Lucidity Intranet User Guide

INTRODUCTION

Lucidity Intranet: Module Overview

Lucidity Intranet is the central module of the Lucidity Software suite and provides the framework and launching point to all other Lucidity modules. It is permission based and is the central location for document management and record keeping. 

Lucidity Intranet consists of:

PERMISSIONS

These are the typical views and features for each specific user. Lucidity Access allows for customised permissions for each type of user. 

End-User

News Items

News items can consist of internal messages for employees as well as external news items such as safety alerts. Text, images, links and videos can all be incorporated into News items. Administrators can create new News items and edit or delete existing items.

The page numbers along the bottom of the News feed can be used to view older News items.

Add News Item

To add a News item, from the Dashboard:

1. Click the 'Edit' icon  in the top right-hand corner of the News feed
2. Click 'Add'
3. Complete the fields (see tables 'Definitions of Fields' below) 
4. Click 'Save'
   
   

Definition of Fields

To edit a News item, from the Dashboard:

1. Click the 'Edit' icon  in the top right-hand corner of the News feed
2. Click the relevant News item or click 'Edit' on the far right-hand side 
   
   
3. Edit the News item as required 
4. Click 'Save'

Delete News Item

To delete a News item, from the Dashboard:

1. Click the 'Edit' icon  in the top right-hand corner of the News feed
2. Click 'Delete' on the far right-hand side 
   
   
   
   
3. The News item will be deleted
   
   

My Actions

The My Actions panel on the Dashboard provides the end-user with a summary of all Actions from the all Lucidity Software modules that require action. Short cuts are provided to Add, View and Delete Actions.

Refer to the Actions section within this User Guide or the Actions User Guide for more information.

My Forms

The My Forms panel on the Dashboard provides the end-user with a summary of all Forms from Lucidity InForm that require action. Clicking on an item in the My Forms list will open Lucidity InForm, where the user can complete the Form as required.

Refer to the Lucidity InForm User Guide for more information.

Links Panel

Commonly used links in the Organisation can be added to the Dashboard in the Links panel for ease of access for end-users.

To manage the Links panel:

1. Click the edit  icon on the top right-hand corner of the Links panel
   
   
2. In the pop-up window:
   1. Change the widget title
   2. Add a new link by clicking the plus button and adding a link title, URL and thumbnail (see Thumbnail instructions below)
      1. Note: URLs can be direct links to external Web pages or to pages within Lucidity Software such as a new Incident in Lucidity Incident, completing a leave form in Lucidity InForm, Induction eLearning in Lucidity Competency etc.
   3. Delete an existing link by clicking the blue X next to the link
   4. Reorder the links by clicking and dragging
3. Click 'OK' to save changes

Links as Thumbnails

The Thumbnail field is optional and can be used to enter the URL of an image that will be displayed within the Links panel in place of a text link. This allows the end-user to click the image to follow the link. Examples could be a PDF icon or screenshot of the front page of a Newsletter that is being published.

The Thumbnail URL can be a link to an image that is available on the Internet, or an image that is located in the Filing Cabinet of Lucidity Intranet.  

To link to an image in the Filing Cabinet:

1. Follow instructions in the Filing Cabinet section of this User Guide to upload the image to be used as the Thumbnail
2. From the Filing Cabinet, locate and select the image
3. Right click on the 'Open' option
4. Select 'Copy link address'
   
   
5. Navigate back to the edit screen of the Links panel
6. Paste the image link into the Thumbnail placeholder

7. Click 'OK'
   
   

   Check Thumbnail Size

   Ensure that the image is no larger than about 120 pixels wide, as the image will display as full size in the Links panel. If the image is too large, use an image editing tool to resize it and re-upload the reduced sized version into the Filing Cabinet.

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MANAGEMENT SYSTEM

Lucidity Intranet: Management System Overview

The Management System within Lucidity Intranet can be used to create interactive and informative screens to draw people into the organisation's IMS. Links to documents or other parts of Lucidity Software can be added. Documents can relate to quality assurance, OH&S, environmental management, HR policies and so on. 

Document Filing

In order for a document to be linked to a page and appear within the Management System, it must first be loaded into the Filing Cabinet. This is the dedicated location in which all resources MUST be loaded if they are to be linked to the Management System.

Refer to the Filing Cabinet section within the User Guide for more information.

The Management System is comprised of a group of pages and sub-pages. These pages contain the texts and links that allow end-users to navigate the Management System's diagrams and menus. System administrators can add new pages and edit, reorder or delete existing pages.

