News Archive
The SharePoint list that hosts the news published in the SharePoint intranet, sorted by publication date and filterable by category.
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The SharePoint list that hosts the news published in the SharePoint intranet, sorted by publication date and filterable by category.
Last updated
Was this helpful?
What is News Archive
This web part facilitates access to all the intranet's news articles, thoughtfully sorted by publication date and filterable by category. This functionality allows users to effortlessly navigate through the archive, ensuring a straightforward and tailored approach to information retrieval. Customize and configure filters according to your preferences to enhance your intranet browsing experience.
Explore the advantages of Intranet.ai News and Communications by clicking here to learn more.
If your page is not already in edit mode, click Edit at the top right of the page.
Hover your mouse above or below an existing web part and you'll see a line with a circled +, like this:
Click on it and, in the web part search box, enter News Archive to quickly find and select the IAI-NewsArchive web part.
The layout settings allows you to customize the appearance of your application by adjusting various layout settings.
By opening this first configuration, you will see the following options:
Do you want to hide the background? You can choose to hide or display the webpart background. The default setting is “No”. This means that, by default, the webpart is characterized by a white background. If you enable this option, the white card background will be completely removed, allowing the content appear directly on the page. As a result, the webpart will be transparent, showing either the selected background image or the chosen SharePoint page color.
Do you want to hide the background shadow? You can choose whether to show or hide the background shadow. The default setting is “No”. This means that, by default, the webpart is characterized by a subtle depth effect that can make the webpart stand out more against the rest of the page. If you enable this option, the shadow behind the background will be removed, giving the web part a flatter, cleaner look without any depth.
Select the type of background shadow If you decide to set the background shadow, a further configuration will appear and you can select the style from High Contrast, Light, or Dark options.
If you select High contrast, this option creates a strong, bold shadow effect that provides a high level of contrast between the background and the content.
By choosing the Light background shadow, it will create a soft and subtle effect, giving a more delicate and gentle depth to the background.
Finally, the Dark background shadow style provides a darker, more intense effect, adding depth and emphasizing the background even more.
Do you want to hide the title? Here you can select whether to show the webpart title or hide it. If set to visible, the web part title will appear on the left side.
Enter the application title Thanks to this configuration, you can customize the application title. If you keep it blank, SharePoint will show the default title “News Archive” at the top left angle of the webpart.
Select view mode Finally, you can select the preferred view mode. There are three different choices: Default, Compact or Summary view mode, to define how the content is shown. These settings help you create a tailored and visually optimized interface.
The Default display mode provides a standard layout with a balanced amount of information and spacing, ensuring clarity and ease of navigation. In this view mode, you can configure filters and tags for news. Moreover, the default display mode is usually used on the News Archive page.
The Compact display mode reduces spacing and condenses the content, allowing more items to be displayed on the screen at once. This display mode is suitable for the homepage.
The Summary display mode provides key information in a simplified format, focusing on essential details while reducing visual clutter for a more concise view. This version is suitable for the homepage.
The screenshot below provide examples of the three options.
Default mode:
Compact mode:
Summary mode:
These settings allow you to specify the data sources to be linked to the web part. In this section, you can also select the specific sites from which to retrieve news.
If you're not in edit mode already, click Edit at the top right of the page.
Complete the section as follows:
Select sites: select the sites from which to take the news to be shown in the archive. You can both enter the URL of each site or type the site name. Once you find the site(s) you want to enable, click the corresponding checkbox.
Use the hub site?: If you enable this option, the hub site will be used as the source for the news. This means that all news published on the hub site will appear in the web part. If deactivated, the news source will be the selected sites listed above.
This section should be filled out only if you want certain news, tagged with metadata, to appear in the News Archive. For example, if the news are tagged by “category”, only those from a specific category will be displayed.
By opening this area, this is what you'll see:
Enter the column name: enter “owstaxId” plus column name that you have set to assign news tags. You must fill in this field if you prefer to pre-filter news by tags. Only news with specific tags, such as People News, will be included.
Enter the unique id of the term set: copy and paste the id of the desired term set (which you can find in the Term store).
Click here for more information about the creation of tag systems for news.
Then, select values to pre-filter the results: you can choose the tags for the news you prefer to display in the News Archive.
