Getting Started

This help guide is designed to provide an overview of the basic functionality within PortalX 1.3. Portions of this document may require the Macromedia Flash plugin. To access this plugin, please see the supported plugins section of this site.

Navigating the Site

This site provides a central means to locate and access content and information online. The main navigation area is located in the top menu bar just below the site banner.

Main Navigation Image (public view)
Main Navigation (Public View)

Main Navigation Image (logged-in view)
Main Navigation (Logged-In View)*

Each icon represents a link to part of the site. The navigation icons are as follows:

Icon	Name	Description
	Home Icon	Access the homepage for this site
	Search Icon	Access search form
	Help Icon	Access online help documentation
	Login	Login to access secure areas of the site.
	Logout	Logout of the site and return to the home page
	Content Management	Access the document library, portlet and layout management areas.
	Site Administration	Manage the site color scheme, users and user groups.

* Not all icons will be available at all times. Accesses to certain areas of the site are based on your user access privileges.

Terminology

Document Library: The document library is used to add content that can be directly linked to within your site or added to a Portlet to display within a page on your site.

Portlet

A Portlet is a container within a web page used to hold content. A portlet may be resized, positioned on the page, and titled as you see fit. Some portlet's require content to first be created within the Document Library and then placed within the portlet to work correctly.
Note: Portlet's are useful because you can use them across multiple layouts. This way the Portlet is displayed on multiple pages, but need only be changed once to update each page it is used on.

Layouts

Once the Portlet's are created, you may then organize them on a Layout page. A layout is simply a web page containing one or more Portlet's displayed in one or more columns on a page. You can have multiple layouts within a website and they maybe linked using a link Portlet.

Metadata

Metadata is information about a document outside of the document content itself. A common use for metadata is to specify keywords that a search engine may use to improve the quality of search results. For example, to specify the author of a document, you may use the META element as follows:

 <meta name="author" content="William Shakespeare"/>

RSS

RSS is a format for syndicating news and the content of news-like sites. The State Department provides continually updated feeds for several of it's sections including Highlights, Press Briefing, and Press Releases. These are links are available from the State Department website at http://www.state.gov/ under Issues and Press.

Logging In

To access secure areas of the site you must first log in using the username and password assigned by the administrator. To log in, follow the steps outlined below.

Select the Login icon () from the main toolbar at the top right of the page.
Enter your username and password in the form provided.
Select the Login button.
You are now logged into the system.

Forgot Your Password?

If you forgot your password you may reset it in the login area of PortalX using the Reset Password tab. To do so, please follow the steps outlined below:

Select the Login icon () from the main toolbar at the top right of the page.
Select the Reset Password tab.
Enter your username in the field provided.
The system will automatically generate an email containing a new, temporary password.
Login to the system using your username and the new password (sometimes it is best to copy and paste the password from the email to avoid any mistype).
The system will prompt you to change your password to one you will more easily remember.

Change Password

The Change Password option is used if you already know your login information but would like to change it. To change your existing password, follow the steps outlined below:

Select the Login icon () from the main toolbar at the top right of the page.
Select the Change Password tab.
Complete the form provided including your current username and password as well as your new password.
Your password will be changed and you will be logged into the system.

Logout

Select the Logout icon () from the main toolbar at the top right of the page.
You will be returned to the home page and the login icon will replace the logout icon.
You are now logged out of the system.

Session Timeout

Once you are logged into the site, if you are inactive for an extended period of time (approx. 30 minutes) the system will display the session information pop-up window.

This window will prompt you to either select Continue to remain logged in or select End to logout.
If you do not respond to the alert within the specified time, you will automatically be logged out of the system.

Document Library

The document library provides a convenient, central area to organize and access site content. Various types of content are available via the library including:

Icon	Name	Description
	Biography	Create an individual biography.
	Calendar	Create a calendar and add upcoming events.
	Categorized Reports	A report may be an uploaded document or content created using the built-in HTML editor. Each report may be assigned to a specific category to be easily located online.
	Contact	Create an individual contact.
	Daily Report	Similar to the categorized report, daily reports may be an an uploaded document or content created using the built-in HTML editor. The most recently created/updated daily report will be automatically displayed within a daily report portlet.
	Feedback	Collect feedback from site visitors using an online form customized to send/receive responses to the email specified.
	File	Upload various file types including Microsoft Word, Excel, PowerPoint, GIF, JPEG and more - either individually or multiple files at once.
	HTML	Quickly and easily create your own HTML document without knowing any code. You may also convert various file types into HTML using the convert icon.
	Hyperlink	Add links to external web pages.

Only users with administrative privileges may access this area of the site. Users may add, remove, rename, move and update various content types based on his or her access privileges.

To access the Document Library, select the Content Management icon () from the top toolbar.
The Document Library will be the first tab displayed.

NOTE:
You must be logged into the system with administrative privileges to see this icon.

Navigating the Library

The activities column of the library provides options to rename, move and view item properties individually.
The form located at the bottom of the library allows you to perform these and additional actions to multiple items at once.
Context-menus also provide access to all activities related to a specific item.
Access the context-menu by right clicking on the items name.

Library Icons

Icon	Name	Description
	Rename	Rename an item.
	Move	Move an item to a different folder.
	Properties	Access item properties
	Remove	Permanently remove an item.
	Back	Use this option to return to the previous page. When available, it will appear in the top right corner below the window tabs.

Sorting Content

From the Document Library you may sort content by Name, Classification (if applicable for your network), Size, Type, Creation Date and Modification Date using the column headers. There are two ways to sort content displayed within the document library:

Option 1:

Selecting the column header will sort information based on the column selected.
Selecting the header once will sort in ascending order and display the ascending icon to the right of the column name.
Selecting the same header a second time will sort in descending order and display the descending icon to the right of the column name.

Option 2:

Right-click in the center of the table.
A drop down menu will appear. Select the Sort By > option and choose the column to sort by.
Selecting the column once will sort in ascending order and display the ascending icon to the right of the column name.
Selecting the same column a second time will sort in descending order and display the descending icon to the right of the column name.

Viewing Content

Access the Document Library.
Locate the item you would like to preview.
Note: Folders do not have a preview option. To open a folder, simply select the folder name.
Select the item's icon to the left of the item name or right-click on the item and select Preview.
The system will display the item in a new window.

Viewing Short-Cuts

By default, links within a PortalX site are very long and cumbersome. You may use a shortcut or abbreviated link to access the same information by following the steps outlined below:

Option A

Access the Document Library.
Locate the item you would like to the shortcut to.
Right-click on the item and select Copy Shortcut from the menu displayed.
Paste the shortcut where you would like it to be used.

Option B

Access the Document Library.
Locate the item you would like to the shortcut to.
Select the View Properties icon () in the far right column for that item or right-click on the item and select Properties.

The shortcut property will be displayed in the form provided. This link may be copied and pasted into the browser window to access the item.

Renaming Content

Access the Document Library.
Locate the item you would like to rename.
Select the Rename icon () in the far right column for that item or right-click on the item and select Rename.
The item name will be converted into an editable text box.
Rename the item using the text box provided.
Select the Save button at the bottom of the document library to save your changes or select the cancel icon to cancel your changes.

