Omnia Documentation

Note

This documentation is a work in progress and contributions can be made on our Github repo

Topics

Introduction

This documentation is intended for administrators of Omnia Tenants. Settings and Controls in the following Omnia Products will be described here:

• Omnia Foundation
• Omnia Intranet
• Omnia Document Management
• Omnia Quality Management

You always have to have the necessary permissions to be able to edit settings. If you can’t find any of the options described on this page, you are not permitted to edit settings.

Omnia Admin settings

You find the settings in Omnia Admin the following way:

1. Open the Actions Menu.

2. Select “Omnia Admin”.

Settings for a control

Most Omnia Controls has additional settings. Settings for a control are normally control scoped. To edit settings for the control, do the following:

1. Go the the page where the actual control is placed.
2. Open the Actions Menu and select “Edit Page”.

3. Open the settings by clicking the cog wheel, for example:

Note! You have to point at the right control heading to see the cog wheel. The control heading is not shown until you point at it.

To add a control to a page

The first step is always to add a web part to a legacy page or a block to a Quick Page, for the control.

Here’s how to add a web part to a legacy page:

1. Go to the page.
2. Edit the page in advanced mode.
3. Add the web part to a suitable web part zone. The web part is found in the “Omnia” Category.
4. Check in the page. (You must do that to be able to access the settings.)

Here’s how to add a block to a Quick Page:

1. Go to the page.
2. Open the Actions Menu and select “Edit page”.
3. Open the list of blocks.
4. Use drag and drop to add the block to a suitable area.

To access the settings for the control, see above.

Projectsites

Document Searchpage

Projectsites provides the ability to view and access all the documents that have created using projectsites in a straight forward way.

Here we can see all the documents that have been created using project sites, as well as the metadata that these documents have been tagged with. This user has chosen to create three maps with the names our projects, our departments, our tools and specificy which documents they should contain.

We also have the option to include a search bar to search for specific document among all projects, which is helpful when dealing with a large amount of documents. There is also a filtering option that can be used to view documents of a specific tag/metadata:

Here we can filter the documents by function, owned by, type of document and security class. These metadata fields have been specified by the user to be included in all documents that are created using projectsites.

Configuration

The search page functionality comes with multiple configuraion options that can be used to personalize and improve the user experience:

• Enable tabs allows for the document maps to be visable for the user. The tabs shown will be dependent on which site template the user selects in the site template input field.
• Grouping allows the user to group documents based on a specific metadata.
• Compact mode gives the search field a more compact feel and look. it is used in imagie number two, and without it the search functionality will look as following:

• Free text search field allows the user to choose in which way they would like to search for a document, wether it be by file name or by some other metadata.
• Item per page decides how many items will be shown per page.
• Open file by office online gives the option to open a selected file by the office online products.
• notify on non results notifies the user if their search gave no results.

Searchpage also allows the user to select which columns with field data should be shown and even create new fields:

Here we can both select the fields that we would like to be displayed. We can also choose if they can be included in the filter, as well as actually edit their configuration. Field detail allows the user to also select which maps the field will be displayed in:

Like most other Omnia products, the searchpage’s userinterface can be configured to change the colors and style of:

Document Managment

Projectsites also provides the ability to manage documents using metadata.

Usually once the document is uploaded by a user, the user has to then tag the documents with different tags in order to simplify the search and sort of these documents, which can in of itself be a complicated process. With project-sites we simplify this by using columns as seen above in order to sort document by their metadata, which is specificied by the user in the Document Metadata functionality that is found in Omnia Admin.

Document metadata automatically gives each uploaded document by the tool viewer metadata that the user has defined. An example of how this is works is when the user provides a process step field in the document metadata.

The user then selects a process in the process viewer, and then uses the tool viewer to create a document. This Document will then have that process name in its metadata, and can then be filtered by it.