Configure filters/tags: in this window, you can configure the various filters to be applied to your news. By filling in the fields, the available filters for the news will appear.
In the first column, write: owstaxId + the name of the column used to assign metadata to the news.
In the second column, copy-paste the id of the term set. To do this, go to the Term store and find the id of the term set.
Click here to discover how to configure the id of the term set store.
In the third column, enter the custom filter name you wish to apply. This is a name used to identify a filter you are creating, which will be applied to the news items. The custom filter helps organize and narrow down the displayed content based on specific criteria.
Show filter?: Indicate whether the filter dropdown should be displayed to users. Flag this option if you want users to see and interact with the filter dropdown; leave it unflag it if you want to hide it.
Show search bar?: Specify if a search bar should be shown in the filter dropdown to allow users to search for a specific tag. If you want a search bar to appear, flag this option; otherwise, unflag it. This functionality can be useful in case you think you’re going to have a large number of tags.
Stop reordering: This option prevents the ability to reorder items. By default, the webpart sorts tags alphabetically. However, there might be cases (such as the Months) you might need to sort by the same order set in the Term Store. That said, flag this option if you want to follow the same sorting order available in the Term store, or unflag it if you want to keep the alphabetical order.
Open filter on startup? Indicate whether the filter dropdown should be automatically applied when the page or view loads. Flag this option if you want the filter to be open as soon as the page starts; unflag it if you don’t.
Filter news based on publication day?: you can filter the news archive by selecting a specific time range. For example, you can decide to show only the news published during the past 30 days. If you disable this option, the archive will display all available news without any date-based filtering, showing the entire collection regardless of when they were published.
Do you want to filter news by audience? If you enable this option, news will be visible only to the targeted groups. If you disable it, all news will be accessible to everyone within the Intranet, regardless of their group or role.
Indicate the number of news to load: you can choose the number of news items to load in the web part.
Enter the name of the field to sort by (if empty, the news will be sorted by date): you can then choose to sort news by author name (in this case, write "author"), or by title (in this case, write "title"). If you leave the field empty, news will be sorted by publication date.
Select the sorting of the results: here you can choose to sort results in ascending or descending order.
Hide untranslated news: on translated pages, by default the web part also shows news that hasn't been translated. This option allows you to display only the news articles that have been translated into the language of the page. If you disable this option, untranslated news will also be visible, appearing in their original language if a translation is not available.
Select where to open the news: you can choose whether the news item will be opened on a new page or on the same page.
Show creation date?: Choose whether to display or hide the creation date of the news article. If enabled, the publication date will be visible to users; if disabled, it will be hidden.
Show author?: you can choose to display or hide the author of the news article. If enabled, the author’s name will be shown; if disabled, the news will appear without attribution.
Show the source site?: you can choose to display or hide the name of the news source site. If enabled, the original site where the news was published will be visible; if disabled, it will be hidden.
Select which icon to use for “likes”: you can either use a thumbs up icon or a heart icon to identify likes.
Show likes?: you can choose to display or hide the number of likes.
Show comments?: you can choose to display or hide the number of comments.
Show views?: you can choose to display or hide the number of views.
Disable favorites? You also have the possibility of disabling the favorites functionality. In this case, the favorites filter will not be visible in the web part.
Insert list of favorite news: insert the URL of the favorite news list (stored in the Site contents of the intranet) to allow users to flag their favorite news. Click here to learn more how to configure the favorite lists.
Show the source site? You can choose whether to show the source site of the news or not. If you enable this option, the name of the site where the news was originally published will be visible. If you disable this option, the source site will be hidden, showing only the news content without its origin.
Enter the URL for the "view all" link: this field corresponds to the See all news button and it’ll appear on the top right of the webpart. You can choose what page the user will land on by clicking on this button. This could be another news archive page with all the news of the site, for example.
Enter the name of the "view all" link: enter the name or label of the 'view all' link.
Do you want to open the "view all" link on the current page? You can decide whether to open the link on the current page or on another one.
Do you want to view pinned news? Choose whether to include a section of pinned news (i.e., highlighted news) at the top of the web part.
Enter the manage property field for the pinned news: if you have decided to show a section of pinned news, here you need to enter the name of the column used to pin news. Then, use the field below to decide the number of highlighted news you want to show.
