Actions on public portals

Actions on Public Portals

The "Manage Public Portals" option allows you to manage the created portals. It provides access to a list of portals in table format, which defines, for each portal: the code, title, status (active: yes/no), creation date, modification date, and all possible actions (View, Edit, Publish, Deactivate/Activate, Delete).

In Constellio, public portal management is assigned to well-defined roles. By default, the administrator (ADM) and the document management manager (RGD) have the required permissions to manage the public portal.

The "Manage Roles" option allows you to create a new role and assign responsibilities and action rights accordingly on the public portal in Constellio. (See Role Management section).

1. View a portal

You can view your portal from the Constellio platform by pressing the magnifying glass button;

A page is displayed with the url to access the portal home page;

Two Url are available for consultation:

-    A draft URL :  visible and accessible only by portal administrators. 

-    A main URL : represents the official version of the portal and accessible to the general public. 

2. Modify a portal 

You can modify a portal by clicking on the modify icon Modifications made in this way are available in a "Draft" version of the portal, which is only visible to administrators. You can therefore make the necessary changes without affecting the main version of the portal.

3. Publish a portal

There are two ways to publish your portal:

• Via the  icon in the action menu, at portal bulletin board level. This allows you to publish the portal with the changes you've made, available in the Draft version. A confirmation message is displayed to confirm or reject your modifications for the new portal version.

• Via the modification form: you can publish the portal directly after modifying it. A confirmation message is displayed to confirm or reject your modifications for the new version of the portal;

4. Deactivating/Reactivating a portal

This action deactivates a portal. You can deactivate your portal at any time using the icon  or reactivate it using the icon

If you choose to deactivate your portal, a confirmation message appears to confirm your action. You can then confirm or deny your choice.

If you choose to reactivate your portal, a confirmation message appears to confirm your action. You can then confirm or deny your choice.

5. Delete a portal

This action deletes the portal. You can delete your portal via the red icon

 A confirmation message will appear to confirm your action. You can then confirm or deny your choice.

6. Role Management

The creation and configuration of the public portal functionality is assigned by default to the roles of Administrator and Document Management Manager who manage the RM module at the Constellio level. To activate this feature, follow these steps:

1. Click on Administration in the navigation menu;
2. Click on Manage Roles;
3. Go to the RM Module Management at the Constellio level;  
4. Check the Manage public portals box, which is linked to the different roles available. Then click "Save" to confirm the changes.

Three distinct roles are assigned to the management of the public portal:

1. Manage Public Portals allows the user to create and configure a public portal.
2. Manage searches to public portals allows the user to add searches to the public portal, without giving other management access.
3. View Configurations of the Public Portals allows the user to go and view the configurations related to the Public Portal.

RGD Role: Document Management Managers

7. Search Filter Management

At the level of the public portal, search filters are search refinement criteria to be used by pressing the Filter Search icon, and whose objective is to refine the search results according to the desired criteria.  They are actually metadata that is used to describe an item. It is through the selection of one or more of them that a refinement of the results is carried out. 

The configuration of the portal's search filters is done at the Constellio level, in the search configuration (Facet Management). It is also possible to quickly access it via the Edit facets action in the consultation page of the portal.

7.1  Add a search filter

Search filters at the public portal level are configurable at the Search Configuration level in Constellio. In order to be able to add filters, it is important to set up the facets. 

1. Click on Administration the navigation menu;
2. Then click on Search Configuration;
3. Click on Facets management;
4. In the Facets window, click on Add a facet on the right side of the screen;
5. Check the box corresponding to the Public Portal context of use in order to activate this 
6. In the Facets management window, fill in the metadata and click Save.

After clicking on the Add button, a form will be displayed on the screen.

Adding facets to Constellio involves creating search filters at the portal level. You can then select or deselect search filters, depending on your search needs. The number of results associated with each facet is displayed.

7.2 Consult a search filter

Consulting the search filters available at the level of the public portal can be accessed through the search configuration at the level of Constellio. In order to view the details of each search filter, follow these steps: 

1. Click on Administration in the navigation menu;
2. Then click on Search Configuration;
3. Click on Facets management;
4. In the Facets window, click on the magnifying glass to the right of the name of the facet you want to view.

In this viewing window, all the characteristics of this facet are visible (title, elements per page, type, order of results, context of use, etc.). In addition, you can edit, delete, disable, or enable the facet.

7.3 Adding Default Facets

It is possible to add facets that apply by default when the public portal is opened.