There is also the option to exclude folders that the adminstrator of the site does not want the user to be able to place documents in. This option can be found in Omnia Admin > System > Extensions > OmniaX.ProjectSites:

Project-sites Setup

Prerequisites

Note! In order to be able to use project-sites, you need to have the extension zip file OmniaX.ProjectSites.zip and have an Omnia QMS project already setup.

Install and Setup Project Sites

1. Go to Omnia Admin > System.
2. Register this extension. This is done by first registering the extensionId which can be found inside the zip file, under extension.json.
3. Go back to System > Extensions, and Upload the OmniaX.ProjectSites.zip file.
4. Once the file has been uploaded, make sure to fill in the processidtemplate1 field with the correct template it. It can be found in the process-viewer of your Omnia QMS site.

5. Make sure to fill in the Omnia QMS site url, which is the site url of your Omnia QMS app that you wish to activate project-sites on.
6. Make sure to fill in the Omnia QMS web api url, which is the url of the server that your intranet is built upon. An example is https://omniaext1.azurewebsites.net/api.
7. Click save.
8. Go to Omnia Admin > Features.

9. Make sure that the following tenant scoped features are activated: - OmniaX Project Site Core - OmniaX ProjectSite-TentantBundle - Omnia Angular1 Support

10. Make sure that the following site collection scoped features are activated: - Omnia Core Master Page. - OmniaX Project Site Provision Document Fields. - Omnia Legacy Support. - Omnia SPFx Infrastructure. - OmniaX Project Site Provision Webpart.

11. Make sure that the following site scoped features are activated: - Omnia Team Site - Prerequisites - OmniaX Project Site - Example Site

12. Go To Omnia Admin > Site Templates > Add template.

13. Name the template site template 1.
14. Make sure to have the language selected as your prefered language.
15. Make sure to choose the correct Omnia Profile for your intranet.
16. Make sure that the base template is Team site (classic experience).
17. Make sure that it has the correct location.
18. Go to the features tab and make sure that these Site Collection and Site features are checkmarked:

19. Go to the properties tab and add the properties you wish your project-site template to have. An example would be the following:

20. Go to Document Metadata.

21. Click on the Select Fields From Omnia Site Template button.
22. Select site template 1 that we created earlier.

23. Select all the fields that we created earlier, then click save.

24. The next step is to create a new site for our project sites. Go to the intranet homepage where you have your Omnia QMS setup and click on my sites button, then create new site.
25. Choose site template 1.
26. Enter Project Sites in the title field. You may enter an optional description to the site. When you are done, click next.
27. Fill in the fields of the properties that we have previously selected. Make sure to fill in the ones that are required, then click next.
28. In the owner field, enter the name of the site administrator.
29. In the members field, enter the name of the members that you wish to have the ability to edit the site.
30. in the readers field, enter the name of the members that will only be able to read the site, without having editing capabilities.
31. Click Create.

Project-sites web components

Project-sites has four major web components that can be used for the purposes of displaying documents and processes.

In order to access these components, follow these steps:

1. Go to the project-sites site that you have created in the project-sites setup step.
2. Click on the Edit Page button.

3. Click on Add a Web Part.
4. Scroll down through the folders in the Categories section to OmniaX - Project-sites, click on it and you will see the parts to the right.

OmniaX Process Viewier

Process Viewier is a tool that is used to view a process or multiple processes.

After adding it as a component, we can configure it using the following options:

• in the processId section we will be adding the Id of our process that we would like to view in the process viewer.
• Show title for all process gives us the ability to show the title of our processes.
• Preview child process is allows us to preview the sub-process of a process as seen in the example below:

• Style Padding CSS Text is an option to add some style padding to the text.
• Tab settings - Show Description Tab is a function that allows us to see the description of a process.
• Tab settings - Show Details Tab is a function that allows us to see details and information about a process, and we also recieve the option to export the process as we can see in the example below:

• Tab settings - Show Tool Tab allows us to preview the documents that are attached to a specific process as seen in the example below:

• Tab settings - Show Task Tab

The next step is to setup the optional floating Panel, which is

The process viewier also has the option of changing the colors of specific processes. The settings of this function can be found in the third tab that is called UI Settings.

