With the Portal feature, you can curate and share specific content with your brand teams or medical communications departments in a simplified user interface. Curated content provides users with the most relevant material, while content filters aid users in finding the correct assets quickly. Vault includes a visual, intuitive Portal Editor to create and manage the Portal Homepage, almost exactly as it appears to Portal users. This makes Portal configuration easier and quicker than managing Portals and content through object records.
The Portal Editor must be enabled by an Admin.
Note: As of the 22R3.4 release, Vault includes two (2) Portal interfaces: the existing Portal, now known as legacy Portals, and the new Brand and Medical Portals. Currently, the updated Portal interface must be enabled by an Admin. See About the New Portal.
Accessing the Portal Editor
To access the Portal Editor, navigate to the All Portals page in your Vault by clicking the Portals tab. Click the Edit button to enter edit mode. You can also access the Portal Editor by selecting Edit Portal from the Portal Selector.
About the All Portals Page
When you enter edit mode on the All Portals page, you can see all existing Portals in your Vault, both active and inactive.
From the All Portals page, you can:
- Create a new Portal
- Click the Edit icon on an individual Portal to launch that the Portal Editor and configure the Portal
- Click into the Name field to edit the Portal’s name; Vault automatically saves the updated name when you click anywhere outside of the field
- Click the Sync icon to refresh the Vault-populated Portal Widgets in your Portal
- Click the Launch Portal icon to view your Portal as it appears to your Portal Experience Users
- Click the Display toggle to set your Portal to Inactive or back to Active; note that this option does not appear in Vaults where the Portal object is in an object lifecycle
- Delete a Portal
Creating a Portal
To create a new Portal, click the plus (+) button on the All Portals page while in edit mode. Enter a Portal Name and click Save. Vault creates your Portal record and adds it to the All Portals page. Click the Edit icon to open your new Portal in edit mode.
Configuring a Portal
Click the Edit icon on the All Portals page to open your Portal in edit mode, then click the Edit icon on the desired Portal. From here, you can edit Portal properties such as the logo, colors, and description, as well as update Portal content. When you’ve finished editing your Portal, click Save. Vault saves your changes and displays your Portal as it appears to your users.
Selecting a Portal Logo
The Portal logo displays in the header bar under the Portal Name. Click the Edit icon or anywhere on the logo to select a new logo.
In the Select new logo dialog, search or add filters to find a Vault image document to use as the logo. Click the green plus (+) icon to select a logo. Your logo file should be an image file (PNG, JPEG, etc.). If you don’t select a logo, Vault displays no logo for the Portal on the All Portals page, and the standard Vault logo displays on the Portal Homepage.
Setting Portal Colors
You can set both Primary and Highlight colors for your Portal. The Primary color displays in the Portal header bar, navigation arrows, Content Filter icons, and more. The Highlight color displays in various buttons on the Portal Homepage.
To set colors for your Portal, click into the color blocks. You can use the color slider and your mouse to select a color, or enter a six-digit Hex Color Code. When you finish selecting a color, click anywhere outside of the Color Selector. Vault automatically saves your selection.
Editing Portal & Portal Widget Names
To edit the Name field for your Portal or Portal Widgets, click the Edit icon. When you’ve finished updating the field, click Save.
Editing the About Section
To edit the About section on your Portal Homepage, click into the text box and enter a description. When you’ve finished editing, click anywhere outside of the text box. Vault automatically saves your changes.
Updating the Display Max
The Display Max controls the maximum number of items that appear in a given widget in the Portal Homepage. Vault automatically sets the Display Max for each widget, but you can use the Display Max drop-down for each Portal to choose to display fewer Portal Widget Content records in that widget.
| Portal Widget | Display Max |
|---|---|
| Carousel | 4 |
| Featured Content | 12 |
| Most Popular | 24 |
| Recently Added | 24 |
| Coming Soon | 24 |
| Most Active | 24 |
| Most Viewed | 24 |
| Content Filters | 12 |
| Related Portals | 12 |
| Additional Content 1-4 | 12 |
Note that each Portal Widget object record has a Display Max, but you can add more documents to a widget so that users with less access to content still see a full Portal widget.
Making a Widget Active or Inactive
Vault automatically creates all Portal Widget records and sets them to Active. You can choose to set any widget to Inactive so that it doesn’t display on the Portal Homepage. Click the Display toggle to set a widget to Inactive or back to Active.
Populating Portal Widgets & the Portal Library
When you create your Portal, Vault automatically creates the following Portal Widget object records. You can populate some of these with content manually, while Vault automatically populates and updates others.
- Carousel: You can display content as a large click-through banner at the top of the Portal Homepage with the Carousel widget.
