Admin Panel Overview

The Admin Panel is the control centre of Idea Spotlight where Admin users can configure key features of the platform. The majority of the settings will be set when configuring the platform for the first time and are unlikely to change. However, some features will need to be actively managed to keep the platform relevant, for example User Management, Categories and Groups.

1.    Features of the Admin Panel

Below is an overview of the Admin Panel features that will be explored within this guide with links and steps on how to configure each individually.

• Access Management: Choose who can access your platform and by what method. Open, Closed or Limited by Domain.
• Configuration: A number of platform features can be configured to suit your requirements, from Status Names to Default Platform Language.
• Ratings: From Thumbs Up and Smiley Faces to Hearts and Stars, choose how you want your crowd to vote on ideas.
• Messages: Write your default email messages that users receive when they are invited to areas of the platform, content is shared with them or they submit a new idea.
• Integrations: Let’s you decide which Integrations can be used with your platform, using a Google account to sign-in for example.
• User Export: System Admins can run User Exports on an ad hoc basis, selecting the user content to be exported.

2.    Access Management

There are three options to choose from when configuring your access level: Open, Closed and Limited by domain.

2.1     Open

This means that anyone can freely register to your platform, with any email address. On the login page there will be a link for people to register for a new account. Once they have completed the registration page they will have access to the platform.

2.2     Closed

When access is set to closed, users will be only be able to register for the site if they have been invited. An external user can be invited into the platform from an Admin, either through User Management in the Admin Panel or by sharing platform content with an external email address. Invited users will be required to complete the registration process before entering the platform.

2.3     Limited by domain

Only users with an email address for the selected domains can access your platform. Select the radio button to reveal the text box where you can add the email domains to limit access to your chosen crowd. You only need to enter the domain text following the @, e.g. ‘wazoku.com’. The login process for a new user is the same as Open Access, however if they try and register with an email domain you haven’t specified, they will not be allowed to create an account.

3.    Configuration

This section provides further detail of the configuration settings with advice on choosing your ideal platform set-up.

Configuration Settings

3.1     Statuses

Tailor idea statuses to match your organisations existing workflow or use Idea Spotlight’s default configuration. Statuses are displayed on idea cards and can also be used when filtering search results to show you how many ideas are in each stage of the workflow, throughout your platform.

3.2     Search for Duplicates

Enabling this feature provides users with potential duplicate ideas when typing in the title of their new idea, as shown below. The drop-down provides users with links to the potential duplicate ideas along with their status.

3.3     Evaluation

Select the default decision on whether you want to allow ideas to be edited in evaluation stages by challenge managers and admin users. When creating a challenge, within the challenge builder, you can either use this default setting or change it for that specific challenge.

3.4     Share

Decide if you want to allow users to share content with ‘everyone’ on the platform. FOr example this would allow someone to send a notification to all users on the platform when they submit their idea. This can be a great way to drive engagement to the platform and promote collaboration. Just be mindful that everyone will receive an email if someone shares with ‘everyone’.

3.5     Language

Choose the default language of the platform’s interface. Each user can select their preferred language within their profile settings if they wish to use another language.

3.6     Search

Determine the behaviour of the search results. Either, all words will be searched for individually or the entire search input will be searched as a single entity.

4.    Ratings

Rating Systems allows users to cast their vote on ideas, providing Challenge Managers with an insight of the crowd’s preference. Ratings can also be used to auto-progress ideas through stages, a useful way of filtering out a large number of ideas within a gather stage for example.

As default, you are provided with two rating systems, Thumbs Up/ Down and 5 Star, which can be edited, deactivated or cloned to help create a new rating system.                                               

4.1     Adding a Rating System

1) Click + Add a Rating System.

2)  Add a Rating Name.

3) Choose your Maximum ratings.

4) Decide on your Algorithm for your ratings system: Average displays the average rating while popularity displays the most popular rating from your crowd.

5) Icons Display – Lowest to Highest assigns the lowest score to the icon furthest on the left and highest score to icon furthest on the right, e.g. 1 star to 5 stars. Highest to Lowest reverses this logic.

6) Choose your icon and icon colour from the menus provided. For each icon you need to define what the selected and un-selected icon are.

Ratings Icon Selection

7) Click Save. Your new rating system can now be added to a challenge via the challenge builder at the bottom of the General tab.

Top Tips:

• Step 3: 2 would be well suited to a Happy/ Sad Face and Thumbs Up/Down, 3 or 5 ratings would suit Stars.

5.    Messages

Idea Spotlight generates a range of email notifications to your crowd based on specific actions.  This tab in the Admin Panel lets you create the default text for a range of email notifications from invitations to submitting a new idea.

To change the default message click on the relevant option in the menu, add your text and click Save. When a new challenge is created for example, your default Invite Challenge Manager message will be used, however, it can be amended for each individual challenge if required in the challenge builder.

6.    Integrations

If you want to use the range of available integrations, they must be configured here first. Each tab contains the relevant options to enable/ disable each integration. Please visit our Integrations section of the Help Centre for further details.

7.    User Export        

Follow the below steps to generate your own User Export:

1) Add:

File Name - the name of the export

Recipients - the email address of the user(s) that should receive the export. When the export is ready for download, they will receive an email with a link to download the export.

2) Choose your filters.

3) Choose the specific properties to include.

4) Send Export.

Top Tips:

Step 2: Export Filters -

Co-creation Community or Idea Space - export the users for a specific Co-creation Community or Idea Space only. By default All Users, across the main site and all Idea Spaces and Co-creation Communities, are included in the export.

User Type - export the users with one or more specific statuses:

• Activated - users with a currently active account.
• Pending - users that have been invited to the platform but have not activated their account.
• Deactivated - users whose account has been set inactive.
• Limited Contributors - users assigned the Limited Contributor role.

Date Range - export users that took specific actions during a specified date range:

• Activated - users that activated their account during the defined period by either clicking the link in the Activation email or accessing the site for the first time through Single Sign On (SSO).
• Registered - users that registered for an account by completing the registration form during the defined period. A Pending User could be included in this result if the user registered for their account but did not complete the activation step.
• Viewed Challenge or Idea - users that viewed at least one Challenge or Idea during the defined period.

Step 3: Export Properties:

Profile Fields - All of the fields you have included on your Profile form. You must select at least one Profile field to export. We recommend that you select at least one identifying field (i.e. Name or Email Address) to allow you to review the actual users in the platform.

General Information:

• Gamification - the number of Gamification points earned and any badges awarded.
• User Role - the User Role assigned to the user on the Admin Panel.
• User Status - the user's current status (active, inactive, pending).
• Date Joined - the date the user registered for an account.
• Date Activated - the date the user activated their account by either clicking the link in the Activation email or accessing the site for the first time through SSO.
• User Groups - the groups the user is a member of. These groups can be Smart or Manual groups.

Social Information:

• Number of Votes - the number of votes the user has submitted across the platform.
• Number of Comments - the number of comments the user has submitted across the platform.
• Number of Ideas - the number of ideas the user has submitted across the platform.