Here we can see and customize the colors of every part of the process viewier. At the buttom we can see a button with a checkmar box that is called Custom Process Style, which is a functionality that allows us to easily customize each process individually as seen in the example down below:

Once we click on the magic wand of the process that we would like to style, a process styling pop-up will be revealed. It allows the user to change the background color of the process, the text color and the size of the process component. The pop-up also contains an option that is called advanced mode, which allows the user to do all that was previously mentioned, but in CSS-code.

OmniaX Site Properties Viewer

Site properties viewer allows the user to display site properties that have been provided when creating the site.

These properties can also be find under Site Quick Edit > Site Properties. There is also the option to customise the site properties viewer colors in the custom colors tab that can be found in the viewer settings:

OmniaX Task Viewer

Task viewer is a component that allows the user to display tasks that are conneced to the selected process. It provides the follow options:

The task viewer settings provide the options of changing the task viewer title and how it should be displayed. It also provides an option for an aggregated view of the tasks, similar to that of the process tool viewer, as well as a CSS input field for padding the text. There is also settings to customise the colors of the task viewer in the Custom Colors tab.

OmniaX Tool Viewer

The tool viewier is a functionality that is used for managing documents that are connected to our processes.

Along side the process tool, we can also view which heading and 33fgfunction the documents belong to. The tool viewer has multiple configurations and options:

• Tools Viewier Title allows us to select the title of our tool viewer and gives the option to always display it or not.
• Show all documents displays an expandable tab at the end of the tool viewer that allows us to see the documents that are attached to the other processes, and not only the currently selected process:

• The show library function is connected to show all documents, as it is required in order to display which libraries all the documents are sorted in.
• Aggregated view allows the user to remove the fold/unfold documents tab that also displays the name of the sub-process the documents belong to, and instead show all the documents

that belong to the selected process, including the documents that belong to any sub-process of the selected process:

• Show first level sub process is connected to Aggregated view. It allows the user to have to fold/unfold tab, but only displays the name of the first level sub process.

For example if you have a process named Development, and this process has a sub-process that is named Apps that have documents in it. Show first level sub process will only display Development instead of Development - Apps in the tab.

• Show links allows the user to view the links that are connected to the documents of the selected process or sub-process.
• Read documents mode allows the user to view and create documents.
• Disable create disables the ability to create documents in this tools viewer.
• Style Margin CSS Text allows the user to modify the styling of the text display in the tools viewer.

The user has also the ability to change the overall UI of the tools viewer, by modifying the coloring and font-size options provided in the UI Settings tab. The user can also choose to use the system theme UI by using the provided system theme feature:

Tools viewer also provides the option to view and filter documents in many ways:

• Show filter box is an option that displays magnifying glass that when clicked expandes to a search bar above the documents. It allows us to search for documents with a specific heading among the displayed documents:
• Filter mode, which only shows tools when they have tags that can be filtered, allows the user to filter documents based on their heading.
• Single Process Filter is the option to select if the filtering should happen on a single process step instead of multiple processes.
• Hide process tag is the option that can be chosen when using single process filter, and it is used to hide the process tag.
• The search bar can be used to look up the processes or headings that can be selected as filters.

Big-Picture

Client Security and Recommendation

Recommend ways to setup Big Picture

Since Big Picture can be seen as an only-display extension, meaning that it does not require much or any user interaction once its setup, therefore we recommend a few ways to set it up:

Operating system level Kiosk Mode (Recommended)

Kiosk Mode that is also called Assigned Access is a mode that comes with windows, and that allows the user to configure an account that is only allowd to use a specific software without access to anything else like the start menu or the task manager for example, and forces the app to be in fullscreen mode. This way when a person uses the computer that is logged in to the kiosk account, the person can only access the specified app. In this case the app will be Microsoft Edge that will run Big Screen.

