Everything You Need to Know about the 'Site Scheduler'!
Table of Contents
- Getting Started - Creating the Site
- Scheduling Site Components
- Site Start & End
- Idea Submission
- Idea Voting
- Idea Commenting
- Updating Dates when Scheduling - Conflicting Dates
- Updating Dates when Scheduling - Shifting Dates
- Overriding / Canceling the Scheduled Components
- Setting up Site Communication
- Scheduling Site Communication
- After Site is scheduled - for the Brightidea Administrator / IPM
- After Site is scheduled - for the Brightidea End User
- Important Things to Note
Getting Started - Creating the Site
- To get started, the system administrator will need to create a new Site from the Apps Pillar in the Command Center.
- Navigate to the Apps Pillar and select the appropriate App
- For certain Apps, the wizard will include a section "Site Schedule" for the Scheduler
- Select a Launch Date and End Date
- Finish creating Site
- Administrators can also configure the access group(s).
- Brightidea recommends that the administrator FIRST set any key group restrictions to the newly scheduled Site.
- Click here to learn more about group restricting Site(s)
- This is especially important if the administrator wishes to lock down access to a select few prior to launch.
- This also goes for if the administrator wants to confirm certain Brightidea users, do or do not have access to this Site
Configuring/Enabling the 'Site Scheduler'
- The administrator can access the new Site by navigating to Enterprise Setup --> Sites tab --> Manage Sites and selecting the 'Pre-launch' filter check-box option, select the new Site from the drop-down list and click on 'Go to Site'.
- The newly created Site will default to 'Pre-Launch' status upon creation with the scheduler enabled.
- Learn more about Site statuses, here.
- Once selected, the administrator will navigate to their Site, then to Site Setup to start preparing their scheduler.
- The Site or System administrator can see their entire Site scheduler under Site Setup --> Scheduling
- If the Site was not initially created with the scheduler options, the administrator will need to initiate the scheduling process by selecting Enable Site Scheduler for the Site.
- Once the administrator selects the checkbox to enable, they will be presented with a popup to begin scheduling their Site:
- The administrator first needs to select the start and end date of the Site first.
- The administrator needs to enter the following:
- Learn more about setting the time zone for the Brightidea system, here.
- The admin can select 1 Day --> 1 Week option, or no option at all.
- Start Date: For when the Site 'starts'
- End Date: For when the Site 'ends'
- Time Zone: This is controlled by the Enterprise Setup option for which time zone the administrator sets.
- Reminders: The admin can select when he/she to be reminded (via email) prior to BOTH the 'start' and 'end' dates.
- Best-Practice Newsletters: The administrator can opt to add four pre-formatted newsletter templates to their schedule, which can help the administrator execute on his/her communication plan.
- Once all configured, the administrator can see their schedule with all corresponding activities in Site Setup:
Scheduling Site Components
- Once in the scheduler, the administrator can now start to control all components of the Site in each individual row.
- Note: Idea submission, commenting, and voting can occur outside of Site Start & End.
- For Solve Initiatives, these are by default scheduled to open upon Site creation and close at Site End.
- By hovering over each row, the admin can see the start and end for each corresponding component for quick reference.
- The administrator can also scroll any row, or move any row or object, to align to the desired timeline.
- The administrator also has the option of a 30, 60, or 90 day window, as well as left/right buttons to scroll across time.
- Now, let's breakdown each component below:
Site Start & End
- Here, the administrator will first validate when the Site will start & end.
- Please remember: The 'Site Scheduler' respects the Time Zone settings in Enterprise Setup.
- The Site Start & End's red window underlay will be visible.
- The administrator can validate the Site Start & End and choose to receive a smart reminder (via email).
- All updates will be reflected in the Scheduler.
- By selecting the idea submission blue block, start & end date/times can be manually entered
- The admin can also scroll the block to change the start & end dates.
- Note: Anonymous & Team submission are accommodated when submission begins.
- Same as idea submission, start & end date/times can be manually entered and/or scrolled to update date.
- Please note that the Site Scheduler accommodates all voting types.
- For more information on what voting mechanisms the administrator can choose, refer to this article.
- Dates & times can be manually entered and/or scrolled within the Scheduler
- This accommodates comments & comment replies to ideas.
Updating Dates when Scheduling - Conflicting Dates:
- If the administrator attempts to schedule a Site component OUTSIDE of the start and end date of the Site, they will be prompted with a pop-up message like this:
- The system will prompt the user to force a change of the Site 'open time' by either extending the start or end date based on what he/she enters.
- If the administrator, changes extends the end date out, the scheduled times for submission, voting, & commenting will stay.
Updating Dates when Scheduling - Shifting Dates:
- One thing that the Site Scheduler checks for is that the dates all align based on the settings the admin provides. For example:
- The same goes for anything moved forward.
