# News Archive

## **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. 

{% hint style="info" %}
Explore the **advantages** of Intranet.ai **News and Communication**s by [**clicking here**](https://intranet.ai/features/company-news/) to learn more.
{% endhint %}

***

## Add the News Archive web part to a SharePoint page

* 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: <img src="/files/l5ySSL5qOCO7zmUJPhxZ" alt="" data-size="line">&#x20;
* Click on it and, in the web part search box, enter **News Archive** to quickly find and select the News Archive web part, which is named "IAI - NewsArchive".

<div align="left"><figure><img src="/files/ioJnQWA0rJN1C7Fgvnik" alt=""><figcaption></figcaption></figure></div>

* Click the **Edit properties** <img src="/files/wgQnvVlm2nqL1MeS6Pcp" alt="" data-size="line"> **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.

***

## Configuration

1. [Layout settings](#layout-settings)
2. [Data sources](#data-sources)
3. [Filter settings](#filter-settings)
4. [General settings](#general-settings)
5. [Default view settings](#default-display-settings)
6. [Compact view settings](#compact-display-settings)
7. [Summary view settings](#summary-display-settings)

### Layout settings

The layout settings allow you to customize the appearance of your application by adjusting various layout settings.

<div align="left"><figure><img src="/files/xvlA2WjxPoGR1BTAXBhq" alt=""><figcaption></figcaption></figure></div>

By opening this first configuration, you will see the following options:

* **Do you want to hide the background?**
  &#x20;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?**
  &#x20;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**:
  &#x20;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?**
  &#x20;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:

<div align="left"><figure><img src="/files/beaOjseGg9P7XZgzVDJe" alt=""><figcaption></figcaption></figure></div>

**Compact** mode:

<div align="left"><figure><img src="/files/YmAEIVEVTqCUNsb32VC1" alt=""><figcaption></figcaption></figure></div>

**Summary** mode:

<div align="left"><figure><img src="/files/9cXciADYNbFDo0IKVhDx" alt=""><figcaption></figcaption></figure></div>

### Data sources

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.

Complete the section as follows:

<div align="left"><figure><img src="/files/Dtj0ekcvMh1b46C6SIhi" alt=""><figcaption></figcaption></figure></div>

* **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.

### Filter settings

You should fill out this section if you need to **set which news each user will appear in the News Archive**.&#x20;

This helps to outline the following fields:&#x20;

* Classify news based on a **specific metadata**. For example, you can decide to show only news tagged as "Highlights" or "Company news".
* **Audience targeting**. You can also filter news based on audience targeting, ensuring that different users see only the news relevant to them based on their membership to a specific group.&#x20;
* Show or hide **untranslated news**. In case of multilingual news content, the web part can display articles in the user’s preferred language, providing a personalized reading experience.

These settings help tailor the news display to specific user groups, enhancing relevance and accessibility.

<div align="left"><figure><img src="/files/VLHjzFDDlhBs9RXaiEL4" alt=""><figcaption></figcaption></figure></div>

* **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).

{% hint style="info" %}
[Click here](https://docs.intranet.ai/sharepoint-intranet/other-configurations/creation-of-tag-systems-for-news-and-documents) for more information about the creation of **tag systems** for news.
{% endhint %}

* Then, **select values to pre-filter the results**: you can choose the tags for the news you prefer to display in the News Archive.

<div align="left"><figure><img src="/files/jzhgU2aeFMLxntuqA4pl" alt=""><figcaption></figcaption></figure></div>

* **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.

<figure><img src="/files/vAOL08CeQ1DTkv6BX9DS" alt=""><figcaption></figcaption></figure>

* In the first column, write: **owstaxId** + the **name of the column** used to assign metadata to the news. For example, owstaxIdIAINewsTags.
* 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.

{% hint style="info" %}
[Click here](#access-the-term-store) to discover how to configure the id of the term set store.
{% endhint %}

* 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 tag?** Determine if the tags assigned to the news should be displayed in the news preview. Flag this option to show the tags; unflag it if they should be hidden from view.
* **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.
* **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.

### General settings

By opening this area, this is what you'll see:

<div align="left"><figure><img src="/files/N6U3Q5yi9t6NmIbQP9Bm" alt=""><figcaption></figcaption></figure></div>

* 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.
* **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.

