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Manage portal content

Toby Gilchrist
Updated
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This guide will show you how to add, edit and delete portal content. 

Contents

Introduction

Manage Portal Content is where selected site content pages are created and managed, it is also where Pages, Items and Widgets can be assigned to users.
 

Navigate the Manage Portal Content page

From the menu, you can access the Manage Portal Content page through Admin > Manage Content > Manage Portal Content. 

1. Icons

The icons represent the following: 

Back to Previous Page
You will navigate to the previous page.  
Open Help
This will open a pop-up window with support
Print this Page
This allows you to print the page

2. Add Page

Clicking the Add Page button allows you to create new pages. Eg additional home pages

3. Search functionality

Using the Search functionality, you can search for a previously created Page. Type either the Name or the Location of the Page you want to edit in the Page Name or Location field of the Existing Pages section. This will automatically show only Page Names which have your search criteria in the title. 

Note: If you were not the last person to edit the page you are looking for, ensure that the Last Edited by Me slider is disabled. 

4. Page Name and Location

This is the name of the Page. Double clicking on the name will enable you to edit the Page name.

Note: You cannot change the URL of the page by editing the Page name

5. Fallback, Link in Menu, Last Edited by and Date

Fallback: This is relevant if a site has two variations of the same page which are assigned to different groups of users. Where the Fallback checkbox is selected, this page becomes the default page if, for any reason, the assigned variation of the page is not available.  

Link in Menu: Selecting the Hidden text in the Link in Menu column toggles the page setting between Hidden and Visible. Setting a page as Visible means it will show as an item on the menu. 

Last Edited By: This shows the last user to edit the Page.

Date: This shows whether the page has been Published or whether it is In Edit. It also shows the last date and time the page was edited. 

6. Page name icons

The list of Pages displayed represent the Pages you can edit. The following icons represent the functionality available to edit pages: 

Favourite A yellow star on a white background Description automatically generated Mark a page as a favourite so that it appears at the top of the list of pages
Security Assign a page to a group of users
Duplicate page A grey symbol with a corner Description automatically generated with medium confidence Duplicate a page
Insert sub-page A grey symbol with a arrow Description automatically generated with medium confidence Insert a sub-page [LS1] for a page. Sub pages can be useful when utilising breadcrumbs. This enables the user to go back one section if using sub pages. 
Edit page A grey pencil with a eraser Description automatically generated Open the Content Management System template to edit a page


Add a Page

A Page can be added to provide additional site content and the option for different users to see different content. For example, a new content page can be added and accessed through a link from another page (through an Item or Widget). Additional Home Pages can also be added and assigned to specific users. 

  1. From the Manage Portal Content page, click on Add Page
  2. Type a Page Name
  3. If your LMS supports multiple languages, then you can select the relevant Culture for the page using the Culture dropdown. This ensures users are seeing the correct and relevant page
Note: The Page Type dropdown is a legacy feature which is unused.
  1. Then click on Save
  2. The Page has now been added to the list
  3. This is now available to add content to before publishing to the site
  4. Select the Edit icon to add or edit content, we’ll go into more detail about how to add or edit content in the next section of the module
  5. If necessary, select the Security icon to assign access levels within the site structure

Click here to see how to Edit a Page

From the Manage Portal Content page click on the Edit icon next to the Page you wish to add or edit content for. This will open the content management system (CMS) Edit page 

 

 

Add an item to a page

  1. Select the + bar to open the Add Item menu for the Page. Widgets are on a separate tab 
  1. Select the relevant item from the Add Item list and select the Add button 

Click here for more information on the options available in the Add item list

Image Add an Image
Text Add an editable Text box
Video Add a Video
Audio Add an Audio file
Document Add a Document
Group This enables you to bundle Items and Widgets together into a group so that it’s easier to manage editing your page
Widget Add a Widget. We’ll go into more detail about each Widget below
Activity – Individual Add an individual activity with a short description
Activity Slider A slider to advertise a number of activities
Divider – No line A Divider to split-up a page (this is useful if there are multiple items with different heights on one row)
Divider – With line A Divider with a line to split-up a page (this is useful if there are multiple items with different heights on one row)
Export Compliance Training Records Adds a button to export the training records report for the Compliance Learning Plan. The report only returns users that report into the logged in user as their manager
First Login Set Identifies that the user has logged in and will not see the first login page again (this can be used in a Portal Content Page that should only be seen once)
Help Article Expandable items used on Frequently Asked Question (FAQ) pages
Image – Text Overlay Enables an image to have text on it when a cursor is placed on the image
Image Banner

This Item is typically used at the top of a page, which contains text and an image. Normally used to create a banner for the page.

