READY TO RUN AND FLEXIBLY ADAPTABLE
Function overview
our platform
With PIIPE, you can effortlessly and efficiently design your workplace
of the future. Our platform offers you a wide range of functions,
which are designed to optimize the collaboration of your employees
and increase productivity.
MORE THAN JUST AN EMPLOYEE PLATFORM
PIIPE Intranet – all functions
at a glance
INFORMATION AND DIALOG
Content can be positioned on a clearly arranged, personalized start page.
- The start page can be divided into sections in which content from different categories or topics can be teased. Sections can be defined editorially.
- The start page is customizable and contains, for example, top company news, announcements from the news channels, latest and featured articles from the employee magazine, new blog posts, new posts in my communities, upcoming events, upcoming birthdays, new employees and, if applicable, further information such as new internal vacancies, etc.
- The start page contains sections with information related to the user and their location or context, e.g. canteen plan, emergency numbers for their location, traffic situation, important announcements about the location, etc.
- Interactive elements such as surveys can be positioned on the start page.
- It is possible to integrate content from internal and external websites into the start page.
- Quick polls/surveys can be integrated into the start page.
- The start page offers access and quick links to important company applications via a toolbar (see also the toolbar).
The main menu navigation is freely customizable, definable and manageable. It contains the navigation points to the top-level content and distribution pages as well as social function areas. It also provides quick access to the search, your own profile, notifications, your own settings and the toolbar.
- Primary navigation to flexibly definable categories
- Secondary navigation with access to the integrated search, notifications and personal profile.
- Option to integrate function-specific icons in the secondary navigation, e.g. emergency icon or various link icons to website or important content areas.
There are sections for corporate news and news from various channels on the homepage, where the latest news is published.
- Personalized news channels on the start page.
- Display of mandatory news channels
- Overview page with all news from all channels (filterable).
- Company divisions can define their own news channels, which users can then subscribe to depending on their interests or division affiliation.
Information and content pages can be published for any topic, which themselves contain subpages. The content sites are displayed as tiles on content overview pages.
- A content site can be nested in one or more levels in order to divide a topic into subtopics.
- Pages with multiple chapters have integrated page navigation.
- Content pages can be based on different templates, e.g. to visualize specific pages in the correct format and to link corresponding publication processes to them, such as video pages, event pages, etc.
- Content pages can be visually prepared and enriched with the help of various blocks. Standard blocks are: Cover image, title, summary, text area (body), contact person, team presentations, image galleries, quotes, accordion, YouTube video, Google Maps, audio/soundcloud, Wikipedia, further links, downloads, calendar entry, documents, lists.
A company’s own digital employee magazine can be published as part of the digital workplace.
- Publication of magazine articles or video contributions to editorially prepare interesting company stories.
- Articles and video contributions from the employee magazine can be integrated on the start page.
- Widgets such as most-read articles or keyword clouds can be integrated on the magazine overview page.
- Magazine articles can be assigned to different categories (“sections”).
- Integrated full-text search for content, messages, forms, people, content sites and apps etc. in real time across the entire Workplace system.
- Complete Search with search suggestions and search corrections.
- If content is not found, further suggestions or alternatives are provided.
- Versatile search filter options.
- Search support with the same range of functions on mobile devices.
- Possibility of integrating searches for company databases and document archives (provided an API is available).
- An integrated newsletter tool is optionally available, which can be used to compile content from the magazine or news into a newsletter.
- Newsletter with content from the Workplace.
- There are predefined and customizable distribution lists.
- The newsletter can be sent at a specific time.
- There is the option to automatically generate personalized newsletters from platform content. Users can set the sending frequency of automatically generated newsletters to weekly or monthly.
Over 30 interactive elements are available for use on content pages: collage, dialog cards, drag-and-drop tasks, find the hotspot, interactive presentation, interactive video, memory game, estimation tasks, quiz, timeline, virtual tour (360°), for a complete list see https://h5p.org/content-types-and-applications.
