Advanced Admin Console Settings

Video created by brianna.walsh Employee on Aug 3, 2020

    Advanced Admin Console Settings

     

    Thanks for joining this session on advanced admin console settings. This session will cover the items in the admin console that are rarely changed or used, but are good to know about just in case. We will use the admin console sections as our guide for the flow of this session but we will not cover items covered in other sessions. If you are new to Jive and have not reviewed the other sessions, please do so before this one.

     

    For this session, it is best to have Full Access at the system admin level to be able to access all the features that will be covered.

     

    Now we are ready to dive into the advanced admin console again. As a reminder, if you are in the basic admin console, click into Advanced Settings on the bottom left.

     

    System > Management

    Audit Log Viewer: this page allows you to see a log of all activities that take place in the community. You can filter by date and user to help narrow down the display. This is most commonly used for finding out who made changes to admin settings. However, the descriptions can be hard to read and there is no way to download the results.

     

    eDiscovery Search: this page enables you to find and download content that was participated in by a specific user. You must enter the user’s name and a date range. You can also specify keywords. The results can be downloaded into a .tar file and each file is generated as an xml file. Note: some communities may not have this enabled - work with Jive Support if you do not have it but want to use it.

     

    System > Settings

    Bridges: Deprecated. Do not use.

     

    Browse: You can force a re-index of the community in the rare case where content or places are not being displayed on pages or in lists

     

    Content Translation Service: the default for this is disabled. This is a service that allows you to connect the community to an external content translation service such as Google translate so that users can use machine translation services to translate content in other languages. Note that while there is no charge for this on the Jive side you will need a contract with the translation provider. We will not go into more details in this session.

     

    Custom Metadata: this function is not useful to closed communities so it will not be covered.

     

    Discussions:

    • The most important setting here is the default setting of allowing questions to be marked correct.
    • The Enable read tracking setting on the top works in the content tab of any place to allow users to see what they have read and not read - on that page only. It is rarely enabled.
    • The thread mode default setting is “threaded” which is recommended as it makes it easier to follow a conversation by indenting replies to replies


    Extended APIs: Before we get into the details, let’s review the Jive for Office and Jive for Outlook connectors. These are desktop modules available to users by default from the Tools menu in their avatar dropdown when they are enabled here. They are only available to PC users as Microsoft does not release it’s binaries for Macs.
    We outlined what these tools are used for in the Advanced Community Management session. When they are enabled, you can use the rest of the pages in this section for monitoring and to make minor changes to the configuration.

    • Desktop Applications: this page is a little redundant as here you can control whether users can download the apps. You can select the authentication mode and update mode for each one (although Office and Outlook are combined). The Apps checkbox is no longer relevant as the Apps menu is no longer used. If you need to control access to these connectors, you can do this in the Security section. We recommend that you leave these as are unless you know what you are doing.
    • Auto-update logs: this page lists the system update activities for this instance for these connectors.
    • Usage log: You can get some usage data from this page and download a csv file if you wish.
    • API settings: used in conjunction with the Outlook connector to control how Jive identifies users. We recommend leaving this set to Email.
    • Theming: this page allows you to control the logo and theme icon and color that appear on Outlook and the Office applications when the Jive for Office and Jive for Outlook connectors are used. These are the only elements that can be configured.


    External CDN settings: work with Jive Support to change these settings.