Recommended size: 2400 × 700px 72dpi
Incomplete Surveys Surveys that have a status of ‘Incomplete’ in a training plan assigned to a user
Learning Journey The currently selected Learning Journey or the Learning Journey picker if a Learning Journey has not been selected
Learning Journey (Carousel Fallback) Same as the Learning Journey item, however, if a user does not have a Learning Journey assigned to them a carousel item will be displayed instead
Learning Journey Resources A carousel of activities that have been included as resources for a selected Learning Journey
News Article Previews of news articles from the News page
Validate Query String Checks that a query string has been passed through to the Pageto define what should be visible (if one does not exist, the user is re-directed to the homepage)

 

Edit an Item on a Page

  • Open the Edit menu by selecting the Configure icon for the item you wish to edit
  • The Edit menu contains a range of options tailored to the selected item. 


 

Click to view the options available

Assignment

Assigns the item so that only assigned users can see it.

Selecting this will open a pop-up to restrict the Item’s visibility by the organisational structure. Values not selected will not see the item on-screen.

 
Feature

Locks the Item so that a user cannot remove it from their homepage (portal template only).

Portal Items, such as Widgets, cannot be deleted when this setting is selected.

 
Delete

Deletes the Item. Selecting this will Delete the Item from the Page. This can be undone by selecting the Undo button in the bottom righthand side of the screen.

 
Settings

Changes the Item Settings. Selecting this will open a contextual settings pop-up for the Item, if any are available. For example, if the Item is a Carousel, Settings will enable the activities in the Carouselto be changed. 

 
Move

Moves the Item on the Page.

Using the mouse to select this icon, the item can be relocated by dragging it around the screen.

 
Width

Resizes the Item. 

Selecting this will open a dropdown list of fractional values equal to one full width of the screen. These options dictate the width of your item across the screen.
Edit

Where available, enables the content of the Item to be edited.

Selecting this will open a contextual editor for the Item. This may be a text editor, an activity selection list or an image library, depending on your Item. 

Whilst you are editing Items on your Page, there are a selection of options that you should be aware of:

  • Edit Page: Double clicking the text next to Edit Page enables you to rename the Page.
  • Template: Different templates can be used. For example, if you are linking from a news Widget, then a news template would need to be utilised
  • Save: Select this button to Save the Page
  • Preview: Select this button to Preview the Page
  • Revert: Select this button to Revert the changes made and go back to the previous version of the Page
  • Publish: Select this option to Publish the Page. This will make it visible to your learners

 

