Each Challenge should represent a strategic goal for your organisation which asks a question to attract relevant ideas to help you achieve that goal. You should build a challenge in a way that will most effectively engage your audience and attract those relevant ideas. An effective workflow can be built from scratch or designed around an existing process with the objective of developing ideas into actionable solutions. This guide will walk you through the basic steps in building a Challenge.
- Before You Start
- Adding a Challenge
- Gather Stage
- Discuss Stage
- Evaluate Stage
- Develop Stage
- Completed Stage
- Social Settings
- Remember to build your Forms and Categories before beginning to build your Challenge.
- If the Challenge is created within an Idea Space, Challenge Managers and Evaluators need to be members of the Idea Space before creating the Challenge.
- There are three sections to building a Challenge: General, Workflow and Social. Ensure each section is completed before trying to submit the Challenge, look out for the green tick on the tab confirming the page is complete.
- You cannot save drafts when building a challenge so if you need more time to finish it, make the Challenge private to you, submit your Challenge and then edit later to finish it off.
1. Adding a Challenge
- Navigate to Settings in the top right hand corner of the page.
- Select Add Challenge.
NOTE: To create a challenge within an Idea Space or Co-Creation Community, select the Manage button on the Community page and select Add Challenge
3) You can choose to either create a blank challenge or Clone an existing one. Please see below for an overview of the cloning functionality.
How to Clone a Challenge
1) If you are adding the Challenge outside an Idea Space or Co-creation Community, select Admin Menu > Add Challenge; if you are adding the Challenge in an Idea Space or Co-creation Community, go to the Community homepage first, then click Manage > Add Challenge.
2) On the Add Challenge modal, search for the Challenge you wish to clone, either by scrolling through the cards or using the search and filter options available. You will be shown all Challenges you have permission to see, including Challenges inside Idea Spaces and Co-creation Communities.
3) Click Clone Challenge to open the Challenge Builder populated with the settings for the selected Challenge.
4) Make any required changes to the Challenge set-up.
5) Click Submit Challenge.
6) Alternatively, click Create a blank Challenge to start with an empty Challenge.
- All translations for the cloned Challenge are also copied for the new Challenge.
- If you clone a Challenge from an Idea Space or Co-creation Community into a different Idea Space or Co-creation Community, Challenge Managers, Moderators and Evaluators who are not members of the current Community will not be copied to the new Challenge unless you have Admin permissions to add users to the Idea Space or Co-creation Community.
- Outcome settings are not copied when cloning a Challenge.
1) Add a title to your Challenge.
2) Add a Banner & Card Image.
3) Select your Challenge Managers/Sponsors along with an invitation message and their visibility on the Challenge page.
4) Complete your Challenge description, to be displayed on the Overview of the Challenge page.
5) Enter Keywords.
6) Add any attachments that will be displayed on the challenge page.
7) If using Categories, check the boxes of the categories you want to use.
8) Define your Challenge Terms. Are you collecting ideas, projects or proposals?
9) Choose whether or not you want to display your challenge’s workflow.
10) Choose your rating system that allows your crowd to vote on ideas. You can also choose the visibility of voting results.
11) Decide if you want to use Tokens or not. Please see below for further details. If this option is not visible please contact firstname.lastname@example.org to have the feature enabled.
- Step 1: The title will be displayed at the top of the Challenge page. It should be short and snappy to draw contributors in.
- Step 2: Recommended image ratios (pixels): Banner = 1225×290, Card = 218×164.
- Step 3: Managers have permissions to administrate the Challenge whereas a Sponsor will simply be displayed on the Challenge page as the face of the Challenge.
- Step 4: The challenge description is where you explain the objectives of the challenge, this is key to ensuring your crowd are submitting relevant ideas.
- Step 5: Keywords will be used to aid in search and will also be a filter on the Discover page.
- Step 9: You can customise your rating systems in the admin panel.
