Links - Article

Why This Feature Exists

Learning platforms often need to present a number of informational and regulatory pages that are expected by users, organizations, and legal frameworks. Examples include privacy policies, terms of use, accessibility statements, and contact information.

The Links configuration centralizes the management of these pages so administrators can:

• Maintain consistent informational pages across the platform
• Ensure legal and compliance documentation is accessible
• Provide clear support and contact options to users
• Add helpful navigation links for specific audiences or workflows

Because these pages often interact with other features such as notifications, legal reporting, and feedback forms, the Links configuration serves as a bridge between platform content and operational functionality.

Feature Overview

The Links area allows administrators to configure a number of informational and navigation elements that appear primarily in the platform footer.

Configured links may include:

• About page
• Contact page
• Terms of Use
• Privacy Policy
• Optional sidebar links
• Accessibility report page

All configured links are displayed in the platform footer, making them accessible from anywhere in the system. 

Each page allows administrators to define:

• Link title
• Link destination
• Page content or external URL
• Translations for multiple languages

Because some of these links interact with other platform components, certain behaviors and availability settings are controlled elsewhere in the system.

Configuration Structure

The Links configuration is organized into separate tabs for each page type (Settings → Links).

Each tab contains configuration options for that specific page.

About Page

The About page provides a simple informational page that describes the organization, learning platform, or training environment. It allows administrators to present contextual information that helps users understand who operates the platform and the purpose of the training offered.

The About link is typically displayed in the platform footer, making it accessible from any page.

Administrators configure the About page using three main elements:

• Link title — The text displayed in the footer link
• Link destination — Either a platform page or an external URL (for example linking to an existing About page on the organization’s website)
• Page content — The content displayed on the page, edited using the built-in rich text editor

If Page is selected as the destination, the content can be written directly in the editor. The page supports simple rich text formatting such as:

• Headings
• Ordered and unordered lists
• Links
• Basic text formatting

This allows administrators to structure the page clearly using headings and links to present information about the organization or training environment in a well-organized way.

This page is commonly used to describe:

• The purpose of the learning platform
• The organization operating the platform
• Key programs, initiatives, or training objectives supported by the platform

Language Support

Like other configurable pages in Settings → Links, the About page supports multiple languages. Administrators can switch the language using the Translate language selector when editing the page and provide localized versions of the content.

If a translation is not provided for a specific language, the system automatically falls back to the platform’s default language. This ensures that the page remains accessible even if localized versions are not yet available.

External About Page

Many organizations already maintain an About page on their corporate website. In such cases, administrators may prefer to configure the link destination as an external URL instead of maintaining duplicate content inside the platform.

Using an external page can help ensure that:

• Information remains centrally maintained and up to date
• Content updates do not need to be duplicated across multiple systems
• Corporate branding and messaging remain consistent across digital channels

Contact Page

The Contact page connects users with the platform’s support or administrative team.

By default, the Contact form is available to all visitors, including users who are not logged in. This ensures that users can still reach support in situations where they may be unable to access their account, such as login issues or account-related problems.

The information requested from users can be configured through the contact form settings: Settings → Forms → Contact.

Here, administrators can choose which active profile fields should appear in the form and whether they are required. When a user is logged in, these fields are automatically pre-filled with the user’s existing profile information, making it easier to submit a request.

Because the contact form is publicly accessible, it is recommended to configure appropriate spam prevention measures through third party configurations when exposing the form to the internet.

The standard contact form includes a dropdown field that allows users to categorize their request. Typical categories may include topics such as:

• Booking or cancellation requests
• Product or training information
• Account or login issues

By default, contact requests are sent to the standard support email address configured in Settings → General. This provides a simple and reliable default configuration for handling incoming requests.

More advanced configurations — such as modifying the form structure, controlling form visibility by role, or routing different request categories to different email recipients — require configuration changes through the Eurekos Service Desk.

If preferred, administrators can also configure the Contact link to redirect to an external contact or support system, allowing organizations to integrate the platform with existing support portals, ticketing systems, or customer service workflows.