Add a widget to a page

  1. Select the Widget item from the Widgets tab
  2. Select the one you wish to add, then click Add

Click here to expand and view the available Widget Item options

Admin – Activity Completion Stats Displays the number and type by % of Learning Activities that have been completed over the previous 30 days/90 days or year to date. Works in conjunction with the Scorecard - Filter Widget.
Admin – Activity Status Bulk Update Displays a filtered list of users based on a selected activity with ability to manually change the activity status.
Admin – Bulk Booking Displays a filtered list of users based on a selected activity with the ability to book selected users onto a schedule for classroom training.
Admin – Daily Audit By Structure Type Displays a table and a bar chart of the last 7 days logins by the selected structure index type in the configuration.
Admin – Daily Login Stats Shows the number of people who have logged in on each day over the defined time period.
Admin – GDPR User Content Displays a list of users who have withheld consent to have their data processed - based on GDPR configuration settings.
Admin – Mange Scheduled Classes Displays lists for completed and scheduled classes providing access to manage delegates and mark attendance.
Admin – Manager Reassignment Displays a list of managers who are marked a ‘Leaver’ but still have a team assigned to them, with the ability to re-assign their team to a new manager. 
Admin – On-The-Job Activity Launcher Launch a specific On-the-Job Activity for a selected user. 
Admin – On-The-Job Activity Launcher (Legacy) Lists users that the logged in manager can see and allows access to their On-the-Job Activities.
Admin – Profile Change Requests Displays a list of user profile change requests that can be approved or rejected.
Admin – User Registrations Displays a list of users that have registered for access to the platform that can be approved or rejected.
Admin – Schedule Availability Displays all schedules nearing capacity (configurable as a percentage) allowing the Administrator to create additional schedules. 
Badges Summary Summary of badges achieved by the user.
Carousel This can be configured to display assigned and trending activities.
Curriculum Level Progress This is a legacy Widget and no longer used. 
Dashboard – Hierarchy List – Learning Plan Progress Shows the sub levels in the current location and the overall progress against the selected training plans. Training plans can be grouped into different columns.
Dashboard – Hierarchy Progress Bar Chart Shows a bar chart of the current locations progress against each selected training plan level.
Dashboard – Hierarchy Progress Pie Chart Shows progress against the selected training plans for the current level of the dashboard.
Dashboard – Individual Learning Plan Level Progress Shows an individual’s high-level progress against each dashboard training plan assigned to them.
Dashboard – Individual Learning Plan List Shows the training plans or journeys assigned to either the individual logged in or the individual who has been drilled down into via the dashboard.
Dashboard – KPI Used to build the team dashboards once custom KPIs have been set-up. This Widget can display data in many ways and is for advanced users only.
Dashboard – KPI Team Progress This is a legacy Widget and no longer used.
Dashboard – Level Progress Summary Shows individual progress of dashboard Learning Plans.
Dashboard – Team Learning Progress Displays a pie chart of the completion progress of assigned Learning Activities and programmes for a team.
Dashboard – Team Validation This is a legacy Widget and no longer used.
Dashboard – Today’s Classrooms Lists tiles of today’s classrooms showing time, venue, attendance and provides a direct link to edit classroom.
Dashboard – User List – Learning Plan Level Progress Shows the users in the current location and their progress against the defined Learning Plan levels. Groups people by their Learning Plan.
Dashboard – User List – Learning Plan Progress Shows the users in the current location and their progress against the defined Learning Plans.
Engagement Summary Summary of the user's engagement with the learning platform. The engagement percentage calculation is based on the number of assigned activity completions in the last 28 days, optional activity completions in the last 28 days and logins over 10 minutes in the last 28 days which are put into a formula that then presents an engagement percentage. 
General – Leaderboard Displays a Leaderboard of users ranked by most points earned, configurable by department.
General – Learning Journey Picker Displays all Learning Journeys that you are assigned to. Selecting one will update the Learning Journey item on the page that you are viewing.
General – Library Search Allows you to type in the search text and select a category before being redirected to the Learning Library.
General – Most Popular Activities The most popular activities on the LMS based on the number of completions.
General – News Slider Points to another CMS page to pull through news items.
General – Print/PDF Puts print and PDF links onto the page.
General – What’s New A list of the latest activities that have been added to the LMS.
Individual – Accreditation Badge Shows the Badge associated with the accreditation level of the person logged in.
Individual – Achievement Badge This is a legacy Widget and no longer used.
Individual – Badges List of Badges achieved by the user and other badges available.
Individual – Community Groups Displays the latest posts from groups a user is a member of.
Individual - Connections This is a legacy Widget and no longer used.
Individual – Latest Badge Shows the latest Badge of the person logged in with a link to view all Badges.
