JBoss.orgCommunity Documentation

User Guide


About this guide
1. Get Started
1.1. Glossary
1.2. eXo Platform 3.5 interface
1.3. Manage accounts
1.3.1. Register new account
1.3.2. Sign in & Sign out
1.3.3. Change account settings
1.3.4. Retrieve account and password
1.4. Manage language
1.4.1. Change the display language permanently
1.4.2. Change the display language for another user
2. Manage Your Organization
2.1. Add a user
2.2. Manage users
2.2.1. Search for users
2.2.2. Edit user information
2.2.3. Delete a user
2.3. Manage groups
2.3.1. Add a new group
2.3.2. Edit a group
2.3.3. Delete a group
2.3.4. Add a user to a group
2.3.5. Edit a user membership in a group
2.4. Manage memberships
2.4.1. Add a new membership type
2.4.2. Edit a membership type
2.4.3. Delete a membership type
3. Manage Your Portals
3.1. Manage permissions
3.1.1. Set permissions on a portal
3.1.1.1. Access permission
3.1.1.2. Edit permission
3.1.2. Set permissions on a page
3.1.2.1. Access permission
3.1.2.2. Edit permission
3.1.3. Set Access permission on a category
3.1.4. Set Access permission on a portlet
3.2. Manage sites
3.2.1. Create a new portal
3.2.2. Switch between portals
3.2.3. Edit a portal
3.2.3.1. Edit layout
3.2.3.2. Edit navigation
3.2.3.3. Edit configurations
3.2.4. Delete a portal
3.3. Manage a sample accessible website
3.4. Manage navigation nodes
3.4.1. Add a new node
3.4.2. Edit a node
3.4.3. Copy/Paste a node
3.4.4. Clone a node
3.4.5. Cut a node
3.4.6. Delete a node
3.4.7. Change nodes order
3.5. Manage pages
3.5.1. Add a new page using Page Creation Wizard
3.5.2. Add a new page using Page Management
3.5.3. Edit a page
3.5.4. Delete a page
3.5.5. Manage page navigation
3.5.5.1. Portal's page navigation
3.5.5.2. User's page navigation
3.5.5.3. Group's page navigation
3.5.5.3.1. Edit a group's page navigation
3.5.5.3.2. Create a new page navigation
3.5.5.3.3. Change priority of page's navigation
3.5.5.3.4. Delete a group's navigation
3.6. Manage applications
3.6.1. Inside a portal
3.6.1.1. Manage portlets and gadgets
3.6.1.1.1. Import portlets and gadgets
3.6.1.1.2. View/Edit detailed information of a portlet/gadget
3.6.1.1.3. Edit a specific portlet
3.6.1.1.4. Add a gadget
3.6.1.1.5. Add a new gadget from Dashboard
3.6.1.1.6. Edit a gadget
3.6.1.2. Dashboard portlet
3.6.1.2.1. Use the Dashboard workspace
3.6.1.2.2. Change gadget preferences
3.6.1.2.3. Add more external gadgets from Dashboard
3.6.2. Use Gadgets in your dashboards
3.6.2.1. Engagement gadgets
3.6.2.1.1. Latest Forum Posts
3.6.2.1.2. Top Voted Topics
3.6.2.1.3. Forum Statistics
3.6.2.1.4. Friend Suggestions
3.6.2.2. Management and Monitoring Gadgets
3.6.2.2.1. Memory Charts
3.6.2.2.2. Cache Levels
3.6.2.2.3. Applications Statistics
3.6.2.2.4. All Template Statistics
3.6.2.2.5. 10 Slowest Templates
3.6.2.2.6. Services Management
3.6.2.2.7. eXo Scripting Console
3.6.2.3. Audit & Collab gadgets
3.6.2.3.1. Login History
3.6.2.3.2. eXo Calendar Gadget
3.6.3. Inside Desktop
3.6.3.1. Add an application
3.6.3.2. Open an application
3.6.3.3. Quit an application
3.6.3.4. Change the Desktop title and background
4. Organize Your Content
4.1. Structure content
4.1.1. Access Sites Explorer
4.1.2. Drives
4.1.2.1. Private drive
4.1.2.2. Public drive
4.1.2.3. Personal Documents drive
4.1.2.4. Drive of a specific group
4.1.2.5. Hide/Show the sidebar in a drive
4.1.3. Views
4.1.3.1. Admin view
4.1.3.2. Cover Flow view
4.1.3.3. Icons view
4.1.3.4. Thumbnails view
4.1.3.5. Slide Show view
4.1.3.6. Timeline view
4.1.4. Functions on action tabs
4.1.4.1. Add a category
4.1.4.2. Add a document
4.1.4.3. Add a folder
4.1.4.4. Add translations to a document
4.1.4.5. Add a Symlink
4.1.4.6. Comment
4.1.4.7. Edit a document
4.1.4.8. Export nodes
4.1.4.9. Import nodes
4.1.4.10. Manage actions
4.1.4.10.1. Add an action
4.1.4.10.2. View an action
4.1.4.10.3. Edit an action
4.1.4.10.4. Delete an action
4.1.4.11. Manage auditing
4.1.4.12. Manage categories
4.1.4.13. Show/Hide content
4.1.4.14. Manage publication
4.1.4.15. Manage relations
4.1.4.15.1. Add a relation
4.1.4.15.2. Delete a relation
4.1.4.15.3. View a relation
4.1.4.16. Manage versions
4.1.4.16.1. Add versions to a node
4.1.4.16.2. Add/Remove labels for versions
4.1.4.16.3. View versions
4.1.4.16.4. Restore a version
4.1.4.16.5. Delete a version
4.1.4.17. Multi-Languages
4.1.4.18. Overload thumbnails
4.1.4.19. Request approval
4.1.4.20. Approve content
4.1.4.21. Publish content
4.1.4.22. Show drives
4.1.4.23. Show/Hide content structure
4.1.4.24. Tag documents
4.1.4.25. Upload files into folders
4.1.4.26. View metadata
4.1.4.27. View node types
4.1.4.28. View permissions
4.1.4.29. View properties
