Tools & Administration

Functionalities of this module are provided for the global administration of the portal like registration, access rights and files


User groups / groups

In groups, members who are interested in a certain subject meet to discuss and exchange opinions.
Every member can suggest a new group which will be verified first before it gets created.
You can assign content like menus, stories and even applications to certain groups.

Registration profiles

Registration profiles are different kinds of profiles containing forms e.g. for registration of new members, member profiles or when portal masters add a new user.


Permissions provide access to single features of applications, e.g. edit stories, use calendar, write blogs, etc.
Permissions are assigned to user roles, which, in turn, are assigned to the users. Only the Portal Master and some other manager roles can assign permissions to user roles.


In this area ( Portal Manager > Tools & Administration > Files) all important files that are required by your portal are stored. You can also create your own folders and add files like logos, pictures or documents.

User roles

User roles give each user access to different features. User roles contain permissions which allow the users to do administrative things within the portal. One user role can contain several permissions.

In order to edit a user's role:
1. Go to Marketing & CRM> Users> Overview
2.Search for the user you wish to edit
3. Click on their name to be taken to their profile.
4. Click access rights on the left hand menu followed by user roles on the top tabs
5. Choose the roles you wish to assign and save. (If they are not visible by default click the show all roles button).

Portal Access

Range of portal acces, the functions available to the user on the website or in the back end are all defined by user roles that are assigned to a user.

Access Rights

There are different kinds of access rights: permissions, users roles and groups.


Permissions and Access Rights

Access to content and applications is defined by user groups and user roles.

A user group allows you to personalize access to SITEFORUM elements like stories, menus, forums, polls, catalogs, products, etc.
User groups do not define access rights for administrative features but make certain content available for selected users.

The groups "All Registered Users and Guests" and "Registered Users" are part of the standard setup of your portal and cannot be deleted - every registered user is automatically assigned to both groups.
Every user who is not registered and is accessing your portal while not being loggged into it, falls into the group "All Registered Users and Guests".
Every user that is registered and accessing your portal while being logged into it, falls into the group "Registered Users".

If a portal is a "closed portal" only users who are logged in can access any content, guests can only access the login page.

User roles, on the other hand, define which functions a certain user can carry out in the portal, like manage menus, modify forums, create users, etc.
A user role is either equipped with permissions or other user roles - which, in turn, can inherit other roles.

These permissions therefore define which rights the respective user role receives in the portal.

How do I connect my Facebook/Twitter Account?

Your users can easily share contents while creating blogs, stories or events by clicking the corresponding orange button under "Share".
After successfully connecting their page or profile with the portal, they are automatically led back to the page and just need to activate the option "Send a notification to my friends in social networks." and select the page to where the content should be posted in the future. The user can enter a message and after saving the post will be shared to the selected social network within 5 minutes.

View a short video of this process here:

For information on portal-wide connections that are available to Network Managers and scheduled post, please visit: Services -> Documentation -> Tools & Administration -> Social Media

Integrating a Facebook Feed in your Portal

1. Open your Portal and go to the page where you want to integrate the Facebook Feed.
2. Open the Application Pool and search for the application "Text Tool (HTML)".
3. Drag the widget to your canvas page and open the source code view of the Wysiwyg-Editor.
4. Search for the plugin code on Facebook:
and generate the plugin code on Facebook with the button "Generate Code"
a) JavaScript-SDK or
b) IFrame Code
5. Paste the generared code into the source code view in the text field of the widget.

Save and close the Application Pool - the page will reload.

Note: The plugin isn´t visible if your browser is in private browsing mode.

Who is able to access and manage the "Details & Versions" section?

Currently until and including v. 8.1.007 only the File Manager with the permission "fm_access" can manage the details section.

From v. 8.1.008 on, everyone with the permission to edit files is able to upload new versions.
For example - in groups this will be available for the Group Manager and Network Manager and could be available for group users, depending on what the Group Manager specified under Actions > Settings > Permissions individually in their group.
All details and settings in this section are still only available to the File Manager with the permission "fm_access".

When adding tags is there any form of sanity check to ensure people don't use certain "dirty" words,

You can manage settings for tags under Tools & Administration > Tags > Settings.

Here you can choose between an a) Text Field or b) Checkboxes.
With the option a) there is no dirty words filter in place.
With the option b) the Portal Master can specify tags, which can then be selected.

What file types/extensions are allowed?

You can upload any format without any restrictions.

What is the maximum file size that can be uploaded?

Here there exist only general limitations like the portal storage space and any limits that are set under Tools & Administration > Media Pool > Storage > Limits.

