Collaborative Space 8.1.3

Animate and gather people around a theme or a project and create a real group dynamic with the Jalios Collaborative Spaces!

When to use this plugin ?

Do your team members work in their own corner? You would like to promote more visibility and exchanges, but not at the expense of everyone's productivity ? You have identified a theme that generates many useful exchanges but these exchanges seem disordered and repetitive to you? Is content on the same subject scattered in different places, and you'd like to bring it all together in the same space?

What does this module offer?

With the Collaborative Spaces module, you can open a public, private or secret space according to your needs to allow a targeted group of people to share information, manage a project, run a service, etc. A collaborative space brings together a portal of services dedicated to a group of members. On the collaborative space home page, you will find your customisable dashboard and, since version 8.1, you can add customised pages tailored to your needs.

Users access the directory of workspaces (also known as the community directory) containing:

• a DISPLAY menu with
  • a default "All Spaces" or "All Communities" view for searching, discovering and joining collaborative spaces
  • a "My Spaces" or "My Communities" view displaying all collaborative spaces in which the user participates. Users can define their favorite spaces by clicking on the star.
  • a "My Favorites" view displaying the user's favorite collaborative spaces.
  • a "Suggestions" view identifying public or private access collaborative spaces in which the user does not participate.
• Filters
  • by type according to existing collaborative space models (e.g. "Department", "Project", "Thematic")
  • by access: public, private, secret (visible only if the user belongs to a secret collaborative space)
  • according to rights: presence of a "Create a space" or "Create a community" button to request the opening of a new collaborative space (in case the workflow is enabled), or to create a space directly.

Key functionalities

Collaborative space creation

• 3 levels of access policy : public, private or secret
• Spaces within spaces (subspace)
• Collaborative space templates for identified use cases (space typology  e.g. thematic, project, department, etc.)
• Fast creation based on template models
• Optional validation workflow upon space creation request
• Choice of registration methods: free, validated or managed entirely by the facilitators
• Creation of a collaborative space based on a predefined template, synchronised or not with this template. Synchronisation of your spaces with their template (data, portal, applications) has been available since version 8.0. It allows you to keep the space up to date when its template changes. You can choose which elements to synchronise: the home page, applications and structure data (type, workflow, groups, etc.). Any changes made to a template are then reflected in all spaces synchronised with that template for the elements you have chosen to synchronise.

Each space created has its own category branch

Members and rights management by facilitators

• Collaborative spaces can have many facilitators
• Optional custom roles and groups
• Create a discussion group via Horizon chat (requires pairing with Horizon plugin)

The actions  Menu

From their dashboard (home page), participants have access to a menu of actions in the banner on the right-hand side of the space, enabling non-facilitator participants to

• 'Follow' to follow the space's activities.
• 'Add to my favorites' to access this space more easily
• 'Share...' to share the link with members or a group and recommend that they join the space.

Facilitators have additional entries in the actions menu:

• ‘Members’ to directly access the view for managing members and groups
• ‘Usage analysis’ to access statistics for the space
• ‘Edit the page’ to make simple changes to the portal. Feature available since version 8.0  (available from JPlatform 10 SP7)
• ‘Settings’ to configure the space (see Setting and customization by facilitators)
• ‘Admin’ to access the space's back office.

Settings and customization by facilitators

By clicking on ‘Settings’ in the actions menu to the right of the banner, you will access various tabs allowing you to configure your space:

• In ‘General Information’, change the name of your community, its description, the presentation and the choice of thumbnail displayed in the space directory;
• In ‘Access and Sign-up’, adjust the choices you made when you first created the space, if necessary.
• In ‘Model’, change the type of space and choose whether or not to synchronise this space with the model.
• In ‘Header’, customise the Look & Feel of your community (banner and colour).
• In ‘Layout’, modify the layout of your portal page.
• In ‘JMobile’, choose what you want to appear on your JMobile application (since version 8.0 available from JPlatform 10 SP7).

Manage your home page (JPortal) in simplified mode, allowing you to quickly and intuitively layout your dashboard from version 8.0 onwards (available from JPlatform 10 SP7).

• Add, remove or move widgets (portlets) with a single click.
• Change your portlet settings by clicking on the pencil icon.
• Manage applications on the navigation bar of your space's home page in an intuitive and simplified way (only possible for spaces that are not synchronised with the template).
  • Click on the ‘+’ tab in your navigation bar to add applications from your catalogue based on the modules activated on your platform
    or portal pages (available from version 8.1)
  • Move tabs on your space's navigation bar with a single click. Reorganise the location of your tabs by holding down the click on the tab and moving it to the desired location.
  • Modify the settings of applications installed in your space

Broad choice of services and applications

Services and applications that animators can enable for a given collaborative space may require optional plugin to be installed. 

Services are displayed on the dashboard:

• Dashboard activiy wall ( ESN plugin)
• Collaborative space description
• Members directory
• Space's shared agenda
• Lastest content and publications
• Lastest conversations

Applications are displayed as a tab in the collaborative space:

• Document explorer
• Wiki pages
• Calendar
• Conversation spaces (Conversation space plungin)
• Collaborative social bookmarks (JMag pluging)
• Takss and project management (JTask plungin)
• Blended learning (JLearn plugin)

What's new in version 8.1

Add pages to your communities!

• You can now create real personalized pages (sub-portals" called "pages") as a tab in your collaborative space. To do this, from the application management page, click on the "Add" drop-down menu to add an application or page.
• A menu of actions available directly on the tab allows you to modify your page in simplified or advanced mode.

Improvements to the collaborative spaces banner

• Simplification of the right-hand menu: suppression of "Help" and "Applications" entries
• Choice of displaying the breadcrumb trail in the collaborative spaces banner (property disabled by default)
• Addition of a "Burger" menu to access applications not displayed due to lack of space

Definition of the default setting for making a guest account's email visible or not

Redesigned space directory

• Defaults to "All Spaces" view instead of "My Spaces".
• New list view of all spaces

• Map view highlights the space's access policy (public, private, secret.) in the form of a colored badge.

Model improvements:

• Synchronization with the model, including categories. Modifications to model categories will be applied to collaborative spaces pointing to this model.
• Definition on a collaborative space model of the default access policy and registration mode for spaces created on this model.

Multi-categorization of a portlet

Cleanup of categories linked to a collaborative space when the space is deleted

What our customers like about it

Simplicity of creation

A collaborative workspace can be created from a template in just a few clicks. Collaborative space templates are defined by the administrator and are made available to users. The templates reflect the collaborative practices within the organization.