Managing Menu Items
Menu Items represent individual navigation entries that direct users to specific destinations within or outside the portal. Administrators create and configure Menu Items to provide access to entities, Active Pages, external websites, custom URLs, and platform feature content. Each Menu Item type serves different navigation requirements and has specific configuration options and visibility controls.
Requirements
To create and manage Menu Items, users must be assigned a security role with the following permissions:
- Administrator System Role
Accessing the Menu Items Page
To access the Menu Items management page:
- Navigate to the Setup Home page
- Click Create > Navigation Menu
- Click the Menu Items tab
Understanding the Menu Items List
The Menu Items page displays all configured Menu Items in a list view with the following columns:
- Actions: Dropdown menu providing management options (Edit, Share, Delete) based on Menu Item type
- Name: The Menu Item name displayed to users in navigation
- Type: The Menu Item type (Entity, Active Page, Link, Web, Feature)
- Icon: Select an icon to display alongside the Menu Item label in navigation
- Custom: Indicates whether the Menu Item was created by an administrator (Yes) or is system-generated (No)
- Last Modified Date: Last time the menu item was modified.
Menu Item Types Overview
Navigation Menu provides five distinct Menu Item types to address different navigation requirements:
| Type | Purpose | Supports Sharing | Visibility Control |
|---|
| Entity | Navigate to entity browse pages | No | System permissions on entity |
| Active Page | Navigate to configured Active Pages | No | Role/group access to Active Page |
| Link | Navigate to custom or dynamic URLs | Yes | Manual sharing to roles/groups |
| Web | Display external pages in iframe | Yes | Manual sharing to roles/groups |
| Feature | Navigate to platform feature content | No | Underlying feature permissions |
Creating a New Menu Item
To create a new Menu Item:
- Navigate to the Setup Home page and click Create > Navigation Menu
- Click the Menu Items tab
- Click New Menu Item
- Select the Menu Item type
- Configure the Menu Item fields as described in the sections below
- Click Save
Creating Entity Menu Items
Entity Menu Items navigate users to entity browse pages where they can view and interact with entity records.
Entity Menu Item Fields
Type: Select Entity Menu Item from the type dropdown.
Entity: (Required): Select the entity from the dropdown. The dropdown displays only entities that meet both of the following criteria:
- The administrator has access to the entity
- A Menu Item does not already exist for the entity
Unique Name: (Required): Enter a unique name identifier for the Menu Item.
Icon: Select an icon to display alongside the Menu Item label in navigation. Icons provide visual identification and help users quickly locate navigation options.
Tool Tip: Enter the text that appears when a user hovers their mouse pointer over the Menu Item.
Description: Enter administrative notes or a summary of the Menu Item's purpose.
Visibility Control: Entity Menu Items do not support manual sharing. Visibility is controlled by system permissions on the underlying entity. Users who have access to the entity will see the Menu Item; users without entity access will not.
Creating Active Page Menu Items
Active Page Menu Items navigate users to configured Active Pages within the portal.
Active Page Menu Item Fields
Type: Select Active Page Menu Item from the type dropdown.
Active Page: (Required): Select the Active Page from the dropdown. The dropdown displays available Active Pages configured in the portal.
Label: (Required): Enter the text that appears in navigation for this Menu Item.
Unique Name: (Required): Enter a unique name identifier for the Menu Item.
Icon: Select an icon to display alongside the Menu Item label in navigation.
Tool Tip: Enter the text that appears when a user hovers their mouse pointer over the Menu Item.
Mobile Ready: Check this option if you want users to access this Menu Item when viewing the portal in Mobile Mode.
Description: Enter administrative notes or a summary of the Menu Item's purpose.
Visibility Control: Active Page Menu Items do not support manual sharing. Visibility depends on role and group access to the underlying Active Page. Users who can access the Active Page will see the Menu Item.
Creating Link Menu Items
Link Menu Items navigate users to custom or dynamic URLs. This Menu Item type supports merge fields and functions for personalized navigation destinations.
Link Menu Item Fields
Type: Select Link Menu Item from the type dropdown.
