Jive Basics 2
Welcome to another video session of Jive Basics. If you are new to the Jive platform and have not reviewed the first session, please do that before you view or read this one.
In this session, we will describe in more detail the different types of content that are available within the platform and look at the various activity streams available to users. And finally we will go more in-depth on searching within Jive.
In the first session, we reviewed the 5 most commonly used Jive content types. Now we will go over the rest of them before diving deeper into some advanced content management options.
Users can upload or embed videos into most any content type but videos can also be uploaded or embedded into their own content type. The benefits of doing this are that the videos can be filtered separately from other types of content, and you can download a video that has been uploaded as its own piece of content. The most common video controls are available within the player. To create a video:
- Select Video from the main create menu (hint: pencil icon) or the actions menu of the place where you want to create your video.
- You can choose to upload a video (and most common video types are supported) or embed one from platforms like youtube or vimeo. If you have a transcript of your video, you can add it to the description area below. Be sure to save!
An advanced feature of videos in Jive is the ability to embed into your content a standalone video hosted in Jive. To do this, let’s create a new Jive document.
- Once the new document page is open, click the video icon in the rich text editor
- In the popup, select Browse Jive Videos
- You will see a list of the videos that you have access to within the community. There are various filtering options, including the ability to show only your videos, or select from a specific place where videos live. You can also see when it was posted, who created it and where it lives.
- Once you find the video you’d like to embed, click on the row and then click the Insert Video button.
A benefit of this technique is that you can use the same video in different places in the community from within content without having to upload it multiple times. For example, perhaps your CEO has just uploaded a video announcing a new executive who is joining the organisation. You may want to include it in a news story - using a blog post - that will appear on the home page. BUT, you also want the video to be searchable on its own. Using this technique gives users different ways to find the same video.
EventsThe events content type has lightweight event management capabilities, although it is best used for advertising and announcing events or meetings, rather than managing attendees and calendar invites.
To create an event
- Select Event from the main create menu or the actions menu of the place where you want to create the event.
- You can add a banner at the top - similar to the blog post banner, if you’d like to add some pizzazz to your event.
- Add a title and then the time of the event.
- You must also add something into the Location field - it can be a link to a web-conferencing system or a physical location. You can even enter a physical address by clicking the Add an address link
- Then add whatever details you’d like into the description area. You can add marketing images, videos, etc.
- Next choose the type of event you are planning from the dropdown (note: these event types can be configured for your own needs - this will be covered in the advanced sessions)
- Next, choose the correct option for who may attend the event.
- When an event is posted in a place, anyone with access to the place can RSVP when the event is Open
- When the event is Closed, anyone with access can see it, but only users who have been invited can RSVP.
- When the event is Private, only people who have been invited can even see the event - no matter where it lives.
- Next you can set a limit to the number of attendees by adding a number in the Set Attendee Limit box.
- There is even a place to put a little information about a speaker or other guest (either someone from the community or an external guest).
- Click on Feature a Guest to add the details.
- For someone who is a member of the community, select Community User and then enter their name into the box. This will display their community avatar and name, title and whatever is in the biography profile field (if anything).
- For an external guest, select Add a Non-Community Guest and enter the relevant details.
- Add tags
- Select the place to put the event (if it isn’t already selected).
- And finally, if the event you are creating is happening more than once with similar details, you can tick the Create Another box before publishing and an exact copy of the event will be created. This is Jive’s version of a recurring event.
Once the event is published, you can invite people by clicking the Invite people button. If you have selected Closed or Private, the invitation will be the only way that users can RSVP.
You can share an event with other people and places, like other content types. From the Actions menu, there are a few options that are not available to other content types:
- Export Attendees will allow you to choose the user profile data you want and then download a csv file with all the people who have RSVPed to the event
- Create a Copy mimics the Create Another function before you saved the event - it brings over all the content in the original event so that you can only edit the parts that need changing
- Users can add the event to their calendar by clicking Add to Calendar. This creates an ICS file that will go directly onto Outlook and can be added to other email systems like gmail as well. Note that this will add the event to their calendar but it will not update automatically if the event date and time is changed in Jive. You must be following the event to receive the update and then you can add the event again to your calendar.