COMMITMENT/EMPLOYEE PARTICIPATION
Possibility to conduct surveys
- One-time participation and anonymous answering
- Single or multiple answers
- Time limit for the survey
- Real-time display of results possible
- Evaluations for administrators
Quick polls can be published on the start page. More complex surveys can be integrated on content pages.
Content, blog posts, magazine articles etc. can be
- be commented on
- be liked
- be shared as a link by e-mail
- be printed as a PDF
The interaction options are configurable and can be individually activated or deactivated by the authors for specific content.
Events can be described with all important information, e.g. agenda and schedule, overview of the event locations including route navigation, introduction of lecturers and speakers, accompanying materials, other participants, etc.
- Event calendar/overview
- Participants are reminded of important sessions and dates via news and push notifications
- Follow-up communication around events: sharing images and videos, publishing outcome documents and much more.
- Event overview for the start page
A link to event management systems or booking management is possible, but not part of PIIPE Workplace.
Users can publish and edit useful information on specific topics. A WIKI is an area in which employees can create and version content pages with image elements and videos themselves. The functionality is similar to media wikis, i.e. users can add and change content and other users/wiki admins can approve the content if necessary.
PIIPE SPECIAL FUNCTIONS
Advertisements, messages, swapping and selling
- Users can create content similar to an advertisement in a newspaper or magazine and share it with others.
- Own posts can be edited and deleted.
- Posts can be categorized (for exchange, for sale, …).
Overview of the menus for the week or the following week with image preview and filters for vegan, vegetarian or with nutrition information.
Integration option with canteen systems that deliver the current menus via an XML file or an interface.
- Overview including faceted search of all bookable meeting rooms in the company.
- The room template contains all important metadata such as room size, seating options, number of people, technical equipment, etc.
- It is possible to jump to external booking tools for each room.
APPLICATION INTEGRATION AND PROCESS SUPPORT
The toolbar enables quick access / quick links to personally relevant or integrated business applications, tools and transactions.
- Access to the toolbar is granted according to individual authorizations
- Users can add/remove applications and structure their toolbar
Form archive:
Possibility to centrally and clearly access all relevant documents and forms in the company.
Documents do not have to be stored in PIIPE Workplace, but can also be hosted on external document storage systems (e.g. Eclipse).
The end user can search and filter the archive to find the files relevant to them.
Documents can be tagged accordingly and further information can be stored.
Form workflow:
- Form generator to create and publish web forms including many different field types and conditions
- Integrated rule system offers the option of mapping even complex processes and workflows (including multi-level approval processes)
- Configurable configuration of workflow statuses, transitions and notifications.
- Clear dashboard for both the applicant and the processor/approver
- SolR- is a fast, reliable and scalable open source search engine. Key features include full-text search, hit highlighting, faceted search, real-time indexing, dynamic clustering, database integration and NoSQL capabilities
- Matomo is an open source web analytics solution that collects and analyzes your data with GDPR compliance and privacy friendliness (see also Analytics).
- Nextcloud – a modern, location-based content collaboration platform with real-time document editing, video chat and groupware on mobile, desktop and web.
- Camunda – a platform for process orchestration that enables end-to-end automation.
Integrated business integration framework with configurable interface services for integrating business applications via the APIs and linking options provided by the systems, for example:
- Microsoft365
- Sharepoint
- SAP / Fiori Apps
- openHPI
- Atlassian Confluence
- Slack
PIIPE integrates various collaboration solutions such as Nextcloud or M365 / SharePoint and MS Teams in the community area.
The aim of the integration is to bring together group membership and direct communication in these groups on the company’s PIIPE Workplace and to provide users with orientation.
PIIPE offers the option of integrating social media feeds on content pages or in special overview pages via third-party applications (e.g. Facebook, Twitter, Instagram).
TECHNICAL INFORMATION
- High system availability (99.7%)
- Cloud: Operation of the platform in a secure, ISO 27001-certified infrastructure, including automatic adaptation of the infrastructure to the intensity of use
- Operation as an on-premise variant possible at the customer’s request.
- ADFS connection
- Single sign-on
- Open API framework (e.g. for integrating Microsoft 365, etc.)
