Intranet folders, content and permissions
We are very often asked for advice at the beginning of projects on the ‘best way’ to set up intranet menu systems, document folders and the general framework of information including permissioned access.
In short - how to set up information so it is easy to navigate and has the right level of detail in the right format.
Of course if we are providing in depth services as part of our engagement with a new client, then we use a workshop approach with the project team to find agreement on the most suitable site architecture and user experiences.
But if the client has not formally requested our help with professional services, then simple advice can still go a long way to get an appropriate framework in place.
Firstly think if the CMS menu as the way to put the more detailed information found in the documents in context. They will also be pages from which related information can quickly be accessed, and where e-forms using process manager can be launched. Imagine that HR has a page about Policies and Procedures – that might summarise in just a paragraph why they are important, and have a statement like to review our expense claim policies for your department, please “click here”.
The link on the page will go to the correct document folder, where the user can automatically see the detailed policies for the department the user actually reports to.
The same page will have a link to actually make an expense claim, using the relevant e-forms process.
Once this simple concept is in place, we just need to create starting top level menus, these can be initial top levels for both the documents and menu system.
To do this just list the main informational areas involved. These are normally a combination of departments, projects, work streams and office locations – of course varying by company but in essence often similar.
Then group these as much as possible, so we get as few items as possible at the top level. Both menu systems and document folders can have as many sub folders as you need, all reacting to permission of each user – we just need an intuitive high level grouping to start the system off.
Naturally once the start is in place, both the document store and the menu systems can expand and diverge from each other as needs dictate. But by following this simple advice :
• Users that naturally browse are always just a couple of clicks from the right information in a relevant level of detail
• A permission structure can easily be set up to reflect the structure – for example a group for every department
• Using inherit permissions from above will allow robust and scaleable expansion without being prone to errors
