Modern Intranet Software Features
Get over 90 company Intranet features – included in all license tiers
Whether you're looking to build an Enterprise Portal, a Social Intranet or a Sales Portal – with the revolutionary IntelliEnterprise Intranet Software, you can design an intranet solution that fits your organization.
Documents and CMS
Responsive Design HTML Editor
Our novel Blocks editor is far more user-friendly than traditional WYSIWYG editors, allowing users to easily create content by dragging and dropping dozens of building blocks (for headlines, paragraphs, icons, images, videos, etc.) into a document.
Without the need for any code, the content is responsive, meaning it will adjust automatically to the available screen size.
The browser-based HTML Editor offers users a Word-processor derived UI with formatting choices presented along the ribbons on top. With the import from Word function, it’s even easier to copy nicely formatted documents into your Intranet.
One-Click Direct Edit
This unique feature lets users open and edit Office documents on their desktop software with just one click. The Intranet automatically checks the document out to prevent accidental edits by other users. This makes updating documents very easy and contributes to users making regular updates to content on the Intranet.
Turn your intranet into a "corporate YouTube" filled with videos for training, marketing, presentations, executive reports, meetings and anything else you want to share with employees. Content is streamed via a HTML5 web player.
At heart of the Intranet CMS is the Document Manager portlet. It displays all types of files in a sortable and paginated list. From here, items can be shared, managed and edited. The file upload allows multiple files to be uploaded simultaneously, and supports mass tagging.
The following features can be customized:
- Display thumbnail
- Show/hide different metadata
- Filter documents by metadata
- Allow/disallow download
- Show description or create excerpt
- In-line rating and commenting
- Aggregate items from other Categories
Version History with Comparison View
All revisions of any content are maintained in the document history. The history can be used to restore previous versions of a page, document changes for compliance, and audit who made changes and when.
A handy comparison view lets you quickly see changes as highlighted in green for HTML and image documents.
Employees can customize a multi-level approval process for new and updated documents. For example, they can set up a workflow that requires two managers to approve changes before releasing a new version of an official document.
Automate some of the processes involved in keeping your intranet up-to-date, and ensure that content stays fresh. With Lifecycle Management, you can have old content removed and archived automatically, or create a task to review content once it reaches a certain date.
Automatic thumbnail generation
All Office documents, PDFs, HTML sites and images will automatically be displayed with a thumbnail of the document's first page.
The News Gallery is a visual way to present news in a grid on your Intranet’s homepage. It shows a Card with a background image of the news in a grid of three. Administrators can manage what news are shown and how many rows should be displayed.
Displays the latest news or updated items from one or more categories unfolded, with more topics listed underneath. Upon clicking another headline the first topic will be collapsed and the selected one expands.
Shows an activity stream of the most recently published or updated topics/items in one or more categories. The News List layout can be customized as follows:
- Show news in a list or as a scrolling ticker
- Show or hide excerpts
- Create short excerpts from the article
- Show or hide images and topic icons
- Select number of topics
This Portlet can show a singular Topic or news item in a horizontal bar. This is especially useful for important announcements or updates that you would like users to notice immediately upon opening the Intranet. The bar’s background color is adjustable, so you could choose a red shade for even more immediacy. The entire Announcement Bar can be dismissed by the user, however this would reset if there is a new announcement.
Topic Read Confirmation
Topic read confirmation notifications can be selectively enforced for specific user groups or documents, ensuring that important updates are communicated and saving valuable time when it matters.
Users need to confirm that they have read the document, making it simple for having employees confirm changes to policies. You can also generate a report of users who have or haven't read a document.
Daily Digest Newsletter
The Daily Digest is a daily or weekly email newsletter where users can choose to subscribe to certain sections and not others, based on what is available to their role in the organization. Some content can be marked mandatory, so users reliably get important updates in their inbox.
Announcements are a special content category. They are a great way to quickly publish or display any kind of short news, information or updates.
Manage and share product images, event photos and more. It is also a good place to store official corporate and product logos as they are easily accessible.
Check Out / Check In
Prevent two people from working on the same document at the same time. Give employees a point-and-click way to "check out" a document and check it back in when they are finished with their revisions.
Batch File Upload
Allows users to publish and tag multiple files at the same time. This is especially helpful if a number of similar files need to be published, so that the same tags can be applied quickly; however the uploader allows each file to receive additional tags, too.
The Virtual List Portlet lets you give users the ability to see all documents with a certain tag, regardless of where the documents are stored. For example, they could see any document with the “policy” tag (as long as their role gives them permission to view it).
Shows a list of the most accessed documents from all sites and the most accessed sites in general, daily and total count.
