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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 eight additional administrative roles that need to be assigned for your intranet (four Content Owners and four View Owners):

  • News Reporters and Editors
  • Events Creators and Managers
  • Library Volume and Category Librarians
  • Teams Chart and Category Administrators

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 intranet in a granular way. This is most effective way to maintain your intranet 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 intranet 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)

  • 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)

  • 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.

 

 

View Owners

Content Owners

Role

Assigned by

Role

Assigned by

NEWS

Editor

System Admin

Reporter

Editor*

EVENTS

Manager

System Admin

Creator

Manager

LIBRARY

Category Librarian

System Admin

Volume Librarian

Category Librarian

TEAMS

Category Admin

System Admin

Chart Admin

Category Admin

 

*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

Notethe permissions given to each administrative 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 the Administration settings, go to Platform > System Administrators
  3. Search for the person you want to promote and click the green "+" beside their name.

 

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. Go to a Category in the left navigation and hover over its i-icon*
  3. On the i-menu, under SysAdmin Actions, click "Edit Category Librarians"
  4. 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 via the Edit link that appear next to the Org Categories heading.

 

News Reporters/Editors

  1. Click on News in the Main Navigation
  2. Then go to the Action Bar and click the Gear icon 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. You can customize the publishing permissions of each group using the available options.

 

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.
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5 Comments

  • 0
    Avatar
    Nathan Yang

    I just wanted to clarify that Jostle System Admins do not have permissions to modify News Reporters. It seems that only News Editors have that permission.

    (Of course, the workaround would be for the System Admin to temporarily assign himself as a News Editor to make necessary changes.)

  • 1
    Avatar
    Jostle Team

    Hi Nathan. You are correct, and we've clarified the information above to reflect that managing Reporters is a NEWS Editor permission.

    By default, the initial System Administrator for an organization is also automatically made a NEWS Editor to facilitate this, but other System Admins who wish to manage Reporters will have to manually assign themselves as a NEWS Editor first.

  • 1
    Avatar
    Bettina Hügin-Ziegler

    It would be good to have admin rights only for:

    Edit/delete Contributors   

    This is normally done by our HR and I do not want to give them System Admin rights. We have several branches in different countries and I want to avoid to have too many System Admin.
     
    Any possibility to change this?
  • 0
    Avatar
    Anita Kacher

    My events page lists all events from the prior year and the most recent at the bottom of the page. How do I change this to be viewed (most recent events top to bottom)?

  • 0
    Avatar
    Jostle Team

    Hi Anita,

    The Events list can only be displayed in chronological order because it is tied to the calendar - after an Event has passed, the list automatically scrolls up to display the next Event indicated on the calendar grid.

    Because of this feature, your past Events should not be visible on your screen unless you have manually scrolled back through your list. If you click on the date of the next upcoming Event in the calendar grid, it will chronologically reset your list and then it should scroll accordingly through the next Events as their dates arrive.

    Vince

    PS - To learn more about Events, you can refer to the Events section: https://forum.jostle.us/hc/en-us/sections/360000157714-Events

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