1.1.1 Configuring Tokens
1) Complete the information General tab and enable Tokens at the bottom of the page. The Tokens tab will become visible in the challenge builder.
3) Click the to the Tokens tab to define your Token term, to indicate what the Token represents. For example, the Token might represent Budget, Hours, Days, Sponsorship, etc.
4) Click change icon to select an icon to match your term. If you cannot find a suitable icon in the pre-defined list, you can send us any icon from fontawesome.com to email@example.com and we can upload it to your Challenge.
5) Complete the following Settings for your Tokens:
Return tokens if an idea is unsuccessful - If a Challenge Manager decides not to progress an idea to the next stage of a Challenge, Tokens that have previously been granted can be returned to the contributors to re-allocate them to other ideas.
Allow users to withdraw tokens - If enabled, users can reduce the amount of Tokens they have already granted to an Idea, as long as the Idea is still open.
Select who sees grantors and total token count - Decide who on your platform can see who your Token granters are and how many Tokens have been allocated to each Idea so far.
6) Click Assign Tokens and then use the Who can grant tokens? box to search for individuals, groups or everyone. Then use the How many tokens? box to choose the amount they should receive, you can assign different amounts to each individual and group if required.
7) On the Workflow tab select the stages during which users will be permitted to grant their assigned Tokens.
8) To allow users to grant Tokens during a stage, navigate to the Workflow tab and on the Stage Settings tab, select Yes for the new setting: Allow tokens to be granted?.
9) If Tokens will be used to auto-progress an idea for a stage, on Progression settings tab set the minimum number of Tokens required to progress an idea to the next stage.
10) Complete setting up your Challenge workflow and Social settings.
1) Select if you want to run a Phased or Parallel Challenge. If Parallel, select if you want to be able to Fast Track and Send Back ideas in your workflow.
2) Indicate whether you want to allow teams in the Gather and/or Development stages.
3) Indicate who should be able to add ideas. By default, everyone with permission to view the Challenge can add ideas, but you can limit creators to a specific group.
4) Choose which stages you want to have in your workflow by selecting the green + symbol.
5) Configure each stage by selecting the Configure button at the bottom of each Stage box.
- Step 4: You can select the stages to include, but are required to have a Gather stage to capture ideas and a Complete stage where for all selected ideas.
There are two tabs to configure for this stage; Stage settings and Progression settings.
Configuring the Stage Settings:
1) Drag the form that you want to use from the right box to the left box.
2) If you want to use Canvas on either the Gather or Development stages, decide which one you want to use. Please see our Introducing Canvas article for further details.
3) Select when you want to begin collecting ideas. The challenge will not be visible until the date.
4) Select when you want to close the stage, if you choose a date and time it will automatically close at this time. Otherwise the stage will stay open until an Admin or Challenge Manager closes it.
5) Select if you want a customised email to be generated when an Idea Creator submits an Idea.
6) Indicate whether progression emails should be sent when ideas are progressed from the Gather stage.
7) If you turned on teams for the Challenge, indicate whether ideas can be submitted by teams in the Gather stage. If you turn on teams, indicate how teams are formed.
8) If you have turned on Private Comment Channels for your site, indicate whether they should be enabled for the stage.
9) Determine who you want to be able to see the Ideas. If you select that only Idea Creators and teams can see their own ideas, this will mean that a submitted idea is only visible to the creator.
10) Select what colour you would like the stage bar to display as.
Configuring the Progression Settings:
1) If you wish to progress Ideas manually, leave the checkbox unticked. Tick if you wish to auto-progress ideas out of the gather stage based on a set criteria, if so follow the below steps.
2) Ideas can move relative to the amount of activity the idea receives e.g. minimum number of voters or minimum number of up votes.
3) You can progress ideas based on the number of comments they have received.
4) Ideas can also move relative to time e.g. the idea will progress after this number of days.
Discussion stages allow you to get the crowds opinion on the ideas that have been submitted through voting and commenting.