People and Collaboration
Employees have instant access to other employee contact information so they can connect with each other. The directory can locate employees by skill, position and location to help when employees don't know the name of the person they need to reach.
Find people and contact information by name, location or department. This is especially useful for finding an expert in a different branch/location.
Employees can get a visual picture of the company's workforce structure. The Organization Chart is automatically updated based on information from the Directory.
See a list of employees with recent or upcoming birthdays and anniversaries.
See a list of new and soon-to-join employees, along with their start date.
Employee Awards let users receive recognition and share their achievements on their profile page. A list of award winners can be included on the corporate home page.
As the cornerstone of a Social Intranet, individual profile pages display public information about an employee. Profiles show a photo, personal interests, organizational details, education history, and communities and networks joined. A profile also comes with a personal tag cloud based on the employee's knowledge and work activity to help others find topic experts.
The following features can optionally also be shown on profile pages:
- Public Timeline and Instant Messaging
- Following / Followers
- Organizational Network
- Status Messages and Status Stream
- Public files and bookmarks
- Private files (Corporate Dropbox)
My Yammer Feed
Yammer users can see either their own or a specific feed with the dedicated Yammer portlet. The feed shows all posts in order and lets users react and comment inline, as well as open the entire conversation in a new tab. You can even post updates to Yammer and select the group or people you want to send it to.
The Activity stream shows recent employees' status messages and information about their current work, such as topics published, topics rated, tags added, communities created or communities joined.
The portlet provides a filter to show either all updates or only ones from colleagues the user is connected with, thus making the Social Intranet experience more personalized.
Blogs allow you to share stories from a certain department or by a group of individuals around a broad topic, e.g. to promote events, share personal views about products, provide project updates, etc. Readers can leave comments to lend insight, ask questions and more.
Just like Wikipedia, with a Wiki you can organically build up a cluster of information around a general theme with a flatter hierarchy than a traditional folder-based approach. This can help increase employee productivity by offering more explorative discovery of a topic.
Employees use Wikis to create glossaries or build up a knowledge base overtime. Linking between articles is achieved through placing a keyword inside double brackets, e.g. [[Area management]]. If the linked term does not exist as a page yet, it will show in red and users can directly create the new article from that link.
Knowledge Bases are collections of HTML pages, Wikis and other documents that form a library of topics that users can access through various lists and funnels that detail relevant metadata.
They are versatile repositories which increase employee productivity by offering an easy retrieval of relevant information through metadata or contextually relevant links.
Users can submit and vote on other ideas or suggestions with a ‘thumbs up’ or ‘thumbs down’ button. Companies often use this as a suggestion box or to identify popular ideas.
Likes and comments
Users can like and comment on any content on the Intranet to help other users discover great content and provide feedback to the author. Comments themselves can be liked and replied to, to help foster a dialog in the organization.
Whether you want to crowdsource, manage a project or create social spaces; with communities you invite colleagues and external partners to a shared space to collaborate. This reduces the need for email chains and attachments buried in threads.
The Community Administration portlet can allow either administrators or everybody to create a new virtual collaboration space to exchange on a common subject or topic.
Communities can be public, require registration or be invitation only.
External invitations / Extranet
Even external users may be invited to access and edit content in communities, offering a convenient way to turn the Intranet into an Extranet.
This enables organizations to extend their reach beyond their company by increasing collaboration and strengthening business with partners, suppliers, vendors, customers and other. An admin can invite external users and revoke their access if needed.
This portlet shows the reporting relationships of the user. The portlet shows people reporting to the profile owner ("Direct Reports") as well as the people he or she reports to ("Report-to chain").
This feature allows users to post their own status messages. They will be published on the user's profile page, together with other information about his or her current activities. Activities could be publishing, updating or rating any type of content or creating, joining or leaving a community.
In a Social Intranet, employees can connect with others and follow their status updates. The Followers / Following portlet shows a list or thumbnail grid of people the profile owner has a connection with and allows users to start following their connections.
Team & Role Members
Get a list of all members who hold a particular role, making it easy to find subject matter experts (e.g. the person responsible for the content of a category/site, or the members of a project team).
Apps and Workflows
Customer Relationship Management - CRM
Complete, customizable CRM solution including: marketing campaigns, leads, accounts, contacts, opportunities, contracts, projects, tasks, help desk and management dashboards.
This application lets your team create, assign and manage help desk tickets. You can use the helpdesk either interally, or even create web forms that can be placed on public websites.
This application gives you a central place to track all recruiting requisitions and open jobs. You can track each job applicant, and search through their complete resume.
The reservation system allows users to book shared resources like meeting rooms, projectors, laptops or even company cars. On the overview page users can quickly check the availability of resources they are allowed to reserve. They tick all the needed resources and make the reservation in a timeframe of their choice.
