{"id":20396,"date":"2024-02-16T15:59:57","date_gmt":"2024-02-16T14:59:57","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/knowledge-base\/how-to-guides\/extranet-communicate-an-information-note-to-all-users-of-an-extranet\/"},"modified":"2024-02-16T15:59:57","modified_gmt":"2024-02-16T14:59:57","slug":"extranet-communicate-an-information-note-to-all-users-of-an-extranet","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/knowledge-base\/how-to-guides\/extranet-communicate-an-information-note-to-all-users-of-an-extranet\/","title":{"rendered":"Extranet &#8211; Communicate an information note to all users of an Extranet"},"content":{"rendered":"<div id=\"main-content\" class=\"wiki-content group\">\n<p>An <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/extranet\/\">extranet <\/a>allows you to make documents available to users outside your organization.<\/p>\n<p>This article describes how to publish a single document to some or all of the users of an extranet. The process consists of filing a document, which will be duplicated in all the folders of the extranet by Open Bee\u2122 Portal.<\/p>\n<style type=\"text\/css\"><![CDATA[\/*<![CDATA[*\/ div.rbtoc1648215991998 {padding: 0px;} div.rbtoc1648215991998 ul {list-style: disc;margin-left: 0px;} div.rbtoc1648215991998 li {margin-left: 0px;padding-left: 0px;} \/*]]]]><![CDATA[>*\/]]><\/style>\n<div class=\"toc-macro rbtoc1648215991998\">\n<ul class=\"toc-indentation\">\n<li><a href=\"#Extranet-Communiquerunenoted'information%C3%A0touslesutilisateursd'unExtranet-Administration\">Administration<\/a><\/li>\n<li><a href=\"#Extranet-Communiquerunenoted'information%C3%A0touslesutilisateursd'unExtranet-Utilisation\">Usage<\/a><\/li>\n<\/ul>\n<\/div>\n<h1 id=\"Extranet-Communiquerunenoted'information\u00e0touslesutilisateursd'unExtranet-Administration\">Administration<\/h1>\n<p>Create a Dedicated Ranking Rule for Publishing: <strong>Administration &gt; Ranking Rule Add a Ranking &gt; Rule<\/strong><\/p>\n<p>Give it a name (&#8216;<em>Extranet publication<\/em>&#8216; for example) and create at least two metadata:<\/p>\n<ul style=\"list-style-type: square;\">\n<li>Document Name: <strong>Type Text <\/strong> <em><br \/>\n<\/em><\/li>\n<li><em>Recipients:<\/em> <strong>List, <\/strong>with<strong> Multiple <\/strong>enabled. Select here the same list as in the filing rule that creates your extranet folders (usually <strong>the list<\/strong> of your customers or employees)<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600557.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600557.png\"><\/p>\n<div class=\"aui-message hint shadowed information-macro\">\n<div class=\"message-content\">\n<p>  Checking the &#8220;Multiple&#8221; box is essential, it will allow you to duplicate the document filed in all the extranet folders.<\/p>\n<\/div>\n<\/div>\n<p><strong> <\/strong><\/p>\n<p>Then configure the filing rule to deposit the documents in the folders of your extranet, according to the &#8220;<em>Recipient&#8221; <\/em> metadata. <\/p>\n<p>In the example below, &#8220;Customer Records&#8221; is the root of our extranet.<\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600556.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600556.png\"><\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<h1 id=\"Extranet-Communiquerunenoted'information\u00e0touslesutilisateursd'unExtranet-Utilisation\">Usage<\/h1>\n<p>From the web interface, classify a document with the &#8220;Extranet Publishing&#8221; rule.<\/p>\n<ol>\n<li>Choose the recipients (customers, employees, etc.) to whom you want to send the document.<\/li>\n<li>Naming the document<\/li>\n<li>The classification rule takes into account that the &#8220;Recipients&#8221; metadata is multiple. It will publish a copy of the document in each folder on the extranet.<\/li>\n<li>Classify<\/li>\n<\/ol>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600558.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600558.png\"><\/p>\n<p><strong> <\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<p>The document is now available in the folders of all recipients, they will be notified by email of the addition of a document in their spaces.<\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600559.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/266600559.png\"><\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>An extranet allows you to make documents available to users outside your organization. This article describes how to publish a single document to some or all of the users of an extranet. The process consists of filing a document, which will be duplicated in all the folders of the extranet by Open Bee\u2122 Portal. Administration [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20163,"menu_order":9,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20396","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20396","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20396"}],"version-history":[{"count":0,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20396\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20163"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20396"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}