Managing Jive Places 1
Welcome to another video session - Managing Jive Places. If you are new to the Jive platform and haven’t already reviewed the basics sessions, please do that before this one. In this session, we will cover how to create and manage Jive spaces, groups and projects, including user permissions. We will also look at the system admin permissions required to control the creation and management of spaces and groups.
Before we begin, let’s start with a short overview of the most important system admin permission levels for managing places in Jive:
- Full Access admins have the highest level of permissions in Jive. They can access and manage any item both in the admin console and on the front-end, including editing other users’ profiles and accessing all unlisted groups and their content.
- Manage Community admins have slightly less access. For example, people with this access cannot see unlisted groups or their content. And while they can create top-level spaces, their permissions do not override the content creation permissions applied to a space.
- For each space, place admins can be granted permissions to manage everything about the space: the landing pages, the content within the space, and the access to the space by other users (including any user permission groups associated with the space if needed).
Admin access is usually given to the community manager and place managers by the community admin - someone with Full Access. You must have at least Manage Community access to perform the activities in this session. If you have not already been given this access, please contact your community admin or your CSM to assist you before you continue with this session.
The admin console is Jive’s “back-end”. It is where most community-wide configurations are set and managed, including administrator permissions. To reach the admin console, click the arrow next to your avatar in the global navigation, then select Admin Console (note: if you do not see this option, you do not have admin permissions). You will see a different global navigation than the front-end of Jive where we have been working so far. In this session, we will be talking mostly about the functions in the Manage User Groups, Structure Your Community and Set Global Space Permissions sections.
Now let’s do a quick review of Jive places:
- Spaces are normally used for official content and communications where a small set of users “own” the content and a large audience has access to the content but can only ask questions or comment on the official content. Spaces can have subspaces and projects underneath them. Spaces can have all the collaborative possibilities of groups, but they are managed via the admin console so are not as nimble
- Groups are easy to set up for any user. Their permissions are more flat than spaces and are key for collaboration within Jive. Group membership is controlled from the front end by the group admin (see Jive Basics 1 for more information). Groups have no hierarchy nor can they be nested.
- Projects have light project management capabilities such as tasks. They cannot live on their own - they can be created under a group or space and inherit the permissions of their parent.
Managing SpacesIf you have the right permissions, you will see the option to create a space or subspace from the Create menu or from the actions menu of a space. However, it is easier to take care of all the elements needed for getting a space set up from the admin console.
On the main admin console page, click on the Structure Your Community section. This will display the existing space structure. The top space may be called Jive in your community. This is the root, or default, level space where everything in the community lives (including personal content).
Changing the label here will change the name of your community everywhere it appears, including in the browser tabs and wherever the community is referred to in the front end. To change the label:
- Click on the cog to the right and select “Edit general information”
- Once there you can type in the new name. We recommend keeping the name short
- Then save it
The spaces that appear under the root level space are commonly referred to as top-level spaces. To create a new space:
- Click on Spaces in the left navigation
- Click on the cog to the right in the root space row
- Select “Add a subspace” to add another space
- When the space creation page is displayed, you will see at the top which space is the parent of what you are creating. Check this before going further to make sure the space will be created where you want it. (Don’t worry if you created a subspace in the wrong place, we will cover how to move it later).
- Next add a name for your space. Be as descriptive as you can but keep it short as there is a limited number of characters that will show up in the place itself and on the place card.
- The URL field will auto-populate based on the name of the space, but if you’d like to change it to something else, just type it in. Put dashes or another character between words.
- A description is not required but it can help users understand the purpose of the space - this description will appear in the popup that opens from the info-icon in the place banner.
- Finally, decide whether you want the space to inherit the parent space’s permissions or if you want to configure special permissions.. Let’s leave it to inherit the permissions for now so we can take a look at the default space permissions.
- Click on Create to save the space
- Now click on the cog for the root space level and select Configure Permissions. The permissions set here will automatically apply to any space created under the root level space unless you decide to “disinherit” them manually. This is useful for applying a standard set of permissions to all the spaces before you add the place admins later.
There are two default user permission groups on this page. Let’s take this opportunity to segue into talking about user permission groups.
A user permission group is basically a collection of users who, when the group is applied to a space, all have the same level of permissions. User permission groups exclude external contributors because they are a “special” type of user with limited access (more later on this user classification later). A common use case for a user permission group is when you have a group of content editors who need to edit content in multiple spaces. Manage Community and Full Access admins can create user permission groups.