Change and (de-)activate the standard view for Media Pool files

There are 3 different view typed for files in a container - the list view, thumbnails and the download view.
Portal Masters can set a standard view by going to Tools & Administration > Media Pool and clicking on "General".

In the "File-Views" area you can (de-)activate views and set a standard view in the dropdown.

Forward Media Pool resources

You can forward a Media Pool file by clicking on the "Forward" Button of the individual file. Enter the recipient´s email address, an optional comment and click "Submit".

DMS Import

You can import the entire folder structure from your DMS - to do so go to a folder in the Media Pool, click the blue "Actions" button and select "Import". In the "DMS" area you can select the folder(s) that you want to import. If activated, the "Check" option checks for existing files in the entire Media Pool in order to avoid duplicates.

You can import DMS folders into the backend Media Pool as well as into a group Media Pool.

Set storage limit for groups, users and companies

You can set a global Media Pool storage space limit for all existing and future users. Go to the settings under Tools & Administration > Media Pool > General. You can set the maximum available storage space in the "Storage space (Limit Default-Value)" section.

Additionally you can set individual storage space limit for each group. To do so, go to the group, click on the blue action button and on "Settings". In the "Portal Master: Settings" section you can set an individual storage space for the current group.

Set start- & end date for Media Pool files

From now on you can set individual start-, end- and reference dates for Media Pool files.
To do so, go to the "Resources" tab in the Media Pool, find your file in the "Resources" tab and click on "Edit".
Enter the dates in the "Time Frame" section.

How do I link from a Story to a Selfenrolment Profile?

In this case you have to distinguish between not registered users reading the story ("Please registrate here") and users who are already logged in ("Please update your profile"). That's why you can solve this only with Design Attributes:

1. Create a Design Attribute and use the placeholders $linkRegistration and $linkRegistration:ID (take a look at the Placeholders below the field Code).
2. Then use this Design Attribute in a Story.

If you want to use this issue in a campaign you have to create a shortcut which links to that story. You cannot use the given placeholders in a campaign.

How can I avoid that guests register?

If you want to distribute the logins on your own, if you want only certain users to register, then you can deactivate the link "Sign up now", so only users, who have a login already, can log in: Tools & Administration > Portal Settings > Login & Password > Allow self-enrollment.

What's the difference between the File System and the Document Management System?

The File System (Tools & Administration > Files) is for an internal administration of files of all kinds, e.g. the portal stores neccessary SEO files (Search Engine Optimization) automatically. Images needed for the layout of the portal or placed in stories are saved in the files system as well.

The Document Management System is for public provision of documents or files. That means that your employees, partners or customers can - depending on their access rights - access the DMS on the portal surface with its folders and files and download and save the files.

Why can't I unpack my .zip file?

If at least one file of the .zip package contains a special character in the file name, then the .zip file cannot be unpacked. In this case please replace the special characters with "regular" characters and try it again.

Which roles require a license?

All user roles with the ending *Manager as well as Portal Master and Designer require a license. Furthermore other user roles can require a license as well, if e.g. a *_manage permission was assigned to a user role. All license required roles are marked in the license overview under Tools & Administration > Access Rights > License Overview.

Managing Files

Portal Manager > Tools > Files


SITEFORUM has a powerful file management system built in to their CMS software, it manages and mantains the file structure of your Portal and through the use of various tools such as placeholders simplifies the deployment of them around your site.

Uploading files

  • Go to the files page
  • click through to the folder you wish to add the files to
  • browse you hard drive using the  filew browser at the top
  • click upload

Uploading and unpacking zip files.

  • To upload a file as a zip follow the above instructions
  • Once the zip is uploaded, click the arrow next to the file name
  • Click Extract
  • Wait for the process to finish
  • Go back to the folder and the files will be present.

Creating a zip to download

  • Click the create zip file button
  • this will automatically create a zip of all the files in the folder you are in
  • click on the arrow next to the new zip
  • click download.

Various options in the file manager

  • Rename - allows you to rename a file, note you will need to change any links to this file.
  • Cut - deletes from first location and moves to another Note, if moved you will need to create links
  • Paste -  comes after cut/ copy (to move)
  • Copy - moves, but keeps original placement
  • Delete - Deletes files
  • Touch - edit
  • Extract - take files out of a zip
  • Show content - shows the content of a file
  • Open File - opens the file
  • Download - allows you to download a file.

Which video formats can be converted?

You can convert videos with the format *.avi, *.mpg and ...

Which kind of images can I edit?

You can only edit the images with the extensions*.png, *.jpg and *.gif.

The uploaded image cannot be edited, what can I do?

Probably the image does not have the correct format. You can only edit images with the extensions *.png, *.jpg and *.gif. Save the image on your local system with one of these formats and upload it again.

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