Jive Basics 1
Hello and welcome to the Jive Basics training video. In this session we will introduce you to the three basic concepts of the Jive platform as well as teach you how to participate, create and find people, places and content in your Jive community.
One note before we start: the Jive instance that we are using for this session shows you how your community could look once you’ve got it configured. Your own community most likely looks much different - more plain. This is because we know that you will want to make your community “your own” with the colors and branding that are applicable to your organization.
First, let’s take a quick tour of the Jive home page. All users, when they visit the community, see the same home page. However, one of the key aspects of the Jive home page is that it is a combination of curated elements - and by this I mean that some of the information areas (called tiles) are controlled by the community manager or admin - and of personalised elements based on who you are in the organisation and things that you’ve chosen to follow within the community.
We will go more in-depth into how News and news streams work in Jive later in the session, but for now, keep in mind that there are three types of content thumbnails that display in the personalised area of the home page:
- News that is pushed to you as company-wide communications or, for example, content specifically created for your role, department, or location.
- New activity from people, places or content that you have chosen to follow
- Top & Trending: this is content that has gone “viral” in the community. Top & Trending content can alert you to things that are going on in your organisation in places where you normally might not be aware.
These three aggregate together to create a news stream that is unique to you as a user of the community.
Now let’s take a tour of the Jive User Interface so that we can see the main sections of your Jive environment. The first thing you will notice is that there is a global navigation bar at the top of the browser. This navigation is the same for all users - but it can be configured to be specific to what is useful for most employees in your organisation.
To the right of the global navigation links, you will find a little bell icon with a counter. Clicking this icon will display the user’s Jive Inbox which we will review later. Next is a small avatar with a little arrow next to it which is your personal dropdown. You will learn how to change this avatar when we take a look at your user profile. Next to that is a pencil icon which displays the Create menu. This menu will display all of the different things that you have permission to “Create” and we will review each of these items later.
At the far right of the global navigation bar, there is a magnifying glass icon. Click this icon to initiate the spotlight search. The spotlight search uses something called social search. This means that it will learn over time what you search for the most and make suggestions before you type in a keyword. The Jive search will display matches to the keywords that you enter based on tags used and not only the content title but also the actual content found within the document. It will also display people and places that match the keywords you entered.
Now that you’ve heard the words people, places and content a few times, let’s go over what those mean in Jive.
People:User ProfilesEvery person who logs into the Jive platform has an account and a user profile. You can access your own user profile page by clicking the little dropdown next to your avatar in the global navigation and clicking the image on the left.
The user profiles are here to help people learn about the other members of the community - and can serve as a corporate directory. The main elements of the user profile are:
- The avatar: when you first log into Jive, you are assigned a default avatar, but ideally this is a nice photo of you so that people who have never met you get an idea of who you are. To add your own avatar:
- Click the little camera icon next to the avatar
- Click Add another avatar
- Upload and crop your image
- Then click Finished.
- Banner image: you may also add in a banner image that spans the top of the profile. Think of this as a photo you have on your desk that tells others more about you. Click the Add a Banner link at the top right to select a photo to upload. You can then specify which portion of the image you want to display.
- Profile fields: the entries in the profile fields can be filtered and searched and usually contain a combination of data that comes from a system of record like Active Directory and things that you can fill out on your own. You can add information to your profile field by clicking the Edit Profile link at the top of the profile area. Any profile field that is not controlled by another system will be editable here. Be sure to save when you’re finished!
- Next on the left is the org chart. This is usually configured by bringing in information from Active Directory and is a great way to see the organisational structure and where you fit into it. When you click into it, you see your avatar in the center with your manager above and any direct reports below. You can continue to click on “view in orgchart” to display more of the org chart.
- Following and followers: you can quickly find out how many followers and how many people the member is following. If you want to see who those people are, simply click the number that is above the “Followers” or “Follows” tag and you will automatically get sent to the people page where you can see the user profile cards.
- Moving down the left further, you see the Skills area. This works similarly to LinkedIn: you can add a skill to your profile and others can endorse it. Or, you can add a new skill to someone else’s profile and they can accept it so that it shows up on their profile. Finally, you can endorse someone for a skill they already have added to their profile. When Skills are used consistently in the organisation, they can be a great help in expertise location.
- You can add up to 10 additional photos to your profile - they will be displayed in the gallery at the bottom of the page.