Terms Of Use

The Terms of Use page allows administrators to display the platform’s terms and conditions to users. This page typically outlines the rules, responsibilities, and conditions governing the use of the learning platform.

The Terms of Use link is normally displayed in the footer of the platform, making it accessible to users at any time. Depending on platform configuration, users may also be required to accept the terms when their account is created.

Like the About page, administrators configure the Terms of Use page using three main elements:

• Link title — The text displayed in the footer link
• Link destination — Either a platform page or an external URL (for example linking to an existing legal page on the organization’s website)
• Page content — The text displayed on the page, edited using the built-in rich text editor

If Page is selected as the destination, the content can be written directly in the editor.

The page supports simple rich text formatting such as:

• Headings
• Ordered and unordered lists
• Links
• Basic text formatting

This allows administrators to structure the legal text clearly, improving readability for users who need to review the terms.

Organizations commonly use this page to communicate:

• Acceptable platform usage
• User responsibilities
• Intellectual property policies
• Training participation guidelines
• Limitations of liability or service conditions

In regulated environments or enterprise deployments, this page may form part of the organization’s legal documentation framework governing digital services and learning systems.

Language Support

Like other configurable pages in Settings → Links, the Terms of Use page supports multiple languages. Administrators can switch the language using the Translate language selector when editing the page and provide localized versions of the text.

If a translation is not provided for a specific language, the system will automatically fall back to the platform’s default language. This ensures that the page remains accessible even if localized versions are not yet available.

External Terms Of Use

Some organizations already maintain legally approved terms on their corporate website or legal portal. In these cases, administrators may prefer to configure the link destination as an external URL instead of maintaining duplicate text within the platform.

This approach can help ensure that:

• Legal documents remain centrally maintained
• Updates are applied consistently across systems
• Compliance teams maintain single-source governance of official legal texts

Privacy Policy

The Privacy Policy configuration allows administrators to manage the privacy policy presented to users of the platform. Unlike the informational pages such as About or Terms of Use, the privacy policy includes version management and user acceptance tracking, making it an important part of the platform’s governance and compliance framework.

The privacy policy is typically accessible from the platform footer, allowing users to review the document at any time.

Creating And Managing Privacy Policy Versions

Administrators can create and maintain multiple versions of the privacy policy. Each version is tracked and stored in the system to maintain a historical record of the policy over time.

Each version has one of the following statuses:

When creating a new version, administrators define:

• Link title — The name of the policy shown in the footer link
• Key updates — A short summary of the changes introduced in the new version
• Link destination — Either a platform page or a custom external URL
• Page content — The full privacy policy text (when the page option is used)

The policy content can be written directly in the editor, which supports basic formatting such as headings, lists, links, and simple text styling.

Language Support

The privacy policy supports multiple languages. Administrators can switch languages using the Translate selector when editing the policy.

The Languages column in the version list displays which translations are available for each version. Clicking a language indicator in the list provides a shortcut to open and edit the policy in that language.

If a translation is not available for a user’s preferred language, the system automatically falls back to the platform’s default language.

Key Updates And User Transparency

The Key updates field plays an important role in communicating changes to users.

Privacy policies are often long and written in formal legal language. In practice, most users cannot reasonably be expected to read and compare the entire document every time it changes.

For this reason, it is considered good practice to summarize policy changes in plain language within the Key updates section. This helps users understand what has changed without needing to review the full legal text.

Many data protection frameworks and transparency principles also encourage this approach. Providing clear summaries helps organizations demonstrate that policy updates are communicated in a transparent and understandable way.

Typical examples of key updates might include:

• Introduction of a new data processing partner
• Changes to cookie usage or analytics tools
• Updates to data retention policies
• Clarifications to how user data is processed within the training platform

Major And Minor Policy Updates

The privacy policy management system supports two types of updates: major versions and minor versions.

Major Versions

Publishing a new major version of the privacy policy:

• Assigns a new version number (for example 1.0 → 2.0)
• Sends notification emails to platform users
• Prompts users to review and accept the updated policy when they next log in

This mechanism ensures that significant policy changes are formally communicated and acknowledged by users.

