How to set up audience based toolkits with Tools

The Tools application, configurable within the Menu Applet, is a personalised set of tools that makes navigating to frequently visited areas easy. It can be tailored so a set of useful links are only accessible to a specific team or audience, allowing for roles to have easy access to the key areas they need to do their job.

Employees can customise their toolkit for non-mandatory tools, setting their own priorities and preferences. The more an area is visited, the higher up it will appear within the set of Tools.

In this guide, you'll learn how to create a Tool and set up audience-specific tool kits on a homepage.

This guide covers:

• How to set up a Tool and assign to an audience
• How to add Tools to a homepage with the Menu Applet

Before you begin:

• You'll need the System Manager permission to enable the Tools application. Go to the Actions button and then Configure. Click into Site Settings followed by Applications. Find Tools in the list and toggle it on and select OK at the bottom to save the changes
   
• You'll need to be assigned and assign the Tools Manager permission, allowing them to manage the tools and the different audiences.
  
  We recommend using Advanced Permissions to assign security roles at the main business level. Go to the main homepage and select the page options (three vertical dots in the top-right corner of the homepage), followed by Manage Security/Permissions. If you have Simplified Permissions enabled in your intranet, skip the Manage Areas panel by clicking on Advanced at the top of the pop-up window.
  
  Within the Advanced menu, find Tools down the left-hand side. You may need to install the application first. Next to the Tools Manager role, click on the pencil icon to open the user picker and choose the people/groups you would like to assign.
   

How to set up a Tool and assign to an audience

1. Navigate to the Actions Button and then Manage. From the Manage Menu, select Manage Tools.
    
2. By default you'll arrive on the All Tools area which provides a list of all created Tools. From this page, you can edit, delete and search for Tools.
    
3. To create a new Tool, go to the Add New Tool button in the top-right corner.
    
4. Provide the Tool with a name and optional description.
    
5. Choose a category from the drop-down. If you can't find what you need and would like to add a new category, select on the three vertical dots on the right > Add New Category.
    
6. To link up to somewhere else in your intranet or add an external link, click on the Select Link button to open the picker. Here you can choose an area or content, or go to Custom Link to add an external URL.
    
7. Add an icon to make the Tool easier to find. Select Icon and browse the icon library. You can type in key words into the icon search to quickly find what you need.
    

Top tip: If you're linking up external platform and would like to create a seamless login experience, chat with your Account Manager about setting up Single-Sign On (SSO), allowing employees to log into other platforms using their Oak login details.

8. Once you're happy with your Tool, click on Save to view the Tool from the list.
    

9. After adding the Tool, it doesn't mean it's now available for people to see; you need to now assign the Tool to a specific audience down the left-hand side. Select the + icon and add a name for the audience - for example, New Starters, Managers or All Employees.

   More than one group can be selected when creating your audience. If you would like all employees to be included, we recommend selecting Active Intranet Users from the System Groups.
    

10. Click on Select Members to choose the people who you would like to include in the group and then Confirm in the picker. Select Save to create the new Tool Audience.

    Note: If you'd like to make changes or remove the audience, click the three vertical dots to the right of the audience and select from Edit Audience / Delete Audience.
     

11. The new audience will open. Begin adding Tools to the new group by dragging from the right-hand side into the different Tools section:
    
    ➡️ Mandatory - users cannot remove these from their toolkit
    ➡️ Default- users are shown these by default but they can be removed from the toolkit if they wish
    ➡️ Optional - these are not shown by default but can be added by the user into the toolkit from the 
    
    
     
12. After allocating the Tools to mandatory, default and optional, click Save at the bottom. You'll see a green confirmation pop-up, meaning the new tool audience can now view these tools on their homepage.
     
13. An employee can manage their toolkit by clicking on the cogwheel in the top-right corner of the applet. Here they can customise by removing default tools or adding optional tools.
    
    
    
    
     

How to add Tools to a homepage with the Menu Applet

1. Navigate to the page options in the top-right of the homepage and select Edit this homepage
    
2. Click the pencil toolbox and find the applet. Drag and drop it onto the homepage where a blue line appears
    
3. To configure the applet, hover over it and click the three dots in the top-right

4. The Menu Applet will show a list of menu buttons by default. To switch to the Tool layout, go to Source and select Tools from the drop-down.
    

   

    

5. After enabling the Tool layout, we recommend removing the three existing menu buttons for the best experience. Scroll to the bottom of the applet configuration and click the bin icon next to each button.
    
6. Finish customising the applet options, such as adding a title, changing the text size, or selecting a compact layout. Click Close to save and publish the homepage.