Introduction
This is a basic guide for new users of the Ondexx platform. If you are a new user who isn’t quite sure how to use the platform, this guide will review the following information:
- What Ondexx is and how it is structured
- How to navigate Ondexx
- How to change your user preferences
- How to reset your password
This guide assumes that you already have an account in your company’s Ondexx. If don’t yet have an account, please reach out to the appropriate party internally for assistance.
What is Ondexx?
Ondexx is an enterprise knowledge management solution that combines leading-edge technology into a single, easy-to-use, cloud-based information and knowledge portal.
Every instance of Ondexx is installed within a virtualized, dedicated cloud environment that provides 100% business continuity, including high availability and fault tolerance. This rapidly scalable architecture offers best-in-class security and end-to-end encryption.
Logging in
Ondexx has two different ways to log in: Single Sign-On, and a forms-based username and password. The type of login you use will depend on your account type and your organization’s Ondexx instance settings.
Single Sign-On
Single Sign-On or “SSO” allows an external authentication system to be used to log in and access your Ondexx account, rather than a username and password specifically for Ondexx. If your organization’s Ondexx has been configured for SSO, it means your organization’s internal access system will be used to access Ondexx.
To log in with SSO, simply click the Single Sign-On button. From there, you will be authenticated by your internal access system and logged in to your Ondexx account.
Forms-based username and password
Forms-based authentication uses a username and password unique to your Ondexx account.
To log in with forms-based authentication, enter your username and password and click Sign In.
If you are unable to log in, you can reset your password and retrieve your account’s username. To do so, click Forgot Username or Password, enter your email address, and click “Reset Login”.
You will receive an email containing your username and a link to reset your password.
What is a Site?
Ondexx can be thought of as a repository of Sites, all of which house informational content, such as policies, procedures, and guidelines. Each Site is typically used for a different part of an organization and has its own settings, content, and user management.
Users can have access to multiple Sites and have different levels of access to each. So, someone could be an end-user in one site, and an editor in another.
In Ondexx, all content you reference and work you do will be inside of Sites.
Ondexx Site Structure
Ondexx uses the same three-tiered structure for every site, ensuring that everything is categorized in an effective manner, ensuring that
Navigating Ondexx
Navigating the Instance
Once you are logged in to Ondexx, you’ll be able to find the Instance Navigation Bar at the top of the screen. Here we can navigate between Sites, access the Help menu, and access User Settings.
The most important menu items are:
- Sites, where you can navigate to Sites to which you have access;
- Bookmarks, where you can quickly navigate to pages you have bookmarked;
- Help, where quick links to your specific “Contact and Support” page and our Help Center;
- Language, where you can change your interface language, and;
- [Your Name], where user-specific settings and your User Profile can be accessed.
If you have access to multiple Sites in Ondexx, your first step will likely be to choose the site you want to work in from the Sites dropdown.
Site Home Page
After navigating to a Site, you will land on the Site’s Home Page. The tools found on this page can be used to find information quickly.
Along the top of the page is the Navigation Bar, which can be used to manually navigate the Site’s content. Listed there are the Site’s Modules, which when hovered over will list their Chapters. Chapters contain Pages, which is where you will find the Site’s content and information.
Underneath the Navigation Bar is the Search Bar, where you can quickly search for content. Refer to the next session for more information.
Below the Search Bar you’ll find custom content for the home page created by the Site’s administration. This may include helpful links and guidelines for using the Site.
Finally, at the bottom of the page are various Quick Link Widgets. These allow you to quickly access Pages you view often, Pages you viewed recently, and the most popular pages in the Site. You can also see a list of recently updated Pages.
Using Pages
Pages are where information and knowledge is stored in Sites. Using Pages is usually as simple as referring to the information it contains, however, there are a few important parts of a Page to know:
- Keywords and Labels, used for organization and findability, are listed beneath the Page Title. Click on them to see other pages that contain the same labels and keywords.
- Page Action buttons appear just above the content.
- Outline will open a table of contents for the Page, showing a list of all components and headings. Click on a heading to navigate to it.
- Annotate allows you to create a personal note to yourself for a Page.
- Bookmark will bookmark the page in Ondexx, making it accessible in the Bookmarks dropdown.
- The Details button opens the Details Overlay, which shows more information about the Page, such as when it was last updated.
Pages are built out of Page Components, which can be thought of as the high-level headings in a Page. These contain the Page’s content, and can appear as collapsible sections in the Page, or as clickable tabs above the content.
Built-in Page Components
There are three Page Components built-in to Ondexx that have special functionality. These are used to store and view different kinds of content and information.
A Document Viewer component allows a file to be embedded into a page, and viewed online in Ondexx. Simply click the “View Document” button to open the embedded document in Ondexx.
An Attachments component allows multiple files to be attached to a page. Double-click on a file to view it in Ondexx. You may also have the ability to download these files, or upload new attachments by dragging a file into the component.
An E-Learning Course component allows an online course created outside of Ondexx to be added to a page. Click “Launch Course” to launch the course in a new tab.
Searching Effectively
Ondexx uses two separate, linked search systems, however you will mostly be using the Search-as-you-type Search Bar.
Simply enter a query into the Search Bar and results will be returned as you type. However, there are several ways that you can customize your search.
Under Options, you can customize your search scope to change what areas you are searching on:
- Title includes Page Titles in search results.
- Keyword includes Page Keywords in search results.
- Description includes Page Descriptions in search results.
- Attachments includes the filenames of any Attachments in search results if the Page Attachments workflow is enabled.
- Full-Text includes the full-text content of Pages and Document Viewer files
Changing your layout settings
Ondexx has several Layout Settings available. These change the behavior and display of certain aspects of Ondexx and your pages, allowing you to customize your experience.
Layout settings can be found in the User Dropdown Menu, found by clicking your name on the top right corner of the screen. You will find the following options:
- Sticky Headers
- Toggle the sticky header that appears while scrolling down a page
- Enabled by default
- Tab View
- Display Page Components as individual tabs
- Enable or disable tab view for components in a page
- Enabled by default
- Full Width
- Enable or disable Full Width, which will cause content to fill the entire screen width.
Further Learning
If your role requires you to make changes to content in Ondexx, we recommend looking at the Ondexx Content Editor Guide to learn how to use editor features and functions.
Below are several articles that further explore features and functions for End Users: