Managing Jive Places 2
Hello and welcome to the Managing Jive Places 2 session. In this session, we will go through the tiles that were not covered in the last session, how to create and manage place templates and banners, content moderation and managing groups. If you are new to the Jive platform and haven’t reviewed the previous sessions, please do so before this one. Also, you will need at least Manage Community access to be able to practice all the activities covered in this session.
First let’s dig into more detail about the tiles that are available to you. Keep in mind that some tiles are only available in the wide format and some are only available in the narrow format. Also, some tiles are only available on the global home page - and some of the tiles are available only on place landing pages. There is a complete matrix of the tiles and where they appear in our nugget tutorials.
As a reminder, to edit the landing page, select the page name from the Manage cog. And when you click on Add a tile while in page edit mode, you will launch a tile picker. We will go through the tiles in the order that they appear in the picker, but we will not review the tiles that were covered in the previous session.
The first category is Collaboration.
- Actions items: will display a list of content from this place that have actions assigned to them. Once an action has been marked resolved, it will disappear from this tile. Useful in collaborative places to keep track of what needs to be worked on
- Featured content tile: in places where you are an admin, you will see the option to “Add to Featured Content” in the Actions menu of any piece of content. When you select this, the content title will dynamically appear in this tile on the place landing page. To remove the link from the tile, just click on “remove from featured content” in the Actions menu of the piece of content. This curated tile is good when you want links to be displayed for a long period of time, regardless of other activity going on in the place
- Finalized content tile: this tile will dynamically show links to any content that has been marked Final in the place. It is best used in document collaboration groups when you want to note which content is ready to be published elsewhere
- Key dates tile: you can add entries about upcoming events manually into this tile. Once the date you enter is past, the entry will disappear. Note: do not confuse this tile with the Upcoming events tile which is outlined later.
- Popular content: this is a dynamic tile that will display the content that is getting the most activity (views, comments, likes, etc.) in this place.
- Recent decisions: this tile displays links to content which has had a comment or reply marked as a decision. It is best used for collaboration groups to keep track of decisions that have been made.
- Upcoming events: this tile dynamically displays a list of links to and the dates of any events that have been created in the place. Once the date has passed, the link to the event will disappear from the tile. Do not confuse this with the Key Dates tile where the items must be manually entered.
In the Graphic Elements category:
- Carousel tile: showcase images with links. It can be set to show thumbnails and allow for auto-play.
- Gauge tile: this tile allows you as the admin to manually adjust the status of a gauge to show how a project or team is doing.
- Image gallery tile: showcase images in this tile. Links cannot be added to this tile - it is only for displaying images in a gallery format
- Video (external) tile: embed a video from a source like youtube or video without creating a piece of content in Jive. Users can play the video from the tile itself.
- Video (featured) tile: From the actions menu in a video that has been uploaded into Jive, select “add to featured content”. The video will dynamically be displayed in this tile - and can be played from within the tile.
Lists - custom:
- Content sets tile: this tile allows you to create long lists of content links on a landing page, divided into sections. Users can click into each section to display the links. Note: all content must live in the place where this tile is used. When a user clicks into one of the links, they will see links to the previous and next content so they can easily move between the pieces of content.
- Expandable sections tile: this tile is almost the same as the content sets tile except that the content can live anywhere in Jive - it is not limited to the place where the tile is put.
- Featured people tile: this tile is great for showcasing place owners are subject matter experts on a place landing page. You can add up to 10 people into the tile. The tile displays the avatar, name and title (if the profile field is used).
Lists - dynamic
- Answered questions tile: this tile shows a list of links only to questions that have a reply marked correct that this in this place
- Featured quest tile: with this tile you can display the events of any Rewards quest. One of the nice features of this tile is that it shows a little green check on any event that has been completed by the user so they can keep track of where they are in earning the badge. This tile is only available when Rewards is enabled.
- Latest blog posts tile: this tile dynamically displays links to the latest published blog posts in the place. As a new blog post is published, it will occupy the top spot.
