Portal Settings

1. Login & Password

2. Selfenrollment Profiles

2.1 Create new Selfenrollment Profile

2.2 Edit Selfenrollment Profile

2.3 Manage Fields

2.4 Manage Field Translations

3. Portal Master

4. Network & Community

4.1 General Settings

4.2 Auto Connection

5. Language preferences

5.1 Add new language

5.2 Delete language

6. Global search results

7. Server, email & SMS

7.1 Server settings

7.2 Email & SMS settings

8. Shortcut Manager

9. Background Process Manager

9.1 Background process list

9.2 Create background process

9.3 Background process protocol

10. Versions & Licenses

11. Support Request

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In this section you can conduct important basic settings which you can change at any time.

1. Login & Password

Here you can change password settings and logins of your portal users.

Please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Users & Logins, click Login & Password.
4. Activate in the area Portal access the option
   
   • Private Portal to make the portal accessible only to registered users via login or
   • Public Portal to make the portal accessible to everybody.
5. Take the following settings:
• Allow self-enrollment so visitors are able to create their own user profile.
• Allow users to edit their profiles so users can edit or update their user profile.
• After password reset, force users to update their profile so users that reset their password have to update their user profile after the first login.
• After password reset, force users to change their password so users that reset their password have to change their new randomly generated password after the first login.
• Auto-generate user password if the portal should generate a password whenever a new user creates a user account. This password will be sent to the user via email after registration.
• Email address must be unique so user records must have a valid and unique email address.
• Activate email confirmation so users must confirm their email address when they sign up via self-enrollment profile.
• Password expiration Choose from the selection box the period of the password validation.
• Password size Enter in the field the minimal length of passwords, e.g. "3" for 3 characters.
• Password alphanumeric if the password should be made up of numeric and alphanumeric characters.
• Lock, after 3 failed login if the user should be disabled after 3 failed login attempts.
6. Enter in the field Open template after login the template that will be opened upon successful login, e.g. /myPersonalTools/index for My Personal Tools.
   Leave blank to use standard template.
7. Click the button Save when ready.

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2. Selfenrollment Profiles

In this section you can individually customize selfenrollment profiles so visitors can enroll indepentently. You decide which fields are active and obligatory.

Please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal Settings.
3. In the navigation on the left, below Users & Logins, click Selfenrollment Profiles.

You get the following table:

• Name/ID Shows the name of the profile and the corresponding ID.
  By clicking the name you get to the editing mode, q.v. 2.2 Edit Selfenrollment Profile.
• Edit By clicking the icon you get to the editing mode, q.v. 2.2 Edit Selfenrollment Profile.
• Standard Shows by the green check which profile is the standard profile.
• Manage Fields By clicking the icon you can manage the field of the profile, q.v. 2.3 Manage Fields.
• Delete By clicking the icon you can delete the profile.

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2.1 Create new Selfenrollment Profile

You create a new Selfenrollment Profile in the lower area Create new Selfenrollment Profile:

Note: The first line Profile ID shows the ID of the profile which is set by the system and cannot be changed.

1. Enter in the field Profile Name the name of the profile.
2. Activate the option Set as Standard if the created profile should be set as standard.
   Note: There can only be one standard profile.
3. Activate the option Avoid duplicate emails if there should be no registration with duplicate email addresses.
4. Click the button Create new Selfenrollment Profile when ready.

The new profile is listed in the overview Selfenrollment Profiles.

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2.2 Edit Selfenrollment Profile

To edit a profile please do the following:

1. Click either the Name of the profile or the icon Edit.

Below the overview a list opens up in which you can change headline and description of the different registration steps.
Note: The first line Profile ID shows the ID of the profile, which is set by the system and cannot be changed.

2. Enter in the field Profile Name a new name of the profile.
3. Activate the option Set as Standard if the new profile should be set as standard.
4. Activate the option Avoid duplicate emails if there should be no registration with duplicate email addresses.
5. Change in the area Create Profile each time the fields Headline and Description.
   Note: Use plain HTML code in all fields Description.
6. Change in the area Profile created each time the fields Headline and Description.
7. Change in the area Update profile each time the fields Headline and Description.
8. Change in the area Profile updated each time the fields Headline and Description.
9. Change in the area Profile show each time the fields Headline and Description.
10. Change in the area Welcome email for newly generated users each time the fields Email subject, Email sender and Email body.
    Note: If these fields are empty, then the email body of the corresponding system email will be used. Herewith you can overwrite the email body of certain profiles.
11. In the area Placeholder you see the placeholders, which you can use in the fields. On the right you see the corresponding Description.
    • $link_to_shop Creates a link back to the shop frontpage,
      e.g. <a href="$link_to_shop">Back to shop</a>
    • $link_to_startpage Creates a link back to the portal startpage,
      e.g. <a href="$link_to_startpage">Back to startpage</a>
12. Click the button Edit Selfenrollment Profiles when ready.