Once events are created, they will appear on the Events tab in the place they are published. They will also show up dynamically in the Upcoming Events tile on a landing page. This will be covered in more detail in the Managing Jive Places sessions.
Status UpdatesStatus updates are similar to a tweet - they are meant to be a short point-in-time post about what’s going on. They are a great way to get started using Jive because they are so familiar and easy to use, but the caveat is that they can be difficult to find later on when you are trying to find what was discussed. They appear in search results and in activity streams, but they do not appear in the content tabs. Be sure not to use a status update for a question or discussion that you want others (or yourself) to be able to refer to later on.
To create a status update, you have several options:
- Use the Create menu and select Status Update
- Click into any stream in the News navigation row and start typing into the field at the top of the page (where it says “what’s going on”). Note that you can create any content type from this field by selecting the content type from the little arrow to the right of the field, but the default is a status update.
- From the activity landing page of any group where status updates are enabled.
You can add @mentions, images and links to your status update. And you can select a place to post your update by clicking the Change link under the status update field. Leaving it set to the entire community will make it visible to everyone in the All Activity stream.
If you want to delete your status update, this is a little tricky. You first need to find it - the easiest places are your Jive Inbox or on the Activity page of your user profile. The trick is to click into the time posted link which will display the status update page. From here you can complete several actions - with the bottom one being the option to delete it.
TasksYou can create a task for yourself which can serve as a reminders of things you need to do - either within your community or in other areas of your work. Once the deadline you have set for yourself has passed, you will be sent an email reminder until you have marked the task resolved. To create a task:
- Select Task from the Create menu
- Add a description
- If you want to add a task for yourself in a project, select All projects from the dropdown and then the project where your task should live. Otherwise, leave it set to personal task
- Give it a date in the future.
- If you want to add even more details for yourself, click Advanced to see a full rich text editor and the ability to continue adding more tasks for yourself.
- Be sure to save the task!
These tasks will show up in the Tasks page on your user profile and in the Actions page from the Jive Inbox page (covered later).
BookmarksThese are slightly different than the bookmark function on every piece of Jive content - in that you can add an external site as a bookmark within Jive. Anyone can see what you have bookmarked unless you make it private. To create one, just select Bookmark from the Create menu and fill in the web address. Then click Next. Change the title and add a description. This is where you can mark it as a private bookmark. Once you’ve saved it, you can see it when you click Bookmarks in the spotlight search and on the Bookmarks page in your user profile
Note: the bookmarklet option is deprecated so we don’t recommend using it.
Messages are Jive’s version of a private message - we also call them “direct messages”. You can send a message to one or more members and the message will not be seen by anyone else. Like status updates, direct messages can also be somewhat hard to find later - they are most accessible from your Jive Inbox. If you want to privately discuss something important - that you want to refer to later - use a discussion content type instead - and add the specific people you’d like to include at the bottom before publishing.
To create a direct message, select Message from the Create menu and then add the user(s) you want to participate, then add your message. You can also add images and @mentions. The users you have included will receive a notification and it will appear in their Jive Inbox where they can most easily participate.
Polls are an easy way to get a pulse on the community or a group of people. You can very simply add in two or more options for users to select (and even include an image) and post it where the audience you want to attract will see it. Users cannot see how everyone else is voting until after they have voted. The author can always see how the poll is going. Polls can have expiration dates so that you don’t have to manually go in and disable them when you’re finished.To create a poll:
- Select Poll from the Create menu
- Add a title for your poll
- Add the selections. You can even upload an icon for each selection.
- To change the order of the selections, simply drag and drop them into the order you want them to have
- Adding a description to the poll is required.
- Before you save, you can add some time-boxing to your poll by clicking Change voting options. This allows you to start the poll at a future time and to set an end time.
As the owner of a poll, you can archive it from the Actions menu.
Ideas are a special content type used for idea jams or innovation initiatives. When published, other users can vote the idea up or down. Ideas can be moved through stages such as “open, under consideration, in progress, implemented”, etc. We recommend setting boundaries around the use of ideas so that users don’t create random ideas that cannot be acted upon by admins. Before adding ideas to your place, consider also adding some guidelines about the kinds of ideas you are looking for and how to post.
