Bulletin Boards

Overview

The Bulletin Boards module serves as a common space for quick and efficient information sharing among employees. It is the digital equivalent of a classic notice board where you can post announcements, news, and important information, and share files with colleagues.

Key Features

• Creating multiple thematic bulletin boards based on work teams or areas of interest
• Adding color-coded posts with headings, text, and attachments
• Confirming read status for important posts
• Adding comments and notes to existing posts
• Moving and organizing posts via drag and drop
• Automatic notification of new posts via email
• Searching within posts
• Moving posts between boards

Who Will Use the Module

• Managers for communicating important information to the team
• HR department for announcements about company events and changes
• Project teams for sharing current status and tasks
• All employees for exchanging information within workgroups

Access and Settings

How to Access the Module

Navigation path: Main Menu → Bulletin Boards

After opening the module, a list of all bulletin boards you have access to will be displayed. The boards are shown as tabs at the top of the screen.

User Rights

Access rights to individual bulletin boards are set at the level of each board separately. Three levels of permissions are distinguished:

Permission	Description	What it allows
Read	Basic access to the board	Viewing posts, searching, adding comments
Write	Ability to add and edit posts	Creating new posts, editing own posts, moving between boards
Delete	Full board management	Deleting all posts, access to deleted records

Rights can be set globally for the entire board or individually for specific users and job positions.

Module Settings

Administrators with the appropriate rights can manage bulletin boards via the Settings link in the top right corner of the page.

Creating a New Bulletin Board

In the settings, you can create new boards and define:

• Board Name: Descriptive name displayed in the tabs
• Access Rights: Setting global rights or individual access for users and positions
• Color Mode: Choice between an optional color or fixed colors with descriptions
• Movable Posts: Option to enable/disable moving posts via mouse
• Read Confirmation: Requiring confirmation of reading posts
• Comments: Allowing comments to be added to posts

Post Color Scheme

When creating a board, you can choose one of two modes for post colors:

Mode 1 - Optional Color: Users can choose any color from the color palette when creating a post.

Mode 2 - Fixed Colors: The administrator defines up to 10 colors with a specific description. Users then choose from this list when creating a post. This mode is suitable, for example, for:

• Yellow - Announcement
• Red - Urgent
• Green - Completed
• Blue - Information

User Interface

Main Screen

The main screen of the module consists of several parts:

Board Tabs

All bulletin boards you have access to are displayed at the top of the screen. The active board is highlighted. A number indicating the count of unread posts is displayed next to each board name.

Control Panel

Beneath the board tabs is a control panel with the following functions:

• Text Search: Field for entering the search term
• Search Button: Starts the search in headings, post content, and author names
• Cancel Search Button: Appears during an active search, clears the filter
• Add Record Button: Opens a dialog to create a new post (write permission required)
• Deleted Button: Displays a list of deleted posts (delete permission required)
• Auto Reload: Checkbox for automatic board updates every minute
• New and Changes to Email: Toggle for email notifications about new and edited posts
• My Default Board: Sets the current board as the default when opening the module

Post Area

The main part of the screen displays individual posts as colored cards. Each post contains:

• Heading: Prominent post title
• Content: Text content of the post with formatting support
• Attached Files: Preview of attachments and download buttons
• Images: Previews of attached images directly in the post
• Creation Information: Date, time, and author's name
• Action Icons: Buttons for editing, deleting, comments, and other functions

Action Icons on Posts

Icons for various actions are displayed in the top right corner of each post:

Icon	Function Name	Description	Required Permission
Pencil	Edit	Opens the dialog to edit the post	Write permission
Cross	Delete	Deletes the post after confirmation	Delete permission
Right Arrow	Move to another board	Moves the post to a different board	Write permission
Four Arrows	Move	Allows dragging the post with the mouse	Move mode enabled
Bubbles	Comments	Displays comments and allows adding a new one	Comments enabled
Checkmark	Read Confirmation	Confirms reading or displays the list of confirmations	Confirmations enabled
Pushpin	Grab for Move	Handle for dragging the post	Move mode enabled