- The center area of the profile is populated dynamically with content that has been created by the user and activities they have participated in. This helps you learn more about the type of work that the user does which may not be evident from the profile data.
There are some profile navigation links across the bottom of the banner. These links take you to more detail about the user - their latest activities, the content they’ve created or participated in, the people and places they are following, the badges and rewards they have received, any events they have RSVPed to, etc. On your own profile, you will see an item called Insights. This is a dashboard of your activities that helps you understand the sentiment around your activities in the community.
As soon as you become active in the community, you may start to receive email notifications. Some of these will be useful to you and some may just be “noise”. You can control most of the notifications that are sent by Jive in your Preferences menu. To access this, click on the little arrow next to your avatar in the global navigation and select Preferences. The top of this page contains a list of the types of notifications you will receive. Based on how you work best, you can choose what types of activities you receive notifications on and in some cases, how often. Many people turn off the Inbox: Activity emails as they find them to be too noisy, but leave the Inbox: Direct Social Actions on so they are sure to see anything where they are directly mentioned.
To disable emails, simply click the checkbox next to Email. You may find that you are not allowed to disable or enable some emails - these are controlled by the news streams on the home page.
To change the frequency that you receive the emails, select the option you prefer in the dropdown.
Down further on the Preferences page are other settings. Most important are the Language, Locale and Time Zone settings. These show the default settings for the community, but if you are part of an organisation that operates in more than one country, you may want to adjust these for yourself.
The language that global Jive elements default to is what your browser is set to - but if you want to change that so that it shows a different language, do it in the Language dropdown.
The Locale dropdown changes when you change the language setting - and allows you to choose the variation of the language - and the date format if applicable. For example, if you set your language to English, the Locale dropdown will allow you to select from Australia, Canada, South Africa, United Kingdom and the United States (and others).
You can also set the time zone to be your local timezone. Once you are finished with your adjustments, click Save.
Now let’s talk about connecting with the other members of your community. There are several ways to find someone you want to connect with.
If you know the name of the person you would like to connect with, the easiest thing to do is use the spotlight search - just type in one or both of their names and click on their link in the display.
If you are looking to connect with someone with a certain skill, or who is in a specific department or location, you can also use the spotlight search and type in the keywords - anyone who has them in their profile will show up.
Clicking into the person’s profile gives you the opportunity to follow them and, if you click on the Actions drop-down, send them a direct message (more on this later).
If you see a piece of content that someone wrote - and you would like to connect with them - you have two choices. You can hover over their name in the author line and a “hover card” will be displayed. From there you can follow or send a message. The second way to do it is to click on the author’s name which will take you to the profile.
Finally, you can use the Browse dropdown in the global navigation to go to the People page which will display profile cards for all users who have logged in once to Jive. From the card view, you can click the bottom right corner to “flip” the card. Here you can see the option to follow, send a direct message, or create a private discussion with this user.
This page can be sorted and filtered in different ways. You can sort alphabetically, based on when the user joined the community or when they last updated their profile. You can filter based on skill and any filterable profile field (such as location or department). To see a more consolidated view, click the “details” icon on the top right of the profile area. This will give you a list view of the users (and sets a cookie so you don’t have to change it the next time you visit).
ContentNow that we know all about user profiles and people, we can move onto things users can do in Jive such as creating content, commenting, liking and sharing other people’s content.
Jive content comes in quite a few variations. The easiest way to see all the possibilities is by clicking the pencil icon (the Create menu) in the global navigation. The dropdown will lists all the different types of content that can be created in Jive. Each content type is used for a different type of interaction. We will only go through the 5 most important ones in today’s session.
- Questions: Do you have a question you want to ask? Use this content type. The question content type has some unique properties: the icon for an unanswered question is a question mark. When the question has an answer that has been marked correct, it changes to a checkmark icon so that users can easily see when a question has been answered.
- Discussions: maybe it’s not a question but something you want to start talking about with other members. In this case use the discussion content type. It acts very much like a question except that the icon is different. Other members can comment and discuss under the main discussion area.
- Blogs: these are used more as thought leadership/opinion vehicles. You might want people to comment on what you’ve written, but you’re not expecting a decision to be made based on the comments. Blogs are also used as the content type for official communications which we will cover in another session.
