Using Jive and SharePoint Together

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1 Using Jive and SharePoint Together

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3 Contents Using Jive and SharePoint Together... 3 Viewing SharePoint Content in Jive... 3 Using Recent Activity Widgets... 3 Using SharePoint Sites Widgets... 4 Using SharePoint List Widgets... 4 Using SharePoint Calendar Widgets...6 Adding SharePoint Lists to Jive Content...7 Migrating to SharePoint... 8 Searching SharePoint From Jive...8 Using Web Parts in SharePoint...9 Managing Jive Web Parts... 9 Using the Places Web Part Using the Recent Content Web Part...13 Using the Watch a Tag Web Part...15 Using the Federated Search Web Part...16 Using the Freedom Web Part...18 Using the Socialization Features User and Jive Container Pop-up Profiles...19 Using the Document Menu Items and Item Status...20 Using the "Jive Copy Document" Workflow Allowing New Instances for Jive Copy Workflow... 24

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5 Using Jive and SharePoint Together This section helps you use Jive with SharePoint. It also enables you to make the most of the Jive web parts and socialization features now available in SharePoint. Note: Before you start using Jive Connects for SharePoint, we recommend logging into the Jive interface. Logging into Jive synchronizes your identity between the Jive community and your SharePoint site, ensuring that all the parts of the system can talk to one another and you have access to all the information your permissions support. Viewing SharePoint Content in Jive Learn how to use Jive to display SharePoint content and migrate content to SharePoint. From Jive, you can search SharePoint (page 8), view SharePoint lists (page 7), and use widgets that display SharePoint information. Find out more about the four SharePoint-centric widgets: Recent Activity (page 3), SharePoint Sites (page 4), SharePoint List (page 4), and SharePoint Calendar (page 6). You can also migrate content that you created (page 8) in Jive to live in SharePoint. Note: The SharePoint-centric widgets are only available within a Jive place and they are not available within a Jive place until a SharePoint site has been socialized to it by a SharePoint site administrator. Using Recent Activity Widgets You can add a SharePoint Recent Activity widget to a place (group, space, or project) that has been socialized with a SharePoint site. Only place administrators have the ability to customize and add widgets to their places. For more on socializing places see Configuring. The Recent Activity widget is part of the Jive core product and is not distributed with the SharePoint Connector plugin. Within the context of SharePoint integration, the Recent Activity widget is designed to surface SharePoint "activities" (activity stream). The Recent Activity widget will show a preview of the content and present the contributing user along with when the activity was performed. Note: The preview of SharePoint content is shown or not shown depending on socialization settings specified within SharePoint. They are only shown if all members of the Jive place are allowed to see socialized content regardless of their ability to access SharePoint. Recent Activity Widget Configuration Using Jive and SharePoint Together - 3

6 The configuration for the Recent Activity widget (within the context of SharePoint) is driven by the socialization settings established in SharePoint. There are no additional configuration options to set in Jive. Using SharePoint Sites Widgets You can add a SharePoint Sites widget to a place (group, space, or project) that has been socialized with a SharePoint site. Only place administrators have the ability to customize and add widgets to their places. For more on socializing places see Configuring. The SharePoint Sites widget is designed to surface the hierarchy of SharePoint site(s) based on how socialization is established or "mapped" in SharePoint. The SharePoint sites widget shows the SharePoint site names, last modified time, and provides a link to directly take a Jive user into the respective SharePoint site. Adding a SharePoint Widget To add the SharePoint widget to a place: 1. Navigate to the group, space, or site. 2. Click Customize in the Overview tab. 3. When the widget layout canvas opens, select Other, and then select the SharePoint widget. 4. Drag the Drag to Add button to where the widget should show up. 5. Click Publish Layout when you're done. SharePoint Sites Widget SharePoint Sites Widget Configuration The configuration for the SharePoint Sites widget is controlled by how the Jive space, project, or group is "mapped" in the Jive Socialization Settings configuration for a designated SharePoint site. No additional configuration is required and/or available in Jive. Note: The SharePoint Site widget will not appear as an option unless the specific Jive space, project, or group has been "mapped" for socialization in SharePoint. Image Description The SharePoint Site widget only shows the site that is mapped for socialization along with the SharePoint sites one level below the "mapped" SharePoint site. Using SharePoint List Widgets You can add a SharePoint List widget to a place (group, space, or project) that has been socialized with a SharePoint site. Only place administrators have the ability to customize and add widgets to their places. For more on socializing places see Configuring. The SharePoint List widget is designed to surface SharePoint list content (including Edit item action) availability within Jive. SharePoint lists represent core functionality within SharePoint to structure, store, and make collaborative content available to users. SharePoint layers on the concept of views (shared Using Jive and SharePoint Together - 4