- Leaderboard tile: this tile displays the number of points the user has earned for activities they’ve done in the place. Under that, a list of the top earners is displayed. This tile is only available when Rewards is enabled.
- Similar places tile: this tile allows you to enter a tag or tags - and a link to any place which matches ALL the tags added will be displayed in the tile. Note that if you add more than one tag, the place must have all tags listed - not just one of them.
- Tagged content tile: like the similar places tile, but for content only. Adding more than one tag means that the content must have all tags, not just one of them.
- Unanswered questions tile: this tile will display links to all questions that do not have a reply marked correct which are posted in this place
- The tiles in this section have all been previously described.
- If you have any created or purchased any custom tiles, they will be displayed here
- Create a content or place tile: this allows you to create a tile that can be used in multiple places - based on the key content and places tile. What you do is add links to content and/or places in this tile, and then specify if you want to lock the tile so that only you control what is in it and if you want others to be able to also use it for their places. Here is an example of how to use this tile: say you have a series of projects that all should have the same list of links to project management guidelines that live in a common PMO space. You can create this tile with the links and have everyone who is going to be creating one of the project places add this tile to their landing page so that they are all consistent.
- Create a people tile: this tile operates on the same principle as the “create a content tile” except that you add people instead of content or places
These are tiles that are only available on the global home page:
- Hero tile: this tile is only available in the top tile area that expands across the width of the page. You can add an image, text and button content to link to a piece of content or a place (or even an external link) from the button. It is an easy way to create an attractive call to action without having to know html. Select an image that is at least 1200px wide.
- News: displays links to blog posts that are part of a push news stream. Note: the contents of this tile may be redundant with what is in the news streams
- Trending content: displays links to content that has a lot of activity from all over the community. This will be similar to what appears in the Top & Trending cards in the dynamic area of the home page
- Trending people: displays the avatars and names of people who are active - and have a lot of activity around their activities (comments, likes, shares on content created by these people, etc).
and these are tiles that are not available on the global home page:
- Video (featured)
- Featured content
- Content sets
- Unanswered questions
- Answered questions
- Popular content
A word about custom tiles: it is possible to bring content from other systems into custom tiles using APIs or create types of functionality in Jive using custom tiles. For now, consider that custom tiles are only available on the desktop and mobile browser versions of Jive - not in the Jive Daily app.
Now let’s dive a bit more into the place banner templates and place templates described in previous sessions.
Place banner templatesFirst we’ll change the place banners for the existing place templates and the banner presets for the entire community. Using the dropdown next to your avatar, select admin console.
From there, you’ll need to access the advanced admin console by clicking Advanced Settings on the bottom left. Then click on the Add-ons navigation item. In the left navigation, click on Place Template Management and at the bottom of that page, click on Manage Template Banners.
Once on the page, you’ll see that the top item is the default team collaboration banner. Down below are listed the rest of the out-of-the-box place template banner thumbnails. On this page, you can change the banner image for each of these - if you are going to use them. Once you create your own place templates, they will also appear in this list.
Simply click the Edit link on any of the thumbnails to launch the configuration popup. In the popup, you can change the title color and the background color if you want to use a solid color. Use the hex code for the color you wish to use. If you do not want to use a background image, first click the “remove” link next to the reference to the current image file. If you want to use a different background image, you can upload it by clicking the “change” link which will launch a picker. Reminder: the optimal image size if you want to use one image is 1200px X 150px. Otherwise, you can set it so that it repeats using the background repeat section.
If you want to update any existing places that are using this template, tick the Update existing usages box. Ticking this box will not update the banners for anyone who has already changed the banner in their place. Finally, click the Save button.
To change the presets that users can select from, click the tab at the top that says Place Banner Presets. The configuration on this page works a bit differently. Instead of editing the existing banners, you can delete the presets and add your own new ones using the same technique just shown. To change the order of how they appear on the front-end, just drag and drop the thumbnails.
At this time, there is no way to include a place icon in these templates - each place must have it’s own icon uploaded individually.