Renaming Multiple Items

Access the Document Library.
Check the checkbox to the left of each item you would like to rename.
Use the More Actions... selection box at the bottom of the library to select Rename.
Select the Continue icon () to the right of the selection box.
Follow steps 4-6 above.

Viewing Properties

Access the Document Library.
Locate the item you would like to view the properties of.
Select the View Properties icon () in the far right column for that item or right-click on the item and select Properties.
The Properties tab will appear displaying default properties such as name, type, shortcut link and owner.
Use the form provided to set item properties including:

Description:

Provide the description of the item. This will be used as metadata for this item.

Note: Classification information will only appear for users working on a classified network.
Select the Save button to save your changes.
To return to the document library, select the cancel icon () in the top right of the properties panel.

Content Metadata

Meta-data for content within PortalX may be updated manually. This allow for all required Department of State meta-data to be populated as well as custom meta tags to be created for various content types. To access the meta-data tab, follow the steps outlined below.

Access the Document Library.
Locate the item you would like to set metadata for.
Select the View Properties icon () in the far right column for that item or right-click on the item and select Properties.
The Properties tab will appear.
Select the Metadata tab.
The system will display a table containing the current metadata tags associated with the selected item.

Edit Metadata

Select the name to edit the meta tag individually.
-or-
To edit multiple tags, select the checkbox to the left of the tag name and click the Edit button at the bottom of the page.
The system will display the original form used to create the tag.
Update the form, providing all required information.
Select the Save button to save your changes or select Cancel to return to the metadata view without saving your changes

Remove Metadata

To remove tags, select the checkbox to the left of the tag name and click the Remove button at the bottom of the page.
An alert box will appear confirming you would like to remove the selected items.
Select OK to proceed.
The system will remove the selected tag(s).

Add Metadata

Access the Document Library.
Locate the item you would like to set metadata for.
Select the View Properties icon () in the far right column for that item or right-click on the item and select Properties.
Select the Metadata tab.
The system will display a table containing the current metadata tags associated with the selected item.
To add metadata, select the Add Metadata link.
The system will display a list of name options.
1. Create New will allow you to create a new custom meta tag.
  -or-
2. Select from a list of predefined meta data tags to set that tags value. (Note: the list of predefined tags will be displayed based on the network that your site resides on. Predefined tags will not always be available).
Complete the form provided including the following information:

Name:

Provide the name of the custom meta tag you are creating. This will appear in the name attribute of the tag (^i.e.<meta name="NAME" content="CONTENT GOES HERE"/>)

Content:

Provide the content for this tag. This will appear in the content attribute of the tag (i.e. <meta name="NAME" content="CONTENT GOES HERE" />)
Select the Save button to save your changes or select Cancel to return to the metadata view without saving your changes.

Removing Content

Access the Document Library.
Check the checkbox to the left of each item you would like to remove.
Select the Remove button from the bottom of the document library or right-click on the item and select Remove.
A confirmation box will appear confirming you would like to delete the selected items.
Select OK to continue.
The system will delete all selected items.

Removing Multiple Items

Access the Document Library.
Check the checkbox to the left of each item you would like to remove.
Select Remove from the buttons located at the bottom of the library table.
Follow steps 4-8 above.

Note: Only empty folders may be removed.

Folders

An easy way to organize the Document Library content is through the use of folders. To open a folder, simply select the folder name. The folder will open and allow you to view the contents within the folder.

Once the folder is open, you may return to the parent folder or go directly to the root folder using the folder navigation menu at the top of the page.

Creating Folders

An easy way to organize your site content is through the use of folders. To create and manage folders, follow the steps outlined below.

Select the option Folder from the New Document select menu at the top of the page.
Click the continue button ().
The new folder will appear at the top of the library.
Provide the name of the new folder in the text box provided.
Select the Save button at the bottom of the page or the save icon () to the right of the text box to save the new folder.
Use the cancel button at the bottom of the page or the cancel icon () to the right of the text box to cancel this action.
Once the folder has been created, clicking the folder name will open the folder.

Folder Properties

Once a folder has been created you can update the folder properties including the display columns and default sort options. You may also specify what types of objects may be saved within a folder (ex. one folder may only be used to store biographies and contacts while another folder may be restricted to file uploads).
To customize the folder display properties, follow the steps outlined below:

Locate the folder to view in the document library.
Select the properties icon () in the far right column for that folder.
The Properties tab will appear displaying default properties such as name, type and owner.
Select the Folder Properties tab on the far right.
The folder attributes will control what information will be seen in the document library for each folder.
Use the checkboxes provided to turn on or off columns to be displayed in the document library.
Use the default sort order and sort column options to set the default sort options to be used when displaying this folder within the document library.
Select the Save button to save changes.
To return to the document library, select the cancel icon () in the top right of the properties panel.

Related Topics

Moving a Folder (See Moving Content)
Renaming a Folder (See Renaming Content)
Removing a Folder (See Removing Content)

Portlets

The Portlets tab allows users to create and manage a variety of Portlet types. A Portlet is essentially a container for information. Portlets can be displayed on a page individually or multiple Portlets may be arranged within a single layout.

To manage the Portlets available for your site, follow the steps outlined below:

Login to the system.
Select the Content Management icon () from the main toolbar at the top right of the page.
Select the Portlet tab.
The system will display a list of all Portlets that currently exist in the system.

Portlet Types

Icon	Name	Description
	Biography	A Biography Portlet is used to display a group of Biographies based on category.
	Calendar	A Calendar Portlet is used to display a calendar of events. Users may select a calendar date to view that days events as well as access monthly and yearly calendar view.
	Categorized Report	Categorized reports are reports that can be grouped according to a subject matter category. PortalX automatically links Categorized Reports created in the Document Library (see Categorized Reports) to the Categorized Report Portlet. This portlet type has no edit options.
	Clock	The clock Portlet will display Washington time, Greenwich Mean Time and the current time in the site’s time zone.
	Contact	A Biography Portlet is used to display contacts and contact groups within a Portlet.
	Daily Report	A Daily report is comprised of the individual news summary of a day's news events. Daily reports should be filed within the same folder. PortalX automatically links a Daily Report in the Document Library (see Daily Reports) to the Report Portlet.
	Feedback	A Feedback Portlet is used to display a list of feedback responses as well as a link to send feedback.
	HTML	An HTML Portlet is used to display an existing HTML document (see the section Creating HTML Documents) within a Portlet.
	HTTP	An HTTP Portlet is provides the ability to retrieve content from an external web page or web application and to display the content within a Portlet.
	Image	An image Portlet is used to display a single image within a Portlet. You must have an image uploaded within the Document Library prior to creating an Image Portlet (see the section Uploading Files).
	Link	A Link Portlet is used to display a list of hyperlinks within a Portlet.
	RSS Feed	The RSS Portlet is used to display RSS feed topics within a Portlet interface. A link to a valid, accessible RSS news feed XML file is required.
	Search	The search porlet provies the ability to search the site or the web. This portlet type has no edit options.

Navigating the Portlet Manager

The activities column of the Portlet Manager provides options to rename, view properties, and delete portlets individually.
Context-menus also provide access to all activities related to a specific portlet. These can be accessed by right-clicking on the portlet icon.

