Administering eXo Platform

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

  • Branding eXo Platform Instructions on how to change your company logo and the color of the top navigation bar in the portal.
  • Notification administration Instructions on how to enable/disable notification plugins.
  • Customizing the look and feel of eXo Platform Instructions on how to create and apply a global stylesheet into a site.
  • Editing eXo Platform Instructions on how to edit certain aspects of eXo Platform, including website content, pages and sites.
  • Content Administration The way to access the Content Administration page where you can manage workspaces, drives, node types, metadata, templates, and queries.
  • WebDAV Definition of WebDAV and its advantages, how to access a workspace using various WebDAV clients (on a web browser or in an OS window), and WebDAV restrictions.
  • Managing your organization Instructions on how to manage users, groups and memberships in eXo Platform.
  • Managing sites In-depth instructions on how to create, edit and delete sites.
  • Managing pages Steps to add/delete a new page, and edit its properties and layout.
  • Managing permissions Introduction to permission levels in eXo Platform, and how to set permissions at various levels.
  • Managing navigations Introduction to navigation levels eXo Platform, and in-depth instructions on how to perform various actions on navigation nodes.
  • Managing applications How to manage categories, portlets and gadgets, and introduction to management and monitoring gadgets in eXo Platform.
  • Building an online community How to enable users to register themselves, publish some resources for anonymous access

Branding eXo Platform

eXo Platform allows you to easily brand eXo Platform by changing your company logo and the color of the top navigation bar in the portal.

  1. Click image0 –> Portal –> Branding on the top navigation bar.

The Branding page will be displayed:

image1

Details:

  • The Select Logo pane: Uploads your company logo that must be in the .png format.
  • The Select Navigation Bar Style pane: Selects the navigation bar style suitable to your logo. There are two styles available on the portal, consisting of Dark which is default, and Light.
  • The Preview pane: Displays the preview of the top navigation bar with the currently defined logo and navigation bar style.
  1. Click Upload to browse and upload the logo from your local device;

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

image2

  1. Click the box in the Select Navigation Bar Style pane and select one style from the drop-down.

Your style selection will also make the color of fonts on the top navigation bar change.

Tip

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

  1. Click Save to accept your changes.

Notification administration

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

To do so, simply select image3 –> Portal –> Notifications on the top administration bar.

The Activity Notification Administration page will be displayed as below:

image4

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

Note

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

Customizing the look and feel of eXo Platform

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

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

This section covers the following topics:

Creating a global stylesheet

  1. Click image5 Content Sites Explorer on the top navigation bar.
  2. Select the Sites Management drive in the drives list.
  3. Select a site in the Sites Management panel, for example, agital, then select the css folder.
  4. Click image6 to open the CSS File form which allows creating a new global stylesheet.

image7

  1. Enter the name of global stylesheet into the Name field, for example, GlobalStylesheet\_Orange.

  2. Set the value as “True” in the Active field to activate your global stylesheet for your site. “True” is set by default when a new global stylesheet is created. If you select “False”, your newly created global style will be disabled.

  3. Input one positive integer into the Priority field, for example “10”.

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

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

image8

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

image9

Note

  • The values in both of the Active and Priority fields decide if your newly created global stylesheet is applied into your site successfully or not.
    If the Active field is set to “True” in many global stylesheets, the system will automatically merge all the global stylesheets into the ${site-name}/Default/Stylesheet-min-lt.css file of the css folder in the ascending order and get the stylesheet with the highest priority. Thus, after selecting “True”, to make sure that your stylesheet is applied, you need to pay attention to the priority level so that the selected priority of your stylesheet is higher than those of other global stylesheets in the css folder.
  • The default global stylesheet will be automatically created in the css folder when you create a new site. However, this global stylesheet can be overwritten by either setting “False” for its Active field or setting the higher priority for other global stylesheet than that of the default global stylesheet.
  • When you want to create a common stylesheet to share for all sites in the portal, you should create one in the Sites Management/shared/css folder. This stylesheet will be rendered and applied into your desired site when you switch to it.

Editing a global stylesheet

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

Renaming a global stylesheet

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

Checking the display

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

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

Note

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

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

    image10

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

    image11

Editing eXo Platform

If you belong to members of editor or administrator groups, you will see image12 on the top navigation bar. By clicking this button, you will see a drop-down menu that allows you to edit content, pages and site quickly.

image13

Editing a website’s content

Note

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

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

Editing a page

Hover your cursor over Page, then click:

Editing a site

Hover your cursor over Site, then click:

Content Administration

This section covers the following topics:

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

To access the Content Administration page, click image14 on the top navigation bar, then select ContentContent Administration from the drop-down menu.

The Content Administration page will appear.

image15

From this page, you can access:

  • Templates image16: Manage templates of documents, CLV and metadata.
  • Explorer image17: Manage views, drives and tags.
  • Repository image18: Manage namespaces, node types and locks.
  • Advanced image19: Manage categories, queries, scripts and actions.

Working with Templates

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

From the Manage ECM Main Functions panel, select Templates.

image20

eXo Platform provides 3 available template types, including:

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

Document templates

In Templates, select Documents to open the Documents panel.

image21

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

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

Note

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

Editing a Document template

  1. Select the template type tab (Documents, Actions or Others).
  2. Click image22 corresponding to your desired template in the Action column.

The View & Edit Template form appears.

image23

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

Note

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

Deleting a Document template

Simply click image24 corresponding to the template you want to remove, then select OK in the confirmation message.

