A few tips in advance:
- Different kinds of intranets can be set up in WebHare. Make sure to make it clear if you link to files that are part of the intranet. You can do this for example with the tile: 'Contacts (intranet)'. This way visitors know directly that the link it not accessible and why. This prevents frustration when they click on something and it does not work.
- Do not create a content link from a public page to an intranet page. This will copy the page to a public site, and your content page will be public.
The different options for intranets:
- Default-solution: Create a folder with the name 'intranet' (‘intra’ also works). The content in this folder will automatically be unavailable for people outside of the Campus and will not be added to search engines (You see which which IP addresses are allowed in the picture above)
- Tip: Preferred solution is that you create one folder ‘intranet’ on the highest level within your website or within an organisation-folder, and put all sensitive information in there. If you want to link to shielded information use an internal link (not a content link!) to the related file in the intranet-folder.
This option also works without the VPN-connection. If the user does not seem to have access rights, he will be referred to the login page of the UT. Everyone with an s- or m-number can log in. This only works for the intranet en intra folders.
- For exceptions: Folders and websites that are not named intranet can also be protected. Online Media can set this up. In this case pass the URL of the folder structure on to Online Media. This option will only be implemented as exception and is not recommended because:
- It can cause confusion for users that a link is not accessible, if the URL/Link does not contain the word /intranet/.
- If you change only one letter in the URL name, your website is not protected anymore. Therefore, the risk that something goes wrong is very high.
- Not everyone has a VPN connection set up on their tablets and smartphones. People outside the UT network will only be able to access the page if they have VPN. There will be no option to log in to access the page.
- Default solution: Login with ICT-account of the UT (s- or m-nummer) is possible and can be set up on an individual level, as well as for whole departments (via AD-groups for who is familiar with this). It is required that the group who wants to give rights is part of the Active Directory (AD) of the UT. LISA or Online Media can explain to you whether a certain group is available, as they are available in WebHare user management.
- Exception: With an self created user name: create a folder with the name 'intern' or 'secure'. (Do NOT use the name 'intra' or 'intranet', because these folders are automatically protected outside the campus. People from outside the UT won't be able to log in.)
Send the following information to the Online Media department to set up a login:
- The URL of the to be shielded part, for example www.utwente.nl/faculty/department/secure
- Which m-numbers, s-numbers or departments have to get rights. With the second option you can also choose your own invented username and password.
Pay attention: Since the establishment of WebHare 4 (Nov 2015) the UT is working with m-numbers, s-numbers and department rights as much as possible. These are easy to set up. Using an self created username is only recommended for people from outside the UT. For people within the UT, this does not work smoothly, because since the introduction of Single Sign On (automatic login into other systems within the same browser) it is not possible any more to simultaneously log in with two different accounts. This can cause problems with the parallel use of your m-number and a general account.