Sorting Portlets

From the Portlet Manager you may sort content by Name, Type, Creation Date and Modification Date using the column headers. There are two ways to sort content displayed within the Portlet Manager:

Option 1:

Selecting the column header will sort information based on the column selected.
Selecting the header once will sort in ascending order and display the ascending icon to the right of the column name.
Selecting the same header a second time will sort in descending order and display the descending icon to the right of the column name.

Option 2:

Right-click in the center of the table.
A drop down menu will appear. Select the Sort By > option and choose the column to sort by.
Selecting the column once will sort in ascending order and display the ascending icon to the right of the column name.
Selecting the same column a second time will sort in descending order and display the descending icon to the right of the column name.

Locating Portlets

Filter options allow the user to quickly locate a portlet by name or type. There are two ways to access filtering options:

From the Portlet Manager you may use the filter options form located at the top of the page.
You may also use the context-menu to filter the portlet display by a specific portlet type. To access the context-menu:
- Right-click within the Portlet Manager table outside of the name column.
- Select Filter By Type > and select the type of portlet you would like to display.

Renaming Portlets

Within the Portlet Manager, locate the Portlet you would like to rename.
Select the rename icon () in the far right column for the Portlet you are renaming.
The Portlet name will be converted into an editable text box.
Rename the Portlet using the text box provided.
Select the Save button at the bottom of the Portlet Manager to save your changes.

View Portlets

Within the Portlet Manager, locate the Portlet you would like to view.
Select the Portlet icon to the left of the Portlet name or right-click on the Portlet and select Preview.

Note: Be careful to click the portlet icon not the portlet name. Clicking the portlet name will open the edit window.
The system will display the Portlet in a new window.

Portlet Properties

Within the Portlet Manager, locate the Portlet whose properties you would like to view.
Select the View Properties icon () in the far right column for that Portlet or right-click on the Portlet name and select Properties.
The Properties tab will appear displaying default properties such as name, type, shortcut link and owner.
Use the form provided to set Portlet properties including:
- Title: Change the text displayed in the title bar for this portlet.
- Description: Provide the description of the item. This will be used as metadata for this item.
- Title Position: Select position you would like the Portlet title (name) to be displayed.
- Height: Set the height for this Portlet between 100 and 600 pixels. If the Portlet height exceeds the height set, scrollbars will be used to display the content. The default height will display the entire Portlet without scrollbars.
  Note: Height will not be available for all Portlet types.
- Intranet Only: Check this option if this Portlet should only be displayed if the user is accessing the Portlet on the intranet.
- Show Borders: Check this option if the portlet should display the default gray border around the portlet area.
Select the Save button to save your changes.
To return to the Portlet Manager without saving your changes, select the cancel icon () in the top right of the properties panel.

Note: You may also access the permission tab to set user and usergroup access permissions. For more information, please see the section Securing Content.

Removing Portlets

Within the Portlet Manager, locate the Portlet you would like to remove.
Select the remove icon () in the far right column for the Portlet you are removing.
The system will display an alert message confirming you would like to delete the selected Portlet.
You may cancel the delete action by selecting Cancel.
To delete the Portlet, select OK.
The system will delete the selected Portlet from the system.

Biography

View Biography

The Biographies portlet on the portal page displays a picture and a short biography of the individual. You have the ability to change the category of biographies, view a complete biography, and navigate through each biography within a specific category.

- Biography Portlet -

- View All Biographies -

- Full Biography View -

To change a category, select a different item in the Category drop-down menu.

To view a complete biography click on the 'View Complete Biography' link.
If more than one biography is available, use the Next and Previous links to navigate between biographies.

Creating a Biography

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Biography.
Select the continue button ().
Complete the form provided including the following information:

Position Title:

Provide the individuals position or job title.

Category:

Select from the category options provided. To add additional category options see Biography Categories).

Summary:

Provide a brief summary of this biography to be displayed.

Full Biography:

Use the HTML Editor to provide a complete biography or to use a basic text area use the Text Editor button to switch to a text-only field.

Photo

Optionally you may upload a photo of the individual using the browse button to locate the image on your local computer.
Note: Images are accepted in .jpg format only. The recommended size for biography images is 105 pixels wide x 140 pixels high.

Note: The individuals name will be provided on a separate form when you save the biography.

Once you have completed the form select the Save button.
The system will display the file save form. Use the form to select the location you would like to save the biography.
Note: The name of the biography should be the name of the individual this biography is referring too.

Editing a Biography

Select the Content Management icon ().
Select the Document Library tab.
Locate the Biography you would like to edit.
Select the Biography name.
The system will display the Biography form.
Update the Biography information using the form provided.
Note: To delete an existing image, check the Delete Photo checkbox. You may also replace the existing image using the browse button to locate an alternate image.
Select the Save button to save your changes.

Note: Biographies are denoted by the Biography Icon (). Clicking the Sort column header to sort by type may make it easier to locate. You may also use folders to keep similar document types together (See Creating Folders).

Biography Categories

Note: You must have Site Manager privileges in order to access this area of the site.

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Biography.
Select the continue button ().
Select the Categories tab.
The system will display all biography categories currently available in the system as well as how many biographies are currently associated with that category.

Manage Biography Categories

Add a Category

To add a new category, type the new category name in the form provided at the top of the page.
Select the Save button to save the new category.

Edit a Category

To edit an existing category name, locate the category in the list provided and click the Edit icon in the far right column for that category.
The category will appear in the category form at the top of the page.
Make the necessary changes to the category name and select the Save button to save your changes.

Remove a Category

To remove a category, locate the category name in the list provided and click the Delete icon in the far right column.
Note: Only categories without any associated biographies may be deleted.

Biography Portlet

A Biography Portlet is used to display a group of Biographies within a layout. Biographies can be displayed by title, modification date, or name in acending or descending order using the Biography portlet form.

Select the Content Management icon ().
Select the Portlet's tab.
Using the form provided, type the name of the Portlet you are creating.
Select Biography from the type drop down menu.
Select the Create button to create the Portlet.
The system will display a form requesting the default sort order for this portlet.
Select a sort option from the list provided.
Note: Manual sort order will automatically display all new biographies at the bottom of the list.
Select the Save button to save your changes.
The system will display the portlet in the portlet list in alphabetical order. The portlet will automatically pick up all biographies and their associated category and display the biographies within the portlet (See View Biography).

Calendar

The calendar feature provides the ability to create and manage events. A variety of view options allow visitors to access events by day, month or year as well as to export events into Outlook or contact the event coordinator via an online form.

When displaying a calendar within a layout page, two initial view options are available:

Month View

Calendar Portlet Month View

The month view displays a small calendar of the current month. Days cotnaining scheduled events will be highlighted and provide a link to the daily events view page.

Daily Events

The daily events view provides a list of the current days events by timewith the option to select an event to access additional detail. Navigation is provided to view previous and next day as well as switch the the calendar month view.

Event Detail View

The event detail view will list a complete description of the event including the date and time (if applicable), location and contact information.

