Everything You Need to Know about the 'WebStorm Scheduler'!
Table of Contents
- Getting Started - Creating the WebStorm
- Scheduling WebStorm Components
- WebStorm 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 WebStorm Communication
- Scheduling WebStorm Communication
- After WebStorm is scheduled - for the Brightidea Administrator / IPM
- After WebStorm is scheduled - for the Brightidea End User
- Important Things to Note
Getting Started - Creating the WebStorm
- To get started, the system administrator will need to create a new WebStorm first within Enterprise Setup just like before.
- Navigate to their Enterprise Setup --> WebStorms --> Create WebStorm
- Fill in the required information (WebStorm Name, Sponsor, Topic, Access Groups, URL, Template, etc..)
- Select the "Schedule this WebStorm" check-box.
- Select a Launch Date and Close Date
- Optionally, select the automatic best-pratice newsletters check-box if needed.
- Select "Create WebStorm"
- The administrator will get a confirmation pop-up message to either go directly into the WebStorm or configure the access group(s).
- Brightidea recommends that the administrator FIRST set any key group restrictions to the newly scheduled WebStorm.
- 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 WebStorm
- Click here to learn more about group restricting WebStorm(s)
Configuring/Enabling the 'WebStorm Scheduler'
- The administrator can access the new WebStorm by navigating to Enterprise Setup --> WebStorms tab --> Manage WebStorms and selecting the 'Pre-launch' filter check-box option, select the new Webstorm from the drop-down list and click on 'Go to WebStorm'.
- The newly created WebStorm will default to 'Pre-Launch' status upon creation with the scheduler enabled.
- Learn more about WebStorm statuses, here.
- Once selected, the administrator will navigate to their WebStorm, then to WebStorm Setup to start preparing their scheduler.
- The WebStorm or System administrator can see their entire WebStorm scheduler under WebStorm Setup --> Scheduling
- If the WebStorm was not initially created with the scheduler options, the administrator will need to initiate the scheduling process by selecting Enable WebStorm Scheduler for the WebStorm.
- Once the administrator selects the checkbox to enable, they will be presented with a popup to begin scheduling their WebStorm:
- The administrator first needs to select the start and end date of the WebStorm first.
- The administrator needs to enter the following:
- Start Date: For when the WebStorm 'starts'
- End Date: For when the WebStorm 'ends'
- Time Zone: This is controlled by the Enterprise Setup option for which time zone the administrator sets.
- Learn more about setting the time zone for the Brightidea system, here.
- Reminders: The admin can select when he/she to be reminded (via email) prior to BOTH the 'start' and 'end' dates.
- The admin can select 1 Day --> 1 Week option, or no option at all.
- 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 WebStorm Setup:
Scheduling WebStorm Components
- Once in the scheduler, the administrator can now start to control all components of the WebStorm in each individual row.
- Note: Idea submission, commenting, and voting can occur outside of WebStorm Start & End.
- For Solve Initiatives, these are by default scheduled to open upon WebStorm creation and close at WebStorm 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:
WebStorm Start & End
- Here, the administrator will first validate when the WebStorm will start & end.
- Please remember: The 'WebStorm Scheduler' respects the Time Zone settings in Enterprise Setup.
- The WebStorm Start & End's red window underlay will be visible.
- The administrator can validate the WebStorm 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 WebStorm 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 WebStorm component OUTSIDE of the start and end date of the WebStorm, they will be prompted with a pop-up message like this:
- The system will prompt the user to force a change of the WebStorm '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 WebStorm Scheduler checks for is that the dates all align based on the settings the admin provides. For example:
- Let's say the admin sets their WebStorm 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.
- The same goes for anything moved forward.
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 WebStorm 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 WebStorm:
- The administrator can choose to change the status of the WebStorm from:
- 'Pre-Launch' to 'Active' (if the WebStorm has not started yet)
- Here, the administrator can choose on the fly, to enable idea submission, voting, and/or commenting
- 'Active' to Closed or 'Archived' - (which will grey out all options) - and ultimately freeze the WebStorm from any future participation
Setting up WebStorm Communication
- First, we recommend that ALL COMMUNICATIONS should be pre-configured prior to scheduling any WebStorm(s).