Enter the URL which will be opened by clicking “See all news”: this field corresponds to the “See all news” button at the bottom of the web part. You can choose what page the user will land on by clicking on this button. This could be another news archive page with all the news of the site, or a system page.
Enter the "See all news" button label: this field allows you to customize the title of the "See all news" button at the bottom of the web part. If this field is not filled in, the "See all news" title will appear by default.
Enter the "All news" link label: this field allows you to customize the title of the "All news" button in the upper right corner of the web part. If this field is not filled in, the "All news" title will appear by default.
Enter the "Popular news" link label: this field allows you to customize the title of the Popular news button in the upper right corner of the web part. If this field is not filled in, the "Popular news" title will appear by default. The Popular news section highlights news with the highest number of views. Therefore, if you click on this button you'll see the news articles which have obtained the most views. To go back to the previous view, you just need to click on the All news button.
Filter popular news based on publication day?: you can filter the news archive so that it displays only the most recent news. Enable this setting and set a time frame.
Select which icon to use for likes in the summary view: you can either use a thumbs up icon or a heart icon to identify likes.
Do you want to show tags?: you can choose to display or hide the tags applied to news. If you enable this option, tags will be displayed, helping users quickly identify and filter relevant topics. If you disable this option, tags will be hidden, keeping the news display cleaner and more minimalistic.
Show creation date?: you can choose to display or hide the creation date.
Show the author?: You can choose to display or hide the author of the news.
Show likes?: you can choose to display or hide the number of likes.
Show comments?: you can choose to display or hide the number of comments.
Show views?: you can choose to display or hide the number of views.
Do you want to choose the height of the application?: if you want to choose the height of the web part, select Yes and enter the height of the application in the field below. If you select No, the web part will adapt to the number of news items you have chosen to display.
This step will allow you to set up a column within the backend of your intranet for configuring pinned news.
To enter your intranet backend, simply click on Site Contents.
Scroll down to Site Pages and click on Settings.
Under the Columns section, click on Create column.
Name the column “IAIPinnedNews”
Select the column type: Yes/No (check box).
In the Default value field, select No.
Click on Ok to save your updates.
Once you've created the column, you need to go back to the Site Pages to select the news you want to highlight (pin).
Scroll down and select the Pinned field.
Repeat this step for the other news you wish to highlight.
Go back to the page with the News Archive web part and, in the Summary display settings, insert the manage property field in the required field. The manage property needs to start by ows + the name of the column type you created before: IAIPinnedNews.
If the pinned news doesn't show up at the top of the list, please be patient as the changes load.
It may be necessary to force the creation of the manage property, in this case you need to access to the admin center of your intranet (it is not always accessible to everyone). Please contact the contact person if you can't access this area.
When you are done, don't forget to publish your edits by clicking on Republish at the top right of the page.
The News archive favorites list requires a specific configuration so that users can interact with the list and mark news items as favorites. To learn how to configure this list, read the dedicated guide. In particular, please refer to the First type of configuration section.
To access the Term store, take the following steps:
Click on the Settings icon at the top right of the page, then click on Site information.
Click on View all site settings.
Under Site Administration, click on Term store management.
You will land on the Term store, which is the area where you can create term sets and terms, i.e. tags to categorize your content. Here you need to copy the unique identifier of the taxonomy, which is a code composed of numbers, letters and hyphens.
The third column refers to the title of the filter you wish to display in the web part. The title can be exactly the same as the term set name, or you can give it a different one.
You can then choose whether or not to display the filter, the tag attached to the news and the search bar (which is useful if there are many filters).
As regards the Stop reordering field, by default the tags in the filter drop-down menu are ordered alphabetically. If you flag this box, the tags will keep the same order they have in the term set.
Finally, you can decide whether the filter drop-down menu will be open or close by default.
If you want to discover more about filters and the Term store management, click here.
Click the Edit properties button on the left of the web part to open the property pane and set options such as Layout settings, Data sources, General settings, Default view settings, Compact view settings and Summary view settings. See below for more information on each of these options.
Select the News Archive web part, then click Edit properties button on the left side of the News Archive web part.
Select your news and click on the icon at the top right of the page to access information on this news.