Event Detail View

Additional Calendar Features

Within the calendar the user may also access the following options:
View a list of the daily scheduled event
Access full screen month view of all events
Access full screen year view including calendars for each month highlighting days containing scheduled events
Access list of all events scheduled for the year, upcoming or past incluidng printer-friendly option

Exporting Events to Outlook

To export an event, navigate to the event detail page using the steps below:

Select the calendar portlet to open the full month view.
Locate the date for the event you would like to export.
Click the event name to open the event detail page.
Select the Export Event to Outlook button located in the bottom right corner.
The system will open the Outlook Calendar Meeting window.
To add the event displayed, click the Save and Close button.
Note: You may also choose to invite other individuals to the event or edit the event details prior to saving the event.

Creating a Calendar

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Calendar.
Select the continue button ().

Managing Events

Once a calendar has been created, you may add events to the calendar following the steps below:

Select the Content Management icon ().
Select the Document Library tab.
Locate the Calendar you would like to add an event too.
Select the Calendar name.
The system will display all events currently included in this calendar.

Manage Events

Create Event

To add a new event, select the Add Event button from the top left.
The system will display the event information form. Complete the form providing the following information:

Event Name :

Provide a short title for this event. This name will appear on the calendar view for the date selected.

Start date :

Select the date and time this event will begin.

End date :

Select the date and time this event will end.

Display Time :

Check this box if you would like the user to be able to view the start and end time for the event.
Tip: For all day events it is useful to uncheck this box so only the date is displayed.

Location

Provide the location for this event.

Contact First Name, Last Name and Email

Provide the name of the person to contact for additional information about this event. By default, this information will be pre populated with the first and last name of the user who is currently logged into the system.

Description

Provide a brief description of the event. This will appear on the event detail view when the user selects the event date or name from the calendar.
Once you have completed all required information, select the Save button to save the event.
The system will return you to the Manage Events area and display the new event in the table.

Edit Event

To edit and existing event, locate the event within the list and select the event name.
The system will display the event information form. Update the information as required.
Select the Save button to save your changes or select Cancel to return to the event manager without saving.

Remove Event

To edit and existing event, locate the event within the list and select the remove icon ().
The system will display a confirmation message confirming you would like to delete the selected event.
To permanently delete the event select OK from the confirmation box.
Select Cancel to cancel this action.

Calendar Portlet

A Calendar Portlet is used to display a calendar of events. Users may select a calendar date to view that days events as well as access monthly and yearly calendar view. Note: You must have a Calendar object created within the Document Library prior to creating a Calendar Portlet. For instructions on creating a Calendar object, please see the section Creating a Calendar.

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Calendar from the type drop down menu.
Select the Create button to create the Portlet.
The system will display all files and folders within the Document Library.
Using the form provided, locate and select the Calendar you would like to display within this Portlet.
Select the Save button.
The Portlet will be created and displayed alphabetically within the Portlet Manager.

Edit Calendar Portlet

Select the Content Management icon ().
Select the Portlet's tab.
Locate the Portlet you would like to edit from the list provided.
Note: You may use the filter options form to help locate a portlet within the Portlet Manager.
Selecting the portlet name will open the edit form.
The edit form for the Calendar portlet offers two options to edit the portlet:
- Option 1 allows the user to manage events for the calendar currently displayed within this portlet (See Manage Calendar Events ).
- Option 2 allows the user to select a different Calendar object from the Document Library to be displayed within the Calendar portlet.
  Note: You must have a Calendar created within the Document Library to use this option. For instructions on creating a Calendar, please see the section Creating a Calendar.

Custom Calendar Portlet Properties

You can customize the calendar display from within the portlet properties area. To do so, follow the steps outlined below:

Select the Content Management icon ().
Select the Portlets tab.
Locate the calendar portlet you would like to customize.
Right-click on the portlet name and select the Properties option OR select the properties icon from the right column for that portlet.
Within the properties area, select the Custom tab.
Select from the list of available portlet displays.

Display Monthly Calendar
Displays a small calendar for the current month. Selecting the calendar will display a large monthly calendar view including all events.
Display Daily Events
Displays a list of events for the current day including the option to move to the next/previous day or switch to the large monthly calendar view. Selecting an event will display the event details.

Select the Save button to save your changes.

Clock Portlet

The clock Portlet will display Washington time, Greenwich Mean Time and the current time in the site’s time zone. This portlet type is most frequently used for embassies or consulates outside of Washigton, DC.

Clock Portlet

Create Clock Portlet

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Clock from the type drop down menu.
Select the Create button to create the Portlet.
Provide the label you would like to use for the Local Time Zone using the form provided.
Select the Save button.
The Portlet will be created and displayed alphabetically within the Portlet Manager.

Categorized Reports

Accessing Categorized Reports

A categorized report may consist of a custom HTML document or uploaded Adobe PDF, Word, PowerPoint, or Excel document. Categorized reports are an excellent option for displaying any information that can be filtered by category. For example, Weekly Activity Reports may be uploaded as a categorized report and categorized by year, month or or other custom category option for easy user access.

The categorized report view will display reports for selected categories within a single portlet by title or date. Users may switch the reports displayed using the select menu at the top of the portlet.

Categorized Report Portlet

View Category

View Specific Categories

Use the select menu at the top of the portlet to select the category you would like to view.
Select the Go button to the right of the select menu.
The system will refresh the view to display only reports within the category selected.
To expand the category view, select the View Category button located at the bottom of the portlet window.
The expanded category view option displays the report title, date and description followed by the option to view additional information.
Note: The report description must be set in the report properties accessed from the document library.

Creating a Categorized Report

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Categorized Report.
Select the continue button ().
The system will display the Categorized Report form. Complete the form providing the following information:

Report Category:

Select a category or multiple categories from the list provided.

Report Content:

There are two options to creating report content:

Option 1: Select a File Source
Use the browse button to upload a file to be displayed for this report. Only .DOC or .PDF files may be uploaded.

Option 2: Create Content
Enter the text of the report into the text area or copy and paste the text from another application.
Click the Save button to save your changes and return to the Document Library.

Editing a Categorized Report

Locate the report within the Document Library.
Select the report name.
The system will open the report and display the Daily Report edit form.
Update the form information as necessary.

If you used the upload file option to create this report, you will have the option to upload a new file. The new file will overwrite the existing file.
If you used the create content option to create this report, you will have the option to upload the content in the editor provided.

Select the Save button to save your changes and return to the Document Library.

Note: Categorized Reports are denoted by the Categorized Report Icon (). Clicking the Sort column header to sort by type may make it easier to locate. You may also use folders to keep similar document types together (See Creating Folders )

Report Categories

Note: You must have Site Manager privileges in order to access this area of the site.

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Categorized Reports .
Select the continue button ().
Select the Categories tab.
The system will display all categories currently available in the system as well as how many reports are currently associated with that category.

Add a Category

To add a new category, type the new category name in the form provided at the top of the page.
Select the Save button to save the new category.

Edit a Category

To edit an existing category name, locate the category in the list provided and click the Edit icon in the far right column for that category.
The category will appear in the category form at the top of the page.
Make the necessary changes to the category name and select the Save button to save your changes.

Remove a Category

To remove a category, locate the category name in the list provided and click the Delete icon in the far right column.
Note: Only categories without any associated biographies may be deleted.