Let’s first take a look at the User Groups page:
- Click on User Groups from the left navigation of the Permissions page. Note that you can also get to this page by clicking Permissions in the global navigation or by clicking Manage User Groups from the admin console home page
- In my community, you can see a list of permission groups along with an ID, the number of members, and when it was created.
- It is possible to synch Jive user permission groups with AD groups. If you do this in your community, the Federated column will show “true” for groups that synch with AD.
- The Visible column is to show which groups are able to be used by the push News streams
- The cog on the right of each row allows you to administer the group - add or remove members, delete the group or change some of the settings.
Now let’s create a user permission group:
- Click on the Create new user group button.
- Name your group something descriptive so everyone knows what this group will be used for.
- Will this permission group be used for news targeting? If so, make sure Yes is selected.
- Then click Create Group.
- As the creator of this group, you have automatically become the admin for it and can add new members to the group by clicking Add Members.
- On the next page, you can start typing in users who should be members or you can use the people picker by clicking the little people icon below the field.
- Once you are finished, be sure to click “Add selected users”!
Below on the same page is a listing of the existing members. This is where the members you add will be listed. If someone should no longer be part of the user permission group, you can select them to remove from here.
Once you’ve created a user permission group, you can use it to apply permissions to any space. Important note: being the admin of a user permission group DOES NOT mean that you also have the permissions that the group members have. If you wish to have the same permissions they do, you must add yourself as a member!
So, now back to our default space permissions. Let’s navigate back to the root level space permissions page.
- Click on Spaces in the left navigation
- Select Configure Permissions from the cog
There are two default user permission groups:
- All Registered Users. This group includes every user in the system with an account (except for external contributors who do not have access to spaces)
- Everyone: This group also includes every user in the system with an account + would include non-logged in users if you had an open community (which is not part of the Jive settings). Basically, the only time you need to worry about the Everyone permission group is if you remove ARU (All Registered Users). If you need to do this to control access to a certain space, be sure to also remove the Everyone permission type. In fact, you can remove it now at the default permission space so you don’t have to think about it again!
If you have a set of users who you want to have the same default access to all spaces that are created, you can add it here by clicking Add Group and selecting your group. Then you will select the level of permissions you want this group to have. If you are unsure, click on the Space Permission Level link in the left navigation to review rules for the basic levels.
- Administer: users can manage all aspects of the space
- Moderate: users can manage all content in the space, but not the landing pages
- Create: users can create all content types allowed in the space
- Contribute: users cannot create any new content, but they can comment on existing content, vote in polls and ideas and rsvp to events
- View: users can only view the content in the place, but not comment or create their own content. users can download attachments from content they can view
- Discuss: users can create discussions or questions and comment on any other content, but they can’t create documents, blogs, events, videos, ideas or polls
A very common default permission setting for All Registered Users is Discuss access. But if you want to have the default permissions be something else, you can edit the permissions of All Registered Users by clicking the Edit Permissions button and selecting from the dropdown. Be sure to save. To remove a permission group, simply click Remove Group.
Now that you have your default space permissions the way you want them, let’s change the permissions for the new space we created. The easiest way to get there from where we are now is to click Spaces on the left which will take us back to the space tree page. Click the cog to the right of the new space and select Configure Permissions.
There are a couple options for permissioning spaces:
- Adding user permission groups for each required access. This is the recommended approach when you have large groups of users who should have the same permissions wherever the group is added
- Adding individual user overrides. This is the recommended approach for giving special access to individuals. For example, if you have two admins for a space who will not have admin access to any other spaces.
To be able to do this, you must disconnect this space’s permissions from the default permissions. Just click the blue Customize This Space’s Permissions button to disinherit the space.
After this function is complete, we can start to customise the permissions. Let’s first review adding a user permission group to space:
- Click Add Group
- Type in the name of the user permission group
- Select the permission level for this group
- Click Add Group
Now we can add a user override.
- Click the Create a User Override button
- Start typing in the name of the person and select the user
- Click Set Exception to launch the pop-up where you can give the person the permissions they should have.
- In this default screen, you can give different permissions for each of the different content types. This is useful if you want someone to be able to create blogs, but on contribute to documents, for example.
