SITEFORUM - Building Digital Leaders

Portal Settings

v12.2 - Last Mod.: 12/08/2023
In this section you can conduct important basic settings which you can change at any time.
Note: To be able to work here please log in as "Portal Master."

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1. Login & Password

Here you can change password settings and determine how users can log in and sign up to your portal.
  1. Click the Portal Manager button to enter the administrative area.
  2. Then click Tools & Administration > Portal Settings.
  1. In the navigation on the left, below Users & Logins, click Login & Password.


General settings section
  1. Enable in the line Portal Access
    • Public Portal to give access to all users or
    • Private Portal to make the portal accessible only to registered users via login.
  2. Select the desired checkbox under Login / Signup:
    Allow temporary login as user.
    Notify user if his login is used.
    Deactivate logins from external APIs.
  3. Select the desired setting in the Security line:
  • No 2FA authentication: Login in the conventional way by entering username and password
  • 2FA for unknown IP via email - mandatory based on user role: After the first login step (username/password), a token sent to the user by email is requested. This second stage is only carried out if the user belongs to the set role and the login is from a previously unknown IP.
  • 2FA for unknown IP via email - optional based on user settings: After the first stage of login (username/password), a token is requested which was sent to the user by email. This second stage is only carried out if the user has activated this in their profile and the login is from a previously unknown IP.
  • 2FA every IP via Authentication Apps - mandatory based on user role:: Once the first stage of login (username/password) has been completed, a token calculated via an external authentication app is requested. This second stage is always carried out if the user belongs to the set role.
  • 2FA every IP via Authentication Apps - optional based on user settings: After the first stage of login (user name/password) has been completed, a token calculated via an external authentication app is requested. This second stage is always carried out if the user has activated this in their profile.
  1. In the Registration row, select the desired checkbox:   
  • Allow guests to register.
  • Activate the checkbox "Allow users to update their profiles.", if users are allowed to edit their own profile.  
  • Enable the checkbox Allow auto-login if users should not have to log in each time they visit the portal.
  • Enable the checkbox Automatical login after registration if users are not required to activate their profile via click in an email.
  1. In the Activation section, select the desired checkbox.
  2. In the Company line, activate the checkbox "Approve companies immediately. " if this is desired.
  3. Cookies: activate the option " Use EU Cookie Law " to use them. You can customize the text and link to your own T&Cs. Depending on the language settings of your portal, the text can be customized in multiple languages. If the guidelines are activated, the closing is stored in a cookie - as soon as you close the browser and the cookies are deleted, for example, the notice is displayed again after a browser restart.


Section Password & Email
  1. Enable in the checkbox 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.
  2. Enable in the checkbox Email address must be unique so user records must have a valid and unique email address.
  3. From the selection box Password Expiry choose the period of the password validation.
  4. Enter in the field Password Size the minimal length of passwords, e.g. "3" for 3 characters.
  5. Enable the checkbox Password Alphanumeric if the password should be made up of numeric and alphanumeric characters.
  6. Enable the checkbox Lock after 3 failed login if the user should be disabled after 3 failed login attempts.


Section Settings after password reset
  1. Enable the checkbox Update Profile if users, who resetted their password, have to update their profile after the first login.
  2. Enable the checkbox Update password if users, who resetted their password, have to change their new randomly generated password after the first login.
Section Settings after login
  1. 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.
  2. Enter in the field Current Variables specific template parameters that will be appended "after login template".
  3. Depending on the language settings of your portal, the text can be customized in several languages.
    If the policies are enabled, closing them is stored in a cookie - as soon as the browser is closed and the cookies are, for example, deleted, the policy is displayed again after the browser is started.
  4. Click the button Save when ready.

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1.1 IP Blacklist

In this overview you can manage IPs that have accessed your portal. For example, by blacklisting IP addresses it is possible to limit access by bots.

Current IPs on the blackist:
Here you can see which IPs you have already added to the blacklist - clicking the "Delete" Symbol under Actions will remove the IP from the blacklist.

IPs of the last days:
Here you can see the IP adresses that have accessed your portal as well as the number of accesses.
Clicking the "Lock" Symbol under Actions will put the IP on the blacklist.
Adding IPs to the blacklist will mark them in this overview.

Add more IPs:
Here you can add more IPs - simply enter the IP adress into the text field and press Save.



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2. Temporary Login

Here you can assign temporary logins in order to allow users to login with another user profile for a limited time, for example for support purposes.