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    Feeds: rarely changed, but allows you to specify how you would like RSS feeds FROM Jive to be handled if you are planning on surfacing content from Jive in another platform via an RSS feed.
    Images: These settings are rarely changed. But, if for some reason, you do not want any images in the community, they can be disabled here. To conserve storage space, you can change the default limit for how many images can be embedded into a piece of content and the maximum size of the image before it is converted to a thumbnail. Or you can limit the image content types that can be uploaded. We don’t recommend changing these.
    Jive Anywhere: On the Options page, you can whitelist or restrict the websites that users can bring content into Jive via JA. The Cartridges tab is related to custom cartridges which is not covered in this session.
    Jive for Office: No changes are normally needed to this section for J4O to function properly. work with Jive Support for any changes to this section.
    Jive for Outlook: No changes are normally needed to this section for J4O to function properly. Work with Jive Support for any changes to this section.
    Jive for Sharepoint: this section is used only for setting up a new integration with Sharepoint on-prem. We don’t recommend doing this yourself. Your CSM will work with you to configure this, if needed.
    New Features: The list of features on this page are ones that were added to Jive within the last 2 years. The default is that they are all enabled for new customers except for Keywords in URLs which is not useful to internal communities. You may experiment with the legacy versions of these by disabling these items, but keep in mind that normally the ability the toggle them off and on ends after a certain time period after they were released - and the new features become part of the core product. At that point, you will need to warn your users that their user experience will change. We recommend leaving these features enabled.
    OCS/Lync Integration: This connection is done via an add-on now. This page is a legacy page. You may not have the link in your list.
    OpenSearch Engine: The concept is that you can add a URL for another platform which uses OpenSearch and users can search for results on the advanced search page. This feature is difficult to use, though, and unless you have knowledge of using OpenSearch, we don’t recommend using it.
    Pages: On this page you can disable the ability to create custom tile pages in places. You can also control how many pages can be created per place with a maximum of 5.
    Rating and Liking: Deprecated. No longer used. Liking is available for all content types, so this page is misleading.
    Real-Time: Deprecated. No longer used.
    Recommendations: Deprecated. No longer used.
    Redirection Rules: On this page you can apply redirection rules from one URL to another. This can be external to Jive or can be used to send a redirection from a deleted place or piece of content to a new one so the user doesn’t get a 404 error.
    Sitemap XML Settings: Deprecated. Do not use.
    Social Media Settings: Deprecated. Do not use.
    Space: This is one of 2 places where the root, or default, space name of the community can be changed.
    Spell Check: this page is rarely used, but you can add custom words into the Jive dictionary that you don’t want to be marked incorrect.
    Support Center: The support center is a page where you can surface links and content from multiple Jive places to create a “one-stop-shop” for employee self help. Once enabled, this page can be configured by adding /support to your main community URL and then configuring it. Your CSM can help with individual support if you want to use this page. We will not cover it in these sessions as it is rarely used.
    Widgets: Deprecated. Do not use
    System > Moderation:This main page is a list of links to other pages in the admin console which will be covered as we move through the rest of the console.
    The spam link prevention functions here are deprecated so we will not cover them.
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    Spaces > ManagementDiscussion Management: The functionality on this page is the same as for document management. However, discussions that have been deleted on the front end will not appear in this list.
    Categories Management: categories in spaces can be created and managed from the admin console. We recommend doing this activity from the front-end instead of from the admin console
    Merge Spaces: spaces can be merged together - with the content from the merger being placed into the mergee space. Only content will move into the mergee - no landing pages or categories from the merging space will be carried in. Proceed carefully with this step as it cannot be undone. It may be safer to use the bulk content move function on the front-end so that you can control the categorisation at the same time as you are moving the content.
    Ideas Management: The functionality on this page is the same as for document management. However, ideas that have been deleted on the front end will not appear in this list.
    Spaces > SettingsDiscussion Settings: This page name is somewhat misleading. What you can do on this page is to enable email alerts to a set of email addresses when questions remain unanswered in a space for a certain time period. The email addresses do not have to be for the admins of the space, although the user needs to have access to the questions to be able to see them. Note: the emails are sent every 4 hours with a list of unanswered questions. This can get pretty annoying so use this function carefully!
    Document Settings: Deprecated. Do not use.
    Community Everywhere: Deprecated. Do not use.
    Thread Archiving: Allows for automatic archiving of discussions ONLY. Discussions that have been archived are marked as such and new comments are not allowed. This function is rarely used.
    Extended Properties: This list is basically a set of system properties that are applied to spaces based on the configurations you’ve done. We will not cover this in our session as it is rarely used.
    Filters and Macros: We covered the profanity filter in the Advanced Community Management session. The rest of the items on this page are rarely updated. Work with Jive Support if you would like to change one.

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    Blogs > ManagementPersonal Blogs: a list of all the personal blogs (blogs that have been created by users in their personal containers).

