News
Overview
The News module is used to share corporate information, announcements, and updates among employees. It allows publishing structured posts with attachments, images, and automatic email notification delivery. News is a central communication tool for informing the entire company or selected groups of employees about important events, deadlines, and changes.
Key Functions
- Publishing company announcements with formatted text and attachments
- Three types of news display (full content, cards with images, magazine style)
- Automatic email notifications to all users or selected groups
- Categorization of news by type (announcement, deadline, task)
- Drafts for preparation before publishing
- Scheduling of news visibility
- Archiving older news
- Integration with the Documents module and OnlyOffice
Access and Settings
How to Access the Module
Navigation path: Main Menu → News
User Rights
The News module has four levels of access rights, which are set in Settings → News:
| Permission Level | Permissions | Description |
|---|---|---|
| 0 - No access | None | The module is not visible; the user cannot view any news |
| 1 - Read | View | Viewing published news; cannot add or edit |
| 2 - Read, write | View, Create, Edit own | Adding new news items and editing own posts |
| 3 - Read, write, delete, and restore from trash | View, Create, Edit all, Delete, Restore | Full management of the module including deleting and editing others' news |
Module Settings
Module settings are available via the Settings link in the module header (visible only to administrators) or via Settings → News.
News Types
In settings, you can define your own news types, which serve to categorize posts. Each type has:
- Name - descriptive name of the type (e.g., Announcement, Deadline, Task)
- Color - color differentiation of the type in the news list
- Icon - Font Awesome icon displayed with the news item
To add a new type, click the Add type button in the News Types Settings section.
General Parameters
| Parameter | Description |
|---|---|
| Allow entry of the news submission date | If activated, you can enter a custom creation date when creating news. Useful for entering historical records. |
| Display type | Selection of three news display styles (see below). |
| Hide 4th and further news under the Archive button | In magazine style (type 3), only the first 4 news items are displayed; others are hidden under the Archive button. |
User Interface
Main Screen
The main screen of the module consists of the following parts:
- Filter Panel - searching and filtering news according to various criteria
- Main Panel - display of the news list according to the selected display type
- Action Buttons - adding new news, viewing deleted records
- Subscription Toggle - checkbox "Send news to my email"
News Display Types
The module supports three different ways of displaying news, which are selected in the module settings:
Type 1 - Everything on one page
A classic view where each news item is displayed as a separate card with full content:
- News Title
- News Type (with icon and color)
- Display period or event date
- Full news content
- List of attachments for download
- Information about the author and creation date
- Action icons for editing and deleting (if you have permissions)
Type 2 - Headline and image only
Display as cards with a title and main image. Content is displayed only after clicking on the card:
- News Title
- Main image (if assigned)
- After clicking, the news detail opens with full content
Type 3 - First large news + 3 more on the right
Magazine style display, ideal for presenting the latest information:
- Left side - the first (newest) news item displayed large with a main image and part of the content
- Right side - three additional news items displayed as smaller cards with images and shortened content
- Content separator - three underscores (___) in the news content determine where the text is truncated in the preview
- Archive - button to display the 4th and further news items (if activated in settings)
Filter Panel
The filter panel allows you to quickly find the required news items according to these criteria:
| Filter | Description |
|---|---|
| In title | Search text in the news title |
| In content | Search text in the news content |
| Created by | Filtering by news author |
| Type | Filtering by news type (announcement, deadline, task) |
After entering filters, click the Search button to apply. Use the Cancel button to clear all filters and display all news.