- Let's say the admin sets their Site Start, Idea Submission, Idea Voting, & Idea Commenting on October 15th, at 9am.
- Then, the admin decides to move the start date to October 13th, two days earlier, the system will automatically move all corresponding activities with it, so everything is shifted back two full days.
Overriding / Canceling the Scheduled Components
- The only way the administrator can override all scheduled activities is by disabling the scheduler altogether.
- The administrator will see that in his/her Site Setup, the status of: submission, voting, and/or commenting from the scheduler.
- The administrator can go to those areas, select 'Configure Scheduler' to change the dates & times.
- Or, If the administrator wishes to cancel all settings, he/she must disable the scheduler, which can be selected at the very top of the Scheduling tab.
- If the administrator decides to disable the scheduler, he/she will be presented with a popup to confirm the disabling and also decide how they wish to proceed with the Site:
- The administrator can choose to change the status of the Site from:
- Here, the administrator can choose on the fly, to enable idea submission, voting, and/or commenting
- 'Pre-Launch' to 'Active' (if the Site has not started yet)
- 'Active' to Closed or 'Archived' - (which will grey out all options) - and ultimately freeze the Site from any future participation
Setting up Site Communication
- First, we recommend that ALL COMMUNICATIONS should be pre-configured prior to scheduling any Site(s).
- Let's break down each component of communication that is involved with scheduling Sites:
Emails to Administrator / IPM
- There are new email templates that can be customized when the 'Site Scheduler' is used.
- These emails are sent to the Site administrator(s) for the scheduled Site based on certain components scheduled to remind him or herself of the scheduled events.
- The Site administrator will notice new email templates in the email template list in Site Setup --> Site --> System Email Messages --> Site
- These emails can be customized like any other Brightidea email template.
- For a full list of new email templates, please review our Email Template guide in our Support Portal.
Newsletters to Audience
- Please be aware that only System Administrators can configure newsletters at this time, not Site Admins (at this time).
- When setting up a scheduled Site, if opted, the system will add four new newsletter templates that we recommend be sent out at different stages of the Site rollout.
- Site Launch Message - Notifying users the Site has launched
- Site Update - Notifying users update on Site progress
- Site Last Day - Notifying users the Site is closing that day.
- Site End - Notifying users the Site has ended.
- Note: This only occurs if the administrator selects to include these upon Site creation.
- The four templates are as follows:
- These new newsletter templates can be found in Enterprise Setup --> Site --> Newsletter
- The administrator is not limited to these templates, and can add new ones if needed.
- Each template can be customized and updated, as each template has default subject line and body
- If any administrator needs to learn more on how Brightidea's newsletters work, refer to this article.
Site Blog Post(s) to Audience
- Site administrators can choose to set up blog post(s) to be posted at a set date and time, much like newsletters.
- To learn more about blogs, blog posts, and blog subscriptions - refer to this section in our Portal.
- Here are the steps to setup a blog post to be scheduled:
- First, the Site administrator must configure their blog page for their Site
- Select 'Post Blog'
- Enable 'My Blog Drafts' widget on the post blog page using widget setup mode. Disable widget mode and refresh so the widget is placed.
- Fill out blog subject, tags, body, and any attachment(s)
- When finished, select 'Save Draft' at the bottom
- The administrator can make changes by selecting 'Save Draft' continuously.
- The administrator will see the saved blog post draft in the widget added to the page:
- The administrator can select the trash can icon to delete the blog draft if need be.
Scheduling Site Communication
- As mentioned above, Brightidea recommends that ALL COMMUNICATIONS be pre-configured prior to scheduling to ensure successful formatting & delivery.
- If the administrator selected to incorporate the Best -Practice newsletters, those newsletters will be automatically placed within the scheduler, as seen below.
- In the Site Scheduler, all predefined newsletter templates will show up automatically if they were chosen upon creation:
- To add a new newsletter, the administrator can select 'Add Communication' at the bottom of the Site Scheduler.
- The administrator will be presented with a pop-up, and must select 'Send Newsletter', and which pre-existing newsletter template to schedule to send
- There is an option to 'Edit' their newsletter which will take them to Enterprise Setup section for that particular newsletter.
- The administrator would then select send date, a smart reminder email to be sent prior to when the newsletter actually is sent to the audience.
- Note: Newsletters can be scheduled to be sent before the start date and/or after the end date of the Site.
- If the newsletter has no setup recipients in Enterprise Setup, an alert will be presented to the administrator to remind him/her to add user(s) and/or group(s) to the newsletter distribution list.
- When recipients are added, the newsletter filled out in Setup, when they would like to be reminded (via email) around the scheduling, date and time set.....the administrator selects 'Schedule' to finish it up!