- Let's break down each component of communication that is involved with scheduling WebStorms:
Emails to Administrator / IPM
- There are new email templates that can be customized when the 'WebStorm Scheduler' is used.
- These emails are sent to the WebStorm administrator(s) for the scheduled WebStorm based on certain components scheduled to remind him or herself of the scheduled events.
- The WebStorm administrator will notice new email templates in the email template list in WebStorm Setup --> Site --> System Email Messages --> WebStorm
- 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 WebStorm Admins (at this time).
- When setting up a scheduled WebStorm, if opted, the system will add four new newsletter templates that we recommend be sent out at different stages of the WebStorm rollout.
- Note: This only occurs if the administrator selects to include these upon WebStorm creation.
- The four templates are as follows:
- WebStorm Launch Message - Notifying users the WebStorm has launched
- WebStorm Update - Notifying users update on WebStorm progress
- WebStorm Last Day - Notifying users the WebStorm is closing that day.
- WebStorm End - Notifying users the WebStorm has ended.
- 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.
WebStorm Blog Post(s) to Audience
- WebStorm 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 WebStorm administrator must configure their blog page for their WebStorm
- 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 WebStorm 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 WebStorm 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 WebStorm 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: All sent communication must be within the confines of the start & end date of the WebStorm.
- The date picker will not allow the administrator to schedule any blog post or newsletter before the start date - or after the end date.
- 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 WebStorm Blog Post(s)
- The WebStorm 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:
- Selecting the block to edit date & time
- Note: All sent communication must be within the confines of the start & end date of the WebStorm.
- The date picker will not allow the admin to schedule any blog post or newsletter before the start date - or after the end date.
- 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 WebStorm blog.
- Learn more about WebStorm blog subscriptions here.
- Otherwise, the blog post will be posted on the WebStorm blog page.
After WebStorm 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 WebStorm
- 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 WebStorm Administrator(s) will receive:
- WebStorm has launched
- WebStorm 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 WebStorm home page.
After WebStorm is Scheduled - for the Brightidea End User
- Here, we will show the experience of the end user as the WebStorm Scheduler takes care of the WebStorm rollout.
Prior to WebStorm Start
- When WebStorm is scheduled, and the WebStorm has not started yet, and an end user attempts to access the WebStorm 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 WebStorm (and System administrators) will be able to enter the WebStorm to make any changes
- If the administrator changes the start date at any time, PRIOR to when the WebStorm starts, it will update the date & time on this page.
- Once the WebStorm starts, all users (in the assigned groups if applicable) will have access to the WebStorm via any link in a widget, email, newsletter, blog post, etc.
On WebStorm Start
- On WebStorm start, any scheduled email communication (Newsletter / WebStorm blog post) will be automatically sent to the allowed audience for that WebStorm
- 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 WebStorm audience of when certain components will 'end' for the WebStorm run.
- Everything else is normal experience for the end user.
On WebStorm End
- When WebStorm "ends", the end user will notice that all participatory features will be disabled (idea submission, voting, commenting, etc.)
- The WebStorm automatically moves to 'Closed' WebStorm status.
- Here is an article that discussed details of a 'Closed' WebStorm
- In 'Closed' status - all users can still access the WebStorm, but cannot further participate.
- If the administrator wishes to cut off all access to the WebStorm 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 WebStorm(s) in the Brightidea system:
WebStorm 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 WebStorm administrator(s) will receive emails triggered by the Scheduler.
- Updated Email templates guide with newly added WebStorm Scheduler email templates is here.
- The newsletter is triggered from Enterprise, and the WebStorm blog post from WebStorm
- 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 WebStorm ends
- If the administrator disables the Scheduler, then re-enables - the Scheduler will inherit the last saved dates.
- Copying a WebStorm template via 'Copy WebStorm' will not copy over any set schedule from that inherited WebStorm.
- 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 'WebStorm Scheduler' cannot be label edited or translated.
- If the administrator opts out of leveraging the 'best practice' templates upon WebStorm creation, the administrator cannot obtain those templates afterwards.
- The 'WebStorm Scheduler' checks for WebStorm changes once an hour
- Therefore, if the administrator make changes to anything to automatically start or close a WebStorm 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.