USER GUIDE VMware, Inc. Web: socialcast.com

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1 2013 VMware, Inc. Web: socialcast.com

2 Table of Contents GET STARTED 1 Edit Your Profile 1 Select Notifications Preferences 2 Change Your Password 2 Invite Others to Your Community 3 FOLLOWING 4 Follow People 4 Follow Conversations 4 WORKING WITH STREAMS 5 Types of Streams 6 Company Stream 6 Bookmarked Stream 6 Sent Stream 6 Home Stream Stream 6 Create Custom Streams 7 Modify or Delete a Custom Stream 7 New Message Beacon 7 Share With Everyone 8 Share With a Group 8 Share Privately 9 Edit or Delete a Message 9 Like a Message or Comment 10 #Hashtags 10 SENDING PRIVATE MESSAGES 16 Start a Conversation 16 Organize Private Conversations 17 Private One-to-One Conversations 17 Private Messages Dashboard 17 WORKING WITH GROUPS 18 Join a Group 18 Create a Group 19 Externally Facing Groups 19 Invite Colleagues to Join a Group 20 Kick-starting Group Communications 21 How Can I Close a Group? 21 Ask A Question 21 Take A Poll 21 Post An Idea SEARCHING AND FILTERING 22 Search 22 Activity Filter 22 #Hashtags: Organize Messages Around a Particular Topic 22 ADMINISTRATION 23 WORKING WITH PROJECTS 11 Create a Project 11 Add Project Members 12 Share Projects with Groups 12 Create Objectives 12 Create and Assign Tasks 13 Organize Your Project 13 Collaborate On Your Project 14 Complete Your Project VMware, Inc. Web: socialcast.com 2

3 Socialcast is an enterprise social network that will transform the way you work. It offers many of the same familiar features you use in personal social applications such as Facebook or LinkedIn, but it is much more robust. Socialcast is designed specifically for businesses that want to improve the exchange of ideas and information across teams, organizations, and locations. Socialcast will help keep you connected to the knowledge, ideas, and resources you need every day at work. Enterprise social networking provides you and your team members with easier ways to connect and collaborate with each other, all in one location. Ask a question, share a link or document, organize a project, find an expert, and exchange ideas. Socialcast lets you do all these things within a secure online community. Get more involved in the things that interest you, and quickly find the resources and experts you need to work smarter. GET STARTED This section covers... Edit Your Profile pg 1 Select Notifications Preferences pg 2 You can easily customize your profile and account settings in Socialcast. Locate the Settings command in the drop-down menu under your name in the top right corner of your screen. Change Your Password pg 2 Invite Others pg 3 Edit Your Profile A profile is your identity in the community. It can be seen by all members, and allows others to learn about you and your role in the organization. On your profile, you can display a photo, job title, job description, certifications, skills, education, passions, , and other information. Your organization s community Administrator can add additional fields as needed. To edit your profile, such as your name, title, profile photo and job description, simply click on the Edit Profile button underneath your name and title. Hover over the About section in the far right side of the screen and you will see a small pencil icon. Click on it, and a window will open displaying all editable fields in your profile. When you are finished making your changes, simply click on the Save button VMware, Inc. Web: socialcast.com 1

4 Select Notifications Preferences Your community has an notification system that can alert you to messages or comments depending on your preferences. You can select the notification settings you most prefer when editing your profile. Go to Settings in the drop-down menu under your name in the upper right-hand corner of your screen which will take you to your settings page. Click Notifications. Check the boxes with activities where you want to receive an notification. For example, you can ask to receive an when someone follows you, sends you comments on a message, or joins the group. Once you have finished making your selections, simply click Close to save your changes. Notifications are a good idea if you are just getting started in a Socialcast community, or if you are frequently away from your desk. It helps ensure that you don t miss important events or messages. Change Your Password It is a good idea to change your password regularly to protect sensitive company information and conversations. Go to Settings in the drop-down menu under your name in the upper right-hand corner of your screen. Under Account Settings, click Update Password. Enter your new password, then click Save. Note: This may vary based on community settings VMware, Inc. Web: socialcast.com 2