    • You can change the name of a user’s personal blog by clicking the pencil icon in the Edit column.
    • You can delete personal blogs, if necessary, from this page. Note that in this case, the term blog means the blog container - so all the blog posts that a user has created as part of their personal blog will also be deleted.


    System Blogs: system blogs are similar to personal blogs - they live at the root level of the community. The difference is that you can allow several users to be able to publish within one system blog. This can sometimes be useful when you have a set of people who want to blog together but don’t need a place to publish other content. System blogs can be difficult to find when browsing, so it is a better idea to create the place anyway for the users to publish their blogs. To create one:

    1. Click the “here” link in the description sentence
    2. Add the name of the blog (this will appear at the top of the blog itself)
    3. Add the URL for the blog
    4. Add the users who should be able to publish as part of this system blog
    5. Click Create new blog

    You can edit the blog parameters by clicking the pencil icon. For example, add or remove users from the ability to post in the blog.
    On the front end, the users who are included in the blog can choose to publish in this blog from the Places picker.
    Migrate: this is a little used and not recommended function that allows you to take an entire set of blogs from one place and move them to another one - or even into a system blog or to someone’s personal blog. Note that when you do this, the original name of the blog container itself (usually the same as the name of the place it came from) will also migrate and cannot be changed. This can create a confusing user experience. A better idea is to use the bulk content management function to move the blogs from one place to another.
    Blogs > SettingsBlog Settings: This is the main page for managing blogs community-wide.

    • Blogs can be completely disabled for the entire community
    • Comments on blogs can be completely disabled or enabled for the entire community
    • The rest of the options on this page are not for closed communities so will not be covered


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    People > ManagementUser Relationships: this page is rarely used but you can configure following relationships on this page. In the area at the top, the first user you put in will follow the second person you put in (but not vice versa). Once you’ve created this relationship here, it will be listed below. If, for some reason, you want to delete a following relationship, it can be done from the list below by clicking the Retire button. However, there is nothing stopping someone from following the other person again.
    Org chart: you can use the LDAP synch to bring in the corporate org chart if you have a Manager field. If this is not an option, you can manually configure the org chart by adding manager and employee relationships in the top part of the page. You can retire the relationship, but you cannot update the relationship if the reporting relationship changes - you must retire and create a new one.
    People > SettingsBan Settings: similar to the interceptor functionality. Not used for internal communities.
    Directory Server Settings: this page is used to configure an LDAP synch for user profile data. We will not cover that configuration in this session.
    Forgot Username: when this is enabled, there is a Forgot Username link on the Jive login page. This setting should only be enabled when native Jive authorization is used. When usernames and passwords are federated with another system, disable this setting so that it can be controlled via the other system. (Note that most users will not see the Jive login page when SSO is enabled.)
    Guest Settings: Do not use. This opens up access to the community so that it is accessible by everyone, including search engines. This is not a secure option for closed communities.
    Login Settings: this page is only configured when native Jive authentication is used (so if you are using SSO, no need to change anything on this page).

    • You can change the number of failed logins that are allowed - and the timeout required before trying again
    • You can enable and configure the captcha