7 or specific to a user) to further refine how list content is presented. The SharePoint list widget takes advantage of the power of SharePoint lists and views and allows a Jive user to view and interact with the list content. Note: In viewing SharePoint images within a list widget, you might be prompted for your name and password, or see a broken image icon. To prevent this consider choosing a view from the list that does not show an image field. Adding a SharePoint Widget To add the SharePoint widget to a place: 1. Navigate to the group, space, or site. 2. Click Customize in the Overview tab. 3. When the widget layout canvas opens, select Other, and then select the SharePoint widget. 4. Drag the Drag to Add button to where the widget should show up. 5. Click Publish Layout when you're done. Configuring the List Widget To configure the SharePoint List widget, click the down-arrow in the top right corner to open the edit view as seen in the following image. The configuration for the SharePoint List widget requires several pieces of information to find and surface a SharePoint list (and optional "custom" view). 1. Custom Title (Optional): Type the value to display above the SharePoint List widget. 2. Site Name: Keep this blank for a list in the site associated directly with this Jive place. Enter the name of a sub-site if the list is located in a sub-site to the associated SharePoint site. 3. List Name: Type name of the list in SharePoint for the socialized site. Note: The List Name field is case sensitive. Please ensure the value you provide matches SharePoint. 4. View Name (Optional): If left blank, the default view from SharePoint will be used; If specified, the SharePoint List widget will attempt to find and use the view name. Note: If you leave the View Name blank and notice the list shows in Jive with unwanted fields, please review (or create) the available views in SharePoint to refine what is displayed in Jive. When you click Save Properties and publish the layout, the SharePoint List widget should display on the space Overview pages as shown in the following image. Using Jive and SharePoint Together - 5

8 Using SharePoint Calendar Widgets You can add a SharePoint Calendar widget to a place (group, space, or project) that has been socialized with a SharePoint site. Only place administrators have the ability to customize and add widgets to their places. For more on socializing places see Configuring. Adding a SharePoint Widget To add the SharePoint widget to a place: 1. Navigate to the group, space, or site. 2. Click Customize in the Overview tab. 3. When the widget layout canvas opens, select Other, and then select the SharePoint widget. 4. Drag the Drag to Add button to where the widget should show up. 5. Click Publish Layout when you're done. Configuring the Calendar Widget To configure the SharePoint Calendar widget, click the down-arrow in the top right corner to open the edit view as seen in the following image. The configuration for the SharePoint Calendar widget requires the following information to find and surface a SharePoint calendar. Custom Title (Optional) - Type the value to display above the SharePoint Calendar widget. Site Name: Keep this blank for a calendar in the site associated directly with this Jive place. Enter the name of a sub-site if the calendar is located in a sub-site to the associated SharePoint site. Name of Calendar: Type the name of the Calendar List or Custom List (if it uses a calendar view) exactly as used in SharePoint for the socialized site. For example, "Calendar." Note: The Name of Calendar field is case sensitive. Please ensure the value you provide matches the one used in SharePoint. Using Jive and SharePoint Together - 6

9 View Name: Keep this blank unless you want to filter the contents of the calendar to contain a subset of the calendar entries in which case you would enter the name of the SharePoint view configured on the calendar that filters the contents. Viewing the Calendar Widget The following images shows the SharePoint calendar in a wide column view. The SharePoint Calendar widget is designed to present a specific SharePoint calendar in Jive. The SharePoint Calendar widget can display a month view, week view, or day view. It will also show individual event title and timeframe, along with a link back to the physical appointment/calendar item in SharePoint. The following images shows the SharePoint calendar in a wide column view. The SharePoint Calendar widget will dynamically change to a day view to conserve space on the screen. This happens automatically based on available screen space for the current Jive page layout and does not require user configuration. Adding SharePoint Lists to Jive Content If you want to surface SharePoint lists in Jive, you can add them to Jive content. You can enhance Jive content by inserting snapshots of SharePoint lists. These lists can be viewed, but not edited, in Jive. However, the view you see in Jive preserves certain links so when you click them, you are redirected to the source and the SharePoint site. You must have the proper SharePoint permissions to actually open the links. Using Jive and SharePoint Together - 7

