Community-wide User Experience Configuration
Thanks for joining this session on community-wide user experience configuration. In this session, we will concentrate on configurations that will make the community engaging and useful to your users, including adding a logo and your corporate branding colours, customising the global navigation, adding custom avatars, profile fields and hover cards, configuring push news streams, and adding images to the home page and place landing pages. We will also learn how to use the Rewards console to implement gamification in your community. If you are new to Jive and have not reviewed the other sessions, please review the Jive Basics and Managing Places sessions 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.
Let’s start with some configurations in the admin console.
Allowed content types
As we’ve seen in the basics sessions, Jive has many different content types that are used for different purposes. You may decide that you don’t need all the content types. If you want them to be removed completely from the community, you can configure this in the basic admin console.
- Click the dropdown next to your avatar
- Select Admin Console
- Click on Content in the top navigation
- Untick any content types that you do not want ANYONE to be able to create either in personal content or in places - there is no override when you untick here. Note: It is possible to disable the creation of personal content but allow these content types to be used in places - if this is what you would prefer to do, you will need to open a Jive support case.
- You can also disable the project container here, too.
This will not delete content that has already been created using these content types. They will stay in the database but will not be accessible to anyone via the community.
Profile fieldsIn other sessions we’ve looked at the user profiles on the front end and how users can edit the information in their profile fields. As an admin, you decide how best to use the default fields that Jive comes with and whether or not to add custom fields.
Jive can be a great corporate directory especially when you import standard employee information from a system such as Active Directory. We recommend bringing in data such as title or role, department, location, mobile phone, etc - that is, things that it is useful for employees to know about other employees. It might be tempting to bring in as much data as you can, but the user profile can get very long that way. Note: we will not cover how to configure a synch with Active Directory or SSO in this session.
If you are able to synch employee data, we recommend first creating a list of the information you would like to have in Jive and then map it to the data that you have in Active Directory. Any set of data that is not in Active Directory can be entered manually by users into the Jive profile fields. Consider employee information that you want to be able to use for targeting news streams and that you would like to be able to filter on in the People tab.
We also recommend allowing users to add some information directly into Jive which will help others get to know them - like a short biography of their experiences, outside interests, languages spoken, etc. But not too much - no one likes to spend a lot of time filling out a profile field form!
If you do not have data that you can bring in from another system, never fear. Jive has many different types of profile fields that you can use to help employees add this information themselves.
To get started, let’s go to People in the top nav of the basic admin console. From the left nav, select Global Profile Settings. On this page you will see the default profile fields.
- The two in the top section appear below the user’s name on the front-end. You can change the fields that appear in the top section by dragging these two out (using the dots on the left side of each row) and dragging two others in
- The Other Profile Fields are the ones that show under the banner on the left side of the user profile. The order of these can be changed by dragging and dropping them as well.
- Scrolling down, the two fields under Availability and Location cannot be moved. They appear in the profile header.
- Availability is meant to allow users to select whether they are working in the office, remotely, or out of the office straight from their profile. But in reality, since it has to be done manually, it doesn’t tend to be very accurate. We recommend hiding this field (we will cover how to do this a little later).
- Location also has the possibility of being changed right where it is displayed on the user profile by the user.
As an admin, you have the ability to manage quite a few elements of these default fields - besides the order.
- When you click into any field name (like Title), you can change the display name and description in any of the languages shown.
- If you do not want one of the translations to be used, you can delete them. You can add other translations as well by click the Add Translation button.
- In the Visibility section of the page, you can decide if you want to allow users to change the visibility of this profile field - and what the default visibility is.
- For corporate directory information we recommend that you untick the Users may edit box and leave the default set to Everyone.
- There may be other fields where it doesn’t matter as much that everyone can see the information - and then you can allow users to decide who can see the information
- Important: If you are going to use a field for a news stream, it needs to be set to Everyone so that the system can find the information and the right people will have the news stream.
- Under Attributes, you can make the field required and editable. If you use a synch from another system, these should both be unticked since users will not be updating them.
- There are several important uses for the Filterable setting.
- Filterable means that you can filter on the main people page by this field - to find all users who match each other.
- It also means that it can be used in a news stream - so if you are using this field in a news stream, be sure to tick Filterable. Fields where each entry will be unique - like a phone number - cannot be filtered
- Finally, the department and title profile fields can be used to filter results in Community Analytics. If you want to be able to do this, these two fields must be left with Filterable ticked.
- Searchable means that any part of the information in this field can be searched on. When there is a match in any user’s profile, their name will be displayed in the search results (both in the spotlight and advanced search). We recommend leaving this ticked for all fields.
- There are several important uses for the Filterable setting.
- Be sure to Save if you make any changes on this page!
- Back on the main profile list page, you can control those same visibility and attribute properties right from here without going into the field page.
- Under Manage Properties, simply click the icon that you want to change to its opposite. If you hover, a tooltip will appear to remind you which element the icon stands for
- Under Default Visibility, you can change the setting using the dropdown
- It is not possible to remove a default field. So what you can do is “hide” it by unticking all the properties and making the default visibility set to “private to user”. If the field is uneditable, it will not appear in the Edit Profile page for users and if there is no data in the field, it will not appear on the profile page.
- It is also not possible to change the type of field - for example from a text field to a single select. Instead, you will need to hide the default field and create a custom field.
You can create custom fields by clicking the Create new field button at the top.
- Select the type of field from the radio buttons and click Continue
- Create the field name and then add at least one display name translation. The description is not required, but can be useful to users if the field will be filled out manually
- Update the Visibility and Attributes as required.
- Click Finish
- You will see your new field at the bottom of the Global Profile Settings Page. Custom fields are identifiable by a trash can icon on the right.
- If you made your field a single or multi-select, you can now add the options by clicking the Options link and adding the selections.
- You can make one of them the default and reorder them if you need to.
- Once you’ve created all your custom fields, you can drag and drop them where you want them in the list - this is the order they will appear on the user profile
- To delete a custom profile field, simply click the trash can icon and then click OK in the popup. All data associated with this profile field will be deleted from the database.