Add New Pages

Lucidity Intranet: Add New Pages to the Management System

To add a new page, from the Management System:

1. Click 'Tools' in the top right-hand corner of the screen
   
   
2. In the pop-up menu, click 'Create Page'
   
   
3. Complete the fields (see tables 'Definitions of Fields' below) 
4. Click 'Save'
   
   

Definition of Fields

Name	Definition
Title	Enter the page title
Parent	If the new page is to be located under another and is therefore a 'child' page, select the 'parent' page it is to sit under Select 'Top Level' if the new page is not to sit under another
Content	Enter all content for the page, including Web links, documents, images and videos, using the styling tools available (refer to the Styling Tools section within this User Guide for details) Use the enlarge tool  to make the viewing pane larger

Linking Pages within Lucidity

URL links in the Management System can be to external Web pages or they can be to other pages within Lucidity Software. For example, the top-level parent page in the Management System within Lucidity Intranet may include an image of an audit schedule:

The Audit Schedule page is a sub-page and therefore has its own unique URL. Open the Audit schedule (or relevant) page, copy the URL and paste into the image properties as the target link. Once clicked, the end-user will be taken to the Audit Schedule page.

Refer to the Styling Tools section of this User Guide for more information on the link functionality with text and images.

Edit Pages

Lucidity Intranet: Edit, Reorder and Delete Pages in the Management System

To edit a page in the Management System, from the relevant page:

1. Click the 'Edit' icon in the top right-hand corner
   
   
2. Edit the page as required, referring to the Styling Tools section of this User Guide for more information
3. Click 'Save'

Reorder Pages

Pages displayed in the Content Tree of the Management System can be reordered as required.

To reorder pages in the Content Tree, from the Management System:

1. Click 'Tools' in the top right-hand corner
   
   
2. Click 'Reorder Pages'
   
   
3. Click and drag the relevant page to the new position
   
   
   
   
4. Click 'Back' to return to the Management System

Delete Pages

To delete a page from the Management System, from the relevant page:

1. Click 'Tools' in the top right-hand corner
   
   
2. Click 'Delete'
   
   
3. Click 'OK' to confirm the deletion
   
   

Deleting Pages

Once a page has been deleted, it CANNOT be retrieved. If a page is deleted by mistake, it will need to be recreated. Always use the delete function with caution.

An alternative to deleting pages that are no longer required is to create an Archived page. Use the Archived page as the parent for any pages no longer required.

Hide the Content Tree

The Content Tree can be hidden from view to allow more viewing space for the Management System pages if required. 

To hide the Content Tree, click the black arrow at the top of the tree:

Click the same arrow again to unhide the Content Tree:

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FILING CABINET

Lucidity Intranet: Filing Cabinet Overview

The Filling Cabinet provides a flexible record keeping system with enhanced access controls. Documents can be added and viewed offsite and can be site or project specific. 

Filing Cabinet Basics

• The Filing Cabinet is made up of a directory of folders and files - in a very similar way to a folder directory on a computer or network drive but with enhanced access controls
• Sub-folders can be created to better manage documents
• Folders can be scoped to restrict access to particular groups of end-users
• The Filing Cabinet generally comprises of two top level folders - the Document Vault and the Filing Cabinet
  • The Document Vault is usually reserved for documents which are part of the Management System and are typically not edited or changed regularly. Generally, only system admins will have access to the Document Vault. It is recommended all company documents, especially those linked to News items or the Management System are saved here so administrators retain complete control over them.

  • The Filing Cabinet can be used for all end-users for general document storage, such as project or site-specific documents, as a shared work space (similar to One Drive, Google Drive or Dropbox) or for documents needing to be accessed offsite.
    
    

    

Managing Folders

Lucidity Intranet: Managing Folders

Administrators can add, edit, move, copy and delete folders within both the Document Vault and the Filing Cabinet.

Add Folder

To add a new folder, from the Filing Cabinet tab:

1. Select the relevant parent folder the new folder is to sit under in the directory, for example, the Filing Cabinet folder
2. Click 'Add Folder'
   
   
3. Give the folder an appropriate name
4. Click 'OK' to save the folder
   
   
5. The new folder will be saved in alphabetical order in the directory under the selected parent folder
   
   

Edit Folder

To edit a folder, from the Filing Cabinet tab:

1. Select the relevant folder from the directory
2. Click 'Edit' in the top right-hand corner
   
   
3. Edit the folder name as required
4. Click 'OK' to save the folder

Move Folder

Folders can be moved so they sit under different parent folders.