Adding a new document template
  1. Select the template type tab (Documents, Actions or Others).
  2. Click Add Template at the bottom to open the Template Form window.

image25

Note

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

  1. Select the template type from the Name drop-down menu.
  2. Specify a name for the template in the Label field.
  3. Click image26 next to the Permission field to open the Select Permission dialog.
  4. Optionally, select the Dialog tab, View, and/or CSS and enter the value in the input-text box.
  5. Click Save to create the template.

List templates

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

image27

Editing/Deleting a List template

Editing a List template

  1. Click image28 corresponding to your desired template in the Action column.

The Edit List Template form appears.

image29

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

Note

You cannot change the Template Name field.

Deleting a List template

Simply click image30 corresponding to the template you want to remove, then select OK in the confirmation message.

Adding a new List template
  1. Click Add Template at the bottom to open the Add List Template window.

image31

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

Note

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

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

Metadata templates

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

In Templates, select Metadata to open the Metadata panel.

image32

Viewing a Metadata template

Simply click image33 corresponding to the metadata you want to view.

The Metadata Information form will open.

image34

Editing a Metadata template

  1. Click image35 corresponding to your desired template in the Action column.

The Edit Metadata’s Template form appears.

image36

  1. Change the required properties of the metadata.

Note

You cannot edit the metadata name.

  1. Click Apply to save all metadata changes.

Deleting a Metadata template

Simply click image37 corresponding to the template you want to remove, then select OK in the confirmation message.

Working with Explorer

From the Manage ECM Main Functions panel, select Explorer.

image38

Here you can manage:

Views

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

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

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

image54

Views in eXo Platform

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

Admin

image55

Icons

image56

List

image57

Categories

image58

Web

image59

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

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

Viewing

Simply click image60 corresponding to your desired view in the Action column.

The View form will open.

image61

Editing a view

  1. Click image62 in the Action column.

The Edit View form appears.

image63

  1. Edit the view properties.
  • You cannot change the view name.

  • If you select the Enable Version checkbox, this view automatically increases to one version after you have clicked Save. It is displayed at the Base Version column in the Views tab. Moreover, the View tab in the Edit View form will have the Restore Version field which allows rolling back a given version.

    image64

  • By default, the Hide explorer panel in side bar checkbox is only selected for the Admin and List views. This means you can use the Explorer tree to browse content from the side bar in the Icons, Categories, and Web views by default. However, in the Admin and List views, you need to deselect these checkboxes first.
  1. Optionally, select the Action tab to do the following actions on the tab.
  • i. Click image65 to edit one existing tab. You can add or remove functions on the selected tab by selecting/deselecting the corresponding checkboxes. Note that you cannot change the tab name.
    1. Click image66 to delete an existing tab.
    1. Click Add to add a new tab to the view.
  1. Optionally, select the Permission tab to delete the existing permissions or to add new permissions.

Note

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

  1. Click Save to apply all changes in the View tab.

Adding/deleting an action in a view

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

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

  1. Log in to eXo Platform as an administrator.
  2. Go to Administration Content Content Administration.

image67

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

image68

  1. In the right panel, click on edit button image69 of the view you want to change, List view for example.
  2. In the Edit form, select Action tab then click on image70.

image71

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

image72

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

Deleting a view

Click image73 corresponding to the view you want to delete, then click OK in the confirmation message.

Note

You cannot delete a view which is in use.

Adding a view
  1. Click Add View located at the bottom to open the Add View form.

image74

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

Note

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

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

The Add/Edit Tab form appears.

image75

  • i. Enter the name for the tab in the Tab Name field.

  • ii. Tick checkboxes corresponding to the actions you want to add to the tab.

  • iii. Click Save to finish creating a tab.

    The newly created tab is displayed in the Tab column.

    image76

  1. Select the Permission tab, then click Add to add permissions for the view. It is required.
  2. Click Save to finish adding your view.
Explorer templates in eXo Platform

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

image77

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

Editing/Deleting an Explorer template

Editing an Explorer template

  1. Click image78 next to the template you want to edit.
  2. Change the current template’s properties.

Note

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

Deleting an Explorer template

Click image79 corresponding to the template you want to delete, then select OK in the confirmation message.

Adding an Explorer template
  1. Click Add to open the Add Explorer Template form.

image80

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

Drives

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

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

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

In Explorer, select Drives.

image39

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

Editing a drive
  1. Click image43 corresponding to your desired drive in the Action column.

The Edit Drive form appears.

image44

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

Note

The drive name cannot be edited in this form.

Deleting a drive

Simply click image45 that corresponds to the drive you want to delete, then select OK in the confirmation message.

Adding a new drive
  1. Click Add Drive at the bottom to open the Add Drive form.

image46

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

image47

  1. Select the home path for the drive by clicking image48.
  2. Browse an icon for the workspace by clicking image49.
  3. Select permissions for groups that have access rights to this drive by clicking image50.

Note

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

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

image51

  1. Select the document type that will be created in this drive.
  2. Limit the node types shown in the left tree by clicking image52 next to the Allowance nodetype on left tree field.
  • If you do not select the value for this field, this means all node types are shown in the left tree. The “empty” value is converted into * once you have clicked Save.
  • If you define specific node types in this field, only these node types are shown in the left tree.
  1. Select the Apply Views tab and select the view types you want to be available in the drive.

image53

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

Tags

The Tagging function enables you to manage tag styles.

In Explorer, select Tags to open the Tags panel:

image81

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

Editing/Deleting a tag style

Editing a tag

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

  1. Click image82 corresponding to the tag name which you want to edit in the Action column to edit the tag style configuration. The Edit Tag Style Configuration form appears which is similar to that of adding a tag style.
  2. Change values in the fields, including Number of Occurrences and HTML Style, except Style Name.
  3. Click Update to save new changes.

