5. Collaborate With Your Colleagues

eXo Platform provides a set of collaborative applications which help you achieve your goals and enhance your productivity in the corporate environment. This chapter presents the following topics:

Manage your calendar through the Calendar application. Calendar allows you to schedule appointments and meetings, establish recurring activities, create multiple calendars and share calendars with others. With Calendar, it is easy to keep track of all important events/tasks and collaborate with other people, all in one place.
Manage your contacts through the Address Book application. Address Book is a contact manager, allowing you to organize all the contact information. You can use the contact information with other applications, such as Mail, Calendar and Chat. The integration between Address Book and other applications will help you enhance your group productivity in the collaborative environment.
Email your contacts through the Mail application. Mail is a webmail application which is smoothly integrated with Address Book and Calendar. Besides typical features of the Mail application, you can also add contacts, create address books or schedule your work right in Mail.
Chat with your contacts through the Chat application. Chat allows you to communicate with other users in your contact book quickly with an easy-to-use integrated text messaging application. You can chat with other people in real time, create chat rooms and add contacts from your Address Book to your friends list. This will save time and enhance the productivity when you want to have an instant communication with your contact without sending mails.

5.1. Manage your calendar

5.1.1. Calendar views

The Calendar interface has 5 basic components.

In eXo Platform, the left pane of Calendar is hidden by default. To show this pane, select Toggle Left Pane on the toolbar.

Number	Description
	The Toolbar contains most of actions in Calendar, such as adding an event/task, switching between view modes and more.
	The Search Pane where you can perform quick and advanced searches.
	The Mini calendar which can be hidden by clicking .
	The Calendars pane which includes 3 categories: Personal Calendars, Shared Calendars, and Group Calendars. Each category may include various calendar groups.
	The Calendar View pane where you can create tasks/events quickly and view your own tasks/events.

Note

If a calendar is not selected, its events and tasks will be hidden from the Calendar View Pane. You can show/hide the events/tasks by simply clicking the calendar name.

5.1.2. Manage a calendar group

The calendar groups allow you to categorize your calendar types easily. Each calendar group may contain one or more calendars added by users. There will be a default calendar group named My Group in the Personal Calendars category.

5.1.2.1. Add a new calendar group

This function allows you to organize and personalize calendars in your own way.

1. Click at the right of the Calendars pane, then select Add Group from the drop-down menu.

2. Enter the group name, and its description in the respective fields.

3. Click Save to finish.

After creating a new calendar group, the created group will be displayed in the Groups table of the Calendar Groups form, so you can easily edit or remove groups from this list by clicking or respectively.

Note

After you have created a Space for a group, one calendar with the same name as that of your group will be created automatically in the Group Calendars pane.

The calendar group without any calendars inside it will not be displayed in Personal Calendars.

You can also add a new calendar group by clicking next to the Group field when creating a personal calendar.

5.1.2.2. Edit a calendar group

This function allows you to change the name and description of a specific calendar group.

1. Hover your cursor over the calendar group that you want to edit, then click that appears.

2. Click Edit from the drop-down menu to open the Calendar Groups form.

3. Make changes on the Group Name or on the Description fields, then click Save to accept your changes.

5.1.2.3. Delete a calendar group

Once a calendar group is deleted, all calendars inside it are also deleted.

1. Hover your cursor over the calendar group that you want to delete, then click that appears.

2. Click Delete from the drop-down menu.

3. Click OK in the confirmation message to accept your deletion.

1. Open the Calendar Groups form by adding a new calendar group or by editing a calendar group.

2. Click corresponding to the calendar group you want to delete in the Groups table.

3. Click OK in the confirmation message to accept your deletion.

The deleted calendar group will be removed from the Groups table.

5.1.3. Create a calendar

You may create a personal calendar or group calendar that can be shared with specific users or groups to your desires. You can also create a calendar which is synchronized with a remote calendar.

5.1.3.1. Create a personal calendar

Note

All personal calendars will be put in the Personal Calendars pane.

1. Follow either of the following ways to open the Calendar form.

Click , then select Add Calendar from the drop-down menu.

i. Hover your cursor over the calendar which you want add calendar, then click that appears.

ii. Click Add Calendar from the drop-down menu. By this way, the group that contains your new calendar is already selected.

2. Fill in fields of the Calendar Details tab.

If you select the Groups tab and tick either of the checkboxes, your added calendar will be put in the Group Calendars category, NOT in the Personal Calendars category.

Field	Description
Display Name	The calendar name which is displayed.
Description	The brief description of the calendar.
Groups	The list of groups under the Personal Calendars category. Click to select one existing group that contains your calendar from the drop-down list. Or, click to create a new group that contains your calendar. The newly created group is only displayed in the Personal Calendars category after you finish creating the calendar.
Country (Language)	The location and language of the calendar. You can change the default value by following steps in the Edit Calendar settings section.
Time Zone	The display time zone for the calendar activities. You can personalize your calendar time zone by following steps in the Edit Calendar settings section.
Color	The display color of the calendar activities that can be personalized.

Warning

3. Click Save to finish your creation.

5.1.3.2. Create a group calendar

Note

All group calendars will be put in the Group Calendars pane.

1. Follow steps as stated in the Create a personal calendar section to give details for your new calendar.

2. Select the Groups tab.

3. Tick checkboxes corresponding to groups that contain your created calendar. The users of the selected groups can only view this calendar.

Grant the Edit permission to specific users of your selected group as follows:

i. Click to open the User Selector form. This form will help you select a specific user you want to share.

ii Click the user you want to share the Edit permission.

Grant the Edit permission to membership types of your selected group.

i. Click to open the User Selector form.

ii. Select a membership type of each group. Select * if you want to assign the Edit permission to all memberships of each group.

Note

You can select more users/memberships by repeating the above steps. The selected users/memberships will be updated in corresponding textboxes.

You can delete your selected users/memberships manually in each textbox.

4. Click Save to finish creating your new group calendar.

Your newly added calendar will appear in the shared groups.

5.1.3.3. Create a remote calendar

Note

To create a remote calendar in the Calendar application successfully, you need to learn about the calendar settings of the relevant provider. For more information about types of remote calendars, refer to this section.

1. Open the Subscribe Calendar form via one of the following ways.

The first way

Click , then select Remote Calendar from the drop-down menu.

The second way

i. Hover your cursor over the personal calendar which you want to add remote calendars, then click that appears.

ii. Click Remote Calendar from the drop-down menu.

2. Select the type of the remote calendar: iCalendar or CalDAV.

3. Enter the URL linking to your calendar server in the URL field.

4. Click Next to go to the Remote calendar form.

5. Fill in the fields. The asterisk (*) next to each field means that it is required to enter value in the field.

6. Tick the Use Authentication checkbox, then enter the username and password of your remote calendar server if the remote server requires verification.

7. Click Save to accept your creation.

After setting up the remote calendar, you will see one auto-generated group named Remote in the Personal Calendars pane. The Remote group contains your remote calendars.

Note

After creating a remote calendar, you can ONLY VIEW all events and tasks which are created in the remote calendar server right in the Calendar application by clicking it and selecting Refresh from the drop-down menu.

More information about types of remote calendars:

iCalendar:

iCalendar provides a link to an online .ics file from another calendar servers, such as Google Calendar, Yahoo Calendar, or eXo Calendar (including public URL or private URL).

An example of a Google Calendar URL:

http://www.google.com/calendar/ical/Webdesignteam%40gmail.com/public/basic.ics

CalDAV:

CalDAV is an open protocol that allows you to access calendars via WebDAV. With CalDAV, you can publish and subscribe to calendars, share them collaboratively, synchronize among multiple users or devices.

Google: https://www.google.com/calendar/dav/your_gmail_account@gmail.com/events/

Yahoo: https://caldav.calendar.yahoo.com/dav/your_yahoo_account@yahoo.com/Calendar/calendar_name/

For example:

https://www.google.com/calendar/dav/hoavuvn@gmail.com/events/

5.1.4. Edit a calendar

Note

You can ONLY edit personal calendars and group calendars which have been created by yourself.

For group calendars which are created by another users, you can ONLY edit them if you are granted the Edit permission. Meanwhile, for shared calendars, you cannot edit them. If you are granted the Edit permission on them by the calendar creators, you can ONLY have the right on their tasks or events (for example, adding/modifying/deleting, exporting/importing).

1. Hover your cursor over the calendar which you want to edit, then click that appears.

2. Click Edit from the drop-down menu. The form to edit the calendar will be different, depending on your selected calendar type. For example, if you select a personal calendar, the form only contains the Calendar Details tab.

3. Make changes on the calendar, then click Save to accept your changes.

5.1.4.1. Set the calendar color

The Calendar application allows you to select different colors for all types of calendars to recognize them easily.

1. Hover your cursor over the calendar which you want to set the color, then click that appears.

2. Select one color from the available 32-color palette.

5.1.4.2. Delete a calendar

This function allows you to remove any calendars and all their events/tasks.

Note

You cannot delete group calendars created by ANOTHER users if you are not granted the Edit permission.

1. Hover your cursor over the calendar which you want to delete, then click that appears.

2. Select Remove from the drop-down menu.

3. Click OK in the confirmation message to accept your deletion.

5.1.5. Export/Import a calendar

Note

You can only export the calendar which contains at least one event or task. Besides, for shared and group calendars, you can only export/import them if you have the Edit permission.

Export a calendar

This function allows you to export a calendar and its events/tasks into a separate file on your device.

1. Hover your cursor over the calendar which you want to export, then click that appears.

2. Click Export from the drop-down menu to open the Export Calendars form.

3. Enter the exported file name in the File Name field and select its format from the Export Format drop-down menu. At present, only the ICalendar(.ics) format is supported.

Note

Your selected calendar cannot be exported if you untick the checkbox next to its display name.

4. Click Save to finish your export.

Note

You can only open the exported file if you have an application installed on your device that supports its format.

Import a calendar

This function allows you to import one or more calendars stored in a file from your device to a selected calendar in the Calendar application.

1. Open the Calendar form via one of the following ways.

Click at the right top of the calendars list, then select Import from the drop-down menu.

i. Hover your cursor over the calendar which you want to export, then click that appears.

ii. Click Import from the drop-down menu.

Note

This way is only activated for calendar groups under the Personal Calendars category.

i. Hover your cursor over the calendar which you want to import, then click that appears.

ii. Click Import from the drop-down menu.

The Calendar form will appear differently, depending on your selected way.

2. Select a format type from the Format drop-down menu. At present, the Calendar application only supports the .ics and .csv formats.