- Content Filters: You can create custom views in your Portal Library and then assign them to your Portal. Your Portal users can use these content filters to easily find filtered content. You can also configure the Announcements content filter to create an Announcements page where you can share information with your Portal users.
- Featured Items: You can display the top content that you want Portal users to see in the Featured Items widget.
- Additional Content 1-4: You can manually select content that you want to appear in these widgets. We recommend renaming the widget to reflect the content.
Vault also automatically adds the following three widgets to the Portal Homepage. These widgets provide options for brand managers or department leaders to build a more specific Portal experience for users. We recommend displaying one of these widgets on your Portal Homepage and setting the rest to Inactive.
- Coming Soon: Vault automatically populates the Coming Soon widget with the documents assigned to your Portal that are in the In Review or Starting state. This widget provides user visibility into content that will soon be approved and available.
- Recently Added Widget: Vault automatically populates the Recently Added widget with the Steady state documents assigned to the Portal that were added to the Portal in the previous 45 days.
- Most Popular Widget: Vault automatically updates the Most Popular widget with the Steady state documents assigned to the Portal with the highest number of source file or rendition downloads from your Vault in the Portal in the previous 45 days.
- Most Active Widget: Vault automatically populates the Most Active widget with Steady state documents assigned to the Portal with the most activity, including views, copies, downloads, and rendition downloads, in your Vault and across all Portals.
- Most Viewed Widget: Vault automatically populates the Most Viewed widget with the most viewed Steady state documents in your Vault and across all Portals.
Adding Content to Portal Widgets
When you populate a Portal Widget, you create a relationship between the various Portal Widget object records and Vault documents. For each document that you add to a Portal Widget, Vault creates a Portal Widget Content object record. You can add content to any widget that Vault does not automatically populate. Note that you can add content to multiple widgets. To add content to your Portal Widget:
- Click Add in that widget.
- Vault creates a content placeholder. Click Edit.
- In the Select Document dialog, search or add filters to find your document.
- Click the green plus (+) icon. Vault automatically adds the content to your widget and closes the dialog.
You can also update existing content in a Portal Widget. Hover over a document and click Edit. You can select a new document in the Select Document dialog to replace the current document.
Ordering Content in Portal Widgets
You can reorder documents in your Portal Widgets by clicking the shaded top-left corner and dragging the document to a new location in the widget.
Note that you can’t reorder content in Vault-populated widgets. To refresh content in these widgets, navigate to the All Portals page in edit mode and click the Sync icon for your Portal.
Removing Content from Portal Widgets
To remove content in your Portal Widgets, click the X button for that document. Vault confirms your deletion and removes the content from your Portal Widgets. Note that content removed from Portal Widgets still appears in your Portal Library. See below for details on removing documents from your Portal Library.
Add Additional Content to the Portal Library
You can also add content to your Portal Library without adding it to a Portal Widget object record.
- Search for and open a document in your Vault Library and click Edit.
- In the Portal Details panel, select the Portals to which you want to add the document.
- Click Save.
You can associate documents with multiple Portals. Note that assigning a Portal Widget in the selector does not add the document to that widget. To add a document to a widget, you must navigate to the widget and click Add.
Content Filters
With Content Filters, you can add saved views to your Portal Homepage to display specific content for your users. See Using Custom Views for details on creating saved views in your Vault.
Portal users can see Content Filters on the Portal Homepage or in the left-hand panel of the Library. When a Portal user selects a Content Filter, it returns a filtered list of related documents and binders.
Adding a Content Filter
To add a Content Filter to your Portal Homepage using any saved views that you have permission to view:
- Open your Portal in edit mode and navigate to the Content Filter widget.
- Click Add.
- In the Add Content dialog, select the Saved Views content type and click Continue. If your Portal already includes an Announcements content filter, Vault skips this step.
- In the Add Saved View dialog, search or add filters to find your custom view.
- Select your custom view. Vault automatically adds the view to the Content Filters widget.
To reorder your Content Filters, you can drag and drop as you would for standard Portal Widget content.
By default, your Portal Homepage displays up to seven (7) Content Filters. You can customize this to any number from 1-12. Open your Portal in edit mode and navigate to the Content Filter widget, then select a number from the Display Max picklist.
About the Announcements Content Filter
In addition to saved views, you can add an Announcements content filter to share information with Portal users across a single or multiple Portals. Content on the Announcements page displays in chronological order from newest to oldest.
Note: Vault does not send users notification emails when you add or publish announcements.
Creating the Announcements Content Filter
To create the Announcements content filter, add a content filter and select the Announcements content type in the Add Content dialog. Note that you can only have one Announcements content filter in your Portal.