Minor Versions

Administrators can also create minor versions of the privacy policy using the More (⋯) → Create new minor version option.

Minor versions:

• Increment the version number (for example 4.0 → 4.1)
• Do not trigger email notifications
• Do not require users who already accepted the previous major version to accept again

Minor updates are typically used for non-material adjustments, such as:

• Fixing formatting or wording errors
• Clarifying existing statements
• Updating links or references
• Making editorial improvements that do not change how data is processed

This allows administrators to keep the document accurate and up to date without unnecessarily interrupting users with repeated policy confirmations.

Privacy Policy Archive

All previous versions of the privacy policy are stored in the Version archive.

From this page, administrators can:

• Download specific versions of the policy
• Filter versions by language or version number
• Export multiple versions together as documentation records

This archive supports audit and compliance processes by maintaining a complete record of policy changes over time.

When exporting documents, administrators can also select a font compatible with the symbols used in the policy text to ensure that generated documents display correctly.

Best Practice Recommendations

Sidebar Links

The Sidebar configuration allows administrators to add custom links to the platform sidebar, giving users direct access to selected external resources or supporting tools.

Unlike the footer links, which are primarily used for informational, legal, or policy-related content, sidebar links are typically used for practical navigation shortcuts that support a user’s daily work in the platform.

Examples may include links to:

• External documentation or knowledge bases
• Support portals or ticketing systems
• Product documentation
• Internal tools or partner resources

Because these links appear in the main navigation area, they should be used selectively and only for destinations that provide clear value to the intended audience.

How Sidebar Links Work

Administrators can create custom sidebar links under: Settings → Links → Sidebar.

Each link can be configured with:

• URL — The external destination the user should be sent to
• Title — The name shown in the sidebar
• Role visibility — Which user roles should see the link
• Icon — The icon displayed next to the link in the sidebar
• Translations — Localized versions of the link title for active languages

This allows organizations to tailor navigation to different user groups while keeping the interface relevant and focused.

Role-Based Visibility

One of the most useful aspects of sidebar links is that they can be targeted to specific roles. Administrators can choose which roles should see a given link. If no roles are selected, the link is visible to all users. 

This makes sidebar links useful in scenarios such as:

• Showing partner documentation only to partner roles
• Providing instructors with a link to teaching resources
• Giving internal administrators access to support or reporting tools
• Exposing customer-facing help resources only to learners

Because the platform can serve very different audiences, this role-based control helps administrators avoid cluttering the navigation with links that are not relevant to everyone.

Link Titles And Translations

Sidebar link titles can be translated directly in the configuration, allowing administrators to provide localized labels for different active languages. This is especially valuable in multilingual environments where a generic English label may not be appropriate for all users.

If a translated title is not provided in a given language, the system will typically fall back to the default language, ensuring that the link still remains visible. As with other translated content in the platform, it is good practice to review translations for clarity and consistency with the rest of the platform terminology.

Icons And Visual Recognition

Each sidebar link can also be assigned an icon. Icons help users recognize the purpose of the link more quickly, especially when the sidebar contains a mix of standard platform navigation items and custom entries.

When choosing icons, administrators should aim for:

• Clear visual meaning
• Consistency with the rest of the sidebar
• Simplicity rather than decorative variation

Using a meaningful icon improves discoverability and makes the custom link feel more naturally integrated into the interface.

Link Limits And Availability

The number of custom sidebar links available is controlled through a platform configuration setting. The default limit is two additional links. If the configured limit is reached, the Create link button no longer appears in the interface. 

Existing links can be:

• Edited
• Activated or deactivated
• Deleted 

This makes it possible to maintain a flexible set of supporting links over time without permanently removing configurations that may only be needed temporarily.

Accessibility Report

The Accessibility Report configuration allows administrators to publish an accessibility statement or accessibility report that explains how the platform supports users with accessibility needs. This page is typically used to describe the platform’s accessibility approach, compliance status, and known limitations in relation to recognized accessibility standards.