4.1.4.30. View a relation
4.1.4.31. Vote for a document
4.1.4.32. Watch/Unwatch documents
4.1.5. Actions on folders and documents
4.1.5.1. Add to favorites
4.1.5.2. Copy/Paste & Cut/Paste
4.1.5.3. Edit documents
4.1.5.4. Delete folders and documents
4.1.5.5. Drag and drop folders and documents
4.1.5.6. Lock/Unlock folders and documents
4.1.5.7. Rename folders and documents
4.1.5.8. Add a Symlink
4.1.5.9. View WebDAV
4.1.5.10. View information
4.1.5.11. View document
4.1.5.12. Copy a URL to the clipboard
4.1.5.13. Manage tags
4.1.6. Content Administration
4.1.6.1. Categories and Tags
4.1.6.1.1. Manage tags
4.1.6.1.1.1. Add a tag style
4.1.6.1.1.2. Edit a tag style
4.1.6.1.1.3. Delete a tag style
4.1.6.1.1.4. Set permissions on public tags
4.1.6.1.2. Manage categories
4.1.6.1.2.1. Add a category tree
4.1.6.1.2.2. Edit a category tree
4.1.6.2. Content Presentation
4.1.6.2.1. Manage a template
4.1.6.2.2. Manage metadata
4.1.6.2.3. Manage views
4.1.6.2.3.1. Views tab
4.1.6.2.3.2. ECM Templates tab
4.1.6.2.4. Manage drives
4.1.6.2.4.1. Add a new drive
4.1.6.2.4.2. Edit a drive
4.1.6.2.4.3. Delete a drive
4.1.6.3. Content Types
4.1.6.3.1. Namespace registry
4.1.6.3.2. Manage node types
4.1.6.4. Advanced Configuration
4.1.6.4.1. Manage queries
4.1.6.4.2. Manage Scripts
4.1.6.4.3. Create an action type
4.1.6.4.4. Manage locks
4.2. Manage content
4.2.1. Contribute content
4.2.1.1. Edit mode
4.2.1.2. InContext Editing
4.2.1.2.1. Add content
4.2.1.2.2. Edit content
4.2.1.2.3. Manage content
4.2.1.2.4. Manage preferences
4.2.1.3. Inline Editing
4.2.1.4. CKEditor
4.2.1.5. Publication process
4.2.2. Manage content list viewer by query
4.2.3. Create content inside a category
4.2.4. Manage content in Sites Explorer
4.2.4.1. Create new web content
4.2.4.2. Edit web content
4.2.4.3. Delete web content
4.2.4.4. Publish web content
4.2.4.5. Preferences
4.2.4.6. Search in Sites Explorer
4.2.4.6.1. Quick search
4.2.4.6.2. Advanced search
4.2.4.6.2.1. Search by Name
4.2.4.6.2.2. Search with constraints
4.2.4.6.2.3. Search by creating a new query
4.2.4.6.2.4. Search by existing queries
4.2.4.6.3. Search with saved queries
4.2.5. Manage content with WebDAV
4.2.5.1. Use WebDAV in eXo Platform
4.2.5.2. Add new content to a specific site
4.2.5.3. Delete web content
4.2.6. Manage content with Fast Content Creator
4.2.6.1. Configure Fast Content Creator
4.2.6.2. Create new content
4.2.6.3. View content
4.2.7. Create content templates with Form Builder
4.2.8. Manage CLV templates in Sites Explorer
4.2.8.1. Create a CLV template
4.2.8.2. Edit a CLV template
4.2.8.3. Delete a CLV template
4.2.9. Manage Category Navigation
4.2.10. Manage SEO
4.2.11. Search content in a site
4.2.11.1. Search for content
4.2.11.2. Edit the Search portlet
4.2.12. Print content
4.3. Manage newsletters
4.3.1. Newsletter viewer
4.3.2. Newsletter Manager
4.3.2.1. Manage categories in Newsletter
4.3.2.1.1. Add a new category
4.3.2.1.2. Edit a category
4.3.2.1.3. Delete a category
4.3.2.1.4. Manage users
4.3.2.2. Subscriptions
4.3.2.3. Open a newsletter
4.3.2.4. Edit a newsletter
4.3.2.5. Delete a newsletter
4.3.2.6. Convert as template
4.3.2.7. Create a newsletter
4.4. Manage workflows
4.4.1. Holiday process
4.4.1.1. Create a holiday process
4.4.1.2. Manage a holiday process
4.4.2. Pay raise process
4.4.2.1. Create a pay raise process
4.4.2.2. Manage a pay raise process
4.4.3. Upload a process
4.4.4. View process detail
5. Collaborate With Your Colleagues
5.1. Manage your calendar
5.1.1. Calendar views
5.1.2. Manage a calendar group
5.1.2.1. Add a new calendar group
5.1.2.2. Edit a calendar group
5.1.2.3. Delete a calendar group
5.1.3. Create a calendar
5.1.3.1. Create a personal calendar
5.1.3.2. Create a group calendar
5.1.3.3. Create a remote calendar
5.1.4. Edit a calendar
5.1.4.1. Set the calendar color
5.1.4.2. Delete a calendar
5.1.5. Export/Import a calendar
5.1.6. Share a personal calendar
5.1.7. Schedule an event
5.1.7.1. View details of an event
5.1.7.2. Create a new event
5.1.7.2.1. Quick add an event
5.1.7.2.2. Add a detailed event
5.1.7.3. Edit an event
5.1.7.4. Drag and drop an event
5.1.7.5. Export/Import an event
5.1.7.6. Delete an event
5.1.8. Schedule a task
5.1.8.1. View task details
5.1.8.2. Create a new task
5.1.8.2.1. Quick add a task
5.1.8.2.2. Add a detailed task
5.1.8.3. Edit task details
5.1.8.4. Drag and drop a task
5.1.8.5. Export/Import a task
5.1.8.6. Delete a task
5.1.9. Search for events/tasks
5.1.10. More actions
5.1.10.1. Generate RSS
5.1.10.2. Edit Calendar settings
5.1.10.3. Manage categories
5.1.10.3.1. Add a new category
5.1.10.3.2. Edit/Delete a category
5.1.11. Add My Agenda gadget to your page