3. Click Browse... or click directly the Upload Files field to open the File Upload form.

4. Select a file from your device, then click Open to upload your selected file.

Click next to the name of your uploaded file if you want to remove it and upload again.

5. Click next to the Import To field, then select the calendar to which you want to import your uploaded file from the drop-down list.

Also, you can create a totally new calendar to which your uploaded file will be imported by clicking . The Calendar form now turns into the below form.

i. Create the new calendar by following similar steps as stated in the Create a personal calendar section.

If you select another calendar of the Group Calendar type, the Edit Permission field will appear right under the Groups field. For more details, see here.

ii. Click to narrow the form which allows you to import your uploaded file to either of existing calendars.

6. Click Save to complete.

5.1.6. Share a personal calendar

This function allows you to share your personal calendar with other users, so that they can participate in all activities of this calendar.

You can set permissions on your shared calendar to two levels:

View permission allows shared users to view the shared calendar and its events/tasks, but cannot change any information. It means that the shared users cannot add/edit/delete events or tasks, or edit, import and export the shared calendar.

Edit permission allows shared users to view, import and export the shared calendar or add, edit, delete events/tasks inside the shared calendar. However, you cannot edit detailed information of a shared calendar, such as its display name.

Note

If other users share their calendars with you, you will see shared calendars in the Shared Calendars category.

Share a personal calendar

1. Hover your cursor over the calendar which you want to share, then click that appears.

2. Click Share from the drop-down menu to open the Share Calendar form.

Details:

Field	Description
Calendar Name	The name of the calendar which you have selected to share.
User Name	The name of the users with whom you want to share your calendar.
Group	The name of the groups with whom you want to share your calendar.
Edit Permission	This option allows granting the edit permission on the calendar to the selected users/groups.

3. Select users or groups by manually entering the correct names into the textboxes;

Or, click or to open the forms to select users or groups respectively.

4. Click the Edit Permission checkbox if you want to grant the Edit permission to your selected users/groups.

5. Click Save to accept sharing your personal calendar.

Share a calendar using iCal

iCal provides a link that allows users to download a *.ics file which contains all events and tasks of a calendar. iCal is supported by many popular products, such as Microsoft Outlook, Google Calendar, Apple iCal.

Public URL: The Public URL link allows you to share your calendar with other users. They do not need to have Calendar accounts to download the file, but they must use a calendar application which supports the .ics to open and view it. By default, Public URL is empty and it is only accessible when public access is explicitly enabled.

Private URL: iCal is used for personal use. It means that as the creator of the calendar, you can download it to your computer and use any calendar applications which support .ics format to open it. You can also import it into another calendar.

Get the link to download iCal

1. Hover your cursor over the calendar which you want to get iCal, then click that appears.

2. Click Edit from the drop-down menu to open the Calendar form.

3. Get a Public URL or Private URL by clicking . For Public URL, you must assure that the iCal is public. If it is not public, simply click the "Disable Public Access" link.

One Calendar Feed form will pop up.

4. Copy the link in the Calendar Feed form, then send it to another users. The shared users can use this link to download the .ics file which can be opened in popular calendar applications, such as Microsoft Outlook, Google Calendar, Apple iCal.

5.1.7. Schedule an event

5.1.7.1. View details of an event

To view an event of a specific calendar with more details, you have two ways:

Hover your cursor over the event to see its detailed view.

Right-click the event in the Calendar View pane, then select View from the drop-down menu.

The Preview form will appear.

At the Preview form, if the event includes attachments, you can download them by directly clicking its title. If the attachment is an image, you can also click View to preview it.

5.1.7.2. Create a new event

You can create a new event through either of 2 ways:

Quick add an event
Add a detailed event

5.1.7.2.1. Quick add an event

1. Open the Quick Add Event form via either of 4 ways:

Click on the toolbar.

Right-click the Calendar View pane, then select Add New Event from the drop-down menu.

i. Hover your cursor over the calendar which you want to add new events, then click that appears.

ii. Click Add Event from the drop-down menu.

The forth way

Click the appropriate time slot in the calendar view pane. Drag your cursor to alter the length of the event. For more details, see the Drag and drop an event section.

The Quick Add Event form will appear.

Details:

Field	Description
Event Summary	The event title which is required.
Description	The detailed description of the event.
From	The starting time of the event.
To	The ending time of the event.
All Day	If the event does not have a specific time, select the All Day option. This option allows setting the event duration to be all day or not. If you do not check this option, you have to define the starting date/time and ending date/time. By default, the starting date and ending date is the current date.
Calendar	The calendar which contains the event.
Event Category	The category which contains the event.

2. Give information for your event. Click the More Details button to show the event in more details that allows you to define more properties of the event.

3. Click Save to complete.

5.1.7.2.2. Add a detailed event

With a detailed event, you can:

Save time by creating a recurring event rather than entering each instance separately.
Create a reminder for upcoming events with your own notification settings.
Add participants to an event.
View the availability time of participants.

Add a detailed event

1. Open the Quick Add Event form, then click to open the Add/Edit Event form.

2. Give details of your event in fields of tabs.

i. In the Detail tab, you can:

Follow similar steps as stated in the Quick Add Event section.
Also,
- Enter the location name where the event will take place in the Location field.
- Select the priority level of this event, including None, Normal, High and Low, in the Priority field.
- Tick the Repeat checkbox if you want to create a recurring event. For more details, see the Create a recurring event section.
- Click to open the Attach Files form if you want to attach any files, such as map, or invitation card, with your event.

ii. In the Reminders tab, you can create a reminder for your event. For more details, see the Create a reminder for upcoming events section.

iii. In the Participants tab, you can add participants to your event by selecting the system users or contacts from your Address Book. For more details, see the Add participants to an event section.

iv. In the Schedule tab, you can view the availability time of users, or change date and time for your event and apply them into the Details tab. For more details, see the View the availability time of participants section.

3. Click Save to finish creating your detailed event.

There will be a confirmation message. Click Save and Send to save and send the invitation, or Save to only save.

You will see the event updated in your Activity Stream of your Space or Group Space.

The event will be updated in your Activity Stream with its brief information, such as description, location, start time and end time. You can even deny or accept participating in this event directly in Activity Stream without going to the Calendar application.

Create a recurring event

In the Detail tab, tick the Repeat checkbox to open the Repeating event form.

Here, you can define the repeating time for your event as follows:

1. Select the type for your repeating event from the Repeat option.

Daily: The event will be repeated every day.
Weekly: The event will be repeated every week.
Monthly: The event will be repeated every month.
Yearly: The event will be repeated every year.

2. Select the frequency for repeating your event in the Repeat Every option. The selected frequency will work on the Repeat value. For example, if you set Weekly in the Repeat option and 5 in the Repeat every option, the event will be repeated 5 times in each week.

3. Select the option for ending your repeating event by ticking the relevant checkbox.

Never: Your repeating event will never end.
After [X] occurrences: Your repeating event will end after X occurrences.
By this date: Your repeating event will end before your specified date. Point your cursor over the textbox and select the date from the drop-down calendar.

Create a reminder for upcoming events

The Calendar application provides 2 options for reminding users who will take part in events. A reminder includes the summary information of the event, such as title, time and location. To use this feature, go to the Reminders tab.

If you want to invite people to attend an event, go to the Participants tab. This tab contains options to add participants and to send invitation mails.

Remind by Email: This option is to remind users of upcoming events via emails. This option is set default. If you do not use this option, simply untick the checkbox.

Field	Description
Send an mail before the event starts in	The interval time that the reminder will be repeated before an event starts.
Repeat	Tick the checkbox to set the frequency for sending the email reminder before the event takes place.
Also send reminders to	The list of email addresses to which the reminder will be sent. The default value is the email address of the event creator. Click to add more email addresses. To delete an email address, simply click corresponding to it.

Show a notification pop-up: This option is to remind users of upcoming events via pop-up messages.

Field	Description
When the event starts in next	The interval time that the pop-up reminder will be repeated before the event starts.
Repeat	Tick the checkbox to set the frequency for sending the pop-up message before the event takes place.

Add more emails

1. Click to open the Select an Email form.

2. Tick checkboxes corresponding to email addresses you want to select;

Or, use the Search function to search for your expected email addresses. Also, to narrow your search results, select the address book where you want to perform your search from the Address Books drop-down menu.

3. Click the Add button to add your selected emails, or click the Replace button to replace existing emails with your selected emails.

The list of your selected email addresses are displayed right below the Also send reminders to field of the Reminders tab.

Add participants to an event

1. Select the privacy of your event by ticking the Private or Public checkbox. At present, public or private has informative meaning only.

2. Set the status of participants during the time when your event takes place.

If Busy or Outside is ticked, the time when the participants take part in the event/task will be in red when viewing the event/task schedule.
If Available is ticked, the time when the participants take part in the event/task will be in white.

3. Select participants who will take part in the event by clicking to open the Invitations form.

Here, you can select contacts from your Address Book or users who have registered in the system as follows:

i. Click or respectively.

ii. Select your desired contacts/users by ticking the checkboxes, or do the Search function to find out your contacts/users quickly. Then, click Add to add your selected contacts/users to the Participants pane.

iii. Enter your invitation message into the Invitation Message pane.

iv. Click Save to add your selected contacts/users to the Participants table.

If the Invitation Sent checkbox is ticked, participants will receive invitations via emails. Your selected participants will be updated in the the Participant table. Their statuses, which may be Yes, No or Pending, are listed in the Status column. These statuses depend on the participants' confirmation when they receive invitations: Yes, No or Not sure.

4. Tick one checkbox corresponding to your desired option of sending invitations to participants in the Invitations sent. This option is loaded by default with the value defined in the Calendar Settings.

Never: Never send the invitation to any participants.
Always: Automatically send the invitation to the participants.
Asked: There will be a confirmation message for you to select.

The participants will receive an invitation mail, for example with the following content, which allows you to import the event directly into their calendars.

Agree and Import: Accept attending at the event in the invitation mail and importing it into the calendars to remind them of this event.
Yes: Accept attending at the event without importing it into the calendar.
No: Refuse to attend at the event.

View the availability time of participants

Go to the Schedule tab to check the availability of the participants in a defined slot time. By default, it is the start and end time of the event which you define in the Detail tab. You can easily detect the schedule conflicts to manage the alternate meeting time that works best for all participants.

Note

This function is only for checking the availability of participants, who are the system users. It means that you cannot see the availability of participants who are selected from your Address Book.

Add participants

Click in the left pane to select users from the Select Users form.

Delete participants

Tick the checkboxes corresponding to users in the Participants list, then click . The deleted users will be removed from the participants list of both Schedule and Participants tabs.