To create an idea:
- Select Idea from the Create menu
- Add a title and a description of your idea. The goal is to get others to vote on your idea - so add something persuasive!
- If you want to have someone collaborate on the actual idea with you, tick the Add Authors box and add those people.
- Click Create Idea
When others vote on the idea, their avatar will be displayed in the middle of the idea, along with the number of votes up and down.
If you are the owner of the place where the ideas are posted, you can export the content of the ideas into a csv file by selecting Export Ideas from the Manage cog. Or you can import ideas from a csv file as well - follow the format of the export csv file for best results.
Jive has a special function for designating content in certain ways - such as Official, Final, Reserved, Outdated and Success. We call these “structured outcomes”. This designation affects how the content appears to users. Marking a piece of content adds a little sign to the top of the content.
But even more importantly, the Official, Final and Outdated outcomes affect the position of the content in search results. The Official and Final designation brings things higher than content that matches the search terms that is not marked. Outdated is used when content needs to stay in the community but it will bring it lower in the search results than other matching content.
When you mark content Outdated, you have the opportunity to add a link to something that is more up to date - even an external link. When a user goes to the outdated content, a big sign is displayed and you are given the link to the updated content - or you can view the content anyway.
Reserved is for content that is published but not finalised yet and Success is a marking for content that can be considered a success story.
You can mark content you authored or content that lives in a place you manage with one of these outcomes. To do this, select the desired outcome from the Actions menu in the top right.
The other outcome is called Mark for Action which allows a user to assign an action to themselves or someone else. Actions can then be resolved. When you select this outcome, you must add a description of what needs to be done. You can add someone else into this action as well by ticking the Bring in others box and then selecting the user. When you have assigned an action to yourself or someone else, the action will appear on the Actions page under the Jive Inbox. Either of you can resolve the action by clicking into it either from the Actions page or where the action appears on the piece of content and clicking Resolve. As the creator of the action, you can delete it, add more participants or view the details of the action. Note: only one action can be applied to a piece of content. The option in the content actions menu disappears when an action has already been applied - even if it is resolved.
Comments also have outcomes. They can be marked helpful, marked for action, marked as a decision and marked as a success.
As we’ve seen before, content can be filtered by these outcomes in the main content page and in place content pages.
And now some final words on advanced content functionalities.
Since blogs are the content type that Jive uses for corporate and official communications, they have some special functionalities to make them look more engaging. Spend some time planning your blog post before you create it in Jive. There is a spot at the top for a banner image. If the blog you are creating will be displayed in a news stream on the home page, it is important to select the right image. This image will appear at the top of the blog post when someone clicks into it - and as we can see, it will be in a wide but shallow format, no matter what the original image size and ratio is. When the image appears on the home page, it will be in the original ratio. So for the best results, choose an image that is in a 4:3 ratio (so that it fills most of the thumbnail space on the home page) and has the most interesting part of the image small and in the middle so that it looks nice on the blog post itself. If you don’t use the banner image, the first image that you insert into the body of the blog will be the thumbnail no matter where you insert it. What I mean by this is that if you add another image above the first one you inserted, the first one will still be the thumbnail that appears on the home/news page. Getting images ready before you start will help you save time editing later.
Now, let’s create a blog.
- From the create menu, select blog post.
- Click on Add a banner image and add your image.
- Add the title, text and other images. I will add my image into the description area so that we can see how this image will look on the home page. You can wrap your text around the image by clicking into the image and choosing one of the elements below.
- You can make a first letter initial cap by ticking the box under the text area.
- Comments can be restricted by ticking the box at the bottom. You can do this either from the outset, or close off commenting after a certain time.
- Finally, you can choose when you want your blog post to be published by ticking the “schedule” box. A date and time selector displays. Once you’ve added the desired time, click Publish. The blog goes into a “draft” state until it is time to be published.
- Alternatively, you can save the blog as a draft and then edit it when you are ready to publish it. (reminder: to find your drafts, go to the main content page or the content page in your profile and click on Drafts on the left).