10 To add a sharepoint list: 1. Create or edit a document, discussion, or blog post in Jive. 2. Click the Add SharePoint List icon in the toolbar of the content editor. 3. Select the SharePoint list you want to see in your Jive content. 4. Click Publish to post your Jive content. Migrating to SharePoint The "Migrate to SharePoint" action appears when a new Jive document is uploaded to a Jive space, project, or group that has been configured for socialization with SharePoint. Note: This feature is only available for documents uploaded to Jive. It is not available for document written using Jive's editor. When a user clicks the action to "Migrate to SharePoint", a screen similar to the one below will be presented to user to select the target SharePoint document library. Migrate to SharePoint Configuration The configuration for the "Migrate to SharePoint" feature is added automatically when the SharePoint Connector plugin is installed and the containing Jive space, project, or group is configured for socialization to SharePoint. Searching SharePoint From Jive The results should appear in a tabbed format similar to what's shown below. Example Jive Search Results Using Jive and SharePoint Together - 8

11 Example SharePoint Search Results Using Web Parts in SharePoint This section presents each of the Jive web parts that can be used in SharePoint. This includes an example of what each web part looks like, followed by the specific SharePoint web part editor options. Note: Remember that SharePoint 2007 is fully supported only on Internet Explorer. For more information about Microsoft's browser support for SharePoint, see Plan browser support (Office SharePoint Server) and Plan browser support (SharePoint Server 2010). Managing Jive Web Parts The Jive for SharePoint web parts provide access to Jive functionality from within SharePoint. The following section describes how to add one or more of the Jive web parts to a SharePoint page. Adding Jive Web Parts 1. In SharePoint (assuming you have access to Edit Page content), click Site Actions > Edit Page. Using Jive and SharePoint Together - 9

12 The page should change to expose one or more web part zones. Each zone represents an area on the page that can accept web parts. 2. To add a web part, click Add a Web Part in the desired zone. 3. Select check boxes for the Jive web parts you want, then click the Add button. If the web parts do not show in the list of available web parts, make sure the Jive Web Parts feature is activated. See Activating and Deactivating Jive Web Parts for more information. 4. Depending on the web part, you may need to access the "editor" part (configuration panel) for each web part to select the Jive installation (see Managing Jive Installations) and update the unique web part configuration settings. 5. Once you are done adding/configuring web part, click on Exit Edit Mode (near top right of the screen). Activating and Deactivating Jive Web Parts You can activate or deactivate Jive Web Parts. To get to the Jive Web Parts feature, log in as a Site Collection Administrator, then click Site Actions > Site Collection Features. If the feature is not activated, you can activate it by clicking its Activate button next to the Jive Web Parts feature. Note: Deactivating the Jive Web Parts feature removes the Jive Settings link from the Site Settings page, but it does not remove or hide already configured web parts. Also, if you deactivate and then reactivate, none of your settings are lost. However, if you delete the web parts from a page, you'll lose the placement of the web part and settings it has. Note that running the installer to uninstall the connector from SharePoint deactivates the features. So, it has similar behavior in that the web parts are not removed from the page, but if you re-install they will be functional again without losing their settings. Using Jive and SharePoint Together - 10

13 Editing a Jive Web Part A web part's editor contains a single configuration item specific to Jive. This is a drop down item you can use to select a Jive installation. Note: SharePoint provides an option to provide specific dimension settings (height and width) for each web part. While you'll get best results if you keep the defaults, if you decide to set the height and width, please experiment with your desired settings to ensure full access to the web part user interface. Using Jive and SharePoint Together - 11