Re-Order Categories

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Categorized Reports .
Select the continue button ().
Select the Categories tab.
Use the up () and down () arrows in the right column of the categories table to set the order in which the categories are displayed in the Category Report Portlet.

Categorized Report Portlet

A Categorized Report Portlet is used to group reports according to a subject matter category. The portlet may be customized to display all categorized reports or only specific categories ordered by name or date.

Categorized Report Portlet

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Categorized Report from the type drop down menu.
Select the Create button to create the Portlet.
Complete the form provided including the following information:

Default Sort Column: Select the column which reports should be sorted by.
Default Sort Order: Select the sort order (ascending or descending) to display the reports.
Categories to Display:
- All - this option will display all Categorized Reports within the site by default. The user may use the selection menu within the portlet to only display specific categories.
- Selected - this option will only display specific categories within the selection menu. The first category displayed initially (See Categorized Report Categories for information on setting the sort order for the categories displayed).
Select Specific Categories: This option is only be available if the option "Selected" is selected under Categories to Display. Use this option to check the category/categories you would like displayed in this portlet.

The Portlet will be created and displayed within the Portlet Manager.

Contacts

View Contacts

When a contact portlet is displayed, contacts are listed alphabetically by contact group.

Using the drop down menu, you may select to view all contacts or view only contacts from a specific group.

Contacts Portlet View

To accesses additional information about a specific contact, select the contacts name from the list provided.
In addition to viewing contact details, you may also email the contact from this view using the Email Contact button.

Contact Detail View

To view a detailed listing of all contacts within a specific group, select the View All option. This will display a list of all contacts display in alphabetical order by last name.
- To narrow down the search for an individual, you can click on the appropriate letter of the alphabet displayed across the top of the list. For example, if the user clicks on the letter "M", all contacts with a last name (or secondary qualifier) beginning with the letter "M" will be displayed in alphabetical order.
- Users have the ability to email a contact directly by clicking on their email address.

Contacts List View

Creating a Contact

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Contact.
Select the continue button ().
Complete the form provided including the contacts personal and contact information.
To upload an image, select the browse button to locate an image on your local computer.
Note: Images are accepted in .jpg format only. The recommended size for contact images is 105 pixels wide x 140 pixels high.
Under Group Membership, select the user groups this contact should be associated with using the checkboxes provided.
Once you have completed the form select the Save button.
The system will display the file save form. Use the form to select the name of the contact and the location you would like to save the contact.

Editing a Contact

Select the Content Management icon ().
Select the Document Library tab.
Locate the contact you would like to edit.
Select the contact name.
Update the contact information using the form provided.
Note: To delete an existing image, check the Delete Photo checkbox. You may also replace the existing image using the browse button to locate an alternate image.
Select the Save button to save your changes.

Note: Contacts are denoted by the Contact Icon (). Clicking the Sort column header to sort by type may make it easier to locate. You may also use folders to keep similar document types together (See Creating Folders).

Contact Groups

Note: You must have Site Manager privileges in order to access this area of the site.

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Contact.
Select the continue button ().
Select the Groups tab.
The system will display all contact groups currently available in the system as well as how many contacts are currently associated with that group.

Add a Group

To add a new contact group, type the new group name in the form provided at the top of the page.
Select the Save button to save the new contact group.

Edit a Group

To edit an existing group name, locate the group in the list provided and click the Edit icon in the far right column .
The group name will appear in the form at the top of the page.
Make the necessary changes to the group name and select the Save button to save your changes.

Remove a Group

To remove a contact group, locate the group name in the list provided and click the Delete icon in the far right column.
Note: Only contact groups without any associated contacts may be deleted.

Related Topics

Creating a Contact Portlet (See Contact Portlet)
Moving a Contact (See Moving Content)
Renaming a Contact (See Renaming Content)
Removing a Contact (See Removing Content)
Viewing a Contact (See Viewing Content)
Contact Properties (See Viewing Properties)

Contact Portlet

Once contacts have been created, a Contact Portlet is used to display contacts and contact groups on a page.

Contact Portlet

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Contact from the type drop down menu.
Select the Create button to create the Portlet.
The system will display a form requesting the default sort order for this portlet.
Select a sort option from the list provided.
Note: Manual sort order will automatically display all new contacts at the bottom of the list.
Select the Save button to save your changes.
The system will display the portlet in the portlet list in alphabetical order. The portlet will automatically pick up all contacts and their associated group and display them within the portlet (See View Contacts ).

Daily Reports

Accessing Daily Reports

Today's Daily Report

By selecting the 'Today’s Daily Report' link under reports on the home page, you will see all the daily summary news. You also have the ability to navigate to the next and previous day's reports by clicking on the 'Previous Day' and 'Next Day' buttons. Users have the ability to view a specific date's report by entering the date in the text field (mm/dd/yyyy format) or by selecting a date from the calendar popup tool. The text field and calendar popup tool are located between the 'Next Day' and 'Previous Day' buttons. If a report has not been uploaded to the site for the day the following message will be displayed: 'No daily reports for this date.'

Most Recent Report

By selecting the 'Most Recent Reports' link under reports on the home page, you will see all the categorized report titles that have been created within the last 90 days along with the security classification of the report (if applicable for your network). By clicking on the report title you will be able to view the report.

Archived Daily Reports

Archived Daily Reports will allow you to select a specific daily report by date. You have two options for selecting a date: enter the date you want to see by typing in the date in mm/dd/yyyy format or by clicking on the calendar graphic to select the date using the pop-up calendar tool. Once a date has been selected, click the 'Go' button to view the daily report.

Creating a Daily Report

When daily reports are displayed to a user, the system will prompt you to select the directory in which to find the reports archives. It is best practice to store all related reports and report content within its own directory.

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Daily Report.
Select the continue button ().
The system will display the Daily Report form. Complete the form providing the following information:

Report Date:

Provide the date this report should be viewed.

Report Content:

Enter the text of the report into the text area or copy and paste the text from another application (^i.e. Microsoft Word)
Click the Save button to save your changes.
The system will prompt you to select the location to save your report.
Note: It is best practice to store all related reports and report content within one folder.
Select the folder you were you would like to save your report.
Hint: If you do not have a separate Daily Reports folder created, you may save the report and move it to a new folder once the new folder is created (See Creating Folders and Moving Content ).
The system will save the report and return to the Document Library.

Editing a Daily Report

Locate the report within the Document Library.
Select the report name.
The system will open the report and display the Daily Report edit form.
Update the form information as necessary.
Select the Save button to save your changes.

Note: Daily Reports are denoted by the Daily Report Icon (). Clicking the Sort column header to sort by type may make it easier to locate. You may also use folders to keep similar document types together (See Creating Folders )

Daily Report Portlet

A Daily report portlet is used to display individual daily reports, the most recently modified or posted report being displayed first (see Create a Daily Report) . A report archive directory is used to display report archives and related information. This directory links to a folder within the Document Library.

Daily Report Portlet and Report Archives

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Daily Report from the type drop down menu.
Select the Create button to create the Portlet.
The system will prompt you to select a folder. The folder selected will be used as the Report Archives folder. When a user selects the Report Archives link from within the portlet they will be able to view all objects within the folder selected.