- Files: this is what you use to upload files like PDFs, Word docs, PPTs and spreadsheets when you want to share these with others. These file types will also display inline so that users can preview them before downloading them. You can upload other types of files as well but they will not have the preview - they will be shown as attachments.
- Documents: also known as native Jive documents. Jive documents are used for collaborating and then publishing official content that doesn’t need to be downloaded. So...it could be that you create policies and guidelines as Jive documents. Jive documents have a couple of special features: 1. They can expand to fit the full screen and 2. They have version control - more on this in the next session
These Jive content types all use the same rich text editor which is similar to what you see in other word processing applications. Let’s create a discussion so we can take a look at the possibilities for formatting content. As a reminder, you can create a discussion from the pencil icon in the global navigation.
All content types have a required title. This title should be as descriptive as possible so that when users are searching, they will find what they are looking for. Calling something Meeting Minutes in an intranet where many people may be posting meeting minutes could be very confusing. Consider how many meetings have minutes. Make sure to add something descriptive enough that it will be found easily. For example, “Finance Dept Meeting Minutes - July 23, 2019”.
Next is the content area. This is also required for most content types. You can see that you have the possibility of making content bold, italic, underlined, different colors and fonts, etc. You can also add a table, and upload images and videos and create bulleted lists.
Two key parts of content in Jive are #tags and @mentions. Using the #tag will add a tag within the content area and also add the tag into the tag field at the bottom of the piece of content.
But more important is the @mention function. This function allows you to notify another user when the topic is relevant to them. Or you can mention another piece of content or a place to create a cross-link. Simply type in the “@” sign and then start typing in the name of the person, content or place. Use an underscore to link words together. The mention will become a link within the content but it will also send a notification to the person who was mentioned or put a notification into the activity stream of the place where the content lives or place that was mentioned.
Once you are done with the content area, you have a couple decisions to make: where do you want to publish your content? It’s a good idea to publish it into a place which matches the topic you are posting about - and you can do this by typing in the name of the place into the field - or using the Browse Places link, but the other options available are:
- Specific people - this will create a private discussion or document which is available to only you and the people you pick.
- The entire community - this basically puts the content into what we call your personal container. It is available to all members of the community. But don’t be fooled into thinking that everyone will see your content using this technique. Only people who follow you will see this in their following streams. You may find that you don’t have the readers you anticipate when you publish into your personal content
Then add some tags, if you haven’t #tagged already. Add tags here for things that are relevant to your topic, but whose exact wording may not be included in the title or content. This will help searchers find your content.
Blogs and documents also have some advanced options, including being able to save them as drafts.
Content that you have authored can be moved to another place (where you have “create” access) or deleted. Either of these functions is available to you in the Actions dropdown on the top right. One final point: content that you have authored can be featured on your profile by selecting “Feature on your profile” from the Actions dropdown.
When you create content, you may be sharing knowledge with others in your community - but you may also want to gain feedback on what you’ve posted - and this is where liking and commenting come in.
Liking content is as simple as clicking the Like link in the top right of any piece of content. Comments can also be liked. Adding a comment can also be initiated from the top right - or you can click the Create a comment button at the bottom of the piece of content.
Content can be followed - from the Actions menu at the top right. You can also bookmark content from the same menu. Creating a bookmark allows you to find the content later by searching or browsing.
You can filter on your bookmarks from the spotlight search by clicking the Bookmarks filter in the search results box.
Content can also be shared with other members and with other places. Click on the Share link in the top right to open the share popup. Then you can enter the names of people or places for sharing. Or use the pickers to the right of the field
Share a piece of content with someone else when you want to privately call their attention to the piece of content - and add a personal note about why you are sharing it.
Sharing with other places is a way to make content appear like it lives in multiple places - it will appear in the content tab and activity stream of the shared place.
The two main ways to find content are by using the Browse dropdown and selecting Content, and by searching. The browse action takes you to the main content page and will show you all the content you have access to in the community. As with the browse people page, there are various sorting and filtering options to explore.
One important option that is a little hidden is Filter by Tag. Click the link and a new field will appear where you can type in one or more tags that you want to filter your content list by. Adding more than one tag creates an AND - meaning that the content has to have all the tags listed in order for it to appear in the list.
Using the spotlight search allows you a couple filtering options as well: by date published and by specific content type. These can be useful when you roughly know when something was published and/or if you know what type of content you are looking for.