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2.1 Overview

Here you can view all temporary logins, edit or delete them and view the history of all expired logins.
  1. Click on the "History" tab to view all previous logins.
  2. Click on the action icon for a temporary login in order to edit or delete it.
  3. With the status filter you can restrict the view and sort it with the dropdown selection.
  4. The button Delete expired temporary logins removes all expired logins.
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2.2 Add

  1. Click on + Cologin to assign a temporary login.
  1. Enter the user to whom you would like to assign the login in the "User" field.
  2. In the field "Temporary Login" you can enter the user as which you can login temporarily.
  3. Select the timeframe for the login under "Duration".
  4. You can enter a comment for the login under "Comment".
  5. Click the button Save when ready.

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3. Registration Profiles

In this section you can individually customize registration 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 & Login, click Registration Profiles.
You get the overview of all profiles. There are five different profiles by default.
  • Name/ID Shows the name of the profile and the corresponding ID.
    By clicking the name you get to the editing mode, q.v. 3.1 Fields.
  • Description Shows a description of the profile.
  • Actions By clicking the icon you can select to manage 3.1 Fields, select 3.2 Groups & Campaigns the user can subscribe to and customize 3.3 Dialogs.
There are two types of profiles:
  • Profiles which are used by administrators only in the Portal Manager, Marketing & CRM, to add new users (Add User (for administrators), Add Users (quickly) (for administrators))
  • Profiles which are used by the users themselves if they register newly on the website or update their profile (Edit contact profile, Edit personal profile, Sign up form).

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3.1 Fields

Here you can modify the fields of each profile.
  1. In the overview click the icon Manage Fields of the desired profile.
  2. You can change the positions of the fields via drag & drop.
  3. You can add additional fields by selecting the standard field from the drop down and clicking on the blue "Add" button.
  4. Activate the checkboxes, if the field should be active:
    • On Create
    • On Update
    • On Show
  5. Click the icon Delete if you want to delete the field from the profile.
  6. 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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3.2 Groups & Campaigns

  1. Select the group(s) to which users can selfenroll to in the Groups area.
    • You can also select which group the user will be automatically assigned to.
  2. Select the campaign(s) users can selfenroll to in the Campaigns area.
    • You can also select which campaigns the user will be automatically subscribed to.
  3. Click the button Save when ready.



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3.3 Dialogs

To edit the dialogs of a profile please do the following:
  1. Click the Action Icon next to the registration profile and select Dialogs.
    A list opens up in which you can change headline and description of the different registration steps. The first line Profile ID shows the ID of the profile, which is set by the system and cannot be changed.
  2. Edit in each step the fields Headline and Description.
    Note: Use plain HTML code in all fields.
    You can modify the following steps (dependent on the chosen profile):
    • Create Profile When a new user gets created.
    • Profile Created When a new user was created.
    • Update Profile When a profile gets updated.
    • Profile Updated When a profile was updated.
    • Profile Show When a profile gets displayed.
  3. Enter in the area Welcome email for newly generated users the fields Email subject, Email sender and Email body with the correspondig content.
    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.
  4. In the area Placeholder you see the placeholders, which you can use in the fields.
  5. Click the button Save when ready.



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3.4 Standard Fields

In this section you can change and manage the standard field translations as well as the field types.
  1. Click the tab Standard Fields.
    In the column Field Name you see default labels for entries coming from the database.
  2. Enter in the field Translation the translation you want to provid in the profile.
    Note: You can use the input fields to translate the field names into another language.
  3. By clicking the link Field Type you can change the field type:
    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.

  4. Activate the option Mandatory when the field should be a mandatory field.
  5. You can customize a Standard Value for certain fields in the corresponding column.
  6. Click the button Save when ready.
  7. Click the + Add button to add the new field.
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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4. User Policy

You can add terms and conditions here and view which users have accepted those terms.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Tools & Administration > Portal Settings.
  3. Click on User Policy in the navigation on the left.
You are now in overview where you can filter and search existing policies, add new ones or edit existing ones.


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4.1 Add
  1. Click the + Add button.
  2. Select the policy type and user groups.
  3. Enter title and content.
  4. Set status and start date.
  5. Click the button Save when ready.



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4.2 Actions
  1. In the User Policy overview, click on the Action icon next to an existing policy.
    • Click View to view the user policy.
    • Click Edit to edit the user policy.
    • Click Files to append a file to the selected user policy.
    • Click Confirmed to see which users have confirmed the selected user policy, when they have confirmed it and further details.
    • Click Delete to delete the selected user policy.


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4.3 Policy Types
  1. In the User Policy overview, click on the Policy Types tab.
In this overview you see existing Policy Types, can edit and delete them and add new ones.
Note: Default Policy Typed from the System cannot be deleted.

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4.4 Add Policy Type
  1. In the User Policy overview, click on the Policy Types tab.
  2. Click on the + Add button.
  3. Fill in Title and select where the Request for confirmation should appear.