5 Invite Others to Your Community If your Socialcast community is just getting off the ground, your Company Directory and Group Directory will be empty or sparsely populated. Any community member can invite others to join the Socialcast community by clicking Invite Colleagues. The invitation link brings up a dialogue box where you will be asked to enter a coworker s address and a personal message, if desired. To invite several people at once, enter multiple addresses separated by commas. To invite a large number of people to join the community, you can also upload a CSV file from the Invite your colleagues dialog, simply click Upload a CSV. You cannot send an invitation to a mailing list or a shared address. All addresses must use an approved domain. An will then be sent to the people you invited that will walk them through the process of registering, completing their profiles, and joining groups if they so choose. Note: This capability may be disabled for some communities VMware, Inc. Web: socialcast.com 3

6 FOLLOWING This section covers... Follow People pg 4 Follow Conversations pg 4 Following people, groups, or conversations helps you stay connected and uncover information you might otherwise miss. Follow People When you follow a person, you are subscribing to their updates, which will then appear in your Home Stream. To start following people, such as your manager or team members, click on the Explore link in the left-hand navigation panel and select People. Navigate to the person you wish to follow, then click the Follow link. You can also follow people whose posts appear in your Company Stream. Simply click on their name which will take you to their profile page. Then click the follow button to the right of their name. You can also choose to unfollow people using the same process. Now, mini profiles are added to comments, so if you hover over a avatar next to the post, you will get a quick glimpse of who that person is. Note: if you choose to unfollow someone, they will not receive a notification. Follow Conversations You can also follow specific conversations, so that all future comments and replies in this conversation will appear in your Home Stream. Start by scanning the Company Stream for topics that are relevant to you. Click on the gear icon in the upper right corner of a specific message, then click Follow message replies. To stop following messages, click the gear icon again, and select Stop following replies VMware, Inc. Web: socialcast.com 4

7 WORKING WITH STREAMS This section covers... Types of Streams pg 6 Create Custom Streams pg 7 Modify or Delete a Custom Stream pg 7 New Message Beacon pg 7 An activity stream is a display of real-time information created by your organization s community, which consists of messages, ideas, and questions posted by you or other members. It can also contain links to external or uploaded videos, photos and files. Additionally, you can import information from external sources (e.g. Twitter and RSS streams) if your community administrator has enabled this feature. Your Socialcast community organizes posts into a variety of streams that filter content in ways that are most relevant to you VMware, Inc. Web: socialcast.com 5

8 Types of Streams Company Stream The Company Stream displays all public messages from all members in your community, including messages posted to public groups. All members messages will be posted here, regardless of whether you are following them or not. The Company Stream is useful for uncovering interesting people, topics, or groups you may be interested in following. Bookmarked Stream The Bookmarked Stream displays all public messages that you have flagged for follow-up in the community. These messages will also display any comments or likes that other members make to the original post. To bookmark a message, click the bookmark icon in the upper-right corner of the message. When the message no longer needs to be bookmarked, click the flag icon again. Sent Stream The Sent Stream displays all the messages you have sent to the community. This is a good way to scan for how users have commented or liked your posted messages. Home Stream Your Home Stream contains the activity of people and topics you care about. It shows messages from members and groups you are following, as well as any posts where you have If you have set up RSS feeds from sources like Twitter or LinkedIn, they will show up in your Home Stream as well. When you first get started in Socialcast, your Home Stream will not be very active. Over time, as you follow people and join groups, your Home Stream will become a centralized, highly efficient source for information and Stream Any time a coworker specifically references you in a public message with symbol in front of your name, it will appear in is a good stream to check out periodically, especially if you have turned off your notifications. Every mention of you is highlighted, so it is easy to locate and read the messages that concern you VMware, Inc. Web: socialcast.com 6

9 Create Custom Streams You can easily create custom streams to follow particular subjects, members, or groups of members to help organize relevant information. Click on the plus sign located in the top right-hand corner of the Streams in the left Navigation panel. A dialog box will open so you can give the custom stream a title and choose to filter the stream by individuals in your company or by certain tags (keywords). Your custom streams will be listed in the Streams menu on the left-hand navigation panel. Modify or Delete a Custom Stream You can modify your custom stream filters at any time by clicking the gear icon in the top right-hand corner of the stream. You can delete any of your custom streams by clicking the gear icon in the top right-hand corner of the stream and selecting Delete stream. New Message Beacon The small blue triangle that appears next to a stream title is a new message beacon that alerts you to streams that contain new messages. Clicking on a stream with a blue beacon, and reading your new messages, will turn it off. You can also clear alerts by clicking on the beacon VMware, Inc. Web: socialcast.com 7

