Managing Places
Contents 2 Contents Managing Places...3 Creating a Site Structure...3 Managing Spaces...4 Designing Space Hierarchies... 5 Changing the Name of the Root Space...5 Space Creation Options... 5 Creating A New Space from the Admin Console...7 Creating A New Space from the User Interface... 7 Arranging Spaces... 8 Configuring Spaces... 8 Managing Blogs...8 Blogs by Place...9 Managing External Groups...10 Enabling External Groups...10 Permissions for External Groups...10 Adding External Contributors...11
Managing Places 3 Managing Places Spaces, social groups, and the blogs and projects associated with them, give your site structure. You may want to create spaces that correspond to the departments of your organization, such as Human Resources, Sales, and so on. Social groups, on the other hand, tend to be more casually created and are non-hierarchical, for example, Kitten GIFs Extravaganza, Marketing Planning 2015, and so on. Note that you can create spaces and manage certain aspects of them in the Admin Console, but social groups are created and managed from the end user interface. Creating a Site Structure Creating a structure for content is one of the most important things you'll do to get your community started. Because people post content in places in the community, the places you create will help your users intuitively understand where to post (and find) content. For example, you might organize the spaces to reflect the organization of the company itself (HR, Accounting, Research, and so on). A couple of things to note about how groups and spaces work: Social groups are contained by the root community space, but other than that, they don't have a hierarchical structure. This means that groups cannot be created inside a different space or under another group. Spaces contain any associated sub-spaces and projects (if you have them enabled). You may find this ability to create hierarchical spaces and sub-spaces useful depending on your needs. You can think of it this way:
Managing Places 4 This becomes important when you're setting up things like moderation and permissions in places because of inheritance relationships. Social groups inherit from the root space, while projects and sub-spaces inherit from their parent space. Inherited settings can be modified, but the settings inherited at the time of creation are used as a starting point. To get started, sketch out a list of the places you think you'll want, and then pick a few that are most likely to help new users get interested in the community. For example, you could create places that are sure to compel people to read and add content to them, such as Shout Outs for Jobs Well Done, Funny Kitten Gifs, or Planning the Big Party. To read more about creating spaces, be sure to read Designing Space Hierarchies and Creating a New Space. Managing Spaces A space is a place for content, including documents, discussions, and blogs. A space can also contain projects, polls, tags, and announcements. Spaces are typically arranged in a hierarchy that reflects how the community's users are organized. For example, a human resources department might have its own space, with sub-spaces for content related to benefits and recruiting. Spaces provide the context for organizing content, sharing information, collaborating, and generally getting things done.
Managing Places 5 Designing Space Hierarchies One of the first things you'll do when setting up your community is create spaces and sub-spaces in a hierarchy that reflect your organization's functional areas or interests. A good way to design spaces is to match how your company organizes functional teams and projects. For example, at a high level, spaces could reflect organizational divisions, such as Human Resources and Marketing. Sub-spaces are likely to reflect organizational subdivisions, but they could also mirror areas of interest or other more informal boundaries. For example, you might create a Sales space for the Sales department, and then create sub-spaces such as Channel Sales, Business Development, and Direct Sales. Other criteria by which to define sub-spaces include functional area and topic. As you define spaces, keep in mind: Before adding spaces to the system, you might want to collect information about roles for those who will have special permissions such as blog authors, moderators, and so on. As you create spaces and sub-spaces using the Admin Console, you'll be prompted for this information. Each space and sub-space can have different sets of permissions, so you can control access and capabilities within a space. When defining spaces and sub-spaces, be sure that the divisions and hierarchy are intuitive to people. You might start by looking at how people and teams are organized. You could also create a suggested space/sub-space hierarchy and get user feedback on it. Create a general, high-level hierarchy to get started. After people are involved, they'll refine the categorization using tags. As a general rule, larger numbers of spaces and sub-spaces tend to create silos and reduce the power of tagging. Define spaces with the role of tags in mind. Spaces organize content, but over time tags will grow to constitute virtual groups to organize content also. As people apply tags to content, for example, a tag such as "personal" might come to mean "a blog post or document that isn't connected with the company's business." In other words, this is probably a better way to categorize "personal" posts than a "Personal" sub-space would be. For usability reasons, avoid creating a large number of spaces. With a large number of spaces, certain elements in the user interface can become difficult to use. These include lists (including drop-down lists) that display the names of all the spaces. Changing the Name of the Root Space You can change the name and description for the root space from the Admin Console. By default, the root space is named "Jive". Fastpath: Admin Console > Permissions > Spaces Space Creation Options You have several options when setting up a space.