Apply selected date

Note

It is required to have at least 1 user in the Participants list.

1. Enter the time manually into the From and To fields;

Or, tick the All Day checkbox if your event will be hold for all day;

Or, hover your cursor over the time pane to visually select the available time of users. The selected period will become green and the corresponding time will be automatically updated into the From and To fields.

Note

If you do not see any available time for your selected date in the time pane, you can switch to another dates by clicking / to check another time availability of users.

2. Click the Apply Selected Date checkbox to accept applying the selected date and time into the Detail tab.

5.1.7.3. Edit an event

1. Open the Add/Edit Event form by doing one of two following ways:

Double-click the event you want to edit.

Right-click the event that you want to edit and select Edit from the drop-down menu.

The Add/Edit Event form is displayed with information that is similar when adding your event.

2. Edit information of the selected event to your desires.

3. Click Save to complete.

Note

For shared and group calendars, you can only edit their events if you have the edit permission.

Tip

When editing an event, you can add/remove the attachment files or download them by directly clicking their titles.

If you only want to change the starting date and time of the event, you can also use the drag-and-drop feature to edit the time for the event directly on the Calendar View pane.

5.1.7.4. Drag and drop an event

The drag-and-drop feature helps you change the starting date and time of an event more conveniently. You only need to click the event, drag and drop it into another date or new time area in the Calendar View pane.

You also can hover your cursor over the Scroll button to alter the event period.

According to the features of the Calendar pane view, the drag-and-drop feature can be applied to the date and time differently.

In the Day view, all events are shown in a day, so you can change the time of the event in one day only.
In the Week and Work Week views, all events are shown in a week, so you can change both the event time and the event date.
In the Month view, all events are shown in a month, so you can change the event date only. You can also change more events at the same time by ticking their checkboxes and using the drag-and-drop feature.

Note

For shared and group calendars, you can only drag and drop their events if you have the Edit permission on these calendars. If you drag and drop an event of one calendar on which you do not have the edit permission, you will get a warning message.

5.1.7.5. Export/Import an event

Export an event

This function allows you to export one event into a file on your device. This file can be imported to use in another Calendar application.

1. Right-click the event that you want to export, then select Export from the drop-down menu.

The Export Calendars form will appear.

2. Enter a file name, and select the export format.

3. Click Save to accept exporting the event.

4. Click OK in the confirmation message to save the exported file into your device.

Note

In fact, exporting an event means exporting a calendar with one event only. Therefore, the exported file format and the way to export an event is similar to the way to export a calendar with multiple events and tasks.

Import an event

You can import an event into a specific calendar. The process to import an event is similar to importing a calendar. For more details, see the Import a calendar section.

5.1.7.6. Delete an event

This function allows you to remove events from a calendar.

1. Right-click the event you want to delete, then click Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Delete an event in the Month view

1. Tick the checkboxes corresponding to the events you want to delete.

2. Click on the Month information bar.

3. Click OK in the confirmation message to accept your deletion.

Note

For shared and group calendars, you can only delete their events if you have the Edit permission on these calendars.

5.1.8. Schedule a task

5.1.8.1. View task details

To view details of a task, do one of the following ways:

Hover your cursor over the task to open the task preview pane.

Right-click the task in the Calendar View pane, then select View from the drop-down menu.

The Preview form will be displayed.

At the Preview form, if the task includes attachments, you can download them by directly clicking its title. If the attachment is an image, you can also click View to preview it.

5.1.8.2. Create a new task

You have 2 ways to add a new task:

Quick add: allows you to create the most basic event details.
Detailed add: allows you to create events with advanced details.

5.1.8.2.1. Quick add a task

1. Open the Quick Add Task form via the following ways:

Select on the Toolbar.

Right-click the Calendar View pane, then select Add New Task from the drop-down menu.

i. Hover your cursor over the calendar which you want add tasks, then click that appears.

ii. Click Add Task from the drop-down menu.

2. Fill in fields of the Quick Add Task form.

3. Click Save to finish creating your new task; or click More Details to open the Add a detailed task form.

Field	Description
Task	The name of the task.
Note	The note of the task.
From	The starting date/time of the task.
To	The ending date/time of the task.
All Day	Tick the checkbox to set the task duration to be all day. If you do not check this option, you have to select the starting date/time and ending date/time. By default, the starting and ending dates are the current ones.
Calendar	The calendar which includes the task.
Task Category	The category which includes the task.

5.1.8.2.2. Add a detailed task

1. Open the Quick Add Task form by following steps as stated in the Quick add a task section.

2. Click in the Quick Add Task form to open the Add/Edit Tasks form

3. Give details of your task in fields of tabs.

i. In the Detail tab, you can:

Follow the Step 2 to provide basic information for your task.
Also,
- Select the user to whom you want to delegate the task in the Task Delegations tab. For more details, see the Assign a task delegation section.
- Select the priority level of the task from the Priority drop-down menu.
- Select the category of the task from the Task Category drop-down menu. You can add a new category by clicking .
- Select the status of the task from the Task Status drop-down menu: Need Action, In Process, Completed or Canceled.
- Attach files to your task by clicking .

ii In the Reminders tab, you can create one notification to remind you of your task. For more details, see the Create a reminder section.

Assign a task delegation

This function is done in the the Detail tab. To delegate a task to users, simply enter their names manually, or click to select users from the Select Users form.

Create a reminder

The reminder function is used to remind users of their tasks. A reminder includes the summary information of the task, such as title, time, and place where the task will happen.

This function is done in the Reminders tab. To create a reminder for a task, see the Create a reminder for upcoming events section for more details.

5.1.8.3. Edit task details

1. Right-click the task you want to edit, then select Edit from the drop-down menu.

The Add/Edit Tasks form will be displayed.

2. Modify the information of your selected task, then click Save to finish.

Note

For shared and group calendars, you can only edit their tasks if you have the Edit permission on these calendars.

Tip

When editing the task, you can add, remove or download attachments by directly clicking their titles.

If you only want to change the starting date and time of the task, you can also use drag-and-drop feature to edit the time for the task directly on the Calendar View pane.

5.1.8.4. Drag and drop a task

Like dragging and dropping an event, drag-and-drop is a feature to change the starting date and time of a task conveniently. You only need to click and hold your cursor over the task, drag and drop it to a new day and a new time area in Calendar View pane.

To change a task duration (in the Day, Week and Work Week views only), point your cursor to the Scroll button at the bottom of the task and drag it.
To change the date and time of a task, simply drag and drop the task to another area.

Note

For shared and group calendars, you can only drag and drop their tasks if you have the Edit permission on these calendars. If you drag and drop the task that you do not have the Edit permission, you will receive a warning message informing that you are not allowed to edit this task.

5.1.8.5. Export/Import a task

Note

Exporting/Importing a task means exporting/importing a calendar with one task only. Therefore, the exported/imported file format and the way to export/import a task is similar to the way to export/import a calendar with multiple events and tasks.

Export a task

1. Right-click the task that you want to export, then select Export from the drop-down menu.

The Export Calendars form will appear.

2. Enter the file name and export format.

3. Click Save to accept exporting the task.

4. Click OK in the confirmation message to save the exported file into your local disk.

Import a task

This function allows importing a task from your local device into a specific calendar. For more details, see the Import Calendar section.

5.1.8.6. Delete a task

1. Right-click the task you want to delete, then click Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Delete a task in the Month view

1. Tick the checkboxes corresponding to the task you want to delete, then click on the Month information bar.

2. Click OK in the confirmation message to accept your deletion.

Note

For shared or group calendars, you can only delete their tasks if you have the Edit permission on these calendars.

5.1.9. Search for events/tasks

This function allows finding existing events/tasks according to specific search conditions easily. There are 2 search types: Quick search and Advanced search.

Perform a quick search

This function allows you to do a quick search with specific keywords in all your events/tasks. All events/tasks having the text matching with your search term will be returned.

1. Enter a word in the Search field at the right corner of the toolbar.

2. Click to perform your search.

Perform an advanced search

This function allows you to make a search with multiple criteria.

1. Click next to the search box.

2. Define your search criteria in the Advanced Search form.

3. Click the Search button to perform your search. All events/tasks matching with your criteria will be listed in the results form.

Field	Description
Text	The search term or keyword for searching.
Type	The type you want to search with 3 options. If you leave this field "blank", both events and tasks are retrieved. If you select Task, you will see one more field named Task Status right after Category.
Calendar	The calendar on which you want to perform your search.
Category	The category of event/task to conduct your search.
Task Status	The status of the task: Need Actions, Completed, In Process, Canceled.
Priority	The priority of your needed tasks/events: Normal, High or Low. If you leave blank in the field, your search will be done to all priority levels.
From Date	Only the events/tasks having 'To date' greater than or equal the date entered in the From Date field are listed in the results form. You can manually input or select the date from drop-down calendar.
To Date	Only the events/task having 'From date' less than or equal to the date entered in the To date field are listed in the results form. You can input the date manually or select the date from the mini calendar.

Note

At the Search Result form, you can also view, edit or delete one event/task by right-clicking it and selecting one action from the drop-down menu.

5.1.10. More actions

5.1.10.1. Generate RSS

This function allows you to publish your calendar as an RSS feed. It will build a URL that helps you keep track of all events via the RSS reader.

1. Open the Feeds tab by following either of the ways:

Click directly on the toolbar.

Click on the toolbar to open the Calendar Settings form, then select the Feeds tab.

2. Click the Add button to open the Edit Feed form.

3. Input the name of RSS in the Name field.

Field	Description
Name	The name of the feed which is required.
URL	The link of the feed which is required.
Calendars	The calendars into which your created feed is applied.
Add more	Add the calendar that you want to get RSS feed.

4. Click to generate the RSS link. The URL will be automatically generated into the URL field. Click to reset the RSS link.

5. Input the calendar name that you want to get the RSS feed in the Add more field, then click to add your selected calendar.

Click corresponding to the calendar name to delete your added calendar.

6. Click Save to accept generating the feed, then click OK in the notification message.

The created feed will be shown like the illustration below.

Here, you can get the RSS link by clicking . Copy and paste this address link into another Calendar products which support RSS to directly view this calendar in that application.

5.1.10.2. Edit Calendar settings

In the Calendar application, you can change default values for its settings.

1. Open the Calendar Settings form via either of the following ways:

The first way: Click on the Toolbar.

The second way: Click , then select Calendar Settings from the drop-down menu.

