iObeya Administration Guide

Customizing Your Platform

Introduction

This chapter explains how to customize your iObeya platform, and how to customize certain content that is provided to users from the administration interface.

As a platform administrator you will learn how to:

  • Replace the default iObeya logo on the navigation bar.
  • Modify the platform board background catalog.
  • Publish information to your users using announcements.
  • Communicate best practices using help links.

Customizing the Backgrounds Catalog

Required permissions

Platform (Can use + Administrate).

Note

The 4A0 format is not yet supported in the backgrounds catalog.

Note that backgrounds are arranged into categories, and that for each background there is a standard version, and a 3A0 version (due to the board dimension ratios).

The custom background catalog feature allows a platform administrator to:

  • Add/Edit/Delete a category.
  • Enable/Disable a category, or a specific background in a category.

Adding a Category

  1. Select Add new category on the Categories page, or select the New category submenu on the left-hand side of the administration interface.

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  2. Define the Name of the new category.

  3. Select Add new category.

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Managing Categories

Editing a Category

  1. Move the cursor over the category to be edited.
  2. Select Edit.
  3. Change the name of the category, and confirm.

Deleting a Category

Warning

Deleting a category that contains backgrounds will automatically disable these backgrounds. It is also impossible to enable a background that does not belong to any category.

  1. Move the cursor over the category to be deleted.
  2. Select the Delete link, then confirm.

Tip

To bulk delete categories, make a selection by checking boxes, then click on Delete.

Creating a Board Background

  1. From a room in iObeya, click a board.

  2. From the contextual menu, click Download guidelines.

  3. Click Download (ZIP).

    Tip

    You can also download the PowerPoint templates files from the Resource Center.

  4. Use the provided assets and guidelines to create your own board background or modify an existing example.

  5. Save your custom background as a picture: PNG file.

Note

For board formats bigger than 3A0, users will have to add their custom board background as a background image.

Adding a Board Background

Note

Added board backgrounds will be available for all platform users.

  1. Select Board backgrounds in the CATALOG section of the left-hand side menu.

    All the catalog backgrounds are displayed.

  2. Select Add new board background, or on the New background menu.

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  3. Define the Name of your background.

  4. Upload your background image through the 3A0 format (Triple A0 format) uploader, or through the standard background (Standard format) uploader, depending on the format used to create the template.

  5. Select a category.

    A new category can be created by completing out the blank field in the category list.

  6. Select Add new board background.

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Managing Board Backgrounds

Editing a Board Background

  1. Move the cursor over the background.

  2. Select the Edit information link.

  3. Modify its name and/or select a category.

    You can create a new category by completing out the blank field in the category list.

  4. Select Save background.

Enabling or Disabling Board Backgrounds

  1. Move the cursor over the background to be disabled.

  2. Select the Disable link.

    The state is updated to Disabled. Users of the application no longer have access to this background when they browse the background catalog.

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Note

Do the same to enable a disabled board background.

Tip

To bulk enable/disable board backgrounds, make a selection by checking boxes, then select the Actions list.

Previewing an Overview of Board Backgrounds

The different backgrounds can be previewed by clicking on View information when the mouse cursor is placed over a background.

Tip

Select the image to open it in a new tab in order to download it.

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Publishing Announcements

Note

Required permissions: Platform (Can use + Administrate).

A platform administrator may need to communicate information to the users of the platform, for example, in case of maintenance operations. In order to do this, the platform administrator can use the ANNOUNCEMENTS feature in the administration interface.

Creating a New Announcement

  1. Select New announcement or All announcements, then select Add new announcement.

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  2. Define:

    • The announcement content that will be displayed on the welcome page. It cannot exceed 140 characters.

    • Optionally, a link can be added to the message. Complete the link fields accordingly:

      Link label

      Name of the link

      Link

      URL

    • The broadcast period, referring to the period during which the announcement will appear.

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  3. Select Save.

    During the corresponding period, the message will be broadcast in the notification center.

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Warning

Pay attention to the selected period, as iObeya will not allow more than three simultaneous announcements at any one time, as illustrated below.

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Managing Announcements

Finding a Specific Announcement

  1. Use text-based search containing any information referring to the previous announcement (e.g. content, period, etc.).
  2. Select Search.

Editing an Announcement

  1. Move the cursor over the announcement.
  2. Select Edit information.
  3. Make modifications, then select Save.
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Deleting Announcements

  1. Move the cursor over the announcement.
  2. Select Delete.
  3. Confirm.

Tip

To bulk delete announcements, make a selection by checking boxes, then select Actions.

Archiving/Unarchiving Announcements

To keep track of old announcements, or to backup the content of a previous message, use the announcement archiving feature.

When the broadcast end date is past, the message will automatically be archived.

To manually archive an announcement:

  1. Move the cursor over the announcement.
  2. Select Archive.

To access archived announcements, select Archive in the left-hand side menu.

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To unarchive a message:

  1. Select Archive in the left-hand side menu.
  2. Move the cursor over the announcement.
  3. Select Unarchive.

Tip

To bulk archive/unarchive announcements, make a selection by checking boxes, then select the Actions list.

Configuring External Sources

To use external images in iObeya, you can configure external sources.

If you use SharePoint, you can use the SharePoint Add-on.

If your images are stored on a servor:

  1. From the Administration platform, click SETTINGS ‣ External sources.
  2. Click Add a new external source.
  3. Select New external Remote FileSystem source.
  4. Fill in the Source name and the Library Path
  5. Select the Library update settings.
  6. Define:
    • The Time after which the user will no longer receive an update indication in minutes, if you selected Notify users for update,
    • The Synchronization interval in seconds,
    • The Maximum number of items.
  7. Click Add a new source.