Deleting a tag

To delete one tag style, simply click image83 in the Action column, then select OK in the confirmation message.

Adding a tag style
  1. Click Add Style at the bottom to open the Edit Tag Style Configuration form.

image84

In which:

Field Description
Style Name The tag name which cannot be edited after you have added.
Number of Occurrences The number of documents assigned to a tag.
HTML Style Includes font-size, font-weight, color, font-family, and text-decoration.
Asterisk (*) Indicates the fields are mandatory.
  1. Input values in the fields: Style Name, Number of Occurrences, and HTML Style.
  2. Click Update to accept adding a new tag style.

Note

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

Setting permissions on public tags

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

image85

Setting permission to tag management

Here, you can click image86 or image87 or image88 to add permissions to the users, memberships or anyone respectively. Then, click Add to add your selected permissions to the User or Group table.

Note

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

Deleting a permission

In the User or Group table, simply click image89, then select OK in the confirmation message.

Working with Repository

From the Manage ECM Main Functions panel, select Repository.

image90

Here you can manage:

Namespaces

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

In Repository, select Namespaces to open the Namespaces panel.

image91

Registering a namespace

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

image92

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

Note

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

Node types

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

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

image93

Viewing node types

  1. Click image94 corresponding to the node you want to view. The View Node Type Information form will appear.

image95

  1. Click Close at the bottom of the form to exit.

Adding a node type

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

image96

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

Note

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

  1. Select a value for the Is Mixin Type field.
  • True: This node is Mixin type.
  • False: This node is not Mixin type.
  1. Select a value for the Orderable Child Nodes field.
  • True: Child nodes are ordered.
  • False: Child nodes are not ordered.
  1. Enter a value for the Primary Item Name field.
  2. Enter a value for the Super Types field. Clicking image97 will direct you to the Super Types tab for you to search for available super types.
    • Property Definitions: Lists all definition names of the Property tab.
    • Child Node Definitions: Lists all definition names of the Child Node tab.
  3. Click Save to accept adding a new node type, or Save as Draft to save this node type as draft.

Importing node types

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

image98

  1. Click Select File to upload a file.

Note

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

  1. Click the Upload button.

Note

If you want to upload another file, click image99 to delete the file which has just been uploaded, then upload other files.

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

Exporting node types

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

image100

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

Note

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

Locks

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

image101

Unlocking a node

Simply click image102 corresponding to nodes which need to be unlocked in the Locked Node tab. The unlocked nodes will disappear from the locked nodes list.

Managing locks

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

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

  • Click image103 corresponding to the group which you want to remove from the “Unlock” permission list, except the *:/platform/administrator group.

Note

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

Working with Advanced configuration

From the Manage ECM Main Functions panel, select Advanced.

image104

Here you can manage:

Categories

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

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

image105

Here, you can do the following actions:

Editing/Deleting a category tree

Editing a category tree

  1. Click image109 in the Action column to open the Edit Category Tree form.

image110

  1. Click image111 in the Add column to add more category trees. The mini Edit Category Tree form will appear.

image112

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

Note

The category name must not contain more than 150 characters.

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

Deleting a category tree

Simply click image113 in the Action column, then select OK in the confirmation message.

Adding a category tree
  1. Click Add Category Tree to open the Add Category Tree form.

image114

  1. Enter the category tree name in the Name field which is required.
  2. Select the workspace you want to work with.
  3. Select the home path by clicking image115. The Select Home Path form will appear.

image116

  • Click image117 next to Root Path if you want to select the root path or;

  • Click the arrow icon to go to the up level path and click the plus sign to expand the folder in the left pane.

    Click image118 corresponding to the path that you want to select as a home path.

  1. Click Next to select permissions for the category tree.

image119

  • i. Click image120 or image121 or image122 to set permissions for user, membership or everyone respectively. Your selected user or membership will be displayed in the User or Group column.

Note

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

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

Note

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

  1. 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.

image123

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

Note

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

Queries

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

image124

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

Editing a query
  1. Click image128 in the Action column to open the Edit Query form.

image129

  1. Edit the properties of the selected query.

Note

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

3 .Click Save to accept all changes.

Deleting a query

Simply click image130 in the Action column, then select OK in the confirmation message.

Adding a new query
  1. Click Add Query to open the Add Query form.

image131

  1. Enter a query name into the Query Name field that is required.
  2. Select the query type from the Query Type drop-down menu.
  • xPath (XML Path Language) is a language for selecting nodes. For example, /jcr:root/Documents/Live.
  • SQL (Structured Query Language) is a database computer language.
  1. Enter the statement for the query that must be unique.

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

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

  3. Select permissions for a group that can use this query by clicking image132.

Note

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

  1. Click Save to finish adding a new query.

Scripts

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

image133

The Scripts panel has 3 tabs:

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

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

Editing a script

Editing a script

  1. Click image137 in the Action column to open the Add/Edit Script form.

image138

  1. Edit the properties in this form.
  2. Click Save to save all changes.
Deleting a script

Simply click image139 in the Action column, then click OK in the confirmation message.

Adding a new script
  1. Click Add Script to open the Add/Edit Script form.
  2. Enter values for the Content, Name and Script fields.