- Select “user can manage space” for space admins. A good practice is to select both Full Control and Moderate. And then save.
- The top option: “no access” is a special and rarely used option to exclude an individual user from accessing a space - even though they are part of All Registered Users. This can only be done at the user override level - it does not work with user permission groups.
Before we move into getting the space configured on the front end, there are a couple space management functions we haven’t covered yet.
- Spaces can be moved around. Perhaps your corporate structure has changed and Payroll now lives under Finance instead of HR. You can move spaces easily from the admin console.
- Click on Spaces in the left nav
- Click on the cog of the space you want to move and select Move Space.
- On the next screen click on the space you want to move it under. A check will appear.
- Then click the Move Space button. Voila, your space is moved. (Note: Any place where you have hard-coded links to this space will need to be changed on the front-end but @mentions will automatically update)
- Spaces can be deleted by selecting Delete Space. Carefully consider this move because once you’ve deleted it, all the content is deleted with it and it can’t be restored! You have a chance to see how much content is in the space and reconsider on the next screen before completing this action. Any projects under the space will be deleted along with the space. And make sure that if you want to keep any subspaces that you have moved them out from under the space before performing this deletion.
- Spaces can be reordered by simply dragging and dropping them into the desired order
Now let’s move into the more fun part of managing places. The following instructions apply to spaces, groups and projects so for the rest of the session, we will refer to them as places.
If you are still in the admin console, you can quickly move to the front-end by clicking the Visit Community link in the navigation.
Using the method of your choice, navigate to the new space we just created. You can also do this next exercise with any group that you are an admin of. When you click into the place, you will see that the look and feel of it is pretty “vanilla” - meaning there are some standard empty tiles on the page but nothing else. The default landing page is the activity page.
Place banner and banner iconThe first thing you might want to do in your place is change the banner and place icon. You’ll see that you now have a little cog on the far right of the banner since you are the place admin. When you click it, select Settings from the dropdown. This will launch into edit mode for the activity page - and you can then click Edit Banner. From here a popup allows you to select a different banner or color from the Preset menu. Or you can upload your own image (png, jpg or gif) or custom hex color. If you want to use one image for your banner, the recommended size is 1200px X 150px. But there are other options for repeating images in the banner as part of the Custom tab. It is possible to change the presets but we will cover that in the next session.
Now, you’ll want to add a place icon (again, png, jpg or gif). This place icon appears both in the banner and also in the place cards on the main places page so it’s important to add one because it gives users a visual way to recognise the place. - Jive will resize the image to fit into the area for the icon but the ideal ratio for the image is 4:3. Be sure to save!
Place templatesYou may have noticed a link in the top left that says “browse templates”. If you click into this, you will see some template categories on the left, such as Corporate Communications, and General. The default template is Team Collaboration. Each template has a different set of tiles that are included based on a common use case. These templates can only be used to configure the activity page (not custom tile pages) in any place. When you click on one of the templates and then Apply Template on the right, the tiles that are part of that template will be applied to your place. You will probably find that these out-of-the-box templates are not that useful, but as an admin, you can create both personal and community-wide templates for others to use. We will cover that in our next session.
Content typesWhile you are in the Settings window, you can choose the types of content that you want to allow users to view and create in this place. We recommend only enabling the types of content that you will actually be using as too many choices can make it difficult for users to decide which one to choose.
- Click the cog to the right of Enabled Features and Content Types
- Untick (or tick) the content types that will be allowed in this place
- Click Apply
- Note: External file storage will be covered in another session
CategoriesWe talked about using categories for creating sub-topic filtering in your place in our first session. As a reminder: categories are only for navigation - they are not searchable. And they are specific to a place. They need to be created from scratch in each place where you want to use categories. To create categories in this place, select Categories from the cog menu. In the popup, click Add new category to start the process. Add the name of the category in the field. The area below allows you to add one or more tags that you want to be associated with the category. What this does for the end user is to suggest the category (by highlighting it) when one of the associated tags is entered into the tag field. It does NOT add the tags or the category automatically.
I will demonstrate this now. When I add the tag that is associated with Policies to this document, the category Policies is suggested to me - and there is a tooltip which explains what to do.
You can create a maximum of 30 categories. If you want to reorder them, simply drag and drop then in the order you want them to be displayed in. When you’re finished, click Finished.