Anyone can create personal activity page templates from a place they own - and as someone with at least Manage Community access you can make community-wide templates that are available for everyone. To clarify: place templates can only be applied to the activity page - not custom tile pages.
Prior planning is useful so that you can decide if the existing place template categories are relevant to the templates you will create - or if you would like to create your own. The categories can be managed from the same page we were on before: advanced admin console > add-ons > place template management. The existing categories can be renamed or completely hidden. Hiding the categories will also hide the templates themselves from the users. However, some of the templates appear in more than one category.
Now that you have organised the categories that you want to be available to users, let’s move to the front-end to see how to manage the templates themselves. If you do not already have a browser tab open with the front-end of Jive open, click the View Site link in the top right of the admin console page. Using the method of your choice, arrive at a place and select Settings from the manage cog. Click on Browse Templates to see the template picker. Then click on one of the templates in the middle and observe how the Details pane changes to show the tiles that are included in that template. Then click Apply Template to see how the page itself changes to include the new tiles (note: if you are doing this in a place where you like the current layout, be sure to click Cancel instead of Save!).
It is not possible to change the existing templates. But you can deactivate them and create your own. You can see a link that says “deactivate this template” on each template. Only admins can see this link. If there are individual templates that you want to deactivate, you can do it this way. Important: it is not possible to deactivate or replace the default Team Collaboration.
To create a template, add the tiles to the activity page of a place the way you want them to be. You do not need to add any content into the tiles as this won’t copy anyway. The exception is if you created any custom tiles with links to people, places or content which you want to be included in this template. The links in these tiles will be the same in any place where the template is applied. The other item that will be included in the template is the place banner. You can use one of the presets or put your own image or color in the banner of this place and it will become part of the template. Note: any place icon that you add will not become part of the template.
Once you have the page the way you like it, save it. Then from the manage cog, you can select either “Save as new template” for a personal template, or “Save as community template” to create one for everyone to use. ou must be on the activity page to see these items in the manage cog. If you don’t see them, make sure you are on the activity page.
Either choice will launch a popup where you can name your template and add a description. When creating a community template, you must select a category for it to live in. Adding a tag into the template will ensure that all places that are created using this template will have the correct tag.
Once you save the community template, anyone can then use it for their place. Not everything in the configuration of the template will be part of the template:
- Images in any tiles like the carousel or banner tile
- Content configurations in tiles like “Key content and places” or the document viewer tile
- Categories that have been created in the place
- Place navigation items that have been hidden
- Place icon
- Content that lives in the place
An important point to keep in mind: When you create a template, you are the only person who can then deactivate or delete the community-wide template. It is a good idea to use a “god” account (covered in the advanced community management session) to create community-wide templates.
To access the template management area, the only way is to either create a new place or go to the Settings page of an existing one. Personal templates can be found in the Your Templates category.
And once a template is created, it cannot be edited. You must either delete it or deactivate it and create a new one. Only custom templates can be deleted. The defaults can only be deactivated.
Let’s finish this section with a couple of other advanced place management topics:
- Static resources: Jive has what is called a “statics” folder which is where images, css and js files can be stored for use all over the community. Each place has its own listing, but in reality, an image that is uploaded in one place can be used in another place. Storing images and resources in the statics folder can help keep page load times down. Resources that live in this folder are available to anyone who knows the URL, so don’t upload anything sensitive.To do this, you can either select Static Resources from the manage cog in any place, or Manage Files in an html tile. Once in the popup, you can upload your file and then copy the URL. If there are already resources there, you will see them listed. Once you copy the URL you can insert it into any place where html is used.A caveat: you cannot use this technique to add images to tiles where an uploaded file is necessary - such as the banner tile which requires an image to be uploaded. However, here is an expert tip: upload any icons you want to use for the helpful links tile into the statics folder so that you can use them in the tile. You can also use this to upload a logo to use in the emails that are sent from Jive (we will cover this in more detail in the advanced community management sessions)
- Blog management: as a place owner, you can manage the publishing of any blogs in the place, including ones that are scheduled to be published, in draft form (including ones that have been given a publishing date in the future), or awaiting moderation by using the Blog function from the manage cog. This can be useful when other authors have created the blogs - making them difficult to find using other methods.