2. Make changes on your calendar settings.

i. In the Settings tab, you can change values in the following fields:

Field	Description
View Type	The view type of Calendar View Pane. You can define the default view type when you start the Calendar application (Day, Week, Work Week, Month, Year, List).
Date Format	The date format which is displayed in Calendar, such as Starting date, Ending date of events/tasks.
Time Format	The time format which is displayed in Calendar, such as the time of Starting date, or Ending Date and the time displayed in Calendar View Pane.
Country (Language)	The default geographical location displayed in Calendar.
Time Zone	The default time zone displayed in Calendar.
Week Start On	The first day of the week displayed in the Week and Work Week views.
Show Working Times	Click the checkbox to display the working times when viewing the calendar. The working time can be defined by selecting Starting and Ending time.
Send Event Invitations	Tick one checkbox to set the default value for sending an email event invitation when you create an event. There are 3 options: Never: The event invitation will not be sent to any participants. Always: The event invitation will automatically be sent to the participants. Asked: There will be a confirmation message to ask whether you want to send the invitation or not.

ii. In the Displayed Calendars tab, you can define which calendars to be displayed in the Calendar application by simply ticking checkboxes.

iii. In the Feeds tab, you can generate an RSS feed as stated in the Generate RSS section.

5.1.10.3. Manage categories

Categories are used to classify events and tasks. For example, you could use a 'Meeting' category for all meetings with your colleagues or customers in your company. By default, Calendar provides 5 available categories: Calls, Meeting, Holiday, Clients, Anniversary. You can add and view events/tasks in default categories. In addition, you also can edit, delete default categories or create new categories by yourself.

Managing categories can be performed via the following actions:

Add a new category
Edit/Delete a category

5.1.10.3.1. Add a new category

1. Click at the right corner of the Toolbar.

The Event Categories form will appear.

2. Enter the category name and its description in the Event Category and Description fields respectively, then click Save to finish.

Your newly created category then appears in the Categories table.

5.1.10.3.2. Edit/Delete a category

This function allows you to change name and description of a selected category.

1. Click on the information bar to open the Event Categories form.

2. Click or corresponding to the category which you want to edit or delete respectively in the Categories table.

3. Click Save to finish editing/deleting your selected category.

5.1.11. Add My Agenda gadget to your page

The My Agenda gadget is a utility associated with the Calendar application. This gadget is used for listing upcoming events and tasks from your personal calendar.

Add My Agenda gadget to your Dashboard

1. Click the Add Gadgets link on your Dashboard to open the Gadget Directory.

2. Drag and drop the My Agenda gadget to you Dashboard. You can rearrange this gadget to get different layouts.

You will see the My Agenda gadget in the Dashboard as below:

Configure the My Agenda gadget

1. Click to open the Agenda gadget settings.

Field	Description
Number of Items to Display	The maximum number of the events and tasks which will be shown.
Calendar	Name of your personal calendar.

2. Select your desired preferences.

3. Click Save to accept your changes.

Tip

By clicking the Show My Calendars link, you will go to the Portal page that contains the Calendar application.

5.1.12. Add My Tasks gadget to your page

The My Tasks gadget is a utility associated with the Calendar application. This gadget is used for listing upcoming tasks of the current day from your personal calendar.

Add My Tasks gadget to your Dashboard

The procedure is similar to adding Agenda gadget to your Dashboard

You will see the My Tasks gadget in the Dashboard as below:

5.2. Manage your contacts

Note

The Address Book portlet and its services are deprecated. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in the future.

Before starting to use Address Book, you should familiarize yourself with the Address Book interface, which has six basic elements.

Number	Details
	The Toolbar allows you to add a new contact/address book, import/export an address book, view and customize the layout.
	The Action bar allows quick access to actions on contacts, such as moving, deleting, copying, printing, adding tags to selected contacts.
	The Contacts list shows all contacts in a specific address book.
	The Contact view pane displays details of the selected contact.
	The Search pane which allows you to do the quick and advanced searches to find contacts.
	The Navigation pane contains search pane, address books list and tags list.

The layout can also be customized. You can hide or show specific parts of the Address Book interface. To change the layout, click on the main toolbar, then select the layout you want to hide or display from the drop-down menu.

5.2.1. View contacts

At present, your contacts can be viewed in 2 modes: List or VCards.

List view:

The list view displays all contacts in the list pane and detailed information of the selected contact in the Contact view pane. On the toolbar, click , then select List from the drop-down menu.

The contacts are displayed in a list as below.

VCards view:

VCard is a file format standard for electronic business cards. It is a powerful new means of Personal Data Interchange that is automating the traditional business card. On the Toolbar, click , then select VCards from the drop-down menu.

The contacts are displayed in separate cards as below:

5.2.2. Create a new contact

1. Open the Add/Edit Contact form by following either of two ways:

Click on the Toolbar.

Right-click an address book in the Address Books pane, then select Add from the drop-down menu.

Tip

You can also add a new contact from the Mail application as covered in the Add a new contact section.

2. Input information into fields of each tab in the Add/Edit Contact form.

Details:

i. The Profile tab

Field	Description
*Asterisk ()**	This mark next to each field means that it is required to enter values in the field.
First Name	The first name of your contact which must be between 1 and 40 characters.
Last Name	The last name of your contact. Its length must be between 1 and 40 characters.
Nick Name	The nick name of your contact with any unlimited length.
Gender	Gender of your contact. Simply tick the two available checkboxes: Male or Female.
Birthday	Birthday of your contact. Click the relevant down arrows to select the day, month and year from the drop-down menu.
Job Title	The job title of your contact. Its length must be between 0 and 40 characters.
Email	The email address of your contact.

Change contact's avatar

Click Update below the avatar to upload photos from your device.
Remove your uploaded image by simply clicking Delete below the avatar.

Add contact's email address

Enter the email address into the Email field. If you want to add more email addresses, simply click to show another Email field.
Remove your email address by clicking .

Add contact's instant message information

The Work tab

All fields in this tab are optional. In this tab, you can provide the contact's job-related information without any limitations of character types or length.

The IM Contact

In this tab, you can enter information about the contact chat identity (IM stands for Instant Message). The default text messaging service is the Chat application of eXo Platform, but you can select other services by clicking to open the drop-down menu.

The Work, Home and Note tabs

In these tabs, you can further provide many information related to the contact's work, home and note.

3. Click Save to accept adding a new contact.

5.2.3. Edit contact details

This function allows you to update information of contacts whenever you like.

1. Right-click your desired contact in the list, then select Edit from the drop-down menu. The Add/Edit Contact form will appear with the selected contact's current information that is similar when creating a new contact.

2. Make your desired changes on fields, then click Save to accept.

Note

You can only edit a contact of your personal and shared address books (if you have the Edit permission).

Tip

You can also edit contact details in Mail. For more information, see the Edit contact details section.

5.2.4. Tag a contact

Right-click the relevant contact, and select Tag from the drop-down menu.

Select the contacts by ticking their respective checkboxes, then click on the Action bar.

Drag and drop contacts to a specific tag in the Tags list in the left pane to open the Add/Remove Tag form.

In this form, you can add a new tag, remove or reassign a tag to a contact.

Tip

To add a new tag quickly, click Add in the Tag pane.

5.2.5. Edit a tag

1. Right-click a tag in the tag area, then select Edit from the drop-down menu.

2. Make changes in the Edit Tag form, then click Save to accept your changes.

5.2.6. Delete a tag

1. Right-click a tag you want to delete, then click Delete from the drop-down menu.

2. Click OK in the confirmation to accept your deletion.

5.2.7. Send a mail to a contact

Note

This function allows you to send a mail directly to one or more contacts in your address book. To take this action, you first need to:

Have at least one account in Mail.

Have the email address of the contact which you want to send mail.

Email address of the selected account will be used to send mail to a contact.

Send a mail to a contact

1. Open the Email function by following either of 3 ways:

The first way

Right-click the contact to whom you want to send mail, then select Email from the drop-down menu.

The second way

Select the contacts that you want to send mail by ticking their respective checkboxes, then click on the Action bar.

The third way

Right-click the address book and select Email from the drop-down menu. By this way, you will send mail to all contacts in that address book.

The Send Email form will appear.

2. Input the recipients' email addresses in the To field if needed.

You just need to enter one character included in your desired email address. There will be a list of addresses matching your entered character for you to select quickly.

3. Enter the subject and content of your message in the Subject field and mail body respectively.

4. Click the Send Mail button.

5.2.8. Copy/Paste a contact

This function allows you to make the copies of contacts from an address book and to store in another ones.

Copy a contact

The first way

1. Select contacts by ticking their respective checkboxes.

2. Click on the Action bar.

The second way

Note

This way is to copy all contacts of an address book.

1. Right-click one address book.

2. Select Copy from the drop-down menu.

Paste a contact

Note

The Paste action is only activated after your desired contacts have been copied.

1. Right-click one destination address book to which you want to move your copied contacts.

2. Click Paste to accept moving your contacts.

5.2.9. Move a contact

It is simple to move one or more contacts from one address book to another.

Right-click a contact and select Move from the drop-down menu.

Select contacts you want to move, then click on the Action bar. The Move Contact form will appear, allowing you to select a destination address book where your moved contacts are stored.

Use the drag-and-drop function to move one or more contacts to a new address book.

The drag-and-drop function is done more easily in the VCards view.

Note

You can only move contacts of a personal or shared address book if you have the Edit permission. You cannot move contacts in the address book which you do not have the Edit permission or contacts in a public address book.

5.2.10. Delete a contact

1. Right-click a contact you want to remove, then select Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

This way allows you to delete multiple contacts.

Note

1. Tick checkboxes corresponding to contacts you want to delete, then click on the Action bar.

2. Click OK in the confirmation message to accept your deletion.

5.2.11. Export contacts

This feature allows you to export one or more contacts into a file to be used in another address book applications. These exported contacts will have the same information in all address books you use. You can export a single contact or multiple contacts flexibly.

1. Right-click one contact, or address book if you want to export all contacts of the address book, then select Export from the drop-down menu.

The Export Address Books form will appear.

2. Select contacts to export by ticking their respective checkboxes.

3. Enter the file name and select the export format. At present, only x-vcard is supported.

4. Click Export All to export all contacts in all pages;

Or, click the Export Selected Only button to export your selected contacts only.

5.2.12. Import contacts

This function allows you to import one or more contacts from your device to a selected address book.

1. Open the Import Contacts form via either of the following ways:

Click on the toolbar.

Right-click a personal or shared address book which you have the Edit permission, then click Import from the drop-down menu. By this way, you can quickly select the destination address book for the imported contacts.

2. Click in the Address Book field, then select your desired address book into which you want to import your contacts from the drop-down menu;

Or, click to quickly create a new address book.

