News/Announcements in Team assistant

News is used to inform users about important changes in the Team assistant environment - e.g. planned outages, changes in processes, modifications to approval matrices or new features. News can be:

• displayed in the application (dashboard, header, task, bell, modal window after login),
• sent by email,
• visible only to selected users / roles / organizational units or to everyone (including the login page).

Who can manage news?

News management is available to users who have the $NewsManagement system role.

A new section is available in the left administration menu:

Administration → News management

Here you can create, edit and archive news.

Where the news will be displayed to the user

News is displayed in several places:

1. TAS top header
   • The news can be displayed as a banner in the top bar.
2. Bell (notification)
   • All news that the user has permission to see is available in the bell.
3. After logging in
   • News can be displayed as a modal window immediately after logging in.
4. Inside tasks

   

   • For specific processes, it is possible to display the news directly in the task (e.g. for the Orders template - task "Order approval").
   • When creating a news item, you can choose:
     • process template,
     • specific tasks,
     • the time for which the news item should be displayed in the task.
5. Email notifications for news
   Sending news by email
   • When creating a news item, you can check the option "Send news item by e-mail?"
   • The news will be sent by email to all selected users / roles / organizational units who have enabled email notifications for news.
   User settings
   • The option "Email notification of news" will be added to the user settings.
   • The user can turn email notifications on/off .
   • If the user has notifications turned on and the news item is set to be sent out, the email will be sent immediately after the news item is published .

News management in administration

News overview

In the Administration → News Management section, you can see a list of all news with the option to:

• filter by status (draft, published, completed),
• search by name, tags, date,
• open a news item for editing or create a new post .

Creating a new news item

After clicking "Add news", a form with the following sections will appear:

A) Basic information

• Post title
  Short title of the news (e.g. "Changes in the order approval process").
• More language variants / Translate with AI
  Possibility to add translations into other languages ​​(depending on the instance localization).
• Tags
  Auxiliary labels for faster search (e.g. "Approval Matrix", "Orders", "Downtime").
• Phone, Email
  Contact details for questions about the news (e.g., process owner or helpdesk).
• Custom URL link
  Link to more detailed information (e.g. internal wiki, SharePoint, external website).

B) Publication planning

• Status after saving
  • Inactive - the news will be saved, but will not be visible to anyone
  • Scheduled – saves the news without showing it to users.
  • Active – after saving, the news item will start to be displayed according to the settings.
• End the news on a certain date?
  Optional date after which the news item will stop being displayed.
• Send news by email?
  If checked, the news item will be sent to the email address of the users who are supposed to see it after publication.
• Priority news?
  Suitable for critical messages (outages, major changes to procedures).

C) Display to users (targeting)

Here you can set who will see the news:

• Which organizational units should I display the news to?
• Which roles should display the news?
• Which users should I show the news to?

If you do not select anything , the news is global and will be displayed to all users.

D) Display location

• Show news for users in tasks?
  Turn on to enable display in tasks.
• What template should I use to display the news?
  Select a process template (e.g. "Approval Matrix").
• Which header should I display the news on?
  Select the header type (e.g. "Orders").
• On which task should the header be displayed?
  Select specific task(s) where the news will appear – multi-select.

E) News content

• Text field with editor (WYSIWYG) for custom content:
  • description of the change/information,
  • steps for the user (“What should I do?”),
  • links, images, formatting.

7. Recommended use

• Planned outages and incidents
  Priority news + email + show to everyone.
• Changes in processes/approval matrices
  Target specific roles (approvers, purchasing, finance) + display directly in relevant tasks.
• Onboarding new features
  Short tutorials and links to helpdesk/documentation.
• Campaigns and internal sharing
  Information about pilot projects, new processes, HR campaigns, etc.

8. Summary for the average user

• News is a central place where you can find everything important that is happening in the system.
• Every time a new news item appears:
  • you will see it after logging in,
  • you can find it in the News container on the dashboard,
  • you will see her in the bell,
  • You may receive an email (if you have emails enabled).
• For the processes you use, keep an eye on the task's news panel - it often includes explanations of changes right where you need them.