### Default display settings

<div align="left"><figure><img src="/files/bewOejcTpYP9YhHPqxHZ" alt=""><figcaption></figcaption></figure></div>

* **Enable the "New" tag:** you can choose to activate the display of the **"new" tag**. By default, it will not be visible.
* **Insert the "new" tag label**: it is possible to **customize the label of this tag**. You just need to type the name you would like to use in the **"Insert the "new" tag label"** box. If no custom text is entered, the default "New" label will be used.
* **Days after publication date in wich the tag "new" remains visible:** you can define the number of days the "New" tag will stay visible after the content is published.

<div align="left"><figure><img src="/files/UaNfAZLSqi8xHlfevX3Q" alt=""><figcaption></figcaption></figure></div>

* **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](/sharepoint-intranet/other-configurations/configuration-of-favorite-lists-and-user-lists.md) to learn more how to configure the favorite lists.

### Compact display settings

<div align="left"><figure><img src="/files/VMjcrpv6XgCHPlb2I3af" alt=""><figcaption></figcaption></figure></div>

* **Enable the "New" tag:** you can choose to activate the display of the **"new" tag**. By default, it will not be visible.
* **Insert the "new" tag label**: it is possible to **customize the label of this tag**. You just need to type the name you would like to use in the **"Insert the "new" tag label"** box. If no custom text is entered, the default "New" label will be used.
* **Days after publication date in wich the tag "new" remains visible:** you can define the number of days the "New" tag will stay visible after the content is published.
* **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.

### Summary display settings

<div align="left"><figure><img src="/files/0ZW2fh8LKa8fgyDkaICe" alt=""><figcaption></figcaption></figure></div>

* **Enable the "New" tag:** you can choose to activate the display of the **"new" tag**. By default, it will not be visible.
* **Insert the "new" tag label**: it is possible to **customize the label of this tag**. You just need to type the name you would like to use in the **"Insert the "new" tag label"** box. If no custom text is entered, the default "New" label will be used.
* **Days after publication date in wich the tag "new" remains visible:** you can define the number of days the "New" tag will stay visible after the content is published.

<div align="left"><figure><img src="/files/W97jIJcgcJ3uFU5mfFPI" alt=""><figcaption></figcaption></figure></div>

* **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.

{% hint style="info" %}
[Click here](/sharepoint-intranet/components/news-archive.md#create-a-column-for-pinned-news) to discover how to create a column for pinned news
{% endhint %}

* **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.
* **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.
* **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.
* **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.
* **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.

<div align="left"><figure><img src="/files/iu8mr7RheyliuKGFH7lZ" alt=""><figcaption></figcaption></figure></div>

* **Do you want to disable the popular news section?** If you want to deactivate the Popular news functionality, select Yes. The All news and Popular news buttons will disappear.
* **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.
* **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.

***

## Create a column for pinned news

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**.

<figure><img src="/files/DFfIC92K9QOW8UqmL6Ym" alt=""><figcaption></figcaption></figure>

* Scroll down to **Site Pages** and click on **Settings**.

<div align="left"><figure><img src="/files/Rw9oIUm40mpgzq76XQSE" alt=""><figcaption></figcaption></figure></div>

* Under the Columns section, click on **Create column**.

<div align="left"><figure><img src="/files/4sY8jAb0FbjOz9sz3oxg" alt=""><figcaption></figcaption></figure></div>

* Name the column **“IAIPinnedNews”**

<div align="left"><figure><img src="/files/RCCSD5wW3GvfjzIzk0BQ" alt=""><figcaption></figcaption></figure></div>

* 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).
* Select your news and click on the  <img src="/files/rSzB5UT7Ha4tCIVTuaUg" alt="" data-size="line"> icon at the top right of the page **to access information on this news**.

<div align="left"><figure><img src="/files/Q5zQvB21iiBErdIFhhI1" alt=""><figcaption></figcaption></figure></div>

* Scroll down and select the Pinned field.
* Repeat this step for the other news you wish to highlight.

<div align="left"><figure><img src="/files/1FeCogeQuKRFZIVeYaCl" alt=""><figcaption></figcaption></figure></div>

* Go back to the page with the News Archive web part and, in the Summary display settings, i**nsert the manage property field in the required field**. The manage property needs to start with the **internal name of the column type** you created **before: IAIPinnedNews**.