Note

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

  1. Click Save to accept adding your new script.

Actions

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

image140

Here, you can do certain actions as follows:

  • :ref:Editing an action <Actions.EditingAction>` image141
  • :ref:Deleting an action <Actions.DeletingAction>` image142
  • :ref:Adding an action type <Actions.AddingActionType>` image143
Editing an action
  1. Click image144 in the Action column to open the Add Action Type form.
  2. Edit the properties in this form.
  3. Click Save to save all changes.
Deleting an action

Simply click image145 in the Action column, then select OK in the confirmation message.

Adding an action type
  1. Click Add Action Type to open the Add Action Type form.

image146

  1. Input a name for the action.
  2. Select the script type.
  3. Enter the value for the Variables field.
  • Click image147 to add more values for the action.
  • Click image148 to delete one value.
  1. Click Save to accept adding a new action type.

WebDAV

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

Note

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

What is WebDAV?

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

WebDAV provides the following features:

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

Why uses WebDAV?

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

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

Connecting to WebDAV

In eXo Platform, there are 2 modes of WebDAV:

In which:

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

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

Over a web browser:

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

image149

Nautilus (Linux):

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

image150

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

image151

Windows Explorer (Windows 7):

  1. Open the Computer window, then click Map network drive.

image152

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

image153

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

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

Note

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

Windows Explorer (Windows 8):

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

Note

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

Windows Explorer (Windows XP):

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

image154

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

image155

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

image156

“net use” command

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

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

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

then hit Enter.

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

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

Note

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

WebDAV restrictions

There are some restrictions for WebDAV in different OSs.

Windows 7/Windows 8

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

Windows 7

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

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

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

Windows 8

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

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

Microsoft Office 2010

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

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

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

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

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

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

Managing your organization

This section covers the following topics:

Adding a user

  1. Click image157 on the top navigation bar, then select Community Add Users from the drop-down menu.

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

image158

Details:

Field Description
Asterisk (*) This mark indicates that the field is mandatory.
User Name

The name used to log in. The username must be:

  • Lowercase (a - z), digit (0 - 9), underscore (_), and dot (.) characters, but dash (-) are not allowed.
  • From 3 to 30 characters in length.
  • Lowercase for its first character.
  • Lowercase or digit for its last character.
Password The authentication string which must be between 6 and 30 characters, including spaces.
Confirm Password Retypes the password above. The values in both Password and Confirm Password fields must be the same.
First Name The user’s first name which must start with a character. Its length must be between 1 and 45 characters.
Last Name The user’s last name which must start with a character. Its length must be between 1 and 45 characters.
Display Name This field is not required. Its length must be between 0 and 90 characters.
Email Address

The user’s email address that must be in the correct form, such as username@abc.com.

There are 2 parts in the email address, called local part and domain (for example, local_part@domain):

  • Local part: Only lowercase (a - z), digit (0 - 9), underscore (_), dash (-) and dot (.) characters are allowed, and the first and last characters of this part must be lowercase or digit ones.
  • Domain: Only lowercase (a - z), digit (0 - 9), dash (-) and dot (.) characters are allowed, and the first and last characters of this part must be lowercase or digit ones. Note that the dot (.) character is required.
  1. Fill all fields in the Account Setting tab which must be completed.

    Further information about the user, such as nickname, or birthday, can be added in the User Profile tab that is not required.

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

Managing users

Click image159 on the top navigation bar, then select Community –> Manage Community from the drop-down menu.

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

image160

Editing user information

  1. Locate the user you want to edit his information.
  2. Click image161 corresponding to the user with the information you wantto edit.
  3. Select the Account Info tab to edit main information of the user, including First Name, Last Name, Display Name, or Email Address.

image162

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

For more details on these fields, see here.

  1. Select the User Profile tab to edit personal information of the selected user, including Profile, Home Info, Business Info, and Social Networks Info (if OAuth authentication is configured by your administrator).

    • In Social Networks Info, when clicking the Save button:

      • If the field of social network username was cleared, the current

      eXo account is unlinked to the new social network username.

      • If the field of social network username was changed, it should be

      unlinked to the previous social network username and linked to the a new (changed) social network username. If the field was left blank, it should only be unlinked.

    • You may also switch the default display language for that user by

    selecting another language from the Language field.

  2. Select the User Membership tab to see the group membership information of the user.

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

To remove a membership type of the use, simply click image163.

  1. Click Save to accept your changes.

Removing a user

In the Users tab, simply click image164 in the Action column, then click OK in the confirmation message.

Activating/Suspending a user

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

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

image165

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

Activity Stream

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

People

Wiki

Calendar

Documents

Forum

Spaces

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

Notifications

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

Answers

Note

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

  • Their account will not be listed when someone sets the category permissions.
  • They will no longer receive emails from the Watching feature of Answers.
  1. To suspend a user, switch Active ? button corresponding to this user to Yes.

Note

  • Users/groups permitted to access this application can suspend users. By default, this permission is granted to the platform/administrator group.
  • A user cannot suspend himself, one warning appears if he attempts to do this.
  • The superuser root cannot be suspended.
  1. To re-activate a user, simply switch Active ? button corresponding to this user to No.

Managing groups

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

image166

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

Adding a new group

  1. Select the path to create a new group by clicking the group from the left panel or by clicking image167 if you want to create a group at a higher level. The selected path is displayed in the breadcrumb bar.
  2. Click image168 in the left panel.

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

image169

Details:

Field Description
Group Name Name of the group that is required and unique within the portal with its length from 3 to 30 characters. Only letters, numbers, dash and underscore characters are allowed for the Group Name field.
Label The display name of the group with any length from 3 to 50 characters.
Description Description of the group with any length from 0 to 255 characters.
  1. Fill in the required fields. Once being saved, the Group Name cannot be edited.
  2. Click Save to accept creating the new group.

