Managing Administrators

Table of contents

1. Overview
2. Administration levels & roles
3. Administrator requirements & cascading responsibilities
4. Assigning Administrators

Overview

Beyond the System Administrator, there are ten additional administrative roles that can be assigned for your platform (five Content Owners and five View Owners):

• News Reporters and Editors
• Events Creators and Managers
• Library Volume and Category Librarians
• Teams Chart and Category Administrators
• Listings (Classifieds) Creators and Managers 

The permissions of these roles can be viewed in detail here.

Reasons for multiple administrators

With multiple administrators, Jostle allows you to set up the responsibilities for maintaining your platform in a granular way. This is most effective way to maintain your platform as it allows you to enable your subject matter experts (SME’s)—the people who are best able to create, organize, and maintain content around a specific area.

For example, your Benefits Administrator will do a much better job of keeping your benefits information and forms organized than someone from IT or Marketing will, so your Benefits Administrator should be the Librarian for the Benefits Volume in Library. Similarly, your Senior Project Manager should be the Teams Category Admin for his own project teams, while the head of your Social Committee would be an ideal choice for an Events Creator.

It’s a bad idea to have a single person in charge of all your content platform wide, because:

• one person will be spread too thin to effectively manage all areas;
• no single person can have the first hand domain knowledge to do a good job on all topics; and
• bringing different viewpoints and voices together will help you create a more engaging platform that better reflects your organization.

Instead, put the right people in charge of the right areas, and let them focus on populating the roles in those areas with those best suited for the tasks (SMEs).

Administration levels & roles

System Administrators          

• Responsible for creating a sensible org-wide information architecture, for controlling user access, and syncing data with other enterprise systems.

View Owners (News Editors, Teams Category Admins, Category Librarians, Events Managers, Listings/Classifieds Managers)

• Responsible for setting the high-level information architecture for an area/view and finding the right subject matter experts to own specific content within that area/view.

Content Owners (News Reporters, Teams Chart Admins, Volume Librarians, Events Creators, Listings/Classifieds Creators)

• Responsible for owning their content within an area/view, ensuring it stays current, organized, and relevant.

Administrator requirements & cascading responsibilities

System Administrators need to have an overall sense of the org-wide structure to properly assign the appropriate View Owners, who will be able to own and manage their specific view.

View Owners need to know how to best structure their assigned area. They need to be aware of the best SMEs within the organization to place in the proper Content Owners and how to manage their contributions so that they always reflect value.

Content Owners should be the SMEs of the organization best suited for their assigned roles. They need to be able to take responsibility for keeping their content current, organized, relevant and engaging.

*By default, the initial System Administrator for an organization will also be made a News Editor. Otherwise, System Admins do not automatically have view-specific administration rights, but can gain them by assigning themselves to those roles that do have them.

Assigning Administrators

Note—the permissions given to each Administration Role can be reviewed here.

System Administrators

In many cases, an organization's initial System Administrator isn't the person who ends up holding this role in the long run, so it's a good idea to assign another System Administrator as early in the set-up process as possible to make for a smoother change if the original System Admin has to step away from the role.

1. Click the Admin Settings link in the lower left corner.
2. In Administration Settings, go to Platform > Manage System Administrators
3. Enter the name of the person you want to promote to System Admin in the Search field and then click the green "+" that appears beside their name in the matching results.

Category/Volume Librarians

There are no overall Library Administrator Roles, instead each Category and Volume in Library has their own Administrators (Librarians). System Admins can create Category Librarians (who can then create Volume Librarians) as follows:

1. Click on Library in the Main Navigation
2. Click "Browse" in the left column and then select a Category
3. Go to the action bar at the top of the screen and click the i-icon
4. On the Info menu, across from Category Librarians, click "Edit Category Librarians"
5. Search for the person you want promote and click on their name.

To create a Volume Librarian, the Category Librarian can follow the exact steps as above, but substitute "Volume" wherever it says "Category”.

NOTE—System Admins can create new Categories in Library via Browse > gear icon > Manage Org Categories. Creating a new Category will also automatically add them as a Librarian for that Category.

News Reporters/Editors

1. Click on News in the Main Navigation
2. Then go to the Action Bar and click the 3-dot action menu on the far right
3. Select “News Admins”
4. To add an Editor, go to the column on the left and click on Editors, then use the search field to find and add individuals.
5. As a News Editor, to add a Reporter go to the column on the left and click on a Reporter Group (or create a new one using the Edit link) and then on the Reporters form click Edit under Members to add people as Reporters to that group. 

NOTE—under Publishing Options you can enable or restrict any of the listed publishing features for your Reporter Group.

Teams Category/Chart Administrators

There are no overall Teams Administrator Roles, instead each Category and Chart in Teams has their own administrator roles. System Admins can create Category Admins (who can then create Chart Admins) as follows:

1. Click on Teams in the Main Navigation
2. Click on a Category and hover over the i-icon
3. On the i-menu, click Edit next to "Category Admins"
4. Search for the person you want promote and click on their name.

To create a Chart Administrator, the Category Administrator can follow the exact steps as above, but substitute "Chart" wherever it says "Category".

Events Creators/Managers

1. Click on Events in the Main Navigation
2. Then go to the Action Bar and click the gear icon on the far right
3. Select “Events Admins”
4. To add a Manager, go to the column on the left and click on Managers, then use the search field to find and add individuals.
5. To add a Creator, add yourself as a Manager first, then go to the column on the left and under Creator Groups click on a group (or create a new one using the Edit link) and then go to the Members heading and click Edit to add people as Creators to that group.

Listings/Classifieds Creators/Managers

Because this view's name can be customized, Listings may appear in your platform as Classifieds (this view's original default name) or under another name of your org's own choosing.

1. Click on Listings in the Main Navigation
2. Then go to the Action Bar and click the gear icon on the far right
3. Select “Listings Admins”
4. To add a Manager, go to the column on the left and click on Managers, then use the search field to find and add individuals.
5. To add a Creator, add yourself as a Manager first, then go to the column on the left and click Creators. Then under the Members heading, click Edit to add people as Creators to that group. (NOTE—By default, all users should be automatically be listed as Creators, so step 5 could also be applied for those who wish to remove people as Creators). 

New Admin Notifications

When anyone gets assigned as any new Administrator, they will receive a notification that will contain:

• information about the Admin Role
• link to any related Support Center information about the Admin Role
• contact link to whoever assigned the Admin Role 
• reference link to what that person has become an Admin for (i.e., a specific Library Volume, the News view, etc)