- The first page is the Overview page - this lists the most recent posts.
- Clicking View All or Posts to the right will display the complete list, along with the publishing status, tags and the date that the blog was published. You can tick the boxes on the right to select blogs that you want to publish or delete from this page
- Options: this is a rarely used function which is deprecated so we won’t review this
- Import: it is possible to import content in from another blog platform using this page.
- Under the View section, Blog will take you to the actual blog which shows the posts in a list format
- Both the RSS feed links are deprecated so we won’t review them.
Content ModerationIn a previous session, we reviewed a way to add moderators to individual documents. Content can be placed into moderation before publishing at the space level, too. You can set up moderation in individual spaces and for individual content types, including comments and replies. You can also set up different moderators for each space.
Before you can set up moderation in a space, you’ll need to assign the Moderation permission to a user permission group or by using a user override. As a reminder, this is most easily done from the admin console by clicking the Structure Your Community button and then using the cog to edit the permissions of the space(s) where you want to turn moderation on. Once you’ve done this step, we’ll need to use the advanced admin console to set up the actual moderation.
The advanced admin console is reachable from the Advanced Settings link at the bottom left of any page in the basic admin console. Once in the advanced console:
- Click the Spaces link in the top navigation.
- From here, click on the Settings tab.
- And then click the Moderation Settings link in the left navigation.
You will notice that the page loads with the root, or default, space name in the title with a link that says “change space”. Underneath is a list of all the different content types that can be moderated. (note: If you were to set up moderation at this level, personal content and content in social groups would be moderated. We don’t recommend moderating at this level, but for certain use cases, it may be necessary so we mention it.)
Click the “change space” link to launch the space chooser and then select the space where you want to enable moderation. If you have not configured space moderators, you will see a red reminder message and you will be asked to specify a moderator before you can save your moderation settings. Select the types of content you want to moderation and save. You will need to do this separately for every space where moderation should be enabled - there is no inheritance function for moderation like there is for other space permissions.
Now that we have moderation set up, let’s look at how the process works on the front-end:
- A user with Create access (including admins) creates the content. A yellow note warning them that this content will be placed into moderation is displayed.
- Once the content is published, a note warning the author that the content has been placed in moderation appears.
- The author can continue to edit the content while it is in moderation.
- The moderator(s) for the space receive a notification that there is content waiting in the moderation queue
- A new navigation item on the Jive Inbox page called Moderation is now available to the moderator(s). When they click into this, they see a list of items waiting for them in their moderation queue.
- From this queue, there are several ways to review the content:
- Clicking into the title of the content will display the contents directly in the queue.
- Clicking the “view in context” link will display the piece of content
- Clicking “edit in context” will display the piece of content in edit mode so that the moderator can make changes
- Adding a note will allow the moderator to create a note about the piece of content for later reference. Although, once the content has been approved or rejected, there is no way to access these notes. They are most useful when there is more than one moderator for the content and they want to share notes with each other.
- The moderator can then approve or reject the content item by selecting one or the other in the dropdown to the right of the content. The author will receive an email notification in either case.
- When the content is approved, it will be published.
- When content is rejected, it goes back into a draft state accessible by the author.
Some advanced options exist for moderators - these are useful when there are a lot of items to be moderated:
- Items in the queue can be filtered by publishing place, content type, moderation type (the second option - reported abuse - will be covered next), and user name.
- To bulk approve or reject, use the dropdown on the right above the individual selector to choose Approve All or Reject All.
And a final note: when there is more than one moderator for a space, only one of them needs to approve the content before it is published.
Report abuse is a post-publishing moderation process for users to report content, including replies and comments, that they feel is inappropriate. When it is enabled, there is a “report abuse” item in the actions menu of every piece of content and every comment or reply community-wide. When a user clicks the link, they are required to select a category of abuse from a dropdown and they have the option of adding a reason why they feel it is abusive. Depending on the setting in the admin console, this content may be removed into moderation right away - or it might stay published until more users have reported it. Abuse reporting can only be enabled at the root level.