3. Select the file format in the Import Format field. At present, only x-vcard is supported.

4. Click Browse... to open the File Upload form.

5. Select the file you want to import from your device, then click Open to upload your selected file.

6. Click Save to finish your import.

5.2.13. Print contacts

The Print function allows you to print information of your selected contacts. You can print one or more contacts at the same time.

Print one contact

1. Right-click the contact you want to print, then select Print from the drop-down menu.

The single Contact Print Preview will appear with the detailed information:

2. Click the Print button to print.

Note

When you are in the VCards view, the print process is a quite different. You first need to click View Details to display the contact's details. After that, click Print Preview to open the Preview page, then select the Print button.

Print multiple contacts

1. Select contacts you want to print by ticking their respective checkboxes, then click on the Action bar.

The Print Preview page will appear with their summary information.

2. Click Print to print information of your selected contacts.

5.2.14. Print an Address Book

This function allows you to print the summary information of contacts in form of name cards. You can also print all contacts in an address book at the same time.

Print an address book

1. Right-click the address book which you want to print, and select Print from the drop-down menu.

The Print Preview page will appear.

2. Click Print to start printing.

5.2.15. Share contacts

This function allows you to share contacts with other users or groups. The shared users/groups may have View or Edit permissions on the shared contacts.

The View permission allows users to view, copy, export, print, delete but cannot move your shared contacts. The shared users cannot make changes on the information of the shared contacts or move your shared contacts if they only have the View permission.

The Edit permission allows users to view, copy, export, print, move, delete and edit the shared contacts. If you have the Edit permission on the shared contacts, you can share them with another users.

Note

The shared users can move or delete the shared contact only from their address books. It means that the shared contact still exists in the Shared address book of another shared users and of the creator/author. The shared contact will be permanently deleted in the Shared address books of the shared users or cannot be shared with other users if it is removed by the creator/author.

Share contacts with other users

1. Right-click the contact you want to share, then select Share from the drop-down menu;

Or, drag and drop this contact to the Shared address book in the Address Books pane.

The Share a contact with other users form will appear.

2. Select users or groups that you want to share.

i. Click to open the User Selector form;

In this form, tick the checkboxes corresponding to your desired users, then click Add. Also, you can use the Search function to look for your desired users quickly.

ii. Or, click to open the Group Selector form.

In this form, select the group in the left pane, and its child group in the right pane.

3. Tick the Edit Permission checkbox if you want to grant the edit permission to your selected users or groups.

The shared users/groups will be updated in the Shared Users/Groups table of the Share a contact with other users form.

Click if you want to change the Edit permission of specific users/groups. Click to remove the shared users/groups.

4. Click Save to accept your sharing.

5.2.16. Search for contacts

This function allows you to find contacts easily and quickly via 2 types:

Quick search
Advanced search

Do a quick search

This function allows you to do a quick search with specific keywords in all your contacts. All contacts having the text matching your search term will be displayed in the Search Result dialog.

1. Enter your search term in the Search textbox in the left pane.

2. Click to perform your search.

Your search results will be displayed in the right Search Result pane.

Do an advanced search

With this mode, you can refine your search by using a variety of criteria. Your search results will be limited as follows:

1. Click next to the search box to open the Advanced Search form.

2. Define your search criteria. You can set the search criteria by: Text, Full Name, First Name, Last Name, Nick Name, Job Title, Email and Gender.

3. Click the Search button to search. All contacts matching your criteria will be shown in the Search Result dialog.

5.2.17. Manage Address Books

By default, there are 3 Address Book categories:

Personal contains contacts/address books which are created by yourself. Each group may contain more than one contact.
- My Contacts is the default group which contains your own default contact generated from your registration information.
- Collected Addresses contains all contacts with information updated automatically when you send any message to a new email address from the Mail, Address Book and Calendar applications. That is, when you send an email to a new address, this address will be automatically added to Collected Addresses.
Shared contains contacts/address books which have been shared with you by another users. You can view and update the shared contacts if you are granted the Edit permission.
Public Groups contains address books of groups to which you belong. Each group contains all default contacts of group members that can be viewed only.

5.2.17.1. Create an address book

1. Open the Add/Edit Address Book form via one of the following ways.

Click on the Toolbar.

Click in the Address Book pane, and select Add from the drop-down menu.

2. Type name and description for your new address book in the Name and Description fields respectively in the Add/Edit Address Book form.

3. Click Save to accept adding your address book.

Tip

You can also create a new address book from Mail. For more information, see the Add a new address book section in Mail.

5.2.17.2. Edit an address book

1. Right-click an existing address book, and select Edit from the drop-down menu.

2. Make changes on information of your address book in the Add/Edit Address Book form.

3. Click Save to accept your changes.

Note

You can only edit a Personal or Shared address book that you have the Edit permission. You cannot edit a Group address book.

5.2.17.3. Remove an address book

1. Right-click an existing address book, then select Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Note

You cannot delete your default and group address books.

5.2.17.4. Export an address book

1. Open the Export Address Books form via one of the following ways.

Click in the Toolbar.

Click in the Address Books pane, and select Export from the drop-down menu.

The Export Address Books form will appear with a list of all existing address books.

2. Tick checkboxes corresponding to address books that you want to export. If you want to select all the address books, tick the checkbox next to Name.

3. Enter the file name in the Name field, and select the export format from the Export Format form. At present, only x-vcard is supported.

4. Click Export All to start exporting all the address books or click Export Selected Only to export your selected ones only.

5.2.17.5. Import an address book

Once you have exported your address books, you can retrieve them easily at any time. Others can also import your address book to store in their address book. The process to import address books is simple as exporting address books.

1. Open the Import Address Books form via one of the following ways.

Click the Import button in the Toolbar.

Click in the Address Books pane, then select Import from the drop-down menu.

The Import Address Books form will be displayed.

2. Select the address book which stores your imported address book contact from the Address Book drop-down menu;

Or, click to create a new address book.

3. Select the import format. At present, only x-card is supported.

4. Click Browse... to open the File Upload form.

5. Select the address book file to import from your device, then click Open to upload your selected file.

6. Click Save to finish. You will see a notification of your successful import on the top right corner.

5.2.17.6. Share a personal address book

This feature allows you to share personal address books with specific users or groups. The shared users/groups can view, export, add, edit or delete a shared address book (if they have the Edit permission). The shared address book is distinguished from other address books by a hand symbol.

1. Right-click the address book you want to share, and select Share from the drop-down menu.

The Share an Address Book with other users form will appear.

2. Select users or groups that you want to share. For more details, see here.

The shared users/groups will be updated in the Shared Users/Groups table of the Share an Address Book with other users form.
Click to change the Edit permission or to remove specific users/groups from the Share Users/Groups table.

3. Tick the Edit Permission checkbox if you want to grant the Edit permission to your selected users/groups.

4. Click Save to finish.

5.2.17.7. Grant permissions on a public address book

You can grant the Read/Manage permission on your managed public address books to specific users, groups or memberships.

A user with the Read permission can see the address book.

A user with the Manage permission can view/edit/rename and manage permissions on the address book.

By default, any member of a group has the Read permission and the group manager has the Manage permission.

Grant a permission on a public address book

1. Right-click your managed public address book, and select Permission from the drop-down menu.

The Permissions form appears.

2. Select certain users or groups you want to grant permissions. For more details, see here.

3. Tick the Can manage? checkbox if you want to grant the Manage permission to your selected users/group.

5.3. Email your contacts

Note

The Mail portlet and its services are deprecated. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in the future.

5.3.1. Create a Mail account

To get mails from other mail services, you first need to create a mail account in the Mail application which connects to another mail POP3 or SMTP supported servers, such as Gmail, Yahoo! Mail, Hotmail, GMX, Cyrus, Exchange Server. The Mail application allows you to get mails from different mail services at one place.

To create one mail account, you first need to click , then select Add Account from the drop-down menu to open the Create New Account form. In the Create New Account form, there are 5 steps with clear instructions at each step. After completing information at each step, you can:

Click Next to go to the next step, or directly left-click any number box at the left bottom of the Create New Account form to go to your desired step.

Click Back to return to the previous step.

Note

The asterisk (*) next to each field indicates the required field.

1. Fill your account name and brief description in Step 1.

2. Configure identification settings for your mail in Step 2.

3. Give the server information in Step 3.

Field	Description
Your Display Name	The name to be displayed when you use the account. This name will be displayed with your email address when you compose a new message.
Email Address	The email address corresponding to your created account. It must be in a valid format. (See more details about the Email Address format here.)
Reply-to Address	The email address which receives all replies.
Signature	The identification text which is automatically inserted at the bottom of your sending messages.

4. Configure another account properties in Step 4.

Field	Description
Server type	Type of the mail server. Select either of two types supported by your mail server: - POP3 (Post Office Protocol - Version 3) which is a protocol to get emails from a remote server. This type is selected by default. - IMAP (Internet Message Access Protocol) which retrieves emails from a remote server over a TCP/IP connection.
Incoming Mail Server & Outgoing Mail Server	The Incoming Mail Server (POP3) and Outgoing Mail Server (SMTP) of your current email provider. Each email provider has different Incoming Mail Server and Outgoing Mail Server settings. By default, the value of this field is "pop.gmail.com" and "smtp.gmail.com" which are the settings for Gmail. For settings of other mail servers, you can find the information on their websites. See More about Incoming & Outgoing mail server settings for more information.
Use Incoming SSL	This option allows using SSL (Secure Sockets Layer) or not. SSL is a cryptographic protocol which provides secure communication on Internet, such as web browsing, email, Internet faxing. The Incoming SSL allows using SSL to check incoming emails.
Use Outgoing SSL	This option is to use SSL to send mail in the Mail application.

5. Verify your inputted information in Step 5.

Field	Description
Username	The email address which is used in the Mail application.
Password	The password of your email address. It will be used to get your messages of the email address entered in the Username field.
Save Password	Tick the checkbox to avoid entering your password again for each mail check.
Do not download all messages (IMAP only)	Check this option if you do not want to download all messages.
Limit to Messages Arrived Since	Select the time to limit the downloaded messages from the drop-down calendar.

Tick the Start Downloading Messages Now checkbox to get messages automatically right after your account is successfully created.

6. Click Finish to complete your registration.

5.3.1.1. Edit your account details

To make changes on your account, simply click in the left pane, then select Edit Account from the drop-down menu;

Or, select on the Toolbar.

The Edit Account form will appear, allowing you to change information in the Identity, Incoming, Outgoing and Fetch Options tabs.