Buttons and Actions
| Button/Action | Permissions | Description |
|---|---|---|
| Add news | Read, write (2+) | Opens a dialog for creating a new news item |
| Deleted | Read, write, delete (3+) | Displays a list of deleted news items with the possibility of restoration |
| Edit (pencil icon) | Own or right 3+ | Opens a dialog for editing news |
| Delete (trash icon) | Own or right 3+ | Moves news to the trash after confirmation |
| Detail (eye icon) | Own or right 3+ | Displays information about sent emails |
| Archive | Everyone with access | Displays older news (4th and further) in display type 3 |
| Back | Everyone with access | Return from archive view to the main page |
| Edit main image (crop icon) | Own or right 3+ | Opens a tool for cropping the main image of the news item |
Basic Operations
Creating New News
To add a new news item, follow these steps:
- Click the Add news button in the top right corner
- A dialog window with a form for creating news will open
- Fill in the mandatory fields:
- Title - news headline (mandatory, supports autocomplete from previous titles)
- Type - select a news category from the defined types
- Set the display period:
- Display from/to - determines when the news will be visible in the system (after the "to" date passes, the news is automatically moved to the trash)
- Optionally enter an event date:
- Event date from/to - informative date for planned events (e.g., training date, task deadline)
- For display types 2 and 3:
- Image - main image for the news card (recommended dimension 600×360px)
- Write the news content:
- Content - use the Quill formatting editor to create structured text
- For a new line, use
Shift+Enter - In display type 3, you can use the separator ___ (three underscores) to determine where the content is truncated in the main page preview
- Add attachments:
- Drag and drop files into the Dropzone area or click to select
- You can upload up to 60 files, total size max. 100 MB
- You can create a new document directly in the browser using the OnlyOffice button
- Set email notifications (only when creating a new news item or for a draft):
- Email to all - sends a notification to all users with access to news who have subscriptions turned on
- Send only to groups - click to display a list of groups, select specific groups for sending
- Email as blind carbon copy - recipients do not see other email addresses (BCC)
- Attachments by email as well - attachments will be attached to the email (otherwise only a link is sent)
- If enabled in settings:
- Date of entry - you can enter a custom news creation date
- Choose how to save:
- Save as draft - the news will be visible only to you and administrators; you can complete it later
- Save - the news is published immediately and email notifications are sent (if set)
Editing News
To edit existing news:
- In the news list, click the Edit icon (pencil) for the desired news item
- Alternatively, open the news detail and click the Edit button
- The same form as for creation will open
- Edit the required information
- Note: Email notifications are only available for news items that have not yet been sent (new or drafts)
- Click Save to save changes or Save as draft to return to draft mode
Deleting News
To delete news:
- Click the Delete icon (trash) for the news item
- Confirm the deletion in the dialog window
- The news is moved to the trash and disappears from the list
- To view deleted news items, click the Deleted button
- In the trash, you can restore or permanently delete the news item
Search and Filtering
To work efficiently with news:
- Click the Filter panel to open filters (if collapsed)
- Enter criteria in the appropriate fields:
- Text in the In title field to search in the headline
- Text in the In content field to search in the news text
- Select an author from the Created by dropdown menu
- Select a news type from the Type dropdown menu
- Click the Search button
- The system will display only news matching the specified criteria
- To cancel filters, click the Cancel button
Advanced Functions
Email Notifications
The News module offers a comprehensive email notification system to inform employees about new posts.
Sending Options
1. Email to everyone with a subscription
When you check the Email to all box, a notification is sent to all users who:
- Have access to the News module (right 1 and higher)
- Have an active account
- Have individual news subscription turned on (see below)
2. Email to everyone regardless of subscription
If Email to all is checked without other restrictions, an email is sent to all users with access to news, regardless of their personal subscription settings.
3. Only to selected groups
After clicking the Send only to groups button:
- A list of all user groups in the company is displayed
- Check the groups that should receive the notification
- The email is sent to all members of the selected groups
- This choice overrides the "Email to all" setting
Other Email Options
Email as Blind Carbon Copy (BCC)
- Checking this option sends the email as BCC
- Individual recipients do not see the email addresses of others
- Suitable for maintaining privacy during mass mailings
Attachments by email as well
- By default, only a link to the news item with attachments is sent in the email
- Checking this option physically attaches the files to the email
- Be careful with attachment size - files that are too large may cause delivery problems
Individual Subscription Settings
Each user can set whether they want to receive news via email:
- On the main page of the News module, find the checkbox Send news to my email
- Checking activates the subscription for email notifications
- Unchecking turns off the news delivery (unless the author uses "Email to all" without restrictions)
- Settings are saved automatically
Viewing Send Details
To check who the news was sent to:
- Click the Detail icon (eye) for the news item
- A dialog with the following information is displayed:
- Email to all - yes/no
- Sent to groups - list of group names
- Email as blind carbon copy - yes/no
- Attachments by email as well - yes/no
- Sent to emails - date and time of sending + list of all email addresses
- Draft - yes/no
News Drafts
The draft function allows you to prepare news without immediate publication.
Creating a Draft
- When creating or editing news, click the Save as draft button
- The news is saved but will not be visible to other users
- Only you (the author) and administrators with full rights (right 3) can see the draft
- Email notifications are not sent
Working with Drafts
- A draft is marked with green Draft text in the list and detail
- You can open and edit it at any time
- Email notification options are still available when editing a draft
- To publish a draft, edit it and click Save (without "as draft")
Publishing a Draft
- Open the news draft by clicking the Edit icon
- Check and, if necessary, edit the content
- Set email notifications (if you want to inform users)
- Click the Save button (not "Save as draft")
- The news is published immediately and set notifications are sent
Display Types - Detailed Description
Type 1 - Everything on one page
This type is suitable for a smaller number of news items or when you want everything clearly on one screen.
