edison365ideas + Open Innovation: Admin User Guide

Published January 2022 Version 1.4

 

Contents

1. Introduction
2. Deployments
3. Administrator's Console
4. Manage Database
5. Configure Application
   1. Edit Settings
   2. Allow Anonymous Idea Submission
   3. Teams Integration
   4. Audience Approvers Emails
   5. Auto Subscribe Notifications
   6. Custom Report Link Url
   7. Expand Parent Challenge
   8. Help Link Url
   9. Hide Project Server Links
   10. Maintain Triage Values
   11. Personal Link Label
   12. Challenge and Ideas Labels
   13. Show Challenge/Idea Details
   14. Show Idea Owner on Idea Board Cards
   15. Show View Company Profile Button
   16. User Profile Image Source
   17. Messages Culture
   18. Default Group ID
   19. Discussions Enabled
   20. Network
6. Configure Triage Fields
7. Configure Challenges Types
8. Configure Fields
9. Configure Stages - Challenges
10. Configure Stages - Ideas
11. Configure Stages - Stage Change Events
12. Configure Forms
13. Configure Notification Branding
14. Configure Audiences
15. Configure User Roles
    1. Add Users
    2. Remove Users
16. Project Online Credentials
17. Manage Campaigns
18. Manage Categories
19. Stock Images
20. Manage Anonymous Content
21. Manage edison365 Mapping
22. Token Management
23. Manage Gamification
24. User Idea Challenge
25. Attachments
26. Uploading Images
    1. Add Images
    2. Delete Images
27. Open Innovation
    1. Administration Panel
    2. Databases and Storage
    3. Users
    4. Groups
    5. Invites
    6. Settings
    7. Moderation
    8. Theme
    9. News
28. Look and Feel
29. Power BI Reports

 

1. Introduction

This document provides instructions for managing the edison365ideas and Open Innovation applications and covers administrative tasks related to application configuration and administration.

1.1 Application Permissions

edison365ideas relies on SharePoint permission groups to ensure users have access to only elements of the application within their remit. There are four permission groups that are created by default. Instructions for assigning permissions are documented in section 3.4 below.

1.2 Site Permissions

In addition, users should also be added to the out-of-the-box SharePoint permission groups as appropriate for their profile.

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2. Deployments

edison365ideas can now be deployed by the edison365ideas Administrators rather than edison365 themselves. Once the edison365ideas app has been deployed to the SharePoint Site Collection, open it in the usual fashion and the following screen will be displayed:

From here you can choose whether to deploy the edison365ideas application with a blank database or with demo data template set by edison365 to inspire Challenges and Ideas. To select a template, click on the radio button next to the Blank or DemoData option based on how you want to deploy the application. Once selected click on the Start Deployment button to kick off the deployment. 

Once the process has been kicked off a progress bar will be displayed to show how far along the deployment is. Once the deployment is completed a button labelled ‘Start edison365ideas’ will be displayed. Click on this button to begin using edison365ideas.

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3. Administrator's Console

The Administrator’s Console is accessed via the top navigation bar.  The Admin link navigates to the admin home page.  Below is a screenshot of the edison365ideas admin homepage.  

Tasks that are not so frequently performed are executed via the edison365ideas SharePoint site.  The SharePoint site serves as a content store where everything related to the application is stored, including Challenges and Ideas, Images, Reports, and some Configuration Settings.    

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4. Manage Database

 The gamification feature requires an Azure SQL database to store the data, this is the Azure cloud database so there is no server to maintain. This database is created via the organization’s Azure portal; it is recommended to start with an S0 tier on the DTU purchase model and monitor the usage / performance, scaling up to a higher standard tier if required.

Once the database details are available, access edison365ideas with an administrator account and click the Admin link then click the new Manage Database tile. 

Complete the details and click save.

Once completed, this message will appear below the Save and Cancel buttons: 

                                         

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5. Configure Application

The information for application configuration is stored in edsion365ideas.  The values in the configuration table determines the look and feel of the site, logo, copy and features available.  The settings here are predefined with the application default values.  

5.1 Edit Settings

To edit a setting, click on the value cell for the setting name and edit the setting as required. Once the settings are updated as required click the Save Changes button at the top of the grid.  

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5.2 Allow Anonymous Idea Submission

Allow ideas to be submitted anonymously, if the global setting here is enabled, the “Anonymous Ideas” setting on the challenge will need to be enabled also to allow an anonymous idea to be created for the challenge:  

                                       

Once enabled, this presents the user with a checkbox on the idea from above the Owners field: 

Checking the checkbox will then remove the Owners input box:  

                                 

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5.3 Teams Integration

This controls whether an Idea or Challenge can be associated with a team in Microsoft Teams.  