The accessibility report can be made available through the platform as a publicly accessible informational page, helping organizations demonstrate transparency regarding accessibility practices.

In many jurisdictions, providing an accessibility statement is required for public sector services, educational platforms, and digital services provided to citizens or customers.

Accessibility Statement Purpose

Accessibility statements are intended to explain how a digital service supports users with disabilities and how accessibility issues can be reported. A typical accessibility report may include information such as:

• The accessibility standard followed (for example WCAG 2.1)
• The current compliance level (e.g., partially compliant)
• Known accessibility limitations
• Assistive technologies supported by the platform
• Instructions on how users can report accessibility issues

Providing this information helps users understand how the platform supports accessibility and where improvements may still be ongoing.

Configuration Options

Administrators configure the accessibility report through: Settings → Links → Accessibility report.

The configuration includes the following elements:

If Page is selected as the destination, administrators can write the accessibility report directly in the rich text editor.

The editor supports basic formatting such as:

• Headings
• Ordered and unordered lists
• Links
• Basic text formatting

This allows administrators to structure the accessibility statement clearly and present it in a readable format.

External Accessibility Statements

Some organizations already maintain accessibility statements on their corporate websites or public compliance pages. In such cases, administrators may prefer to configure the accessibility report as a Custom URL linking to the existing document rather than maintaining duplicate content inside the platform.

This approach is common when accessibility governance is managed centrally by:

• Legal departments
• Compliance teams
• Public sector IT governance bodies

Linking externally helps ensure the accessibility statement remains consistent across all digital services operated by the organization.

Language Support

Like the other informational pages configured in Settings → Links, the accessibility report supports multiple languages. Administrators can switch languages using the Translate selector when editing the page and provide localized versions of the statement.

If a translation is not available for a user’s preferred language, the system automatically falls back to the platform’s default language. Providing localized accessibility statements can improve usability for international audiences and may be required in jurisdictions where services are offered in multiple official languages.

Reporting Accessibility Issues

Accessibility statements typically include instructions for users who encounter accessibility barriers while using the platform. Organizations often include contact information or a reporting process so users can:

• Report accessibility issues
• Request alternative formats of content
• Provide feedback on accessibility improvements

In many implementations, the accessibility statement references the Contact page or support channel configured elsewhere in the platform. This helps ensure accessibility feedback is directed to the appropriate support or technical team.

Practical Example: Configuring Links In Different Organizational Contexts

Organizations use the Links configuration differently depending on how their communication, legal documentation, and support processes are structured.

For example, many companies already maintain an About Us page on their corporate website. In these cases, administrators often configure the About link to point directly to the external page, rather than maintaining a duplicate description inside the learning platform. This approach reduces maintenance overhead and avoids a common problem where internal descriptions become outdated compared to the organization’s primary website.

The same consideration often applies to the Contact page. Some organizations operate centralized support systems with established intake workflows, ticketing tools, or customer service portals. In these cases, the Contact link may redirect users to an external support page where inquiries are processed through the organization’s existing systems. Other organizations prefer to keep contact requests within the platform using the built-in contact form, particularly when a smaller internal team manages the learning environment directly.

These decisions often depend on organizational structure. Companies with centralized global support teams, ISO-certified processes, or formal quality control frameworks may prefer to connect the platform to their established systems. Smaller organizations or specialized training teams may instead keep the communication flow within the platform to maintain simplicity and direct oversight.

The Terms of Use and Privacy Policy links involve similar considerations, but in many cases these documents are managed directly within the platform. Learning environments often operate under different usage conditions than corporate websites, particularly when the platform includes certification programs, partner training, or extended enterprise learning. As a result, the policies governing platform usage may differ from the organization’s public website policies.

Legal requirements and organizational policies will ultimately determine the best approach. Administrators should ensure that whichever configuration is chosen provides users with clear access to accurate and up-to-date information while remaining aligned with the organization’s broader governance and compliance practices.