- App for iOS or Android devices
- Mobile access via the browser regardless of the end device
- Users can upload files from the mobile device, e.g. images, videos or documents
- Mobile access to all applications
- Push messages can be received via IOS and Android
Accessible development in accordance with WCAG 2.0 / BITV and testing is part of the PIIPE Workplace development process. Each component and the overall system are continuously tested for accessibility by standard
- Internal data protection and security officer
- NEOCOSMO’s company location and support are based in the DACH region.
- The EU GDPR regulations are fulfilled on the product side.
CONTENT MANAGEMENT WITH KI
AI-based writing assistant to support authors in the creation of content
- Have texts prescribed based on prompts
- Have texts corrected, shortened and grammatically revised
- Have suggestions for titles and summaries created
- Have text sections revised
- Generate tables
- Content is marked as “created with AI support”
The NEO Assistant uses an integration with openAI. A paid openAI account is required.
- Standard languages German and English.
- Other EU languages can be flexibly switched on and off.
- Almost all global languages can be added, including different language variants for Chinese (Mandarin, Taiwanese), Portuguese/Brazilian-Portuguese, English (British/American).
- Automatic translation with DeepL (paid DeepL Pro account is required)
ANALYTICS
Analysis dashboard with various real-time-based reports and graphical charts, each time- and period-related:
- Number of registered and new users
- Number of active editors
- Number of published content per content type
- Content usage rates (likes, views, comments, subscriptions)
- Activity and engagement rates for news channels, communities and blogs
Matamo dashboard integrated into PIIPE, which allows the editorial team to view period-related data analyses such as
- Access figures
- Usage behavior
- Dwell time
- End devices used
- Page views
- Start and bounce pages
Matomo is included in the scope of delivery. Additional analytics reports can be flexibly added and defined. Matomo can be used to subscribe to reports so that they are automatically generated and sent to an administrator after a certain regular period.
INTELLIGENT PERSONALIZATION
- Users automatically receive notifications for subscribed content or news channels.
- Users can configure the form of notification in their settings (via email, via platform, via app). Users can set the frequency of notifications.
- Subscriptions can be preset automatically depending on organizational affiliation or location.
- Administrators can set various options (e.g. mandatory content for all users)
- Administrators can specify whether a content area can be subscribed to or is mandatory for certain users or user groups.
- Information pages can be made available publicly or privately for every user in the system. Accordingly, users can view the content provided and interact with the page depending on the settings.
Die Plattform verfügt über adaptive, kontextsensitive Funktionalität, um Informationsüber-lastungen zu vermeiden und die Relevanz von Inhalten oder Nachrichten zu erhöhen.
- Nutzerprofilbasierte Empfehlungen: Empfehlungen für Inhalte in Abhängigkeit von Kriterien auf Basis ihres Nutzerprofils wie
- Standort
- Unternehmenszugehörigkeit/Abteilung
- Rolle
- Interessensbasierte Empfehlungen: Empfehlungen für Inhalte oder Nachrichten, weil ähnliche Inhalte gelesen oder abonniert wurden.
- Regelbasierte Empfehlungen: Empfehlungen für Inhalte oder Nachrichten in Abhängigkeit von regelbasierten Kriterien, die erfüllt oder nicht erfüllt sind:
- Anzeige von Inhalten in Abhängig von der Zugehörigkeitsdauer zum Unternehmen,
- Anzeige von Inhalten, wenn bestimmte Zeitereignisse eingetreten sind.
- Soziale Empfehlungen: Anzeige von Inhalten, für die sich Kollegen ebenfalls interessieren.
- Ein Widget „Empfohlene Inhalte“ bietet Nutzern auf der Startseite eine Übersicht über alle personalisierten Inhalte
The platform has adaptive, context-sensitive functionality to avoid information overload and increase the relevance of content or news.
- User profile-based recommendations: Recommendations for content depending on criteria based on their user profile such as
- Location
- Company affiliation/department
- Role
- Interest-based recommendations: Recommendations for content or messages because similar content has been read or subscribed to.