Individual – Learning Progress Summary Can be configured to show the progress of a programme for an individual.
Individual – Next Booking Displays the user’s next scheduled booking with a link to view the booking details.
Individual – Personal Review Shows the date of your next personal review.
Individual – Progress Pie Chart A pie chart shows the user’s progress against all activities that are either assigned to, or accessed by, the user. 
Individual – Progress Pie Chart – Learning Plan A pie chart showing your progress against activities in your training plans.
Individual – Progress Pie Chart – PDP A pie chart showing your progress against activities in your PDP.
Individual – Progress Pie Chart – Relevant Learning A pie chart showing your progress against activities in your Relevant Learning.
Individual – Resume Learning Displays the last incomplete Learning Activity a user accessed with link to resume the activity.
Individual – Review Objectives Displays a user’s personal review objectives and links to their review form.
Individual – Review Status Displays the status of a user’s personal review.
Individual – Skills Gap Links you to your skills gap analysis. You need to have this set up in your system for this widget to work.
Individual – To Do List Displays a list of outstanding items, such as unread messages or incomplete activities a user needs to view and complete.
Individual – To Do List – Learning A to do list consisting of outstanding learning.
Individual – Upcoming Classes Displays the next 3 scheduled Classroom Activities with ability to book.
Launch Activity On Login Select an activity to launch when the page loads if they haven’t completed it. For login add this to the homepage.
Mentee Displays information to Mentees.
Mentor Displays Mentor information.
Outstanding Feedback Presents activities that require a user to complete a feedback form.
Page View Use this to view a different page by entering the URL in config. The URL will be displayed in an iframe.
Points Summary Summary of Points awarded to the user. 
Quick Link This can be configured to present an icon and a link to a page in the LMS or a hyperlink to another site. 
Ranking Summary Ranking of the user against other peers.
Resources Carousel A carousel containing all the resources associated to the Learning Journey.
Reward Points Statement Displays a list of all the points a user has earnt in a statement, selectable by month.
Scorecard – Filter Puts a filter onto the page to allow the end user to select the hierarch they want to view in the page. This filter only works with a limited number of Widgets.
Scorecard – Filter Test This is a legacy Widget and no longer used.
Scorecard - Key Displays a colour coded key of selected structures. This works in conjunction with Scorecard – Filter. This needs to be set up on your system. 
Scorecard – Staff Composition Displays a graph of staff composition by selected structure. This works in conjunction with Scorecard – Filter. This needs to be set up on your system.
Scorecard – Staff Evolution Displays a graph of staff evolution by selected structure. This works in conjunction with Scorecard – Filter. This needs to be set up on your system.
Scorecard – Staff Experience Displays a graph of staff experience by selected structure. This works in conjunction with Scorecard – Filter. This needs to be set up on your system.
Scorecard – Staff Turnover Displays a graph of staff composition by selected turnover. This works in conjunction with Scorecard – Filter. This needs to be set up on your system.
Skills Analysis – List Current User Templates Lists the templates assigned to the logged in user.
Skills Analysis – Radar Shows the results of the SAT form in a radar chart.
Skills Analysis Advice Displays categories, a link to a skills assessment and links to recommended Learning Activities.
Team – Direct Report Progress Pie Shows the training progress of all the user’s direct reports for all courses in their Learning Plans and Learning Journeys. 
Team – Engagement This is a legacy Widget and no longer used.
Team – Progress Summary This is a legacy Widget and no longer used.
Team – Review Objectives Shows your team’s objectives set in this period’s review. You need to have the performance review functionality enabled to use this. 
Team – Review Status Shows your team's progress through the review process. You need to have the performance review functionality enabled to use this.
Team – Skills Analysis – Radar Shows a radar chart of the selected skills analysis template with respect to the filters. Requires the Scorecard – Filter Widget.
Team – Skills Analysis – Summary Table Shows the summary results of the selected skills analysis and the selected filters. Requires the Scorecard – Filter Widget.
Team – Staff List Shows you the people who report directly into you with setup options for what is shown.
Team – Validate Staff List Displays and filters a staff list with ability to validate, edit, mark leavers and other selected functions.
Upcoming Classes Displays a list of upcoming classes.
Workshop Promo Selection of workshops to be advertised to encourage bookings. 

Note: If you see a number or Active next to a Widget, this indicates that the Widget is already active on your site.


Delete a Page

Deleting a Page will remove it from the site. Before you do this, you should ensure that any users who access this page will not be affected by its removal. If they are affected, you should ensure any alternative or fallback pages are allocated.  

  1. From the Manage Portal Content page, locate the Page from the list or use the Search bar to find the Page you wish to remove
  2. Select the check box next to the Page that needs deleting
  3. Select Delete Pages from the Bulk Actions dropdown menu
  1. Select the Apply button to Delete the selected Page(s)
     

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