Working with Announcements
Clicking into the Announcements content filter opens the Announcement dialog. From here, you can search or use filters to find existing announcements, or create new announcements.
To add an existing announcement, select the checkbox. To remove an announcement, clear the checkbox. Note that removing an announcement doesn’t delete it from your Portal. You can only delete an announcement from the Announcement object in Business Admin > Objects.
In Add Announcements dialog, you can also create new announcements:
- Click Create.
- Enter a Title. The limit is 128 characters.
- Select a Publish Date. Then, click into the field to edit the publish time. Note that you can schedule an announcement to publish in the future by setting this to a future date and time.
- Optional: Enter an Author. The limit is 100 characters. If left blank, this field displays the name of the object record creator.
- Optional: Enter Body text for the announcement. The limit is 1,500 characters. We recommend drafting your announcement outside of Vault, and pasting the announcement text into this field when you are ready.
- Click Save. Vault returns to the Announcement dialog.
Adding Related Portals
To add related Portals:
- Navigate to the All Portals page and enter edit mode.
- Click the Edit icon on a Portal and scroll to the Related Portals section.
- Click Add and select the Portals to relate.
- Click Add, then click Save to finish.
Deleting a Portal
To delete a Portal, navigate to the All Portals page and enter edit mode. Click the X in the upper-right corner for that Portal. Vault prompts you to confirm deletion before deleting the Portal. Deleting a Portal cannot be undone.
Note that if you have the Delete permission for the Portal object but not for all of its child Portal Widget or Portal Widget Content objects, Vault does not delete the Portal.
About Custom & Panoramic Thumbnails
You can upload specific document renditions for your Portal content to adjust the look of document thumbnails in the Portal Homepage and Portal Library. When available, Vault displays the custom thumbnail in the Portal as opposed to the default thumbnail for the content.
Vault also supports an additional Panoramic Thumbnail rendition type only for the Carousel widget. When creating an image to use as a panoramic thumbnail, keep in mind that the Carousel displays in a 32 x 10 aspect ratio. When uploading a panoramic thumbnail, note that Vault only displays image files. Vault does not display files with viewable renditions.
Adding a Custom Thumbnail
To add a custom or panoramic thumbnail:
- Navigate to your document.
- In the Doc Info Renditions panel, click the blue plus (+) icon.
- Select Custom Thumbnail or Panoramic Thumbnail from the drop-down list.
- Choose a file. Note that the file must be an image file or a file with a viewable rendition.
- Click Upload.
You can set a custom thumbnail for a binder by enabling binder thumbnails in your Vault.
Related Permissions
The following permissions control the ability to create and edit Portals using the Portal editor:
| Type | Permission Label | Controls |
|---|---|---|
| Security Profile | Object: Portal: Read, Create, Edit, Delete | Ability to see, create, edit, and delete Portal object records. |
| Security Profile | Object: Portal Widget: {Portal Widget}: Read, Create, Edit, Delete | Ability to see, create, edit, and delete Portal Widget object records; you need this for each individual Portal Widget object to work with records of the type. |
| Security Profile | Object: Portal Widget Content: {Portal Widget Content}: Read, Create, Edit, Delete | Ability to see, create, edit, and delete Portal Widget Content object records; you need this for each individual Portal Widget Content object to work with records of the type. |
Permissions & the Portal Editor
You must have Create, Edit, and Delete permissions on the Portal object and all of its Portal Widget and Portal Widget Content child objects to use the Portal Editor fully. Note that if you have one of these permissions on any of the Portal Widget or Portal Widget Content objects, you’ll be able to enter edit mode for the Portal. However, you’ll only be able to make changes to the widget or content to which you have access.
For example, both Gladys and Phyllis work on the Cholecap brand team. Gladys, who has full permissions to the Portal object and its child objects, can use the Portal Editor in its entirety to manage the Cholecap Portal. Phyllis only has Edit permissions on the Featured Content and Carousel Portal Widget objects. Phyllis can access the Portal Editor for the Cholecap Portal, but is only able to edit existing content in these two widgets.
Portal Access Control
If you’ve created multiple Portals, you can use Dynamic Access Control or Custom Sharing Rules to grant or deny users access to specific Portals. This is useful if you manage multiple teams and each team needs access only to the Portal for their brand or department.
Known Issues
The following known issues affect users working in the Portal Editor:
- If an Admin has added a required custom field to a Portal, Portal Widget, or Portal Widget Content object, you cannot use the Portal Editor.
- If there is a related Portal in a widget, and you make the widget inactive, the content from the related Portal remains accessible. To hide the content, you must also remove the content from the widget before making it inactive.