This guide discusses features of Zillable that administrators need to be aware of so that they can maximize use of their private Zillable networks.
- Network Setup Wizard
- Setting Up Categories for More Organized Networks
- Building Spaces for Collaboration and Innovation
- Inviting Team Members
- Managing Your Network
- Implementing Processes with Workflow
- Setting Up a Network Profile
- Ensuring Data Policy and Security
- Disseminating a Policy Document
- Resource Center for Knowledge Management Made Easy
- Gamifying Collaboration and Innovation
- Data Retention and Compliance
- Insights to Create, Drive, and Achieve Goals
Creating a new network is just the first step in building your own private collaboration and innovation environment. Zillable has built a myriad of features and tools to allow you to build and grow your network in ways that are optimal for you and your team.
We have created a Network Setup Wizard that will guide you through the configuration of your private network in three (3) simple steps.
- Step 1: Create Categories and Spaces
- Step 2: Choose Network Settings
- Step 3: Invite Team
We recommend that you use this wizard if this is your first collaboration network with Zillable. For more information, see Network Setup Guide.
For those who want a more custom route in setting up their network, continue reading.
Categories help to organize content introduced to your network and quickly tell your members what the content is all about. Categories also make it easier for members to find content on Discover. Only the network owner or an administrator can create categories for a network. We recommend creating your own categories, particularly if you have a large team or network. You may also add predefined Zillable categories to your network.
Content are published into Spaces, which serve as your network's organizational backbone. Spaces are areas where your team members can creatively and dynamically connect, innovate, and collaborate to ensure that their thoughts and ideas can flourish. Spaces can be private, network-wide, or even made available to others outside of your network to foster open collaboration and co-creation. Here's how to manage the Spaces on your network.
- From the Profile menu, click Manage my Network.
- Under the Manage My Network menu bar on the left, click Spaces.
- On the Spaces page, you can build, archive, or delete a Space. You can see the stats of any Space on your network, even those marked as private, but you will not have access to content created in Private Spaces.
Your network works best when all your team members belong to the network. Zillable provides many avenues for inviting new members to your network, including via email, contact lists, and a sign-up URL for approved email domains.
Zillable provides a powerful array of network management tools that can help you grow your private collaboration network while maintaining control over important network features and user activity. Here are some highlights of our Manage my Network feature:
- Manage Members, Content and more
Manage members, content, categories and spaces, among others, within your network from the Manage sub-menu. Invite, remove or ban a member. Hide or remove offending content. Archive Spaces that are no longer of use to the network. Check out all the management tools to help keep your network operational.
- Brand your Network
Personalize your network with themes and logo branding from the Network Profile sub-menu. Use themes to change the colors of your network's home page. Zillable offers presets, simple custom, and a more detailed customization for you to brand your network.
- Choose your Network Settings
Use Network Settings to configure how new members sign up, control who can submit and approve a Challenge before they are published, and many other features. Set how members find and sign up for your network.
- Use Resource Center to create a knowledge center
Your network’s Resource Center should contain content to help your users collaborate and innovate. Creating a Resource Center for your private network will enhance user experience and improve the performance of your members.
- Leverage Reward Center to gamify your network activity
Your Reward Center is the nexus of the virtual economy within your private network. When enabled, you can apply and adjust a number of gamification features to encourage and reward desired behaviors from your team members.
- Enable Data Retention for compliance
The data retention policies within an organization are a set of guidelines that describes which data will be archived, how long it will be kept, and other factors concerning retention of the data that resides on your network.
- Gain Insights with Analytics
Network collaboration, innovation, and leadership analytics are key components in ensuring that organizations can establish data-driven goals and reward key contributors and leaders.
Workflows allow networks to coordinate tasks between people and synchronize data according to your management style and business processes. You can choose between a predefined workflow or create one from scratch.
You can also see how many network members are using and have completed the designed workflow. You can then use this as a gauge of which workflows are working for your network type.
Regardless of its size, the look and feel of your network is important. You can choose to keep it simple with predefined themes or go as crazy as your network wants to be.
Selecting a Theme
Zillable provides a number of color schemes to help quickly set your network theme to colors that work well together. However, you have the option to change the color of almost every aspect of your network's home page, from text to borders to menu items, the options and combinations are limitless. Use Themes to:
- Color-coordinate with your organization's brand
- Express your sense of personal style
- Highlight an event or celebration
- Highlight a specific agenda through color
Notice that you can choose between Presets (themes already designed), custom themes (unlimited color combination choices on certain elements of your network), or Detailed Customization (almost every element on your network can be changed.). If your choices just don't seem to work together well, you can always restart to a Preset Theme.
Customizing Your Logo
Your logo is an important element in your network's identification. You network logo appears at the login page as an identifier to your URL. When choosing a logo, consider the following:
- Use a PNG file with a transparent background
- Use a graphical logo or image rather than just text
- Leave some space around your icon
- Upload an image that is at least 100 pixels in width and 40 pixels in height.
Don’t underestimate the value of your network color and image. Setting a theme and logo that is in line with your brand is important in inspiring and engaging your network members.