Down at the very bottom of this page you can edit the visibility settings for some of the system-generated mandatory fields.
- We recommend that you leave Name set so that users cannot hide it.
And in Other Options we recommend leaving the defaults selected. But,
- If you do not want to use the Skills and Endorsements feature on the profile, you can disable it here
- Under email notifications: if you want to use Jive news streams to send emails to all users, you will need to change the dropdown to Enable email notifications for all users. If you leave it set to “let users decide” they can turn off all email notifications in their Preferences menu which the news streams email option does not override.
Once you have made changes to this page, you may see a warning note telling you that you will need to rebuild the index. We recommend doing this during non-busy times in your community.
Hover card In our earlier sessions, we took a look at the hover card - this is the little popup that appears when you hover over a user’s name anywhere in the community. As an admin, you can configure the card to show up to 5 profile fields from the list on the global profile settings page. You will need to go into the advanced admin console to do this - reminder: click Advanced Settings at the bottom left of the admin console.
- Click on People in the top navigation and then Settings on the left
- Click on Hover Card Settings in the left nav
- On this page there are two parts: 1. The profile fields that are part of the default hover card and 2. The list of other profile fields you can pick from
- To add other fields to the top list, drag and drop one or more of the fields there to the bottom list. And then drag and drop the field(s) from the bottom list to the top list.
- You can also reorder the fields as you wish by dragging and dropping them
As with the user profile, if there is no data in the profile field for the user, it will not show up on the hover card.
Clicking into any of the profile field names will display the profile field settings page that we looked at earlier.
AvatarsWhen a user first joins the community, they are assigned an avatar from a list of defaults. As an admin, you can delete the defaults and add your custom ones that match the branding for your organization.
We also need to be in the advanced admin console to manage the avatars. Click on Avatar Settings in the left navigation.
On the top part of the page, there are some basic avatar settings:
- If you don’t want to allow users or admins to add avatars to user profiles, you can untick the Enable avatars for all registered users box in the Permissions row. What this does it remove the Avatar tab from the Edit Profile. Users will still be assigned one of the defaults when they first log in. We don’t recommend disabling this.
- In the Auto-resize row, you can choose to allow auto-resizing. If you select No, users will not be able to upload an image that is larger than 400 X 400 (the maximum height and width in the boxes below). We recommend leaving this enabled.
- In the maximum width and height rows, you can set limits to how large the images can be, although when you have auto-resize enabled, it doesn’t matter too much what these settings are. There is a default limit of 4MB which is more than enough for an avatar photo.
- In User Uploaded Avatars, you can change the setting so that users cannot upload their own avatars. The default is to allow users to upload their own - avatars are a great way to get an idea of who someone is so we recommend leaving this enabled.
- You can then choose how many avatars someone can upload
- And finally, you can moderate the avatars before they are posted. Instead of enabling this, we recommend periodically looking at the avatars after they have been posted (from the main people page on the front-end) as requiring a review of the avatar before publishing could cause a bottleneck which may discourage engagement on the platform
- Including a sentence about acceptable images in your terms & conditions or user guidelines is a good way to make sure that users understand what kind of image they should upload.
The bottom part of the page under the title Avatar Gallery shows all the default avatars.
- You can delete any of these images, including the default ghost, by selecting the image and then clicking the Delete Avatar button
- You can make any of these images the default image by selecting the image and then clicking the Set as Default button
- If you want the ghost icon to be the default again, click the Reset to Default button
- You can add custom avatars that match your corporate branding and community tone:
- Under Create new Avatar, click Choose to select the avatar image (one at a time)
- And then click Upload to upload it. It will appear in the display above.
- Images should be 400px X 400px to look the best in all places in the community.
We recommend encouraging users to upload a head shot for their avatar - this is best for a corporate directory. To help with this, you can remove all but the ghost image so that everyone who hasn’t uploaded one will have the ghost. You can even do something like create one custom avatar that says something like “change me” so that it is very obvious who hasn’t changed theirs.
Theming your communityNow we’ll have some fun with colors and images - in other words, with adding your logo and corporate branding to your community. We call this “theming” your community. No HTML skills are needed to create a very nice theme. On the other hand, if you wish to do advanced work, you may add HTML and CSS to the global banner.
Another important bit of information before we start is that the Jive platform is responsive. What this means is that it is built to detect the size of the browser and adjust the display elements so that they look good no matter what device the user is accessing the community from. A little trick to see how your pages will look on a mobile phone is to drag the bottom right corner of your browser to the left so that it is about the proportion of a mobile device. You’ll notice that the tiles, navigation, page layouts and other elements change once you get to a certain width - and this is how your community will look on a mobile device. If you expect your users to be accessing the community from the mobile browser, be sure to check this as you work on your theme - as well as your place landing pages.
If you aren’t there already, go to the front end of the community. From the dropdown next to your avatar, select Themes. This will launch the theme tool. You will see a different set of navigation items and a series of blue dots next to the elements that can be changed using the theme tool.
In general, anything with a blue dot can be changed. Click the blue dot to see the menu of options. As you make changes, the page behind will adjust so that you can see what your community will look like without saving.
Starting from the top left:Themes: when you click this link, a dropdown will display listing all the themes that are saved in your community. The ones under Predefined Themes are the Jive defaults. Let’s click into the Bamboo one. The theme updates with a different color scheme and background image. You can use one of these themes as a starting point - or use the one named Default.
It is possible for you to save multiple versions of your own theme without publishing them. This allows you to play around with various look and feel elements even after your community has gone live. Click the Full Preview button on the bottom left to see what your theme will look like on other pages of the community.
We will save one after we’ve gone through the other elements.
Fonts and Colors: you can select the font and font colors you want to use throughout the community when you click this dropdown.
- Click on Global Font to display the list of fonts you can choose from. Note: It is not possible to add a custom font to your instance - select the one from this list that matches your corporate font most closely.