<div align="left"><figure><img src="/files/Fz1zyHm7XqDiDI0LaPiG" alt=""><figcaption></figcaption></figure></div>

* If the pinned news doesn't show up at the top of the list, please be patient as the changes load.

{% hint style="warning" %}
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.
{% endhint %}

### How to create a managed property

To create a managed property, you must have **SharePoint Online Admin** permissions. If you don’t have these permissions, you won’t be able to create the managed property.

Here are the steps to create a managed property:

1. Access the **Sharepoint admin center** for your tenant. For example: <https://intranetai-admin.sharepoint.com/>
2. Click on “**More features**”; then select “**Search**”.

<figure><img src="/files/BYgLx5pETpxIYzjF1vzd" alt=""><figcaption></figcaption></figure>

3. You’ll be redirected to a page with various configurations. Click only on "**Manage Search Schema**" to manage search properties.

<figure><img src="/files/wFOxcrTFMgJlO3hzsYow" alt=""><figcaption></figcaption></figure>

4. In this section, click "**New Managed Property**" to create a new one.

<figure><img src="/files/cbB87dGhoBfEOgioamm7" alt=""><figcaption></figcaption></figure>

5. A new window with additional configuration options will appear:

<figure><img src="/files/y95XgNZdNAQTCO4ZnTH1" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/dyLyJiEryRrc7Kfpge8P" alt=""><figcaption></figcaption></figure>

* First, enter the property name. This must be the name of the [column created previously](https://docs.intranet.ai/sharepoint-intranet/components/news-archive#create-a-column-for-pinned-news): **IAIPinnedNews**.
* Then, select the type of information stored in this property. This must match the type you selected when configuring the original column in the Site Pages library. Select: **Yes/No.**

To configure the property, select the following options:

* **Query**: Flag this option to allow the property to be used in search queries.
* **Retrievability**: Flag this to ensure the property's content can be returned in search results.
* Leave the remaining options as **default**.

6. Scroll down the page to “**Mappings to crawled properties**” section.

<figure><img src="/files/ahQyJB51urx3ZjtAxELT" alt=""><figcaption></figcaption></figure>

* Flag the second option to include content from the crawled property.
* Click “Add a Mapping”, then OK.
* A new window will open. Search for and select the **relevant crawled property**: **ows\_IAIPinnedNews.**

<div align="left"><figure><img src="/files/IIrdjsfirC2vuBAOvJJh" alt=""><figcaption></figcaption></figure></div>

{% hint style="warning" %}
It may take a few hours for the content to be indexed. To speed up the process, you can manually trigger a reindex of the site pages
{% endhint %}

Here is the result of the web part displaying one pinned news item:

<div align="left"><figure><img src="/files/hppDYkVRdHYHwJ0H0VBK" alt=""><figcaption></figcaption></figure></div>

When you are done, don't forget to publish your edits by clicking on **Republish** at the **top right** of the page.

***

## Access the term store

To access the Term store, take the following steps:&#x20;

1. Click on the **Settings** icon at the top right of the page, then click on **Site information**.

<div align="left"><figure><img src="/files/IAZPa4vzct2jQOR1J5e4" alt=""><figcaption></figcaption></figure></div>

2. Click on **View all site settings**.

<div align="left"><figure><img src="/files/FFaIKI971WNIqHuxymXC" alt=""><figcaption></figcaption></figure></div>

3. Under Site Administration, click on **Term store management**.

<div align="left"><figure><img src="/files/vuy0cViYror2MbKEhPkz" alt=""><figcaption></figcaption></figure></div>

4. 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.

<figure><img src="/files/1LSmcCkdIfNfx9xuJ2qJ" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
If you want to discover more about filters and the Term store management, [click here. ](https://docs.intranet.ai/configuration/creation-of-tag-systems-for-news-and-documents)
{% endhint %}

***

## Configure the News archive favorites list

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](https://docs.intranet.ai/sharepoint-intranet/other-configurations/configuration-of-favorites-lists-and-user-lists). In particular, please refer to the **First type of configuration** section. &#x20;

{% embed url="<https://intranet.ai/>" %}


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.intranet.ai/sharepoint-intranet/components/news-archive.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.