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2.3 Manage Fields

In the overview click the icon Manage Fields.

You get to the editing mode of the fields:

1. By clicking the arrows in the column Pos. you can change the positions of the fields.
2. The field Name describes the name of the field.
   Note: Bold names are active.
3. Activate the option Enabled to enable the field.
4. Activate the option Mandatory to change the field to a mandatory field.
5. Activate the option Read-only to make the field only readable.
6. Activate the option Prefill so the field is prefilled with text.
7. Enter in the field Default Value a value which is prefilled in the field.
   Attention: The option Prefill has to be activated for that!
8. Choose in the area User groups the user groups users can selfenroll to.
   Note: The chosen user group is added to the list of all fields. To delete it click the link Delete.
9. Choose in the area Campaigns the campaign users can selfenroll to.
   Note: The chosen campaign is added to the list of all fields. To delete it click the link Delete.
10. Choose in the area Special Elements
    • Add Comment if you want to add a comment to the profile.
      Note: The comment is added to the list of all fields. To delete it click the link Delete.
    • Add separator if you want to add a separator to the profile.
      Note: The separator is added to the list of all fields. To delete it click the link Delete.
11. Click the button Save when ready.

In the area Switch language selection to you can change the language of your administrative surface. Just click the desired language.

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2.4 Manage Standard Fields

In this section you can change and manage the standard field translations as well as the field types.

1. Click the tab Manage Standard Fields.
2. In the column Field Name you see specific labels for entries in the database which are provided by the system.
3. In the column Translation you see translations provided by the system. These you can change.
   Note: You can use the input fields to translate the field names into another language.
4. Click the button Save translations when ready.
5. By clicking the link Field Type you can change the field types:
   
   1. From the selection box Select Field Type choose the desired field type.
   2. Enter in the field Specify Field Options separated by ; the options.
      Note: Separate them with a semicolon, e.g. Mr;Mrs;Ms.
   3. Click the button Save when ready.
      Note: To reset the field type back to a text field, click the link Reset Field type.

In the area Switch language selection to you can change the language of your administrative surface. Just click the desired language.

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3. Portal Master

View all portal masters and determine the site owner.

Please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Users & Logins, click Portal master.
4. From the selection box Site Owner choose the desired owner of the site.
5. Activate the option Send activity report to send the daily activity report to the owner.
6. In the field Visitor count you see the amount of visitors on this portal.
   Note: If you have changed your site you can enter the previous number of visitors.
7. Click the button Save when ready.

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4. Network & Community

Note: You can only access these settings if you are using the Social Network functionality in your Portal.

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal Settings.

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4.1 General Settings

In this section you can manage quick access for your profile.
Note: This functionality assumes that your server is configured with the appropriate functionality. If you are unsure, please contact us.

1. In the navigation on the left, below Network & Community click General Settings.
2. Click the tab General Settings.
3. Activate in the area Member profile shortcut the option Active to show the member profile shortcut.
4. The line Shortcut path shows the path to the Shortcut.
5. The line Your current shortcut shows the current path.
   By clicking the link you get to your profile.
6. Activate in the area Profile images the option Active to show the profile images in blog gateway boxes.
7. Click the button Save when ready.

Below the tab Help text for forms you can enter help texts, which the user can read on the surface of the portal.

1. Click the tab Help text for forms.
2. Fill in all form fields as desired.
3. Click the button Save when ready.
4. In the area Switch language selection to you can change the language to enter help texts in another language.
5. Fill in all form fields as desired.
6. Click the button Save when ready.

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4.2 Auto Connecting

All users you add to this list are automatically connected to new users as a contact.

1. In the navigation on the left, below Network & Community click Auto Connecting.
2. Click the tab Overview.

As far as profiles are added already they are listed:

• By clicking the Name of the user you get to his profile.
• By clicking the icon Edit you can edit the data release.
• By clicking the icon Delete you can delete the connection.

Switch to the tab Add profile to add a new profile to the connections.

1. Enter in the field Enter a keyword a keyword, like the name of the user you're looking for.
2. As soon as min. one matchin user is found, a small window opens up.
3. Click the matching user as far as several users are found.
4. Activate in the area Data release the desired options concerning the data release.
5. Click the button Save settings when ready.

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5. Language preferences

To set language preferences please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Global settings, click Language preferences.

You get the following table:

• Active Shows the status of the language, green = active, red = inactive.
  Note: Click the colored circle to change the status. Only active languages are available in the portal.
• ID Shows the internal identification number.
• Language Shows the definite assignment of the language.
• ISO Shows a unique three-letter ISO assignment according to ISO639-2, e.g. eng = English.
• Icon Shows the flag of the language.
• Delete By clicking the icon you can delete the language.
  Note: The standard languages English, German, French and Castilian (Spanish) cannot be deleted.