14 Using the Places Web Part The Places web part is used in SharePoint to allow a user to "Follow" and browse Jive places (spaces, projects, and groups). As you place your mouse over (or hover) each space, project, or group, a Jive popup is shown to provide more details about the respective Jive content. There also an option at the bottom of each popup dialog to "Follow" the space, project, or group. Please see Managing Jive Web Parts (page 9) for more information on how to add a Places web part to a SharePoint page. Sample Places Web Part Panels Places Web Part Panels Your Places Spaces Projects The "Your Places" panel shows all the Spaces, Projects, Groups that you have selected to "Follow" from Jive. It will also list the SharePoint sites that you have selected to "Follow" from SharePoint. The "Spaces" panel shows a complete list of Jive Spaces available to "Follow" The "Projects" panel shows a complete list of Jive Spaces available to "Follow" Places Web Part Panels (continued) Using Jive and SharePoint Together - 12

15 Groups SharePoint Sites The "Groups" panel shows a complete list of Jive Spaces available to "Follow" The "SharePoint Sites" panel shows a complete list of SharePoint Sites available to "Follow" Example of Places Web Part Popup Dialog Note: Please see Example of the Web Part Editor on Managing Jive Web Parts (page 9) for an example of the Places web part editor. Using the Recent Content Web Part Please see Managing Jive Web Parts (page 9) for more information on how to add a Recent Content web part to a SharePoint page. Sample Recent Content Web Part Using Jive and SharePoint Together - 13

16 Image Description The Recent Content web part is designed to display content from a selected Jive space, project, or group. The type of content is presented along with when it was created/modified, who created the content, and a link to access the content directly in Jive. Sample Recent Content Web Part - User Profile Image Description The Recent Content web part also presents a popup dialog describing the user profile that created/modified the content. This popup shows basic profile details, additional content the user has worked on, and provides a SharePoint user with the ability to "Follow" the user in Jive. Recent Content Web Part Editor Image Description The editor for the Recent Content web part contains configuration options in addition to the Jive instance as shown on Managing Jive Web Parts (page 9). 1. Number of Results - This item must be a numeric value to limit the number of items to display at once on the page. 2. Jive Place - This item determines which Jive place (space, project, or group) for which the recent content is shown. Note: SharePoint provides an option "out of the box" to provide specific dimension settings (Height and Width) for each web part. For this web part, the recommendation is to keep the default Height and Width settings. If you decide Using Jive and SharePoint Together - 14

17 Image Description to set the Height and Width, please experiment with your desired settings to ensure full access to the web part user interface. Using the Watch a Tag Web Part Please see Managing Jive Web Parts (page 9) for more information on how to add a "Watch a Tag" web part to a SharePoint page. "Watch a Tag" Web Part Image Description The "Watch a Tag" web part is designed to surface Jive content that has been "tagged" with one or more specified Jive metadata tags. In the case of the example to the left, the web part has been configured to surface/show Jive content that has been tagged with the terms "netbook" and "news". "Watch a Tag" Web Part Editor Settings Image Description The editor for the "Watch a Tag" web part contains configuration options in addition to the Jive Instance as shown on Managing Jive Web Parts (page 9). 1. Tags - This can consist of one or more terms/tags separated by spaces or commas. 2. Number of Results: Limits the number of results to surface; the default is 25 items. 3. Show Videos - Yes or No; Allow Jive video content to show or not to show. 4. Show Documents - Yes or No; Allow Jive document content to show or not to show. 5. Show Discussions - Yes or No; Allow Jive discussion content to show or not to show. 6. Show Bookmarks - Yes or No; Allow Jive bookmark content to show or not to show. 7. Show Blog Posts - Yes or No; Allow Jive blog post content to show or not to show. Note: SharePoint provides an option "out of the box" to provide specific dimension settings (Height and Width) for each web part. For this web part, the recommendation is to keep the default Height and Width settings. If you decide to set the Height and Width, please experiment with your desired settings to ensure full access to the web part user interface. Using Jive and SharePoint Together - 15