Note: The folder selected is only used for the Report Archives. The most recently modified or created daily reports will be displayed in the portlet regardless of the report's location within the Document Library.

File Upload

The File Upload content type allows you to upload a single file or multiple files at one time into the Document Library. Once uploaded these files may be linked to within HTML content or Link Portlets.

Supported File Types

File Extensions available are:

File Type	File Extensions
Access	mdb
ASF Video	asf
AVI video	avi
BMP	bmp
CSS	css
Excel	xls, xlm, xla, xlc, xlt,xlw
Flash	swf
GIF	gif
HTML	html, htm
JavaScript	js
JPG	jpeg, jpg, jpe
MP3	mp3
MPEG Video	mpeg, mpg, mpe
MS Project	mpd, mpp, mpt
PDF	pdf
PNG	png
PowerPoint	ppt, pps, pot
Quicktime Video	mov
Real Audio	ram
RTF	rtf
Text	txt
TIF	tiff, tif
Visio	vsd
Wave Audio	wav
WMA	wma
WMV	wmv
Word	doc, dot
XML	xml, xsl
ZIP	zip

Uploading Files

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type File.
Select the continue button ().
There are two options available to upload – advanced and simple:

Advanced Upload

Advanced File Upload

Select the Advanced Upload tab.
Select the Browse… button in the top left of the upload dialog.
Use file selection box to select the files or folders you would like to upload.
Note: Holding down the Ctrl key will allow you to select multiple non-consecutive files. Holding down the shift key will enable you select multiple files consecutively.
Once the files are selected, select the Open button to add the files to the upload key.
Repeat this process to select all the files you would like to upload.
For each file, set the required attributes using the columns provided.
Note: Classification information will only appear for users working on a classified network.
To remove a file from the upload queue, select the file and click the Remove button.
To remove all files from the selection queue, select the Remove All button.
Select Upload to begin uploading the selected files.
The system will display the file save form. Use the form to select the location you would like to save each file to.

Note: All files must be saved to the same directory upon upload. You may then go back and move selected files once the upload is complete (see Moving Content ).

Simple Upload

Simple File Upload

Select the Simple Upload tab.
Select how many files you would like to upload using the form provided.
Select the Continue button.
Complete the form provided for each file.

Filename:

Use the browse button to locate the file you would like to upload.

Intranet Only:

Check this option if this file may only be viewed via the intranet
Once you have provided the required information for each file, select the Upload button. The system will display the file save form. Use the form to select the location you would like to save each file to.

Note: All files must be saved to the same directory upon upload. You may then go back and move selected files once the upload is complete (see Moving Content ).

Editing a File

You may edit files individually within the Document Library using the steps outlined below:

Locate the file within the Document Library.
Select the file name.
The system will open the file upload edit form.
Update the form information as necessary. Uploading a new file will overwrite the existing file.
Select the Save button to save your changes.

Related Topics

Moving Files (See Moving Content)
Renaming Files (See Renaming Content)
Removing Files (See Removing Content)
Viewing a File (See Viewing Content)
File Properties (See Viewing Properties)

Feedback

View/Post Feedback

A Feedback Portlet is used to display a list of feedback responses as well as a link to send feedback. The most recent feedback will be displayed at the top of the list.

To view feedback detail, select the feedback title from the list.

Feedback Portlet

A separate window will open containing all feedback and response information.

Feedback Detail List

To leave feedback, select the Leave Feedback button at the bottom of the page. Complete the form provided to leave your feedback.
Note: If you do not want to display your name and email address on the feedback detail page, be sure to check the box marked Anonymous.

Feedback Form

Create Feedback

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Feedback.
Select the continue button ().
The system will display the feedback form. Complete the form providing the following information:

From Name :

Provide the name of the individual you wish to use by default when posting a response to feedback. When the user views the response, this name will be seen as the sender.

From Email:

Provide the email of the individual you wish to use by default when posting a response to feedback. When the user views the response, this email will be seen as the email of the sender. The users response will be sent to this email account.

To Email / Auto-Notify:

This option is used in conjunction with "Auto Notify". If auto-notify is selected, an email will be sent to this address when new feedback is posted. If auto notify is not selected, the To Email is not required.
Select the Save button to save your information.

Feedback Portlet

In order to display feedback on a layout, you must create a feedback portlet. The feedback portlet is used to display a list of feedback as well as a link to send feedback. Note: You must have a Feedback document created within the Document Library prior to creating a Feedback Portlet. For instructions on creating Feedback, please see the section Creating Feedback .

Feedback Portlet

Creating a Feedback Portlet

Select the Content Management icon ().
Select the Layouts tab.
Locate the layout you would like to add the feedback too.
Select the layout name to open the layout editor.
Using the Create Layout form located in the bottom left panel, provide the following information
- Type: Select the type Feedback
- Name: Provide the name for the portlet
Select the Create button to create the portlet
The system will display all files and folders within the Document Library.
Using the form provided, locate and select the Feedback document you would like to display within this Portlet.
Select the Save button.
The portlet will be created and displayed under Available Portlets in the left menu.
Note: To quickly locate a portlet use the filter options above the available portlets list. You may filter by type or by title.

Related Topics

Adding a portlet to a layout

Manage Feedback

Once a feedback object has been created, users may access and submit feedback. Administrators may then read, remove and respond to feedback.

Select the Content Management icon ().
Select the Document Library tab.
Select the feedback object you would like to manage .
The system will display all feedback related to this object. Messages that have already been read will be marked with the read icon (). Unread messages are marked with the unread icon ().
To read feedback, select the subject name.
Once the feedback has been read, the icon will change to the read icon ().
You may toggle a message from read to unread using the read/unread icon in the right column ().
To delete a feedback item, select the delete icon () from the right column.

Respond to Feedback

The system will display the complete feedback content as well as the option to delete the feedback or send a response.
To send a response, select the Add Response link.
The system will display a form allowing you to post a response to the feedback message.
Select the Send button to save and send your response.
Note: The response will be posted to the website within the feedback object. This response will be viewable to all users who have access to this feedback object.

HTML

HTML content is ideal for creating custom content from basic paragraphs and lists to custom JavaScript functionality. When creating HTLM content use caution when using copy and paste from external applications. Often additional code including fonts, font size and colors are carried over into the HTML document that overwrite the default display settings. This can cause inconsistent display within your site (See Tips for Using HTML).

Creating HTML Documents

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type HTML.
Select the continue button ().
There are two options available to upload:

Design Mode

Use the what-you-see-is-what-you-get (WYSIWYG) HTML editor. This is the recommendation for users with little or no HTML experience creating an HTML document.
The HTML Editor used in design mode is similar to a word processor such as Microsoft Word and provides a WYSISYG interface for creating a web page. You may copy and paste content from a document or webpage or create your own documents within the interface.

Text Mode

Uses a text-only area to supply plain text. This option is Ideal for simple pages to display cable text without changing the formatting. Simply type or copy and paste plain text into the area provide.

For information on making your HTML accessible, please review the Frequently Asked Questions on the IMPACT intranet site at http://impact.state.gov.