5.1.12. Add My Tasks gadget to your page
5.2. Manage your contacts
5.2.1. View contacts
5.2.2. Create a new contact
5.2.3. Edit contact details
5.2.4. Tag a contact
5.2.5. Edit a tag
5.2.6. Delete a tag
5.2.7. Send a mail to a contact
5.2.8. Copy/Paste a contact
5.2.9. Move a contact
5.2.10. Delete a contact
5.2.11. Export contacts
5.2.12. Import contacts
5.2.13. Print contacts
5.2.14. Print an Address Book
5.2.15. Share contacts
5.2.16. Search for contacts
5.2.17. Manage Address Books
5.2.17.1. Create an address book
5.2.17.2. Edit an address book
5.2.17.3. Remove an address book
5.2.17.4. Export an address book
5.2.17.5. Import an address book
5.2.17.6. Share a personal address book
5.2.17.7. Grant permissions on a public address book
5.3. Email your contacts
5.3.1. Create a Mail account
5.3.1.1. Edit your account details
5.3.1.2. Delete your account
5.3.1.3. More about Incoming & Outgoing mail server settings
5.3.2. Get mails
5.3.3. Mail views
5.3.3.1. List view
5.3.3.2. Thread view
5.3.3.3. Conversation view
5.3.4. Read an email
5.3.4.1. Download an attached file
5.3.4.2. View all headers of a message
5.3.4.3. Mark/Unmark a message as read
5.3.4.4. Star/Unstar a message
5.3.4.5. Move a message to other folders
5.3.4.6. Report a message as spam
5.3.4.7. Delete a message
5.3.5. Compose a new message
5.3.5.1. Attach a file to a message
5.3.5.2. Save a message as draft
5.3.5.3. Set a priority level
5.3.5.4. Change the message signature
5.3.5.5. Change message preferences
5.3.6. Reply to a message
5.3.7. Forward a message
5.3.8. Print a message
5.3.9. Export a message
5.3.10. Import a message
5.3.11. Categorize messages by folders/tags/filters
5.3.11.1. Categorize by folder
5.3.11.1.1. Create a new folder
5.3.11.1.2. Manage Personal Folders
5.3.11.2. Categorize by tag
5.3.11.2.1. Create a tag
5.3.11.2.2. Assign a tag to a message
5.3.11.2.3. Edit a tag
5.3.11.2.4. Remove a tag
5.3.11.2.5. Empty a tag
5.3.11.2.6. Change the tag color
5.3.11.3. Categorize by filter
5.3.11.3.1. Create a filter
5.3.11.3.2. Edit a filter
5.3.11.3.3. Delete a filter
5.3.12. Search for messages
5.3.13. Add an event
5.3.14. Manage Address Book in Mail
5.3.14.1. Add a new address book
5.3.14.2. Add a new contact
5.3.14.3. Edit contact details
5.3.14.4. Delete a contact
5.3.15. Change Mail settings
5.4. Chat with your contacts
5.4.1. Add contacts to your friend list
5.4.2. Remove a contact
5.4.3. Chat with a contact
5.4.3.1. Send messages
5.4.3.2. Set your status
5.4.3.3. Send a file
5.4.3.4. Export the Chat history
5.4.3.5. Show chat history at a specific time
5.4.4. Create a chat room
5.4.4.1. Add people to a room
5.4.4.2. Join a chat room
5.4.4.3. Leave a chat room
5.4.4.4. Configure a chat room
6. Organize Your Knowledge
6.1. About user roles
6.2. Access Knowledge applications
6.3. Build a wiki
6.3.1. Work with Wiki pages
6.3.1.1. Create a page
6.3.1.2. Edit a page
6.3.1.3. Move a page to another location
6.3.1.4. Delete a page
6.3.1.5. View page information
6.3.1.5.1. Add a related page
6.3.1.5.2. View a page history
6.3.1.6. Watch a page
6.3.2. Work with attachments
6.3.2.1. View all attachments of a page
6.3.2.2. Add an attachment to a page
6.3.2.3. Insert an image
6.3.3. Use the WYSIWYG Editor (Rich Text editor)
6.3.4. Syntax Help
6.3.5. Work with Macros
6.3.6. Work with page versions
6.3.6.1. View versions of a page
6.3.6.2. Compare page versions
6.3.6.3. Restore a page version to the current version
6.3.7. Work with Spaces
6.3.8. Search
6.3.9. WebDAV support in Wiki
6.3.9.1. Access your workspace using WebDAV
6.3.9.2. Edit a page using WebDAV
6.3.10. Wiki Administration
6.3.10.1. Set up space settings
6.3.10.2. Manage Permissions
6.3.10.2.1. Space Permissions
6.3.10.2.1.1. Add space permissions
6.3.10.2.1.2. Delete space permissions
6.3.10.2.2. Page Permissions
6.3.10.2.3. Manage a page template
6.3.10.2.3.1. Search for a template
6.3.10.2.3.2. Create a new template
6.3.10.2.3.3. Edit a template
6.3.10.2.3.4. Delete a template
6.4. Build a forum
6.4.1. Administrator
6.4.1.1. Set up the Forum portlet
6.4.1.1.1. Specify the category scoping
6.4.1.1.2. Enable/Disable Forum components
6.4.1.1.3. Enable/Disable a bookmarkable Forum URL
6.4.1.2. Manage categories
6.4.1.2.1. Add a new category
6.4.1.2.2. Edit a category
6.4.1.2.3. Delete a category
6.4.1.3. Manage forums
6.4.1.3.1. Add a new forum
6.4.1.3.2. Delete a forum
6.4.1.4. Manage users
6.4.1.4.1. Promote a user
6.4.1.4.2. Modify user's forum settings
6.4.1.4.3. Ban users
6.4.1.5. Administrative tasks
6.4.1.5.1. Set up Sort Settings
6.4.1.5.2. Define censored keywords
6.4.1.5.3. Customize an email notification template
6.4.1.5.4. Customize a BBCode
6.4.1.5.4.1. Add a new BBCode