18 Using the Federated Search Web Part The Federated Search web part is designed to enable searching for community content from within SharePoint. The web part can be configured in two ways. Please see Managing Jive Web Parts (page 9) for more information on how to add a Federated Search web part to a SharePoint page. Default Configuration In the Default Configuration simply place the web part on any web part page and choose to keep the "Display Search Box" checkbox enabled. The user will be able to enter search terms and click the magnifying glass to see results. Targeted for Windows SharePoint Services (WSS 3.0/SharePoint Foundation; also can be used this way in MOSS 2007/SharePoint Server 2010). Provides standalone search functionality. Can be used on any web part page. Federated Configuration In the Federated Configuration place the web part on a Microsoft Office SharePoint Server (MOSS) 2007 / SharePoint Server 2010 search results page (e.g., "/SearchCenter/Pages/Results.aspx") and choose to uncheck the "Display Search Box" checkbox. When a search is done from SharePoint, the search results page will show SharePoint search in one web part and community search results in another web part. Note: Removing the search box makes the Federated Search web part useless in some contexts. In other contexts, such as the MOSS search page, it might be a desired option to make use of the?k= query string, for example. Using Jive and SharePoint Together - 16

19 Typically configured with Microsoft Office SharePoint Server (MOSS) 2007 / SharePoint Server Used to show results from the community and to reside on the same search results page as other search result web parts. Must be configured on a "search results" page to show next to SharePoint search results (as shown above). Note: The web part editor (see Federated Search Web Part Editor Settings below) allows a SharePoint user to define the default usage settings (sorting, filter, result limit). Federated Search Web Part - User Profile Image Description The Federated Search web part also presents a popup dialog describing the user profile that created/modified the content. This popup shows basic profile details, additional content the user has worked on, and provides a SharePoint user with the ability to "Follow" the user in Jive. Federated Search Web Part Editor Settings Using Jive and SharePoint Together - 17

20 Image Description The editor for the Federated Search web part contains configuration options in addition to the Jive Instance as shown on Managing Jive Web Parts (page 9). 1. Jive Search: Display Search Box - This checkbox toggles the display of the search text box. Note: The option to toggle this item off is useful when the Federated search web part is used in a MOSS 2007/SharePoint Server 2010 search results page. Typically, in a search results page, another search text box would drive the search criteria, and this Federated search web part would return results alongside other search result web parts. 2. Jive Search: Display Search Options - This checkbox toggles the toolbar that provides additional search result filters (Sort, Content Type, Last Modified) 3. Sort by - This sets the default sort to be by Relevance, Date, or Subject (The web part interface has an option to override this configuration for each set of search results. 4. Show content types - This sets the default content type (All, Documents, Discussions, etc.) for the search results. (The web part interface has an option to override this configuration for each set of search results) 5. Show if modified - This sets the default last modified filter (anytime, in the past day, etc.) for the search results. (The web part interface has an option to override this configuration for each set of search results) 6. Number of Results - This item must be a numeric value to limit the number of search results to display at once on the page. Note: SharePoint provides an option "out of the box" to provide specific dimension settings (Height and Width) for each web part. For this web part, the recommendation is to keep the default Height and Width settings. If you decide to set the Height and Width, please experiment with your desired settings to ensure full access to the web part user interface. Using the Freedom Web Part The Freedom web part provides links that pull SharePoint users into the Jive community. Please see Managing Jive Web Parts (page 9) for more information on how to add a Freedom web part to a SharePoint page. Freedom Web Part - Default/Closed Image Description The Freedom web part is designed to take a portion of the screen to provide access for a SharePoint user to launch Jive-specific actions (in Jive). Freedom Web Part - Expanded Using Jive and SharePoint Together - 18

21 Image Description The Freedom web part will toggle between collapsed and expanded view to show/hide Jive-specific actions. These actions include the ability to start a discussion, create a document, create a blog post, create a video, and create a task. Note: Please see Example of the Web Part Editor on Managing Jive Web Parts (page 9) for an example of the Places web part editor. This is the same as the editor for the Freedom web part. Using the Socialization Features This section presents the socialization features beyond the included web parts and activity stream integration. User and Jive Container Pop-up Profiles The following image shows an example of a User Profile Popup. This Popup appears in SharePoint to mimic the related User Profile Popup from Jive. Notice the user avatar, address, participation level, and last five most recent documents are shown. There is also a link to Follow (or Stop Following) a specific user in Jive. The Follow/Stop Following functionality is available from within Jive search results and the Jive web parts. The following image shows how a Jive group is summarized in SharePoint when a user hovers over a link to the group. A similar popup is available for Jive spaces and projects. The popup also allows a user to join or leave the respective group. Using Jive and SharePoint Together - 19