Back to configuring categories. You can bulk categorise content in a couple ways.
- If you are mostly uploading files into the place, you can upload them all after you create the categories. You can upload up to 50 files at a time when you select File from the create or actions menu. If you upload all content for a certain category at the same time, you can bulk categorise and tag during this process.
- A little secret trick to quickly categorise a lot of content which is tagged the same way is to first create and tag all the content, then create the categories. Ticking this little checkbox will apply the category to all the content tagged with one of those tags. This is a 1-time thing that will only work before the category is created.
If you forget to do this, you can use the bulk content management functions after the content is in the place. Navigate to the Content tab in the place and then scroll down and click on the “Bulk manage content” link on the left. You can select up to 20 pieces of content to apply a function to at once. You can move, delete, add tags or categories, or mark outcomes.
TilesAs a review, tiles are modular snippets of code that can be positioned on landing pages in different ways so that users can quickly consume the content you need them to see related to the topic of the place. Each tile has a different purpose and different configuration options. Some tiles are dynamically populated and some are curated by an admin to display exactly what you want to display. We won’t go through the complete list of tiles that are available in this session but we will review some of the most commonly used ones. Note that there are different tile options depending on where you are in the community. For example, the hero tile is only available on the home page, not a place landing page.
Commonly used tiles:
- Banner tile: you have about 30 seconds to tell users what you want them to do when they land on your page - we call these “calls to action”. The banner tile allows you to create visual calls to action that link to the action that you want the user to do. You can upload a lot of images, but display up to 5 at one time. This tile can also be used to showcase news items that you want to call user attention to for a long period of time. The optimal image ratio for this tile is 4:3 but more importantly, make sure that all the images you want to use are exactly the same size and dpi so that they display consistently
- Ask a question tile: this is a great tile to use when you want to prompt users to either ask a question or find something in the place. The way it works is that when a user starts typing, the system finds matches in the place using tags, titles and content and will display anything that does match in a little dropdown as the user types. This way, the user can see if perhaps there is already an answer to the question in the place. If not, there is a button which will launch a question with the title prefilled in so that the user can ask. This tile has a lot of configuration options: the title, search field instructions and button text can all be changed. You can also select where the search will happen and then where the question will be posted. And finally, you can decide which content types should be searched.
- Categories tile: When a user clicks into a category name from this tile, they are taken to the Content tab filtered on anything in the category. In its default form it will dynamically display all the categories in the order that you’ve got them in the category admin area. But you can configure it to only show certain categories as navigational elements. This can give the effect of “sub-categories” by only showing certain categories in one tile and other categories in another tile.
- Key content and places tile: This tile allows you to add a curated list of up to 10 links to places or content that lives in Jive. To configure it, you just click the Add Content or Place button and the picker popup appears. You can drag and drop the order of the items as well. Be sure to save the tile after you’re done!
- Helpful links tile: this tile is like key content and places except that you can add external links. This is good for “quicklinks” where you want to give users an easy way to get to other platforms or tools. You can even add a little icon (16X16) in to make it more visually appealing.
- Document view tile: this tile allows you to display the contents of a Jive document in a tile on a landing page. Benefits of using this tile are many:
- You can put html buttons, tables, and other elements into a Jive document which can then be displayed on any landing page
- If you don’t want to give someone access to manage a landing page, they can edit the document and the changes will be displayed on the landing page
- A Jive document is searchable, whereas the contents of an html or helpful links tile are not. Having a Jive document which is used for displaying items for browsing users and is also searchable is great for creating lists of links when the content lives on another platform
Super list tileThe super list tile is a workhorse tile that can be used to dynamically display lists of content, places and people with different layout options. It is important enough that it gets its own section. This is how it works:
- From the main content page or the content page of any place you can filter and sort the list of content any way that you wish to get the desired list of content. For example, you can filter on a category, a tag and only documents. Then you can sort using any of the options in the dropdown.
- From the main places page, you can filter and sort places using tags, place categories (covered in the next session) and type of place to create a list of places.
- From the main people page, you can filter and sort user profiles by skill and profile field entry and sort by the options in the dropdown to create lists of users.
- This creates a specific URL that can be used in the superlist tile (expert tip: the URL generated this way can also be used for buttons and navigation elements)
- The key value is that once you have this URL created, every time there is a new person, place or piece of content that matches the options you have configured, it will be dynamically displayed in the tile.