- Click on Font Colors to change the font colors listed in the dropdown. You must use the hex code for this. If you don’t have the hex code, there are many websites that will convert RGB or other color formats into the hex code for you.
Branding and Decoration: In this dropdown there are a few things that you can configure:
- Favicon: this is the small icon that shows up in the browser tab. For best results, use a square image which has a simple design. The extension must be .ico for it to work.
- Click Favicon
- Click Custom
- Then click Choose File and select the file
- When the theme is saved, you will see the change in the browser tab
- In the Width section, you can specify if you want to use a fluid or fixed width format. We recommend playing around with this to see how your selection affects the landing page layouts before finalising it. Also, make sure to test on multiple browsers and monitor sizes.
- Click Width. In the Auto Width section, you can let the community flow out to the edges of the browser by putting a 0 in the Max Width field. Or you can specify maximum or minimum widths but allow the community to be fluid between those parameters. When you leave a community fluid, the tiles will change widths based on the user’s monitor and browser.
- If you want more control over the way the tiles will appear on the landing pages, you may want to use a fixed width. Click Fixed Width to add your desired width. Note: this may cause many users to have a lot of white space on either side of the community.
- In the Background section, you can change the overall background color of the community and even add a custom image
- Click Background
- If you want to change the color, add the new hex color - a thumbnail of the color will display beside it so that you can check to make sure it is the correct color
- If you want to add a custom image, click on Custom under the Background Image section
- Select the image you want to use.
- You can choose if and how you want the image to repeat using the icons in the Background Position and Background Repeat sections. If you want to use one large image, be sure to test carefully with multiple browsers and monitor sizes to make sure it acts the way you want it to
- Choose whether you want the background to scroll along with the rest of the community - so it behaves as if it is all one page - or if you want the background to stay fixed as users scroll
- In the Border Style section, you can add a border around the entire web page or just parts of it
- Click Border
- Click Basic to add the same color and pixel width border around the whole page
- Click Custom to use different colors and/or pixel widths for the border sides
Advanced: this is where you configure the global banner style for your community. Carefully consider these options before making a decision:
- The Reduced option allows you to add a very small logo to the left of the global navigation. It has a very slim profile so it gets users to the main part of the pages quickly. Its unique feature is that it is “sticky” meaning that as a user scrolls, the navigation stays pinned to the top of the page no matter how far down the scrolling goes. This is the most mobile-friendly version of the global navigation. So if the mobile experience is important to your organisation, this is the best choice.
- The Basic option adds some space above the global banner so that you can add your logo there and adjust the background color. It moves some of the other navigational elements from the global banner to the area above. This option is not sticky like the Reduced option - and your logo will not be displayed when the mobile browser is used in the vertical position. But if your community will primarily be used for desktop users, this is a good option to create more of a branded “presence”.
- The Custom option allows you to add html and css to the banner and footer. It is most commonly used to add “mega-menus” or a second line of navigation. However, this banner is not sticky and will also not show when the mobile browser is in the vertical position - so you will lose any additional navigation you put there. Carefully consider the mobile user experience if you choose this option.
- To add the html and css, click the Edit Now button to launch the popup
- Start with adding your code to the header - you can paste in CSS and HTML into the boxes
- Then click on the Custom Footer tab to add your css and html to the footer.
- Clicking on Image Uploads will allow you to upload images like your logo into the statics folder - as we’ve covered in other sessions - to use within your html. Once the image has been uploaded, click Copy to Clipboard to get the image source URL.
Once you’ve decided which option you want to use, you can configure the banner and navigation by clicking the little blue dot to the far left on the navigation banner.
- Branding header allows you to add your logo and change the larger background color. If you selected Reduced, this changes the background color outside of the global navigation
- Click Logo or Text
- Leaving the default displays the Jive logo
- Click Image to upload your own logo or image.
- The Text option is only available in the Basic version - and allows you to add text into the area above the global navigation
- Adding alternate text is a best practice for accessibility
- Click Background to change the larger background color or image
- You can leave the image set to None and simply change the flat color by adding the hex code
- Selecting Preset will leave any images that were already in the theme you started with (e.g., one of the default themes)
- Selecting Custom allows you to upload an image using the same options as we looked at in the Branding and Decoration section
- Main Navigation allows you to configure the navigation banner.
- Click the Main Navigation tab
- The Navigation Text Shadow checkbox allows you to enable or disable the small shadow behind the text in the banner
- You can change the link colors in Link Colors. Add a different active color so that users can see which navigation element they are in
- In Custom Background, you can change the banner color and even add an image using the same process we did earlier. There is a slight difference in what happens when you select the options:
- None sets the banner to a flat color
- Present offers you three choices of a graduated banner treatment
- Notifications allows you to change the background color of the Jive Inbox counter icon next to the avatar
- Navigation Highlight Color adds either a dark or light highlight to the background of the active link
- Dividing Line allows you to configure the color and pixel width of a line above or below (or both) the navigation banner
Back to the Advanced tab, there is one final element: Custom Links. Click this and then tick the Custom Links Enabled checkbox so that you can change the global navigation elements. Once you’ve done this, you will see a blue dot under each navigation item. We’ll learn how to work with the navigation in a minute.
The final element in the top them navigation is the Place Banner Management. This will take you out of the theme tool and to the area where you can change the place banner presets. We will not review this in this session because it was already covered in the Managing Places sessions.
Now, on to the global navigation. Global navigation is manually configured - as we can see here in the theme tool. All users will see the same links in the navigation - it is not permission-trimmed in any way. You have up to 5 spots for navigation elements. These navigation elements are responsive and will move into a “hamburger” menu in the vertical mobile browser. We recommend that you plan the global navigation to be based on how users think, not how your organisation is structured. Put only items in the global navigation that most users need most of the time. For example, a link to the employee handbook instead of a link to HR. Or a link to the travel policy instead of a link to Finance. A final note: you do not need to use one of your 5 spots for a Home link - the logo you put in is automatically configured to go to the home page (except for in the Custom header)
If you are not using all 5 navigation items, you will see a little plus sign to the right of the last one. Clicking it will allow you to add another item. There are some options for the kind of links you can create:
- Preset: these go to standard Jive pages so that you don’t have to figure out what the URL is. A very common preset is the Browse dropdown which is included in the default navigation. This takes you to the 3 main Jive pages: People, Places and Content. When you select News in the picker, the label in the navigation will be Home.
