5 Replies Latest reply on Nov 3, 2014 1:28 PM by alexsavard

    How have you setup groups specific to document depository?

    couryj

      I would love to get some information on how each of you have used groups - on cloud and with little customization - as document depositories.

      Currently we are running into the issue of how to prevent too many categories with extensive scrolling as well as how to layout the overview page to best help users find the content (and also be somewhat attractive).

      If anyone has screenshots, layout suggestions, or even thoughts on how to convince people tags are better than sub-folders, etc. I'd love the feedback!

          • Re: How have you setup groups specific to document depository?
            Patty McEnaney

            Hi Joan,

             

            We created a Document space which had subspaces for different modules. We seeded documents from another system so users could experience the powerful search feature of Jive. And, we do have a fair amount of categories. We train everyone that search is the way to find documents and they don't need to be concerned about navigation if they are not publishing documents. We made a distinction between content consumers and content contributors. Contributors need a "place" to publish their docs, but consumers just need to search for their docs.

          • Re: How have you setup groups specific to document depository?
            crline

            We actually struggled initially with the same thing. How we handled it was ensuring content was tagged, first and foremost because people overlook how important that is. Then we used a mix of categories and write a documents and designed them in a way that made everyone happy, without excessive space/category usage.

             

            Here is a sample where we used 'Write a document' to filter content in a way that allowed us to reserve categories for other items:

            Then:

            Hope this might be a way to help you minimize categories but maximize information.

             

            Also the Table of Contents functionality has been super helpful as well. We just recently started to leverage that.

            • Re: How have you setup groups specific to document depository?
              alexsavard

              We use an approach similar to Courtney. (Curated hub page with images for categories).

               

              However, a few takeaways after 1 year focusing on using Jive as a Knowledge Base :

               

              1) Always begin with a content plan if you're moving a large qty.

              2) Categories are the weakest metadata. Since they're tied to the Place, and not to the document, you lose it if the document is moved. From what I understand they have no impact on search results.  I tend to keep their numbers to around 10-12 at most and always replicate them as tags.

              3) Tags are the most powerful feature out there. It requires a lot of effort training people to use and understand them. Providing them with a tag cheat-sheet helps a lot.

              4) I'm trying to move away from curated Index/Overview pages and use the "Follow a tag" widget. The result is a less sexy from a UI standpoint, but saves you a lot of work in the end.

               

              Here's the help file that comes with the excel sheet that I provide to anyone planning to move content (usually from a network share / digital landfill)

               

              ColumnRequiredColumn detail
              FolderYes if many directories

              Full path of the folder containing the source document to transfer.  If the row is about a document not yet written, leave this cell empty.

              File NameYes for binary files

              Full file name of the document to import, including the file extension (eg. file_name.pdf). If the row is about a document not yet written, leave this cell empty.

              Agora TitleYes

              Title of the document in Agora. This is the single most important field. With a good title, the odds of having the document come up in search results increase dramatically. Use a significant and unique title. Avoid abbreviations and use words that are likely to be recognized by the target audience.

              CommentsNo

              If needed, indicate in this column any information that might be useful about this document : personnal notes, migrations instructions, etc.  The content of this column will not be added to the Intranet.

              Description AgoraNon

              For uploaded files only, this column can be used to provide additionnal information about the document. It can also serve as a field to put @mentions/hyperlinks to related documents.

              Agora Document typeYes

              Lets you indicate if a binary file (pdf, doc, xls, etc.) will be uploaded as is, or if content will be written directly into the Intranet.

              Some guidelines:

              • For highly formatted documents, especially those with complex tables, it is recommended to use uploaded files.
              • Same goes for very long documents (you probably don't want to convert 100 pages)
              • If you want to link together many documents (wiki/website style), the Jive native document format brings lots of benefits and makes that quite easy to accomplish.
              Document ownerNo

              Identify the person that will be the owner of the content. Usually it will be the person who publishes the first version.

               

              Do not bother with this field if the owner is unimportant.

              File accessNo

              Most documents will not need this column.  Use it if for some reason some documents are restricted to a subset of your target audience.  Use a reference (e.g. (1)), where (1) refers to a list of users in the "restricted" tab. Write down the restrictions in this 2nd tab.

              Categories

              (tags)

              Yes

              These columns facilitate document tagging and categorising. For the most used groups of documents, you can use one of these columns.  Indicate the category in the top cell (replace "Category") then check this column with a X when the document belongs to it.

               

              For instance, for content where a french and english version are to be published, you would use Francais/English as two categories.

              Tags form categories-This column is auto-filled with the terms used in the category columns.
              Specific tagsYes

              List in this column the tags that apply specifically to a document. These tags can be used to boost search for some terms or to add synonyms to the document.  Ex : For a document about wireless networks, you may want to add the terms "wifi" and "wi-fi".

              Jive Tags-This column is auto-filled.