Advantages:
- Full content visible immediately without clicking
- Easy browsing of all news by scrolling
- Attachments available directly at each news item
Usage:
- Internal communication in smaller companies
- Technical news with detailed information
- Situations where users need to read all news items
Type 2 - Headline and image only
Compact display in card form, suitable for a larger amount of news.
Advantages:
- Clear list without long text
- Visually attractive with images
- Fast orientation in a large amount of news
Usage:
- Larger companies with frequent publishing
- Situations with many news categories
- When each news item has a representative image
Note: If the news item does not have a main image assigned, only the title and type are displayed.
Type 3 - First large news + 3 more on the right (magazine style)
Modern magazine display with emphasis on the latest post.
Advantages:
- Professional, magazine look
- Highlights the most important (newest) news item
- Compact display of 3 more news items
- Archive support for older posts
Structure:
- Left half - Newest (first) news item displayed in large format with an image and part of the content
- Right half - News 2, 3, and 4 displayed as smaller cards with image thumbnails
- Below the main panel - Archive button (if activated in settings)
Usage:
- Companies with a marketing approach to communication
- Situations emphasizing the latest information
- When you have high-quality images for all news items
News Archive
The archive function is only available when using display type 3 and must be activated in the module settings.
Activating the Archive
- Go to Settings → News
- In the General Parameters section, check Hide 4th and further news under the Archive button
- Settings are automatically saved
Viewing the Archive
- Only the first 4 news items are displayed on the main page of the module in magazine style
- A green ARCHIVE button appears below the main panel
- Clicking the Archive button displays all older news (from 5th onwards)
- Older news items are displayed as cards with a title and image
- The Back button returns you to the main view
Archive Usage
- Maintain the clarity of the main page
- Emphasis on current information
- Access to older news items with one click
- Suitable for companies with frequent publishing
Event Date vs. Display from/to
The News module distinguishes between two types of dates that have different meanings:
Display from/to
Purpose: Technical setting for news visibility in the system
- Display from - date and time from which the news will begin to be displayed to users
- Display to - date and time until which the news will be visible
- After the "to" date passes, the news is automatically moved to the trash
- If you leave the "to" field empty, the news will be displayed indefinitely
- Suitable for scheduling publication or automatically hiding news
Example usage: News about Christmas holidays should be displayed from 15.12. to 31.12.
Event Date from/to
Purpose: Informative date about a planned event
- Event date from - start date of the event the news informs about
- Event date to - end date of the event
- Displayed in the news list as information for users
- Does not affect the news visibility
- Suitable for announcing training dates, events, deadlines
Example usage: News about a company event taking place on 20.1. You want to publish the news already on 1.1., but the event date is 20.1.
Difference in Practice
| Parameter | Affects Visibility | Displayed in List | Typical Usage |
|---|---|---|---|
| Display from/to | Yes | No (Technical) | Scheduling publication |
| Event date from/to | No | Yes (Informative) | Event date |
Main News Image
The main image is an important visual element of news items in display types 2 and 3.
Adding a Main Image
- When creating or editing news, find the Image field
- This field is only displayed if you have set display type 2 or 3
- Click Choose File and select an image from your computer
- Recommended dimension: 600×360 pixels (aspect ratio 5:3)
- The image is uploaded when the news item is saved
Editing the Main Image
If you need to crop or edit an already uploaded image:
- Open the detail of the news item that has an assigned image
- Click the Edit main image icon (crop icon)
- The image cropping tool opens
- Select the desired image area
- Confirm the selection, and the image is automatically saved
Recommendations for Images
- Use a consistent aspect ratio for all news items
- Optimize file size for fast loading (max. 500 KB)
- Choose relevant images for the news content
- Formats: JPG, PNG, GIF
- For a professional look, use high-quality photos or graphics
Content Separator (___)
In display type 3, you can use a special separator to control the news preview.
Using the Separator
- In the content editor, write the text you want to display in the main page preview
- On a new line, type three underscores: ___
- Below the separator, write the rest of the content, which will only appear in the detail
- Save the news item
Separator Behavior
- In the magazine view (type 3), only text before the separator is displayed
- The separator itself is not displayed (it is hidden)
- In the news detail, the entire text is displayed, including the part after the separator
- If you do not use a separator, the system automatically truncates the text according to length
Example Usage
Content in editor:
Dear colleagues, an important safety training will take place on January 15th. Attendance is mandatory for all manufacturing department employees.
___
The training will be held in the meeting room from 9:00 to 12:00. Please arrive in good time. Bring a valid ID and the signed attendance sheet with you.
Magazine Style Display:
Dear colleagues, an important safety training will take place on January 15th. Attendance is mandatory for all manufacturing department employees.
Detail Display:
The entire text including the part after the separator.
Integration with Other Modules
OnlyOffice
The News module is fully integrated with OnlyOffice for creating and editing documents directly in the browser.