Managing Places 6 I want to... You should... Can I change this later? Design a landing page that's optimized for a specific work purpose.* Design a landing page with widgets (but no additional pages)* Make more custom pages in the place for displaying information, not just a landing page.* Integrate external streams from Facebook, Chatter, or any other apps your community admin has enabled.* Limit the kinds of content that can be included in this place. Store this place's binary documents outside Jive, for example in Box or SharePoint. Make sure people can find the place. Choose Activity + Pages or Activity + Overview from the Advanced Options during the initial setup, then choose and configure a Place Template customized for the kind of work you want to do. See Place Template Reference. Place Templates only apply to Activity pages, and not to Overview pages. Choose Overview or Activity + Overview from the Advanced Options during setup, and fill out a widget layout under gear icon > Overview Page from the group page. Choose Activity + Pages from the Advanced Options during your setup, and then add the pages to your place afterward. See Adding a Custom Page to a Place. Choose Activity + Pages or Activity + Overview from the Advanced Options during the initial setup, then click Add a stream integration when configuring the Activity page. During place setup, after you preview the group, edit the Features and Activity settings. During place setup, after you preview the topic, edit the Features and Activity settings. You'll only see options other than "No external storage" if your community admin has enabled another external storage type. See Groups with Box Storage. Add tags and/or categories in the About settings of your place. Yes, but if you start with Activity + Pages and change the setting later so Overview is enabled, any custom pages you created will be invisible. Yes. Yes, but if you change the setting later so Overview is enabled, any custom pages you created will be invisible. Yes, but keep in mind that some external stream types cannot be disconnected from the group except via a Support call. Yes. Yes, but if the place is later disconnected from external storage, users will see references to documents that they can't access from Jive anymore. Yes. Just remove the tags or categories.
Managing Places 7 Creating A New Space from the Admin Console Creating several spaces quickly is easy from the Admin Console. You can apply place templates to them later from the user interface. Fastpath: Admin Console > Permissions > Spaces 1. To create a new space, click the name of the space that will contain it, then click Create a subspace. 2. Enter the space name to appear in the user interface. 3. Enter a description to appear in the user interface, such as a brief description of what the space is for. 4. For Space Display Name, enter the text that will be used in URLs that access the space. 5. Under Permissions, choose a default access scheme. Each of the options represents a set of permissions that you can also edit later. 6. Click Create. For information about using place templates, be sure to read Using Place Templates. Creating A New Space from the User Interface You can create spaces from the user interface or from the Admin Console. If you want to associate a place template with a space, you'll need to do that from the end user interface. Note: Creating several spaces quickly is easier from the Admin Console; you can apply place templates to the Activity page for each space later, or create Overview pages for them if you choose. Adding an Overview Page. 1. In the user interface, click Space and then type and select the place where you want to create the space. (If you want to create a sub-space, go to the parent space and click Sub-space in the Actions menu.) 2. In the Create Space window, enter the space name to appear in the user interface. 3. Enter a brief description to appear in the user interface. For example, a Marketing space might say "A home for all of our marketing teams." 4. Select tags that will often be used in this space. For example, a Sales space might use the following tags: RFPs, sales_videos, wins, and so on. 5. If available, click Advanced Options to expose more options. Your place uses an Activity page as its main page by default, with the option to add more custom pages. We recommend using an Activity page because it can be displayed on mobile devices, and because it's more friendly to streaming content. > Note: If widgets are enabled in your community (not common), you may want to include an Overview page with widgets. You do this by clicking Advanced Options and choosing one of the two options that include an Overview page. If you select Activity + Overview Page, you'll need to specify which page will be the landing page for the place. 6. When you're finished, click Create Space.
Managing Places 8 7. You can apply a place template to this space. Note: The default template is Team Collaboration. 8. To add a place image or change the banner, click gear icon > Configure activity page then click Place Image or Banner Design to configure the visual presentation of your place. 9. Later, if you want to further customize the space, just click gear icon > Settings in the banner. Arranging Spaces You can view and arrange the list of spaces in the Admin Console. You can also create spaces or edit their settings. Fastpath: Admin Console > Permissions > Spaces Drag a space up and down to reorder the list. Configuring Spaces Setting Space Name, Locale, and Allowed Content Types You can change a space's name and description if the space's focus changes. You can also change its display name, which is the name used in URLs that link to the space. Fastpath: Admin Console > Permissions > Spaces > Gear icon next to space > Edit general information Display name is the text displayed at the end of the space's URL in the browser's address bar. For some people, using the space's URL is a quick way to get to the space. (Note that you can't change the display name for the root space.) Change the space's Locale setting to set end user UI characteristics such as language, date format, and so on. Keep in mind that this locale setting applies to one of several locale behaviors. For more on how the locale is chosen for display to the user, see Locale Settings. For sub-spaces, you can also set which content types the space supports. For example, by clearing the Documents check box, you'll remove the Create a document link from the space's Actions list. It also means that users won't be able to select that space when choosing where to put a new document they're creating using the Create menu. Such a change also applies to existing content. So, if users have created documents in the space, and then you clear the Documents check box to remove support for them, existing documents will no longer be viewable in the space (although they'll still exist). Managing Blogs A blog can be managed in several ways depending on its location. Generally speaking, a blog is managed by its author. It can also be managed by the owners of the place (space, project, or social group) where the blog lives.
