Bulletin Boards

Overview

The Bulletin Boards module (dashboards, information boards) serves as a shared space for exchanging information between employees within the intranet. It allows you to create multiple thematically separated bulletin boards, add posts with text, attachments, and colour coding, track unread entries, and discuss through comments. Managers can require read confirmation for each bulletin board.

Key Features

• Multiple thematic bulletin boards with separate access rights
• Posts (notes) with title, text, attachments, and colour coding
• Unread post counter for each bulletin board
• Read confirmation for posts with an overview of who confirmed and when
• Comments and notes on individual posts
• Moving a post to another bulletin board
• Drag-and-drop rearrangement of posts within a bulletin board (optional)
• E-mail notifications about new and changed posts
• Searching posts by title, content, or author
• Automatic bulletin board refresh every minute

Access and Settings

How to Access the Bulletin Boards Module

Navigation path to the Bulletin Boards module: Main Menu → Bulletin Boards

After opening the module, all bulletin boards you have access to are displayed as tabs at the top of the screen. Click on a tab to switch to the selected bulletin board.

Bulletin Boards Module Settings

Bulletin board configuration is available via the Settings link displayed in the upper right corner of the module. The link is visible only to users with administrator permissions for the module. Path: Settings → Bulletin Boards

In the settings, you can add new bulletin boards using the Add Bulletin Board button and configure the following for each bulletin board:

• Bulletin Board Name: A descriptive name displayed in the tabs
• Colour Settings: Choice between optional colour (user picks any colour) or fixed colours with descriptions (administrator presets colour categories)
• Access Rights: Access levels for all users or for specific job positions
• Movable Posts: Enable free drag-and-drop arrangement of posts
• Read Confirmation: Require read confirmation for each post
• Comments: Allow adding comments to posts

Permissions and Access Rights for the Bulletin Boards Module

Access rights are configured separately for each bulletin board. There are three permission levels:

Permission	Description	What It Allows
Read	Basic access to the bulletin board	Viewing posts, searching, adding comments, read confirmation
Read / Write	Ability to add and edit posts	Everything from Read + creating new posts, editing posts, moving between bulletin boards
Read / Write / Delete / Restore	Full bulletin board management	Everything from Write + deleting posts, viewing and restoring deleted entries

Rights can be set globally for the entire bulletin board (applies to all users) or individually for specific job positions.

User Interface

Main Screen of the Bulletin Boards Module

The main screen of the Bulletin Boards module consists of two parts: a tab bar with bulletin board tabs at the top and the post area below.

Bulletin Board Tab Bar

The top bar displays all bulletin boards you have access to. The active bulletin board is highlighted. Next to each bulletin board name, a number indicates the count of unread posts since the last view.

Bulletin Board Control Panel

Below the tab bar is the control panel with elements for working with the bulletin board:

• Search Term Field: Enter text to search for posts
• Search Button: Starts the search (or press Enter)
• Cancel Search Button: Appears when a filter is active; cancels the search
• Add Entry to This Bulletin Board Button: Opens the dialog for a new post (requires write permission)
• Deleted Button: Displays the list of deleted posts (requires delete permission)
• Auto-Refresh: Enables automatic bulletin board refresh every minute
• New and Changes via E-mail: Personal e-mail notification settings for this bulletin board
• My Default Bulletin Board: Sets the current bulletin board as the default when the module is next opened

Post Area

Posts are displayed as coloured cards on the bulletin board area, sorted from newest. Each post contains a title, text content, thumbnail image previews, attachment buttons, date/time and author information, and action icons on the right side.

Filters and Search in the Bulletin Boards Module

• Text Search: Searches in the post title, text content, and author's first or last name
• Bulletin Board Tabs: Displays posts only from the selected bulletin board

Basic Operations

Procedure: Adding a New Post to a Bulletin Board

To add a post to a bulletin board in the Bulletin Boards module, follow these steps:

1. Select the bulletin board by clicking on its tab in the top bar
2. Click the Add Entry to This Bulletin Board button
3. In the Create/Edit Bulletin Board Entry dialog, fill in:
   • Title: A brief post title (required field)
   • Colour: Select a card colour from the colour palette or from the list of preset colours
   • Content: Write the post text (supports formatting via the editor)
   • Attachments: Drag and drop files into the area or click to select
4. If the bulletin board has drag-and-drop mode enabled, choose the placement of the new post:
   • At the Beginning - Move All Others Down: The post will appear at the top
   • At the End: The post will be added at the end of the area
5. Optionally configure e-mail notifications (available only for new posts, not when editing):
   • E-mail to All: Sends an e-mail to all users with access to the bulletin board (not just subscribers)
   • E-mail as BCC: Recipients cannot see each other's e-mail addresses
   • Attachments via E-mail Too: Attaches files directly to the sent e-mail
6. Click the Save button

Tip: Attachments can be up to 100 MB per file and a maximum of 60 files per post.