Once your page is completed, click the Save button on the bottom left of the screen.
The system will display the save dialog box. Use the form provided to navigate to the location you would like to save the HTML document as well as the classification information (if required).
Click Save to save the HTML Document.

For additional information, see Tips for Using HTML.

Editing an HTML Document

Select the Content Management icon ().
Select the Document Library tab.
Locate the HTML document you would like to edit.
Select the document name to edit the document.
The system will display the document in Design or Text mode based on the mode used when it was originally created.
Update the content using the form provided.
Select the Save button to save your changes.

Note: HTML Documents are denoted by the HTML Document Icon (). Clicking the Sort column header to sort by type may make it easier to locate. You may also use folders to keep similar document types together (See Creating Folders )

Related Topics

HTML Portlets (See Creating HTML Portlets)
Moving HTML Documents (See Moving Content)
Renaming HTML Documents (See Renaming Content)
Removing HTML Documents (See Removing Content)
Viewing an HTML Document (See Viewing Content)
HTML Document Properties (See Viewing Properties)

Tips for Formatting HTML Documents

Cleaning up HTML Formatting

Many times if text is copied from an outside source such as Microsoft Word into soEditor, the formatting is copied along with it. This causes some HTML documents to display in a different font size or style than the rest of the site causing a non-uniform look and feel. There are three options to avoid this:

Create documents directly within the soEditor to maintain the default formatting.
If there is too much text to retype, but formatting is not required, you can paste the text into Notepad first. Then copy from Notepad into the soEditor. This will remove any unnecessary formatting tags while retaining the paragraphs and indentations.
Note: Any additional formatting such as bold type or headings would have to be recreated using soEditor.
Use the soEditor clean up tools to remove unnecessary formatting

To use the last option, follow the steps outlined below:

Select the Code Sweeper icon () located at the bottom left of the soEditor.
Selecting this button will open the code sweeper dialog box.
Chose from the options provided:

Range:
Under Range you may select the option ‘Entire Document’ to clean up the whole page. If text was highlighted in the soEditor you will have the option to apply the code sweeper to selected text only by selecting the option Selection.
All HTML Tags
This option will remove all HTML tags and leave you with a plain text document. Keep in mind this will remove line breaks and other information as well.
Microsoft Word Mark-Up
This option is useful to remove all code specific to Microsoft Word. This will remove Microsoft specific formatting that may not appear the same in all browsers.
Cascading Style Sheets
This option will remove all tags and attributes that assign styles to portions of the text. These styles often overwrite the existing styles in PortalX that are used to format other text within your site.
Font Tags
This will remove all font tags specific to that document and the text will revert to the default font used throughout the rest of the website.
Span Tags
Remove span tags which are often used to apply special formatting to selected areas of the page

Using Tables

Tables should be used to organize information. An example of using a table to organize data is below.

To insert a table into an HTML document, select the Insert Table icon ().

With the cursor inside of the table, the following additional icons will be activated:

	Insert Cell (inserts above cell the cursor is currently in)
	Delete Cell
	Insert Row (inserts above row the cursor is currently in)
	Delete Row
	Insert Column (inserts above row the cursor is currently in)
	Delete Column
	Split current cell
	Merge Cells (this will only be active if 2 or more cells are highlighted)
	View Cell Properties (used to set the background color, border and alignment of current cell)

Working with Images

To insert an image into the soEditor follow the steps outlined below:

Place your cursor where you would like the image to be.
Select the Insert Image icon ().
Use the browse for image icon () to locate an image.
If the image has already been used in the site, you may double-click the image to select it.
Note: Some images are stored in individual folders or directories. Use the expand icon () in the left menu to open image directories. It is best practice to organize images into folders with descriptive names in order to easily located these images later.
If you are uploading a new image, first navigate to the folder you would like to upload the image to, then select the Upload icon () to browse for an image to upload.
Note: Use the New Folder icon () to create a new folder if necessary. The file types accepted include .gif and .jpg.
Double-click the image name to select the image.
Once selected, a preview of the image will appear in the Insert Image dialog box as well as the following property options:

Alt. Text: This field is required for every image. It should contain text describing the image.
Width and Height: These attributes are set automatically by the system based on the selected images size.
HSpace: This sets the spacing on the left and right of the image. This is an important property if you plan to have text wrap around the image as it will provide a buffer and prevent the text from displaying too close to the image.
VSpace: Similar to the above property, this sets the space from the top and bottom of the image.
Border: Select if the image should have a border or not. In most browsers the border displays the same color as the default text color.
Align: Set the alignment of the image. Note: Selecting either Left or Right will cause the text next to the image to wrap either to the left or right of the image. All other options will apply only to the first row of text the right of the image.
Style: Set style attributes here using CSS.

HTML Portlet

An HTML Portlet is used to display an existing HTML document within a Portlet.
Note: You must have an HTML document created within the Document Library prior to creating an HTML Portlet. For instructions on creating an HTML Document, please see the section Creating HTML Documents.

Create HTML Portlet

Select the Content Management icon ().
Select the Portlet's tab.
Using the form provided, type the name of the Portlet you are creating.
Select HTML from the type drop down menu.
Select the Create button to create the Portlet.
The system will display all files and folders within the Document Library.
Using the form provided, locate and select the HTML document you would like to display within this Portlet.
Select the Save button.
The Portlet will be created and displayed alphabetically within the Portlet Manager.

Edit HTML Portlet

Select the Content Management icon ().
Select the Portlet's tab.
Locate the Portlet you would like to edit from the list provided.
Note: You may use the filter options form to help locate a portlet within the Portlet Manager.
Selecting the portlet name will open the edit form.
The edit form for the HTML portlet offers two options to edit the portlet:
- Option 1 allows the user to edit the content that is currently displayed within the portlet. Selecting this option will display the HTML edit form (See Document Manager > Edit HTML)
- Option 2 allows the user to select a different HTML document from the Document Library to be displayed within the HTML portlet.
  Note: You must have an HTML document created within the Document Library to use this option. For instructions on creating an HTML Document, please see the section Creating HTML Documents.

HTTP Portlet

An HTTP Portlet is provides the ability to retrieve content from an external web page or web application and to display the content within a Portlet. This Portlet contains two configuration options: The URL of the web page or application to display and the cache refresh rate.

Create an HTTP Portlet

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select HTTP from the type drop down menu.
Select the Create button to create the Portlet.
The system will display the HTTP Portlet form.
Complete the form providing the following information:

Source URL :

Provide an absolute link to the xml file containing the page you would like displayed within this portlet. You must include the complete URL including the http:// or https://

Cache Refresh Rate:

Provide the number of second that will elapse before the system refreshes the included page.
Select the Save button to save your changes.

Image Portlet

An image Portlet is used to display a single image within a Portlet. The image may optionally include a link to another URL.
Note: You must have an image uploaded within the Document Library prior to creating an Image Portlet. For instructions on uploading an image file, please see the section Uploading Files.