- Select the place you want to publish and click Publish.
Now, let’s go to the home page and see how our blog post looks. You can see that the image on the home page has the same proportion as the one that was pasted into the blog post.
Jive documents also have some special functionalities. You can create a private document for yourself (the Hidden option) if you want to work on something before opening it up to others. You can restrict the document in other ways:
- Select Specific People and then add the people you want to collaborate with - this is the best choice if you are not putting your document into a place
- Select Restrict Authors - this is the best choice if you are posting your document in a space or group where everyone has edit rights, but you only want yourself and specific other users to be able to edit the document.
You can also have your document be approved by someone else by selecting “Require approval before publication” and adding the person(s) you want to approve your document. This person will receive a notification and be able to edit the document and approve it which will then publish it. As with blogs, comments can be restricted and you can save your document as a draft.
Versioning in Jive documents allows any user to compare the current version with any previous version of the document - similar to Word, with highlighting of the changes made. If you are the author of the document or an admin in the place it was posted, you can also manage the versions. Older versions can be “restored” or they can be deleted. Do this by selecting Manage Versions from the Actions menu.
You can use a Jive document to collaborate with your colleagues on a blog post or official document and then copy it to a “clean” copy without comments and versions. This allows you to keep the history of the collaborative effort without the end users being able to see the work process. Once you’ve finalised your document, simply select Create a Copy from the Actions dropdown and then choose the content type you want the final product to be in from the pop-up. You can then select the place you want to publish the content and save it (be sure to change the title so that the (1) is not there).
Jive documents can also be used to create templates or forms - for when you want a consistent look and feel for a set of content. Create a template document that looks the way you want it to look - possibly with some instructions to users about where to add their own content. Be sure to save it in the same place that you want users to post their document in (and they must have create access in that place). Once you’ve saved it, select Create a Copy from the Actions dropdown. If you copy the URL from the field in the popup, you can use it to create a link or “button” on a landing page for users to click and launch the copy directly.
Let’s move to talking about activity streams now
Activity streamsActivity streams are similar to what you see in other platforms like LinkedIn and Facebook. They give you a running list of what is going on in the community. There are several different types of streams in Jive.
Most streams are accessible from the home page of Jive. You can see them listed under the global navigation - or in the case of this instance, under the hero tile area.
The home page itself, as we started to discuss in the Jive Basics 1 session, is an aggregation of the news streams that are pushed to you, your following stream and any custom streams you have created for yourself.
So let’s start with the push news streams: these streams contain content that is pushed either to all users or users based on certain profile attributes like the department they work in or the location where they work. A community admin (normally someone in Corporate Communications) decides that this information is important enough to appear on the home page. These news streams often replace email newsletters. As an end user, you will not be able to unsubscribe from these push news streams. The news streams always appear between the News and All Activity.
When a news item appears on your home page, it doesn’t stay there for a long time. If you click into the title of the story, it will stay on your home page for 2 days. If you don’t click into it, it will stay there for 10 days. However, if something new is posted in the same news stream, the older stories will move down the page and aggregate with the other news items. Also, there are 6 stories from each push news stream at any one time. So if your corporate comms dept has published 7 stories in the last 10 days and you haven’t read them all, the oldest will move off the home page.
But don’t worry - you can still read these older stories by clicking into the different stream links in the News row. The stories stay here for 180 days. If there are stories that you haven’t looked at yet, you will see a little dot next to the stream name.
The rest of the streams have some unique properties: when you click into one of them, you can like, share, comment and see other activity on an entry all from the stream itself (without having to click into the title). Click into the All Activity stream. You can sort the streams by Most Recent or by Top & Trending - similar to Facebook and other platforms.
The All Activity stream does not aggregate into the main home page streams. It displays all recent activities in the community that you have access to. In a very active community, this stream may be a little noisy. On the other hand, you may learn things found here about other parts of the organisation that can help you in your job.
The Following stream is an aggregation of all activity from all the people, places and content that you are following. This content will also be displayed in the aggregated home page stream area.
