What are Portal Pages
Portal Pages allow you to organize manuals related to specific business operations on a single page.
Related: What is the Portal Pages function
https://help.teachme.jp/hc/en-us/articles/21838465421593
This article provides creation examples.
If you want to know about operational examples, please refer to the following article.
Related: 【Operational 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 Problem-Solving Methods
First, clarify the current situation and desired state, then consider whether Portal Pages are an appropriate solution to bridge the gap.
The main development purposes of the Portal Pages feature are:
- Make it easier for viewers to access manuals
- Allow displaying information from outside Teachme Biz that is necessary for business operations
Depending on the current situation and desired state, there may be other issues that should be addressed first, or other approaches that may be more appropriate.
Examples of issues that should be addressed first
- Viewing environment is not adequate
→ It's effective to improve the viewing environment, such as by increasing the number of devices. - Necessary manuals are not available
→ Create the missing manuals. - Teachme Biz is not fully adopted
→ Creating and promoting killer content is recommended.
Related: 【Helpful Resource】Collection of Killer Content Examples to Create During Initial Teachme Biz Implementation
https://help.teachme.jp/hc/en-us/articles/9316280679449
Examples where other approaches may be more appropriate
- Users don't know which manual contains the information they need
→ Rename manual titles from the viewer's perspective - Folders and manuals that aren't relevant to the user are displayed, making it difficult to find what they need
→ Assign only necessary permissions according to position and job function
Related: Is there an efficient way to set permissions when people change roles?
https://help.teachme.jp/hc/en-us/articles/900005508926
Clarify the Usage Image
Creating a "general-purpose page for everyone" can lead to users having to search for pages and manuals within pages, ultimately making manuals harder to find.
We recommend clarifying the intended usage and deciding on the structure before creation.
Example for Logistics Industry
| Who | ・Warehouse line staff (different line assignments each day) |
| In what scenarios | ・When unsure during work ・When reviewing before working on a line they haven't worked on for a while |
| What information | ・Attendance rules ・General warehouse rules ・Line-specific procedures ・Packaging methods ・Shipping methods ・Roles by position |
| Using what devices | ・Personally assigned smartphones |
| How to access the page | ・Access from the "Portal" menu in the mobile app ・Display Portal Page names for tasks with frequent errors or important operations in work areas or on tools as "Pre-work check required" |
Example for Retail Industry
| Who | ・Store staff |
| In what scenarios | ・When facing challenges during work |
| What information | ・Flow from opening to closing ・Job procedures for their position ・How to submit shift requests |
| Using what devices | ・Tablets for each position ・Personal smartphones |
| How to access the page | ・Access from the "Portal" menu in the mobile app ・Post images showing how to access the Portal Page next to the shift schedule |
Example for Food Service Industry
| Who | ・Kitchen staff |
| In what scenarios | ・When unsure about menus or recipes ・When new menu items are added |
| What information | ・Regular menu recipes ・Seasonal menu recipes ・Store-specific menu recipes |
| Using what devices | ・One tablet per kitchen |
| How to access the page | ・Access from the "Portal" menu in the mobile app ・Post images showing how to access the Portal Page in the break room |
Plan the Structure
If you want to include a lot of information on the page, we recommend listing it in Excel or another tool before creating it in Teachme Biz.
Recommended Steps
- Consider the page units
- Consider the section units
- Outline the necessary information
- Map existing manuals to each page and section
- Create missing manuals
Please utilize the "Organization Sheet" for your planning.
Organization Sheet (Clicking 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 release, it's more efficient to publish when you have enough useful content and then develop it together with viewers.
Creation Tips
■Don't overcrowd a single page with too many sections and content
- Number of sections per page: up to 10
- Number of content items per section: up to 12
■Check manual viewing permissions
Confirm that the target users have joined the folders containing the manuals you want to show them.
Related: Add or remove users from folder (Web Browser)
https://teachme.jp/8/manuals/4929449
Setting permissions using "Teams" makes verification and changes more convenient.
Related: Manage user teams (Web Browser)
https://teachme.jp/8/manuals/4929282
■Change manual cover images to match the work image
Before
After
Related: Replace/Delete Registered Images and Videos (Web Browser Version)
https://teachme.jp/8/manuals/8080589
■Arrange pages in an order that benefits viewers
Pages in the Portal Page "List" are displayed in title order.
If necessary, add prefixes to page titles for sorting purposes.
Related: How to display folders and subfolders in the desired order
https://help.teachme.jp/hc/en-us/articles/26816537142169
Communicate
It's important to have leaders specifically communicate to staff in real settings such as morning meetings or regular meetings.
- When the operation will start
- How you want them to use it
- Which devices to use
- Viewing routes
- Conducting demos
Key Points When Starting Operation
Clearly communicate viewing routes to users
It defeats the purpose if pages created to be easily found are unknown or take effort to find.
Create an environment where Portal Pages are easily accessible.
- If using PCs: Instruct users to bookmark the page in their browser
※In the future, a QR code export feature for Portal Pages will be added, allowing scanning with mobile devices.
Establish and communicate a reporting workflow for content and permission gaps
If there are content or permission gaps, pages won't be fully effective despite the effort put into creating them.
It's effective to prepare a manual for the reporting workflow in case of "missing content" or "content not displaying" and place it at the top of the page.
Determine a schedule for inventory review
Pages, like manuals, become outdated over time.
To prevent situations where people stop using them because they no longer match reality, we recommend deciding on a review schedule and process.
Survey viewers
Creating a perfect page for viewers from the start is challenging.
Collect feedback from the field through surveys and continuously update to develop pages that are useful for your workplace.
We recommend doing this not only at the initial release but also regularly during inventory reviews.
Conclusion
Our company also offers Portal Page building support services and consulting services tailored to your company's situation.
If you would like an online meeting, please feel free to contact your account representative or use our inquiry form.
Related Links
Create and edit Portal Pages (Web Browser)
https://teachme.jp/8/manuals/24198884
【Operational Examples】Portal Pages | How to Better Utilize Manuals in the Workplace
https://help.teachme.jp/hc/en-us/articles/22749574246169
Understand and Improve Manual Usage with Viewing Statistics
https://help.teachme.jp/hc/en-us/articles/900005732566