22 Using the Document Menu Items and Item Status The Document Menu Item integration and Item Status provides the "List Item" or third layer (four layers total) of socialization administration. The List Item layer is designed to be controlled by individual contributors of the SharePoint site. This layer is used to control the socialization Activity Stream for each document item. The context menu for each individual document will contain the available actions (Disable Jive Activity Streams, Enable Jive Activity Streams, "Copy To" Jive Space, Project, or Group) Note: Notice the initial icons to the left of each document. The green Jive icon represents that the Activity Stream is active and enabled for the item. The grayed out Jive icon represents that the Activity Stream has been disabled for the item (could be that a user clicked the "Disable Jive Activity Streams" as shown in the image above). The Jive icon with the red line crossed through it represents that the Activity Stream has been blocked for the item. This is facilitated through the Administrative level as a Corporate Policy. For the "blocked" items above, the documents were created with a SOX SharePoint content type. Policy has been configured to "block" all documents based on this content type. Here is another example of an item context menu. Since Activity Streams have been disabled, notice how the option to "Enable Jive Activity Streams" is presented. There is also an option to "Copy to Jive" (Space, Projects, or Groups). The "Copy To Jive" functionality ties into the fourth layer of socialization. There is a "Copy to Jive" workflow available as well (see Using the "Copy to Jive" Workflow (page 21) for more details.) Note: You can perform a Copy To Jive action as long as you have write access in the Jive place you're choosing as the destination. In other words, read access in SharePoint is all that's needed to perform a Copy To. Using Jive and SharePoint Together - 20

23 Using the "Jive Copy Document" Workflow The "Jive Copy Document" workflow can be controlled by SharePoint site contributors. This layer is used to specify the Jive place where you can copy documents. You can perform a Copy To Jive action as long as you have write access in the Jive place you're choosing as the destination and read access in SharePoint. Note: To use the workflow you must have the "Jive Copy To Workflow" site collection feature activated. You can activate this feature for a site collection during installation, but if you don't, then you can manually activate it later. To activate the "Jive Copy To Workflow" site collection feature, log in as a site collection administrator and go to Site Settings > Site Collection features on the root site in your site collection. Here you can activate the "Jive Copy To Workflow" feature. Note that this feature can only be used on SharePoint libraries, not on regular SharePoint lists. The following list explains the Jive Copy Document workflow and how it depends on the access a Sharepoint user has in Jive. Workflow Association Workflow association requires that the list manager (the user making the workflow association) has access to Jive because this user must select a default Jive place for the destination of the copy operation. Selecting the place requires that the user navigate the Jive places and therefore the user must have access to Jive. Manual Workflow Initiation Manual workflow initiation involves the screen where the user may potentially override the Jive place chosen at association time. Even if the configuration does not allow an override, this operation currently requires that the user starting the workflow have access to Jive. If users may not have access to Jive and you want them to be able to run the workflow, consider having the workflow start automatically on add and/or update and turn off manual initiation. Populate Metadata Fields This operation occurs automatically when the workflow is run. If checked, the users who initiate the workflow (either through manual initiation or automatic initiation) must have access to Jive. If the users may not have access to Jive, leave this option unchecked. Copy Document Physically copying the document from SharePoint to Jive when the workflow runs requires that the user initiating the workflow (either through manual initiation or automatic initiation) has write access to the destination Jive place. This is true except for the following conditions: If there is a SharePoint Location defined within Jive that would handle this SharePoint site, then the "Content Copied from SharePoint" setting for that SharePoint Location determines how/if the document is copied based on the SharePoint user's privilege within Jive. For more on this, see Adding a SharePoint Location. If there is no SharePoint Location defined within Jive that would handle this SharePoint site, then the "sharepoint.default.copytojive.username" Jive system property must be set to a valid Jive user if the user does not have write access and the copy is to succeed. For more on this, see System Properties for SharePoint. Using Jive and SharePoint Together - 21