If you can’t find your content this way, hit the Enter key to access the Advanced Search page where there are more filtering options on the left side, including the author and place filters.
PlacesFinally, once you’ve created your masterpiece piece of content, where do you put it? Ideally you group it with other content which is about the same topic - into one of three main content container types. We call them Places. Each type of Jive place has a different purpose.
You can use the pencil icon - or create menu - to see the 3 types of Jive places. You can also see all places that already exist in your community by selecting Places from the Browse global navigation item.
Spaces are typically used for official content and communications where there are a small set of content owners and a large audience to read and interact with the content. Users have access to a space and can follow a space but are not members of a space. Spaces can have subspaces and granular permissions. Only community admins can create a top-level space.
Groups are used primarily for collaboration. Anyone can create a group - so they are great for organic, bottoms-up team collaboration. Groups have membership and followers. Groups do not have hierarchy and cannot be nested. There are 5 types of groups:
- Public groups: All community members can participate equally in a public group - there is no membership aspect, but users can follow the group
- Restricted groups: Admins and selected members can create documents, blogs, and other content types. All other community users can only create a discussion or question or comment on other content. This is good for groups where document creation should be controlled but you want the group to be open to everyone
- Private groups: This is a closed group where members have to be approved by an admin. The name of the group is searchable but the content in the group can only be accessed by members of the group. Users can request access to the group from a request page.
- Unlisted groups: This type of group is only known to members - it cannot be found in search unless the user is a member of the group.
- Externally accessible groups: this is a special status where outside parties can have limited access to the community via this type of group. We will cover this in more detail in another session
Let’s create a group that we can use later.
- From the pencil icon in the global navigation, select Group (the purple icon).
- Then add a name and optional description.
- Select public from the group type options.
- It’s always a great idea to add some tags that help identify what the group is for
- Then click OK
- Now you can a tile or just save.
- That’s it!
- We’ll take a look at what you created after we talk about Projects.
ProjectsProjects are a special container - they can only be created in either a group or a space. Projects inherit the permissions of the place they are created in. And they have light-weight tasks associated with them. Another feature of projects is that they can be archived. We will cover this in more detail in another session.
All places have a main landing page and several other navigational elements which help you find what you are looking for. The landing pages include content display “snippets” called tiles. We will go into much more detail about managing landing pages and tiles in the Managing Jive Places session. For now, we will just look at the various pages that are included in each Jive place. Use the method of your choice to find the group you created (hint: search for the name in the spotlight search).
- Activity page: this includes an activity stream for the place and the possibility of adding tiles to the top and right of the stream. This is the default landing page for all places
- Content page: all content that lives in the place is listed on this page. There are filtering and sorting options similar to the main content page.
- Images page: Jive detects when png. Jpg and .gif files are uploaded and adds them to this image gallery page.
- People: displays the profile cards of users who are following and/or members (depending on the place type)
- Subspaces and Projects/Projects: clicking this will display any projects and subspaces (for spaces only)
- Events: When the event content type is enabled in a place, clicking this tab displays upcoming events in a list format. You can also look at it in a calendar view
- Analytics: this page is available only to place admins and has usage dashboards. We will go into these in more detail in another session
- Custom pages: up to 5 of these landing pages can be created as navigational elements
Lightweight sub-topic filtering called Categories can be created in each place only by the place admins. We will cover this in more detail in another session. Categories are not searchable and are specific to the place where they are created. When you click into the content tab, you will see categories displayed on the left rail. When you click one, you will only see content that has been placed in that category. Categories are useful mostly to users who like to navigate to content vs. searching for it.
In the place banner, you will see a Follow link and an Actions dropdown. In the Actions dropdown you will find a list of the types of content that you are permitted to create in that place. For certain groups you will also be able to invite others to join. The small info icon will display a popup with information such as a description, the place owners/admins and when the place was created.
Places can be found using similar techniques as finding people and content. Clicking on Places from the Browse menu will display all places that you have access to. Each place has a card which displays the place icon. Searching will display any places that match the keywords typed in.
In the next session, we will cover the various types of activity streams, including news streams, we will also look more in-depth into advanced search functions and other Jive content types.
If you have any questions regarding any of the topics discussed in this video, please contact your assigned customer success manager and they will be able to help you with any further information that you might need.