- Rule-based recommendations: Recommendations for content or messages depending on rule-based criteria that are met or not met:
- Display of content depending on the duration of affiliation with the company,
- Display of content when certain time events have occurred.
- Social recommendations: Display content that colleagues are also interested in.
- A “Recommended content” widget provides users with an overview of all personalized content on the start page
Users can set which personalization functions they want or configure recommendations.
- Language settings: Personalization according to one or more languages and language preferences.
- Location settings: Setting your own location and personalization by location.
- Toolbar: Personalization of quick links to business applications and tools
- Notifications: Personalization of notifications.
- Customize design: Customization of design preferences.
- Create and manage your personal page
- Users can create and manage a personal area (in the sense of a category) in which they can store favorite content
- Content can be selected and favorited
- Sort and remove content
COOPERATION AND NETWORKING
- Directory of registered users with important profile data.
- Storage of the most important contacts in a favorites list.
- Filter option by location, department or team.
- Users are shown in the employee directory with profile picture, name, position, email address, telephone and mobile number.
- Convenient search function for profile information such as expertise, hobbies, languages, etc.
- Flexibly customizable user profile.
- You can specify which profile data is automatically transferred and synchronized from a directory service or HR system and which can be entered by the user themselves.
- Profile information from a directory service: name, surname, telephone number, location, e-mail, department) is transferred to the user profile.
- Profile information that is often maintained independently: Profile picture, education, qualifications, current tasks, interests, birthday.
Employees or managers can create blogs and publish blogs with blog posts on their own or as part of a team. Experts or bloggers can use these blogs to communicate their experiences, opinions or knowledge.
- Writing blog posts and sharing images, videos and documents
- Filter options
- Search options
- Blog archive
Employees can subscribe to blogs and follow these blogs. They are notified of new blog posts.
Blog posts can be commented on and liked.
Communities are social group areas that serve the exchange, collaboration or networking of community members.
- Communities can be created by all users of the intranet.
- Communities consist of:
- The community forum is used for writing and commenting on posts by community members. In the posts, members can communicate with text, images and videos. The forum enables direct exchange between employees (similar to familiar social media networks).
- Community content pages that are only visible to members of the community. Writing rights for community content can be released for everyone or restricted to community administrators.
- Member directory with distinction between member and community administrator
- Document area with the option of managing documents in folders.
- Settings area for communities, e.g. for setting your own notification rules or for leaving the community
- Administration area with the option for community admins to administer the community
There are different invitation and joining options depending on the community type:
- Open communities: Users can join directly.
- Closed communities: Users can submit a request to join.
- Private communities: Users can only be added administratively
LEARNING AND KNOWLEDGE TRANSFER
- Learning and knowledge portal for self-directed learning with online courses, video articles or knowledge dossiers in the form of a knowledge library (optional).
- Modern, experience-oriented learning with on-demand access to knowledge and learning content
- Comprehensive search function for learning content
- Topic-oriented collection of learning content
- can be provided with processing and reading recommendations
- Systematic engagement with learning content by bundling it into learning modules or learning paths
- Integration of interactive quizzes and tests
Interactive elements can be combined to form a quiz or test
- Combination of different question types such as multiple and single choice, drag-and-drop tasks or cloze text possible
- Differentiation between quizzes (for self-testing) and rigorous tests (with time limit etc.) possible
Certificates can be automatically generated for passed tests as proof of learning success, which users can access via their user profile.
Learning content can be linked with discussion and comment options as well as a social wall for exchange.
Various functions that can be used to map and control the learning process:
- Progress indicator: Users can see how much content they have already completed (in %).
- Learning dashboards/analytics: Learners receive an overview of their learning modules, quiz results, skills and other data such as learning duration and activities
CONTENT MANAGEMENT AND ADMINISTRATION
Overview of the most important key data on author and content management activities.
- My published conten
- My content in progress
- Comments on my articles
- News for editors
Overview of the content created in all languages with a variety of editing functions.
- Content overview with information such as: Title, ID, type, category, language, author, last edit, publication status/preview link
- Numerous actions for quick and easy publishing: Add content, edit, duplicate, delete, publish, withdraw publication
- Time-controlled publishing, archiving and removal of articles and news.
