Working with dashboards

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Working with the Share Dashboard

Click on the My Dashboard icon at the top of the Share interface screen. You will see a dashboard similar to that below (but without the red arrows and explanatory comments).


Share dashboard


First, setup your profile and change your password.

Setting up your profile

- Click the Administrator drop down list at the top-right and select My Profile.

- Click Edit Profile and enter your details.

- In the Contact Information section, change the email address to that which you can access since the system sends notifications to this address.

- Click Save Changes at the bottom of the screen.


Edit profile


Changing your password

- Click Change Password at the top of the screen.

- Enter your old password.

- Enter your new password.

- Enter your new password again to confirm.

- Click OK to save.


Change password


To return to the Dashboard, click on the Home at the top of the screen.



The Share Dashboard

The Dashboard provides an overview of your system. You can select a range of dashlets and lay them out on the Dashboard to view information about various aspects of your system. For example, you can have a dashlet to view the sites in your system; a dashlet to view the documents in your system; a dashlet to view a website, and so on.

First, setup the Dashboard by choosing the layout and the dashlets for the Dashboard. After this, you can configure each of these dashlets to show information.

Setting up the Dashboard

- Click Customize Dashboard at the top-right of the screen.

- The Customize Dashboard screen shows the current layout of the Dashboard and the dashlets on the Dashboard.

- To change the layout, click Change Layout and select a layout from the list of available layouts.


Change layout


- To select dashlets, click Add Dashlets and select dashlets from the list of available standard and customized dashlets. Hover over a dashlet for a brief description of the dashlet.

- To add a dashlet, drag and drop the dashlet you want onto a column of the Dashboard below. You can add more than one dashlet of the same type. For example, you can add two "Web View" dashlets to show two different websites; you can add two "My Repository Documents" dashlets to show two different views about your documents.

- To remove a dashlet from a column, drag the dashlet in the column to the rubbish bin.

- To reorder the dashlets in a column, drag and drop the dashlet within the column.

After you have chosen a layout and selected the dashlets for the Dashboard, click OK to save the changes.


Add dashlet


Select dashlet



About the Dashlets

This section describes the customized dashlets. For information about the standard dashlets, please see Alfresco's documentation.


Webrecs customised Dashlets

- Class Super Admin - If you have a fund with Class Super, you can use this dashlet to view the administrator dashboard and enter data from online documents into your Class Super subscription. This dashlet provides Single Sign On - ie. you only need enter your details once, thereafter your login is remembered

- Class Super Fundweb - If you have a fund with Class Super, you can use this dashlet to access Class Super Fundweb. This dashlet provides Single Sign On - ie. you only need enter your details once, thereafter your login is remembered

- Xero - If you have a Xero accounting subscription this dashlet lets you upload invoices to your Xero system without logging in, as well as allowing you to use your Xero chart of accounts, contacts and tracking codes when keying invoice documents.

- My Repository Documents - This dashlet gives you an overview of important documents across multiple folders. It provides filters to view different sets of documents. You can have multiple of these



Configuring Dashlets

This section describes the customized dashlets. For information about the standard dashlets, please see Alfresco's documentation.

Configuring the Class Super Admin Dashlet

- Hover over the dashlet, and the Configure pencil icon appears in the top-right of the dashlet.

- Click on this icon and the following details are displayed. The details with a star (*) next to them, require a value.

- Fund ID - Enter the fund's identification number.

- Brand - Enter the fund's brand name.

- Business - Enter the fund's business name.

- Username - Enter the login name for the fund.

- Password - Enter the password for the fund.

- Click OK to save the details.

If OK, your login details will be saved and the next time you log into your Webrecs dashboard you will not need to log in to your Class admin dashboard

NOTE: It is also possible to set this login up for a customer by selecting the appropriate customer in the dropdown list in the customer field. This functionality is only available to administrators. It means that when the customer logs into their Webrecs dashboard they are automatically logged into Class.

Check out the different forms you can key data into in the dropdown with "Fund Dashboard" below the menu bar - Rollovers, General expenses, dividends etc. You can select one of the Class forms from the Fund Admin Dashboard and key the data directly (copy and paste) from a document viewed from your Webrecs document dashlet.

You can also view this dashlet in a separate window by clicking on the Fullscreen icon in the top-right of the dashlet.


Class Super dashlet

Configuring the Class Fundweb Dashlet

- Hover over the dashlet, and the Configure pencil icon appears in the top-right of the dashlet.

- Click on this icon and the following details are displayed. The details with a star (*) next to them, require a value.

- Username - Enter the login name for the fund.

- Password - Enter the password for the fund.

- Click OK to save the details.

If OK, your login details will be saved and the next time you log into your Webrecs dashboard you will not need to log in to your Class Fundweb dashboard

NOTE: It is also possible to set this login up for a customer by selecting the appropriate customer in the dropdown list in the customer field. This functionality is only available to administrators. It means that when the customer logs into their Webrecs dashboard they are automatically logged into Class.

