TABLE OF CONTENTS

Explanation of terms

The appearance of the employee portal can be customised and adapted to the target group using various portal settings. The colour scheme, logo and fonts, for example, are controlled here.


Configuration

On the Portal settings  page, a new employee portal can be created via +Create.

See: Create employee portal / configure portal settings


Behaviour in the system

  • Context
    The portal settings define the basic settings for the appearance of the employee portal.
    The employee portal is made up of the following elements: Portal settings, the portal articles, tasks, portal tasks and task templates and data from onboarding.
  • Permissions
    To make changes to the portal settings, you need the permission Employee Portal | configuration. 
  • Preview 
    You can use the  Preview button to see what the employee portal would look like for your onboarded employees. A heading informs you that you are seeing a preview. A note also explains which sample data you can see.

  • Instructions for configuration

    • Name
      The name is only visible to you internally and should be designed in such a way that it is immediately recognisable for which purpose/target group the employee portal is designed. Additions with the company name or the target group may be useful.
      Example: d.vinci - trainees
    • Displayed Name
      This name is visible to onboardees. It is the title of the employee portal and the name of the app that your onboardees can save on their mobile phones.
    • Organisational Unit
      The organisational unit determines in which onboardings an employee portal is available. You can only select it in onboardings in the same organisational unit or below.
    • URL Path
      The URL is required when creating an employee portal/portal settings in order to distinguish the different employee portals from each other in a technically clear way. It is the internet address at which your onboardees can access the employee portal. We recommend storing the URL with the companies in the system when working with different companies.
      Each d.vinci system has a unique URL that leads to the global employee portal, e.g:
      https://company.dvinci.de/employee-portal
      Each additional employee portal is created by creating a unique URL path. The URL path results from the addition (short for English path, "Pfad") and the exact path name /urlpfad, which you define yourself in the field above. E.G:
      https://company.dvinci.de/employee-portal/urlpath
      You can choose a name for the URL path that indicates the target group of the employee portal. For example, a corresponding name for each subsidiary: https://company.dvinci.de/employee-portal/p/subsidiary
      You can also address different target groups within the same company using different portals with individual portal settings. For example, you can address onboardees as professionals in the portal for experienced professionals and as trainees in the portal for onboardees.
      Example URLs:
      https://company.dvinci.de/employee-portal/p/professionals
      https://company.dvinci.de/employee-portal/p/trainees  
    • File Upload
      If you activate the option Yes, Onboardees can upload files via the employee portal. 
      • View for the onboardees
        Onboardees will see a dialogue box in the Tasks area with the heading HR MAILBOX, where they can upload a file and enter a comment.
      • View for you in d.vinci
        You can see the uploaded files in the tab Attachments in the onboarding.
        There you will see the name, a  employee portal badge (if the file was uploaded to the employee portal), the onboardees' comment is highlighted in the description and you can also see the date and time of the upload. You can display the file as a PDF or delete it by clicking on the respective icons.
    • Welcoming Article
      The welcoming article is the first article that Onboardees see in the employee portal. Here we recommend words of welcome and explanations of what the employee portal has to offer as well as a target group-specific approach. The welcome article will be displayed at the bottom over time, as all newer articles are displayed above it.
    • Language Register
      You can choose, if the language in the employee portal should be formal or informal.
    • Controls Colour
      You can use the control element colour to immerse the employee portal in your own colour scheme. The colour you should choose for this will probably be specified in your corporate design guide or in a corporate identity manual, and we also recommend ensuring high contrasts for fonts and all backgrounds to ensure accessibility. You often have colour gradations in your guides that you can use to achieve a higher contrast ratio.
      The control element colour has an effect on the Discover, Tasks and Contact, Your Profile and Logout controls; the progress circle is filled in the colour for Discover and the file storage.
      When hovering over a question, the card is highlighted in the colour and the font of the active element receives the colour.
    • Footer - Content 
      The footer allows you to enter a closing text that is displayed at the bottom of the employee portal. You can design the footer yourself using an HTML editor. You can add text, links, images, videos, etc. here.
    • Logo
      After creating the portal settings, a logo can be selected. Allowed file formats: jpg, gif, png, svg. Maximum file size: 250 KB. Recommended height: 200px.
    • App Icon
      Onboardees can save the employee portal on their mobile phone. To do this, they need to call up the employee portal on their mobile phone, log in and click on the banner at the bottom of the page with the title Install app. A pop-up will then open for installation. The page is then displayed with an app icon on the onboardees' mobile phone. Allowed file formats: png, svg. Maximum file size: 250 KB. A resolution of 1024 x 1024px is required for the app icon. A transparent background is recommended.
  • Renaming
    You can rename the portal settings at any time. This will be immediately listed with the new name in onboarding.
  • Deletion
    You can delete the portal settings via the  Delete  button. Before doing so, however, they must be replaced on all onboarding devices where they are currently in use. Otherwise the error message will appear:
    These portal settings cannot be deleted as they are used in existing portal accesses.
    Before deleting, you will be asked if you are sure you want to do this.

How our customers use this

Many of our customers create a different configuration of the employee portal for each company and sometimes for each target group using the portal settings.
The portal settings in different target groups usually only differ in the welcome article. The ones for other companies are given a different logo.