Basic Operations

Creating a New Post

1. Select the board you want to add the post to
2. Click the Add record to this board button
3. In the dialog window, fill in:
   • Heading: Brief and descriptive post title (mandatory field)
   • Color: Select the post color from the menu or palette
   • Content: Write the post text (supports formatting via editor)
   • Attachments: Drag files into the area or click to select (max 60 files, max 100 MB per file)
4. If moving is enabled on the board, choose the location:
   • To the beginning: The post will appear at the top, others will move down
   • To the end: The post will be added to the end of the list
5. Set email notification options:
   • Email to everyone: Sends an email to all users with access to the board (not just subscribers)
   • Email as BCC: Sends the email as a blind carbon copy (recipients don't see other addresses)
   • Attachments also by email: Attaches files to the email as well (by default, they are only stored on the board)
6. Click the Save button

Note: Email notification options are only available when creating a new post, not when editing an existing one.

Editing a Post

1. Find the post you want to edit
2. Click the Edit icon (pencil) in the top right corner of the post
3. In the dialog window, modify the desired details:
   • Post heading
   • Post color
   • Text content
   • Attachments (you can add new ones or remove existing ones)
4. Click the Save button

Warning: An email is not automatically sent when a post is edited. Users with active notifications will only be alerted if this feature is set at the board level.

Deleting a Post

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

Deleted posts are not moved to a trash bin but remain stored in the system. Users with delete permissions can view them using the Deleted button and restore them if necessary.

Viewing Deleted Posts

1. Click the Deleted button in the control panel
2. A list of all deleted posts will be displayed
3. In the list, you can:
   • View the content of the deleted post
   • Restore the post back to the board
   • Permanently delete the post

Searching Within Posts

1. Enter the text you want to find into the search term field
2. Click the Search button or press Enter
3. Only posts containing the search term in the following will be displayed:
   • Post heading
   • Text content
   • Author's first or last name
4. To cancel the search, click the Cancel Search button

Advanced Features

Adding Comments and Notes

If the comment function is enabled on the board, you can add notes to posts and discuss them.

1. Click the Comments icon (bubbles) on the post
2. The dialog window will display a list of all existing comments with:
   • Date and time of addition
   • Name of the comment author
   • Note text
   • Attachments to the comment
3. To add a new comment:
   • Write the comment text in the Note field
   • Optionally add attachments by dragging them into the area or selecting files
   • Click the Save button

The number in parentheses next to the comment icon indicates the number of notes added to that post.

Confirming Post Read Status

If the read confirmation function is enabled on the board, you can mark posts as read.

Confirming That You Have Read the Post

1. Find the Read Confirmation icon (checkmark) on the post
2. A red checkmark means you have not yet confirmed the post
3. Click on the red checkmark
4. The checkmark will turn green - the post is confirmed

Viewing the List of Confirmations

1. Click on the green checkmark of a post you have already confirmed
2. A dialog will appear with a list of all users who have confirmed the post
3. The list includes:
   • Confirmation date
   • Confirmation time
   • Name of the user who confirmed

Hovering over the checkmark icon will display a tooltip with confirmation information.

Moving Posts with the Mouse

If move mode is enabled on the board, you can organize posts by dragging them with the mouse.

1. Find the post you want to move
2. Place the mouse cursor on the Pushpin or Four Arrows icon
3. Press and hold the left mouse button
4. Drag the post to the desired location on the board
5. Release the mouse button
6. The position is automatically saved

Moving only works within a single board. To move between boards, use the "Move to another board" function.

Moving a Post to Another Board

You can use this function if you want to move a post from one board to another.

1. Click the Move to another board icon (right arrow) on the post
2. The dialog window will show:
   • The name of the post being moved
   • A dropdown list of available boards
3. Select the target board from the list
4. Click the Move button

Important: Only boards for which you have write permissions will appear in the list.

Email Notifications

The system offers several options for sending email alerts for new and edited posts.

