Disclaimer
The component to display important disclaimers on your SharePoint intranet.
What is Disclaimer
Disclaimer is a web part designed to display important disclaimers, legal notices, and policy acknowledgments on your SharePoint intranet, ensuring that all users are informed and compliant with necessary regulations and guidelines.
By integrating the Disclaimer web part into your SharePoint sites, you can ensure that vital information is communicated efficiently and effectively, fostering a culture of transparency and compliance within your organization.
Whether it’s a legal disclaimer, a privacy policy notification, or any other important message, this web part allows you to display your content in a consistent and professional manner.
Concretely, the web part consists of a pop-up with a text and two buttons: Accept and Cancel. The pop-up appears every time the user refreshes the page or accesses a new page, until they click on Accept. After the user has pressed the Accept button, they will no longer see that specific disclaimer. You can also force the user to accept the disclaimer, which means that they won't be able to navigate the intranet until they do so. See below for a detailed explanation of the options available.
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Add a new disclaimer to the SharePoint intranet
Disclaimers are created by filling in a SharePoint list named Disclaimers List. To add a new disclaimer to this list, take the following steps:
Click on the Settings icon on the top right of the page, then click on Site contents.
Scroll down and click on Disclaimers List.
Press the New button to add a new item to the list.
A panel appears with a number of fields to fill in. The fields marked with asterisks are the mandatory ones.
Disclaimer information
Title: enter the title of the disclaimer.
Is active: tick this box to activate the disclaimer and make it visible.
Disclaimer content: write the text of the disclaimer. You have several possibilities to customize your content. For instance, you can add formatting and include hyperlinks or images. When you have completed the text, click on Save in the lower-right corner of the text box.
Date from: this is an optional field which allows you to schedule your disclaimer. This means that the disclaimer will be displayed starting from the selected date. The component considers this piece of information only if you have ticked the Is active checkbox.
Date to: this is an optional field which allows you to set an expiry date after which the disclaimer will no longer be visible. The component considers this piece of information only if you have ticked the Is active checkbox.
Forced to accept: tick this box to force users to accept the disclaimer. This implies that the Cancel button will not be available, and users won't be able to navigate the intranet until they press the Accept button.
Attachments: please, ignore this field.
When you have completed the panel, click on Save. The result will look like this:
You can add multiple disclaimers. A slider will display all the active disclaimers from the most recent to the least recent.
If you edit the content of the disclaimer, the updated version will not appear to users who have already clicked on Accept. If you want everyone to see an important change, you'd better create a new disclaimer.
Add disclaimers in multiple languages
If you have a multilingual intranet, you may need to translate a disclaimer into multiple languages. In particular, the fields to translate are Title and Disclaimer content. To carry out this translation activity, you need to create two additional fields for each language. Specifically, you need a Title field and a Disclaimer content field with specific nomenclatures. The nomenclature to adopt is as follows:
IAIDisTitle + language code
IAIDisText + language code
This link offers a list of language tags. However, please use only lower case letters and no hyphen between the first and the second part of the tag.
For example, the language code for French is frfr. The complete nomeclature for the Title and Disclaimer content fields would be:
IAIDisTitlefrfr
IAIDisTextfrfr
A detailed explanation of the steps of this process is offered below:
To create an additional Title field, click on +Add column. Select Text and click on Next.
In the Name field, enter the name of the column. Make sure to adopt the nomenclature described above, and save.
To create an additional Disclaimer content field, click on +Add column. Select Multiple lines of text and click on Next.
In the Name field, enter the name of the column. Make sure to adopt the nomenclature described above.
In addition, make sure to click on More options and activate the Use enhanced rich text option, which will allow you to add formatting, hyperlinks, images, and so on. Finally, click on Save.
Now, select the disclaimer you want to translate, click on Edit, and add the translations by filling in the newly created fields. Then, click on Save.
It is important that you localize both columns (Title and Disclaimer content).
When you create a column, it is fundamental that you adopt the correct naming convention. Then, you can edit the display name of the column to make it more user-friendly (e.g., "French Title", "French Content").
Configure the Disclaimer Users list
The Disclaimer web part relies on two SharePoint lists: Disclaimers List is used for creating disclaimers, while Disclaimer Users is used for saving information related to users who have clicked on Accept. Indeed, when a user presses the Accept button, this action is saved in the Disclaimer Users list. To make this happen, you need to configure the Disclaimer Users list so that intranet visitors can interact with it. To learn how to configure this list, read the dedicated guide. In particular, please refer to the First type of configuration section.
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