- The administrator can then go back into the Scheduler and select the communication block to edit the settings:
- Admin is able to cancel the scheduled communication completely:
Scheduling Site Blog Post(s)
- The Site level blog post works just the same as the newsletter. The administrator must pre-configure (mentioned above) the blog post prior to scheduling.
- If the administrator has no blog drafts queued, they will see this message on the popup when attempting to 'Add Communication':
- Once configured, the administrator can select 'Add Communication' and choose 'Publish Blog Post' and the draft that was previously filled out.
- The administrator chooses the same options as if a newsletter were to be posted: Send Date & time, smart email reminder to themselves
- Once finished, select 'Schedule'
- The administrator can do the same actions (like for the newsletter) to the blog post:
- Note: Blog posts can be scheduled to be published before the start date and/or after the end date of the Site.
- Selecting the block to edit date & time
- Selecting 'x' on far left to remove the communication and cancel altogether.
- Dates can be manually entered or scrolled in the Scheduler
- Note: Only will a blog post be emailed to a user unless they are subscribed to the Site blog.
- Learn more about Site blog subscriptions here.
- Otherwise, the blog post will be posted on the Site blog page.
After Site is scheduled - for the Brightidea Administrator / IPM
- The experience of the administrator will be the same in regards to making changes and accessing the scheduled Site
- The IPM will receive both email alerts (mentioned above) and Brightidea notifications (if enabled), for events that happen to keep track of scheduled components are finally being triggered.
- All possible notifications that the Site Administrator(s) will receive:
- Site has launched
- Site has ended
- Idea Submission started
- Idea Submission ended
- Voting has started
- Voting has ended
- Commenting has started
- Commenting has ended
- Newsletter has been sent out
- Blog post has been posted
- Selecting the notification will bring the administrator to the Site home page.
After Site is Scheduled - for the Brightidea End User
- Here, we will show the experience of the end user as the Site Scheduler takes care of the Site rollout.
Prior to Site Start
- When Site is scheduled, and the Site has not started yet, and an end user attempts to access the Site via any link, the end user will be directed to this page:
- The end user has the option to go back to the Enterprise home page.
- Note: Administrators for this Site (and System administrators) will be able to enter the Site to make any changes
- If the administrator changes the start date at any time, PRIOR to when the Site starts, it will update the date & time on this page.
- Once the Site starts, all users (in the assigned groups if applicable) will have access to the Site via any link in a widget, email, newsletter, blog post, etc.
On Site Start
- On Site start, any scheduled email communication (Newsletter / Site blog post) will be automatically sent to the allowed audience for that Site
- End users will notice that idea submission, voting, or commenting may turn off suddenly (based on what the administrator schedules)
- We recommend to make sure proper communication is triggered ahead of time, to alert the Site audience of when certain components will 'end' for the Site run.
- Everything else is normal experience for the end user.
On Site End
- When Site "ends", the end user will notice that all participatory features will be disabled (idea submission, voting, commenting, etc.)
- The Site automatically moves to 'Closed' Site status.
- Here is an article that discussed details of a 'Closed' Site
- In 'Closed' status - all users can still access the Site, but cannot further participate.
- If the administrator wishes to cut off all access to the Site on ending, the adminstrator will need to incorporate necessary group or domain restrictions.
Important Things to Note:
- Here, we will review some things the administrator may encounter while scheduling Site(s) in the Brightidea system:
Site Pre-Launch Message Page
- This page cannot be label edited or have widgets added.
- CSS changes can be made by the administrator if desired.
- The URL is https://yourcompany.brightidea.com/ct/ct_scheduled_campaign.bix?c=_____
- All Site administrator(s) will receive emails triggered by the Scheduler.
- Updated Email templates guide with newly added Site Scheduler email templates is here.
- The newsletter is triggered from Enterprise, and the Site blog post from Site
- Removing any communication will trigger an automatic refresh of the 'Scheduler'
- Administrators make sure to confirm time zone settings in Enterprise Setup for accurate delivery time.
- Idea Submission, Voting, or Idea Commenting scheduling cannot be scheduled AFTER the Site ends
- If the administrator disables the Scheduler, then re-enables - the Scheduler will inherit the last saved dates.
- Copying a Site template via 'Copy Site' will not copy over any set schedule from that inherited Site.
- Do not confuse the 'Newsletter to be Sent' email template with an actual newsletter template.
- This template is to notify the IPM(s) / administrator
- The administrator cannot recall old versions of their schedules.
- The 'Site Scheduler' cannot be label edited or translated.
- If the administrator opts out of leveraging the 'best practice' templates upon Site creation, the administrator cannot obtain those templates afterwards.
- The 'Site Scheduler' checks for Site changes once an hour
- Therefore, if the administrator make changes to anything to automatically start or close a Site at 4:40pm, it will take affect at the next hour at 5:00pm.
- Deleting newsletters in Enterprise Setup will be reflected in the Scheduler.