Question : Like a lot of financial institutions, we have a "Word of the Day" or Security Code that is used to quickly confirm the identity of internal staff before we share sensitive information over the phone.
We change our code every day. Right now, we have a Portal Text Editor on the home page that a few staff members can update. It works fine, but we've had staff request that they be able to see it on EVERY page - without having to navigate back home.
Is there an easy way to do this? We have dozens of portal pages - updating every single one would be impossible!
Answer : It took us a minute to internally put our heads together, but your AWESOME CSM Staff found a great solution (And thank you Jenny H. for asking!!)
You'll need to have the Dropdown Toolbar (available for free in all Portals 6.1 or higher) If you are ALREADY using the toolbar, you may need to add a button. If you’re NOT using the toolbar, you’ve got three “pre-loaded” – use one for this.
Regardless – we have a GREAT article on how to wrangle toolbars.
Step One : Make a Button on the Toolbar that says, "Daily Code" (or whatever your verbiage is)
Step Two : Change the Dropdown itself each day (So easy! Three clicks, edit, type, save!)
Step Three : Give access. Whoever is in charge of changing the code will need to have access to that Tool. To give these people permission to do that, go to Portal Tools -> Manage Portal Framework -> Module Administrator Security.
Choose Portal Framework and Manage Dropdowns, then View Administrators - add those people.
Last things :
Make sure All Staff have the correct new Dropdown toolbar assigned to them.
Don't forget to remove any other toolbars from Public Layouts - this way staff can't hide it by accident.
Let me also share a best practice/time saver here :
If more than one or two people will be able to change the code - Create a Role for this team. Maybe name it - "Daily Code Team." Assign that Role to ONLY the staff who are allowed to change this information.
Instead of adding each person as a Module Admin individually, choose the Daily Code Team Role and Add it.