You've already selected and installed your intranet software, so you've made significant progress. Now you're ready for content.
Define Your Purpose
In most cases, an intranet is being put in place because something isn't working very well. Whether it's communication, processes, engagement, information-sharing, or document management, a problem has been identified and the intranet is going to make it better.
What's the goal or purpose of your intranet?
Once you have a clear mission statement or vision for your intranet, the rest of the pieces will begin to fall into place. Get together with your team, with key stakeholders, and with staff, and discuss what they need to be able to do on the intranet. Go directly to users to test navigation. Keep in mind that your intranet will have a higher likelihood of success if it has a champion - someone (or a team) passionate about the intranet and the role it plays in organizational success.
As you work through your process, remember to:
- keep it simple
- make it easy to use
- help users access the information they need to do their jobs
- have some fun
The Intranet Connections blog has some excellent resources to help guide you through your build process. Make sure you check out the links below.
From the Intranet Connections Blog
Learn the Software
An important part of building an intranet is simply to play with the software as a means of discovering and testing what it can do for your organization. Your new intranet comes with demo data and users, so you can easily play around and find out how to put our tools to work for you.
Intranet Connections is designed around a toolbox of pre-built applications, or Apps, and in your trial site we've organized the Apps into several different menu items to demonstrate the navigation layout possibilities. Explore the different menu links to see some of the configured Apps available within the product which you might want to include in your intranet.
Our Help Center is full of information, but some of the key articles to help understand our software include:
- Admin Overview
- Hierarchy: Sites, Apps, and Pages
- Security Overview
- Search Overview
- Design Tab: Advanced Theme Editor
- App Overview
- Widget Overview
- Online Forms Overview
There are a few factors specific to Intranet Connections software which you should also keep in mind as you move forward. Specifically:
- Many of us have gotten into the habit of relying on auto-save when creating content, but there is no auto-save in Intranet Connections so remember to save as you go.
- Similarly, there's no versioning for page content, so when you save you're overwriting the previous information.
- If content were to be accidently deleted or impacted in some way, your organization may want to roll back to the previous backup, typically from the day prior, which would mean you would lose any changes made since that backup.
Your software license allows you to have both a production (i.e. live) site, as well as a test (i.e. development) site. We highly recommend having both instances in place so that you can test features and patches/upgrades without impacting users.
Clear Out Demo Data
After you've used the demo data to help understand the software, you should remove it before beginning your build. This information has to be cleaned up in several different ways.
Clean Up App Content
To keep an App and re-use it, you'll need to delete the folders which also deletes all folder content. To delete folders:
- When logged in as an Admin, navigate to the App with the content you want to remove.
- Click Toolbox, top right.
- Select Manage Folders.
- Click on a folder name, and click the red circle to delete the folder, as shown below.
- Click the Delete button to confirm your action.
- Repeat as needed for all folders.
When all of the old folders are deleted, all the demo content will be deleted as well. At this point, you can add new folders and start fresh with your own content in the App.
Clean Up Sites and Apps
Sites and Apps are included with demo data to show you how they function and to help you learn how to use them. When you're ready to build your site, you'll either want to repurpose the Site or App with your own data by editing it and deleting folders as above, or to delete the Site or App entirely (this isn't possible with Forms or Employee Directory, which are only found on the Home Site). Note that when you delete an App you're only deleting that instance of it, and it remains available as an option if you want to use that App in future.
To delete a Site or App:
- In the top menu row of your Site, click the edit pencil to edit the Global Navigation. Use the menu editor to delete any links to the Site or App. Note that if you've successfully removed all links to the site, the Menu icon on the Site Card, shown below (1), should no longer display.
- When logged in as an intranet Admin, click Admin, top right.
- Click the Assets tab.
- To delete a Site, mouse over the Site Card to reveal the trash can top right (2), click on it, and click Delete to confirm.
- To delete an App, repeat #2-3, but click on the Site Card which has the App, then click the button which lists the number of Apps on the Site. Mouse over the App Card to reveal the trash can top right, and click Delete to confirm.
Clean Up the Homepage
Since a Home Page is a collection of widgets, cleaning up the Home Page is as simple as deleting all of the widgets.
When you're logged in as an Admin, go to the Home Page.
- Mouse over the widget you want to delete it will change color and show three icons.
- Click the trash can to delete the widget.
- A message box will appear, checking if you want to permanently delete the widget. Click OK.
- The widget is now gone and the frame remains. If you want to remove the widget frame as well, click the trash can in the top grey row, then click OK.
- If you’re finished on the page, click Save Widgets at the bottom to exit the editing mode.
Clean Up Demo Users
To remove the demo users that came with your installation of the intranet:
- When logged in as an intranet Admin, click Admin near the top of your window.
- Click the Security tab.
- Under Logins, click Find Logins.
- Scroll down and click Search without entering any specifics.
Note: if you've already synced with Active Directory, check the box beside 'find Form-based logins' and click Search.
- All of the demo users will be displayed in the search results.
- Check the box beside each user you wish to disable, or click 'select all'. Deselect the Kelly Bristow account if you're currently using it.
If you're logged in with the Kelly Bristow account, do NOT delete this account or you’ll be locked out of the intranet and will have to contact Support to regain entry.
- Click Disable, top right, as shown in the image below:
As a final step, you may need to clean up some of the navigation. Learn more about editing IC navigation.