To move a folder, from the Filing Cabinet tab:

1. Select the relevant folder from the directory
2. Click 'Move' in the top right-hand corner
   
   
3. In the pop-up window, select the new location for the folder
4. Click 'OK' to move the folder
   
   

Copy Folder

If a similar folder needs to be created, an existing folder can be copied. All content of the folder will also be copied, including sub-folders and files.

To copy a folder, from the Filing Cabinet tab:

1. Select the relevant folder from the directory
2. Click 'Copy' in the top right-hand corner
   
   
3. From the pop-up window, select the location for the new folder
4. Click 'OK'
   
   
   
   
5. Navigate to the new folder within the directory
   
   
6. Rename the folder by using the Edit function

Delete Folder

To delete a folder, from the Filing Cabinet tab:

1. Select the relevant folder from the directory
2. Click 'Delete' in the top right-hand corner
   
   
3. Click 'OK' to confirm the deletion
   
   

Deleting Folders

Once a folder has been deleted, it CANNOT be retrieved. If a folder is deleted by mistake, it will need to be recreated. Always use the delete function with caution.

An alternative to deleting folders that are no longer required is to create an Archived folder. Use the Archived folder as the parent for any folders no longer required.

Managing Files

Generally, as a minimum, end-users with permissions to the Filing Cabinet can open and search for files within the Filing Cabinet folder. Administrators can add, edit, update, add reviews, move, copy, delete and generate links for files within both the Document Vault and the Filing Cabinet. Files can be images, documents, spreadsheets, presentations etc. 

Refer to the Uploading Files in Lucidity Modules within the Help Centre for more details on types of files that can be uploaded.

Open and Search Files

Lucidity Intranet: Open, Search and Add Files

To search for and open a file, from the Filing Cabinet tab:

1. Either:
   1. Navigate through the directly until the required file is located OR
   2. Use the Search function to locate the file
      1. Type the name of the file or a word(s) within the title of the file into the Search window at the top right-hand side of screen and hit 'Enter'
         
      2. A list of results will be displayed, including the folder the file is located in. Click the file to open the location within the Filing Cabinet
         
         
2. Once the file is located and selected, click 'Open' in the top right-hand corner
   
   
3. The document will open. Follow your specific browser and computer processes to view the document

Add/ Upload Files

To add/ upload a file to a folder within the Filing Cabinet tab:

1. Store the file on a computer or network drive (a file cannot be added directly from an email for example)
2. From the Filing Cabinet, select the relevant folder from the directory where the file is to be stored

3. Drag and drop the file directly into the folder in the Filing Cabinet
   
   

4. Alternatively, use the 'Add File' button in the top left-hand side of the screen to add files.

Multiple Files

Files can be uploaded in bulk. Simply select all required files and drag and drop into the folder location within Lucidity Intranet's Filing Cabinet.

Generate File Links

Lucidity Intranet: Generate File Links

Often it is necessary to link to a file that is located within the Filing Cabinet, to share a document with a Client for example. These links can take two forms:

1. Private Links: end-user must have access to Lucidity Intranet to download the file
2. Public Links: anyone with the link can download the file

To generate a file link, from the Filing Cabinet tab:

1. Locate and select the required file
2. Click the black arrow next the Open in the top right-hand corner
   
   
3. Click 'Generate Share Link'
   
   
4. In the pop-up window, click 'Make Public' if the link is to be made public. By default, the link will be private.
5. Copy the link by copying the text or clicking the copy  icon
6. Click 'Remove Link' if the file is not required to be shared any longer (a new link will need to be generated and distributed to re-share the file)
   
   

Edit and Update Files and Add Tags

Files can be updated to the same location, rather than deleting old versions and uploading from scratch. This is the recommended approach as any links used elsewhere, such as in News items and multiple locations within the Management System are not affected - ie: existing links will continue to open the updated file and don't need to be changed.

Tags allow for easier search functionality. For example, a file named 'HR Policy' may include an organisation's leave policy. However, an end-user searching for 'leave' will not find the file. Adding 'leave' as a tag to the file means it will be found when searched for.

To edit a file, update a file or add a tag, from the Filing Cabinet tab:

1. Locate and select the required file
2. Click 'Edit' in the top right-hand corner
   
   
3. In the pop-up window, rename the file as required
4. Add required tags
5. Click 'Upload File' to upload a new version of the file
6. Click 'OK' to save the changes
   
   
   
   
7. Tags will be displayed on screen next to the associated file
   
   

Add Review (Alerts) to Files

Files can be assigned to Actionees' for review on a regular basis. For example, a buildings OH&S policy may need to be reviewed after 12 months to ensure the list of Fire Wardens is still accurate. 