    Password Reset: when this is enabled, there is a Forgot Password link on the Jive login page. This setting should only be enabled when native Jive authorization is used. When usernames and passwords are federated with another system, disable this setting so that it can be controlled via the other system. (Note that most users will not see the Jive login page when SSO is enabled.)
    Profile Image Moderation: Profile images, when uploaded, appear at the bottom left of the user profile. Users can add profile images via the Edit Profile option in the avatar dropdown. They are not used much, but if you want to moderate images (other than the avatar image), you can turn moderation on here. (Note: profile images can be completely disabled in Global Profile Settings which is covered in the Community-wide User Experience session).
    Single Sign On: this is where the profile field mappings between your system and Jive’s profile fields are configured and where the IDP metadata is added to enable SSO. We will not cover the configuration process for SSO in this session, but the Login Entry Page tab is where you can change the wording that appears on the Jive login page. When you have external contributors and users who are accessing Jive outside of the corporate network, they will see the Jive login page so changing the wording may be helpful to them.
    Status Level Settings: Otherwise known as basic gamification. Even though this page looks like it is in use, if you have installed the Rewards module (this is the default setting), none of these settings are relevant to users earning points.
    If you do not want to use the Rewards module, or it is already disabled, then this is where you control the activities that users earn points for and the levels they progress through.
    If you do not want to use any kind of gamification in Jive, a support case must be opened to disable this page, in addition to the Rewards module being uninstalled (covered in the Add-Ons section).
    The section at the top is a list of all the events that users can earn points for, along with the default points earned. You can change the number of points earned for each event and disable ones that you don’t want to use. In the lower section, you can configure the levels themselves. You can edit the existing ones or add new ones.
    To edit an existing status level, click on the pencil icon for the one you want to change. The add/edit status level area below the list will prefill with the existing settings. You can change the name, the point range (use unbounded for the highest level) and the icons here. An icon picker pop-up will display when you click the Pick Images button - you can choose from these images. If you want to use custom images, first use the “add new or replace existing status level icon” area to upload the images. Then they will appear in the picker list.
    You can also add additional status levels using the same function. Note: the Group dropdown has been replaced by the role badge function in the user permission groups.
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    Events > Event SettingsGeneral: On this page are a series of “system properties” that can be set for the Events content type. Most of them are self-explanatory. The one that is changed the most often is Jive.event.location.required. It is often changed to false so that users don’t need to enter anything into the location field. To change a system property:

    1. Click the pencil icon in the row of the property you want to change
    2. Change the property value.
      1. In many cases, the options are binary - meaning that they can either be false or true
      2. In other cases, you can add a hex code or number. Where there are several options, they are listed next to the property name
    3. Click Save Property


    Event Types: on this page you can change the names of the types of events users can pick from and the color that is associated with each one. Click the pencil icon to edit an existing one.
    You can also add additional event types by adding the name and hex color in the Add event type field. Note: you will need to add a translation for any languages you support by selecting the language from the Translations dropdown and then adding the wording to the right.
    These are community-wide settings for event types so we recommend using general event names that work for most users.
    Ideas: these are settings that can be applied community-wide for the ideas content type.General: On this page, you can configure the number of points earned for a vote up and a vote down. The default is 5 each. Also on this page, you can tick the box that will allow users to post an idea anonymously. Note: this is the only content type which has the possibility of allowing for anonymous content creation.
    Manage stages: on this page are listed the default stages that ideas can be set to by an admin. These can be changed to have different names and colors associated with them, disabled, deleted, and be made the default.

    • To edit, click the pencil icon and adjust the fields as you wish
    • To enable or disable, click the icon in the column
    • To delete, click the red-x icon
    • To make a particular one the default, select the radio button in its row.
    • To allow voting on the stage, tick the checkbox in the row.


    Add stage: Click into the left navigation item to add a new stage. On this page you can give the stage a name, a background color and a text color.
    Custom Fields: Ideas are unique in that you can add form fields to the content type to help capture more information about the author of the idea. To add a new field:

    1. Click the Custom Field link in the left navigation.
    2. Add the field name
    3. Select the type of field from text, text area, dropdown, radio button or checkbox.
    4. Tick the box if you want it to be required.
    5. Click Save Field
    6. Repeat until you have all the fields you’d like to have appear on the idea content type.

    Note that these fields will be on all ideas community-wide. It is not possible to change them per place.
    Terms of Use: Ideas can have their own terms statements that users must accept before they can create an idea. This is sometimes used to protect an organisation’s IP. Just use it, click the enable button and then add the text into the field. Click Save.
    Properties: this section has some more advanced options.

    • Export Template file path: in each place, as an admin, you can download all the ideas into a csv file. This URL is the path that the template for this file uses. We don’t recommend changing this.
    • Ideas enabled by default for new spaces: when ticked, the ideas content type will be enabled whenever a new space is created. We also don’t recommend enabling this.
    • Hide voting history: when someone votes on an idea, their avatar is displayed in the vote section. To hide this, tick this box.