Navigating the Virgo Employee Portal

The Virgo Employee Portal provides an easy to use interface where all employees can find the retention information they need. We offer a simple Records Retention Search component that allows your end users to search for published record series by content types and keywords. We also offer a Records Retention Schedule component that displays your published schedule in a table and provides sorting, filtering, and viewing record series details.

Content Types are now available in the Virgo Employee Portal. There are multiple paths available:

  • Drill down from Record Series: The administrator or portal administrator role can allow users to drill down from the Record Series detail view into Content Types.
    1. As an Administrator or Portal Administrator, view a record series detail page.
    2. Click Configure.
    3. Enable “Allow Content Type Drill Down.”
  • Content Type Search: A component that provides a simple search of content type records. As with record series, you can control which of your fields are included in the search.
  • Content Type Grid: A component that shows a grid of content types similar to what you already see in Virgo. As with the record series components, you can control the columns and rows available to the end user and setup multiple, independent views for different groups of users.
  • Content Type Detail: This is the detail page that is available from record series, the content type grid, and the content type search. Click Configure to select which fields to display, whether to allow drill down into record series detail, and whether or not to display repositories mapped to the content type. If you wish to allow your portal users to see repository information, you must change the security role on your service account from "Portal User" to “Portal User Plus.”

You will learn how to use the Virgo Employee Portal. The Records Retention Schedule component can be configured with different field display, sort, and filter options. This allows you to publish either a single, company-wide schedule or schedules customized for individual departments.

The Virgo Employee Portal works with Office 365 SharePoint, on premise versions of SharePoint, and most other intranet portal solutions.

Length: 2 minutes.

A simple search box with powerful capabilities. Enter the name of the content type / record type of interest. As you type, Virgo will return a list of Content Types that are associated with your Records Retention Schedule. You may select a matching content type from the list or keep typing. If there is an exact match with a known Content Type, the search will immediately return the retention period along with any retention exceptions. If you need more detail, simply click on the name of the record series. If there is not an exact match, Virgo will perform a full text search on your retention schedule.

To view an example of the Records Retention Search component, hover your mouse over the image.

The Records Retention Schedule component provides a table view of your schedule that is very similar to the Record Series tab in Virgo. This view is, of course, read only, but it provides all of the same column sorting and filtering features available in Virgo. To view the detail of a record series, select the row and then click on the View Details button at the bottom of the table.

To view an example of the Records Retention Schedule component, hover your mouse over the image.

The number of columns displayed is limited by the width of the component, as it is configured on your page, and the width of the screen. In a narrow column or on a small screen, you may only see two or three columns even if more columns are available to the view

The Content Types search component allows you to search on content type records. As with record series, you can control which of your fields are included in the search.

To view an example of the Content Type Search component, hover your mouse over the image.

The Content Type grid component provides a table view that is very similar to the Content Types tab in Virgo. This view is, of course, read only, but it provides all of the same column sorting and filtering features available in Virgo. To view the detail of a content type, select the row and then click on the View Details button at the bottom of the table.

As with the record series components, you can control the columns and rows available to the end user and setup multiple, independent views for different groups of users.

To view an example of the Content Type Grid component, hover you mouse over the image.