- Single: this is a single navigation element. Just add the display name and the URL
- Multiple: this is a dropdown. Add the name of this navigation element and then add the name and link of the items that go in the dropdown. There is no real technical limit to the number of items but more than 12 will make the dropdown too long.
There are a few other configuration options for the global navigation:
- To delete a navigation item, click into the blue dot and then click the Delete navigation item link.
- To reorder the items, simply drag and drop them to the desired position
- In the Custom option only, you will see a blue dot to the right of the magnifying glass icon. In this menu:
- You can choose to show the word Create next to the pencil icon
- You can choose to hide the magnifying glass that launches the spotlight search. We do not recommend hiding this as there is no way for users to get to the advanced search either within the community if this is hidden.
If you have users in multiple countries or your community will have content in multiple languages you may want to use the translation option in the global navigation to ensure that they see your custom navigation elements in the language of their choice. Jive’s default wording will automatically translate into the user’s browser language if it is one of the languages Jive supports. They are:
Any wording that you add yourself in the custom navigation (or tile titles, etc) will not translate automatically. You can therefore add translations to the global navigation by clicking the Provide Other Translations link at the bottom of the single or multiple navigation popup (the preset options will automatically translate).
- Choose the language you would like to add from the dropdown
- Then add the display name and URL for each item
- You can edit or add more links by clicking the Provide Other Translations link again. Once you have added translations, the popup changes to show all the navigation elements in one pane.
We’ve got just a few more blue dots to go through:
- The one by the Headline (sample header) allows you to choose a different font for content titles and to change the color of the titles
- The one just over the row of avatars in the center of the page allows you to change the avatar from round to square wherever it appears
- The one at the bottom of the middle under Sample Buttons gives you the configuration options for buttons: the main button color and the hover color. You can choose to make the button flat by ticking the Use a flatter button checkbox.
- The two blue dots on the right - for sidebar and sample widget are deprecated for the most part. While we don’t recommend the old widgetised home page (as covered the admin console session), if you do use it, you can configure how the widgets look by clicking the sample widget dot.
Now that you have your theme ready to go, it’s time to look at the options on the bottom left.
- Full Preview lets you see how your theme will look on other pages. You must save your theme before you can preview it - make sure to change the name if you want to save several versions
- Save Theme lets you save the theme without previewing it. If you tick the big box in the middle, you will publish it at the same time you save it. If you have just edited the theme that is published, you cannot untick this box - instead create a new version of the theme if you don’t want the changes to be published
- Return to Site will take you out of the theme tool without saving any changes. Be careful that you don’t lose anything you want to keep!
Let’s save our theme so that we can return to the community and learn how to configure news streams and the home page.
The community home page and NewsWe learned a bit about how the home page works in our basics sessions. Now we’ll learn how to manage the home page and the news streams. As a refresher: the Jive home page is the same landing page for all users. The elements on the page are a combination of curated elements - the tiles on the top and to the right - and a dynamic news area starting under the word News. The dynamic area is meant to stay fresh - meaning that an avid reader will not keep seeing the same things over and over again every time he or she views the home page. For this reason, the news cards do not stay in the dynamic area indefinitely. We will go into the rules for the items on the page when we configure the news streams a little later.
The Jive home page should be carefully planned to be easy to use and engaging to users of all levels - from people logging in for the first time to experienced users who just want to get to where they’re going. We recommend that you think about what items most employees need most of the time and put those on the home page in the tiles. This could be links to other platforms used by most employees, links to important content in your Jive community, news stories or blogs that should be easily accessible to employees for a long period of time, and finally, calls to action. Calls to action are the things that you want to make sure users when they come to the community - do you want them to complete their profile? Upload an avatar? Follow the CEO? We suggest that you display 3-5 calls to action in a prominent place on your home page. When you are first launching, they can be things that help employees learn how to use the community. They can change over time, but be sure to have some CTAs that are for beginners at all times - there will always be new users. Remember that you have about 5 seconds to grab someone’s attention before they leave!
Using images strategically on the home page is a great idea to add visual appeal. Don’t add images just for the sake of using images - use ones that help users understand what action is required of them. Making sure that the news and announcements blogs include an image will make the dynamic news area look more interesting. Sizing of images is important.
- For the hero tile area, make sure that the image is wide enough to look good on a wide browser - if you are using a fluid width. An image that is too tall will push the rest of the page elements down too far on the page - meaning users may not see the news stories you want them to read
- For banner tiles, carousels and image galleries, using sets of images that are all exactly the same size is key. A 4:3 ratio tends to be best, but it is more important to have them all be exactly the same size.
To configure the tiles on the home page, click the little pencil icon next to the word News. Or, an expert tip, click the cog in any of the tiles that are already on the home page. We’ve already covered the tiles that are available on the home page - and if you have reviewed the Managing Places sessions, you will know how to place and configure tiles so we won’t cover that in this session.
Corporate communications usually wants to make sure that all employees see the corporate news they have to share - and this is where the news streams come in. As a refresher from other sessions: the dynamic news stream area is a combination of
- Pushed content via the news streams
- Updates from people, places and content that the user is following
- Updates from custom streams the user has created
- Top & trending content (that is, content that has gone viral within the community)
Items 2-4 were covered in the Jive Basics sessions. In this session we will focus on the how the news streams work and how to configure them.
The news streams gives corporate communicators and other content owners the ability to push content onto the home page for all users - or a targeted set of users. This is the way the display of items in the dynamic area of the home page works:
- Users cannot unsubscribe from a push news stream. As long as they are part of the target audience, they will see the content on their home page.