5.3.1.2. Delete your account

If you use multiple accounts, you can delete any unused mail accounts via either of the following ways:

1. Select the account from the accounts list in the left pane.

2. Click in the left pane and select Delete Account from the drop-down menu.

3. Click corresponding to the account, then click OK in the confirmation message to accept your deletion.

1. Open the Edit Account form as stated in Edit your account details.

2. Select the account you want to delete in the left pane. Your currently selected account is marked with .

3. Click to delete your marked account.

5.3.1.3. More about Incoming & Outgoing mail server settings

The following reference introduces some common Incoming and Outgoing Mail Server settings. Provided that you are aware of the server type and name, you can start creating your mail accounts quickly. If you do not see your mail service in this list, find these settings on the mail provider websites. Remember that the Mail application only supports POP3 and SMTP mail servers.

Yahoo! Mail settings

Yahoo Incoming Mail Server (POP3): pop.mail.yahoo.com (port 110)

Yahoo Outgoing Mail Server (SMTP): smtp.mail.yahoo.com (port 25)

Gmail (Google Mail) settings

Gmail Incoming Mail Server (POP3): pop.gmail.com (port 995)

Gmail Outgoing Mail Server (SMTP): smtp.gmail.com (port 465)

Hotmail settings

Hotmail Incoming Mail Server (POP3): pop3.live.com (port 995)

Hotmail Outgoing Mail Server (SMTP): smtp.live.com (port 25)

MSN Mail settings

MSN Incoming Mail Server (POP3): pop3.email.msn.com (port 110)

MSN Outgoing Mail Server (SMTP): smtp.email.msn.com

AOL Mail settings

AOL Incoming Mail Server (IMAP) - imap.aol.com (port 143)

AOL Outgoing Mail Server - smtp.aol.com

5.3.2. Get mails

This function is used to receive messages from the remote mail servers and forward them via SMTP, so it can be read in Mail. It supports any mail servers with POP3, IMAP, SMTP, such as Gmail, Hotmail, Yahoo! Mail, GMX, MS Exchange.

1. Click the folder you want to check for new mails. If no folder is selected, the default folder will be Inbox.

2. Click on the Toolbar. The status notification with 'Fetching email messages...' shows that emails are being loaded. All arrived mails are shown in the messages pane. Click Refresh if you want to refresh the fetching mails.

5.3.3. Mail views

This function offers three options for viewing messages in your mailbox. Messages are displayed by date, where receipt hours are for today mails and dates are for mails received in previous days. You simply toggle between 3 views by clicking View as and selecting either of the views. The selected view is marked with .

5.3.3.1. List view

In this view mode, all messages are arranged as a list.

5.3.3.2. Thread view

Messages are arranged as a tree structure. All replies are shown as sub-nodes. When you click one message, its content is displayed in the message details pane with block quotes containing content of the parent messages.

5.3.3.3. Conversation view

When this view mode is selected, only the subject of parent message and the number of replies in the conversation are displayed in the messages list pane. When being opened, all messages are shown in the message details pane with separate reading pane which can be expanded by left-clicking the relevant reading pane.

5.3.4. Read an email

If you want to read an email, simply click your preferred mail in the mails list and scroll down to read your selected email in the details pane.

5.3.4.1. Download an attached file

If your received mail contains any attached file, you can see their details, such as file name, type, and size right in the Attachments pane of the currently opened message.

Click to download an attachment to your local system. If the uploaded file is image, you can also click to preview the image without downloading.

Download and save attachments to server

1. Open the mail with attachments.

2. Click Save to server to open the Save attachment form.

3. Change the name of the downloaded file in the Save file to the server field if needed.

4. Select a drive category from the Select Drives drop-down menu. The number of shown drive categories depends on your role.

5. Select one drive from the drives list to open a list of folders.

6. Select one folder which stores your downloaded file from the folders list.

Click to create a new folder in your selected drive.

Note

Your selected location is shown in the breadcrumb.

7. Click Save to finish downloading the attachment to the server.

5.3.4.2. View all headers of a message

By default, the header's information shows email addresses of the sender and recipients and the mail subject. If you want to view full headers of a message, do as follows:

1. Open the message which you want to view its full headers.

2. Click at the right corner of message's content and select View All Headers from the drop-down menu. All message headers are then appeared in the pop-up window.

5.3.4.3. Mark/Unmark a message as read

In the Mail application, the unread mails will be recognized in the bold format in the mails list pane, meanwhile the read mails will be unbold.

Mark a message as read

1. Select checkboxes corresponding to messages you want to mark as read.

2. Click More Actions, then select Mark as Read from the drop-down menu.

This way is used to mark all unread messages in a specific folder.

Note

1. Right-click the folder which contains messages you want to mark as read.

2. Select Mark all as read from the drop-down menu.

After being marked as read, all unread messages inside the folder will be marked as read.

Mark as unread

1. Select the messages you want to mark as unread.

2. Click More Actions, then select Mark as Unread from the drop-down menu.

5.3.4.4. Star/Unstar a message

Star a message

Tick the checkboxes corresponding to messages you want to star, then click More Actions on the action bar and select Star from the drop-down menu.

In the messages list pane, click next to the message you want to add a star.

After being marked, the selected messages will be appended with , so that you can recognize them quickly.

Unstar a message

Simply select Unstar from the More Actions drop-down menu on the action bar;

Or, click next to the message.

5.3.4.5. Move a message to other folders

1. Open the Move Message form via one of the following ways.

Right-click the message you want to move to another folder in the messages list pane, and select Move to Folder from the drop-down menu;

Tick the checkbox corresponding to the message you want to move, then click More Actions on the action bar and select Move from the drop-down menu.

2. Tick next to the Move To Folder field to select your desired destination folder from the drop-down menu.

3. Click Save to move messages to your selected folder.

In the mails list pane, tick the message you want to move, then drag and drop it into your desired destination folder in the left pane.

5.3.4.6. Report a message as spam

Simply tick the checkbox corresponding to the message you want to report as spam, then click on the Action bar.

Drag the message in the right mails list pane and drop it into the Spam folder in the left pane.

The selected email will be moved to the Spam folder. Go into the Spam folder to verify that the selected message has been moved to it.
All messages marked as spam will be moved to the Spam folder.

Unspam a message

1. Go to the Spam folder, then tick the checkbox corresponding to the relevant message.

2. Click on the Action bar.

The spam message will be removed from the Spam folder. All messages from this sender will be received normally.

5.3.4.7. Delete a message

Delete a message temporarily

Right-click the message, then select Delete from the drop-down menu.

Tick the checkbox corresponding to the message you want to delete, then select on the Action bar.

Drag the message in the mails list pane and drop it into the Trash folder in the left pane.

All temporarily deleted messages will be in the Trash folder.

Delete a message permanently

Note

All messages which have been deleted permanently cannot be restored any longer. To delete a message permanently, the message should first be in the Trash folder. It means that the message should have been deleted temporarily.

1. Select the Trash folder in the left pane to see all messages in this folder.

2. Right-click the relevant message, then select Delete from the drop-down menu;

Or, tick the checkbox corresponding to the relevant message, and click on the action bar.

Undelete a message

Note

This function is only for messages which have been TEMPORARILY deleted.

1. Select the Trash folder in the left pane to see the list of temporarily deleted messages in the right mails list pane.

2. Tick the checkbox corresponding to the message you want to undelete.

3. Drag and drop the message into another folder.

1. Click on the Toolbar to open the Compose New Message form.

Open the Trash folder, then use the Move function to remove the message from the Trash folder.

5.3.5. Compose a new message

2. Specify the sender's email address from the From field.

3. Enter email addresses of recipients into the To field.

The To box must always contain at least one address; everyone who receives your message can see the addresses in the To box.

Note

You can use CC and BCC to send mail to more than one person easily and quickly.

Use the CC (Carbon Copy) box for the addresses of people you want to send a copy of the message to other recipients. Everyone who receives your message can also see the addresses in the CC box. If someone responds to your message using "Reply to all", the carbon-copied recipients also receive the message.

BCC (Blind Carbon Copy) mails are private to the sender and the BCC recipients. Use BCC when you want to send the message to undisclosed recipients. It means you send the message to people and they do not know about other recipients. Addresses listed in the BBC box will not receive replies sent to this message.

4. Enter a few words into the Subject box to give the general topic to recipients.

5. Enter your message in the text-input field. You can use this toolbar to format the message text.

Click on the Mail toolbar to switch between Rich Text and Plain Text editors. If Rich Text is selected, the message text can be composed with format tools, meanwhile Plain Text only allows you to compose a message with the simple text format.

6. Click to send your message. Click to discard composing your new message.

Note

Sent mails will be saved in the Sent folder. In case emails of recipients do not exist in your Address Book, they will be added automatically to the Collected Address in the Contact application.

Select more email addresses in the "To" field

The first way

Type more email addresses by separating them with commas.

If your typed address matches one or more addresses in your Address Book, the list of matching addresses will appear and you can click one address to select.

The second way

Select one or more contacts from your Address Book.

1. Click the To button.

The Contacts window listing all of your contacts will appear.

2. Tick the checkboxes corresponding to the contacts who will receive your message.

Also, you can

Search for email addresses in a specific address book as follows:

i. Type the contact name in the search box.

ii. Define the address book where you want to search for your entered contact name to limit the search results in the Address Book select-box.

iii. Click to perform your search.

Tick the Send To All checkbox if you want to send the email to the contacts defined in the Address Book select-box.

3. Click Add to add your selected email addresses to the To box, or Replace to replace the current email addresses in the To field with your newly selected ones.

5.3.5.1. Attach a file to a message

1. Click in the Compose New Message form to open the Attach Files window.

2. Click Browse... to open the File Upload form.

3. Browse the file from your device, then click Open to upload your selected file.

Open more Attach File fields by simply clicking .

4. Click Save to accept your attachments and go back to the Compose New Message form.

You will see your uploaded files in the Attachments area of the Compose New Message window.

Click to download or see if your uploaded file is correct or not without browsing the file on your device.
Click next to the attached file to remove it from your message.

Attach a server file

This function is only featured in eXo Platform 3.5, allowing you to browse and attach one file from your server as follows.

1. Click next to the Attach a Local File in the Compose New Message form, then select Attach a Server File from the drop-down menu.

2. Follow steps 4, 5, and 6 as stated in the Download and save attachments to server section.

3. Click the server file from the files list of your selected folder.

Click if you want to upload a file from your device.

4. Click Attach to upload your selected source file into the message;

Or, click Attach Link to get the link pointing to the selected source file that is shown in your message body. The Attach Link function allows your mail recipients to download the attached source file just clicking the relevant link.