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5. Portal Master

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. Activate the option Send activity report to send the daily activity report to the owner.
  5. Activate the checkbox Company Assignment if users should be able to assign themselves to companies via registration profiles.
  6. Activate the checkbox Frontpage Cache to display guest users a cached frontpage.
  7. Choose from the selection box Apply membership to users after signup the memberhsip which should be assigned to users after they created their account.
  8. Choose in the area Global Search Results if only search results should be displayed that match the users permissions.
  9. Activate the checkbox CMS Intro Pages if no permission check for guests should be made.
  10. Click the button Save when ready.

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6. Server

In this area you can indicate server settings.
  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 General Settings, click Server.

  4. You get to the Server Settings.
    1. Portal Name & Portal Domain
      1. If required enter in the field Portal Name a new name for the portal.
        Note: This name is shown in the title bar of the browser.
      2. Enter in the field Portal Domain the portal domain.
      3. Choose from the selection box Protocol the desired protocol.
    2. Country & Timezone
      1. From the selection box Country pre-selection choose the country which should be set as default.
      2. From the selection box Server Timezone choose the time zone of the server.
      3. Activate the option User Timezone to set all users to the time zone of the server.
      4. 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.
    3. SSL (Secure Sockets Layer) Settings
      1. Activate the option Login via SSL to encrypt login information via SSL to increase security.
      2. Enter in the field SSL URL the SSL URL which is called when SSL is active, e.g. https://www.siteforum.com.
      3. 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
    4. Monitoring
      1. Maintenance mode Activate this option to show a waiting dialog to the user, as long as the system load is higher than the specified concurrent page request limit.
        The user will subsequently be redirected to the requested page.
      2. Concurrent page requests Specifies the maximum amount of concurrently processed page requests.

  5. Click the button Save when ready.


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7. Services

Here you'll find an overview of all available Services:
  • Status Shows the status; green = active, red = inactive, yellow = deactivated or no content assinged.
  • Service Shows the service.
  • Name Shows the name of the services.
  • Website/Info Shows the connected website or a note.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the service.


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7.1 Add

  1. Click the tab Add to add a new service.
  2. Select the desired service.

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8. Languages

  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 Languages.
Most of the applications are multi-lingual. You have the option to add further languages, to enable already existing ones or to disable or even delete them. English, German, French and Spanish are default languages and cannot be deleted. Note: Contents such as stories will not be translated automatically.

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.
  • Date Format Displays the selected date format for 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.
  • Actions By clicking on the icon you can delete a language or edit and change the date format as well as changing the icon.
Note: The standard languages English, German, French and Castilian (Spanish) cannot be deleted.

Changing the default language

If you want to change the main language or the default language, click on the blue font of the language. This clicked language will now become the main language of the portal.
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8.1 Add

To add a new language, please do the following:
  1. Activate in the area Add Language the checkbox Status to activate the language.
  2. From the selection box Language choose the desired language.
  3. Select the date format for the language.
  4. In the column Icon click the link select image to choose the corresponding flag.
  5. Click the button Add when ready.
You will receive a confirmation after a successful procedure.




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8.2 Edit

To edit a language, please proceed as follows:
  1. In the Languages section, select the language you want to edit.
  2. Click on the Actions icon and select Edit.


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8.3 Delete

To delete a language please do the following:
  1. Choose in the area Languages the language you want to delete.
    Note: The standard languages English, German, French and Castilian (Spanish) cannot be deleted.
  2. Click on the Actions icon and select Delete.
  3. Confirm the erasing procedure by clicking the button OK.
The language is not listed in the overview anymore.


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9. Translations

With this module you can modify phrases and translations used on your portal.
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 > Translations.
Warning: Each change made here has an impact on all spots of the portal where the wording/phrase is placed in the source code. Changes should be made very carefully.
There is a difference between global and local translations:
  • Local translations are all wordings you have added or changed on your portal.
  • Global translations are all standard phrases available on every SITEFORUM portal.



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9.1 Overview

Here you will find all keys and any customized phrases of your portal.
  • Filter:
    • Key: Here you can enter different keys to search for
    • Translation: Here you can enter different translations to search for
    • Usage: Here you can filter for used or unsused keys
    • Translation: Here you can select different options, for example locally translated or not locally translated etc
    • Language: Here you can choose between the languages that are activated in your portal.
  • Key: Shows the key as it is used in the studio.
  • Usage: Displays whether the key is used or not.
  • Translation:
    • global: Displays the global translation as it is originally delivered with your portal.
    • local: Displays the local translation, if existing.
  • Action: Actions allow you to edit or delete the key locally on your portal.


To add a local key:
  • Click on the tab Add
  • Enter the new key and all corresponding translations for each language.
  • Click the button Save when ready.