- A thumbnail from either a blog banner or the first image you place in content will appear in the content cards. If you uploaded a file, it will be a thumbnail of the file that was uploaded.
- The content cards stay on the individual user’s home page for 2 days if the user has clicked into the piece of content. They stay for 10 days if the user didn’t click into the piece of content. This is to keep the content fresh and interesting.
- The priority for the push news streams is from left to right in the stream row.
- The latest two stories from the highest priority stream that are within the 2/10 day rule will appear in the two large cards at the top of the stream. If there is nothing new in that stream, then items from the next stream will take those spots. There may be one story from one stream and one from another stream as well
- Up to 6 stories from each stream will appear on the home page at any one time. They must all be within dated within the 2/10 day rule
- After the two large cards, content from the push news streams will be interspersed with content cards for the things the user is following, things from their custom streams and top & trending. The reason for this is that the goal of the dynamic news area is to make sure that it is relevant to each user - so the things they’ve chosen to follow shouldn’t be under all the pushed content or you risk losing their interest (as fascinating as all your news stories are!).
- Once the content has rolled off the home page, it is still available in the individual news streams, the all activity and following streams and custom streams for 180 days. And of course, all this content lives somewhere in a place in the community if it is older than 180 days - so it can be found again by browsing or searching
- No two users will have the same content in the dynamic area unless they are following the exact same things in the community.
Now that we understand the algorithm for news, let’s deconstruct how to make the news streams happen. We can best do this by looking at the configuration area.
- If you are not still in edit mode on the home page, click the pencil icon next to the word News to get back in
- Scroll down until you see the News Streams area
- In my community, you see a list of configured news streams.
- There are two types of push streams: Everyone and Specific Users.
- An Everyone stream goes on the home page of everyone with an account in the community
- The Specific Users streams allow you to target specific audiences
- You can create up to 10 news streams. However, the Specific Users streams each are able to have up to 100 rules applied to them. So if you were to use every single stream rule possible, you could have up to 1000 stream rules!
- Click the Everyone link at the bottom. On this page you can see that you are required to create a title for your stream and to add in at least one place or blog where the content will live. The content you want to put on the home page MUST live in a place, personal blog or system blog. Start typing in the name of a place you’ve created in your community (or you can use the picker by clicking the purple icon to the right of the field). You’ll see that there are two listings with the same name - one has the green blog icon. There are a couple options to consider at this point:
- When you select the one with the green icon, only the blogs from the place will appear. Since blogs are the preferred content type to use for corporate or official communications, this means that only the time-sensitive information from this place will appear on the home page. This is the recommended option when you are pulling news and announcements from a storefront that also has documents, questions and discussions in it.
- When you select the one with orange or purple icon, everything that gets posted in that place will be on the home page. In very active places, this is far too noisy to show on the home page. But there are some use cases where this works fine. Consider carefully before using this option - try not to overwhelm users.
- You can add more than one place or blog. When you do this, the algorithm will pull the latest content from all the places as if the content was coming from one place - and display it that way - up to 6 stories. This is a little different than if you created separate streams for each place - so that the algorithm will pull 6 stories from each place.
- Below the place field is the Audience selector. For internal communities like yours, it doesn’t matter which one of these you use since there are no guest users. External contributors are not included in either of these options.
- If you want users to receive an email whenever something is posted, you can select On under Notify Users. Users cannot change the frequency of when the emails are sent. There is only one way a user can override this setting and that is to turn off all emails. This is the first option on their Preferences menu. If you want to use the news email function (for example, to replace emails that are being sent from another system) and you want to make sure you send emails to everyone with an account, you will need to go to the Global Profile Settings page in the admin console and change the email preferences setting at the bottom. (This was also covered in the Profiles section.)
- Save the stream
- Back on the main home page edit screen, now click the Specific Users link.
- Again, you must create a name for your stream. The way to think about these streams is that they are for a set of stream rules. For example, you can name this stream “Department Updates” and then create a stream rule for each department. If you named a stream after each department, you would most likely quickly run out of stream rules. Only the users who are targeted in one of the streams will even see that this stream exists. And if they are a member of one of the targeted audiences, they will see only the information that was targeted to them.
- How does this work? Click on the Create Stream Rule link under Stream Rules
- Select the place or blog that you want to pull the content from using the same technique as before.
- Then you must specify the audience. You can target individuals, by a user permission group, or by a profile field value. Start typing in a value that you want to use. When I type in Sales, a mega-menu appears with 3 columns:
- People - users with Sales in their profiles are listed here
- User Groups - permission groups with Sales in their names would be listed here
- Profile fields - profile fields with the word Sales in their values are listed here. This is the most commonly used option. There are counts next to the values. Any user with this value in their profile will get the news pushed to them on the home page. Users who are following this place will also see it on their home page but it won’t be part of the push streams.
- You can add more than one option here - you could use a combination of user groups, profile fields and even individuals to make sure you capture everyone who should be part of this audience. This creates an OR statement: If I am in Sales, or in the Community Manager permission group, I will see the stream.
- You can also create an AND audience by clicking the Create profile filter link to the right of the field. Here you can select an option from any filterable profile field list to create an intersection of more than one profile field. For example, if I work in Sales in Palo Alto, I will see the stream.
- You can have both AND and OR in your audience list
- Save this stream rule. As mentioned before, you can have up to 100 rules per stream.
- You also have the option to send emails from this stream.
- Once you are done adding rules, click Save
- Once back on the main home page edit screen, you can see the list of streams. In the table, you can also see how many places are included in each stream and how many users are in the audience.
- You can change the priority order of the streams by dragging and dropping them. This will also change the order they appear in the stream row.
- Once you are finished configuring, be sure to click the Publish Layout button at the bottom left!
Gamification - Rewards and Recognition moduleJive’s Cloud version comes with an advanced gamification module called Rewards and Recognition. It’s a robust platform that allows community managers to create custom missions and quests for users to complete - and which earn them badges. You can also configure the module with “peer-to-peer” badges - that is, badges that users can give to each other to thank them or congratulate them.