Create an Image Portlet

Select the Content Management icon ().
Select the Portlet tab.
Using the form provided, type the name of the Portlet you are creating.
Select Image from the type drop down menu.
Select the Create button to create the Portlet.
The system will display all files and folders within the Document Library.
Using the form provided, locate and select the image you would like to display within this Portlet.
Select the image you would like displayed in this portlet.
The system will prompt you for the following information:

Hyperlink: Optionally provide a link to a URL accessed when the user clicks the image. To open the link in a new window, check the box provided.
Note: If you are linking to a URL outside of your website, do not forget to include the HTTP://
Alternative Text: Provide an alternative text description for the image. This text should briefly describe the image to the user and is required for accessibility.

Select the Save button.
The Portlet will be created and displayed at the top of the Portlet Manager.

Edit Image Portlet

Select the Content Management icon ().
Select the Portlet's tab.
Locate the Portlet you would like to edit from the list provided.
Note: You may use the filter options form to help locate a portlet within the Portlet Manager.
Selecting the portlet name will open the edit form.
To update the alternative text or URL for the image, select the Continue button.
To update or change the image displayed, the following two options are provided:
- Option 1 allows the user to edit the current image file displayed within the portlet. Selecting this option will open the file upload form and allow the user to overwrite the existing image with a new image.
  Note: If this image is currently used within another portlet, the image will be replaced in that portlet as well.
- Option 2 allows the user to select a different Image file from the Document Library to be displayed within the Image portlet.
  Note: You must have an image uploaded within the Document Library to use this option. For instructions on uploading an image file, please see the section Uploading Files.

Hyperlinks

The hyperlink content type allows you to link to an external website or web page. Once created, you may combine multiple hyperlinks into a link portlet (See Creating a Link Portlet) or use within an HTML document.

Creating a Hyperlink

Select the Content Management icon ().
Select the Document Library tab.
Using the New Document menu, select the document type Hyperlink.
Select the continue button ().
Complete the form provided including the following information:

Complete URL:

You must provide the complete URL including the http:// or https:// if necessary.
Note: To test that the URL entered is correct, access it via the browser in a separate window. Copy the complete URL from the browser and paste it into the form area provided.

Target Window:

Select the window you would like the link to open when clicked. The options include:
- _blank – this will open the link in a new window.
- _top – if you are working within a frameset, the link will take up the complete page.
- _self – this is the most commonly used option. The current page will be replaced with the page you have linked too.

Network (optional):: Select the network on which this link resides.

Once you have completed the form, select the Save button.
The system will display the file save form. Use the form to select the location you would like to save the hyperlink.

Editing a Hyperlink

Select the Content Management icon ().
Select the Document Library tab.
Locate the Hyperlink you would like to edit.
Select the Hyperlink name.
The system will display the Hyperlink form.
Update the Hyperlink information using the form provided.
Select the Save button to save your changes.

Note: Hyperlinks are denoted by the Hyperlink Icon (). Clicking the Sort column header to sort by type may make it easier to locate. You may also use folders to keep similar document types together (See Creating Folders )

Related Topics

Creating a Link Portlet (See Link Portlet)
Moving Hyperlinks (See Moving Content)
Renaming Hyperlinks (See Renaming Content)
Removing Hyperlinks (See Removing Content)
Viewing a Hyperlink (See Viewing Content)
Hyperlink Properties (See Viewing Properties)

Link Portlet

A Link Portlet is used to display a list of links within a Portlet. A link portlet can be used to link to items within the Document Library, Portlets area or Layouts. This portlet type can be displayed in a variety of ways including a bulleted list or rollover menu as illustrated below.

Link Portlet Options

Create a Link Portlet

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Link from the type drop down menu.
Select the Create button to create the Portlet.
The system will display the link portlet form. Available items within the Document Library will be displayed in the left box. Select an item using the check box or click on a folder to view items within that folder.

Link Portlet
Use the right arrow button to move the selected item(s) to the link portlet.
Use the checkbox to select items from the right box.
Use the up and down links above the right box to reorder the selected items or use the left arrow button to remove the selected items from the link portlet.
Select the Save button to save your changes.

Custom Link Properties

You can customize the link display from within the link portlet properties area. To do so, follow the steps outlined below:

Select the Content Management icon ().
Select the Portlets tab.
Locate the link portlet you would like to customize.
Right-click on the link portlet name and select the Properties option OR select the properties icon from the right column for that portlet.
Within the properties area, select the Custom tab.
Select from the list of available link portlet display types.
Select the Save button to save your changes.

Create a Link Portlet

Select the Content Management icon ().
Select the Portlets tab.
Using the form provided, type the name of the Portlet you are creating.
Select Link from the type drop down menu.
Select the Create button to create the Portlet.
The system will display the link portlet form. Available items within the Document Library will be displayed in the left box. Select an item using the check box or click on a folder to view items within that folder.

Link Portlet
Use the right arrow button to move the selected item(s) to the link portlet.
Use the checkbox to select items from the right box.
Use the up and down links above the right box to reorder the selected items or use the left arrow button to remove the selected items from the link portlet.
Select the Save button to save your changes.

Custom Link Properties

You can customize the link display from within the link portlet properties area. To do so, follow the steps outlined below:

Select the Content Management icon ().
Select the Portlets tab.
Locate the link portlet you would like to customize.
Right-click on the link portlet name and select the Properties option OR select the properties icon from the right column for that portlet.
Within the properties area, select the Custom tab.
Select from the list of available link portlet display types.
Select the Save button to save your changes.

Image Portlet

Create an Image Portlet

Select the Content Management icon ().
Select the Portlet tab.
Using the form provided, type the name of the Portlet you are creating.
Select Image from the type drop down menu.
Select the Create button to create the Portlet.
The system will display all files and folders within the Document Library.
Using the form provided, locate and select the image you would like to display within this Portlet.
Select the image you would like displayed in this portlet.
The system will prompt you for the following information:

Hyperlink: Optionally provide a link to a URL accessed when the user clicks the image. To open the link in a new window, check the box provided.
Note: If you are linking to a URL outside of your website, do not forget to include the HTTP://
Alternative Text: Provide an alternative text description for the image. This text should briefly describe the image to the user and is required for accessibility.

Select the Save button.
The Portlet will be created and displayed at the top of the Portlet Manager.

Edit Image Portlet

Select the Content Management icon ().
Select the Portlet's tab.
Locate the Portlet you would like to edit from the list provided.
Note: You may use the filter options form to help locate a portlet within the Portlet Manager.
Selecting the portlet name will open the edit form.
To update the alternative text or URL for the image, select the Continue button.
To update or change the image displayed, the following two options are provided:
- Option 1 allows the user to edit the current image file displayed within the portlet. Selecting this option will open the file upload form and allow the user to overwrite the existing image with a new image.
  Note: If this image is currently used within another portlet, the image will be replaced in that portlet as well.
- Option 2 allows the user to select a different Image file from the Document Library to be displayed within the Image portlet.
  Note: You must have an image uploaded within the Document Library to use this option. For instructions on uploading an image file, please see the section Uploading Files.

Search

Website Search

Website search is a publicly available search for locating documents within the current website as well as all related websites. The website search capability may be accessed via the Search Portlet or the Search icon located in the main toolbar.

Website Search Icon

Select the Search Icon.
The advanced search form will be displayed.
Enter the search criteria in the form provided. Options include searching by specific keywords and document types.
Select the Search button to submit your search.
The system will display the search results sorted by relevance.
Select the Name to open the item.