Note

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

Editing/Deleting a group

Editing a group
  1. Select the group you want to edit in the left panel.
  2. Click image170 in the left panel to show the Edit Current Group form of the selected group.

image171

  1. Make changes on the fields, except Group Name.
  2. Click Save to commit your changes.
Deleting a group

Simply select the group you want to delete in the left panel. Next, click image172 and select OK in the confirmation message.

Note

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

Adding a user to a group

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

image173

  1. Enter the exact Username of the user that you want to add to the selected group (you can add many usernames separated by commas); or click image174 to select your desired users from the Select User form.
  2. Select the membership for the users from the Membership drop-down menu. You can click image175 to update the memberships list in case of any changes. See more information of membership types here.

Note

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

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

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

Note

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

Editing a user membership in a group

  1. Click image176 in the Action column in the Group Info form. The Edit Membership form will open.

    image177

  2. Change the membership of the selected user by selecting another value from the Membership drop-down menu.

  3. Click Save to complete your changes.

Managing memberships

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

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

image178

Note

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

Adding a new membership type

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

Editing a membership type

  1. Click image179 corresponding to the membership type you want to edit in the Action column.
  2. Make your desired changes on the Description field. You cannot change the Membership name.
  3. Click Save to accept your changes.

Deleting a membership type

Simply click image180 in the Action column, then click OK in the confirmation message.

Note

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

Sending mail about users registration

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

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

  1. Configure your SMTP server by following the Outgoing mail service guide.

  2. Configure the service used for sending emails in portal.war/WEB-INF/conf/admin/admin-configuration.xml. This file contains descriptions for each available parameter, including:

    • Two mandatory parameters:

      • sendMailAfterRegistration: Set this parameter to “true” to

      enable email sending after a user registration.

      • mailTo: Add your email address in which you wish to receive

      notifications about new registrations.

    • Optional configurations of mail content:

      • mailFrom: This will be used as from header in the mail.
      • mailSubject: The Subject of the mail.
      • mailMessage: The content of the mail.

Tip

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

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

Managing sites

Managing sites include the following actions:

Creating a new site

Note

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

  1. Click image181 Portal Sites on the top navigation bar, then click Add New Site in the Manage Sites page;

    Or, click EditSiteAdd Site.

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

image182

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

image183

Details:

Field Description
Keep session alive

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

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

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

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

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

Note

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

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

Note

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

Editing a site

Note

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

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

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

Editing layout

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

    Or, click EditSiteLayout on the top navigation bar.

    The Edit Layout form will display.

image184

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

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

    To edit or remove any element, hover your cursor over it, then select image185 or image186 respectively.

Note

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

Editing navigation

Click Edit Navigation corresponding to your desired site on Manage Sites form;

Or, click EditSiteNavigation on the top navigation bar.

The Navigation Management form appears.

image187

Note

For more information about actions, which can be done in the Navigation Management form, see the Managing navigations <ManagingNavigations> section.

Editing configurations

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

The Edit window with the Portal Settings tab appears.

image188

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

Note

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

Selecting the site’s skin

With eXo Platform 5.0 a new ready skin is available as an add-on for enterprise packages.

You can install it by using this command in a 5.0 eXo Platform package versions:

addon install exo-enterprise-skin

Having the add-on installed in your package and being an administrator, you can apply it easily by following these steps:

  1. Click image189 Portal Sites on the top navigation bar.
  2. Click on the button Edit Site Configuration, a pop up appears to configure the site.
  3. Select the skin: either the default one or the Enterprise one

image190

and then click on save button.

Going back to the site’s homepage, the selected skin is applied:

image191

Deleting a site

Note

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

  1. Access the Manage Sites panel <CreatingNewSite>.
  2. Click image192 corresponding to the site you want to delete.
  3. Click OK in the confirmation message.

Note

You cannot delete the Intranet site.

Managing pages

Managing pages includes the following actions:

Adding a new page

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

Using Page Creation Wizard

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

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

Step 1: Selecting a navigation node and creating the page

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

  1. Open the site to which you want to add a new page. You will be switched to your selected site only after a few seconds.

  2. Click image193 on the top navigation bar, then select Page Add Page from the drop-down menu to open the Page Creation Wizard form.

    image194

The wizard is divided into two sections.

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

In which:

Field Description
Selected Page Node The path of the selected node to add a new sub-page.
Node Name The node name of the added page. This field is required, unique and must start with a letter. Only alphabetical, numerical, dash and underscore characters are allowed for this field with the length between 3 and 30 characters.
Extended label mode Ticks the checkbox to show the Language field for you to select another language for your created node’s display name. It means that if this checkbox is deselected, the Language field will be deactivated.
Language Selects your desired language for the node’s display name from the drop-down menu.
Display Name The display name of the node which contains the added page and its length must be between 3 and 120 characters.
Visible

Toggles the global visibility of this page.

If this option is checked, the page or the page node appears on the navigation bar, the page navigation and the sitemap. If “Visible” is checked, the visibility also depends on the Publication Date & Time option.

If not being unchecked, the page is hidden under any circumstances, even if the publication period is valid.

Publication date & time Allows the page to be published for a given period. If this option is checked, Start Publication Date and End Publication Date will be shown.
Start Publication Date The start date and time to publish the page.
End Publication Date The end date and time to publish the page.

Note

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

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

Step 2: Selecting a page layout template

image195

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

Step 3: Arranging the page layout

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

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

    image196

    In which:

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

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

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

      For Tabs Layout, you can add more tabs to the layout, and reorder the position of the tabs.