24 Associating the Jive Copy Document Workflow to a SharePoint Document Library Before the Jive Copy Document workflow can be used within a SharePoint document library, it must be associated to the document library by a manager of that library. To associate the Jive Copy Workflow to the SharePoint document library: 1. Select the document library where you want to associate the workflow. 2. Navigate to the workflow settings page using the following instructions for the appropriate version of SharePoint. SP 2007: Choose Settings --> Document Library Settings and then click Workflow settings --> Add a Workflow. SP 2010: From the ribbon, select Library --> Workflow Settings --> Add a Workflow. 3. When the Add a Workflow page opens, select Jive Copy Document from the list of workflow templates as shown in the following image. Note: If the Jive Copy Document workflow template is not shown in this list, you either need to activate the "Jive Copy To Workflow" feature as noted in the beginning of this topic, or if you have recently upgraded, see Allowing New Instances for Jive Copy Workflow (page 24). 4. Enter the name of the workflow and either use the default information for the remaining Task List, Workflow History List, or Start Options fields or change them In the Start Options field, you can specify whether you want the workflow started manually and/or automatically when a document is created or updated. 5. Click Next. 6. Complete the Jive Copy Document Workflow form using the following information to help you. The previous list (page 21) provides more on SharePoint user access to Jive. Field Jive Instance Jive Place Name Populate Metadata Fields Description Select a Jive Instance that you can access. If you want to give users the opportunity to change the Jive Instance when they manually run the workflow, select the Allow users to override box. Click Browse to select a place where documents can live when you run this workflow and it copies the documents to Jive. If you want to give users the opportunity to change the Jive Place Name when they manually run the workflow, select the Allow users to override box. Select this option to populate additional metadata fields in this document library when the workflow runs. When selected, Jive saves the information about when the document was last copied to a specific Jive place and who last copied the document to a specific Jive place. If some users running this workflow do not have access to Jive, you need to uncheck Create SharePoint metadata fields and make sure the workflow is not allowed to run manually. Instead, the workflow should run automatically on adding and updating documents as specified in Start Using Jive and SharePoint Together - 22

25 Field Jive Tags 7. Click OK. Description Launching the Jive Copy Document Workflow Options field described previously in Step 4. Metadata should not be popluated. Select one or more fields to be translated as tags in Jive when you run this workflow on a document. Create these fields by adding columns in the document library before you create this workflow. You can use Single Line of Text, Choice, Lookup, and Calculated fields to create tags in Jive. These fields may be multi-value choice fields (check boxes) and multi-value lookup fields, which transfer multiple tags. One tag is transferred to Jive for each value chosen. For example, if the choices are blue, green, and red, and the user selects blue and green, then both a blue and a green tag are associated with the document in Jive. Regardless of whether it is a single- or multi-value field, each value is considered an entire tag, but some special characters may be changed: Spaces become underscores (_) Double quotes (") and single quotes (') are removed Commas (,) become semicolons (;) Backslash (\) becomes a front slash (/) Less than and greater than signs (< >) when put together in that order become underscore (_) Note: If you are running this workflow automatically on document updates, you should make at least one field in your library a required field in addition to the Name field. This ensures that tag values are available when the workflow runs. After you configure the Jive Copy Workflow to a document library, you can manually launch the workflow by performing the following steps. 1. In the document library, click the down-arrow next to the desired document and select Workflows as shown in the following image. 2. Click the workflow you want to run. This example uses "Jive Copy Document" as shown in the following image. Using Jive and SharePoint Together - 23

26 Note: If your workflow used to show in this list, and you have recently upgraded, see Allowing New Instances for Jive Copy Workflow (page 24) 3. If set for user override, you can select new Jive Instance and Jive Place Name choices. 4. Click OK. Allowing New Instances for Jive Copy Workflow When attempting to launch a Jive Copy workflow, if your workflow no longer shows in the list if available workflows, the workflow may have been changed to no longer allow new instances. This happens when the SharePoint Connector is upgraded or if you disable and re-enable the Jive Copy To Workflow feature in a site collection. To allow new instances for your Jive Copy workflow: 1. Navigate to the document library as a list manager, for example as a site owner. 2. Navigate to workflow settings using the following instructions for the appropriate version of SharePoint. SP 2007: Choose Settings > Document Library Settings > Workflow settings. SP 2010: From the ribbon choose Library > Workflow > Workflow Settings. 3. Click Remove a workflow. We are not actually removing a workflow even though the text seems to suggest it. 4. For any Jive Copy workflows, change from "No New Instances" to "Allow" and click OK. The Jive Copy Workflow name is determined at the time the workflow is associated. Using Jive and SharePoint Together - 24