5.3.5.2. Save a message as draft

If you are not ready to send your composed message, click to save it as draft. Your draft message will be in the Drafts folder for you to send whenever you like.

5.3.5.3. Set a priority level

The priority levels set to a message allow recipients to define if one received message is at a high, or normal, or low importance level. It means that when a message is set at the high priority level, its recipients need to read as soon as possible.

This useful tool can be done with a few clicks when you are composing a new message.

Set a priority level for your composed message

1. Click in the Compose New Message form.

2. Select your preferred priority from the drop-down menu.

Low: The exclamation icon corresponding to the mail is marked in grey in the column.
Normal: There is no the exclamation icon. By default, the message is sent with the Normal priority.
High: The exclamation icon is marked in red.

5.3.5.4. Change the message signature

A message signature is an identification text which is automatically inserted at the bottom of your sending messages. You can change this signature by editing your account details.

5.3.5.5. Change message preferences

At present, this function only allows you to receive a notification message that the recipient has already read your message or not.

1. Click in the Compose New Message form.

2. Select the Return Receipt option from the drop-down menu. However, seeing the notification message or not also depends on the Return Receipts configuration of the recipient in the Change Mail settings section.

5.3.6. Reply to a message

Reply to the sender only

1. Open the Reply form via either of 3 ways:

Tick the checkbox corresponding to the message you want to reply in the mails list pane, then click on the action bar.

Right-click the message you want to reply, then select Reply from the drop-down menu.

Click the message that you want to reply to display its content, then select at the upper right corner of the message content.

2. Compose the content in the Compose New Message window.

3. Click to send your reply.

Reply to all recipients of the message

1. Tick the checkbox corresponding to the message you want to reply, then click on the Action bar;

Or right-click the message, then select Reply to All from the drop-down menu.

2. Compose your reply message in the Compose New Message window, then click to send your reply.

5.3.7. Forward a message

This function allows you to resend a message, which has been delivered to your email address, to another email addresses.

1. Open the Compose New Message window via either of 3 ways.

i. Tick the checkbox corresponding to the message which you want to forward, then click on the action bar.

ii. Or, right-click the message, then select Forward from the drop-down menu;

iii. Or, open the message which you want to forward, then click at the upper right corner of the message content, and select Forward from the drop-down menu.

The Compose New Message window will be displayed with the original content of the message you want to forward.

2. Enter the recipient's email address in the To field.

3. Click to forward the message.

Note

Before forwarding a message, you can edit it to your desires that is similar to composing a new message.

5.3.8. Print a message

This function helps you take a hard copy of the message, provided that your device is connected to a printer, either directly or through a network connection.

Right-click the message which you want to print and click Print from the drop-down menu.

Tick the checkbox corresponding to the message, then click on the action bar.

Open the message, then click at the upper right corner of the message content and select Print from the drop-down menu.

You will be directed to the Print Preview page. Here, click Print to start printing.

5.3.9. Export a message

This function allows you to back up your messages, then import them into your another accounts. Messages are exported in the *.eml file.

1. Open the Export Message form via either of 3 ways.

i. Right-click the message that you want to export, then select Export from the drop-down menu;

ii. Or, tick the checkbox corresponding to the message, then click More Actions on the action bar and select Export from the drop-down menu;

iii. Open the message, then click at the upper right corner of the message content and select Export (*.eml) from the drop-down menu.

The Export Message form will appear.

2. Change the file name in the File Name field if needed, and select the export format. At present, only the *.eml format is supported.

3. Click Export to accept exporting your selected message.

5.3.10. Import a message

The function is used to import a message from your device to your selected folder in Mail.

1. Click More Actions on the action bar and select Export from the drop-down menu.

The Import Message form will appear.

2. Click Browse... to get one .eml file from your device.

3. Select the folder into which you want to import the message in the Import to Folder field.

4. Click Import to accept importing your selected file.

Note

By default, your imported file must be in the *.eml format.

5.3.11. Categorize messages by folders/tags/filters

5.3.11.1. Categorize by folder

Folders help you manage your messages more easily and flexibly. Once your new mail account is created successfully, five default folders, including Inbox, Drafts, Sent, Spam, Trash, will be automatically generated. You cannot delete, rename or move these folders.

Categorizing by folders can be performed via:

Folder	Description
Inbox	Store all incoming messages.
Drafts	Store all messages which have been composed but not sent yet.
Sent	Store all sent messages.
Spam	Store all messages suspected of being unwanted messages.
Trash	Store temporarily deleted messages.
Personal Folders	Store folders which are created by yourself.

Create a new folder
Manage Personal Folders

5.3.11.1.1. Create a new folder

1. Click on the Folders pane, then select Add from the drop-down menu.

2. Enter the folder name into the Folder name field. Special characters are not accepted in this field.

3. Click Save to complete adding your new folder.

Note

Your created folder will be displayed in the Personal Folders pane.

5.3.11.1.2. Manage Personal Folders

Right-click any folder under the Personal Folders pane to show the drop-down menu.

Here you can manage personal folders through the following actions:

Create a sub-folder
Rename a folder
Remove a folder
Mark a folder as read

Note

All above actions are only for folders/sub-folders under the Personal Folders pane.

Create a sub-folder

1. Select New Subfolder from the drop-down menu.

2. Follow steps as stated in the Create a new folder section.

Rename a folder

1. Select Rename from the drop-down menu.

2. Enter a new name in the New Folder Name field of the Remove Folder form.

3. Click Save to finish your removal.

Remove a folder

1. Select Remove from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Mark a folder as read

This function is to mark all mails of a personal folder as read by clicking Mark all as read from the drop-down menu.

5.3.11.2. Categorize by tag

Tags are used as labels for filtering or categorizing messages from different folders. You can add more than one tag to a message. Using tags makes easy for you to find messages independently from the folder where they are stored.

You can categorize by tags through the following actions:

Create a tag
Assign a tag to a message
Edit a tag
Remove a tag
Empty a tag
Change the tag color

5.3.11.2.1. Create a tag

1. Click on the Tags pane of the right pane and select Add New Tag from the drop-down menu to open the Tag form.

2. Fill in required fields, then click Save to finish.

Field	Description
Name	The new tag name.
Color	The tag color.
Description	The brief description of the tag.

Your newly selected tag will be updated in the Tags pane.

5.3.11.2.2. Assign a tag to a message

Note

You can assign a tag to many messages simply by ticking their checkboxes first.

1. Open the Tag Message form via one of the following ways.

i. Tick the checkbox corresponding to the message to which you want to assign a tag, then click More Actions on the Action bar.

ii. Select Tag from the drop-down menu.

Right-click your selected message, then select Tag from the drop-down menu;

The Tag Message form will be displayed.

2. Give a new tag name in the Tag Name field. This field contains words and keywords which are used to describe the same messages.

Or, tick the checkboxes corresponding to your desired tags from the tags list.

3. Select one color for the tag from the Color drop-down menu.

4. Click Add to finish assigning the tags to your selected messages;

Untag a message

1. Select a message which has been tagged, then follow Step 1 to open the Tag Message form.

2. Click Remove to remove the assigned tag from your selected message.

Note

To remove one tag from all messages, simply use the Empty function.

5.3.11.2.3. Edit a tag

1. Right-click a tag name in the Tags pane, and click Edit from the drop-down menu.

The Tag form will appear.

2. Make changes on the tag, then click Save to save your changes.

5.3.11.2.4. Remove a tag

Right-click the tag that you want to remove in the Tags pane, then select Remove from the drop-down menu.

The selected tag will be removed from the tags list and from all messages.

5.3.11.2.5. Empty a tag

By using this function, you can remove one tag from all messages.

1. Right-click the tag in the Tags pane.

2. Select Empty from the drop-down menu.

5.3.11.2.6. Change the tag color

Right-click the tag in the Tags pane, then select your desired color from the 32-color palette.

5.3.11.3. Categorize by filter

By default, the messages list shows all of your received messages in your inbox but you can filter to specify which message to be displayed.

You can filter messages according to the following criteria:

Unread: Only show unread messages.

Starred: Only show starred messages.

With Attachments: Only show messages with attachments.

View All: Show all types of messages.

You can categorize by filter through the following actions:

Create a filter
Edit a filter
Delete a filter

5.3.11.3.1. Create a filter

There are 2 ways to create a new filter:

Create a new filter by defining all filter rules

By this way, you need to manually define conditions for the new message filter.

1. Click on the Toolbar to open the Message Filter form.

2. Click or the "Click here to add a new filter" link to create a new filter.

The Add/Edit Message Filter will appear.

3. Define the rules for the new filter.

Field	Description
Filter Name	The filter name.
From	Filter the email address of sender.
To	Filter the email address of recipient.
Subject	Filter the subject of incoming messages.
Body	Filter the body of incoming messages.
Move the message to folder	The folder to which the filtered messages will be moved.
Apply Tag	Assign the tag to messages matching the filter rules.
Execute now	Take the action right after editing the filter.

4. Click Save to finish creating your new filter.

Create a filter from a message

By this way, you could create a filter which is based on existing conditions of one existing message without defining the filter rules.

1. Right-click a message containing the criteria you want to include in your new filter.

The Add/Edit Message Filter form will appear with some pre-defined filter conditions of the current selected message.

2. Modify the rule if necessary, then click Save to finish.

The created filter will be displayed in the list. All messages matching the defined filter rules will be affected.

5.3.11.3.2. Edit a filter

1. Click on the Toolbar to open the Message Filter form.

2. Click the filter you want to edit in the left pane. Your selected filter is marked with .

3. Click on the filter bar to open the Add/Edit Message Filter form.

4. Change the filter conditions to your desires.

5. Click Save to complete your changes.

5.3.11.3.3. Delete a filter

1. Click on the Toolbar to open the Message Filter form.

2. Click the filter you want to delete, then select on the filter bar.

3. Click OK in the confirmation message to accept your deletion.

5.3.12. Search for messages

The Mail application supports two search modes: Quick search or Advanced search.

Quick search

Quick search allows you to conduct a search with specific keywords in all of your messages. All messages from the different folders that match with your search term will be displayed.

1. Enter your search term into the search box in the left pane.

2. Click . All messages containing the search term will be listed in the search results.

Note

By default, the Quick Search function of the Mail application does not retrieve messages of the Spam and Trash folders. To do Quick Search on these folders, simply select these folders before searching.

Advanced search

The Advanced Search allows you to specify criteria to narrow your search results.

1. Click in the left pane to open the Advanced Search form.

2. Define the search conditions to your details, including:

Search in Folder: The folder in which you want to search in the.