5.1 Add new language

To add a new language, please do the following:

1. Activate in the area Add new language the option Active to activate the language.
2. Enter in the field ID the ID.
   Attention: If a language ID already exists it will be overwritten.
3. From the selection box Language choose the desired language.
4. In the field ISO click the link to choose the corresponding ISO value, e.g. ara for Arabic.
5. In the column Icon click the link select image to choose the corresponding Flag.
6. Click the button Create entry when ready.

You will receive a confirmation after a successful procedure.

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5.2 Delete language

To delete a language please do the following:

1. Choose in the area Language preferences the language you want to delete.
   Note: The standard languages English, German, French and Castilian (Spanish) cannot be deleted.
2. Click the icon Delete on the right of the table.
3. Confirm the erasing procedure by clicking the button OK.

The language is not listed in the overview anymore.

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6. Global search results

In this section you can adjust search results and specify the applications which are implicated in the global search results.

Please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Global settings, click Global search results.
4. Choose in the area Stories in menus one of the following options:
   
   • Disable to make no story traceable.
   • Standard to display stories with corresponding menu.
   • Don't show menus to display stories without the corresponding menu.
5. Choose in the area Documents in folders one of the following options:
   
   • Disable to make no document traceable.
   • Standard to display documents with corresponding folder.
   • Direct download to offer a direct download.
6. Choose in the area Products in catalogs one of the following options:
   
   • Disable to make no product traceable.
   • Standard to display products with corresponding catalogs.
7. Choose in the area Messages in forums one of the following options:
   
   • Disable to make no message traceable.
   • Standard to display messages with corresponding forums.
8. Enter in the field Search results per page the number of search results shown per page.
9. Enter in the field Your Google™ Web APIs License Key the Google™ license key.
   Note: With this license key you can offer a Google™ search as well. You get the license key on http://www.google.com/apis.
10. Click the button Save when ready.

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7. Server, email & SMS

Indicate server settings in this section and configure settings for emails and SMS.

Please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Global settings, click Server, email & SMS.

You get to the Server settings.

7.1 Server settings

1. Enter in the field Portal name a new name for the portal if necessary.
   Note: This name is shown in the title bar of the browser.
2. Enter in the field Portal domain the portal domain.
3. From the selection box Server time zone choose the time zone of the server.
4. Activate the option User time zone to set all users to the time zone of the server.
5. From the selection box Country pre-selection choose the country which should be set as default.
6. From the selection box Global date format choose the global date format of the portal.
   Note: If there is no format chosen, the date format is composed dependent from the preferred language of the user.
7. From the selection box Protocol choose the protocol on which the portal runs.
8. Activate the option Login via SSL to encrypt login information via SSL to increase security.
9. Enter in the field SSL URL the SSL URL which is called when SSL is active, e.g. https://www.siteforum.com.
10. Enter in the field Non-SSL URL the Non-SSL URL which is called to switch to HTTP again, e.g. http://www.siteforum.com
11. Click the button Save when ready.

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7.2 Email & SMS settings

Click the tab Email & SMS settings.

1. Activate the option external mail server to activate an external mail server for your portal.
2. Enter in the field Mail Sender the sender, e.g. info[at]siteforum.com.
3. Enter in the field SMTP Server the SMTP Server, e.g. smtp.siteforum.com or an IP address.
4. Enter in the field SMTP Server port the SMTP Server port, e.g. 25.
5. Enter in the field SMTP Server user name the SMTP Server user name.
6. Enter in the field SMTP Server password the SMTP Server password.
7. Enter in the field POP3 Server the POP3 Server, e.g. pop.siteforum.com or an IP address.
8. Enter in the field POP3 Server user name the POP3 Server user name.
9. Enter in the field POP3 Server password the POP3 Server password.
10. Enter in the field SMS gateway login the SMS gateway login.
11. Enter in the field SMS gateway password the SMS gateway password.
12. Click the button Save when ready.

In the area Your balance on SMS gateway you see the current SMS balance.
Advice: If you need more SMS credits please contact sales[at]siteforum.com to get more SMS credits immediately.

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8. Shortcut Manager

The shortcut manager allows you to create shortcuts directly into your portal. A shortcut refers directly to a story, a menu or a forum and looks like this "http://www.siteforum.com/support" or "http://www.siteforum.com/cms"

To open the shortcut Manager you must be logged in as "Portal Master" or "Content Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. Click Shortcut Manager in the navigation on the left below Global settings.

Two tabs open up:

Below the tab Own folders a table with all existing shortcuts and folders are shown.