Enabling this allows users to link an Idea or Challenge to an existing Team in Microsoft Teams. 

Enabling this allows users to create Teams in Microsoft Teams for the desired Idea or Challenge. 

To make use of this feature one of the Office365 tenant administrators will have to first access the following link to authorize the edison365 application in Azure AD:  

https://login.microsoftonline.com/common/adminconsent?client_id=1268dd20-fb8a-47b5-b781-736bde942005&redirect_uri=https://www.edison365.com/appregsuccess  

Once this link is clicked and access is granted to the edison365 Azure AD Application, this will allow edison365ideas and Microsoft Teams to work together to on your tenant. 

Once enabled and users have started to link Ideas and Challenges the following buttons will be added to Ideas or Challenges: 

When a Team has not been assigned to an Idea or Challenge:

       

When a Team has been linked to an Idea or Challenge the user can change or remove the linked Team:

         

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5.4 Audience Approvers Emails

A comma separated list of emails addresses for users who would approve / get notified of audience membership requests

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5.5 Auto Subscribe Notifications 

Automatically enable subscriptions for items the current user creates .

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5.6 Custom Report Link Url 

A URL pointing to a custom report page. If this is left blank the option will not show on the navigation. 

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5.7  Expand Parent Challenge 

Set to true to expand the parent challenge card by default on the idea page  

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5.8 Help Link Url

A URL pointing to a custom help location. If no value is entered, then no link in presented in the navigation. 

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5.9  Hide Project Server Links 

By default, this is set to false but this can be changed to true so that when projects are created in Project Online from an idea using the triage page, a link to the project in Project Online is available.  

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5.10 Maintain Triage Values

This controls whether the triage values should be maintained if the idea is updated to be associated to a different challenge or updates from or to a user idea.  

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5.11 Personal Link Label

The label used for the “Personal” navigation link 

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5.12 Challenge and Idea Label

If you wish to use a different name for your Challenges or Ideas. You can set this in the Replacement string for ‘Challenge’ for single challenges. Replacement string for ‘Challenges’ to set the plural name for Challenges. Replacement string for ‘Idea’ for single ideas. Replacement string for ‘Idea’ to set the plural name for Ideas. The names set here will be displayed throughout edison365 Ideas.   

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5.13 Show Challenge/Idea Details 

The details and history tabs on both of the Challenge and Idea pages can be shown or hidden by setting the values to True or False respectively.   

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5.14  Show Idea Owner on Idea Board Cards

This controls whether the Idea Owner name and profile image are displayed on the Idea card when viewing the Ideas Board. 

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5.15  Show View Company Profile button 

The View Company Profile button that is on the Personal page can be displayed or hidden by setting the value to True and False respectively. 

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5.16  User Profile Image Source 

This controls which endpoint is used to generate the users profile image. By default, Outlook will be selected on all new and existing deployments. 

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5.17 Messages Culture

This controls the language for system notifications including emails. This dropdown contains the currently supported locales:  

This matches the list of languages the users can set:  

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5.18 Default Group ID

ID of the Yammer group where all conversations will be stored. 

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5.19 Discussion Enabled

Disable / enable the Yammer discussions.

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5.20 Network

The Yammer network name such as company1.com 

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6. Configure Triage Fields  

edison365ideas provides the ability for ideas to be triaged against configurable triage metrics. Example metrics could be cost, risk or time. It is possible to configure up to 8 metrics, an example triage can be seen below:  

This feature is configured on the Configure Triage Fields page. Triage metrics which are the ways an idea is scored can be assigned to a different types. By default a single Metric type will be created. if you prefer different metric types for different Challenge types   you can create different types with individual metrics for each type.

To create a new Metric Type click on the Add button which is next to the Metric Type dropdown. Once the Add button is clicked the following window is opened:

                       

Simply enter the name for your new Metric Type and click OK which will create a new blank Metric Type for you to create the required metrics and metric values. 

When a new metric needs to be created click the ADD NEW METRIC button which will open the following window:  

Complete the form as required:  

• Label: This is the metric label  
• Invert Score: This setting is used to invert the score for metrics such as “risk” where a high rating should lower the score  
• Weighting: This setting controls how the weighting of that metric in the idea score calculation, values between 1 - 100  
• Default Value: It is possible to set a default value for the metric, values between 0 - 100  
• Metric Hint: A prompt for the users that will appear as a tool tip on the triage page when hovering over a metric  
• Boundaries: This controls the metric slider control boundaries and labels  

On the Set Boundaries pop up, the Clear button will clear all the boundaries set and the users would see numbers in increments of 10 up to 100. Once set, click Apply to apply the changes to the that metric then click the Add button on the Add Metric pop up to commit the changes.  

