Understanding the language of a product can feel overwhelming at first. Our glossary defines our most common sources of confusion, and provides links to further information.
In This Article
Advertising promotes an item on a Site Home Page in a What's New feed. Depending on your setup, this may be the overall intranet Home Page, or it could be the Home Page of any of the team or department Sites you've created on your intranet. Each App generally has its own advertising options, so you can choose to (for example) automatically advertise news items but not advertise recipes. Learn more in the App Overview article and in the 'What's New Feed' section of the Types of Widgets article.
In the IC software, an Application - or App - has built-in functionality which allows you to perform specific tasks. Examples include the Documents app, Events Calendar app, Photo Albums app, and Blogs app.
Each App must belong to a Site, whether that's the main intranet Site or a team/department Site. View all the Apps for a site (or add more Apps) by going to the Admin area and clicking the Assets tab. Learn more in the App Overview article.
Archiving moves an item automatically from the active view to the archived view, which is still accessible to users but a little more difficult to access (i.e. users have to click the View Archives link). The intention of the archive is to 'file things away' so they don't clutter the active view.
Categories are groupings of items within an App (just like folders), which allow you to organize and control access to content. You can set security permissions, and access to functions like adding/editing/deleting by assigning rights by category. Manage all Category names and permissions via the App Admin, under Toolbox.
File versioning provides the ability to track changes from file to file and to review previous versions of the file. It also allows you to restore a previous version as necessary. Versioning is typically used in situations where you want to view the history of a policy with the ability to view previous versions and know when they were changed and by who, so it works with the check in/check out function. Learn more about check in/check out and file versioning in the Documents & Policies Overview article.
Just like Categories, Folders are groupings of items within an App which allow you to organize and control access to content. You can set security permissions, and access to functions like adding/editing/deleting by assigning rights by folder. Manage all Folder names and permissions via the App Admin, under Toolbox.
A Page is a standalone way of adding content to a Site. Just like Apps, each Page must belong to a Site, whether that's the main intranet home Site or a team/department Site.
There are two types of pages in the IC software: Content Pages, which are a basic way to add text, images, links etc., somewhat similar to a Word document; and Widget Pages, which have endless possibilities of layout options, including content feeds from elsewhere in the Site, as well as just basic text, images, and links. Learn more about Pages.
The Review function is intended to keep documents and policies from being added to the intranet and never updated (note: this feature was introduced in Version 13.5). When the function is enabled, specific users can receive reminders that a file needs to be reviewed for its currency and accuracy. Review reminders can be set at the App or the document level. Learn more in the 'Documents: Review' article.
Read & Confirm
Read & Confirm provides a means for users to acknowledge that they've read a key document (e.g. vacation policy), and allows managers to track who has and hasn't acknowledged this. Read & Confirm reminders can be set at the App or the document level. Learn more in the 'Documents: Read & Confirm' article.
A Site is a standalone part of the intranet which can have its own menu, design theme, security access permissions, ownership, etc. The main intranet is the home Site, and there may be many more Sites as needed. Learn more about Sites.
Examples of when Sites may be used include:
- there's lots of inter-related content which belongs together but is too much to realistically put on one page, and you expect that users would need to move between content pieces so a menu makes sense
- one department or group is responsible for the maintenance of their content, and you want to delegate ownership to that group
- a group wants a private space to share work content without their non-group coworkers having access to see the information
Site Owners have full management rights over their Site, including the option to create menu navigation, add Apps or Pages, theme their site, or add widgets to the Site home page. Site Owners can be either individuals or groups.
Site Owners are assigned by either choosing Assign Site Owners when you're on the Site; or by going to the Admin area, clicking the Security tab, choosing Assign Elevated Rights for either an individual or group as needed, then clicking Site Owner and choosing the appropriate Site.
A Theme is a way of setting design options for a site such as font and colors. You can do this either for the Home Site with the Simple Theme Editor, or for any site with the Advanced Theme Editor. The Advanced Theme Editor gives more granular control over all design elements, and also allows you to name and save themes so you can return to them later, have a labelled theme for a Team Site, etc. Learn more about Site Themes in the 'Design Tab' article.
Web Services is the connection between your intranet and Intranet Connections. Web Services functions to:
- Check for product updates (e.g. patches, versions) and IC announcements
- Check your annual maintenance renewal fee expiration date
- Collect info about the intranet environment and send to IC
- Get TomTom API settings (i.e. map information for Online Forms)
In your intranet’s Admin area, please click Scheduled Tasks and make sure Web Services shows as ‘enabled’ so your intranet receives these updates. Note that this is only applicable to your live/production site, and should not be enabled for a development/test site. Learn more about this in the Scheduled Tasks section of the 'Intranet Setup' article.
Widgets are boxes of content which can be rearranged endlessly. Widgets can contain information you enter directly (e.g. text, images, links), content from elsewhere in the intranet (e.g. birthdays, photos, blog posts), or external information (e.g. RSS feed, weather, Exchange calendar). Widgets must be added to a Site Home Page (i.e. the intranet Home Page or a team/department Site) or to a widget page. Learn more about Sites and widget pages.
Widgets are displayed on a page in frames of rows and columns, up to three per row, as shown below
Adding workflow to documents or forms automates notifications or approvals. Workflow can be added in multiple stages before and/or after approval. Learn more about workflow in the 'Create a Form: Workflow Tab' article.