6.4.1.5.4.2. Edit a BBCode
6.4.1.5.4.3. Delete a BBCode
6.4.1.5.4.4. Activate/Deactivate a BBCode
6.4.1.5.5. Set up auto-pruning
6.4.1.5.6. Create a topic type
6.4.1.5.7. Ban IPs
6.4.1.5.8. Back up a category & forum
6.4.1.5.8.1. Export a category
6.4.1.5.8.2. Export a forum
6.4.1.5.8.3. Import a category
6.4.1.5.8.4. Import a forum
6.4.2. Regular users
6.4.2.1. View details of the Forum application
6.4.2.2. Search
6.4.2.2.1. Quick search
6.4.2.2.2. Advanced search
6.4.2.3. Topics
6.4.2.3.1. Start a topic
6.4.2.3.1.1. Select a topic icon
6.4.2.3.1.2. Set the topic options
6.4.2.3.1.3. Set topic permissions
6.4.2.3.2. Edit a topic
6.4.2.3.3. Create a poll
6.4.2.3.4. Rate a topic
6.4.2.3.5. Tag/Untag a topic
6.4.2.4. Post
6.4.2.4.1. Post a quick reply
6.4.2.4.2. Post an advanced reply
6.4.2.4.3. Post a private reply
6.4.2.4.4. Reply with a quote
6.4.2.4.5. Edit your post
6.4.2.4.6. Delete your post
6.4.2.5. Use BBCodes
6.4.2.6. Public user profile
6.4.2.7. Private messages
6.4.2.7.1. Send a private message
6.4.2.7.2. Receive a private message
6.4.2.8. Bookmarks
6.4.2.8.1. Add a bookmark
6.4.2.8.2. View bookmarks
6.4.2.8.3. Delete a bookmark
6.4.2.9. Subscribe to RSS feeds
6.4.2.10. Watch
6.4.2.11. Permanent links
6.4.2.12. User settings
6.4.2.12.1. Edit your profile
6.4.2.12.2. Change forum settings
6.4.2.12.3. Edit your subscription
6.4.3. Moderator
6.4.3.1. Moderate forums
6.4.3.1.1. Edit a forum
6.4.3.1.2. Lock/Unlock a forum
6.4.3.1.3. Close/Open a forum
6.4.3.1.4. Move a forum
6.4.3.2. Moderate topics
6.4.3.2.1. Approve a topic
6.4.3.2.2. Edit a topic
6.4.3.2.3. Close/Open a topic
6.4.3.2.4. Move a topic
6.4.3.2.5. Delete a topic
6.4.3.2.6. Lock/Unlock a topic
6.4.3.2.7. Stick/Unstick a topic
6.4.3.2.8. Merge topics
6.4.3.2.9. Split a topic
6.4.3.3. Moderate posts
6.4.3.3.1. Approve a post
6.4.3.3.2. Delete a post
6.4.3.3.3. Move a post
6.4.3.3.4. Hide a post
6.4.3.3.5. Show a post
6.4.3.3.6. Uncensor a post
6.4.3.4. View all pending moderation tasks
6.4.3.5. Ban IPs
6.5. Build an Answers & FAQs system
6.5.1. Administrator
6.5.1.1. Set up the Answers portlet
6.5.1.1.1. Change the display mode
6.5.1.1.2. Customize the email notification template
6.5.1.1.3. Enable the "Discuss in Forum" feature
6.5.1.1.4. Define the default category for discussions
6.5.1.2. Set up the FAQ portlet
6.5.2. Moderator
6.5.2.1. Manage categories
6.5.2.1.1. Add a new category
6.5.2.1.2. Edit category properties
6.5.2.1.3. Delete a category
6.5.2.1.4. Move a category
6.5.2.1.5. Export/Import a category
6.5.2.2. Moderate questions
6.5.2.2.1. View all questions
6.5.2.2.2. Edit a question
6.5.2.2.3. Approve/Disapprove a question
6.5.2.2.4. Activate/Deactivate a question
6.5.2.2.5. Delete a question
6.5.2.2.6. Move a question
6.5.2.3. Moderate an answer
6.5.2.3.1. Approve/Disapprove an answer
6.5.2.3.2. Activate/Deactivate an answer
6.5.2.3.3. Delete an answer
6.5.2.3.4. Promote a comment as answer
6.5.3. Regular user
6.5.3.1. View details of Answers
6.5.3.2. Submit a question
6.5.3.3. Edit a question
6.5.3.4. Answer a question
6.5.3.5. Edit an answer
6.5.3.6. Comment on a question
6.5.3.7. Send a question to others
6.5.3.8. Discuss a question in forum
6.5.3.9. Rate a question
6.5.3.10. Vote for an answer
6.5.3.11. Watch/Unwatch a category
6.5.3.12. Subscribe to RSS feeds
6.5.3.13. Edit user settings
6.5.3.14. View public user profile
6.5.3.15. Search
6.5.3.15.1. Quick search
6.5.3.15.2. Advanced search
6.5.3.16. Print
7. Build Social Network
7.1. Manage your profile
7.1.1. Edit your information
7.1.2. Upload your profile avatar
7.1.3. Update your current position
7.2. Manage spaces
7.2.1. Create a space
7.2.2. Edit a space
7.2.2.1. Change space information
7.2.2.2. Change visibility
7.2.2.3. Manage members
7.2.2.3.1. Invite new members
7.2.2.3.2. Revoke your invitations
7.2.2.3.3. Validate/Decline request
7.2.2.3.4. Promote/Demote a member
7.2.2.3.5. Remove a member
7.2.2.4. Manage space applications
7.2.2.4.1. Add a new space application
7.2.2.4.2. Delete an application
7.2.2.5. Edit space navigation
7.2.3. Join/Leave a space
7.2.4. View details of a space
7.2.5. Delete a space
7.2.6. Search for spaces
7.2.7. Accept/Ignore invitations
7.3. Manage connections
7.3.1. Search for contacts
7.3.2. View profiles of other contacts
7.3.3. Send connection requests
7.3.4. Revoke a connection request
7.3.5. Accept/Deny a connection request
7.3.6. Disconnect from your contacts
7.4. Follow activities in your organization
7.4.1. Update status
7.4.2. Share a link
7.4.3. Share a file
7.4.4. Delete activities/comments
7.4.5. Comment on activities
7.4.6. Like/Unlike activities
7.4.7. Create rich activities with allowed HTML tags