To add a review to a file, from the Filing Cabinet tab:

1. Locate and select the required file
2. Click 'Review' in the top right-hand corner
   
   
3. Select the Actionees responsible for reviewing the file
   1. Note: more than 1 Actionee can be selected
4. Enter the details for the review and notes for the Actionee(s)
5. Select the due date from the calendar tool
6. Click 'OK' to save the review
   
   
7. A summary of the review applied will be displayed
   1. Click the Edit icon to edit or delete the review
   2. Click 'Add another review' to add an additional review date to the same file
   3. Click 'Close' to close the review screen
      
      
8. A clock icon will display on screen next to all files with review's set
   
   
9. The action item will appear on each Actionee's Action list with a link to the file
   
   

Move Files

Files saved in the wrong folder can easily be moved to a new location.

To move a file, from the Filing Cabinet tab:

1. Locate and select the required file
2. Click 'Move' in the top right-hand corner
   
   
3. In the pop-up window, locate the new location (folder)
4. Click 'OK' to move the file
   
   

Copy Files

To copy a file, from the Filing Cabinet tab:

1. Locate and select the required file
2. Click 'Copy' in the top right-hand corner
   
   
3. From the pop-up window, select the location for the new folder
4. Click 'OK'
   
   
   
   
5. Navigate to the new file within the directory
   
   
6. Rename the file by using the Edit function

Delete Files

To delete a file, from the Filing Cabinet tab:

1. Locate and select the required file
2. Click 'Delete' in the top right-hand corner
   
   
3. Click 'OK' to confirm the deletion
   
   

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STYLING TOOLS

The styling tools can be used to create interactive, dynamic and visually pleasing News items and Management System pages. Most tools work in a similar way to standard Word Processing tools.

Video

Lucidity Intranet: Styling Tools Overview

Definition of Fields

Name	Definition	Example
	Displays the HTML code If code and programming functionality is understood, this can be used to format the page.
	A selection of pre-set styles to select from, including inline quotations, subtitles, containers/ boxes, keyboard phrases etc
	Font style
	Format text or remove formatting from text
	Change background or text colour
	Align text left, centre, right or justified
	Standard formatting tools: cut, copy, paste, paste as plain text, paste from Word, undo, redo	N/A
	Add links to videos, URLs, text anchors and emails. Anchors can also be used. See the Links section in this User Guide for more details
	Create bullet points using numbers and dots, with options to increase and decrease indentation. Insert quotes into pages
	Add: placeholders tables - vast editing options available, including links horizontal lines - use as a section break widgets - add files, images and lists of subpages See the Table and Widgets sections in this User Guide for more details

Links - Text, Images and Videos

Video

Lucidity Intranet: Adding Links, Images and Videos to News Items and Management System Pages

Links can be added as standard hyperlinks or to images containing hyperlinks. Links can direct users to any Web pages, including videos, images, instructional pages etc.

Links to anchors and emails can be used but the most common use is adding links to text or to an image.

Insert a Link as Text

To add a link as text, from the edit screen:

1. Click the link icon in the style bar
2. In the pop-up window, enter the Display Title (text displayed in the item containing the link)
   
   
3. Under Link Type, select URL and enter the Web page address (URL)
4. Under the Target tab, a target window can be set to determine how the link opens for the end-user. For example, selecting 'New Window' will mean the URL will open in a new window every time it's selected.
   
   
   
   
5. Click 'OK' to save the link

Insert a Link as an Image or Video

To add a link as an image, from the edit screen:

1. Follow the steps in the Widget section of this User Guide to insert an image
2. Right click on the image
3. Click 'Image Properties'
   
   
4. In the pop-up window, click the 'Link' tab
5. Enter the URL
6. Add Target
7. Click 'OK' to save the link
   
   
8. When an end-user clicks the image, the video will open
   1. Note the video must be stored online and not within Lucidity or on a computer or network drive

Linking Files from Online Shared Drives (eg: Google Drive)

Files kept within online shared drives such as One Drive, Dropbox and Google Drive can be linked to the Management System.

The instructions below outline how to share links from Google Drive. Refer to the specific shared drive instructions for details on how to share files.

