Managing Apps

Apps serve as top-level navigation containers that define complete navigation experiences for portal users. Administrators create and configure Apps to organize Menu Items into structured navigation pathways tailored to different user communities. Each App contains a collection of Menu Items arranged through the Menu Builder interface, with visibility controlled by role and group assignments.

Requirements

To create and manage Apps, users must be assigned a security role with the following permissions:

• Administrator System Role

Accessing the Apps Page

To access the Apps management page:

1. Navigate to the Setup Home page
2. Click Create > Navigation Menu
3. Click the Apps tab

Understanding the Apps List

The Apps page displays all configured Apps in a list view with the following columns:

• Actions: Dropdown menu providing management options (Edit, Delete)
• Name: The App name displayed to administrators and in the App Selector
• Custom: Indicates whether the App was created by an administrator (Yes) or is system-provided (No)
• Modified By: The user who last modified the App
• Modified On: The date and time of the last modification

Creating a New App

To create a new App:

1. Navigate to the Setup Home page and click Create > Navigation Menu
2. Click the Apps tab
3. Click New App
4. Configure the App settings as described in the sections below
5. Click Save

App Information Fields

Name (Required): Enter a descriptive name for the App. This name appears in the App Selector for end users and in administrative interfaces. Choose a name that clearly communicates the App's purpose or target audience.

Icon Image: Select an icon image that represents the App in the App Selector. The icon helps users visually identify and distinguish between available Apps. Choose an icon that reflects the App's content or purpose.

Logo Image: Optionally select a logo image for the App. The logo provides additional branding or visual identification for the App.

Description: Enter a description explaining the App's purpose, target audience, or contents. This description is for administrative reference only and is not displayed to end users.

Menu Builder

The Menu Builder interface enables administrators to construct the App's navigation structure through drag-and-drop functionality. The interface is divided into two sections:

• Available Menu Items: The right panel displays all Menu Items that can be added to the App, including Entity, Active Page, Link, Web, and Feature Menu Items
• App Navigation Structure: The left panel displays the current navigation structure for the App, showing Menu Items and Folders in their configured arrangement

Adding Menu Items to an App

1. Locate the desired Menu Item in the Available Menu Items panel
2. Drag the Menu Item from the right panel to the left panel
3. Drop the Menu Item at the desired position in the navigation structure
4. The Menu Item appears in the App navigation and is removed from the available pool

Removing Menu Items from an App

1. Locate the Menu Item in the App Navigation Structure panel
2. Right click on the Menu Item and select Remove
3. The Menu Item returns to the available pool and is removed from the App

Arranging Menu Items

1. Drag Menu Items within the App Navigation Structure panel to reorder them
2. Drop Menu Items at the desired position to set their display order
3. Menu Items appear to users in the order configured in the Menu Builder

Creating Folders

Folders enable two-level nested navigation by grouping related Menu Items together. Folders exist at the root level of an App and can contain multiple Menu Items.

To create a Folder:

1. In the Menu Builder, click New Folder
2. Enter a descriptive name for the Folder
3. Click Save or press Enter
4. The Folder appears in the App Navigation Structure
5. Drag Menu Items into the Folder to create nested navigation

Setting the Landing Menu Item

The landing Menu Item determines which page loads when users enter or switch to the App. Configuring an appropriate landing Menu Item ensures users immediately arrive at relevant content.

To set the landing Menu Item:

1. In the Menu Builder, locate the Menu Item you want to set as the landing page
2. Click the landing page indicator or select the Menu Item as the landing destination
3. The selected Menu Item is marked as the landing Menu Item for the App

Assigning Apps to Roles and Groups

Apps must be assigned to security roles and/or user groups to be visible to users. Users see only the Apps assigned to roles or groups they belong to.

To assign an App to roles and groups:

1. In the App configuration, locate the role and group assignment section
2. Select the security roles that should have access to the App
3. Select the user groups that should have access to the App
4. Click Save to apply the assignments

Users who belong to at least one assigned role or group will see the App in the App Selector and can access its navigation structure.

Editing an App

To edit an existing App:

1. Navigate to the Apps page
2. Locate the App you want to edit
3. Click the Actions dropdown and select Edit, or click the App name
4. Modify the App settings, Menu Builder structure, or role/group assignments as needed
5. Click Save to apply changes

Deleting an App

To delete an App:

1. Navigate to the Apps page
2. Locate the App you want to delete
3. Click the Actions dropdown and select Delete
4. Confirm the deletion when prompted

App Selector End-User Experience

When users have access to multiple Apps, the App Selector appears in the portal interface, allowing users to switch between available navigation experiences.

The App Selector displays:

• App icons for visual identification
• App names for clear labeling
• The currently selected App indicated with a "Selected" badge

Users click an App in the App Selector to switch to that navigation experience. The landing Menu Item for the selected App loads automatically.

Best Practices

App Design Strategy

Audience-Based Apps: Create separate Apps for distinct user communities such as partners, customers, and employees. Each App should contain Menu Items relevant to that audience's needs and access levels.

Clear Naming: Use descriptive App names that communicate the App's purpose or target audience. Users rely on App names in the App Selector to identify the appropriate navigation experience.

Meaningful Icons: Select icons that visually represent the App's content or purpose. Consistent, intuitive icons help users quickly identify and switch between Apps.

Navigation Structure

Logical Grouping: Use Folders to group related Menu Items together. Organize navigation based on user goals, business processes, or content categories rather than internal organizational structure.

Manageable Depth: Keep navigation structures shallow and manageable. Use Folders strategically to organize content without creating overly complex hierarchies.

Consistent Ordering: Arrange Menu Items in a logical order that reflects user priorities or workflow sequences. Place frequently accessed items prominently in the navigation structure.

Access Control

Role Alignment: Assign Apps to security roles that align with the App's target audience. Ensure role assignments reflect the users who should access each navigation experience.

Landing Page Visibility: Always verify that the landing Menu Item is visible to all users who have access to the App. Test landing page behavior across different roles.

Regular Review: Periodically review App assignments and navigation structures to ensure they remain aligned with organizational needs and user feedback.

Troubleshooting

App Not Appearing in App Selector

Issue: Users report they cannot see an App in the App Selector.

Solution: Verify the App is assigned to at least one security role or user group that the user belongs to. Check the user's role memberships and group assignments against the App's configuration.

Landing Page Not Loading Correctly

Issue: Users experience unexpected behavior when entering an App.

Solution: Verify the landing Menu Item is visible to the affected users. Check sharing configuration for Link and Web Menu Items, and verify system permissions for Entity and Active Page Menu Items.

Empty Folders Appearing

Issue: Users see Folders with no visible Menu Items.

Solution: This should not occur as Folders auto-hide when empty. If this issue occurs, verify that Menu Items within the Folder have proper sharing configuration and that the user has appropriate permissions.

Menu Items Missing from Available Pool

Issue: Expected Menu Items do not appear in the Available Menu Items panel.

Solution: Menu Items can only be assigned to one App at a time. Check if the Menu Item is already assigned to another App. Remove it from the other App to make it available.

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