Portal Header

Axon Ivy Portal header is always visible. On the top right of the header you find two useful features:

1. Name of the user you’re logged in with. Additionally, if you click on your username you get a menu with options that allow you to configure the Axon Ivy Portal to your personal needs. See User Settings in the Axon Ivy Portal for a detailed overview of the configuration options.

2. Next to your username is a Search Bar providing you with a portal-wide search. This feature is described in detail in Global Search.

User Settings in the Axon Ivy Portal

When you click on your username in the top right of the Axon Ivy Portal, a menu is shown allowing you to configure the Portal to your personal needs. These features are described in the following sections below.

Admin Settings

Menu entry Admin Settings is only available for users have role AXONIVY_PORTAL_ADMIN.

My profile

Menu entry My Profile contains general setting, user language and email settings.

Dashboard Configuration

Menu entry Dashboard Configuration contains dashboards settings, grant either 🔑DashboardWriteOwn or 🔑DashboardWritePublic to allow a user to define dashboard settings either for their own private dashboards or public dashboards, respectively.

Absences

Menu entry Absences provides you with an absence management component. Here you can enter your absence and define delegate for tasks assigned to you or one of the roles you hold.

Hint

Although you can specify delegates for a role you hold, we recommend specifying only delegates for tasks assigned personally to you. Roles are normally held by a group of users, so if you’re absent one of your role members is still able to pick the task.

The dialog shows you all current and upcoming absences. You may show also past absences by activating the option Show absences in the past. Furthermore, you can edit or delete absences by using the Edit or Delete action in the row of the respective absence.

HowTo: Add absence

1. Click on the button Add absence

2. The Add absence dialog is opened

3. Enter From and To

4. You may provide an explanatory comment

5. Confirm your absence by clicking button Save

Note

Grant either permission 🔑UserCreateOwnAbsence or 🔑UserCreateAbsence to allow a user to create own, personal absences or public absences, respectively.

HowTo: Set substitute

1. You see a list with 2 entries for your personal tasks and for each role you hold.

   For each role, you can choose multiple substitutes.

   For your personal tasks, you can choose multiple substitutes and there are two types of substitute:

   • Permanent substitutes for personally assigned tasks.

   • Substitutes for personally assigned tasks during the absence.

   A substitute can only belonged to one type.

2. Specify substitutes by clicking on link ends with .

3. Confirm your substitutes with the button Save.

Note

Grant either permission 🔑UserCreateOwnSubstitute or 🔑UserCreateSubstitute to allow a user to create their own substitute definitions or create substitute definitions for all users, respectively.

Change Password

The menu entry Change password allows you to set a new password.

Note

Grant permission: 🔑UserSetOwnPassword to allow a user to change their password. Configure permissions in the Engine Cockpit. In the security area, open PersonalPermissions -> PersonalSecurityPermissions -> UserSetOwnPassword.

Info

The menu entry Info provides you with detailed information about the Axon Ivy Engine, the Axon Ivy Portal and your company’s application. You might be asked for this information in case you issue a support request.

Logout

The menu entry Logout will terminate your session in the Axon Ivy Portal. You’ll be routed back to the login page of the Axon Ivy Portal.

Hint

The Axon Ivy Portal will also do an automatic logout if you’re inactive for a certain amount of time.

Global Search

The Global Search is a convenient tool for you to look up information in the whole Axon Ivy Portal. You may search for any keyword. By default, the Axon Ivy Portal will search for:

1. Processes

2. Cases

3. Tasks

When you confirm the keyword you’re looking for, the Axon Ivy Portal will route you to the Global Search Results page. For each category a tab is provided, giving you the results of your search.

Hint

Your company’s application may provide further search capabilities which are integrated in the Axon Ivy Portal Global Search. You’d find the results on the result page accordingly. Contact your administrator for more information.

HowTo: Limit search scope of Global Search

By default, Global Search looks for data that matches your input in these fields:

• Task fields: Id, name, and description.

• Case fields: Id, name, description, and any custom string field.

As an administrator, you may want to limit fields which Global Search should be looking for. Portal provides two variables to help you:

• Portal.SearchScope.ByCaseFields: Defining the fields that the global search will use to find matching cases besides case Id (this can influence the performance of the search).

• Portal.SearchScope.ByTaskFields: Defining the fields that the global search will use to find matching tasks besides task Id (this can influence the performance of the search).

• Portal.GlobalSearchScopeCategories: Defining the types that the global search will search for (this can influence the performance of the search).

You can configure these variables by Configure Portal Settings.