Introduction


Liferay is the content management system (CMS) we use to power your intranet. We have produced this guide to show you how to complete some of the basic tasks you might need to do on your intranet on a day–to–day basis.


Tip
We strongly recommend using Firefox or Chrome when using Liferay. Some functions do not work correctly in older versions of Internet Explorer.

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Getting access

Logging in


To log into Liferay, go to yourwebsiteaddresshere, and enter your username and password. We will have supplied these to you when we set up the website. If you are new to the organisation and need access to this system, please contact us.



When logging in for the first time using the password sent to you via your intranet's administrator, you will be asked to change your password to one of your own.


Tip
For useful information on creating a strong and secure password, please click here.

You will then be asked to choose and answer a security question. You have the option to choose from a predetermined list of questions or you can create your own. Be sure to choose a simple answer that only you know and will not forget. Click save and you will be taken to the home page.

Forgotten your details?


If you have forgotten your password, click the Forgot your password? button on the login form and answer the security questions. If you have forgotten your username, get in touch and we will send you your login information.

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Welcome to the Homepage!


When you log in successfully, you will be greeted with the intranet's homepage. From here you can access a wealth of information, such as policies and procedures, training, staff benefits, and more (dependent on your organisation's preferences). Take a few minutes to explore the site.



You can navigate around the website using the main navigation bar or using the tiles (red arrow on the image above). Below the image slider and main tiles are our news feeds so you can keep up-to-date on what's going on.

You can also click the purple Feedback tile to let us know what you think of the intranet, or if you have any suggestions you would like to see.


Staff Directory


The staff directory is precisely what it says on the tin. It is an in-house online database containing the work-related contact information of all staff. To use the staff directory, enter the person's name into the search box and click search (or press Enter). The directory will then display the results in the table below. Click on the individual's name and that person's profile page will open. To learn how to edit your own profile page, please scroll down to the next section.



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Your Liferay account


Liferay is not your average web portal! Your liferay account details directly feed into the intranet's staff directory, so it's very important that your information correct and current. If it needs updating, you can do so yourself using the next part of this guide!

Reviewing your account


You can review the information on your Liferay account by clicking on the dropdown arrow next to your name in the top right corner and selecting the My account option.



From the My Account menu, you can review and edit all the information held on your account, including your name, profile picture, telephone number, business and mailing address, job title, email address, your social media pages, projects you're involved in, and much more! Let's take a look at this menu below.



Changing your account information


Changing your details is really easy. Simply click in the field you wish to change, for example 'job title', make the desired change, scroll down and click save. You can navigate to the different sub-pages by using the vertical navigation menu on the right (see image below).

Your screen name must always by your first name (dot) your surname - Joe.bloggs

As a minimum, please ensure your account has your name, your primary work email, your job title, your primary work base, and your contact number.



Changing your password


If you need to change your password, you can do so by clicking on the password option in the vertical menu on the right (see image below - red box), entering the desired information in the boxes presented (green box), and clicking save.

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Using the document store

Browsing and downloading documents


One of the best features about Liferay is its simple yet dynamic document storage capabilities. The system is quite intuitive and can be picked up exceptionally quickly.

Let's begin by looking at the document store's layout.



The document store homepage is the highest folder in the repository. This is highlighted by the 'home' button being displayed above the document table (see image above) and in the navigation menu on the left-hand side (blue box). The document store's content, depending on your organisations preferences, will be displayed in a list fashion (green box). They may also appear as icons, or a combination of the two options (descriptive). If you have the option to change the document layout to suit your preferences, there will be a small dropdown icon directly to the right of the search bar (red box). If there is no icon, then this option is not enabled for your organisation's intranet portal.

Let's have a look at some of the content on the document store.



The image above is an example page of the document store. If you look at the icons in the list, you will notice a variety that correlate to particular filetypes (i.e. PDF, image, MS Word doc, etc). There is also a small folder icon which identifies that link as leading to a sub-folder. To access sub-folders, simply click on the option. To return to this page, you can click up on the navigation menu on the left-hand side (purple box).

To download a file, click on the dropdown option on the right-hand side of the table (red box) and click download. There are also options to edit, move and delete the file in this dropdown. You can also click on the link which will take you to a sub-menu that will allow you to perform all the aforementioned actions and view important information about the document, such as previous versions, the author, upload date, it's URL, etc. Let's take a look at this detailed view.



The image above shows us the document details for a PDF staff newsletter. As you can see there is a wealth of information available which can be of huge benefit. The controls at the top of the page (red box) can be used to download and manipulate the file.

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Uploading documents


To upload files to the intranet document store, begin by navigating to the folder that you wish to save the files.

At the top of the document store list there is the dropdown menu labelled add (see image below). Clicking this will present you with a variety of options, including sub-folder, basic document and multiple documents. Select basic document to add a single file.

An uploader form will then open which you will need to complete. Start by clicking browse, navigating to the file in the dialog box and double-clicking it. In the title box, give your document a title. If you leave this field blank, the title will default to the file name.

Give the file a short description if it requires one. The description can help people understand the need and purpose of important documents (i.e. important policies).

Tags are relevant keywords that help the search engine improve its results. Click in the field, type a relevant keyword and press enter.

When you're done, click publish at the bottom of the page.



If you need to add multiple documents, then you can use the multiple document uploader to do a bulk file transfer instead. When you have clicked on multiple documents under the add dropdown menu, you will be taken to a page that instructs you to 'drop files here to upload or select files' (see image below). Here, you have two options. Firstly, you can open up the folder that contains the relevant files on your computer (i.e. My Documents, My Pictures, etc), highlight the items you wish to upload, and drag them into the dotted rectangle. This will cause the rectangle to pulse green. Alternatively, you can click select files, choose the correct files and click open. Both these actions will trigger the mass upload.



When the files have finished uploading, they will be displayed below the dotted rectangle under the sub-title 'All files ready to be saved' (see image below). You will notice that all the files listed are automatically ticked and highlighted blue. Any details you add to the fields on the right will affect any file that is ticked (i.e. description). If you want to make individual changes to files, untick all files, select the file you wish to edit, and enter the information. When you have finished uploading and editing, click save.

You can delete any files inadvertently added by selecting the small X to the right of its name.


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Moving and deleting files


To move a document, simply click in the tick box to the left of the file's name. This will cause the file to turn blue (see image below).

Click on the action dropdown menu that has now appeared next to the add button, and select move.

In the new menu that has now opened, next to the field entitled new folder, click select, find the folder you wish to move the file to in the following pop-up menu, and select choose. To complete the action, press move. You can also click the dropdown arrow to the right of the file's name (red box) and select move.



To delete a file, select the dropdown arrow to the right of the document's name (red box) and click move to recycle bin. To delete multiple items, click in the tick boxes of the files you wish to remove and in the action dropdown menu select move to recycle bin.


Tip
If you delete or move something by accident, don't worry! An undo button will flash at the top of the document store after every file transaction. No need to panic!

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Editing files


To edit a file, click on the dropdown arrow on the right side of the document store, adjacent to the file's name, and select edit. The following menu will be exactly the same as the 'add basic documents' uploader options but the fields will already be filled with the file's current details.

You can change the title, the description, any tags, and more in this menu. To update the document with the latest version (i.e. a revised policy), click browse and choose the new file. This will keep the file's title (assuming you haven't changed it) and URL, so links to the file are maintained (i.e. in newsletters or websites). When you're done, click save.