Getting Started Guide - Creating and Administering A Group

Version 2

    What is a Group you might ask? A Group is a "Place" in Jive where you can collaborate around a particular Topic. You could create a Group to represent a department, a team, an event, an initiative, a project....whatever. The possibilities are endless. By there nature, Groups are self-service. This means anyone can create one. If you are uncomfortable with that, there is always the option to limit the individuals who can create a group by doing the following:

     

    Navigate to the Admin Console and select Set global space permissions.

     

    Make sure that under Permissions you have selected Social Groups. In the section labeled Groups with access, select the option to Edit Group for All Registered Users. What this is going to allow you to do is to change the option for logged in users to (based on your desires) view groups but not necessarily create them.

     

     

    Here you can decide what you want your logged in users to be able to do. Click Set Permissions after you have checked/unchecked the desired boxes.

     

    To set up the individuals (or Groups of users) who can still create Groups, navigate to the section labeled User Overrides. Click Create a User Override and search for the desired user(s). Click Set Override.

     

    Determine what you would like that person(s) to be able to do and click Set Permissions.

     

     

    All set? Great now let's continue where we left off. Creating a Group is super easy, administering it, well, not quite as intuitive.

     

    To create a Group, select the "Pencil" to Create. Select Group.

     

     

    You will now be presented with the option to provide a Name and a Description. Both are pretty self-explanatory. The Group Type refers to the privacy levels for that Group. Essentially you would set this up here and then all content contained within would inherit those permissions. Here is a brief description of each of your options:

     

    Public: Anyone can view and anyone can participate.

    Public/Restricted: Anyone can view but you need to join to participated.

    Private: People will know that the Group exists, but cannot see the content or participate until they are "accepted" in.

    Private/Unlisted: No one knows the Group exists unless they are invited in.

    Private/Externally Accessible: This is a pretty cool use case. With an external group, you can invite in individuals who are not part of your organization. They users are flagged as external contributors and can ONLY see content in this Group. It is a great way to collaborate with third-party consultants, contractors, potential interview candidates whatever. The other cool thing is that they don't count towards your license count - so they are pretty much free.

     

    There is also the option to add tags to the Group. Tags will help you if you want to easily reference this Group from another Group within Jive.

     

    Click Create Group.

    The challenge that most users have at this point is that they are presented with a Group that has a default view of an Activity Stream. Since there hasn't been any activity yet, nothing is displayed and there isn't really an option to "customize" the Activity view. So what needs to happen to give you a more traditional Welcome or a Home View, is that you need to add Pages.

     

    Pages are a relatively new concept in Jive. Each Group can have up to 5 pages. Pages are just a way to organize Content contained in the Group in a more useful way. Pages are also fully responsive (or visible in a Mobile Browser) Select the option under the Configure "wrench" to Create a page.

     

    Give the page a name. I usually make sure that every group has at least one page named "Home". Select the layout and then click OK.

    Now you have the option to Edit the Page. Click on the option to Add a tile. Depending on if you are in a skinny column or a wide column you will have multiple options in regards to available Tiles. Explore them all and add whatever Tiles you think make the most sense.

    Because we all usually want a lot of control over this "Home" page, I do want to point out that there is the option for an HTML Tile. If you select to add this Tile you will be presented with an option to add custom HTML.

     

    After you update the HTML, click Submit.

    There is also the option to click Edit Settings to change the Avatar for the Group and the background color for the Groups header.

     

    To add any external integration options (which you would have needed to enable first, so a different document altogether!) select the option for Add external stream integration.

     

    If you click the "gear" next to Enabled Features and Content Types you have the option to turn off various content items. Click Apply when you are done.

     

     

     

    At this point you will have created your Group and you can begin to invite people in, or to start creating content. Both options are under the Actions menu.

     

     

    To give you an idea of what some of these completed Group pages can look like, see below: