Portal Header

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

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

Portal header items

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 who have role AXONIVY_PORTAL_ADMIN.

My profile

Menu entry My Profile contains general setting, user language and notification channels subscription 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 delegates only for tasks assigned directly to you. Roles are typically held by a group of users, so if you’re absent, another member of your role can still take on the task.

Absences page

The dialog shows you all current and upcoming absences. You may show also past absences by activating the option Display 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

Click on the button Add absence
The Add absence dialog is opened
Enter From and Until
You may provide an explanatory comment
Confirm your absence by clicking button Save

Absences page: Add new absence dialog

Note

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

HowTo: Set substitute

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.
Specify substitutes by clicking on link ends with , select substitutes and click Add button to add.
Confirm your substitutes with the button Save.

Absences page: Set deputy section

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.

Change password dialog

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.

Version information dialog

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:

Processes: name, description
Cases: id, name, description
Tasks: id, name, description and all custom string fields

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.

HowTo: Limit search scope of Global Search

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