10 COMMUNICATING & COLLABORATING This section covers... Share With Everyone pg 8 Share With a Group pg 8 Share Privately pg 9 Edit or Delete a Message pg 9 Like a Message or Comment pg 9 Sharing is the primary way to initiate a conversation within your community. At the top of every stream page, you will find a window that allows you to share an update, ask a question, share a document or link, or publicly acknowledge others in the organization. Whatever you share in Socialcast is stored and searchable by others, either across the whole community or inside a specific pg 10 Each message or comment that you post can have #Hashtags pg 10 photos, videos or other files attached to it. Your community will support most file types for documents, photos and videos. The maximum size for each upload is 100MB, and a message or comment can contain multiple attachments. Share With Everyone When you share from your Home Stream page, your updates are posted to the Company Stream and also to the people who follow you. Share With a Group Share an update with a specific group. When you share from the group s Home Page, your message will appear in both the group and in the Home Streams of people following that group. You can also share with a group directly from any activity stream. Type your message in the Share box, then type the name of the group in the People or Groups to Notify section right below your message. You can a group in your post VMware, Inc. Web: socialcast.com 8

11 Share Privately To reply to a post with a private message, click the gear in the upper right corner and select Reply with private message. Add your message and click send. A private chat window will be created between you and your colleague(s), which is useful when working on a project deadline and you need to talk back and forth throughout the day. Edit or Delete a Message At any time, you can edit or permanently delete a message or comment that you have authored. If you want to correct a mistake or modify your original message, you can edit it. To edit a message you posted, click on the gear icon to the right of your posted message. Click Edit Message, make your changes, then click Save. You may decide a message is no longer relevant nor adds business value. To delete a message you posted, click the gear icon to the right of the posted message. Click Delete Message. Deleting a message will remove all comments and likes associated with it. Once deleted, a message cannot be restored. Like a Message or Comment Liking a message or comment shows your support or agreement with what has been posted. Your name will show up next to the message or comment, along with other members who have liked the message. To like a message or comment, just click Like. This will automatically update the message or comment to show your support or agreement VMware, Inc. Web: socialcast.com 9

12 are a way to directly refer to a specific community member or colleague in a message. Mentioned people will receive an in-app notification that they were mentioned in your message, and an assuming this type of notification is turned on. This is a good way to bring relevant topics and questions to the attention of certain people. To create in the share box, and a menu of names will appear. You can continue typing the member s name, or select one from the list displayed. Once you have completed typing the member s name, you can continue writing your message. has the date of the product launch been decided? #Hashtags Hashtags are community-defined keywords that help organize, filter, and unite messages with similar topics. Clicking on a hashtag filters the activity stream to include all the messages or comments that included the hashtag. Hashtags indicate trends in the content of your community, giving real-time insight into the pulse of the community. Any word or phrase can be a hashtag, and each company may use hashtags in different ways. To post a message with a hashtag, type the hash (#) sign and then type your word or phrase. Hashtags can include multiple words, but a space should not be used between them. Some examples of possible hashtags are: #followup #officelunch, #conferenceroomhelp, #todo, #documentation, and #questions VMware, Inc. Web: socialcast.com 10