- Filter content according to specific criteria
- Search function for content by author, title, ID, etc.
Content templates are content types in which the content is prepared according to the purpose and whose building blocks correspond to the corporate design. Content templates enable fast, standardized editorial work without the authors having to worry about design issues. Content templates are linked to publication processes and rules.
- Standard templates are
- Content page
- Magazine article
- Event page
- Corporate news and news
Using the integrated WYSIWYG editor (Gutenberg-Ediotr), authors can see their content live in the end user view during editorial work and work editorially as the result will look after publication.
Content can be provided with metadata: Publication date, archiving date, category, language, channels, tags, location (context), country (context). Further metadata can be added flexibly.
When older versions are created, they are saved with a time stamp and user ID and can be restored later.
Manage all media used and stored in the system:
- Filter media by type
- Search for media
- Upload media
- Edit media (rename, delete)
- Sort media
- Save media as favourites
- Organize media in folders
Supported media formats: docx, gif, jpeg, mp3, mp4, pdf, png, pptx, rtf, svg, tiff, wav, webm, xlsx. Further media formats can be defined.
The secondary navigation within the website offers users the option of finding their way back to the homepage or quickly reaching other levels of the system in the form of internal links.
- Define events and associated conditions that trigger a notification
- Notifications of the same type can be grouped into thematic clusters
- Manage the channels through which users can be notified
List of all users registered in the system.
- Users can be added, imported, activated, deactivated and deleted.
- Editing of users (e-mail addresses, names, etc.).
- Role-based authorization concept for individual users and freely definable user groups (e.g. super admins, editors, employees).
- It is possible to define usage guidelines that each user must confirm when accessing the platform.
- Employees can be imported via LDAP, Active Directory and a one-off CSV import.
- Employee group and master data can be imported.
- Ensures that information is only displayed to authorized persons and groups of persons (e.g. HR information; content for managers; content per organization/subsidiary).
- Enables almost all elements and content in the system to be assigned an access logic and thus ensures that even complex company structures can be mapped in an information and communication system.
- The initial group logic is individually designed and preconfigured as part of each project, but can be adapted by the customer at any time via the administration pages.
- Users can be assigned to a group manually via the user administration and/or via previously defined attributes from the customer’s Active Directory.
- Ensures that only members of the editorial group are allowed to edit certain content.
- Enables almost all elements and content in the system to be provided with editorial authorization and thus ensures that even complex company structures can be mapped in an information and communication system.
- The initial group logic is individually designed and preconfigured as part of each project, but can be adapted by the customer at any time via the administration pages.
- Users can be assigned to a group manually via the user administration and/or via previously defined attributes from the customer’s Active Directory.
- Configuration of the start page (sections, boxes, etc.).
- Configuration of the top navigation.
- Management of the box store (create and edit boxes).
- News channel management.
- Possibility to adapt the platform and app design to the company’s corporate design.
- Basic settings for color scheme, logo, fonts, etc. via configuration management.
- Responsiveness: The design of the application reacts to the requirements of the end device used.
- Possibility to share and exchange content via different clients.
- Definition of automatic or manual content sharing channels.
Users can request information about the data stored about them. They can request the deletion of their voluntarily collected data.
Tool for checking valid links
BASIC SYSTEM FEATURES
Possibility to operate several clients on one technical platform. Each client has its own content and user administration, its own CI / design and its own configuration settings with the same basic configuration.
- Support for identity providers (IDPs) that follow the SAML 2.0 protocol.
- Centralized and seamless access to PIIPE WORKPLACE (Single Sign-On) from different identity systems (such as Microsoft AD or Google Workspace).
- NEOCOSMO has regular penetration tests carried out by independent testing companies in accordance with the OWASP TOP 10 security standard, confirming the application’s high level of security against known and critical malware attacks.
- ISO 27.001 certified data center
- Communication takes place via SSL encryption
Implementation of security standards from the German Federal Office for Information Security (BSI) to ensure a high level of security for IT infrastructures. This includes measures for data protection, system hardening and the secure operation of a cloud environment.
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