Then set the display order for the metrics on the Slider Display Order tab:  

To change the order click on the Display Order dropdown and select a new value which will change the order of the metric sliders on the Triage page. Once you are happy with the order of the sliders click on the Save Changes button to commit the changes.

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7. Configure Challenge Types 

Challenges can now be configured differently to ensure each challenge can be managed in a way to suit it’s audience and needs. This is managed through the Configure Challenge Types tile. A default Challenge type will be created initially that all Challenges will belong to.  

If additional Challenge Types are required, click on the Add Challenge Type button to open the Add Challenge Type window. The below image is an example of a blank 

                               

To create a new Challenge Type the following information can be added. Mandatory fields will be marked with a *:

• Title* - Given name of Challenge Type that will appear throughout the edison365ideas app.
• Description - Text to describe the use or aims of the challenge. This will only be visible on the Challenge Types grid.
• Audiences - Select any of the audiences to restrict access to the Challenges for the Type to members of the selected audiences.
• Triage Metrics - A dropdown to choose which of the Triage Metrics are used when triaging ideas for a Challenge of the Type.
• Default Challenge Description - A rich text field to add default text in the Description field for all Challenge for the type.
• Default Idea Description - A rich text field to add default text in the Description field for all Ideas of Challenges for the type

Additionally you can also add reports to a Challenge Type. To add a report to a Challenge Type Click the Add New Report button. This will open the following modal:

                   

The following information will be required to support Reports to be added to a Challenge for the Challenge Type:

• Report Title - Name of the Report as displayed on Reports tab of the Challenge page
• Report URL - URL for where the report will be generated from.
• Section - The specific page from the Power BI Report to use.
• Field Name - This should be the field used in the database which the Business Case ID is stored against.
• Table Name - Table from the Power BI report to use.
• Display Order - This is a read only field which will automatically select the next available slot based on other reports.

Once all of the Reports data is added click on the Add button and the modal will close and the Reports list will be updated as below. Please note the URL has been hidden in this example:

Now on all Challenge for the type a Reports tab will be added where the report listed can be viewed. To delete a report from the Type click the Delete button which will remove the report from the type.                                

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8. Configure Fields

edison365ideas has a set of default fields for both Challenges and Ideas. Administrators can add new fields for both Challenges and Ideas to allow them to be tailored specifically for the users needs. To create a new field, click on the Add Field button. Once clicked the Add Field window for the Challenge or Idea is displayed depending on which tab is selected.  

                             

Once a name has been entered you can select a field type along with any additional config if the field type allows it. The following field types can be used along with any additional configuration options: 

• Single Line of Text – Simple textbox that allows a single line of text to be added. 
• Number – A textbox field that only allows numbers and full stops to cover decimal points.  
• Multiple Lines of Text – Can be configured to set the field as a Textbox, Rich Text, Multi Select, or Drop Down. 
• Date Time – A date picker.  

• Yes/No – Boolean field with Yes or No options. Default option can be set.  
• User Multi – People Picker which allows multiple users to be selected. 
• User – People Picker which only allows one user to be selected. 
• Picture – A field to allow a user to select a Stick Image or Upload their own image. 
• URL – A field to set a URL with an additional summary. When the URL is clicked once set the user is redirected to the site set. 

Once the name and field type is set click on the OK button and the field will be created and ready to be added to Forms. 

Fields can also be used to be displayed on the form on the Open Innovation portal if you have this configured once a SharePoint Field Type has been set. To use a field in the Open Innovation, ensure the check box for ‘Show in Open Innovation’ is checked. Once checked a new set of fields will be added to the config as below:  

                           

The additional fields allows you to configure the field in Open Innovation as follows: 

• Open Innovation Required: If checked the field will need to have a value in Open Innovation. If blank the field can be blank in Open Innovation. 
• Open Innovation Label: How the field will be named in Open Innovation. 
• Open Innovation: Description: Provides further information as to what the field is used for. 

Once created the new field will display at the bottom of the grid:  

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9. Configure Stages - Challenges  

Challenge stages are predefined and located in the Challenge Stages tab.  The values determine how and when Challenges are displayed.  Settings here should not be changed without proper consideration. The default stages are below.  