Label: (Required): Enter the text that appears in navigation for this Menu Item.
Unique Name: (Required): Enter a unique name identifier for the Menu Item.
Icon: Select an icon to display alongside the Menu Item label in navigation.
Tool Tip: Enter the text that appears when a user hovers their mouse pointer over the Menu Item.
Mobile Ready: Check this option if you want users to access this Menu Item when viewing the portal in Mobile Mode.
URL (Required): Enter the target URL for the Menu Item. You can enter a static URL or build a dynamic URL using the field selection tools described below.
Description: Enter administrative notes or a summary of the Menu Item's purpose.
Building Dynamic URLs
Link Menu Items support dynamic URL construction using entity fields, merge fields, and functions. The URL builder provides three dropdown tools to assist in creating dynamic URLs:
Select Entity: Choose an entity to access its fields for inclusion in the URL. Selecting an entity populates the field selection dropdown with available fields from that entity.
Select Field: After selecting an entity, choose a field to insert into the URL. The field value is replaced at runtime with the actual data for the current user or context.
Functions and Merge Fields: Access available functions and system merge fields to incorporate dynamic values into the URL. Functions can manipulate data, and merge fields provide access to user, organization, and system context information.
For detailed guidance on using functions and merge fields, refer to:
Important: Link Menu Items must be shared to at least one security role or user group to be visible to users. Without sharing configuration, the Menu Item will not appear in navigation even if assigned to an App.
Creating Web Menu Items
Web Menu Items display external web pages within an iframe inside the portal, allowing users to access external content without leaving the portal interface.
Web Menu Item Fields
Type: Select Web Menu Item from the type dropdown.
Label: (Required): Enter the text that appears in navigation for this Menu Item.
Unique Name: (Required): Enter a unique name identifier for the Menu Item.
Icon: Select an icon to display alongside the Menu Item label in navigation.
Tool Tip: Enter the text that appears when a user hovers their mouse pointer over the Menu Item.
Mobile Ready: Check this option if you want users to access this Menu Item when viewing the portal in Mobile Mode.
External URL (Required): Enter the HTTPS URL of the external web page to display. The URL must use HTTPS protocol for security.
Content Frame Height: Specify the height of the iframe in pixels. This controls how much vertical space the external content occupies within the portal page.
Description: Enter administrative notes or a summary of the Menu Item's purpose.
HTTPS Required: Web Menu Items require HTTPS URLs. HTTP URLs are not supported for security reasons.
Iframe Compatibility: Some external websites block iframe embedding through security headers (X-Frame-Options or Content-Security-Policy). Verify that the target website allows iframe embedding before creating a Web Menu Item.
Important: Web Menu Items must be shared to at least one security role or user group to be visible to users. Without sharing configuration, the Menu Item will not appear in navigation even if assigned to an App.
Understanding Feature Menu Items
Feature Menu Items are system-managed Menu Items automatically created by Magentrix when certain platform features are configured. These Menu Items provide navigation to feature-specific content and functionality.
Features That Create Feature Menu Items
The following platform features automatically generate Feature Menu Items when configured:
- Article Typs
- Article Lists
- Storefronts
- Wikis
Feature Menu Item Limitations
Feature Menu Items have specific limitations compared to other Menu Item types:
- Cannot be deleted: Feature Menu Items are managed by the system and cannot be removed by administrators
- Cannot modify label: The Menu Item label is determined by the underlying feature and cannot be changed
- Cannot modify URL: The navigation destination is controlled by the feature
- Icon only customization: Administrators can only modify the icon for Feature Menu Items
- No manual sharing: Visibility is controlled entirely by the underlying feature permissions
Editing Feature Menu Items
To edit a Feature Menu Item:
- Navigate to the Menu Items page
- Locate the Feature Menu Item you want to edit
- Click the Actions dropdown and select Edit
- Modify the icon selection as needed
- Click Save
Visibility Control: Feature Menu Item visibility is controlled by the underlying feature that created them. For example, an Article List Feature Menu Item is visible to users who have access to the Article Types within that Article List.