13 WORKING WITH PROJECTS This section covers... Create a Project pg 11 Add Project Members pg 12 Share Projects with Groups pg 12 Create Objectives pg 12 Create and Assign Tasks pg 13 Organize Your Project pg 13 Using the Projects feature, anyone can create and manage projects in the community. A project is similar to a group, but with the added structure of objectives and tasks. A project can be public or private, and has a set of members who participate in project activities and receive project notifications. Similar to a group, each project has a stream where team members can discuss the project, ensuring that people stay in touch and the project stays on track. Collaborate On Your Project pg 14 Complete Your Project pg 15 Create a Project Before creating a project, search the Project Directory to make sure a similar project doesn t already exist. When searching, use keywords that would best describe your intended project. When in doubt about an existing project s purpose, you can contact the Project Lead, listed in the top right hand corner of every project page. To create a project, click the plus sign on the Projects menu in the left hand Navigation panel. Creating Projects Enter a project title Be specific, so your project is easy to recognize in the Projects Directory. Enter a description for the project Limited to 140 characters. An image that will represent the project Supported formats are.png,.gif, and.jpg, up to 4MB. Set permissions to public or private Public projects are visible to all members of your community and will display in the Projects Directory. Private projects are only visible to members and they must be invited by the Project Lead VMware, Inc. Web: socialcast.com 11

14 Add Project Members Every project has at least one lead member who handles the administrative responsibilities for the project. By default, Socialcast designates the person who creates the project as the Project Lead. The Project Lead can invite others to join the project, by clicking Invite Colleagues in the upper right-hand corner of the project page and entering their name in the Add Members box. Note: Project leads may assign roles to members by clicking Members in the upper right-hand corner of the project page. Share Projects with Groups Use the Groups tab on the project page navigation panel to share a project with one or multiple groups. Group members will see highlevel project updates in the group stream, but don t automatically become project members. Create Objectives A project can have multiple objectives, which serve as milestones. Each objective has its own due date and set of tasks assigned to it. To create an objective, click Add Objective towards the top of the project page and enter your objective in the box that appears. Once the objective has been created, set the due date by clicking on the calendar icon to the right of the objective text and select the appropriate due date VMware, Inc. Web: socialcast.com 12

15 Create and Assign Tasks Under each objective are tasks that can be assigned to a particular person with a due date for completion. To create a new task, click the + Add Task button under an objective and enter the task. Once the task has been completed, set the due date by clicking the calendar icon to the right of the text and selecting the due date. Lastly, assign the task to a project team member by clicking the question mark box to the left of the text and selecting a team member. Organize Your Project By default, objectives and tasks will be sorted by due date, but they can also be sorted manually by project members to give priority to a specific project deliverable. To re-sort objectives or tasks, place your cursor on the move icon and drag the objective or task to the desired priority VMware, Inc. Web: socialcast.com 13

16 Collaborate On Your Project Conversations can take place at any level in a project. A project contains multiple message streams: one for the project as a whole, one for each objective, and one for each task. The project stream contains all objective and task messages. Each objective stream contains the corresponding objective messages as well as any messages attached to the objective s tasks. Each task stream contains the corresponding task messages. Note: Socialcast notifies the appropriate people whenever a new task-related message or comment appears. Team members also see project and objective messages in their Home Streams. Project Completion Status Project Members Objective Tasks Project Files Task Owner Task Activity Stream Objective Completion Status Objective & Task Due Dates 2013 VMware, Inc. Web: socialcast.com 14

17 Complete Your Project As project members complete their work, they can mark tasks as complete by clicking the box to the left of the task. This will make the task disappear from the list of tasks for that objective. As tasks are completed by project members, the percentage complete band will expand from left to right. Once all objectives have been completed, and the project finished, the project lead can mark the project complete by selecting Complete Project in the settings menu. Note: If you would like to see all All tasks (active and completed), then select All by clicking the Active menu at the top of the list of objectives. In this view, completed tasks will have a strikethough in their name VMware, Inc. Web: socialcast.com 15

18 SENDING PRIVATE MESSAGES This section covers... Start a Conversation pg 16 Organize Private Conversations pg 17 Private One-on-One Conversations pg 17 Private Messages Dashboard pg 17 When you have a conversation with one person, private messages take on the character of instant messaging, often with a flurry of brief messages exchanged during a period of a few minutes. Private messages also allow you to form temporary groups for a confidential, ad hoc conversation. For example, if you need a quick decision and want to avoid the overhead involved in setting up a meeting, you might send a private message to the decision-makers. These people could engage in a quick conversation and come to a resolution in a matter of minutes. Start a Conversation To start a new conversation, click on the plus sign on the Private Messages menu in the navigation panel at the left of your screen. Enter the name of the community member or members you want to communicate with. Type your message and hit Send. You will be directed to a detail page for the conversation you just started. Enter a new message in the text box at the bottom of the page to continue the conversation and click the Share button to send it. Attachments can be added to any message by clicking the paperclip icon inside the text box. Note: You a community member in a private message. If you want to include someone in the conversation, you must add them as a member by clicking Add Members in the upper right-hand corner of the message page VMware, Inc. Web: socialcast.com 16