To enable abuse reporting, stay in the advanced admin console. If you are still in the moderation settings section, you will see the link just below it on the left. Otherwise, you will find it under Spaces > Settings. When you click into the page, there is the option to enable it. Under that is a field where you can set how many times the piece of content has to be reported as abusive before it goes into the moderation queue. The default is set to 5, but we recommend that you set it at 1 or 2.
When the content goes into moderation in a space where there are moderators specified, it will appear in their moderation queue. If there is no moderator at the space level, or the content is from someone’s personal content, the item goes into the queue of users with manage community or higher system access.
Now let’s shift to social group management. As a reminder, there are 4 main types of groups: open (or public), restricted, private and unlisted. The default setting is to allow all users to create all types of social groups. But if you decide that you need more control over group creation in your community, you have several options. Start by navigating to the Permissions page in the admin console and then Social Group Permissions. You’ll see that All Registered Users has a full set of permissions and the Everyone group can View. (As a reminder, you can just remove the Everyone group since it is not needed). To change the permissions for all users (except system admins), click the Edit Permissions link next to the name. In the popup, you’ll see the options that can be configured:
- View social group: this means that users can view everything in open and restricted groups and can see the names of private groups (but not the content unless they are a member). This also means that users can participate equally in open groups and create discussions and questions in restricted groups.
- Create group (public): this allows users to create open/public and restricted groups + everything in view access even if View access is unticked. But they cannot create private/unlisted groups.
- Create group (private): this allows users to create private and unlisted groups + everything in view access even if View access is unticked. But they cannot create public/restricted groups
- Manage social group: this permission is meant to allow certain users the ability to manage any group even if they are not the group admin, but in reality, the description is misleading. This setting gives a user the permission to see anything in any group - even unlisted groups. We do not recommend using this permission - as Full Access admins also have this ability.
- Create externally accessible groups: this allows users to create groups which can be used for sharing and collaborating with users outside of your organisation. External groups must be either private or unlisted. More about this shortly.
Additional user permission groups and user overrides can be added using the same techniques as for space permissions.
External contributors and externally accessible groups
Jive has the ability to give limited access to users outside of your corporate network. This user status is called “external contributor”. Users with this designation can only see content that lives in the externally accessible private or unlisted groups they are members of - and the user profiles of the other members of these groups. Groups that are designated as externally accessible have an orange marker wherever they are visible. All content that lives in these groups also has an orange marker and a note that it is accessible to external contributors.
We will cover these users in more detail in the advanced community management session but for now it is important to understand that only groups can be used for this special access, not spaces.
Non-member content editing
This feature allows certain content that lives in a private group to be shared with individuals who are not members. An example of how this can be used might be when you and your team members are working on a series of documents together in a private group. You are ready to have someone from Legal review one of them, but not the other documents - so you don’t want to invite this person to join the group. You can share the individual document with the person from Legal using the Share function at the top of the document. After you have selected the user(s) from the share field, you will be asked if you want to allow them access to the content or if you want a PDF sent to them. Once the content has been shared, it will have an orange marker and note that the content has been shared with someone outside of the group.
Non-member content editing can be enabled individually in the Settings menu of private groups. But for it to be an option, it must also be enabled at the community-wide level in the advanced admin console > system > settings > non-member content editing.
The final item we will cover in this session are place categories. Similar to content categories, place categories offer a way to filter for browsing users. Examples might be location, department, communities of practice, etc. When place categories exist, they become one of the filters in the main places page and the page URL can be used for other navigational elements. Place categories are not searchable.
To configure them, you must also be in the advanced admin console > system > settings > place categories. Once they have been created, they will appear as check-boxes in the Settings popup of any place. A place can be included in more than one place category.
Thanks for attending this session! In the next session, we will do an in-depth tour of the admin console and advanced settings for your community.