The intended readers of this document are users using eXo Platform. This user guide explains all the basic and advanced features of eXo Platform by providing a series of in-depth examples and clear explanations which help users easily benefit from the eXo Platform capabilities and features.

This documentation is divided into the following chapters:

  • Get Started gives you a list of glossaries commonly used in applications of eXo Platform, interface of eXo Platform 3.5, and how to manage your accounts and language.

  • Manage Your Organization shows you how to manage users, groups and memberships in eXo Platform.

  • Manage Your Portals is a collection of a portal-based actions, allowing you to manage permissions, sites/portals, navigation nodes, pages and applications.

  • Organize Your Content gives you how to structure your content, manage content, newsletters and workflows.

  • Collaborate With Your Colleagues shows you actions to enhance communication and collaboration through emails, address books, chat and calendars.

  • Organize Your Knowledge shows you how to build wikis, forums, and FAQs.

  • Build Social Network covers actions on managing your profiles and spaces, building networks and following activities in your network.

eXo Platform is a full-featured application for users to have many experiences in building and deploying transactional websites, authoring web and social content, creating gadgets and dashboards with reliable capabilities of collaboration and knowledge.

This chapter covers the following topics:

  • Glossary provides terms which are commonly used in eXo Platform applications.

  • eXo Platform 3.5 interface introduces the default page of eXo Platform 3.5, and ways to enter the sample portals built in eXo Platform 3.5 before using functions.

  • Manage accounts gives you how to register new accounts, sign in and out, change account settings, and retrieve your account and password.

  • Manage language includes procedures on how to change the display language permanently and for another users.

Note

Some accounts will not include all features stated in this guide due to limitations of user role. Check with your administrator to assure which features are enabled for your account or ask for more appropriate rights.

This section provides a number of terms that you will encounter when implementing eXo Platform.

Portal

A web-based environment which is used for aggregating and personalizing information via specific applications with an interactive and consistent look and feel. Users and administrators are able to integrate information, people and processes via a web-based user interface.

Portlet

An applicative component pluggable to a portal through which users can access some specific information, including supports, updates, or mini-applications. The portlet produces fragments of a markup code that are aggregated into a portal page. Typically, a portal page is displayed as a non-overlapping portlet windows collection, where each portlet window displays a portlet. Content generated by a portlet can be customized, depending on the configuration set by each user. Portlets can be divided into two following types:

Navigation

A node tree (so-called menus) which contains hyperlinks to other parts of a portal. The default navigation menus in eXo Platform are located in the Administration bar with the following navigation types:

Gadget

A mini web application which is run on a platform and can be integrated and customized in the website. You can add these gadgets to your dashboards by yourself.

Modes

eXo Platform offers two access modes by default:

Permission

Permission settings control actions of a user within the portal and are set by the portal administrators.

Repository

A locus where content or digital data are maintained. Users can access without traveling across a network.

Drive

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

In details, a drive consists of:

Node

An abstract unit used to build linked data structures, such as linked lists and trees, and computer-based representation of graphs. Nodes contain data and/or links to another nodes. Links between nodes are often implemented by pointers or references.

Also, a node can be defined as a logical placeholder for data. It is a memory block which contains some data units, and optionally a reference to some other data. By linking one node with other interlinked nodes, very large and complex data structure can be formed.

WebDAV

This term stands for Web-based Distributed Authoring and Versioning. In eXo Platform, it is used as a mean to access the content repository directly from the Sites Explorer.

Postcast

An audio file which you can download and listen to on your device, such as a computer, or a MP3 player.

File Plan

A type of document which is used for planning the primary records management. Although file plans can differ across organizations, their typical functions are to:

Symlink

A special file which contains a reference to a document or a folder. By using symlinks, you can easily access specific nodes (target) to which symlinks point. In Sites Explorer, a symlink has a small chain symbol next to its icon.

After starting eXo Platform 3.5 successfully, open a browser window and enter the URL provided by your administrator, for example, http://mycompany.com:8080/portal/default.

You will be directed to the default page of eXo Platform 3.5.

Here, you have an overview of eXo Platform through default content displayed in this page. With eXo Platform, you can do almost everything, especially building social intranets and websites. From the default interface of eXo Platform 3.5, you are provided with two sample portals of a fictitious company named "ACME" where you can discover key features and customizability of eXo Platform. Therefore, before doing any actions, you first need to go to either of the provided portals (ACME website or ACME social intranet) by clicking one of the following links:

  • At the top of the default page's body:

  • Or, at the bottom of default page's body:

Note

There are also direct links to login as regular users or superusers in the sample portals.

As a guest user, you can visit eXo Platform but are limited to a lot of content and applications. To access more content or perform some actions in various applications, you first need to register by yourself and contact the portal administrator to gain certain permissions.

  1. Click Register on the top of the portal if you are in the ACME sample site.

    If you are in the ACME Social intranet, click Register at the bottom of the portal.

    The Create a New Account form appears as below:

    Details:

    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.

  2. Fill values into fields.

  3. 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.