From: The condition corresponding to the sender's name or mail address. There are some further conditions:

Condition	Function
contains	Include the term in the search box.
doesn't contain	Not include the term in the search box.
is	Include exactly the term in the search box.
is not	Not include exactly the term in the search box.
starts with	Start with the term in the search box.
does not start with	Not start with the term in the search box.

To: The condition corresponding to the recipient's name or mail address.
Subject: This condition which corresponds to the message subject.
Message: This condition which corresponds to the message content.
Received Before & Received After: The interval time when the searched messages were receipted.
Has Star: Search for messages with star.
Has Attachment: Search for messages that have the attachment.
Priority: The priority of the search messages.

3. Click Search to perform your search.

5.3.13. Add an event

If you want to invite your colleagues to join a conference or a meeting, you can create an event, invite them or make email notifications to receive reminders right in the Mail application.

1. Click on the Toolbar to open the Add Event form.

2. Give basic information for your event in the Event Detail tab, such as setting the event priority, creating repeating events, attaching files.

3. Select the Reminders tab to create the event reminder via an email. This step is optional.

4. Click Save to finish adding your event.

5.3.14. Manage Address Book in Mail

Address Book in the Mail application provides you with a list of contacts which can be retrieved for sending your mails. This section will explain some actions related to managing contacts and address books in Mail.

5.3.14.1. Add a new address book

1. Click on the Toolbar to open the Contacts form.

2. Click Add Address Book to add a new address book.

3. Enter values in fields of the Add Address Book form.

3. Click Add to finish adding your address book.

Field	Description
Name	The name of your address book that is required.
Description	The brief description of your address book.

5.3.14.2. Add a new contact

The function is used to add a new contact to a group.

1. Open the Add New Contact form via the following ways.

Click , then select on the Contacts form.

Right-click a message, then select Add to Contacts from the drop-down menu.

Note

This way is used to add the message sender to a specific address book.

The Contact form will appear.

2. Enter information for your contact. For more details, see the Create a new contact section.

3. Click Save to finish adding your contact.

5.3.14.3. Edit contact details

The function is used to edit a contact in a specific group.

1. Open the Contacts form by clicking on the Toolbar.

2. Select the contact whom you want to edit in the left pane.

3. Click .

4. Change the contact details, then click Save to finish.

5.3.14.4. Delete a contact

The function is used to delete a contact from a specific group. This contact will be removed from your address book as well.

1. Open the Contacts form by clicking on the Toolbar.

2. Select the contact whom you want to delete in the Address Book form.

3. Select , then click OK in the confirmation message to accept your deletion.

Note

You cannot delete your own contact from your address book.

5.3.15. Change Mail settings

The function allows you to change the behavior and the layout of Mail to your needs.

1. Click on the Toolbar to open the Settings form.

2. Change settings for the Mail application in 4 tabs: General, Return Receipts, Layout and Delegation.

i. In the General tab, change basic information.

Field	Description
Select a Default Account	Set the default account if you use multiple accounts.
Number of conversations per page	Select the number of conversations which will be displayed per page from the list: 10, 20, 30, or 70 messages.
Automatically check messages every	Select the time interval to automatically check the system, including 6 available options: Never, 5 minutes, 10 minutes, 20 minutes, 30 minutes and 1 hour.
Compose message with	Select the editor type for composing messages, including Rich Text and Plain Text.
Reply to message with	Select the message type to reply, including - Original message as attachment: Reply to messages with attachments. - Original message text quoted: Reply to messages with text only.
Forward message with	Select the message type to reply, including - Original message as attachment: Forward messages with attachment. - Original message text quoted: Forward messages with text only.
Save sent messages in the 'Sent' folder	Tick this checkbox to save sent messages in the 'Sent' folder.

ii. In the Return Receipts tab, set options to specify what the Mail application should do when it gets a "Return Receipt" request. It means that you can determine whether to send a notification of having read the message to the sender or not.

iii. In the Layout tab, personalize the Mail layout by ticking another checkbox corresponding to your desired layout. The Horizontal Split type is set by default.

Field	Description
Ask me when someone requests a return receipt	If you receive a message with the Return Receipt request, the Mail application will show a pop-up message for you to decide sending a notification of having read the message to the sender or not.
Never send a return receipt	The Mail application will ignore all Return Receipt requests from senders.
Always send a return receipt	If you receive a message with the Return Receipt request, the Mail application will automatically send a notification of having read the message to the sender without asking for your permission.

iv. In the Delegation tab, delegate your account to any registered user in the system as follows:

Select the account you want to delegate from the This account list by clicking .

Enter the name of user to whom you want to delegate your selected account in the will be delegated to field.

Tick the Full checkbox next to if you want to assign all permissions, which can be done on your selected account, to the delegated user. If this checkbox is not selected, the user can only view mails of the delegated account.

Click to accept adding your delegated user. The delegated user will be updated in the Accounts table. In this table, you can revoke the Full permission or add the Full permission to your delegated accounts by unticking or ticking the relevant checkbox respectively in the Full column of the Accounts table.

3. Click Save to accept your changes.

5.4. Chat with your contacts

Note

Two portlets, including Chat and Chatbar, and their services are deprecated. They remain fully supported for eXo customers, however they will not receive any enhancement and will be removed from the product scope in the future.

The Chat feature is used through the Chat or Chatbar portlet. The only difference between these portlets is the arrangement of common actions. In particular, actions of the Chat portlet are arranged in a window, meanwhile actions of the Chatbar portlet are put in one bar. Also, the Chatbar holds shortcuts to your Calendar, Contact, Mail.

Chat portlet

Chatbar

To use the Chat feature, you first need to add the Chat portlet or the Chatbar to a specific site or page as follows:

1. Drag and drop the application called Chat Portlet or ChatBar Portlet from the Edit Inline Composer/Page Editor --> Applications --> Collaboration to the body of your selected site/page. You can do this step while creating a new page, or editing an existing page, or editing the portal layout. For example, drag and drop the Chatbar portlet as the below illustration.

2. Edit the Chatbar portlet by hovering your cursor over it, then clicking .

3. Go the the Windows Settings tab and uncheck the following options: Show Info Bar, Show Porlet Mode, Show Window State. By unchecking these options, the portlet border will be hidden. This may help the Chatbar portlet look homogeneous with other components of your site/page.

4. Click Save And Close to finish your changes and quit the Edit form of the ChatBar Portlet.

5. Click to save all changes on the page/site and quit the Edit Inline Composer/Page Editor form. After that, you will see the Chatbar in your site/page.

Note

Steps 2, 3 and 4 are optional, but you are recommended to follow these steps.

5.4.1. Add contacts to your friend list

You can search for contacts in your Address Book and add them to your friend list.

1. Click on the Chatbar, then click from the pop-up menu.

The Add Contact form will appear.

2. Select the contacts from the list by ticking their respective checkboxes.

You can use the Search function to search for a specific contact.

3. Click the Add Contact button to add your selected contacts to your friend list.

Your invited contacts will receive the request messages.

After the contacts have accepted your requests, you will receive the confirmation messages. Click OK to allow your contacts to see your status and add contacts to your contacts list.

After adding your contacts successfully, the added contacts will be shown in your friend list.

5.4.2. Remove a contact

This action is to remove a contact from your friend list.

1. Click on the Chatbar to show your friend list.

2. Right-click the contact that you want to remove, then select Remove from the drop-down menu.

2. Click OK in the confirmation message to accept your removal.

5.4.3. Chat with a contact

5.4.3.1. Send messages

Sending messages in Chat is as simple as typing and clicking, so it is easy for you to start a conversation.

Send instant messages

1. Open the Conversation window via one of the following ways:

The first way

Click the contact name that you want to chat from your friend list.

The second way

Click on the Chatbar to show your friend list, then right-click your desired contact and select Send Message from the drop-down menu.

2. Type the message that you want to send into the message textbox, then click the Send button or hit the Enter key to send your message.

Minimize the chat window

Click at the right corner of the Conversation window to minimize it to the Chatbar. To restore the window, simply click the minimized window () on the Chatbar.

Note

When you send a message to offline contacts, they will receive your message at their next logins.

You can chat with several contacts at the same time. Each conversation is displayed in its own tab. You can switch between tabs to follow different ongoing conversations.

5.4.3.2. Set your status

When you signed in Chat, by default, your logged-in status is available and your friends will see the online icon appending to your account name in their friend lists.

There will be a notification about your friend's status if they are available to chat or go offline.

Change your status

1. Click the account icon on the Chatbar.

2. Select your desired status from the drop-down list.

Details:

Icon	Description
Online	This status means you are available to chat.
Away	This status means you are away from your local device. Other users still can send instant messages to you.
Busy	This status means you are away from your local device for an extended period of time.
Available	This status means you are free to chat with everyone.
Offline	With this status, you are invisible to other users. This means everyone will see you offline even though you are actually online.

5.4.3.3. Send a file

The Chat application allows you to send files to your contact, such as holiday pictures, or documents needed for the incoming meeting.

Send a file to a contact

1. Click on the Conversation window.

You will be prompted to select a file from your local device.

2. Locate and select the file you want to send in the File Upload form, then click Open.

Your contacts may cancel or accept the file transfer.

5.4.3.4. Export the Chat history

The Chat application can archive your chat conversation and allows you to export and save your conversation history to your local device.

1. Click on the Conversation window.

You will be prompted to select the location to save the exported file.

2. Select the location to save the file, then click Save to accept the exported file to your local device.

You will have a text file containing all of your conversation messages.

5.4.3.5. Show chat history at a specific time

Your chat messages history can be shown in a specific time interval.

1. Select a contact that you want to show the message log.

2. Select a time interval.

Currently, the Chat application shows messages in the following time ranges:

Today: All messages of the current date.
This week: All messages of the current week.
Last 30 days: All messages during the last 30 days.
Beginning: All instant messages from the beginning to the current time.

All messages with the created time and date will be shown in the Conversation window.

5.4.4. Create a chat room

A chat room is a place where people with similar interests can meet and communicate with each other. People can often enter an unmoderated chat room without any verification of who they are.

With Chat, you also create a chat room and invite other users to join your room. In this way, you can organize and manage your group activities efficiently. It is convenient in the corporate environment when you can communicate in multiple chat rooms, each may have different topics and members. Chat supports up to 30 users to join a chat room.

Create a chat room

1. Click on the Chatbar, then click from the pop-up menu.

The New Room form will appear.

2. Enter the room name in the Name field without any spaces, then click OK to accept adding your new room.

After that, the Conversation window and Room Configuration form appears.

3. Configure your chat room to your desires, including General and Security settings.

Note

If you cancel this step, the default configuration will be used.

i. Set the General settings.