You can tell if you have the module installed if you see Rewards Console in the dropdown next to your avatar. If you don’t see it, check to make sure it is installed in the Add-ons menu - you should see it in the Installed list. If it is not installed, click on the Available tab and find the Rewards & Recognition item (do not install the one called only Rewards). Install it and then you should be good to go.
When Rewards is installed, there are a few indicators on the user profile which are open to everyone to see. There is the point and level indicator in the profile banner. And then we have the Rewards tab. Let’s click that so we can learn about the various elements of Rewards.
- The smallest element of Rewards is the event. An event is an activity that a user does within Jive. When I click into the Dabbler mission, I can see the activities I need to do to earn this badge. Each event has a number of points assigned to it. Users earn the points as they complete the events (more on exactly how this happens later).
- Next are missions. Missions are made up of a set of events that encourage a certain type of behavior. Every time you complete enough events to earn the points needed, you obtain the next level of the mission. You can see in this mission that I am at level 5, but that I haven’t earned any points toward level 6 yet.
- Sets of missions that encourage a certain kind of expertise in the community comprise Strategies. Strategies don’t earn points, but you can see that Dabbler is part of the Growth strategy.
- Back on the Rewards page of my profile, you can see the badges that have been earned in the Earned Missions Badges tab. When you click on the Unearned Mission Badges tab you will see the ones that you’ve partially completed but have not achieved the first level on yet. If you click into one of these, you can see how much further you need to go before you get to level 1.
- A quest is a custom set of events put together to encourage the completion of a specific objective - like learning how to use Jive or completing a Sales Enablement exercise. Users get a badge when they complete all the events in the quest. Most commonly, quests are only completed once but they can be made to be repeatable. There is a default onboarding quest included in the module which includes events that help users get started using Jive. Clicking into the badge, you can see the list of events and which you’ve completed. You can create easy quests for newbies and more complex quests for advanced users. Again, users can see which quests have been completed, which are in progress and which have not been completed.
- Earning all these points allows you to move up in point levels. This is what we see in the profile banner - the point and level the user is at. In the Overall Progress section, you can also see how far away you are from moving to the next level.
- Down below that section is a list of badges that have been given to you by others. Hovering over the badge shows you who gave you the badge.
- And below that is the Top Expert Badge section. This section will display a list of top expert badges you have earned. What this means is that for every 30-day-period, if you were one of the top earners in a strategy, you will receive this badge.
The front-end of Jive also has a community leaderboard - the easiest way to get to it is by clicking the link in the Overall Progress section. If you plan on having gamification be a large part of your community, it is possible to put a link to the leaderboard page in your global navigation. The default on this page shows where you are in the rankings. A side note: you can see that my user lost 5 points today. This is because today I deleted a blog post I created (and received points for creating). You can then toggle to see the top 100 by clicking the Top 100 tab. You can filter this leaderboard in a couple ways.
- When Overall is selected, you can then filter on a time period - monthly or weekly
- When you filter on Mission, you then have the opportunity to choose the mission you want to further filter on
- When you filter on Badges, you can see all badges or further filter on the particular badge. You can also then filter on the time period
Clicking into a user row will give you a little vignette of the user’s gamification activities. If you have Challenges or Taunting enabled, you will see the option to challenge others around you in the leaderboard by sending them a message. This creates a little friendly competition.
This is also the page where users can award a badge to someone else. Click the Badges! Link to see the options. This page also shows the latest badge activity and a badge leaderboard showing who has received the most badges and who has sent the most. Users can donate points along with the badge when they complete the award process.
There are some special tiles associated with Rewards as well.
- The featured quest tile allows you to showcase any quest on any landing page. On the home page, we have the Onboarding quest. One of the nice things about this tile is that is shows each user the events they have completed so they can see their progress. Look at the last event in this tile, we call this a manual event - it allows users to self-report that they have completed this activity. It’s good for incorporating activities that happen outside of Jive into the Jive gamification program.
- The leaderboard tile is a default on the activity page templates, but you can add it to any place page. The top part of the tile shows you the points you’ve earned in this particular place. The leaderboard shows you the top earners. You can filter by time period, like on the main leaderboard. Clicking the More leaderboards link takes you to the main leaderboard page. This tile takes up a lot of space but it’s good for groups where you want to encourage participation.
Finally, the onboarding quests dynamically show up on a page called Get Started. This page is accessible from the Jive inbox page. Click on Get Started to see all the onboarding quests that you have access to. It’s basically a “one-stop shop” for seeing where you are in any quests meant to get you up-to-speed on something. This page has a URL so it can be used in calls-to-action.
Now let’s move into the Rewards Console and learn how to configure all these various elements.
- Click on Rewards Console from the dropdown next to your avatar.
- Click the Allow button on the next page - this will launch the console
Let’s start by looking at the list of events. Click the Events card on the page. This is a list of all the events that can be used to earn points. In the Points column are listed the default points for each event. You can adjust them based on your community goals. For example, if you want to encourage tagging, change the number of points earned for adding a tag to content. To help discourage “gaming”, you can set a limit to the number of times the event can be completed and still earn points by adding a number in the Event Limitation column. If you want to go back to the beginning with the points, click the Reset to Default button at the bottom. A note: users don’t earn points just by performing these events. To earn the points, the event must be part of a mission or quest.
Now click on Levels in the top navigation. This is where you can add your own level names and images - and change the points. We recommend that you use level names that are related to your company, or industry to make them more relevant for users. They can be fun or serious - depending on the culture of your company. And then add your own images based on your brand. The points between levels are defaulted to make it easy for new users to level up and more challenging for experienced users. We recommend leaving this the way it is, unless you think that your users will run out of levels too quickly! As you start to notice users getting near the top of the levels, you can add more by clicking Add Level at the bottom of the page. If you don’t expect users to ever reach the higher levels, you can delete the existing levels one at a time by clicking the Delete button in the row until you get to where you are comfortable - if your users surprise you, you can always add them back!