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

  1. Select the Account Profiles tab.

  2. Change your First Name, Last Name, Email. Your Username cannot be changed.

  3. Click Save to submit your changes.

Change your password

  1. Select the Change Password tab to go to the following form.

  2. Input your current password to identify that you are the owner of this account.

  3. Input your new password which must have at least 6 characters.

  4. Re-enter your password in the Confirm New Password field.

  5. 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.

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.

eXo Platform supports 3 ways to change the display language permanently.

The first way

1. Hover your cursor over My Sites on the Administration bar and select your desired site where you want to change the display language. The currently selected site is marked with .

You will be directed to your selected site.

2. Hover your cursor over Edit, then select Site --> Layout from the drop-down menu.

Your selected site will be displayed in the Edit mode.

3. Click in the Edit Inline Composer form. The Site Settings form appears.

4. Change the display language of your site by selecting another language from the Locale field in the Portal Settings tab.

5. Click Save, then click to save all changes.

The second way

1. Hover your cursor over , then select Portal --> Sites.

The list of all existing portals will be displayed as below.

2. Select Edit Layout corresponding to the portal/site you want to edit.

The selected portal will be displayed as in the Edit mode.

3. Change the display language that is similar as steps in the first way (Steps 3, 4 and 5).

The third way

This way is only used to set the display language for yourself, not for displaying the language of portal.

1. Hover your cursor over your account name at the top right corner of the site, then select Change Language from the drop-down menu.

The Interface Language Settings form will be displayed with the list of all supported languages. The currently used language is marked with .

2. Select your desired language.

3. Click Apply and wait for a few seconds to take effect.

  1. Click Add Users from the drop-down menu.

    The Create New Account window will open with two tabs: Account Settings and User Profile.

  2. 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.

  3. Click Save to accept your new account. If you want to refresh the input information, simply click Reset.

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.

  1. Locate the user you want to edit his information.

  2. Click corresponding to the user with the information you want to edit.

  3. Select the Account Info tab to edit main information of the user, including First Name, Last Name, or Email Address.

    For more details on these fields, see here.

  4. 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.

  5. 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 .

  6. Click Save to accept your changes.

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.

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.

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.

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:

For existing portals:

The first way

The second way

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.

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:

  1. Click the Select Permission button to open the Permission Selector form.

  2. 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.

  3. Click Save to finish your settings.

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

Via Edit Page:

  1. 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.

  2. Continue hovering your cursor over Edit on the Administration bar, then select Page --> Layout from the drop-down menu.

  3. Click View Page Properties in the Page Editor window.

  4. Select the Permission Settings tab.

Via Page Management:

  1. Hover your cursor over on the Administration bar, and select Portal --> Pages to open the Pages Management page.

  2. 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.

  3. Select the Permission Settings tab.

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

  1. 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.

  2. 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.

  3. Select the default display language for the portal from the Locale field.

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

    Details:


  5. 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.

  6. Click the Portal Templates tab to select the template for your portal.

  7. Click Save to accept creating your new portal.

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.

The first way

The second way

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.

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.

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:

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.

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.

  1. Select Add New Node to create a node as a sub-node of the selected node.

    The Add/Edit Page Node form appears.

  2. Enter values in the Page Node Settings tab.

    Details:

    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.

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

    Details:


  4. Select one icon in the Icon tab if you want.

  5. Click Save to accept the new node page, or X to close the form.

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.

  1. 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.

  2. Hover your cursor over Edit on the Administration bar.

  3. Select Page --> Add Page from the drop-down menu to open the Page Creation Wizard form.

    The wizard is divided into two sections.

    Details:


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

Select a page layout template

Arrange the page layout

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

  1. Hover your cursor over to open the drop-down menu.

  2. Select Portal --> Pages to go to the Pages Management page.

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

    Details:


  4. Define the page layout in the Page Layout template.

  5. Define permissions in the Permission Settings tab. This tab consists of two sub-tabs named Access Permission Settings and Edit Permission Settings.

  6. Click Save to accept creating a new page.

  1. 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.

  2. 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.

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

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

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:

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

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:

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

  1. 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.

  2. 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.

  3. Make changes on fields in the various tabs.

  4. Click Save And Close to accept your changes.

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

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:

Note

You can open many gadgets with different settings at once.

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

  1. Click Dashboard on the Administration bar to access the Dashboard portlet.

  2. Click Add Gadgets to open the Dashboard Workspace window which lists all available gadgets.

  3. Select a gadget in the Dashboard Workspace window.

  4. Drag and drop the selected gadget into the workspace.

  1. 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.

  2. Return to your portal and click Dashboard in the Administration bar.

  3. Click Add Gadgets in the Dashboard to open the Dashboard Workspace window.

  4. Paste the URL in Step 1 into the textbox.

  5. Click to add the new gadget to the page.

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:

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:

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

NumberMeaning
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:

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.

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:

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.

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

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.


Note

green tick 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

Attach files to a document

Create a new File document

  1. Follow the steps in the Add a new document section to open the corresponding form to add a File document.

  2. Input a name for the file document in the Name field. Some special characters (@ # % & * ( ) “ ' : ; [ ] {} / !) cannot be used in the Name field.

  3. 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.

  4. 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 [ Source ] button in the Editor bar.

    • text/plain: if you select text/plain type, the content field will be displayed like the following illustration.

  5. Optionally, fill values in all the rest fields, including Title, Description, Creator and Source.

    Click plus to open more fields.

  6. 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

  1. Follow the steps in the Add a new document section to open the corresponding form to add a new Article document.

  2. Input name and title of the Article in the Name and Title fields. Special characters (@ # % & * ( ) " ' : ; [ ] {} / !) are not allowed in the Name field.

  3. Input values for both fields: Summary and Content.

  4. 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

Once being created, a Podcast will be displayed.