    • For each layout, you can edit different layers, from the parent container to its child containers. The parent container holds its child containers and the child containers can hold applications. You can also drag a container to another one that helps you create various layouts to your desires.

    • Remember that you can also drag and drop the container to another one that helps you create your own various layouts to your desires.

    • For any container layout, you can edit the parent container or its child containers separately. Deleting the parent container means that its child containers are removed as well.

    • You cannot drag and drop a child container to change its location, but can drag it outside its parent container.

  • Rearranging elements in the page body by dragging and dropping them into your desired positions. Also, you can edit or remove any element by hovering your cursor over it and selecting image197 , or image198 respectively.

  • Viewing page properties by clicking View Page Properties at the bottom of the Page Editor window.

  • Previewing your changes by clicking Switch View Mode.

Note

Click image199 in the Page Editor window to save all changes, or image200 to close without saving your changes.

Using Pages Management

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

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

image201

In which:

Field Description
Page Id The page’s identification string which will be automatically generated when the page is created.
Owner Type
  • If Owner Type is “portal”, the page is created for a portal. Therefore, only users who have the Edit permission on the portal can create this page type.
  • If Owner Type is “group”, the page is created for a group. Therefore, only users who are the manager of that group can create this page type.
Owner Id

The identification name of the page’s owner which will be automatically created after you have selected Owner Type.

  • When the owner type is set to “group”, a list of groups will allow you to select one user as the ‘owner’.
  • The name of the current portal is automatically selected for Owner Id, ensuring the Edit permission is assigned to users who can edit the current portal.
Page Name The page name which is required, unique and starts with a letter. Only alphabetical, numerical, dash and underscore characters are allowed with its length from 3 to 30 characters.
Page Title The page title which is optional with its length from 3 to 30 characters.
Show Max Window The option enables the page to be shown at the maximum size or not.
  1. Define the page layout in the Page Layout tab.

  2. Define permissions in the Permissions tab. This tab consists of four sub-tabs named Access, Edit, Move Apps and Move Containers.

    • The Access tab shows all users who can access the page:
      • If the value of the Owner Type field is “Portal”, the name of the current portal is automatically selected for the Owner Id field, so that the Access permission is assigned to all users who can access the current portal.
      • If the value of the Owner Type field is “Group”, the Access permission is assigned to all users who are the members of the group that is selected in the Owner Id field of the Page Settings tab.

    To reassign the Access permission for the page, see details in the Access permission section.

    • The Edit shows all users who have the Edit permission on the page.
      • If the value of the Owner Type field is “Portal”, the Edit permission is assigned to users who can edit the current portal.
      • If the value of the Owner Type field is “Group”, the Edit permission is assigned to all users who are the members of the group that is selected in the Owner Id field of the Page Settings tab.

    To reassign the Edit permission for the page, see details in the Edit Permission section.

  3. Click Save to accept creating a new page.

Editing a 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 Editing navigation section.

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

The second way

i. Access the Pages Management page.

ii. Click image202 corresponding to the page you want to edit.

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

image203

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

image204

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

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

Note

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

  1. Click Save, then select image205 in Page Editor for all changes to take effect, or image206 to abort.

Deleting a page

  1. Access the Pages Management page.

You will see a list of all existing pages.

  1. Click image207 in the row of the page you want to delete.
  2. Click OK in the confirmation message.

Managing permissions

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

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

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

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

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

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

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

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

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

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

Making guests accessible to the Register form of Intranet

Tip

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

For the Intranet site, the Register form is already featured by the Register application and put into the Register page (node) (by selecting image208 –> Portal –> Sites Edit Navigation next to intranet).

image209

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

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

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

  1. Log in as root, then use http://mycompany.com:port/portal/intranet/Register to go to the Register page.
  2. Check the Access permission at the Register page level by clicking image210 –> Page –> Edit Layout.

image211

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

Note

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

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

Note

Remember to click image212 to make your changes affect, if any.

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

    to be at the site level, then select image213 –> Site –> Layout.

    image214

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

Note

Remember to click image214 to make your changes affect, if any.

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

image215

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

image216

Note

  • In this section, some examples and screenshots use default groups and memberships

that are ready-made by configuration. To create groups and memberships as you want, see Managing your organization.

  • Do not misunderstand that labels of predefined membership types, such as “manager” or “publisher”, represent their permissions.

This means, those labels do not define any permissions. If you create a page, you are the person who decides if a “manager” has access to your page or not.

Permissions in this section are divided into:

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

Setting permissions on a site

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

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

  1. Click image217 Portal Sites on the top navigation bar.

The Manage Sites page appears.

image218

  1. For new sites:

    • Select Add New Site to open the Create New Portal form.
    • Click the Permissions tab.

    For existing portals:

    • Select Edit Site Configuration Permissions tab:

    image219

Access permission

Note

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

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

image220

  • If you want to assign the Access permission to users in the public mode (without signing in), simply select the Everyone checkbox.

  • If you do not want everyone to access the portal, first deselect the Everyone checkbox, and do the followings:

    1. Click image221 to open the Select Permission form.

    image222

    1. Select one group in the left panel, and one membership type in the right panel.

Note

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

  1. Click Save to finish your settings.
  • After you have selected a membership type, the selected permission is displayed in the Access permission list.
  • You can only select one group with one membership type at each time. If you want to add more, click image223 and select again.

Edit permission

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

image224

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

image225

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

Note

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

  1. Click Save to finish your settings.

Move Apps permission

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

image226

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

Note

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

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

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

Move Containers permission

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

image227

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

Note

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

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

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

Note

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

Setting permissions on a page

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

Via Edit Page:

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

image228

You will be directed to the Page Editor window.