To edit a local key:
  • Select the key you want to edit.
  • Click on Actions > Edit.
  • Enter corresponding translations for each language.
  • Click the button Save when ready.


To delete a local key:
Note: If this key was an overwritten standard one, the standard translation will be applied again.
  • Select the key you want to delete.
  • Click on Actions > Delete.

To update the keys:
  • Click on the Update tab


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10. Search

In this section you can adjust search results and specify the applications which are implicated in the global search results.
  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 General Settings, click Search.


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10.1 General

Section Quick Search & Advanced Search
  1. Choose in the area Stories
    • Disable to make no story traceable.
    • Standard to display stories with corresponding menu.
    • Don't show menus to display stories without the corresponding menu.
    • Show menus if more than one assigned to show all assigned menus.
  2. Choose in the area DMS
    • Disable to make no document traceable.
    • Standard to display documents with corresponding folder.
    • Direct download to offer a direct download.
  3. Choose in the area Shop
    • Disable to make no product traceable.
    • Standard to display products with corresponding catalogs.
  1. Choose in the area Forum
    • Disable to make no message traceable.
    • Standard to display messages with corresponding forums.
  2. Choose in the area Blog
    • Disable to make no blog articles traceable.
    • Standard to display blog articles from the network.
  3. Choose in the area Media Pool
    • Disable to make no files from the Media Pool traceable.
    • Standard to display files from the Media Pool.
  4. Choose in the area Groups
    • Disable to make no groups from the network traceable.
    • Standard to display groups from the network.
  5. Choose in the area Companies
    • Disable to make no accounts from the network traceable.
    • Standard to display accounts from the network.
  6. Choose in the area Events
    • Disable to make no events traceable.
    • Standard to display events.
  7. Choose in the area Representation the dispay of the results:
    • List to list the search results after hit rate.
      • Note: With the list view option, you can additionally activate the "Fuzzy Search" option to display similar hits if the search term could not be found.
    • Gateway Boxen to display the results sorted by elements, e.g. blogs, documents, storys, etc.
  8. Select from the selection box Results per page the number of search results shown per page.

Section Network Search

  1. Choose in the area Member Search
    • Disable to make no members from the network traceable.
    • Standard to display members from the network.
    • User Name & Email to display the user name and email address only.
  2. Select in the area Visibility Member search the elements which should be visible.
  3. Choose in the area Special Member Search
    • Disable to make no members from the network traceable.
    • Standard to display members from the network.
  4. Select in the area Visibility Special member search the elements which should be visible.
  5. Select from the selection box Results (max). the maximum number of elements that should be displayed.
  6. Click the button Save when ready.

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10.2 Rebuild search index

  1. Choose the area for which you want to rebuild the search index.
  2. If required select single elements.
  3. Click the button Rebuild search index each time to start index creation process.

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10.3 Icons

  1. Choose the element for which you want so select an icon.
  2. Click the corresponding link Select icon.
  3. Select the desired icon from the folder.
  4. If neccessary repeat this step for further elements.
  5. Click the button Save when ready.

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11. Background Processes

With background processes 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.
  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 Processes.
You get to the overview.



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11.1 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
  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
  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
  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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11.2 Add

  1. Click the tab Add.
  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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11.3 History

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.

Delete Entries
Below the table you find links for deleting protocols:
  • All Delete all given entries.
  • Older than 1 day Delete entries which are older than 1 day.
  • Older than 1 week Delete entries which are older than 1 week.
  • Older than 8 weeks Delete entries which are older than 8 weeks.

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12. Data Maintenance

Activating data maintenance allows you to automatically delete old portal data.
 
Note: The Campaign tab includes a blacklist for campaigns that should be excluded from the data maintenance and mustn't be deleted.
Please configure the blacklist before activating data maintenance.

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12.1 Settings:

Gives you an overview over the current database size and how it is divided.

Data Maintenance:
Here you can activate data maintenance and select which items should be deleted in regards to:
Outbox
Campaigns
Campaign starts
Story Reports
Accesses
Logins
 
Note: Data Maintenance does not affect Statistics.


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12.2 Campaign:

Here you find an overview over all campaigns in your portal.
You put a campaign on the blacklist and prevent it from being deleted by ticking the Blacklist box.



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13. Error Templates

You can modify messages here which are displayed if an error appears. 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 Error Templates.
  4. Select the desired template from the list.
  5. Modify the error message in the lower area as desired.
  6. Click the button Save when ready.

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14. Portal Reset

As Portal Master you can reset the portals.
  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 Portal Reset.
  4. Confirm the reset twice by clicking the button OK each time.

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15. 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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16. Support

In case of questions concerning your portal you can benefit from a broad range of support tools.
In this section you can find a list where you can get help from.
  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.

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