19 Organize Private Conversations All active conversations can be viewed in the Private Messages menu in the navigation panel at the left of your screen. By default, the names of members in the conversation will be used as the title, but you can edit that to better reflect what is being discussed in the conversation. Only the person that initiated the conversation can change the name by clicking the title and entering a new one. Conversations can also be added to your Private Messages favorite list by clicking the Heart symbol next to the conversation title in the Private Messages menu in the navigation panel at the left of your screen. Private One-to-One Conversations Two people can have a private conversation using Private Messages. To do this, invite one other member to the conversation when creating it. Once a message has been posted to the conversation, no additional members can be added. Note: When viewing your list of conversation in the Private Messages menu, any conversation between two people will be shown with a Lock symbol over the conversation avatar. Private Messages Dashboard To view a complete list of all your past conversations, click on the list icon in the upper right corner of the Private Messages menu. The Private Messages Dashboard appears. By default, conversations with the most recent activity appear first, but you can also filter the list so that conversations with unread messages appear at the top. Click on any conversation to view all the messages within it VMware, Inc. Web: socialcast.com 17

20 WORKING WITH GROUPS This section covers... Join a Group pg 18 Create a Group pg 19 Externally Facing Groups pg 19 Invite Colleagues to Join a Group pg 20 Kick-starting Group Communications pg 21 How Can I Close a Group? pg 21 A group is a place for you to connect with people with a shared interest. Groups can be about anything projects, departments, functions, or interests. Group members participate in discussions, keep track of the group-related documents, and remain aware of the group s activities. Groups can be public or private. You can also add members from outside the company to an externallyfacing group, which is private by default. Join a Group To explore and join a public group, click Explore Groups in the Groups menu found in the navigation panel on the left of your screen. Alternatively, Socialcast may recommend groups for you based on your profile data and activity in the Recommendations section of the Explore menu. When you see groups that have some relevance for you, click the Join Group button. Now this group will be added to your Groups navigation panel, and the group s activity will appear in your Home Stream. Private groups are by invitation only, and are only visible to members. Private groups are good for sharing sensitive or confidential information. The creator of a private group must invite members of the community to allow them to view and post messages. Private groups are only visible to members, meaning they will not appear in your organization s group directory VMware, Inc. Web: socialcast.com 18

21 Create a Group Before creating a group, search the Group Directory to make sure a similar group doesn t already exist. When searching, use keywords that would best describe your intended group. When in doubt about an existing group s purpose, you can contact the Group Administrator, listed in the top right hand corner of every group page. If the right group doesn t exist, create one. To create a group, click plus sign under the Groups menu in the navigation panel on the left-hand side of the screen. Creating Groups Select a group name Be specific, so your group is easy to recognize in the Group Directory. Select a description for the group Limited to 140 characters. Find an image that will represent the group Supported formats are.png,.gif, and.jpg, up to 4MB. Set group permissions to public, private, or externally facing. Is this an Idea Group? Check this setting if you would like members to be able to rate all messages posted in this group on a scale from dislike to like a lot. Select notifications (recommended) By default, members will receive notifications when messages are posted. This feature can be turned off. Also note that personal notification settings override group settings. Company Stream Choosing this option will block the group s post from entering the Company Stream. Choose this feature when your group is not of interest to a large portion of the company (for example a special interest group, or a group specific to one office location). Externally Facing Groups You can create a group and invite team members outside of the company such as contractors, vendors, or customers to a group by setting Group Permissions to Externally Facing. The group will be private, and external members may join only if invited. External members will only be able to interact with other people in this group, and they will only see information posted to this group. Note: Settings may vary by community VMware, Inc. Web: socialcast.com 19