Creating a New Document
- When adding or editing news, find the Attachments section
- Click the button with the OnlyOffice icon above the Dropzone area
- Select the document type (text document, spreadsheet, presentation)
- The OnlyOffice editor opens directly in the browser
- Create the document content
- The document is automatically saved and added as an attachment to the news item
Editing an Existing Document
- If the attachment is a document supported by OnlyOffice (DOCX, XLSX, PPTX)
- You can open and edit it directly in the system
- Changes are saved automatically
Documents Module
When creating a new document in the Documents module, you can automatically create a news item with a link to this document.
Creating News from a Document
- In the Documents module, upload or create a new document
- During or after uploading, select the Create news option
- A dialog for adding news will open with pre-filled content:
- Title: "A new document [document name] has been added"
- Content: Link to view the document in the Documents module
- Add additional information (type, email notifications)
- Save the news item
Integration Advantages
- Automatic informing of users about new documents
- Direct link from news to the Documents module
- Time-saving when sharing important files
Troubleshooting
FAQ
Question: The news item is not appearing in the list even though I just created it
Solution: Check the following:
- Is Display from set to a future date? The news will only appear after that date.
- Did you save the news as a draft? Only you and administrators can see drafts.
- Are you in Archive mode? Click the Back button to return to the main list.
- Do you have active filters? Click the Cancel button in the filter panel.
Question: I didn't receive an email notification about a new news item
Solution: Check:
- Do you have the Send news to my email checkbox checked on the module's main page?
- Did the news author use the Email to all or Send only to groups option?
- Are you a member of the group the notification was intended for?
- Is your email address set correctly in your profile?
- Check your spam/junk mail folder.
Question: I cannot edit someone else's news item
Solution: Editing others' news items requires level 3 rights (Read, write, delete). Contact your system administrator to increase your permissions.
Question: The full text of the news item is not displayed in display type 3
Solution: In magazine style (type 3), only part of the content is intentionally displayed. To see the full text:
- Click on the news card to open the detail
- The complete content including all attachments is displayed in the detail
- If you want to influence where the text is truncated, use the ___ separator in the editor
Question: I cannot upload an attachment; an error appears
Solution: Check:
- File size - the maximum is 100 MB total
- Number of files - you can upload a maximum of 60 files at once
- File format - some types may be prohibited for security reasons
- Internet connection - uploading stops if interrupted
Question: Email notifications were not sent after saving the news
Solution: Email notifications are only sent when:
- You are creating new news (not when editing existing)
- You are publishing a draft (when changing from draft to published)
- The Display from date is current or in the past
- To check the sending, click the Detail icon (eye) for the news item
Question: Where can I find older news?
Solution:
- In display type 3 with an active archive, click the Archive button
- Use filters to find a specific news item by title, content, or author
- Check if the news item was deleted - click the Deleted button
- If the Display to date has expired, the news is in the trash
Question: Can I change the news display type?
Solution: Yes, the display type is changed in settings:
- Go to Settings → News (requires admin rights)
- In the General Parameters section, find Display type
- Select the desired type (1, 2, or 3)
- The change takes effect immediately after refreshing the page
Tips for Effective Work
Planning Publication
- Use the Display from field to schedule news publication in advance
- Set Display to to automatically hide time-limited information
- For example: Christmas news will be displayed from 15.12. to 31.12. automatically
Effective Writing
- Use concise, catchy headlines - most users only read the title
- In display type 3, place the most important information before the ___ separator
- Use formatting (bold, italics, lists) for better readability
- Add a relevant main image to increase attention
Working with Drafts
- Save unfinished news as a draft
- Prepare multiple news items in advance and publish them sequentially
- Use the draft for content approval by a supervisor before publication
Email Notifications
- For important news, use Email to all
- For specific information, target only selected groups
- Use Email as blind carbon copy to protect privacy
- Attach files via email only if they are small and necessary
Content Organization
- Create logical news types (Organizational, Technical, HR, Marketing)
- Assign each type a specific color and icon for easy orientation
- Use consistent naming for news items
- Regularly check and remove outdated news items
Keyboard Shortcuts
Shift+Enter- new line in the content editor (instead of a new paragraph)- The Quill editor supports standard shortcuts:
Ctrl+B(bold),Ctrl+I(italics)
Module Maintenance
- Regularly check the Deleted folder and permanently delete unnecessary news items
- Set reasonable Display to dates for automatic cleaning
- Check email send details to verify delivery
- Update news types according to the company's needs
Mobile Access
- The News module is fully responsive and works on mobile devices
- Magazine style (type 3) adjusts to a single-column view on mobile
- Adding news from mobile is possible, but we recommend using a computer for more comfortable editing