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

Via Pages Management:

  1. Select image229 –> Portal –> Pages on the top navigation bar to open the Pages Management page.
  2. Locate the page you want to edit using the Page Id column, then click
image230 corresponding to the page in the Action column. You will be
directed to the Page Editor window.
  1. Click View Page Properties in the Page Editor window.
  2. Select the Permissions tab.

image231

Access permission

Note

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

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

Edit permission

Note

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

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

Move Apps permission

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

Note

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

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

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

Move Containers permission

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

Note

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

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

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

Note

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

Setting permissions on a container

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

  1. Select the Containers tab, then hover your cursor over the container that you want to edit and click on image232.
  2. Select the Permissions tab.

image233

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

Note

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

Setting Access permission on a category

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

  1. Click image234 Applications on the top navigation bar to open the Manage Applications page.

image235

  1. Select one category from the list of available categories in the left panel, then click image236.
  2. Select the Permission Setting tab.
  3. Set the Access permission on a category that is similar to the Access permission section.

Note

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

Setting Access permission on a portlet

  1. Go to the Manage Applications page.

  2. Select the category containing the portlet you want to set the Access permission, then click the relevant portlet under your selected category.

    The selected portlet will be highlighted in grey in the left panel with its detailed information in the right pane.

  3. Follow steps stated in the Access permission section to assign the Access permission on your selected portlet in the Default Permission Settings form.

Note

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

Managing navigations

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

  • Site navigation
  • Group navigation
  • :ref`User navigation <ManagingNavigations.UserPageNavigation>`

Site navigation

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

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

image237

Note

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

Group navigation

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

To manage the group’s page navigation, click image238 –> Portal –> Group Sites on the top navigation bar.

The Group Navigation Management page will appear.

image239

User navigation

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

Note

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

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

Adding a new node

  1. Select Add New Node to create a node as a sub-node of the selected node.
    • If you want to create a new node at the root level of the portal, click image240, then right-click the empty space and select Add New Node;
    • Or, simply click Add Node.

The Add/Edit Page Node form appears.

  1. Enter values in the Page Node Setting tab.

image241

In which:

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

Note

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

Note

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

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

image242

In which:

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

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

    image243

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

    You can select a page for creating a node by simply clicking image244, or search for a specific page as follows:

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

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

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

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

    iii. Click image245 to perform your search. All pages matching your search criteria will be listed.

    iv. Click image246 on the row of the page to select.

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

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

Note

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

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

Editing a node

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

Copying/Pasting a node

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

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

Note

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

Cloning a node

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

  1. Select Clone Node from the drop-down menu.

  2. Right-click the position that you want to paste this node and select Paste Node.

    The cloned node will be reproduced in a new place.

  3. Click Save to accept your changes.

Cutting a node

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

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

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

Note

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

Deleting a node

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

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

Changing nodes order

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

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

Managing applications

To manage categories, portlets and gadgets in a portal, you first need to go to the Manage Applications page by clicking image247 on the top navigation bar, and select Applications. The Manage Applications page will appear.

image248

In which:

  • image249 Tab bar consists of two items, including Portlet and Gadget.
  • image250 Action bar consists of actions related to adding a category and importing applications.
  • image251 Left pane lists all categories and portlets/gadgets of each category.
  • image252 Breadcrumb bar is the path from a specific category to a specific portlet/gadget in that category.
  • image253 Right pane provides the detailed information of a specific portlet/gadget.

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

Managing categories

Managing categories includes the following actions:

Adding a new category

  1. Click image254 on the Action bar to open the form below.

image255

In which:

In the Category Setting tab:

Category name
The field is required, unique and must start with a letter. Only alphabetical, numerical, dash and underscore characters are allowed for this field with the length between 3 and 30 characters.
Display name
The display name of the category and its length must be between 3 and 30 characters.
Description
A brief description of the category. Any length from 0 to 255 characters is allowed.
  1. Enter values in the Category Setting tab.
  2. Select the Permission Setting tab to set the Access permission for your category. It is required. Accordingly, other users can only view and use portlets in your category to which they have access.

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

image256

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

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

Editing/Deleting a category

Editing a category

  1. Click your desired category, then click image257 on the title bar.
  2. Update the category information.
  1. Click Save to apply changes.

Note

You cannot change the category name.

Deleting a category

  1. Select your desired category and click image258 on the title bar.
  2. Click OK in the confirmation message.

Adding a portlet/gadget to a category

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

  1. Click image259 located on the title bar of the category to which you want to add portlets/gadgets.
image260
Display name
The display name of a portlet/gadget.
Application Type
Either Portlet or Gadget.
  1. Enter the display name and select an application type.
  2. Select a portlet/gadget by checking the radio button.
  3. Click Add to accept adding the selected portlet/gadget to the category.

Managing portlets and gadgets

Managing portlets and gadgets includes the following actions:

Adding a portlet/gadget to the Applications list

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

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

image261

Details:

  • Left panel image262: The list of portlets/gadget.
  • Right panel image263: The information of the portlet/gadget.
  • Breadcrumb bar image264: The path of the portlet/gadget.
  1. Click the portlet/gadget which you want to add to the Applications list.

The information of the portlet/gadget is displayed.

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

image265

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

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

image266

Note

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

Activating the Import Applications function

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

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

  1. Hover your cursor over the Application Registry portlet, then click image267 at the upper left corner of that portlet.