Understanding the Custom Indicator
The Custom column in the Menu Items list indicates whether a Menu Item was created by an administrator or is system-generated:
- Yes: The Menu Item was created by an administrator (Entity, Active Page, Link, or Web types)
- No: The Menu Item was generated by the system (Feature Menu Items)
The Custom indicator is set when the Menu Item is created and cannot be changed. System-generated Menu Items cannot be converted to custom Menu Items, and custom Menu Items cannot be converted to system-generated.
Editing Menu Items
To edit an existing Menu Item:
- Navigate to the Menu Items page
- Locate the Menu Item you want to edit
- Click the Actions dropdown and select Edit, or click the Menu Item label
- Modify the Menu Item fields as needed
- Click Save to apply changes
Note: The Menu Item type cannot be changed after creation. To change a Menu Item's type, delete the existing Menu Item and create a new one with the desired type.
Deleting Menu Items
To delete a Menu Item:
- Navigate to the Menu Items page
- Locate the Menu Item you want to delete
- Click the Actions dropdown and select Delete
- Confirm the deletion when prompted
Important: Deleting a Menu Item removes it from any Apps where it was assigned. Users will no longer see the Menu Item in navigation. This action cannot be undone.
Feature Menu Items: Feature Menu Items cannot be deleted. The Delete option is not available for Feature Menu Items. To remove a Feature Menu Item, you must delete or deactivate the underlying feature that created it.
Best Practices
Naming and Labeling
Clear Labels: Use descriptive, concise labels that clearly communicate the Menu Item's destination. Users rely on labels to identify navigation options quickly.
Consistent Terminology: Use consistent naming conventions across Menu Items. Align labels with terminology used elsewhere in the portal and organization.
Action-Oriented Language: Consider using action-oriented labels where appropriate (e.g., "Register Deal" instead of "Deal Registration Form").
Icon Selection
Meaningful Icons: Select icons that visually represent the Menu Item's content or purpose. Intuitive icons help users quickly identify navigation options.
Consistency: Use consistent icon styles across related Menu Items. Similar content types should use similar or related icons.
Differentiation: Ensure icons are sufficiently distinct to help users differentiate between Menu Items at a glance.
Mobile Considerations
Mobile Ready Assessment: Evaluate each Menu Item's destination for mobile compatibility before enabling Mobile Ready. Ensure the target content displays properly on mobile devices.
Essential Navigation: Prioritize enabling Mobile Ready for Menu Items that provide access to essential functionality users need while mobile.
URL Configuration for Link Menu Items
Test Dynamic URLs: When using merge fields and functions in URLs, test the resulting URLs across different user contexts to ensure proper functionality.
External URL Validation: Verify that external URLs are accessible and function correctly before creating Link Menu Items.
URL Maintenance: Periodically review Link Menu Items to ensure URLs remain valid and destinations are still relevant.
Troubleshooting
Menu Item Not Appearing in Navigation
Issue: A Menu Item is not visible to users in navigation.
Solution: Check the following:
- For Link and Web Menu Items: Verify sharing is configured with at least one role or group the user belongs to
- For Entity Menu Items: Verify the user has system permissions to access the entity
- For Active Page Menu Items: Verify the user has access to the underlying Active Page
- For all types: Verify the Menu Item is assigned to an App that the user has access to
Entity Not Available in Dropdown
Issue: An expected entity does not appear in the Entity dropdown when creating an Entity Menu Item.
Solution: The entity dropdown only shows entities where both conditions are met: the administrator has access to the entity, and a Menu Item does not already exist for it. Check if a Menu Item already exists for the entity.
Web Menu Item Shows Blank or Error
Issue: A Web Menu Item displays a blank iframe or error message.
Solution: Verify the following:
- The URL uses HTTPS protocol
- The target website allows iframe embedding (check for X-Frame-Options or Content-Security-Policy headers)
- The URL is accessible and returns content
Dynamic URL Not Working Correctly
Issue: A Link Menu Item with dynamic URL components does not navigate to the expected destination.
Solution: Review the URL construction and verify merge fields and functions are correctly formatted. Test the URL with different user contexts to identify issues. Refer to About Functions and Merge Fields for syntax guidance.
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