To link a file, from Google Drive:

1. Locate and open the file to be shared
2. Click 'Share' in the top right-hand corner of the Google doc
   
   
3. In the pop-up window, click the drop-down arrow next to 'Copy Link'
   
   
4. Click 'More' to open the next menu screen
   
   
5. Select the 'On- Anyone with the link' option
6. Click 'Save'
   
   
7. Click 'Copy Link' to copy the link to the clipboard
   
   
8. In the Management System in Lucidity Intranet, select the page where the link it to appear
9. Click 'Edit' to open the Styling Tools
10. Enter the copied link from Google Drive using the link  icon and instructions outlined above

Tables

Video

Lucidity Intranet: Add Tables

Tables can be added and then edited using the same styling tools.

To add a table, from the edit screen:

1. Click the table  icon in the style bar
2. In the pop-up window, edit the table properties as required
   1. number of rows and columns, width and height, header rows, alignment etc can all be adjusted
      
3. Click 'OK' to add the table to the page
4. Each cell in the table can now be edited using all standard styling tools, including links, placeholders etc
5. Right click the table to access additional editing functions
   1. To change the colour of a cell, select 'cell properties.' In the 'Background Colour' cell, enter a simple colour such as red, or enter the full RGB colour for different shades. For example, 'rgb (150, 150, 150)' will give a shade of grey.
      
      

Widgets

Lucidity Intranet: Add Files, Images and Sub-pages List

Widgets can be used to insert files, images and display subpages of pages.

Adding Files and Images

To add a file or an image, it must first be added to the Document Vault in the Filing Cabinet. Refer to the Filing Cabinet section of this User Guide for more information.

Add File

To add a file, from the edit screen:

1. Click the widget  icon on the style bar
2. In the pop-up window, select 'Filing Cabinet File'
   
   
3. Search through the Filing Cabinet to locate and select the document
4. Click 'OK'
   
   
5. The file will be added as a link to the page
   
   

Add Image

To add an image, from the edit screen:

1. Click the widget  icon on the style bar
2. In the pop-up window, select 'Filing Cabinet Image'
   
   
3. Search through the Filing Cabinet to locate the image
4. Click 'OK'
   
   
5. The image will be added to the page
6. Right click the image to access additional properties to edit the image, including adding hyperlinks

Display Sub-Pages

To add a list of subpages (child) associated with the current page, from the edit screen:

1. Click the widget  icon on the style bar
2. In the pop-up window, select 'Subpage List'
   
   
3. A list of subpages will be displayed
   
   
4. Click 'OK' to save (a subpages icon will display)
   
   
   
   
5. Click 'OK' to save the page
6. The subpages will be listed
   
   

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ACTIONS

Lucidity applications include the Actions tab which allows for the creation of tasks for users to complete and, in turn generate email notifications to the user. In Lucidity Intranet, a full list of all Actions for the user from all Lucidity modules are listed. Actions can be utilised by the Local Administrators to allocate tasks for Managers or users to complete and vice versa. A user can also create actions for themselves.

An example of how a user's My Actions tab in Lucidity Intranet may look is shown below. Links to Forms, Incidents, Risks etc may be included where relevant. 

For more detail on how to use this feature, refer to the Actions User Guide.

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SYSTEM SETTINGS

The System Settings are only accessible by system administrators and is where the organisations banner, login background and theme colours for the whole Lucidity suite can be set.

Changes to End-Users

Changes to System Settings will affect all end-users. Once set, the Banner, Login Background and Theme are rarely changed once set. For the changes to be viewed, end-users may need to log out and sign back in again.

For more instructions on types and settings for images to be uploaded, refer to Uploading Files in Lucidity Modules guide.

To access the System Settings:

1. Click the Tools  icon in the top right-hand corner
2. Click 'System Settings'
   
   

The System Settings is split into two tabs - Images and Theme.

Images

The Images tab allows system administrators to upload a Banner and the Login Background for the system.

The Banner is the image that sits at the top of every module and page within Lucidity Software and will be seen by all end users. It is generally the organisation's logo.

The Login Background is the background image displayed to end-users on the log in page, regardless of selected module.

To change the Banner or the Login Background, from the System Settings page:

1. Ensure the image to be uploaded is stored on a computer or network drive and is easily accessible
2. Click 'Upload Image' under either the Banner or Login Background
   
   
3. Locate the image from the computer/ network drive and click 'Open'
   
   
4. The image will be saved, and the new Banner or Login Background displayed

Theme

The Theme tab allows system administrators to change the colour theme for the system.

Use the Primary and Secondary colour drop downs to select the colours to be used throughout the system and click 'Update Theme.'

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EXAMPLES

Here are some examples of News Items and Management System pages. With a little creativity, the possibilities are endless.

News Item Examples

Management System Page Examples

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FAQs

New section coming soon!