Activating Personal Notifications

1. Open the board for which you want to receive notifications
2. Check the New and changes to email box
3. From now on, you will receive an email when:
   • A new post is added to the board
   • An existing post is edited

Setting a Default Board

1. Open the board you want to have as your default
2. Check the My default board box
3. The next time you open the Bulletin Boards module, this board will automatically be displayed

Automatic Updates

1. Check the Auto reload box
2. The board will automatically refresh every 60 seconds
3. A countdown to the next update is displayed next to the checkbox
4. This feature is useful if you are monitoring a board with frequent changes

Working with Attachments

Adding an Attachment to a Post

1. In the dialog for creating or editing a post, find the Attachments section
2. You can use one of the following methods:
   • Drag and drop files into the area marked "Drag files here"
   • Click in the area and select files in the dialog
3. Uploading files will appear in a list with:
   • File name
   • File size
   • Upload progress indicator
4. To remove a file before saving, click the cross next to the name

Limits:

• Maximum number of files per post: 60 files
• Maximum size of one file: 100 MB

Viewing and Downloading an Attachment

• Images: Displayed directly in the post as a preview
• Other files: Displayed as buttons with the file name and an icon according to the type
• Click the button or image to download or open the file

Integration with Other Modules

Files

All attachments added to bulletin boards are automatically saved in the Files module in the "Dashboard" section. File managers can manage, categorize, and share these files just like other documents in the system.

User Management

Access rights to bulletin boards are linked to user accounts and job positions defined in the User Management module. Changes in the organizational structure are automatically reflected in bulletin board access rights.

Email Communication

The module uses system email settings to send notifications. The sender address and email template are governed by the application's global settings.

Troubleshooting

Frequently Asked Questions

Question: I don't see a board that I know exists. What should I do?

Solution: You likely do not have access rights to this board. Contact the system administrator or the manager who has the right to manage boards and ask them to grant you access.

Question: I cannot add a post to the board. The "Add record" button is inactive.

Solution: You need write permission to add posts. If you only have read permission, you can only view posts and add comments to them. Ask the administrator to increase your permissions.

Question: I added a post, but no one received an email. Why?

Solution: Email notifications are only sent to users who have the "New and changes to email" box checked for that board. If you want to inform all users with access, check the "Email to everyone" option when creating the post.

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

Solution: Yes, if you have delete permissions. Click the "Deleted" button, find the post in the list, and restore it. If you do not have this permission, ask the board administrator.

Question: I cannot upload an attachment larger than 100 MB. Is it possible to increase this limit?

Solution: The 100 MB per file limit is a technical system restriction. To share larger files, use the Files or CloudStorage module, where you can upload larger files and then share the link on the bulletin board.

Question: How do I know I have unread posts?

Solution: The number of unread posts is displayed next to each board name in the tabs. The number in the white field indicates the number of new posts since your last visit to the board.

Question: Can I bulk move multiple posts at once?

Solution: Bulk moving of posts is currently not supported. You must move each post individually using the "Move to another board" function.

Question: How long are posts stored on the board?

Solution: Posts remain on the board permanently until manually removed. Even deleted posts are not automatically deleted and are available in the "Deleted" section.

Question: Can I edit a post created by someone else?

Solution: Yes, if you have write permission on the given board, you can edit all posts regardless of the author.

Tips for Efficient Work

• Use descriptive headings: A short and clear heading will help colleagues quickly understand the post's content.
• Use colors meaningfully: If your board has a defined color scheme, follow it. This will help everyone quickly distinguish types of posts.
• Activate notifications only for important boards: To avoid being overwhelmed by emails, turn on "New and changes to email" notifications only for boards you truly need to monitor.
• Check unread posts regularly: The numbers next to board names quickly show you where there is news.
• Use comments for discussion: Instead of creating new posts as replies, use the comment function - everything will stay organized under one topic.
• Organize boards thematically: Create separate boards for different topics or teams - for example, "Management", "IT Department", "Sales Information", etc.
• Confirm reading of important announcements: If there is a red checkmark on a post, it is a signal that the author requires read confirmation. Confirm as soon as possible.
• Use search: Instead of browsing through all posts, use search - it finds posts by keywords in the heading, content, and author's name.
• Delete outdated posts: Regularly review the board and delete outdated posts to keep the board clear.
• Set a default board: If you work primarily with one board, set it as your default - you'll save time every time you open the module.
• Use moving for prioritization: On boards with moving enabled, you can place important posts in a visible spot at the top.
• Attach relevant files: Attachments on the board are easily accessible to all users - use this for quick sharing of documents, images, or presentations.