Procedure: Editing an Existing Post on a Bulletin Board

In the Bulletin Boards module, you can edit an existing post as follows:

1. Find the post you want to edit
2. Click the pencil icon (Edit) in the upper right corner of the card
3. In the dialog, modify the desired fields: title, colour, content, or attachments
4. Click the Save button

Note: To edit a post, you need write permission on the respective bulletin board. Any post can be edited regardless of its author.

Procedure: Deleting a Post from a Bulletin Board

To delete a post from a bulletin board:

1. Find the post you want to delete
2. Click the cross icon (Delete) in the upper right corner of the card
3. In the confirmation dialog, click Yes

Deleted posts are not permanently removed — they remain in the system and users with delete permission can view and restore them by clicking the Deleted button.

Searching for Posts on a Bulletin Board

In the Bulletin Boards module, you can search for posts as follows:

1. Enter the search text in the Search Term field in the control panel
2. Press the Enter key or click the Search button
3. Only posts containing the search term in the title, content, or author's name will be displayed
4. To cancel the filter, click the Cancel Search button

Advanced Features

Procedure: Adding a Comment to a Bulletin Board Post

The comments (remarks/notes) feature must be enabled in the settings of the respective bulletin board. The number of existing comments is displayed in parentheses next to the speech bubble icon on the post.

1. Click the speech bubble icon (Comments / Remarks/Notes) on the post
2. A dialog will appear with the list of existing comments (date, author, text, attachments)
3. To add a new comment, fill in the Note field
4. Optionally add attachments by dragging and dropping or selecting a file
5. Click the Save button

Comments are displayed from newest. Comments cannot be edited or deleted — they serve as an audit trail of the discussion.

Procedure: Confirming That a Bulletin Board Post Has Been Read

The read confirmation feature must be enabled in the settings of the respective bulletin board. Posts with this feature have a checkmark icon on the right side.

How to Confirm That You Have Read a Post

1. Find the checkmark icon on the right side of the post
2. A red checkmark means you have not yet confirmed the post
3. Click the red checkmark
4. The checkmark will turn green — the read confirmation is saved with your name and the time

How to View the List of Users Who Confirmed Reading

1. Click the green checkmark on a post you have already confirmed
2. The Confirmed Read dialog will appear with the list of confirmations
3. The list contains the date, time, and name of each user who confirmed reading

Tip: Hovering over the checkmark icon displays an overview of the names of users who confirmed the post directly as a tooltip.

Procedure: Moving a Post to Another Bulletin Board

A post can be moved from one bulletin board to another if you have access to both bulletin boards. The arrow icon on the right is displayed only if you have access to more than one bulletin board.

1. Click the right arrow icon (Move to Another Bulletin Board) on the post
2. In the Move Entry to Another Bulletin Board dialog, check the name of the post being moved
3. In the To Bulletin Board field, select the target bulletin board from the list
4. Click the Move button

Note: The list of target bulletin boards shows only bulletin boards for which you have write or delete permission.

Drag-and-Drop Rearrangement of Posts Within a Bulletin Board

If the drag-and-drop mode is enabled in the bulletin board settings, posts can be freely rearranged on the bulletin board area by dragging with the mouse.

1. Grab the post by the pin icon or the four-arrow icon on its right side
2. Drag the post to the desired position on the bulletin board area
3. Release the mouse button — the position is automatically saved

Drag-and-drop works only within a single bulletin board. To move a post to another bulletin board, use the Move to Another Bulletin Board function.

E-mail Notifications in the Bulletin Boards Module

The Bulletin Boards module supports two types of e-mail notifications: personal subscription for a specific user and one-time sending when a post is created.

Setting Up Personal E-mail Notification Subscription

1. Open the bulletin board for which you want to receive notifications
2. Check the New and Changes via E-mail checkbox in the control panel
3. The system will send you an e-mail when a new post is added or an existing one is modified
4. To unsubscribe, uncheck the same checkbox

Sending an E-mail to Everyone When Creating a Post

When creating a new post (not when editing), you can check the E-mail to All option. This option sends an e-mail to all users with access to the bulletin board regardless of whether they have a personal subscription active. The e-mail contains the post title, author, content, and list of attachments.