Managing Places 9 Blogs by Place A blog can live in one of several different places (system place, social group, personal container, and so on). The place where the blog lives determines how you can manage permissions for the blog, how you configure its settings, and so on. The table below describes each type of blog: Blog Type or Place Scope Creating Permissions Management System- Wide Settings Personal A personal blog is Only the blog's Administrators set The blog's author Settings blog associated with a owner can post to up the ability to manages the blog. are particular user, who their personal blog. create personal shared is its owner. A user blogs. by all can have only one blogs. personal blog. Space Associated with a A person with Administrators can Blog authors and Settings blog particular space. A permission to set fine-grained space administrators are space can have only administer a space access for a space's can manage the shared one blog. can create and manage a blog blog. blog. by all blogs. there. Project Associated with a Settings are Settings are Settings are Settings blog particular project inherited from the inherited from the inherited from the are (which is contained space that contains space that contains space that contains shared by another place). the project. the project. the project. by all blogs. Social Associated with a A person with Permissions are Group Settings group blog social group. permission to administer a social not editable. They provide full access administrators can manage the blog. are shared group can create a blog there. Every to the blog for every member of the by all blogs. member of the group. social group has full access to the blog's features except blog management.
Managing Places 10 Managing External Groups Jive provides external access for private and secret (also known as private unlisted) groups. With externally accessible groups, you can add external contributors using group invitations or LDAP and you can restrict who can create external groups. Note: While external contributors can use groups much the same way standard community users can with certain restrictions, they can never become group owners. Enabling External Groups Group owners can make private and secret (also known as private unlisted) groups accessible to outside contributors if this feature is enabled in your community (by your community administrator). Fastpath: When enabled, private and secret groups can become externally accessible. When a group becomes externally accessible, group members, both external contributors and standard community users, can invite external contributors to these groups. When disabled after being enabled for a period, all content created by external contributors will continue to exist, and external contributors will continue to be visible in the community, but they will no longer be able to log in. By default, externally accessible groups are enabled in internal communities (typically those that serve employees) and disabled in external communities (typically those that serve customers, vendors, and partners). Note: To use Single Sign-On with External groups, see Setting Up an Entry Page for External Users. 1. Assign specific users or user groups the permission to create externally accessible groups (Admin Console > Permissions > Social Groups). For detailed instructions, see Permissions for Externally Accessible Groups. Those users will see the option to Enable external access under the Advanced options when creating or editing a group in the end user interface. 2. For step-by-step instructions on creating a group with external access, see Creating Externally Accessible Groups. Permissions for External Groups Jive provides a "Create externally accessible group" permission that allows users to create social groups with external access. The "Manage social group" permission also gives users this ability, but it also includes being able to manage any social group. To assign a user or user group the "Create externally accessible group" permission, go to the Admin Console, and select Permissions > Social Groups. From here you can assign "Create externally accessible group" to either individual users (user override) or groups of users (user groups). For user groups permissions, the user group must exist before you can assign it permissions.
Managing Places 11 For more on social group permissions, see Setting Social Group Permissions. Setting a User Group Permission for Social Groups 1. On the permissions page, under Groups with access, assign permissions to user groups: To assign permissions to a user group not yet added: 1. Click Add group. 2. Enter the name of the user group to add. 3. Click the Select Permissions button. 4. In the dialog box, select the permissions you want to apply for the user group. To edit permissions for a user group already added: 1. Locate the group in the list. 2. Next to its name, click edit permissions. 3. In the dialog box, select the permissions you want to apply for the user group. 2. Click the Set Permissions button. Creating User Overrides for Social Groups Create a user override to grant a particular set of permissions to an individual. You might need to create an override if: A person requires a particular set of permissions for a place, but isn't (and shouldn't be) a member of a permissions user group to which you've already assigned permissions for the place. A person is a member of a permissions user group to which you've assigned permissions for a place, but the person requires a different set of permissions than those received as a member of the place -- in other words, the person is an exception to the rule. For example, you might want to separately define the person's permissions to enhance or limit their access in the place. Use the following steps to create a user override on the permissions page you're editing: 1. Under User Overrides, click Create a user override. 2. In the box, start typing the name of the user for whom you want to set the override. Click the user's name when you see it show up. 3. Click the Set override button to view the permissions you can set. 4. In the permissions dialog for the person you selected, select and clear check boxes as needed. In the end you want the list of checked items to reflect the permissions the person should have. Note that you merely clear a check box to remove a permission -- there's no need to explicitly revoke the permission. 5. Click Set Permissions to save the override you've created. Adding External Contributors Jive enables you to add external contributors either by inviting them to a group in your community, or by adding them directly into the LDAP directory.
Managing Places 12 External contributors can either be invited by group members or you can use the Admin Console to add them into the LDAP directory. For more on adding users to the LDAP directory, see Mapping Users from a Directory Server.