Each reservation allows additional requests, such as coffee and tea or wi-fi access for a conference. Optionally a workflow can run the reservation by a manager for approval.
Marketing Campaign Planner
Plan and schedule marketing campaigns, and track results in one central location. Easily keep track of expenditures, approve new campaigns and see upcoming events in a database calendar view.
Leave / Paid Time Off Requests
Request and track your personal paid time off. The workflow engine can be used to ask managers to approve PTO requests from their team members.
Helps with the management of a company's assets by tracking asset number, vendor, value, and location.
The Application Designer is an easy-to-use, browser-based wizard for building new or extending existing applications. The interface allows you to add or remove fields, change field defaults, add or create filter views, and import or export data – all while not requiring any coding from the end user.
Applications’ forms can be exported to HTML, which allows you to easily embed them on a public website, i.e. to host a company Contact form.
Once a user submits the form the data will be send to the Intranet and saved as a new record to the application.
Sync with other databases
You can either pull or sync your data from any Oracle, SQL Server or ODBC-enabled database. This makes the Intranet a great central interface to unite input interfaces from different pieces of software used throughout your organization.
IntelliEnterprise provides real-time dashboards to visualize key metrics to users. Business dashboards translate information from your various corporate systems and data into visually appealing presentations.
Dashboard Data Connectors
Dashboards can retrieve data from any external SQL database which provides an ADO or ODBC driver.
Graphical environment that allows non-technical business users to automate a process. Just drag-and-drop different steps into the workflow, i.e. to send out an email, wait for a decision, add fields to a form, etc.
With dozens of field types available – from a datepicker to a file upload – you can re-create almost any paper form as an interactive webform using the code-free Application Designer.
Document Approval workflows
Allows managers to electronically sign off new or updated topics, before they become visible on the live site. The workflows default to anyone who has admin rights to a page, but you can create custom workflows with the Workflow Designer.
The Workflow Engine is a service which executes all background workflow tasks (like sending emails or updating database records). The Workflow Engine also requests user interactions (e.g. approve/reject requests) and handles automatic escalations (e.g. send a request to the manager if not handled within 24 hours).
Lists the employee's created workflows and their current status. The employee can see who is working on specific steps and what the due date of his workflow is. Managers will also see which workflow tasks they have to manage and who submitted them.
Search in the full text of Word documents, Excel sheets, PowerPoint presentations, Acrobat PDF files, text files and HTML documents, employee information and data from any Application.
Right beside the search results IntelliEnterprise shows related tags, people and communities, allowing users to refine the search and more easily understand the context of the results.
Users can create email alerts for specific search terms. Anytime a user's specific term appears in the search results or changes, the user receives an automated email with the new search results.
Power users can take advantage of advanced features like boolean search terms and fuzzy search.
Intelligent Search Result Cards
The built-in Natural Language Processor understands complete sentences like ‘Show me overdue tickets’ and quickly leverages the power of Digital Assistant in order to display to the user a relevant Card directly on top of the Search results page.
With Digital Assistant’s power to connect to dozens of SaaS applications you can conveniently bring these services information into your own Intranet search.
Requires the Digital Assistant bundle
Secure Enterprise Search
Search results are filtered based on the employee's permission level. If they don’t have the permission for a result, it also won’t show in the results.
External sources (Federated Search)
Almost any relational database or OpenSearch API source can be integrated into IntelliEnterprise’s search as an external information asset. Details of any data set will be shown in the search results.
Built-in Search Analytics
Great results come from great content. To help with identifying potentially missing areas, search analytics prepares reports on unsucessfull, failed and total searches.
I Want To
I Want To uses task-based navigation to help users get specific tasks done quickly. They simply type in what they want to do and all the task-related information, along with instructions, policies, links, contacts and applications are brought up.
Task-based navigation allows users to find information not based on hierarchy, which may be long-winded, but instead relevant information finds the user by communicating the task with the intranet.
In IntelliEnterprise you can build your taxonomy based on tags, tasks, time and location. It is incredibly versatile and allows you to create custom metadata categories for things like customer numbers, years, profit centers, or anything that makes finding information easier in your business.
In IntelliEnterprise all content can be joined together via reciprocal references; that means if you link from one topic to another, a return link will automatically be created.
This helps create meaningful relationships between every kind of information and puts content into context to other information.
An easy solution to creating accountability in the Intranet is designate content owners, who act the primary contact for any questions or feedback users may have.
Tags represent topics on a page, from a user or an entire business unit. Shown loosely as a cloud (where more frequently used tags appear larger), or as a tallied index list, they allow users to quickly scan the kind of content that resides on within the area they are on the Intranet.