1. Click Administration in the navigation menu;
2. Then click Search Configuration;
3. Click Manage Facets;
4. In the Facets window, click the notebook to the right of the name of the facet you want to modify.
5. Go to the Values tab;
6. Click Set default values displayed in public portals.
7. Clicking this button will display a checkbox allowing you to select this facet as the default value in your public portal.

Once this box is checked, the facet will be automatically applied in the public portal: it will appear already selected in the filters and will be directly applied when launching a search, without the user needing to select it manually.

8. Search Results Metadata Management

8.1 Document metadata in search results

This is the metadata to be displayed for each document found, following a search done at the portal level. The metadata to be displayed must be configured at the Constellio level. You can access it via Metadata schemas, or simply via the Configure search results action in the consultation page of the public portal.

When you choose the Configure Search Results action, a window appears to instruct you to select your document schema (default document or specific document schema).

On this page you will find a list of the metadata displayed

• The left-hand column represents the active metadata that is not displayed.
• The right-hand column represents the active metadata, which will be supported by the display mode.
• The left and right arrows to remove or add metadata in the display mode.
• The up and down arrows are used to control the order in which metadata is displayed in the display mode. 
• Once you have finished setting up a display mode, you need to save the changes. 

Configuring the display of document search results involves these changes at the portal level.

8.2 Metadata of the document being viewed

This is the metadata to be displayed for the retrieved document, after it has been viewed at the portal level. The metadata to be displayed must be configured at the Constellio level. You can access it via Metadata schemas, or simply via the Configure document display action in the consultation page of the public portal. 

When you choose the Configure Document Display action, a window appears to instruct you to select your document schema (default document or specific document schema).

On this page you will find a list of the metadata displayed.

• The left-hand column represents the active metadata that is not displayed.
• The right-hand column represents the active metadata, which will be supported by the display mode.
• The left and right arrows to remove or add metadata in the display mode.
• The up and down arrows are used to control the order in which metadata is displayed in the display mode. 
• Once you have finished setting up a display mode, you need to save the changes. 

Configuring the display of document metadata involves these changes at the portal level:

In order to view this metadata, click on information via the icon . The metadata configured in this way will be displayed.

8.3 "Sort by" action of search results

In order to be able to sort through the portal's search results, a configuration of the metadata in question is mandatory at the Constellio level. It's a matter of making the metadata by which you want to sort "sortable". To be able to configure this option, you need to go to the metadata level and check the box below.

Configuring this action on document metadata involves these changes at the portal level. 

9. Management of the bilingual portal

9.1 Configure Portal Languages

The public portal can be in multiple languages through the language configuration at the Constellio collection level. 

In order to configure the languages in the collection linked to the public portal, you must follow these steps:

• Click on Administration in the navigation menu;  
• Click on Collection management;  
• In the Collection management  window, click on Add (for a new collection) or Edit a collection, for an existing collection;
• Check the desired languages for the multilingual collection;  
• and click Save.

Portal metadata such as title and greeting must be entered in the chosen languages of the collection. A configuration is required to allow this entry. 

Once the languages of the portal collection are configured, the portal will be displayed, depending on the language chosen. You can now view the portal in the language of your choice. 

9.2 Adding translated documents to the Constellio collection

Constellio allows you to link a document with its version translated into another language. In order to be able to link the translated documents, you must follow these steps: 

• Place yourself in one of the two documents;
• View the document and click on theTranslated Versions icon ;
• Click Add to add a translation to the document;
• A window will appear with the language and title of the current document;
• Click on the magnifying glass to search for the corresponding translated document;
• Then add the document;
• Choose the language of the document;
• Click Save.

You can view the translated versions of a document by clicking on it. 

You can edit the document's translations at any time by clicking on "Edit translations" at the top right of the Translated Versions window. 

In this case, the translated document can be deleted by pressing the red  cross and replaced by the new document in the same way as described above. The language can also be changed.

Then press save to save your changes. 

9.3 Searching for translated documents in the portal

The addition of translated documents at the Constellio level allows the portal user to have access to the same document in several languages. All you have to do is choose the language in which the portal is displayed, and the document you are looking for will be displayed in the chosen language. Thus, if the user chooses French as the language of the portal, he or she will have access to the document in French, while if English, the user will have access to the document in English.

View in French 

View in English

9.4 Uploading Documents to the Portal

You can upload a document to the public portal in two ways:

1. By clicking on the icon  that corresponds to the document(s) in the search results.
2. By clicking on the icon at the top right , after viewing the document.