Before business users can start creating and publishing content with an intranet software solution, there are administration steps provided by the IT team. These steps include user management, permissions, workflow, connectors and page templates.
For intranets with a small number of users, the IT team may create individual logins via the intranet software. The IT team can set initial passwords, which users can then change. For larger intranets, it’s more common for IT to configure Single Sign-On (SSO) with their authentication system, such as Active Directory or LDAP.
Permissions can be applied to a site, folder or page. Permissions can also be applied to individual modules on pages. The IT team assigns permissions by mapping organizational structure to the structure of the intranet. For instance, Sales Managers may have sole permissions to update the Pricing section of the intranet, while HR Managers have sole access to update the Benefits section.
Within a team or department, managers may want to review and approve updates before they’re published to the intranet. This is administered via the workflow feature of an intranet software solution. For example, workflow can be set up to have updates from HR team members reviewed by the Manager or Director of HR. The reviewer can approve the update, or reject the update, sending a note back to the requester detailing the necessary changes.
Organizations have a need to connect an intranet to their internal business systems: benefits, payroll, ERP, expense reimbursement, travel systems and more. An intranet software solution provides built-in connectors, which enables the organization to integrate to systems with no programming knowledge required.
An intranet software solution provides built-in page templates that organizations can use to create a set of pages. In addition, custom page templates can be created, and made available to other users. The use of page templates saves organizations valuable time; users can spend more time creating content and less time worrying about HTML and CSS.