You can also view this dashlet in a separate window by clicking on the Fullscreen icon in the top-right of the dashlet.

Configuring the Xero Dashlet

This dashlet allows you to connect to the Xero system and upload invoices. After you configure this dashlet, you don't need to enter in the username and password again to connect to the Xero system. This dashlet remembers the settings and establishes the connection. NB: This only applies to the uploading of invoice data into Xero. To access Xero in the browser (which you can do by clicking on the Xero icon in the dashlet or the dashlet title ) you will need to login to Xero. There is nothing we can do about this, it is a Xero requirement. Also there is no way in which we can display your Xero system inside the dashlet because Xero does not allow it.

NB: Ensure that popups are enabled in your browser for this site. - In the Xero dashlet click on the "Validate" dropdown and select "Login"

- In the Xero pop-up Window enter your Xero login details and organisation and press "Authorise"

- If your login is accepted , you should see that the status in your Xero dashboard is "Connected" with your organisation details

- You can change organistion at any time by selecting the "Change Organisation" item in the dropdown menu. Depending on how recently you have logged into Xero, you may be prompted for a login again

- Should your session time out at any stage (you will get an error message to this effect when trying to upload invoices) you can select the "Validate" item in the drop-down menu

- Note that your connection will stay active (at least for the purposes of uploading invoices) until you choose "logout" in your Xero dashlet. This means that anyone who is able to log into your Webrecs subscription will be able to add "Awaiting Authorisation" invoices to your Xero subscription

Xero dashlet

Configuring My Repository Documents Dashlet

This dashlet gives you an overview of the documents in your system. It has some basic filters to view different sets of documents and also provides advanced options to filter by a folder path, document type, subtype, and customer name.

Basic Filters

Click on the drop-down list in the dashlet and select the Unprocessed Documents or Processed Documents filter.

These basic dashlet filters show ALL document types across ALL folders, filtered by the document status of the document.

The Unprocessed Documents filter shows documents which you have just added or imported into the repository. These documents have a document status of added or imported.

The Processed Documents filter shows added or imported documents which you have titled or moved to the appropriate folder. These documents have a document status of excelupdated or rehomed or processed or titled.

Note that, the All documents filter shows all documents across all folders in the repository (no filtering conditions are applied).


Repository dashlet

Advanced Filter options

If you want, you can configure this dashlet to filter further by a folder path, document type, subtype, even customer name.

- Hover over the dashlet, and the Configure pencil icon appears in the top-right of the dashlet.

- Click on this icon and the following details is displayed. The details with a star (*) next to them, require a value.

- Dashlet title - Enter the title of the dashlet; this will be displayed at the top of the dashlet.

- Filter by folder path - Click Select and choose the folder path.

- Filter by document type - Select a document type from the drop-down list.

- Filter by document subtype - Select a document subtype from the drop-down list. Note that the list of document subtypes changes based on the document type you have chosen.

- Customer name - Select a customer name from the drop-down list.

- Sort by - Select a sort by option from the drop-down list.

- Sort order - Choose the sort order.

- Click OK to save the details.

Now, the dashlet will show you Unprocessed Documents or Processed Documents or All Documents based on the configured settings.

You can have more than one "My Repository Documents" dashlet on your dashboard, with different dashlet titles and combination of filters to show the information you want to see about your system.



My Repository Documents Dashlet - Simple View and Detailed View

You can view basic information about each document or view more information about each document in the list, by clicking on the Simple View icon or the Detailed View icon in the top-right of the dashlet.

In both these views, for each document in the list, the dashlet shows the name of the document and the corresponding document icon (thumbnail) of the document, along with some information about the document.


Repository dashlet simple view


Repository dashlet detailed view


When you click on the name of the document, only the content of the document is displayed in a separate window. (Note: We can only display document content that can be natively rendered in the browser like PDFs and image files etc., not Microsoft Office documents.)

When you click on the document icon of the document, the content of the document is displayed in a separate Document Details window, along with additional information about the document and the document actions that you can perform.

In this Document Details view, the folder in which this document is located in the Repository is displayed at the top. You can click on the Favorite option (below the folder path) to include this document in the list of favorites. You can click on Document Actions to view the list of actions that you can perform on this document, and click on Properties to view and edit the properties of this document.


Repository dashlet document name view


Repository dashlet document details view



My Repository Documents Dashlet - Fullscreen View

You can view the documents in the Repository by clicking on the Fullscreen View icon in the top-right of the dashlet.


Repository dashlet fullscreen view


The Fullscreen View initially shows the filtered list of documents as shown in the dashlet, but this filtered view is not maintained. The Fullscreen View shows additional information about the document and the document actions that you can perform. This view also allows you to edit a document, upload a new version of a document, add new documents, and so on.

Note that, this Fullscreen View is NOT shown in a separate window, so to return to the dashlet view, click on the My Dashboard icon at the top of the screen.


Fullscreen Repository Browser view's toggler for views


Fullscreen Repository Browser view's actions for documents


For more information about this Fullscreen Repository Browser view, please see topic Using the Document Repository.

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