In order to setup kiosk mode, we need to be logged in as Administrator, and we need to setup a new user account. This can be simply done by creating a new user in Settings > Accounts > Other people > Add someone else to this PC. Note that the account does not have to be a microsoft account, but can also be just a local account with a password. Make sure to name the account Kiosk.

• Once that is done, open up Windows Powershell which can be found when searched for in the start menu, it looks like this.
• Make sure to right click and run it as Administrator:

• Type in the exact sentence following sentence:

Set-AssignedAccess -AppUserModelId Microsoft.MicrosoftEdge_8wekyb3d8bbwe!MicrosoftEdge -UserName Kiosk

In case of an error, make sure to check the spelling of the sentence above, as the spelling and even the amount of spaces between each word has to be exact.

Now that kiosk mode is up and running, it can be used by logging into the Kiosk user account which will automatically launch Microsoft Edge.

Things to keep in mind

• The browser should have the startpage set to the page of big picture. Using the query string fullscreen=true (For example https://tenant.sharepoint.com?fullscreen=true#/start/big-picture) will cause big picture to go into full screen mode automatically. This will enable the computer to be rebooted but still end up on the correct page and put the browser in the correct mode.
• Some TV’s might have settings to go into sleep mode or turn off when there is no activity. Make sure to check the TV for such configuration.
• Make sure to change the computers settings for when to go into sleep mode or shutdown after no activity to “never”.
• Windows auto-update can cause the devices that are running Big Screen to automatically restart. This should be disabled on the devices that will run Big Picture. The instructions on how to disable it can be found here https://www.windowscentral.com/how-stop-updates-installing-automatically-windows-10

Note In order to remove the kiosk account, go to Settings > Accounts > Other people > Click on the Kiosk Account then remove:

Alternative: Browser-level Kiosk Mode (Not Recommended)

Browsers, such as Google Chrome offer a browser level kiosk, in which the browser will be entered into full screen mode and give a similar look to that of Operating System kiosk mode. The main perk with this feature is that it is much easier to setup and get started with than operating system level kiosk mode, but the reason this is not recommended is because the user can exit this mode in multiple ways and gain full access to the device. Therefore it makes it a non secure method to use in public spaces where non-personal can access the device.

Physical Security

Physical security is something to be considered when the companies requires the device to be physically protected. In many cases, the device that is connected to the display, will also be connected and access to the non-public internet. Therefor an intrusion can cause sensitive data leaks or even damage, therefore we recommend that the device itself should be locked in a safe or a locker that is only accessable by staff members, and is connected to the monitor that displays big screen wirelessly. this can be done through chromecast, or if its a smart tv then the computer can connect to it using bluetooth. Make sure to lock the screen after activating Big Screen for an extra secure usage.

Network security

Network security is something to be considered, since the device that is publicily display will be connected to the company network. Therefore we advice to a create an own wifi-network for the the device or devices that will be runnin big picture. This network should have the properties of a guest network, but is password protected so that only the machines that are running big picture can access it. Another alternative is to use a dedicated network, that is completly seperate from the company network for this device. Such options can be purchased at service-providers and often comes in the form of a USB stick or router that will be soly connected to the device running Big Picture.

Additional Security

O365 Security

To Run big picture, a normal user account that can login to O365 and Omnia is needed. This account should have a minimal amount of permissions. For big picture to work the account needs permissions in the following ways:

• Access to the page where the big picture Glue control is placed
• Access to any data it will show (The news center for example)
• Access to the Glue site system page (The welcome page of the Glue site called Omnia.aspx)

Features and Configurations

Big Picture provides the user with a varity of display options that the user can choose from. There is news display which allows the user display news from a specified source on the big screen, image display which allows the user to display an image galary of their choosing, video displayer which allows the user to display a video from youtube or microsoft stream, as well as a page display that can display a page created using omnia sharepoint.

