Tips for Creating and Managing Portal Pages – Help Center | Teachme Biz

What is a Portal Page?

Portal pages allow you to consolidate manuals related to your work into a single page.

Related: Learn about Portal Pages
https://help.teachme.jp/hc/en-us/articles/21838465421593

This article provides examples of how to create portal pages.

If you want to know about usage examples, please refer to the following article.

Related: [Usage Examples] Portal Pages | How to Better "Utilize" Manuals in the Workplace
https://help.teachme.jp/hc/en-us/articles/22749574246169

Page Creation Process and Key Points

Consider Your Problem-Solving Approach

Start by clarifying your current situation and desired outcome, then consider whether a portal page is the right solution to bridge the gap.

The main development purposes of the portal page feature are as follows:

Make it easier for viewers to find manuals
Enable consolidated display of information outside Teachme Biz that is needed for work

Depending on your current situation and desired outcome, there may be other things to address first, or a different approach may be more appropriate.

Examples Where Something Else Should Be Addressed First

The viewing environment is not in place
→ It is effective to set up the viewing environment, such as increasing the number of devices.
The necessary manuals are not available
→ Create the missing manuals.
Teachme Biz has not been widely adopted
→ We recommend creating and promoting killer content.
Related: [Useful Resource] Examples of Killer Content to Create in the Early Stages of Teachme Biz Implementation
　https://help.teachme.jp/hc/en-us/articles/9316280679449

Examples Where a Different Approach Is More Appropriate

Viewers do not know which manual contains the information they need
→ Rename manual titles from the viewer's perspective
Folders and manuals that are not relevant to the viewer are displayed, making it hard to find things
→ Grant only the necessary permissions based on role or job function
Related: Is there an efficient way to manage permission settings when staff changes occur?
https://help.teachme.jp/hc/en-us/articles/900005508926

Clarify Your Usage Vision

Making a page "generic enough for everyone to use" can result in the need to search for the page itself or the manuals within it, ultimately making manuals harder to find.
We recommend clarifying your usage vision and deciding on the structure before you start creating.

Example Planning for a Logistics Business

Who	- Warehouse line staff (assigned to different lines each day)
In what situation	- When uncertain during work - Pre-work review when returning to a line after a long absence
What information	- Attendance rules - General warehouse rules - Line-specific procedures - Packaging methods - Shipping methods - Roles by position
On what device	- Individually issued smartphones
How to access the page	- Access via the "Portal" menu in the mobile app - For error-prone or critical tasks, post the portal page name at the worksite or on tools with a note saying "Must check before starting work"

Example Planning for a Retail Business

Who	- Store staff
In what situation	- When uncertain during work
What information	- Flow from opening to closing - Work procedures for their assigned station - How to submit shift requests
On what device	- Tablets assigned to each station - Staff's personal smartphones
How to access the page	- Access via the "Portal" menu in the mobile app - Post an image showing how to access the portal page next to the shift schedule

Example Planning for a Food Service Business

Who	- Kitchen staff
In what situation	- When uncertain about a menu item or recipe - When a new menu item is added
What information	- Recipes for standard menu items - Recipes for seasonal menu items - Recipes for store-exclusive menu items
On what device	- One tablet per kitchen
How to access the page	- Access via the "Portal" menu in the mobile app - Post an image showing how to access the portal page in the break room

Plan the Structure

If you want to include a lot of information on a page, we recommend listing everything out in Excel or a similar tool before creating it in Teachme Biz.

Recommended Steps

Determine the scope of each page
Determine the scope of each section
Write out an overview of the information needed
Map existing manuals to each page and section
Create any missing manuals

Please also make use of the "Organization Sheet" for your planning.

　Organization Sheet (clicking this will download an Excel file to your device)
　https://teachme-biz-lp.s3.ap-northeast-1.amazonaws.com/assets/files/cs/Teachme+Biz_portal_seirisheet.xlsx

　Related: Export manual list (Web Browser)
　https://teachme.jp/8/manuals/5619046

Create the Page

Rather than aiming for a "perfect" initial launch, it is more efficient to publish once a reasonably useful set of content is ready, and then refine it together with your viewers over time.

Creation Tips

■ Do not cram too many sections or items of content into a single page

Number of sections per page: up to 10
Number of content items per section: up to 12

■ Verify manual viewing permissions

Confirm that the intended viewers have joined the folder where the manuals you want to show them are saved.

　Related: Add or remove users from folder (Web Browser)
　https://teachme.jp/8/manuals/4929449

Setting up permissions using "Teams" makes it easier to review and update them.

　Related: Manage user teams (Web Browser)
　https://teachme.jp/8/manuals/4929282

■ Update manual cover images to match the work context

Before

After

　Related: Replace/Delete Registered Images and Videos (Web Browser Version)
　https://teachme.jp/8/manuals/8080589

■ Arrange pages in the order most useful to viewers

In the portal page "list," pages are displayed in title order.
If needed, add a prefix to page titles to control the sort order.

　Related: Sort Folders and Manuals
　https://help.teachme.jp/hc/en-us/articles/900006675383

Communicate to Staff

It is important to communicate details clearly to staff from leaders, ideally in real-time settings such as morning meetings or regular team meetings.

When operations will begin
How you want staff to use it
The device(s) to be used
How to navigate to the page
Conduct a live demonstration

Key Points When Starting Operations

Clearly communicate access instructions to viewers

It would defeat the purpose if the page created to improve discoverability is itself unknown or difficult to reach.
Create an environment where viewers can easily access the portal page.

For PC users: instruct them to bookmark the page in their browser

※ A QR code export feature for portal pages is planned for a future update, which will allow mobile devices to scan and access the page directly.

Set up and communicate a reporting flow for missing content or permissions

If there are gaps in content or permissions, the page you worked hard to create will not be able to perform to its full potential.
It is effective to prepare a manual for reporting when content is missing or not displaying, and to place it at the top of the page.

Schedule regular review cycles

Pages, like manuals, become outdated over time.
To prevent a situation where pages are no longer consulted because they no longer reflect reality, we recommend deciding in advance when and how reviews will take place.

Survey your viewers

It is difficult to create a perfect page for your viewers from the very start.
Gather feedback from the field through surveys and other means, make updates as needed, and work to develop a page that is truly useful to those on the ground.

We recommend doing this not only at the time of the initial launch, but also periodically at each review cycle.

Closing

We offer portal page construction support services and consulting services tailored to your organization's needs.
If you would like to arrange an online meeting, please feel free to reach out to your company representative or contact us via the inquiry form.