Embed an external view in my Agenda

Modified on Thu, 26 Jun at 11:59 AM

This feature streamlines workflows and reduces the need to switch between applications. With the new ability to embed external links in the Board Portal agenda, accessibility is enhanced, allowing users to directly access relevant resources, documents, and tools located outside the platform.

Users can now link presentations, Excel spreadsheets, and other documents, ensuring easy access to always up-to-date information from various external sources. This integration enables consulting key data and making data-driven decisions without leaving the platform.

What’s an external view?

An external view is simply a way to see information from outside sources, like websites or documents, directly inside the Board Portal, without having to switch to another app or website.

Imagine you’re using the Board Portal, and you need to look at a presentation or an Excel sheet. Instead of opening a new tab or leaving the portal, an external view lets you see and access that content right there in the portal. It’s like having a little “window” into other resources, making it easier and faster to find what you need, all in one place. See below the software that can be embedded in Board Portal.

Here is a list of well-known software that you can embed in Board Portal:

asterapp.io
atlassian.net
bred.int
dynamics.com
figma.com
force.com
giphy.com
google.com
hubspot.com
intranet.prevoir
laposte.fr
microsoft.com
miro.com
monday.com
mongodb.com
mutualia.dns
pipedrive.com
powerbi.com
qlikcloud.com
salesforce.com
sharepoint.com
youtube.com

In this article, you will learn:

How to add an external view
In particular, how to embed:

How to add an external view

Adding an external view in the Board Portal is quick and simple. Within the agenda of an Unpublished or Published meeting, click on an item or sub-item to show the right menu. Select the option “Add an external view”.

A new pop-up will be displayed to:

Assign a name to the external link in the “Name*” field.
Paste the iframe code to be embedded in the corresponding field.

After pasting the iframe code and clicking 'Confirm,' the embedded view will appear within the agenda.

N.B. The iframe code is a small snippet of code generated by the software hosting the content you want to embed. See below the example:

In particular, how to embed:

An Excel file from OneDrive or SharePoint Online:

Upload your Excel File to OneDrive or SharePoint Online:
- Open the Excel file in Excel Online.
Go to File > Share > Embed.
Excel Online will generate an iframe code with a link to your file, which you can adjust (e.g., specifying which worksheet to show, view size, etc.).
Copy the Embed Code and paste it into the "Code to embed” space.

This will allow users to view (or edit, if permissions allow) the Excel file directly in an embedded frame on your agenda.

A Word file from OneDrive or SharePoint Online:

Upload your Word document to OneDrive or SharePoint Online.
Open the Word document in Word Online.
Go to File > Share > Embed.
Choose your desired display settings (such as size) and click Generate to get the iframe code.
Copy the embedded code and paste it into the "Code to embed” space.

A Power Point file from OneDrive or SharePoint Online

Upload your Power Point file to OneDrive or SharePoint Online.
Open the document in Power Point Online.
Go to File > Share > Embed.
Choose your desired display settings (such as size) and click Generate to get the iframe code.
A dialog box will appear with options to customize your embed:
Slide size (small, medium, large).
Starting slide (if you want to begin on a specific slide).
Autoplay (optionally set the slides to auto-advance).
After configuring these options, click Generate to create the iframe embed code.
Copy the embedded code and paste it into the "Code to embed” space.

A Google Document using Google Docs:

Upload or create your document in Google Docs.
Go to File > Share > Publish to the web.
In the pop-up window, select Embed and Publish.
Confirm you want to publish, and Google will provide an iframe embed code.
Copy the embedded code and paste it into the "Code to embed” space.

A Power BI Report or Dashboard using Power BI Online:

Go to the Power BI workspace where your report or dashboard is published.
Open the report or dashboard you want to embed.
Click on the File menu or the Share dropdown and select Embed report > Publish to web (if enabled by your organization).

Note: Only users with the correct permissions can enable publishing to the web.

Power BI will generate a URL and an iframe embed code. Copy the iframe code and paste it into the "Code to embed” space.

Office Files using Microsoft Office Viewer:

1) Host the file on your web server

Upload the file (Excel, Word, or PowerPoint) to a location on your web server.
Make sure the file has a public URL so that it’s accessible to anyone who visits the link. For example: https://yourwebsite.com/path/to/yourfile.xlsx.

2) Use the Office Viewer Link

Microsoft Office Viewer allows you to display Office files by using a specific URL format:

<iframe src="https://view.officeapps.live.com/op/view.aspx?src=https://yourwebsite.com/path/to/yourfile.xlsx" width="800" height="600" frameborder="0"></iframe>

Replace https://yourwebsite.com/path/to/yourfile.xlsx with the direct link to your file.

3) Embed the iframe Code

Copy and paste the iframe code into the designated field in the agenda.

A video file from Youtube:

Open the Youtube video you want to embed.
Below the video, click the Share button (usually represented by an arrow icon).
In the sharing options that appear, click the Embed option.
A box will appear showing the iframe code. Click the Copy button to copy the code to your clipboard and paste it into the "Code to embed” space.

Pages/Lists/Documents files from SharePoint:

Go to the SharePoint Page you want to embed (e.g., a document library, list, or site page).
Get the Embed Code:
Click the Settings Gear icon (top-right corner) and select Site Contents or Page Settings.
Look for an Embed or Export option, depending on the version of SharePoint (Classic or Modern)
Copy the iframe code generated and paste it into the "Code to embed” space.

Dashboard Pages and Widgets from Salesforce:

Go to the dashboard page or widget you want to share.
Click the Share icon.
To embed the link, click Embed and specify who can view it.
- Click Copy link and paste it into the "Code to embed” space.

Content from Hubspot

HubSpot allows you to generate iframe codes for various types of content, such as forms, blogs, landing pages, and embedded assets like videos or reports. Here’s how to extract iframe codes depending on what you need to embed:

1. Embedding HubSpot Forms

Go to the HubSpot Dashboard: Log in to your HubSpot account and navigate to Marketing > Lead Capture > Forms.
Select the Form: Click on the form you want to embed.
Get the Embed Code:
Click on the Actions dropdown and choose Embed Code.
Copy the iframe code provided and paste it into the "Code to embed” space.

2. Embedding HubSpot Dashboards

Open the Dashboard: Navigate to Reports > Dashboards in HubSpot and select the dashboard you want to embed.
Share or Export Options:
HubSpot doesn’t natively provide iframe codes for dashboards, but you can share them by enabling public links (if supported in your account) or exporting them as files.

3. Embedding HubSpot Videos

Locate the Video: If you’re using HubSpot-hosted videos, go to Marketing > Files and Templates > Files.
Get the Embed Code:
- Select the video file, and click the Embed option.
- Copy the iframe code provided and paste it into the "Code to embed” space.

Please, don’t hesitate to reach out to your Account Manager should you have any question related to this topic.