Automatic Bulletin Board Refresh

To monitor bulletin boards with rapidly changing content, you can enable automatic refresh:

1. Check the Auto-Refresh checkbox in the control panel
2. A countdown to the next refresh will appear next to the checkbox (format MM:SS)
3. The bulletin board will automatically refresh every 60 seconds
4. To disable automatic refresh, uncheck the checkbox

Setting the Default Bulletin Board

To speed up your work, you can set which bulletin board is displayed automatically when the Bulletin Boards module is opened:

1. Open the bulletin board you want to set as default
2. Check the My Default Bulletin Board checkbox in the control panel
3. The setting is saved immediately — the next time you open the module, this bulletin board will be displayed
4. To change the default bulletin board, check the checkbox on another bulletin board

Colour Coding of Posts

Each post on a bulletin board has its own background colour, which helps to visually distinguish the types or importance of posts. The way colours are selected depends on the bulletin board settings:

• Optional Colour: When creating or editing a post, choose any colour from the graphical colour palette
• Fixed Colours with Descriptions: You select from preset colours with names (for example, Urgent – Red, Information – Blue). This mode ensures consistent colour coding across the entire team

Tip: The post text colour automatically adjusts to the background colour for maximum readability.

Integration with Other Modules

• Files: All attachments added to posts or comments on bulletin boards are stored in the Files module in the "Dashboard" section. Administrators can manage these files centrally.
• Employees: Access rights to bulletin boards are linked to user accounts and job positions defined in the Employees module. Changes in the organisational structure are automatically reflected in access rights.

Troubleshooting

Frequently Asked Questions About the Bulletin Boards Module

Question: I cannot see a bulletin board that I know exists.

Solution: You probably do not have access rights to the bulletin board. Contact the Bulletin Boards module administrator or your manager and request access.

Question: The Add Entry to This Bulletin Board button is greyed out and cannot be clicked.

Solution: To add posts, you need write permission (Read/Write level or higher). If you only have read permission, you can only view posts and add comments. Ask the administrator to increase your permissions.

Question: I added a post, but nobody received an e-mail.

Solution: E-mail notifications are automatically sent only to users who have the New and Changes via E-mail checkbox checked for the respective bulletin board. If you want to inform all users with access to the bulletin board, check the E-mail to All option when creating the post.

Question: I accidentally deleted an important post. Can I restore it?

Solution: Deleted posts remain in the system. If you have delete permission, click the Deleted button in the control panel, find the post, and restore it. If you do not have this permission, ask the bulletin board administrator.

Question: Unread posts are not displayed correctly or the number next to the bulletin board does not drop to zero.

Solution: The system tracks unread posts automatically — the status is updated when the bulletin board is displayed. If the number does not decrease, try reopening the bulletin board by clicking on its tab or refreshing the page.

Question: The icon for moving a post to another bulletin board is not displayed.

Solution: The move icon is displayed only if you have access to more than one bulletin board and write permission on the current bulletin board. Check your access rights.

Question: I cannot drag and drop posts on the bulletin board area.

Solution: The drag-and-drop feature must be enabled in the bulletin board settings by the administrator. Check whether the four-arrow icon or pin icon is displayed on the posts — if not, this feature is not active on this bulletin board.

Tips for Effective Work with Bulletin Boards

• Tip: To quickly monitor important bulletin boards, enable Auto-Refresh — the bulletin board will refresh itself every minute and you will always see the current state.
• Tip: Set My Default Bulletin Board for the bulletin board you open most frequently. You will save time every time you open the module.
• Tip: Instead of creating new posts as replies to existing posts, use the Comments feature — everything will stay neatly organised under one topic.
• Tip: If you need to alert the entire team and do not want to wait to see whether they have an active subscription, check the E-mail to All option when creating the post.
• Tip: To share confidential information, use the E-mail as BCC option — recipients will not see the e-mail addresses of other colleagues.
• Tip: Regularly delete outdated posts to keep the bulletin board clear. Deleted posts are still available in the Deleted section in case you need them.
• Tip: Use the search function instead of browsing the entire bulletin board — it searches simultaneously in titles, content, and author names.
• Tip: On bulletin boards with fixed colours, follow the colour coding — a consistent colour system helps the entire team quickly distinguish the priority or type of posts.