The Edit Mode will be displayed.

image268

  1. Tick the Show “Import Applications” button checkbox, then click Save to accept the changes.
  2. Click Close to close the Edit Mode form, then click image269 to quit the Page Editor page.

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

Importing portlets and gadgets

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

  1. Click image270 at the right corner on the Action bar.
  2. Click OK in the confirmation message to accept importing portlets and gadgets automatically.

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

Viewing/Editing detailed information of a portlet/gadget

Viewing a portlet

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

image271

Left panel image272
All portlets and gadgets grouped by categories.
Breadcrumb bar image273
The path of the portlet/gadget.
Right panel image274
Details of the portlet: Name, Display Name, Description, and information on the Access permission.
Editing a portlet
  1. Click image275 on the top corner of the right panel.

The Edit Application Information form will appear.

image276

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

Editing a specific portlet

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

  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 editing a page.

  2. Hover your cursor over your desired portlet, then click image277 at the upper left corner of that portlet.

    The Edit form will be displayed.

    image278

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

  1. Make changes on fields in the various tabs.
  • The Portlet Setting tab allows you to change values related to settings of your selected portlet.

    In which:

    Field Description
    Display Name The display name of portlet which cannot be changed.
    Portlet Title The portlet title with the length between 3 and 60 characters.
    Width The portlet’s vertical size. The value of this field must be in numeric format.
    Height The portlet’s horizontal size. The value of this field must be in numeric format.
    Show Info Bar The option enables the information bar to be shown or hidden. If the Show Info Bar checkbox is not selected, Portlet Mode and Window State will not be displayed in that portlet.
    Show Portlet Mode The option enables the portlet mode to be shown or hidden.
    Show Window State The option enables the portlet’s window state to be shown or not.
    Description The brief information of the portlet. The length must be between 0 and 255 characters.
  • The Select Icon tab allows you to select an icon for the portlet. By clicking Get Default, you do not have to select any icon from the list, the suitable icon will be got automatically.

  • The Decoration Themes tab allows you to select a theme for the portlet from the themes list. By clicking Get Default, you do not have to choose any theme, it will be automatically set.

  • The Access Permission tab allows you to set the access permission on the portlet. The portlet can be made public to everyone or restricted to specific groups.

Note

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

  1. Click Save And Close to accept your changes, then click image279 to quit the Edit Inline Composer/ Page Editor page.

Adding a gadget

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

image280

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

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

image281

  1. Click Add to accept your inputted URL.

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

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

For example:

image282

  1. Click Save to accept creating your new gadget.

Note

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

To update information of the added gadget, simply click image283 to refresh information.

  • You can delete a local gadget using image284 corresponding to each gadget in the left gadgets list.
Adding a new gadget from Dashboard

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

Editing a gadget

  1. Select your desired gadget in the left panel, for example Group Navigations, then click image285 located at the header of the Gadget Details page to display the following window.

image286

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

Note

You cannot change the Name field.

Management and Monitoring Gadgets

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

Monitoring gadgets

eXo Platform provides 3 types of the Monitoring gadget:

  • Memory
  • Caches level
  • Application Statistics

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

image287

Memory

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

image288

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

  • Used: The total used memory.
  • Free: The total free memory.
  • Total: The total memory.
Caches level

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

  • If the cache is full but the hit ratio is low (or missed ratio is high), it means the cache is full of unnecessary data. It should be cleared and/or its size is increased, or its lifetime is decreased.

  • If the cache is full and the hit ratio is high, this is good. It means most of data are retrieved from the cache, but not from the database, so the system gets better performances.

  • If the cache is empty, it should be configured differently, for example, increasing its lifetime.

    image289

  • The Consumption tab shows the overall cache consumption in the system.

  • The Hit ratio tab shows the ratio between requested data fetched from cache and data fetched from database.

    image290

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

image291

In which:

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

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

image292

The gadget consists of two tabs:

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

Each application provides you with the following information:

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

Service Management

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

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

The Service Management page is displayed.

image293

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

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

Building an online community

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

Note

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

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

Publishing sites and pages

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

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

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

How to enable users to register themselves

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

image294

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

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

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

Left Navigator

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

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

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

image297

Publishing a content

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

image298

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

Make it public

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

image299

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

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

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

Building an online community by example

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

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

  1. Publish the intranet site.

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

See the above Left Navigator for details.

  1. Create a web content that gives the links to login and register, as follows:

Click Administration –> Content –> Sites Explorer. You can create the content somewhere in a general drive, for example Sites Management:/intranet.

Choose the template Web Content:

image300

Input title as “welcome” for example. Click Source (see the screenshot) then put the following code to its content:

<table style="width: 100%">
    <tbody>
        <tr>
            <td style="width: 1px; white-space: nowrap">Please login if you have an account already:</td>
            <td><a class="btn btn-primary" href="/portal/login">Sign in</a></td>
        </tr>
        <tr>
            <td style="width: 1px; white-space: nowrap">Or register a new one:</td>
            <td><a class="btn btn-primary" href="/portal/intranet/Register">Register</a></td>
        </tr>
    </tbody>
</table>

image301

Save and publish the content.

image302

  1. Create a Welcome page. Take care to create the page in the same level with the Home page.

Add the Content Detail portlet to the page. Edit the portlet to select the content you created.

image303

Publish the portlet and the page.

5. Move up the Welcome page as described in Site Navigation. Also, make the page invisible.

  1. Publish Forum page.
  2. Publish Wiki page. As the Wiki Home is restricted by default, publish it as well.

The following image shows the screen when an anonymous user accesses /portal.

image304