Admin Guide
Admin mode gives administrators access to the public library, the approval workflow, and central configuration. It is activated via the Ribbon and is PIN-protected.
Prerequisite: Configure the Public Path
The Ribbon button Admin View is only visible if a public network path has been configured. You set this path under:
Admin Tab → Settings → Administrator → Public Network Path
Without a configured public path, admin mode is unavailable.
Activating Admin View
- Click PPPTools → Admin View in the PowerPoint Ribbon
- First-time setup: If no PIN has been set yet, a setup dialog appears — enter and confirm a new PIN (at least 4 characters)
- Subsequent logins: Enter the PIN and confirm with OK
- After successful login, the Admin Tab appears in the Task Pane
Warning
In admin mode, all saved content is written directly to the public library. Changes are immediately visible to all users (after their next synchronization).
Deactivating Admin View
Click PPPTools → Admin View again — the Admin Tab disappears and the view returns to Snippets.
Admin Tab — Overview
The Admin Tab is divided into two main areas:
| Area | Sub-Tabs | Content |
|---|---|---|
| Review Center | Approvals · Approved · Rejected | Approval workflow for submitted content |
| Settings | Administrator · Backup | Public path, PIN management, data backup |
Review Center
Approvals — Review Submitted Content
Users can submit Snippets, Slides, and Storylines from their private library for inclusion in the public library. These appear in the Approvals sub-tab.
Approving content:
- Open the Approvals sub-tab
- Select an entry in the list
- Review and adjust the metadata on the right if needed
- Click ✓ Approve — the content is moved to the public library and the manifest is updated
Rejecting content:
- Select the entry
- Click ✗ Reject
- An input dialog appears — enter a rejection reason (optional, multi-line). Confirm with Reject or cancel the action with Cancel.
- The submitter will see a notification banner the next time they open the Task Pane. In the Manage area, the rejection reason is displayed directly below the publish status field.
Approved — Manage Published Content
The Approved sub-tab lists all content currently in the public library.
- Preview and metadata are visible in the right panel
- ✗ Remove from Public deletes the content from the public library and updates the manifest
Rejected — Declined Submissions
The Rejected sub-tab shows all submissions that have already been declined, including the rejection date and — if provided — the rejection reason (highlighted in red in the detail panel).
Settings
Administrator
The Administrator sub-tab contains the central configuration for the admin area.
Public Network Path
The shared network path where the public library is stored.
| Action | Description |
|---|---|
| Browse | Select a folder in the file system |
| Save | Path is updated — existing content stays at the old location |
| Move | Path is updated and all public content is physically moved to the new folder |
Warning
Move transfers all files from the old to the new folder (Snippets, Slides, Storylines, pending submissions, configuration). Make sure the target path is reachable and writable.
Managing the Admin PIN
The PIN protects admin mode. It is stored as a SHA-256 hash in the public share — only people with access to the network path can know the PIN.
Changing the PIN:
- Enter the Current PIN
- Enter the New PIN (at least 4 characters)
- Confirm PIN (repeat the new PIN)
- Click Save PIN
Note
The PIN is valid for all admin sessions on this public share. During first-time setup (no PIN yet), the "Current PIN" field is not required.
Backup
The Backup sub-tab enables export and import of content and settings as a ZIP file.
→ Full documentation: Backup & Restore
Creating Content Directly in Admin Mode
Content can also be created directly via the Ribbon while in admin mode (Save Snippet/Slide). It is automatically classified as Public and the manifest is updated — all users will receive the new content at the next sync.
Managing Value Lists
Admins maintain the central selection lists for all metadata fields under:
PPPTools → Settings → Value Lists
Editing a Public Slide
Existing public slides can be opened directly in Admin View, edited in PowerPoint, and updated with a new preview image.
Synchronization
Users synchronize automatically when the Task Pane is opened (at most every 5 minutes). The manifest contains a version number — if it has changed, new/modified/deleted public content and updated value lists are applied.