Now let’s configure one.
- It’s easiest if you have two tabs open in your browser.
- In one tab, go into edit mode of a place where you’d like to place the tile
- In the other tab, navigate to the main content page.
- Let’s filter on a tag and on blogs to get our filtered list.
- Then let’s sort on latest creation date.
- Now, scroll to the bottom right of the page and click on “use this view in a tile”.
- Click “copy to clipboard” and close the popup.
- In the other tab, click on “add a tile” and select the superlist tile from the Lists Dynamic category
- Once in the configuration popup, you have various options for configuration:
- First, add a descriptive title if you wish
- Then paste in the URL you just copied
- Once you have done that, 3 display options will appear. Basically, the options display different amounts of information about the content. The rich option even includes a thumbnail of the first image that is placed in the piece of content. The author’s avatar is also displayed in this view.
- Finally, decide how many items you want to display at any given time with a max of 25.
- Then click the Apply button to save the tile configuration
- And then save the page
- For places and people, you won’t see these 3 options. Using people will show you the avatar and name of each person. For places, the place type icon and name of the place will be displayed.
Place Landing PagesA word about responsive design before we dive into landing pages: Jive is mobile responsive meaning that all core parts of the product will display well on mobile devices using a mobile browser. For place landing pages, this means that what might be in a 3-column layout on the desktop will move into one long line of tiles on a mobile phone. You can see this for yourself by dragging the bottom right corner of your browser over to the left - in the shape of a phone. This is a good way to check the mobile experience while you are working on your place landing pages. If mobile is important to your organisation, think about the user experience for users on both desktops and mobile devices as you plan your tile layouts.
Depending on the purpose and audience for your place, you now will want to make some decisions about the landing page(s) for your place.
- The activity page has a non-removable activity stream on the left under the top tile placeholder. This is perfect for when the main purpose of the place is for users to quickly see what is going on in the place and be able to comment, like, and read other comments from the landing page without having to click into any content. You can add curated tiles to the right to showcase anything that you want to make sure users see even if it has rolled off the activity stream.
- Custom tile pages can be created for places that are more focused on sharing official content or news with users and less on collaborative activities. You can create up to 5 custom tile landing pages. This is great when you have a lot of content split between several topics - and you want users to be able to easily navigate to the sub-topic they are most interested in.
Let’s start by using the activity page as our landing page. We can can configure the tiles from the Settings option (the cog to the right in the banner). Once the page loads in Edit mode, you’ll see that there is a link in each of the empty tile placeholder spots that says “Add a tile”. And in each of the tiles that are already on the page, there is a trash icon to remove the tile from the page, and a cog which is where you can view the configuration options for the tile.
To add a tile to the page, click the Add a tile link to launch the tile picker. The tiles are divided into categories on the left. Click into each one to see the tiles that are available for the page position (some are only available in the wide column).
Once you’ve added the tile you want, you can configure it before saving. Be sure to save the tile settings! Once you’ve saved the tile, in most cases, you see a preview of what the tile will look like when you save the page.
Once you’re done adding and configuring your tiles make sure to click the Save button on the bottom left.
If you want to create one or more custom tile landing pages, go back to the cog and select “Create a page”. This will launch a popup where you name the page and then select a layout. Which layout to choose depends on how much content and instructions you need to surface for your users. Keep in mind the amount of scrolling users will have to do and also what the mobile browser experience will be like. Once you’ve selected the layout, click OK. The page will load in edit mode so you can add some tiles. On these pages, you have a maximum of 12 tile spots in the narrow columns and 4 wide column spots. The reason for this limitation is to help keep page load times to a minimum. Add the tiles you want to use, configure them and save the page. You will now see the page you created in the left position in the page navigation bar.
If you want to add another page, you can use the same procedure for a total of 5 custom tile pages. If you use all 5 pages, you will have a very full navigation bar - and you might not find it necessary to use all the default pages for your users. You can re-order and hide the pages the way you want them to appear.
- From the cog menu, select Navigation.
- The popup allows you to hide (click the eye icon) and reorder - just drag and drop - the navigation elements.
- We recommend leaving Analytics enabled so that you, as the admin, can easily get to the place analytics dashboards.
That’s it for this session. In the next session, we will look at the rest of the tiles, go into greater detail about settings in the admin console and how to create place templates.