• Type Shows the type of the shortcut.
• Lock Shows the files and folders which are locked for search engines in the file "robots.txt".
• Name The first line shows the name of the story of the shortcut, the second line shows the name of the shortcut. You get to the story by clicking the name of the shortcut.
• Date Shows the date of creation.
• Edit By clicking the icon you can edit the shortcut.
  Note: You can edit the linked story directly in the HTML sourcecode to optimise it for search engines. You also get the word report in the editing mode to see the results of the optimisation immediately.
• Delete By clicking the icon you can delete the shortcut.
  Note: The shortcut index.html is a standard shortcut and cannot be deleted.

Advice: You can use the areas HTML code view and Simple list view for HTML documents or other optimisations, e.g. if you want to offer an overview of all shortcuts.

Create shortcut

To create a new shortcut you must be logged in as "Portal Master" or "Content Manager."

1. Enter in the field http://www.yourdomain.com the name of the shortcut, e.g. news.
2. From the selection box Menu select the menu in which the story you want to link to is placed.
3. Enter in the field StoryID the ID of the story.
   Note: Without the storyID you create a shortcut to the menu, not to the story. You find the ID of the story below the story name in the editing mode of "Website & CMS > Stories," q.v. Support Website & CMS > Story Manager.
4. From the selection box Language choose the language of the story how it should open after clicking the shortcut.
5. Click the button Create shortcut when ready.

You will receive a confirmation after a successful erasing procedure.

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9. Background Process Manager

With the Background Process Manager various processes can be automated and individualized using background processes ("crons") without user interaction. For example, campaigns, subscriptions, reminders and file exports and imports can be started at exact times. These processes then run in the background of your portal.

To view background processes please log in as "Portal Master."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Global settings, click Background Process Manager.

9.1 Background process list

Overview

• Click in the area PortalCRON: runnig the link [STOP] to stop all background processes.
• Click in the area PortalCRON: missing the link [START] to start all background processes.

In the following you get a list in table form:

• Status Shows the status of the process, green = active, background process runs successfully; red = inactive, background process dosen't run.
  Note: By clicking the colored circle you can change the status.
• Name Shows the name of the process.
• Description Describes the process.
• Last start Describes the last start.
• Next start Describes the next start.
• Delay Describes the delay of the process.
• Start By clicking the icon you get to the manual start of the background process.
• Edit By clicking the icon you get to the editing mode.
• Delete By clicking the icon you can delete the background process.

Start background process

1. Choose the background process you want to start.
2. Click the icon Start.

Above the table you get an overview of the started process.

Edit background process

1. Choose the background process you want to edit.
2. Click the icon Edit.
3. Enter in the field Name a new name.
4. Enter in the field Description a new description.
5. Enter in the field Delay a new delay in minutes.
6. Enter in the field Maximum failed count the number of failed counts.
7. Enter in the field Template to execute the new template.
8. Activate the option Active to activate the background process.
9. Click the button Save when ready.

Delete background process

1. Choose the background process you want to delete.
2. Click the icon Delete.
3. Confirm the erasing procedure by clicking the button OK.

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9.2 Create background process

Click the tab Create background process to create a new background process.

1. Enter in the field Name a name.
2. Enter in the field Description a description.
3. Enter in the field Delay a delay in minutes.
4. Enter in the field Maximum failed count the number of failed counts.
5. Enter in the field Template to execute the template.
6. Activate the option Active to activate the background process.
7. Click the button Save when ready.

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9.3 Background process protocol

With the help of the filter you can filter certain protocols.

1. Choose in the area Filter from the first selection box the desired background process.
   To choose all processes select All.
2. Choose from the second selection box
   
   • successfully + failed (number of entries) to show all processes.
   • failed (number of entries) to show only failed processes.
   • successfully (number of entries) to show only successful processes.
3. Click the button Filter to show the results.

You get the following table:

• Status Shows the status of the process, green = successful, red = failed.
• Time Shows date and time of the start.
• Duration Shows the duration.
• Action Shows the action of the process.
• Comment Describes the process.

Attention: If comments of failed background processes given by the system appear please send an email immediately to support[at]siteforum.com so we can correct the error.

Delete protocol

Below the table you find links for deleting protocols:

• All Delete all given protocols.
• Older than 1 day Delete protocols which are older than 1 day.
• Older than 1 week Delete protocols which are older than 1 week.
• Older than 8 weeks Delete protocols which are older than 8 weeks.

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10. Versions & Licenses

To view versions and licenses of your portals please do the following:

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Service & Support, click Versions & licenses.

All relevant data of version numbers and licence information are listed. If you need support the values displayed here become important.

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11. Support Request

If you want to report an error, need further information about our products and services or if you want to make suggestions please do the following:

1. Click the button Portal Manager to get to the administrative area.
2. Then click Tools & Administration > Portal settings.
3. In the navigation on the left, below Service & Support, click Support request.
4. Enter in the area Your comment in the text field your message.
5. Click the button Submit Feedback to send the message.

Alternatively you can write an email to our Support Team.

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