The protection of customer information, including security, privacy and compliance, is of the utmost importance to Zillable. We understand how important data security is to our customers and work to the best of our abilities to ensure your data is secured, confidential and private. Therefore, Zillable allows you to configure your private network in numerous different ways to meet these goals.
Enable Sign Up Page and Domains
Choose how new users sign up and decide whether or not to allow current network members to invite additional users to your private network. You also can set which, if any, email domains are allowed to sign up.
Enhanced Security with two-factor authentication
For added security, Zillable has two-factor authentication (2FA), which is the process of using a password plus something else to log in to increase the security of the site or your logon credentials. With 2FA enabled, only your members can log into your Zillable network, even if their passwords are compromised or stolen. You can enable 2FA individually or network-wide.
A policy document outlines a set of terms and conditions, or rules and principles, which aims to guide members on proper courses of action to take on your private network. Use Zillable's Policy Document as a means for communicating information (guidelines, NDAs, etc.) to full, restricted, and Guest members. Uploaded documents are sent to potential members during the invitation process.
A necessary element in developing the growth of your private network is a fully-invested Resource Center that contains content designed to help your users innovate. Creating a Resource Center for your private network will enhance user experience and improve performance of your members. An optimal Resource Center should:
- Educate members on your innovation processes
- Allow members to find relevant content quickly
- Equip members with your unique tools and processes
The goal is to provide your members with content that is easy to find, consume, and use in conjunction with your private network.
Below are three (3) easy steps for creating your very own Resource Center.
- Gather and organize your content by creating a spreadsheet and grouping the content by type. Your groupings may include whitepapers, presentations, videos, patents, policies, and how-to guides.
- Create a menu to gather and group your content. For example, gather all company policies, and group them under a Policies menu. Then separate the policies by department and create secondary menus based on department names, e.g., legal, HR, and R&D.
- Promote your Resource Center by creating calls to action within your network. For example, create a welcome message that is triggered when users log on and direct users to the Resource Center for further information.
Your Reward Center is the nexus of the virtual economy within your private network. When enabled, you can apply and adjust a number of gamification features to encourage and reward certain desired behaviors among your network members, including social interactions such as liking, following, and sharing, and creating content through your private network’s many modules. Use the Reward Center to create virtual goods and manage a virtual economy to spark engagement and promote participation and collaboration.
With Reward Center, you can:
- Motivate employees to make collaboration as part of their daily workflow with virtual currencies that can be redeemed for items.
- Create and customize the items in your virtual economy, e.g. movie tickets, dinner with the CEO, a day off, among others.
- Reward creativity and behaviors that have the most impact on your business goals.
- Give incentives to high-performing members through awards and recognition, or physical and virtual rewards.
- Gain insight into what motivates your employees and keep them happy and engaged.
It’s important to find the right motivators to encourage growth and development of your private network. Zillable provides you all the right tools to dangle the carrot. It’s up to you to define the carrot that best motivates your private network.
The data retention policies within an organization are a set of guidelines that describes which data will be archived, how long it will be kept, and other factors concerning data retention. The objectives of a data retention policy are to keep important information for future use or reference, to organize information so it can be searched and accessed at a later date, and to dispose of information that is no longer needed.
Zillable provides Network Owners and Administrators all the tools necessary to comply with any Data Retention Policy, including data export. Data retention can be initiated for the entire Network or per Space.
Compliance is built-in for organizations that do business subject to federal or local regulations, or are under legal obligation to archive data. Using our Compliance modules, Network Administrators can access their entire Zillable Network data history, including private Space data and direct messages. Compliance Data Retention overrides network-wide and per-Space policy settings.
We go beyond compliance to provide legal hold capabilities, ensuring that data will be available for the discovery process prior to and during litigation. This level of detailed control is unprecedented, allowing companies to avoid the pitfalls of e-discovery and legal sanctions, and save hundreds of thousands in legal and compliance costs as well as third-party solutions.
How effectively employees collaborate contributes significantly to innovation and profitability. Most organizations have no way of measuring if collaboration applications are effective or working. At Zillable, we built analytics and insights right into your private network. Our collaboration, innovation and leadership analytics provides a quantifiable view into adoption but innovation effectiveness. With this visibility, organizations can establish data-driven goals and reward key contributors and leaders.
With Network-wide Analytics, executive and senior management get a quantifiable view into their organization. What are people thinking? Who are the thought leaders? What is the next big innovation and where is it coming from? All of these things can provide management with actionable intelligence to establish data-driven goals and initiatives for growth and profitability.
Each Space can be configured to have its own space-specific analytics and insight. Choose to enable Analytics for all Spaces, or any particular Space, or Spaces.
We understand the importance of having the right tools to quickly evaluate your private network and develop data-driven goals. You can use our Analytics hub to control how much information you want to collect, review, and in some instances, reward.
You can also choose to turn on Analytics in your Open Spaces.
Congratulations, you have made it through the setup of your network! You can choose to enable, or modify any of these features to custom tailor your network so that it fits your needs. If your network does not contain some of the features mentioned in this article, you may want to review our pricing plan and consider upgrading. We've given you the tools. How successful your network becomes is now up to you.