Create a new Sample node

  1. Follow the steps in the Add a new document section to open the Sample node form.

  2. Complete the appropriate fields.

  3. Click Browse... to locate your desired image, and upload it.

  4. 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

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

    Details:

  2. Fill in the appropriate fields of the tabs in the form.

  3. Click Save or Save & Close to finish.

Create a new Kofax document

  1. Follow the instructions in the Add a new document section to open the Add Kofax Document form.

  2. Input a name for a Kofax document in the Name field which is required. Special characters (@ # % & * ( ) “ ' : ; [ ] { } / !) are not allowed in this field.

  3. Select categories for a Kofax document by clicking plus.

  4. 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

  1. Follow the instructions in the Add a new document section to open the Add an event document form.

  2. Enter a title for the event.

  3. 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.

  4. Enter the Start and End Date/Time of the event.

  5. Fill the Summary and Content fields.

  6. Click Save or Save & Close to finish.

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

Create an accessible media

The accessible media can be played right after being created.

Details:


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:

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

Create a folder

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

  1. Select the location where you want to import the new node.

  2. Click [ Import Node ] on the Action bar. The Import form appears.

  3. Click Browse... next to the Upload File field and navigate to the file you want to import.

  4. Select one value from the UUID Behaviour drop-down menu, including:

  5. Click Browse... next to Version History to select a version to import.

  6. Select a format.

  7. Click Import to import the file's selected version.

There are some actions you can perform as follows:

  1. Select the node to which you want to add an action.

  2. Click [ Manage Actions ] on the Action bar.

    The Manage Actions form will appear.

  3. Select the Add Action tab.

    Details:


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

    Details:


  5. Complete all the fields in the form. The Name and Lifecycle fields are required.

  6. Click Save to commit the action.

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

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.

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

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

View the languages list of a document

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.

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).

  1. Select the folder you wish to overload with a thumbnail image.

  2. Click [ Overload thumbnail ] on the Action bar.

    The Add Thumbnail Image form appears.

  3. Click the Browse... button to select the image which will be used as the display icon for the selected folder.

  4. Click Save to accept your changes. The node will be stored in an exo:thumbnails folder.

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

  1. Select the folder that you want to upload a file into from the left/right pane.

  2. Click [ Upload ] on the Action bar to open the Upload File form.

  3. 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 plus to open more Upload File forms.

    Click trash can to close a Upload File form.

    To change the uploaded file, click trash can in the Select File field and select Browse... again to select another one.

  4. 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.

  5. Click plus 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 green tick corresponding to a child node that you want.

  6. Complete uploading file by clicking Save.

    After being saved, the main information of the uploaded file will be displayed.

  7. Optionally, click pencil 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 pencil 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.

  8. 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.

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

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

Add permissions

Edit permissions

Delete permissions

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.

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:

The first way

The second way

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.

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:

This section is divided into 2 sub-topics:

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:

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:

  1. Click the Add Category Tree button to add a new category. The Add Category Tree form will appear.

  2. Enter the category tree name in the Name field which is required.

  3. Select the workspace you want to work with.

  4. Select the home path by clicking . The Select Home Path form will appear.

  5. 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:


  6. 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.

  7. Enter the name for an action of the category tree in the Name field which is required.

  8. Select values for Lifecycle, Node Types, Target Workspace, Target Path, Affected Node Types which are required.

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

This section is divided into 4 sub-topics:

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

Edit a template

  1. Click Content Presentation --> Manage Templates.

  2. Click in the Action column, corresponding to the template you want to edit.

  3. Make changes on the values of each tab, including:

Delete a template

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:

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

Add a view

Edit a View

Delete a view

Preview a view

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:

This section is divided into 2 sub-topics:

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

View node types

Add a node type

Export Node Types

Import Node Types

This section is divided into 4 sub-topics:

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

Add a new query

Edit a query

Delete a query

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:

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

  1. Turn on the Edit mode.

  2. Select of a Single Content Viewer.

    The Content Detail Preferences dialog appears.

    Details:


    Note

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

  3. Click next to the Content Path to select another content. The Select Content dialog appears.

  4. 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.

  5. 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 magnifying glass to open the UIPageselector dialog. You will see Printviewer.

    ii. Click the Print button. The content is opened in the print viewer page.

  6. Click Save to save all your changes.

Edit the Content List Viewer

  1. Turn on the Edit mode.

  2. Select the Preferences icon of a Content List Viewer.

    The Content List Preferences dialog appears.

    Details:

    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.


  3. Browse the documents or web content of an available site by clicking blue plus next to the Folder Path field.

  4. 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.

  5. Enter a header for the content list in the Header field if you want.

  6. Select a template to display the content list in the template list.

  7. Tick/Untick your desired options.

  8. Click Save to accept your changes.

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.

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:

  1. 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.

  2. Edit the Content By Query portlet by hovering your cursor over it, then click pencil to edit the portlet.

    The form with the Edit Mode tab appears.

  3. Enter a valid query into the by query field to get data that you want to display.

  4. Select a workspace where you want to get data.

  5. Click Save to complete adding the Content By Query portlet.

  6. Click pencil 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.

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.

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

Tabs in the Add New Document form

The Main Content tab


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

Details:


Upload an image

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

Details:


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.

There are 3 search types in Sites Explorer:

Perform an advanced search

  1. Click "Saved Search" on the Filter bar.

  2. Click magnifying glass to open the Advanced Search form.

The tabs in this form offer different search functions:

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.

  1. Enter search terms in the A word of phrase in content field.

  2. Select the Operator.

  3. Click Show/Hide Constraint Form to add more constraints.

    A further constraint options window will appear.

    Details:


  4. Select the constraint operator (AND/OR).

  5. Add the required constraints using one of the following methods:

  6. 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 trash can.

  7. Click Search to launch the search. Results will be displayed in the Search Results tab.

  8. Click Save and put a name for this search configuration if you want to save it to use at another time.

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

Add a constraint for exact values

Add a constraint including or excluding values

Add a constraint by date

Add a constraint by document type

Add a constraint by category

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:

Why use WebDAV?

