Getting Started - Administrator Guide
Creating a new network is just the first step in building your own private collaboration and innovation environment. Zillable has built in a myriad of features and tools to allow you to build and grow your network in a way that's optimal for you.
We have created a Network Setup wizard that will guide you through the configuration of your private collaboration network with 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 those that want a more custom route, continue reading.
Set Categories to organize your network
Categories help to organize content introduced to your network and to quickly tell members of your network what that content is about. Categories also make it easier for members to find content on Discover. Only a network administrator can create categories for a network. Creation of Categories are recommended for large teams or networks. Here's how to create Categories for your network:
- Click on Manage my Network from your Profile Menu.
- Under Manage, Choose "Categories"
- From here you will be presented with a list of your network's current categories. You can choose to create, archive, or delete a Category or choose to add a new Category from a list of Zillable's predefined Categories.
Build Spaces for collaboration and innovation
Content are published into Spaces, which are the organizational backbone of your network. Spaces are the areas where people 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 your network to foster open collaboration and co-creation. Here's how to manage the Spaces on your network.
- Click on Manage my Network from your Profile Menu
- Under Manage, Choose "Spaces"
- From here 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.
Invite Team Members
Your network works best when all your teams are members of your network. Zillable provides many avenues to Invite New members to your network including through email, contact lists, and a sign up URL for approved email domains.
Manage My Network Overview
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 Manage my Network:
- Manage Members, Content and more
Manage is your gateway to managing members, content, categories and spaces, among others, within your network. Invite, remove or ban a member. Hide or remove offending content. And archive Spaces that are no longer of use to the network. Check out all the management tools to help keep your network operational. Go to Manage.
- Brand your Network
Personalize your network with themes and logo branding. Use themes to change the colors of your network however you’d like. Zillable offers presets, simple custom, and a more detailed customization for you to brand your network. Set Network Profile.
- Choose your Network Settings
Use Network Settings to configure how new members signup, control who can submit and approve a Challenge before they are published, and many other features. Set how members find your network and sign up.
- 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. Customize your Resource Center.
- 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 certain desired behaviors.Visit your Reward Center.
- 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 the retention of the data. Review your Data Retention Policy.
- 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 leader. View your network analytics.
Implement Processes with Workflow
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. Use this as a gauge of which workflows are working for your network type.
The look and feel of your network is important, regardless of the size of your network. 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, from text to borders, to menu items, the options and combinations are limitless. Use Themes to:
- Coordinate with your organization's brand
- Express your sense of personal style
- Be in line with 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.
Your logo is an important element in the identification of your network. You network logo appears at the login page as an identifier to your URL. When choosing a logo, please 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 a your network color and image. Setting the theme and logo that is in line with your brand is important in inspiring and engaging members of your network.
Policy and Security
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 data are secured, confidential and private. Therefore, Zillable allows you to configure your private network numerous different ways to meet your 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. Create Sign Up URL.
Enhanced Security with two-factor authentication
For added security, Zillable has two-factor authentication (2FA). 2FA is simply the process of using a password plus something else to log in to increase the security of the site or your log in credentials. With 2FA enabled, only your members can log into your Zillable network, even if their passwords are compromised or stolen. Enable 2FA individually or network-wide. Go to 2FA Settings.
A policy document outlines a set of terms and conditions, or rules and principles, which aims to guide members on proper course of action 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 invitees during the invitation process. Upload your Policy Document.
Resource Center: Knowledge Management Made Easy
A necessary element in developing the growth of a private network is to provide a fully invested Resource Center. You network’s Resource Center should contain content to help your users innovate. Creating a Resource Center for your private network will enhance user experience and improve the performance of your members. An optimal Resource Center should:
- Educate members on your innovation process.
- 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.
Following are 3 easy steps for creating your very own Resource Center:
Gather and organize your Content. To begin this process, create a spreadsheet and group it by the type of content. Your groupings may include whitepapers, presentations, videos, patents, policies, and how-to guides.
Create a Menu. Once you have gathered and grouped your content, you need to create a Menu to organize each group of content. For example, gather all company policies and create a primary menu creatively named "Policies". Then separate the policies by department and create secondary menus based on department names (e.g., legal, HR, R&D, etc.).
Promote your Resource Center. You need to promote your Resource Center by creating calls to action within your network. For example, create a welcome message that is triggered when users log in and direct users to the Resource Center for further information
Gamify Collaboration and Innovation
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 which include, social interactions such as like, follow, and share, and the creation of 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 incentivise 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 (movie tickets, dinner with the CEO, a day off, etc.).
- Reward creativity and behaviors that have the most impact on your business goals (reward solutions to Challenges, etc.).
- Incentivise high-performing members with 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.
Data Retention and 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 the retention of the data. 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 for organizations that do business in regulated or have 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 and on third party solutions.
Insights to create, drive, and achieve goals
How effectively employees collaborate contributes significantly to innovation and profitability. Most organizations have no way to measure if collaboration applications are effective. 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 leader.
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 a 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(s).
We understand the importance of having the right tools to quickly evaluating your private network to develop data-driven goals. Use your Analytics hub to control how much information you want 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 modifying any of these features to custom tailor your network to fit your needs. If your network does not contain some of the features mentioned in this article, review our pricing plan and consider upgrading. We've given you the tools. How successful your network becomes is up to you.