22 Invite Colleagues to Join a Group When you create a public group, members will see your group in the Group Directory and have the option to join. However, to get your group off the ground faster, you can invite people to join your group. If you ve created a private group, the only way people can join is for you to invite them. To invite people to join your group, click Invite Colleagues button in the upper right-hand side of the Group page, or Manage Members from the Settings menu. To invite a large number of people to join the group, you can also upload a CSV file from the Invite Members dialog, simply click Upload a CSV VMware, Inc. Web: socialcast.com 20

23 Kick-starting Group Communications Groups with a lot of activity are most effective. Below are a few ideas for building group participation. Ask A Question When you have a question, someone else probably does too. Ask a question, such as where can I find the latest documentation? or what is the best response to our competitor s latest announcement? often yields quick results from experts in your group. You will learn something new, and so will everyone in your group. Take A Poll When you ask a question, you have the option of conducting a poll. This is a simple yet powerful way to gather feedback on ideas or recommendations. To attach a poll to your question, click Add a Poll and a drop down window will be displayed. Type in the question you wish to be answered, followed by the answer choices. Then click Share. Community members will then be able to answer your poll. After answering, you and your poll participants will instantly be able to see an upto-date tabulation of the answers. Once your poll is complete, you can publish the results to the community. Post An Idea Idea posts allow you to share an idea, and invite your colleagues to rate your idea. To activate the idea rating feature in your post, type #idea anywhere in the message. Your group members will see your message, and have the opportunity to click a Rate this idea link (shown as a light bulb icon). When they click Rate this idea, they will be able to drag a rating ball along a spectrum; to the far left is an I don t like this idea emoticon, to the far right is an I like this idea a lot emoticon. Idea posts are a fun and interactive way to get a quick reaction to the value of an idea, suggestion, or recommendation. Note: the author of an idea post will not be able to see the Rate this Idea light bulb icon until at least one co-worker submits a are a way to directly refer to a specific community member or colleague in a message. Mentioned people will receive a notification that they were mentioned in your message via SMS or . This is a good way to pull experts and authorities into your group discussion. To create and a menu of names will appear. You can continue typing the member s name, or select one from the list displayed. Once you have completed typing the member s name, you can continue writing your message. can you share the approved price list? How Can I Close a Group? If a group has served its purpose, you can archive it, and no new posts will be allowed. From the Settings menu, select Archive. To delete the group permanently, you will have the option to select Delete after archiving the group. All activity in this group will be permanently deleted. Once archived, groups can be reactivated at a later time. Search the Group Directory for the archived group s name. Click the group name to get to the Group page. Click Reactivate Group in the Settings menu VMware, Inc. Web: socialcast.com 21

24 SEARCHING AND FILTERING This section covers... Search pg 22 Activity Filter pg 22 #Hashtags: Organize Messages pg 22 Search Socialcast provides a powerful search engine, so you can quickly search streams by keywords, person, or group. Look for the Search box at the top of your Socialcast community and enter your search terms. You will then be presented with all messages, comments or groups in which your search term appears. Activity Filter Every stream contains an activity filter that allows you to view posts that contain files, links, photos, or videos. Click the All Activity drop-down menu below the share box. Select how you want to narrow down your streams messages to those associated with a particular file type files, links, photos, or videos. #Hashtags: Organize Messages Around a Particular Topic The best way to quickly organize messages and comments around key topics is to create a hashtag. Hashtags are user-defined keywords. To search for an activity by a hashtag name, type # followed by the topic key work (no spaces, for example #companypicnic) in the search box. Alternatively, you can simply click the #hashtag link that appears in your activity stream, and you will then see only those messages in which the #hashtag keyword appears VMware, Inc. Web: socialcast.com 22

25 ADMINISTRATION The Socialcast community Administrator establishes the experience that members will have within the Socialcast community. They are responsible for the ongoing management and tracking of community activity. Socialcast provides a number of tools that allow the community Administrator to manage, customize, and protect their Socialcast community. If you are an Administrator of your Socialcast community, you can access the Admin Panel by selecting Admin from the menu beneath your name in the upper right hand corner of your Home Stream. For detailed how-to s and resources tailored to the role of Administrator, please visit developers.socialcast.com 2013 VMware, Inc. Web: socialcast.com 23

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