How to set up Library in Jostle

Introduction

System Admins are responsible for Enabling/Disabling Library view, setting up the optional integrations to Google or Microsoft, and for managing Library Categories and their Category Librarians.

The Category Librarians then set up their Library Volumes and manage their Volume Librarians, who organize and maintain their Volume, as described here.

If you create a new Category, you will be its first Category Librarian. If you create a new Volume, you will be its first Volume Librarian.

Table of contents

1. Tying Library to Google Drive (Google-integrated customers only)
2. Enabling Library
3. Setting up your Library structure
4. Creating a Category
5. Managing Category Librarians

Integrating Library with Google or Microsoft (optional)

The files uploaded to Library can live in your Jostle Datacenter, in your company's Google Drive, or in your company's Microsoft OneDrive. Choosing the Google or Microsoft integrations brings these advantages:

• Users and search and view files on the Google/Microsoft side, as well as directly in Jostle. In both cases they will only find the files they are permitted to see.
• You can have live cloud-based files in Library (Office 365 or Google Workspace files).

Using Jostle as the Library repository will be best if your User base is not all using email addresses from your Microsoft or Google domain.

To learn more about the Google and Microsoft integrations with Library and how to set then up go here.

Enabling Library

Setting up your Library structure

Library is designed to stay well structured and organized, so that it does not end up a confusing mess the way file shares always do.

The first aspect of this is setting up and maintaining a sensible set of Library Categories. This is the job of a System Admin, as is finding the right Category Librarians for each Category. No one can proliferate or confuse the list of Categories, since they need the System Admin who own this part of the structure to do it.

Within a Library Category, its the Category Librarian that decides what its Volumes should be, who should own each Volume (the Volume Librarians), and who should be permitted to view each Volume (learn more here).

By locking down the top Category/Volume structure like this, Library stays an organized place that employees can understand and navigate.

The ownership of each Volume is clear, and this will normally be the subject matter expert for the topic the Volume is focused on. This ownership is clear and everyone who can see the Volume can also see who its Volume Librarian is.

Volumes can be organized into Folders and can have as many files, and as deep a folder structure, as its Librarian deems necessary.

For more on Library structure along with some tips and best practices, see this article. 

Creating a Category

As a System Admin defining the overall Library Category structure, take some time to think through what will work best for your organization and everyone in it. Some combination of these kinds of structures often works best:

NOTE - System Admins see all Library Categories, including those that don't contain any Volumes they are permitted to see. This is necessary so they can manage the overall Category structure. Other Users only see the Categories that include at least one Volume that they can see.

To create a new Category, System Admins:

1. Click on Library in the Main Nav Panel
2. Go to the left column and click Browse 
3. At the top of the column, click the Action Menu (three dots)
4. Select Manage Org Categories
5. In this Edit Org Categories modal, click the + to add a slot for a new Category
6. Add a name for your new Category
7. Click Done

Note: In this Edit Org Categories modal, System Admins move a Category to a new place on this list dragging the arrow icon on the right, or they can delete a category by clicking the X to the right of that Category's name.

Managing Category Librarians

To add a Category Librarian, System Admins:

1. In Library, click on a Category so that its Volumes are listed in the main view
2. Click in the i-icon top right to open the Category Info Panel
3. Click on Edit to the right of Category Librarians
4. Search in an individual or Team
5. Click Continue

To remove a Category Librarian, including maybe themselves, System Admins:

1. In Library, click on a Category so that its Volumes are listed in the main view
2. Click in the i-icon top right to open the Category Info Panel
3. Click on Edit to the right of Category Librarians
4. Click Actions > Remove to the right of the person or Team you want to remove
5. Click Continue