Getting started with AFAS InSite & OutSite

Use the InSite environment as:

• Intranet for your employees
• Basis for all your processes
• Self-Service Employee
• Internal news items
• Workflow-driven working

Use the OutSite environment for:

• Your company website
• Allow customers to change their own details (customer portal)
• Posting your own job vacancies 
• For the entire application process (recruitment and selection)
• Questions from visitors or contacting us via a (fill-in) form
• Good to know: at OutSite, accounts do not count towards the licence.

Three steps to your new InSite or OutSite website

Would you like to get started creating your own InSite or OutSite website? These three practical steps will help you get off to a flying start. Are you having trouble? Then a AFAS Specialist support you in this.

1. Make a plan

What will you use Insite or Outsite for? What should employees be able to view and do? How do you want applicants or customers to navigate your process? 

Bear in mind that your employees, applicants and customers do not view the InSite or Outsite as often as you do. For them, it is particularly important that it is user-friendly (User Experience) and pleasant to visit (Look & Feel). So, do not make your InSite and Outsite too big with lots of bells and whistles. 

Bonus design tip 1: determine the width of your website in advance. If you change this later, the widths on all pages will be adjusted. 

2. Draw your InSite or Outsite in a schematic representation. 

Do not start designing immediately. First, draw out the components of the InSite or Outsite. Which components will go where? This will give you a good overview of your site. Among website nerds, this is also known as a Wireframe mentioned. You can easily create such a wireframe using post-it notes on a whiteboard. I personally use the (simple!) software: Whimsical.  

Bonus design tip 2: First, create a single page with all the components and elements. This will be your template page. You can copy this page when you create a new one. This way, you don't have to recreate the components every time. And you maintain a consistent style throughout the website. This looks professional and ensures unity and recognisability on your website.

3. Build in a test version

Create a separate version of the InSite or OutSite by copying it. Before you do so, it is best to also copy the theme and link this copy to the new site. You can also apply the same trick to pages by copying them. Is the website to your liking? Then you can move the web location from the live version to the test version in Profit via: In & OutSite > (tab) Publish.

Please note! Pages are shared across the entire environment. This means that every InSite page can be used on every InSite. If you make a change to the page, you are making a change to every InSite where that page is used. I therefore recommend making a copy of the page or leaving it in draft form until the change can be implemented. 

How do you build an InSite or OutSite website?

It is important to format your pages well. This helps readers find their way around your website and makes all the information easier to read. You can do this by creating a clear structure right from the start. This will give you a well-organised website where everything is easy to find. The Theme editor assists you with this. It allows you to choose fonts and colours for the menu banners, buttons, displays, texts, etc. This also allows you to determine the house style of your website.

Is your construction drawing (in nerd language: wireframe) ready and do you know exactly what will be on your website? Then you can start building. You do this in the following order:

1. Sections
2. Layout
3. Contents

Sections are the main building blocks of your site. They form the foundation that determines where elements will be placed. Think of it as a table in which you choose how many rows and columns you need. You can vary this for each row. If necessary, you can also apply margins (spacing between blocks). 

You can access all elements of your drawing via Layout Add. Think of: a title, banners, buttons, formatted text or useful plug-ins. Is this layout rock solid and are you happy with it? Then it's time for the final step: adding your texts to the Content blocks. 

Below, we discuss a number of specific options that you can use for your website. 

Adding pages 

Would you like to add pages to your InSite or Outsite? Profit offers various options. We understand that this can be overwhelming. Fortunately, you won't need to use most of the options. For a page with different sections and data, it's very simple: just use a standard portal page.

A portal page is used to display data. You can also place buttons here that link to pages for submitting data. This is where the power of InSite and OutSite really shines. The components on this portal page can be authorised separately. This means that users only see the components they are authorised to view. And you can build a unique experience for each user. Hey presto, you're suddenly a real UX designer! 

In addition to the pages you create or copy, AFAS also provides standard pages. This is ideal for us as users. Pages are also created automatically when you add a new type of file item, for example. AFAS does this for you too. Wonderful!

Tip: keep it as simple as possible. Don't build unnecessary portal pages that won't be used. Can it be done on one portal page? Then why build two? Remember that users only visit the InSite or OutSite occasionally and want to be taken directly to the right place. 

Edit page in draft

When you edit a page on the site, it first becomes a draft. You can recognise this by several elements that you see here:

• The original, unedited page remains visible to users.
• The draft is a copy of the original page.
• You may now edit this page.
• If you are satisfied with the page, then choose Publish draft.
• The draft page now replaces the original page. Please note: this may take a few minutes for users. However, the change is immediately visible in Site Management.

Menu structure

Would you like to add a menu item to your website? You can do so via the management menu in the section Site. You place the menu behind or below an existing menu item. 

Tip: you can also change, delete or hide menu items.

Edit theme

You can add a theme in Profit Windows by copying an existing theme. You can then edit the theme in InSite or OutSite. To do this, go to General > Inside & Outside > Theme and use the action button at the top Copy.  

Tip: give the colour numbers you are not using a striking colour (e.g. a pretty pink). That way, you will know which colours have not yet been correctly linked. 

Adding internal links

Adding internal links is beneficial for your readers. This way, they do not have to search for information themselves. You can add an internal link via the tab: Page. You then click on: Edit and select the text you want to link to. Under the name internal link, enter the name of the page you are linking to. Then click on: Adjust. Good to know: you cannot link internal links to an image.

Two more useful tips for a flying start with InSite and Outsite

1. Instead of using an image in a header, use a background image. With a background image, you will not be subject to any restrictions. 
2. Do not forget to authorise the pages. Keep this in mind when copying a page. The authorisation is also transferred when you make a copy.

I hope you enjoy designing and setting up your own InSite or OutSite website. Do you have any questions about certain steps? Or is something not working? Our AFAS Consultancy is happy to help you get started!