Under Strategies is where we can see how the missions are grouped together. You can choose to deactivate an entire strategy from this page by clicking the checkbox next to Activated.
- To see how the missions are grouped, click into the Growth strategy card.
- On this page, you can see the list of missions that are part of this strategy
- You can change the image that is used for the strategy by clicking Change Badge and selecting the new image. The size should be at least 400 X 400 pixels and square. If your image is large, it will be resized to fit the required area.
- Clicking into each mission lets you review and configure each mission
- Clicking the configure button at the bottom of the page allows you to change the name and description of the strategy and to disable any missions that you don’t want to be used. Default missions cannot be deleted - only disabled.
- You can create a new mission from here by clicking the Create a New Mission button (covered in a few minutes)
- Under Scope, you can decide if you want the missions to be completable from anywhere in the community, or just in one place (only one place can be selected).
- Back on the main Strategy page, you can add translations for the strategy name if you changed it from the default name.
Now let’s work on the missions. Before you get started changing the defaults or creating new ones, consider this: to help keep people from gaming the system, combine both activities the user does and activities that are done by other users as a result of the user’s activities. For example, a mission that only includes following a user can be easily earned over and over by just going through and following everyone in the community. We want to encourage users to complete activities that actually provide value to others. So a mission that contains both an event to create a new piece of content AND one that gives the user points for someone else liking or sharing their content means that the level isn’t earned until the user has done something useful.
- To change an existing mission, click on the one you’d like to change. On this page, you can see what events make up the mission.
- To edit it, click Configure at the bottom
- On the next page you can change the name and description and add, edit or remove events
- Tick the pencil icon next to an event to edit it. Click the type of event you want to change it to and then click Update Event
- Tick the X icon to remove an event
- To add more events, use the dropdown to pick the event and then add it.
- In the Level up scheme section, you can make some adjustments to how the points are earned and when someone levels up.
- Changing the option in the Importance/points adjustment dropdown changes the number of points that are earned for each of the events. You can see how when I change the dropdown to Important, the events above change. This lets you award more points for an event just for this mission without having to change it everywhere
- If you change Linear accumulation to Progressive, it will take users more points to get to the next level. For example, if you set the Level 1 points to 10, it will take users 10 to achieve the first level, 17 to achieve level 2 and 46 to achieve level 3.
- Finally, you can change the number of points needed to level up by typing in a different number.
- When you click the Save Changes button, you get a second chance to consider the implications of changing the level points value. In fact, you must actually type “yes, really do it” into the box and then click OK for the change to take effect.
- To create a new mission, click the Create a New Mission button from the strategy configuration page. The same configuration page is displayed, but without the prefilled information.
- To delete a mission, click the Delete button next to the mission on the strategy configuration page.
Let’s move over to Quests now. There are additional configuration options that are available in quests that can make them targeted at certain users and in certain places.
- Click on Quests in the top nav
- On this page you will see a card for each quest that has been created. There are 3 types of quests:
Click on the General link first. This filters the page to only show the general quests. General quests are basically anything that is not an onboarding or advocates quest.
Now click on the Onboarding link. There should be at least one onboarding quest on this page - the default Onboarding one. Onboarding quests are ones that appear on the Get Started page. You can have as many onboarding quests as you want.
- Click into the card
- On this page you can review the details of this quest, including what the user has to do to get the badge.
- You can also change the badge image here, add translations and see some statistics - how many users have completed it and how many days it has been active.
- At the bottom there are some buttons. We’ll do the Configure one last.
- Award or Revoke allows you to manually give users this badge or take away this badge - in bulk. Create a csv file using the format in the example to do this.
- Using the Promote function will put a notification into all users’ Jive inbox letting them know that the quest is available. Many users will have their preferences set to receive emails for inbox notifications, so keep this in mind before using this function if you are concerned about spamming your users.
- Delete allows you to delete the quest
- Click Configure to change the quest. You can change the name and description from this page and change the type of quest it is. Changing it to General means that it will no longer appear on the Get Started page.
- In the Filters section you can target the quest to certain audiences. If a user doesn’t fit into these filters, they won’t even know the quest exists. You can add more than one filter to a quest, but note that it creates an AND filter - so users must match everything you specify in order to be able to complete the quest.
- Filterable profile fields will appear in this list. Picking one of these, like Department, will allow you to pick one or more options to target from the field to the right
- With the Completed quests option, you can create a tiered set of quests by requiring that other quest(s) be completed before this one can. You can add multiple quests into this field.
- Groups of users can be targeted by using the Permission Groups option.
- If you are using the org chart function, you can filter by Manager - so any users who are marked as direct reports for a certain person in the org chart will have access to this quest
- Skills will allow you to target users who have added a certain skill to the Skills and Expertise area of their profile
- And finally, Social Places allows you to target followers of specific places.
- The filters section can be quite useful for creating quests that will be relevant to certain users without overwhelming others - or frustrating them because they are not able to complete the quest if the events are required to happen in a specific place that not everyone has access to.
- Under the Activation section, you can set the timings for when you want your quest to be active
- If you tick deactivated, you can leave this quest ready for a future time when you will activate it
- Active for the next x days will automatically expire the quest after the selected time period
- And finally, you can set a future time to activate the quest - and also have it expire.
- The events section is where you manage the events.
- If you tick the Complete quest events in order box, users will not earn the badge unless they complete the events in the order you place them in.
- To remove an event, click the X
- To edit the event, click the pencil icon. Some events allow you to add additional criteria such as picking a particular type of content or even a specific piece of content. And you can also force users to complete the event more than once to get credit. Click Update event when you’re finished.
- You can reorder the events by using the up and down arrow buttons.
- You can add new events by selecting from the dropdown. If you select Custom Event from the Others section you can create some special options:
- Manual trigger means that you can add an event that can be manually marked as complete by the user.
- Triggered by event URL - if the user clicks the link you put in the field above, they will get credit
- Embedded link trigger - if you have the know-now to create an API link, you can give users credit for things that happen outside of Jive (we will not cover this in this session).