• Challenges in Draft stage are not visible to the wider community. This stage can be edited but not deleted 
• Published Challenges are visible to the wider community and users can submit ideas in response to these challenges. This stage can be edited      but not deleted 
• Challenges that are Closed for Review are visible, but users can no longer submit ideas to the Challenge. This stage can be edited or deleted 
• Closed Challenges are complete and though they are visible, users can no longer submit ideas. This stage can be edited or deleted 

You can select which Type you are viewing the stages of by clicking on the Challenge Type dropdown. When a Type is selected the Stage Settings for that Type will be displayed. 

New stages can be created using the Add Stage button. A new pop up will appear:  

Enter the stage name and description then decide how this stage impacts the application:  

• Can Submit Ideas – controls if new ideas can be added to the associated challenge in this stage  
• Triage Rateable – controls if the ideas associated to the challenge in this stage can be rated  
• Hide Content – controls if the challenge should be hidden from the home page and discover pages in this stage  
• Set Challenge As Complete – controls the doughnut days remaining chart on the challenge page  

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10. Configure Stages - Ideas  

Idea stages are predefined and located in the Idea Stages tab.  The values determine how and when Ideas are displayed.  Settings here should not be changed without proper consideration. The default stages are below.  

• Ideas in Draft stage are not visible to the wider community. This stage can be edited but not deleted  
• New Ideas are visible to the wider community and users can participate in Yammer discussions and submit ratings in response to these ideas. This stage can be edited but not deleted  
• Ideas that are Under Review are visible, but users can still participate in Yammer discussions and submit ratings in response to these ideas. This stage can be edited or deleted  
• Closed Ideas are visible, and users can still participate in Yammer discussions, but ratings feedback is not available. This stage can be edited or deleted  
• Awarded Ideas are visible, and users can still participate in Yammer discussions and ratings feedback. This stage can be edited or deleted  
• Ideas in Require More Information stage are open for Yammer discussions, but ratings feedback is unavailable. This stage can be edited or deleted  

When on the Ideas tab the Challenge Type drop down will still appear. This is used to alter the settings for ideas of that Challenge Type. It works in the same way as the Challenges so select a Challenge Type and the settings for the ideas of that Challenge Type are displayed :

New stages can be added using the Add Stage button. A new pop up will appear:  

Enter the stage name and description then decide how this stage impacts the application:  

• Star Rating Enabled – controls if the idea can be rated using the star rating in this stage  
• Yammer Enabled – controls if Yammer discussions are enabled in this stage. Discussions being available also depends on the Challenge and Idea having the discussions enabled set to true.  
• Create Business Case – controls if a Business Case can be created when the stage is reached. 
• Voting Enabled – controls if the Idea can be voted by users who view the Idea. 

• Content Hidden – controls if the idea should be hidden from the home page and discover pages in this stage  
• Stats Category – controls which stats category the idea appears in on the homepage. The options are IdeasSubmitted, IdeasUnderReview, SuccessfullIdeas, NotInStats. 
• Votes Action – controls what happens with users votes when the stage is reached. Votes can be Refunded, Locked, Locked and Refunded, or No action taken. 

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11. Configure Stages – Stage Change Events  

There is a default stage change event the updates the idea stages to “Under Review” when the associated challenge stage changes from “Published” to “Closed For Review”:  

This can be deleted or edited. New events can be created using the Add Event button which load the following form:  

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12. Configure Forms 

edison365ideas supports having custom forms for Challenges and Ideas. Custom forms are defined per stage for a challenge or idea. A form can also be edited based on the Challenge Type selected using the Challenge Type drop down. Each Type has it’s own form and field configuration. The forms are configured in the forms page:  

There are limits to the number of custom fields for each type, ideas and challenges, these are summarised below:  

The configuration process is the identical for challenges and ideas. Firstly, the fields are defined then the fields are associated to the forms. This guide will cover creating two new fields for the idea form and associate them to the default Require More Information idea stage. Stages are configurable, see sections 4 and 5.  

Click the Idea Fields tab and then click the ADD FIELD button:  

A pop up will appear:  

This pop up allows you to select any of the custom Challenge or Idea Fields created to associate with the Form. Click on the Field drop down to display all the available fields. Once a field has been used once on a Form for a Type it cannot be used again for the same Type. Once the field is selected the field name selected will appear in the Label field. This can be changed if needed. 

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13. Configure Notification Branding 

Emails can be fully styled to suit your own branding needs. Before email notifications can be used throught the edison365ideas application they will need to be enabled by switching the 'Send Notification Email' switch to Yes.

Once enabled the branding options will be displayed as below.