1) Indicate whether progression emails should be sent when ideas are progressed from the Discuss stage.
2) Indicate whether users can view all ideas or their own ideas only.
3) Select what colour you would like the stage bar on the Challenge page to display as.
4) Progression setting options are the same as in the Gather stage.
Used to evaluate the ideas by a predetermined set of Evaluators whilst letting users carry on commenting and voting. This stage has four tabs to configure:
1) Indicate whether progression emails should be sent when ideas are progressed from the Evaluation stage.
2) Select if users can edit their Idea during this stage.
3) Select who can see their ideas during this stage.
4) Select what colour you would like the stage bar on the Challenge page to display as.
1) How do you want ideas to be evaluated? No criteria means that the lead evaluator will need to progress/ reject ideas without any criteria to compare ideas against one another. Select By Challenge to enable you set criteria.
2) Select what type of criteria you want to use and select the Add criteria button below.
3) Type in a name for your criteria and choose a weighting if applicable.
4) Add as many criteria as you wish.
5) Repeat this for each Category if you are using Categories.
1) Select the Evaluators you want to use for this Stage by typing in their name and selecting them from the dropdown.
2) Select your lead evaluator(s) who will make the final decision on which ideas will progress/ not progress out of the Evaluation stage.
3) Edit the message which will be sent to Evaluators when the stage opens.
4) Select the amount of days an Evaluator has to complete the task. This does not create a hard block but reminds the Evaluator their task is overdue.
1) If you want to manually progress ideas leave this box unticked. It will then be down to the Lead Evaluator to manually progress/ not progress ideas.
2) If you wish to use auto-progression, define your criteria based on activity and/ or time.
- If the Evaluators you want aren’t appearing when you type their name, check to see if they have access to the place you are adding the Challenge, i.e. the Idea Space.
1.2.4 Develop Stage
Used to obtain more information on an Idea by making the Idea creator answer more questions from another form. Users can continue to vote and comment on ideas again during this stage.
1) Drag the form you want to use from the right box to the left box.
2) Select if the Idea creator must mark their Idea as complete before it can progress by automation.
3) Decide how many days Idea creators have to update their ideas.
4) Indicate whether progression emails should be sent when ideas are progressed from the Develop stage.
5) Select who can see the ideas in this stage.
6) An email will be generated and sent to the user when their idea reaches this stage advising them to complete their develop task. Customise the message.
7) Select what colour you would like the stage bar on the Challenge page to display as.
8) Progression settings are the same as he Gather stage.
- If you want the Idea creator to be able to edit the original form in their idea as well as the new form, you must include both froms in the stage.
1) Indicate whether progression emails should be sent when ideas are marked as Complete in the Completed stage.
2) Select what colour you would like the stage bar to display as.
3) Select if you want to enable Outcomes functionality for this Challenge.
4) Decide who you want to be able to see the completed ideas.
- Step 2: Outcomes enable Admins and Challenge Managers to set Challenge-specific objectives for participation, social activity, financial results and implementation times and track the results against those objectives.
- Step 3: If you select that only Idea creators and teams can only see their own ideas, this will mean that a submitted Idea is only visible to the creator and no other users will be able to see that Idea.
1) Choose who you want to share your new Challenge with by searching for individuals, idea spaces or everyone.
2) Select what functionality blocks you want to add to the Challenge overview page:
- Calls to action – removes the “Add your Idea” and “View Submitted Ideas” on the Challenge description.
- Gamification – if you are using Gamification, you can show a leaderboard on your Challenge overview page.
- Activity Stream – This displays a list of the recent user activity on the Challenge including new Ideas comments and votes.
- Keyword WordCloud – if you use Keywords on your Idea for you can display a WordCloud based on the frequency of these keywords.
Now that you have built your challenge in full and have three green ticks next to the tab titles, click Submit Challenge and share your challenge with your audience if you wish.