Virgo Employee Portal Setup
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While Virgo houses an organization's records retention schedule, the Employee Portal is a read-only view into an organization's records retention schedule.
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Lets employees find retention policies easily.
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Automatically displays published updates.
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Customizable, quick to set up for customers.
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Integrates with Confluence, SharePoint, or a customer's proprietary system.
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The Employee Portal apps are designed to be embedded into a SharePoint site. Apps can also display on their own web page. Apps can also display in an inline frame on a web page.
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If you want to see all of the columns, do not display the Retention Schedule app in an inline frame because the grid displays multiple columns.
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On our demo site, the inline frame for the Retention Schedule app is reduced in size. The smaller the inline frame, the fewer the columns. This may be sufficient if the user only needs to see a few columns of information to identify the retention schedule.
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Common scenario: The Retention Search app displays prominently. Then there's a link to Retention Schedule app for users who don't know what they're searching for and want to see a grid view.
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Supports Chrome, IE, and Edge.
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If you're in Admin View on the Portal, you can click Configure to specify which fields you and employees will see.
The Employee Portal includes four applications:
Applications | Description |
Content Types |
A grid like the Records Retention Schedule widget. Double-click for details. |
Content Types Search |
Lets employees search and views basic information. Double-click for details.
For example, as I start to type in a content type name the portal is going to start to prompt me with some content types that are in the retention schedule. If I select one of those existing content types it will immediately tell me what my retention rules are, but then it will also let me click through and see the detail of the record series. |
Retention Schedule |
A traditional grid view of a retention schedule that an employee can filter, sort, and search. Double-click for details. |
Retention Search |
Lets employees search for content types defined in a retention schedule or search a retention schedule to determine how to manage a record. Double-click for details. |
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On the Retention Schedule app, administrators can view all records series. Non-administrators can only see record series with the status of Published.
- In the Standard Retention Schedule view, if you're an admin you can see every record series that's in the system, same as in the full version of Virgo.
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Access can also create custom views to filter the data. For example, by department.
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As an Admin, click Configure. The Retention Schedule Configuration page displays.
- When you log in as an admin to the Portal, anything you've done on your screen, click Configure, and Apply, that will be part of the configuration for other Portal users. For example, on the Retention Schedule app, if you enter a search term in Filter by and Apply, the grid will be filtered by default for other Portal users.
- Admins can control what employees sees in the Portal, including columns. Then you click Apply. Any employee who accesses the portal will see the same configuration.
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TIP: An administrator should be careful about configuration because your configuration will stick. Your configuration will be the view that other users will see by default.
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To reorder columns, you can drag and drop in the Portal. Then click Configure and Apply.
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The Portal is sort of responsive. If you make the Portal smaller and then refresh your browser, only the columns that will fit in the screen will display.
- When you start typing in Filter for, there's no auto-complete like in Records Retention Search.
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If you then perform a search, the Portal will still search all the columns, even if you can't see the columns.
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For details on a Record Series, double-click a row.
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If you click Configure, on the Records Series Detail Configuration screen you can select the fields to display when viewing Record Series details. And then click Apply.
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To add or update a Title and Description that displays in the Portal, append the end of the Portal UL with ?_embed=false. Press Enter. Click Configure. On the Retention Schedule Configuration page, enter a Title and Description. Click Apply.
The Virgo Employee Portal makes it easy to publish a dynamic, searchable Retention Schedule for your end users. While the Employee Portal has been designed to work with multiple portal solutions, our SharePoint Add-in allows you to install and deploy the Virgo Employee Portal to an existing SharePoint site in minutes.
- SharePoint Online (Office 365), SharePoint 2013, or SharePoint 2016
- Full Control or higher permissions on your SharePoint site
- Virgo subscription or trial (sign up for a Virgo account)
- Virgo user with the Portal User security role
- Virgo user with the Portal Admin or Administrator security role
NOTE: The Virgo Employee Portal for SharePoint can be deployed on Office 365 or on an on premise solution. If you are interested in deploying the Employee Portal to an intranet that is not based on SharePoint, please contact Access Support.
You will learn how to install and setup the add-in, and insert and customize components.
Length: 4 minutes.
We offer a Records Retention Schedule component that display your schedule in a table and provides sorting, filtering, and viewing Record Series details. We also offer a simple Records Retention Search component that allows your end users to search by content types and keywords.
Each 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.
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 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.
No configuration is required but you may customize:
- Fields available for full text search
- Fields displayed in the record series detail view
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.
The number of columns displayed is limited by the width of the app part, 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.
No configuration is required, but you may customize:
- Fields available in the table view
- Default sort order in the table view
- Default filters in the table view. Note that if you filter a column that is visible to the user, the user may remove or change the filter (without impacting other users). If you filter a column that you hide from the user, the user cannot change or remove the filter and their view of the data has been limited.
- Fields displayed in the record series detail view
To view an example of the Records Retention Schedule component, hover your mouse over the image.
Microsoft provides instructions for installing SharePoint Add-ins. The Virgo Employee Portal Add-in is free from the SharePoint Store though you do need a Virgo subscription with the correct licensing in order to use the add-in.
- Click the gear icon and select Add an App.
- Type in Virgo in the search engine and click the search icon.
- Click on one result in the SharePoint Store.
- Click on the Virgo logo.
- Click Add It.
To view an example of installing the Virgo Employee Portal Add-in, hover your mouse over the image.
Once you have installed the Virgo Employee Portal Add-in to your site, you need to complete the setup. Setup is simple:
- Click on the Virgo Employee Portal Add-in installed to your site.
- If you have never installed it before, a new List will be automatically created with the name “Information Governance Solutions, LLC.” The add-in uses this list to store your setup information.
- Enter the Virgo user name and password you would like to use for employee access. We recommend using an account assigned to the “Portal User” security role.
- Go back to your site to add Virgo components to your pages.
To view an example of setting up the Virgo Employee Portal Add-in, hover your mouse over the image.
Navigate to the page where you want to add the component.
- Click the gear icon.
- Click Add a Page.
- In this case, we will name the page, Records Retention Search.
- Click the plus sign and click on Records Retention Search.
- Click the pencil button to edit the component.
- Check the box resize to fit to page and adjust the height to 600, and click apply.
- You will be prompted with a Virgo login screen. You must have an service account with the Portal Admin or Administrator role in order to edit the configuration.
NOTE: Record series must be set to a status with the “published” attribute in order to be displayed to end users.
To view an example of inserting the Virgo Employee Portal Add-in component, hover your mouse over the image.
- Edit the page.
- Select the component you need to configure.
- Select Edit Web Part from the component’s menu.
- You will be prompted with a Virgo login screen. You must have an service account with the Portal Admin or Administrator role in order to edit the configuration (which is different from the account the portal uses to log in on behalf of your employees).
- The contents of the component will be displayed again but you will see a Configure button in the upper-right corner.
- When a component includes multiple views, the Configure button will provide a different set of options for each view. You may want to customize more than one view.
- After making changes, click Save in the configuration screen.
- Note that you do not need to save the component or page configuration in SharePoint unless you changed any SharePoint display properties.
To view an example of customizing the Virgo Employee Portal Add-in component, hover your mouse over the image.