- Under bonus points, add the amount of points users will get for completing the quest correctly.
- We recommend leaving the Total quest badges available set to 0. But if there is some reason that you want to limit the number of total quest badges that can be earned, you can set it here.
- The default is that users can only complete a quest once - but if you want it to be repeatable, tick the box and then set a daily limit for earning the badge if desired.
- The Promote Quest option is the same as for missions - will put a notification in the Jive inbox.
- Make sure to save the quest!
- To create a new quest, click the Create Quest button at the top. You will see the same configuration page as when editing a quest - but without the prefilled information.
Now let’s look at a special kind of quest - the Advocates quest. These quests are meant to be targeted at your advocates network (advocates are basically a group of gurus and evangelists). The Advocates area of the Rewards Console is deprecated, but you can still create special quests to help you either identify or reward advocates in your community.
To create a quest that is specific for advocates, we recommend that you first create a special group for them on the front end. Perhaps name it using the name of your community plus the word Advocates. This group can be private if you wish.
To create an Advocates quest
- Click the green Create Quest button in the top right
- Name the quest and add a description
- Be sure to tick the Advocates radio button under Choose a category
- One option is to filter on the social group you created for advocates so that only members of the group can complete the quest. This is great for rewarding your existing advocates since they must be a member of the group to even know that the quest exists. However, if you would like to recruit new advocates, we recommend leaving the quest open to everyone to complete
- Add the events. We recommend that you include events that promote the activities that you want your advocates to do in the community. Things like “Mark a piece of content helpful” or “Mark a person’s answer as correct”
- Finish completing the options as we’ve done previously
- Then save the quest.
Now click on User Badges. This is where you can configure the badges that users can give to each other.
- You have the option of using all 6 badges but you don’t have to use all of the ones that are displayed here.
- Each badge can be configured to say something different, or you can configure them all to be a Nice Work badge with different images to highlight different types of “nice work”
- On the cards, you can see how many times the badge has been sent. This is also where you can deactivate the badge if you wish by unticking the Active checkbox.
- If you don’t want to use the badges at all, just click the Disable link in the description above the cards.
- Let’s click into the first badge to see the configuration options. Be sure to read the note about making changes to this badge after people have earned it - it will not update the existing badge for those people. But once you change it, it will basically be a new badge.
- Clicking Change Badge under the image allows you to upload a new image - ideally 300 X 300 pixels. And you can add translations if you wish.
- Choose a badge name from the dropdown - or add your custom name
- If you wish to add a default message - add it to the Default message box.
- The save the changes
The last two areas of the Rewards console are for reporting and monitoring. Click on Players. This page displays a list of all users - it synchs with the users in the Jive admin console. You can see each player’s total points, level, what their daily score was and if they are active.
- If you want to find a specific user, you can use the search field at the top of the page.
- Clicking into See Activity for any user will give you a full activity log for that user
- In the add/remove points column, you can manually add or remove points for any user. This can be useful especially during the content loading phase where a few users may get so many points that it will be impossible for others to ever catch up - and can create a disincentive for others
- Alternatively, you can disable a user temporarily so that they don’t accumulate points. Do this by clicking the Active button in the Status column to change their status to Inactive. If you have users who do not want to participate in gamification within the community, you can make them inactive here. While you can delete a user from the Rewards console, we don’t recommend this practice. It is better to deactivate them instead.
- The two options at the top of the page allow you to create more competition within the community
- Allowing users to challenge others means they can let up to 5 users ahead of them in the leaderboard know that they are gaining on them by sending them a message
- Enable taunting allows users to let the 5 users below them know that they are ahead of them to encourage them to try to catch up
- At the bottom of the page, you can do some bulk actions.
- Change users’ statuses in bulk allows you to activate or deactivate multiple users at once using a csv file. Just follow the formatting in the example when you create your csv file. Then click Select a CSV file to upload
- Credit/debit allows you to add points or remove points in bulk, again with a csv file.
- Synch from Jive: Rewards is normally synched from Jive automatically but if you want to force it - for example if you just added a batch of new users in Jive - you can run this process. There are two chances to change your mind - you must type in the field both times before the synch will begin
The Reports tab has additional reporting options. Click the link in the top nav so that we can see what they are.
- Quest Completion: This is a list of all quests with some statistics displayed including when they were created and completion rates.
- You can click the trend icon to see a chart showing the completion rate trends for the last 30 days
- You can export a csv file which contains the names and emails of the users who have completed the quest and when they completed it. It also includes other information about the quest itself
- The green Export Full Report at the top right will give you a roll-up of the stats for all the quests
- Quest Steps Report: This is a list of all the quest steps for all quests. Under the Total column is the number of times this step has been completed.
- You can export a csv file which contains the names and emails of the users who have completed the step.
- The green Export Full Report at the top right will give you a roll-up of the step completions for all steps in all quests
- Quest Events Report: At this time, the reporting on this page is the same as the Quest Steps Report except that it also includes the step position of each event within the quest.
- Mission Levels: A list of all missions, the strategy they are part of and the number of users who have earned a mission level in various time periods.
- The individual export files contain the names and emails of the users who have leveled-up. It also includes the level they have attained and the date this happened
- The green Export Full Report at the top right will give you a roll-up of all mission completions
- User Badges Report is a list of the number of times each of the badges were sent over various time periods.
- The individual export files contain the names and emails of the users who awarded badges and who they were awarded to
- The green Export Full Report at the top right will give you a roll-up of all badge awards
- The Points Report lists all users in alphabetical order and the number of points they have earned over various time periods. It also shows the Level they have attained.
- The green Export Full Report at the top right gives you this information in csv format
Finally, if you find at any time that you want to completely reset Rewards back to it’s starting point, you can do this from the dropdown next to your avatar. This will bring back the out-of-the-box missions, quests and badges. But most importantly, it will wipe all users’ points. So think carefully before doing this - and make sure to communicate this to your users beforehand. You must type in the confirmation text before this can take place.
To get back to your community, click the Go to my community site link in the same dropdown.