InfoPoint is a module of the ECHO Intranet and is used to store and organise different bits of information. It works in a similar way to a network drive by using folders but offers more flexibility and ease of access. A history is kept of changes to each item of information and you can choose who can see what. In this article we explain the different types of information you can store in InfoPoint.
An article is a page of formatted text that appears to the viewer within their web browser. This is useful when creating documents that have a fairly simple layout (e.g. headers and footers are not required) and are regularly accessed by everyone using the Intranet. As a history is kept of articles changes they can be also be useful for instructions, policies etc.
InfoPoint allows different types of information to be grouped together or group together things of the same type. Contacts can be created in InfoPoint to store various bits of contact related information about an individual or organisation. This makes it possible to create directories or add contact details to other information e.g. for suppliers etc.
A document is an attachment such as an Excel Spreadsheet, Word Document or Adobe PDF document that individuals can download to view. A summary and title is included to allow the item to be easily found during a search.
Links allow individuals to access sites of interest across the web or the Intranet quickly and easily. Each link includes a title and an optional summary to allow the item to be easily found during a search and provide individuals with more information about the link.
Pictures of events, copies of plans – pictures are vital and can be easily added to InfoPoint. Like documents they include a title, a summary and can easily be downloaded.
Keeping related items such as documents and articles organised is the key to a good Intranet and InfoPoint allows you to create folders for such purposes. A folder can contain more folders as well as articles, documents, links, contacts etc. and each folder has a title as well as an optional summary that can be used to describe its purposes.
A Team Folder is a special kind of folder that is associated with a group of people – for example a committee. When a team folder is created you indicate which group it is associated with and again give it a title and if needed a description of its purpose.
When visitors look at a team folder they will see the members of the group associated with the folder as well as recent items (e.g. Meeting Minutes) that have been added to sub-folders you create.
Occasionally you may find need to have the same topic appear in several places and rather than duplicating the information you can use a Jump Folder to create a folder that when selected will take the visitor to another folder elsewhere in InfoPoint.