Get started with Panviva

Welcome to Panviva, a knowledge management system designed to help you access the information you need on the job efficiently. Your knowledge system doesn’t have to be difficult. With templates and reusable content, you can structure, style and organize your content without the need for code or your IT team!

This guide will help you get started and navigate Panviva's features effectively.

Here's what we'll cover:

• Why Choose Panviva?

• Setting Up Single Sign-On (SSO)

• Setting up the system

• Panviva Viewer

• Panviva Manager

• Additional Resources

Why Choose Panviva?

Upland Panviva delivers the precise knowledge users need to perform their jobs effectively. The content in your Panviva instance is tailored to your specific work environment, business processes, and information requirements.

Panviva addresses common knowledge management challenges by offering:

• Step-by-step guidance for end-users working through processes

• Real-time assistance for managing customer calls and various work tasks

• Centralized information repository, reducing overlap and conflicts

• Single source of truth for reliable, accurate information

Setting Up Single Sign-On (SSO)

One of the first and most important steps for new customers is setting up Single Sign-On (SSO). SSO allows your users to access Panviva using their existing organizational credentials, enhancing security and user experience.

To set up SSO:

1. Open a Support ticket with Panviva.

2. Request SSO configuration for your organization.

3. Provide necessary information about your identity provider (IdP).

4. Work with Panviva support to complete the configuration.

Note: Setting up SSO is optional but highly recommended and should be done before adding users to the system. This ensures a smooth onboarding process for your team.

To further create users SSO and non SSO users for your organization, see User Management.

Setting up the system

• Get Panviva access for your admin team

  Obtain your admin credentials from Panviva Support.

• Access Panviva Manager

  • Log in with your admin credentials

  • Familiarize yourself with the interface

    For more information, see Get started with Panviva.

• Set up your database

  • Navigate to the Administration window.

  • Configure essential settings.

• Create roles

  • Use the Role Management window.

  • Define user groups and their permissions.

• Develop content

  • Use the Document Management window to create folders.

  • Open the Editor to create and format documents.

  • Utilize templates and reusable content in the editor for efficiency.

• Review and approve content

  • Set up review and approval processes in Workflow Management.

  For the initial implementation of workflows, whether it’s for your department or another, the two most useful reports to run are:

  • Workflow A structured sequence of steps or approvals that guide users through a process in Panviva. pending: shows you which documents have not yet been reviewed or approved - i.e. they are pending these actions.

  • Workflow status: shows you all status None (no workflow applied), Pending, Reviewed, Complete types. You can easily sort by status type to see what is reviewed, approved, etc.

    By sorting the report by status, you can quickly identify which documents are reviewed, approved, or still in progress.

    You will likely have a lot of documents in workflows during an initial implementation, so these reports will make your life a lot easier to get a quick status of document workflows.

    Tip: It is a good idea to run this report daily until the final approvals are finished and the content is fully released to your users.

  For more information on sending a document for review, see Save and release document.

• Manage content permissions

  • Assign content access rights to roles.

  For more information, see Content permissions ownership.

• Publish the content

  • Release approved content to make it visible in Panviva Viewer.

  For more information, see Publish document.

• Design Welcome pages

  • Create intuitive starting points for your users.

  For more information, see Welcome pages overview.

• Onboard users

  • Add users in User Management

  • Assign appropriate roles.

• Go live!

  • Notify users of the go-live date.

  • Provide login instructions and basic training.

  For more information on Viewer users login, see Access Panviva Viewer.

Key Components of Panviva

Panviva consists of two main components:

• Panviva Viewer

• Panviva Manager

For a video overview of Panviva and its key components, see Panviva at a Glance in the Videos page.

Panviva Viewer

Panviva Viewer is the end-user interface for accessing your published content. It opens automatically when a user logs into Panviva, displaying the assigned homepage. If multiple s are available, they appear as tabs at the top of the Viewer window.

By default, the Panviva Viewer is docked on the right side of the screen, occupying approximately one-third of the display. The includes icons that provide quick access to essential information relevant to your tasks. Users can also access the Panviva Manager if they have the permissions assigned by the Admin.

Access Panviva Viewer

Log into Panviva Viewer as follows:

Scenario	Instruction
First time logging on for non SSO	Open the Welcome to Panviva email (from do_not_reply@panviva.com) Click Activate my account Create a Password Click Login After logging on for the first time, you can quickly launch Panviva by setting it as a favorite in your browser, creating a shortcut for desktop, typing Panviva in search bar or double-clicking the Panviva icon in the system tray. If your IT has installed the Panviva Browser Extender (PBE) then Panviva will automatically launch when logging on to the computer.
Logging on with SSO	When you start your computer, Panviva will launch automatically. Enter your password. (This will be the same as your system password.) Click Login

For more information on using the viewer, see Panviva Viewer Overview.

Panviva Manager

Panviva Manager is the authoring Also referred to as content development and administration tool in which content is created and maintained, users and roles are maintained, and more.

For more information, see Panviva Manager.

Best Practices

• Implement SSO for enhanced security and user convenience.

• Regularly update your password (if not using SSO) for security.

• Use the Favorites feature for quick access to frequently used documents.

• Utilize the Search to find information quickly.

  • For Manager, see Search documents and folders.

  • For Viewer, see Search content.

• Stay informed by checking your messages regularly.

• Provide feedback on documents to help improve the knowledge base.

Additional Resources

Panviva Community

You can find a variety of product-related knowledge, including information about new releases, post and reply to discussions on Panviva topics with Panviva and other Panviva customers, submit features requests, and submit or view Technical Support cases in the Panviva Community. You must register to join the Panviva Community.

For more information see, Panviva Knowledge Cafe.

Panviva University

Learn the skills you need to succeed in Panviva's instructor-led training classes. For more information, visit the Panviva University website.

Remember, Panviva is designed to grow with your needs. Start with the essentials, like SSO setup, and expand your usage as you become more familiar with the system!