My Home is the user's personal home page where they can access all of the personalized information, applications and services. For example this could show due workflow tasks, personal bookmarks, upcoming appointments and emails from Outlook.
Notifications from external apps
You can integrate updates from dozens of SaaS apps neatly into the Notifications dropdown where users will be instantly made aware whenever a new lead came in, a server has gone down or a new ticket has been opened.
Clicking on a notification will open a detailed view of the notification in a modal.
Requires the Digital Assistant bundle
Embed Cards and Boards
You can display Cards or entire Boards from Digital Assistant anywhere in IntelliEnterprise. The Cards can be connected to dozens of SaaS applications which allows you to easily roll in external content from ERP, CRM, Helpdesk, Cloud storage, as well as dozens of other SaaS services.
Requires the Digital Assistant bundle
AI Assistant Chatbot
When users have a question like ‘How much PTO do I have left?’ or ‘Do I have any open tickets?’ then they can just ask their Chatbot agent that’s conveniently accessible from the popup button on their screen.
The Natural Language Processing of the chatbot allows users to type a full sentence into the bot which will even make suggestions as you type to help you get to your answers even quicker.
Requires the Digital Assistant bundle
Integrations with workplace chat tools
With the increasing proliferation of workplace chats like Slack, smart home assistant like Alexa and companies shuffling often more than one Intranet, there is an increasing for successful Intranets to naturally be where users are, not be yet another tool they have to scan for information on a daily basis.
Through Digital Assistant you can embed Intranet information into other chat platforms, websites and devices, so users may ask their Intranet a question wherever they just happen to be in the moment.
Requires the Digital Assistant bundle
Choose from a range of pre-built styles that change the look and feel of the intranet. Styles are based on CSS so can be freely adjusted with the help of a web designer.
You can sync users with Active Directory or LDAP for automatic user creation and Single Sign On. Groups can be remapped to correspond with Roles in the Intranet.
We also support federated authentication either through consuming external STS (Secure Token Service) like ADFS, or by acting as it’s own STS. Thus IntelliEnterprise can be used as the authentication server for any other service that supports SAML Single-Sign On (SSO).
When a user opens the Intranet from his smartphone, IntelliEnterprise will automatically rearrange Portlets into a single or multi-column layout. You can select a different layout per user agent, which allows you to show a single column layout for all smartphones and a double-column one on tablet devices. Mobile intranet users can be directed to a specific landing page where they have easy access to portlets and links that are typically accessed while on the go.
Display external web site, document or multimedia within the company's web page.
Web and Filesystem Spider
Automatically checks web sites for updates, for example to keep track of market prices, or can be used to automatically copy or move files from my a filesystem to the Intranet.
Shows the user their favorites, role-based shortcuts, use cases and complete Intranet sitemap in just one convenient dropdown.
Imports selected, relevant and updated external news feeds into any portal page. It uses AJAX to load the RSS data in real time.
Granular role-based security rules control the access permissions for all objects including categories, documents, portlets, applications, etc. Extensible security modelling allows for delegating partial administration rights to site administrators.
The Permissions Manager allows administrators to quickly see and edit a categories' permission structure. It shows the site map as well as the roles and users that have access to the category in a grid view and color codes their respective level of access. Permissions can be changed and applied to an entire user role with one click.
The Permissions Manager would also display a warning symbol where permissions are in conflict, making it easy to resolve any issues.
Multilingual User Interface
IntelliEnterprise is available in the following languages: Chinese, Dutch, English, French, German, Polish, Portuguese, Russian and Spanish. Additional languages can be implemented upon request.
Portals are high-level pages of content and applications that provide shared information and collaboration tools for a project team, a department, a branch office, or the whole company. Administrators or Business Experts build these Portals simply by selecting Portlets from the Portlet Catalog.
Typically Portlets would try and offer a high-level overview on the first page (i.e. Dashboards, Summary views, etc.), with more in-depth content being available on subpages.
Portlets are the containers in which any IntelliEnterprise function is displayed which make them the central building block for creating pages in IntelliEnterprise. They can be freely arranged between columns with drag-and-drop while columns themselves can be created and changed as needed.
This is a Windows System Service that runs in the background and automates recurring and resource-intensive processes. You can scale out the job server(s) to dedicated servers.
You can keep track of content in the Intranet to identify areas that are not frequently enough seeing visits or updates. This helps to create an effective content strategy that users start to rely on for their day-to-day tasks.
You can host IntelliEnterprise utilizing Web Farms, Clustering and Network Load Balancing (NLB). As traffic grows, you can add more servers to the cluster. This ensures you can run IntelliEnterprise with a high availability and automatic repartioning of client traffic should a failure in a server be detected.