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

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:

The first way

The second way

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.

  1. Access a site via WebDAV (refer to the Use WebDAV in eXo Platform section), then go to a web content folder of the site.

  2. 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.

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.

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.

  1. Open the Question? page.

  2. Hover your cursor over Edit --> Page, then click Layout on the Administration bar.

    The edit page appear.

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

    The form with the Edit Mode tab appears.

    Details:


  4. Select a specific location to save documents.

    i. Click magnifying glass to open the Select Location form.

    ii. Select the parent node in the left pane, then click green tick 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.

  5. Select a template which is used to create a new document.

  6. Change the label for the Custom Save button, and the content for Custom Save Message.

  7. Tick the Redirect checkbox if you want to redirect to the path in the Redirect Path field after clicking OK in the confirmation message.

  8. Click Save to finish the configuration of Fast Content Creator. Then, click OK in the notification message to accept your changes.

  9. Click Close to quit the form to edit the configuration of Fast Content Creator.

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

  1. Access Sites Explorer, then select DMS Administration.

  2. Click exo:ecms --> views --> templates --> content-list-viewer --> list.

  3. Right-click in the white space, then select New Content in the menu; or select New Content on the Action bar.

  4. Select File from the content templates list. The form to add the File document appears:

  5. 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.

  6. 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.

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.

Access the Category Navigation portlet

Configure Category Navigation

Administrators can edit the Category Navigation portlet as follows:

Note

In the Edit Mode tab, some options are disabled.

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

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

  2. 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.

    Details:

    Table 4.27. 

    FieldDescription
    DescriptionThe description of your page/content. This description will be seen in the results list of search engines.
    KeywordsBy using these keywords, other users can find out your page/content via search engines.
    RobotsSearch 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.

    SitemapAllow you to see pages of the sites in the tree-like structure.
    FrequencyShow 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.
    PriorityAllow 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.

  3. Fill out all the fields in the form.

  4. Click Save to finish creating SEO data.

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.

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

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

  2. 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 pencil.

    • 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 pencil to edit the portlet.

    The Edit Mode of the Search portlet appears.

    Details:


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

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

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.

Managing categories in Newsletter includes the following actions:

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

The first way

The second way

  • Administrators can create newsletters for each subscription.

  • These newsletters can be opened, edited, deleted or converted to a template for reuse.

Details:


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:

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.

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.

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.

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.

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

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.

Details:

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.

3. Enter values for fields in the form.

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.

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.

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.

The Calendar interface has 5 basic components.

Details:

NumberDescription
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.

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.

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.

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.

1. Follow either of the following ways to open the Calendar form.

The first way

Click , then select Add Calendar from the drop-down menu.

The second way

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.

Details:

FieldDescription
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.

3. Click Save to finish your creation.

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 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/

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.

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.

4. Click Save to finish your export.

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.

The first way

Click at the right top of the calendars list, then select Import from the drop-down menu.

The second way

i. Hover your cursor over the calendar which you want to export, then click that appears.

ii. Click Import from the drop-down menu.

The third way

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.

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.

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.

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:

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:

FieldDescription
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.

You can create a new event through either of 2 ways:

1. Open the Quick Add Event form via either of 4 ways:

The first way

Click on the toolbar.

The second way

Right-click the Calendar View pane, then select Add New Event from the drop-down menu.

The third way

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:

FieldDescription
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.

With a detailed event, you can:

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.

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.

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.

Details:

FieldDescription
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.
FieldDescription
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

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.

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.

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.

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.

The participants will receive an invitation mail, for example with the following content, which allows you to import the event directly into their calendars.

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.

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.

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.

1. Open the Quick Add Task form via the following ways:

The first way

Select on the Toolbar.

The second way

Right-click the Calendar View pane, then select Add New Task from the drop-down menu.

The third way

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.

Details:

FieldDescription
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.

3. Click Save to finish creating your new task; or click More Details to open the Add a detailed task form.

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.

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.

Details:

FieldDescription
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.

3. Click the Search button to perform your search. All events/tasks matching with your criteria will be listed in the results form.

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:

FieldDescription
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.

Before starting to use Address Book, you should familiarize yourself with the Address Book interface, which has six basic elements.

NumberDetails
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.

1. Open the Add/Edit Contact form by following either of two ways:

The first way

Click on the Toolbar.

The second way

Right-click an address book in the Address Books pane, then select Add from the drop-down menu.

2. Input information into fields of each tab in the Add/Edit Contact form.

Details:

i. The Profile tab

FieldDescription
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.

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.

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.

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.

By default, there are 3 Address Book categories:

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.

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:

1. Fill your account name and brief description in Step 1.

2. Configure identification settings for your mail in Step 2.

Details:

FieldDescription
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.

3. Give the server information in Step 3.

Details:

FieldDescription
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.

4. Configure another account properties in Step 4.

Details:

FieldDescription
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.

5. Verify your inputted information in Step 5.

6. Click Finish to complete your registration.

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.

1. Click on the Toolbar to open the Compose New Message form.

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.

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.

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.

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.

Details:

FolderDescription
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.

Categorizing by folders can be performed via:

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:

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:

You can categorize by filter through the following actions:

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.

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:

ConditionFunction
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.

3. Click Search to perform your search.

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.

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.

Details:

FieldDescription
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.

Details:

FieldDescription
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.

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.

iv. In the Delegation tab, delegate your account to any registered user in the system as follows:

3. Click Save to accept your changes.

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.

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.

i. Set the General settings.

Details:

FieldDescription
Persistent Room Tick the checkbox if you want to set your room always exist even if no participant takes part.
Presence Broadcast By default, a room is configured without any invisible members. In this field, you can select any groups (Moderator, Participant, and Visitor) to be visible or not. Moderator is the user who has created the room or a participant who is granted the moderation right. If you want users of one group are hidden in the room, simply unselect the group. For example, if you only select the Participant and Visitor groups, users who are moderators of this room will not appear in the participants list of