If you are following a lot of people, places or content, you may also find this stream to be noisy. You then have the option of creating your own personal custom streams - up to 10 of them. To do this, click the little + sign next to the word Following. You will see an instructional screen which you can hide by clicking the OK I got it button. Name your stream and then start adding the people, places and tags that you wish you add to this stream. For example, you might want to get updates on anything related to artificial intelligence that is going on in the community. When you type the keywords into the search field, any person or place with something about AI will be displayed. Any tags that are similar will also be displayed.You can then add those to your custom stream. After saving the stream, it will appear to the right of the Following stream. From then on, any activity from any of the items you added into your stream will appear. both as part of the aggregated home page and when you click into this custom stream. If you want to add something else to one of your custom streams, once you have created it, the stream name will show up in the following dropdown whenever you click it.
In the global navigation next to your avatar, there is a little icon with a counter in it. The number tells you how many items you have in your Jive Inbox. The Jive Inbox is another type of activity stream - similar to an email inbox in that there is read tracking. One way to use this stream that is different from the Following stream is that you can follow things into your Jive Inbox that are most important for you - and set up your email notifications to receive emails on anything going into your Jive Inbox. When you want to read a specific item, click into it. The full text will either show below or in a new pane, depending on the icon selected on the top right.
To follow something into your Jive Inbox, select it when you are following something or someone - it’s one of the options in the dropdown. While items you have read will stay in the Inbox for 180 days, you can change the filter option to only show unread items. You can filter on activity by a particular user by typing their name into the field. And finally, you can filter the list to show only @mentions, direct messages, shares or notifications. If you want to mark everything in your inbox “read” simply click the link to change them all to read status.
Your View is not really a stream, but it is a page where you can create a personal view for yourself based on a set of tiles that will display content in different ways. You can keep a list of content that you have recently viewed, add static lists of places you visit most often, etc. To personalise it, click the Edit page link at the top right.
- To remove one of the default tiles, click the trash can icon in the tile
- To configure one, click the cog icon to see the configuration options
- To add a different tile, click “Add a tile” in any of the empty tile boxes and select the tile that you want to add - and then configure it.
- Be sure to save the page!
Next down in the left navigation is the Actions page. This page will list any actions or tasks that have been assigned to you. You can toggle to see which are still pending and which have been completed.
Get Started will display the onboarding quest that you may have noticed the first time you logged into the community. If you don’t want to see this page again, you can disable it on your Preferences page.
In the first session, we briefly talked about Jive’s search capabilities. Now we will go into it in more detail. Jive’s search is one of the most powerful ways to find what you’re looking for in the community. As mentioned before, Jive uses something called “social search” which basically means that over time, Jive learns what you look for most frequently and starts to make suggestions to you based on that before you even type in any keywords.
If you don’t find what you need based on those suggestions, you have some other options before typing in keywords. You can click on History to get a date-based list of items you’ve looked at. Or you can click on Bookmarks to see the content you’ve bookmarked.
Still no luck? The keywords you type in will match words in tags, titles and text within content, and place names, and any searchable profile field (including skills). This is why it is very important to both tag and be very descriptive with content titles. Standard search operations, such as wildcards, work as well.
Once you’ve got some results, you can use the “All time” and “All content” filters to narrow the results. In addition, if you are initiating the spotlight search from within a place, you can filter to only show content that lives in that place by clicking the link just under the dropdowns. It will say something like “click here to only show results for xx”.
You may notice that your results have a marking that says Promoted. This is similar to a google ad - where when what you type in matches something that is considered to be the most important result for those keywords. Making something promoted is controlled by a community manager.
Jive also has an advanced search page. Hitting Enter from the spotlight search will take you to this page where there are additional sorting and filtering options. The same keywords rules apply on this page but then you can filter to only show content, people or places. You can also choose to show results based on an activity date, the author or place, the type of content, content only from active users, and content that has been marked with a specific outcome. Additionally you can sort on content based on relevance to the keywords or by most recent activity. And finally, if you do not want Jive to take into account your activities in the community, you can turn off the Social Search function at the very bottom. This will also affect your results in spotlight search.
By now you have an excellent grasp of the main functionalities for end users in Jive. In the next session, we will begin to explore how to administer Jive as a community manager or place manager.