News Display

In order to access the news settings, enter edit mode once again, and this time click on the cog wheel in the full screen component that you placed in your page.

Big Picture allows the user to display news from a provided news center that is connected to the user’s intranet. The user can also choose the period of which news will be displaye, how the articles will be ordered, the limit of the amounts of articles at a time and the priority.

Images Display

Images display is found in the second tab and allows the user to link an image folder that has images uploaded to the sharepoint website, and have these images displayed in a specific order and at specific speed.

Video Display

Video display can be found in the third tab that is called Videos Settings where the user can input a URL link to a youtube video or a microsoft stream.

We recommend the use of youtube over microsoft as it reduces the chances of performance issues when this functionality is used on an older device that might have less performance capabilities. In order to display a video setting, make sure to enter a valid youtube url in the video location field. An example of a valid url is: https://www.youtube.com/watch?v=LhC5PtMWNVo.

Video settings provides the option to include a video title, a specific start time and end time of the video as well as the ability to add multiple videos.

Page Display

Page display can be found in the fourth tabe Pages settings, where the user can select one or multiple webpages to be displayed.

Note that the pages do not have to be created by the user, but the user needs to have acess to view them in order to use them for Big Picture.

Display Settings

the display Setting tab is used to configure how Big Picture functions. It is divide up in three parts, general settings, news settings, additional image settings and metadata.

General settings:

• Reload Data (minutes) sets the amount of time between each refresh/relaod of the big picture content.
• Note that this does not apply to images and videos that are included in Images Settings and Videos Settings.
• Logo Url provides the ability to provide a url to a logo that you wish to display. Note that the logo does not have to be uploaded to the companys sharepoint, but can be from anywhere (google images for example).
• Logo position gives the ability to select the position of the logo, and logo visibility gives the option to make the logo visible or not.
• logo size decides the size of the logo size.
• Slides indicator color decides the color for the sides indicator, and count down text color decides the color for the count down text.
• Indiator position decides where the indicator will be placed and the indicator visibility decides wether it will be visible or not.

News

• News video template allows the user to select his view and amount of colums they wish to display.
• Shows full article page displays the full article page, and scrolls whole page displays the whole page. Note that

When the user selects Show full article page, scrolls the whole page will also be selected by default, as the display sometimes does not the full article. - Only show summary displays the summary of the news. - Delay time before scroll determines the amount seconds it will be between each page scroll. - Scrolling speed determines the scrolling speed. - Delay time after scroll

Images

The speed of slide animation determines the amount of seconds the image will be displayed before the next one is slided in.

Metadata

The metadata function allows the user to select which metadata they wish to be displayed.

Setup

Prerequisite

In order to setup and configrue Big picture, a zip file with the name omniax_bigpicture.zip is required.

Install and Setup Big Picture

• Register the extensionId. This is done by first registering the extensionId which can be found inside the zip file, under extension.json.
• Go back to System > Extensions, and Upload the omniaX.bigpicture.zip file.
• Once the file has been uploaded, navigate to Features and activate the tentant scoped feature called OmniaX Big Picture Core and activate it.

Setup Big Picture

Now that big picture is sucessfully installed, we will set it up in a page of its own.

• Go to the start page of the intranet site that you wish to use big picture on.
• Click on the cogwheel in the upper left corner

• Click on Manage Content.
• Click on the plus button of your main page, in this example the start page of the entranet is called hello world:

• Make sure that create page is selected, and write Big Picture in the Title section.
• Click publish.
• Click on the Big Picture site in the menu.
• Click on the three dotted button, then click on edit page button in the upper left corner.

• Click on the headings button (the middle button).
• Scroll down to OmniaX and drag and drop the Fullscreen Viewer component on the top left Web part.
• Click on the cogwheel to configure the web part and then click on save then publish when finished.

The manual for features and configuration functions can be found here.