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Ideas Administration Guide

This feature is available in Ultimate edition only.

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From the Lifecycle Admin menu, you can access all of the administrative functions needed to manage your Ideas system (Ultimate Edition only).

If Ideas has not been enabled within your instance and you are interested in using it within your organization, see Ideas Setup to find out how to request it.

To manage the Ideas add-on system, your Admin Privileges role must be set to System Administrator.

Accessing Ideas Administration

To access the Ideas Administration functions, select Admin > Ideas. Note that the Ideas menu option only displays if the Ideas system is enabled.

Managing Ideas Administrators

Ideas Administrators can and manage all the content and users within Ideas system. To learn more about the specific tasks they can perform, see Ideas Administration Roles.

Adding an Ideas Administrator

  1. From the Admin menu, select Members.

  2. For each member you want to designate as an Ideas Administrator, select Make an Ideas Administrator from the Edit drop-down button.
    IdeasMakeIdeasAdmin.png

Removing an Ideas Administrator

  1. From the Admin menu, select Members.

  2. To the right of a member's name, select Remove as Ideas Administrator from the Edit drop-down button.

If the Ideas Role column does not display, you can add it by customizing the grid. See Display or Hide Columns.

Enabling and Defining Terms of Use Policy

Although optional, we recommended that you add your organization's Terms of Use policy to your Ideas system. This policy displays in a popup window during the registration process and requires that users accept them in order to complete the process. Note that a link to the policy also displays in the page footers along with your Privacy Policy. To see an example, go to Lifecycle's IdeaSpace page and click on the Terms of Use link in the footer.

Adding Terms of Use Policy

  1. From the Admin menu, select Ideas > Legal tab.

  2. In the Terms of Use section, select Enabled, and then upload an HTML file containing your policy.

  3. If you want to add custom content, enter it in the custom footer content. Tip: Add the {terms-of-use} variable to display the link to your Terms of Use Policy.

  4. Click Save Terms of Use.

The direct link to your Terms of Use policy uses this format: https://(yoursite.com)/terms-of-use.html. This is helpful if you want reference this page in external documents or sites.

Updating Terms of Use Policy

  1. From the Admin menu, select Ideas > Legal tab.

  2. In the Terms of Use section, upload an new HTML file containing your policy.

  3. Click Save Terms of Use.

Removing Terms of Use Policy

  1. From the Admin menu, select Ideas > Legal tab.

  2. In the Terms of Use section, select Disabled, and then click Save Terms of Use.

Defining the Privacy Policy

In addition to the Terms of Use, a link to your privacy policy will also display at the bottom of all your Ideas pages.

  1. From the Admin menu, select Ideas, and then click on the Legal tab.

  2. In the Privacy Policy section, upload a file (in HTML format) containing your privacy policy. You can also add the Privacy Policy link to the custom footer content by including the {privacy-policy} variable.

  3. Click Save Privacy Policy.

The direct link to your Privacy policy uses this format: https://(yoursite)/privacy-policy.html. This is helpful if you want reference this page in external documents or sites.

Updating Privacy Policy

  1. From the Admin menu, select Ideas > Legal tab.

  2. In the Privacy Policy section, upload an new HTML file containing your policy.

  3. Click Save Privacy Policy.

Removing Privacy Policy

  1. From the Admin menu, select Ideas > Legal tab.

  2. In the Privacy Policy section, click the Remove Privacy Policy button.

Branding and Customizing Ideas

Follow the steps below to personalize the look and feel of your Ideas site.

Adding a Header and Logo

  1. From the Admin menu, select Ideas, and then click on the Branding tab.

  2. Click the Browse button to upload your logo.
    Note: The maximum logo size is 655px wide by 75px tall. Larger images will be truncated on the bottom and on the right to fit within the allotted space.

  3. (Optional) If you want to add custom header content, type the HTML in the Custom HTML box. Refer the to pre-populated content in the header for examples of how to reference the variables below:

    • {forum} - Links back to the 'Latest' view in the forum, which is the forum's home page.

    • {logo} - References the image tag for the logo you've uploaded. Set the class='logo' for the image to provide a standard padding around the image, otherwise leave this class off to display the logo flush with the upper and left edges of the page.

Adding a Custom Footer

  1. From the Admin menu, select Ideas, and then click on the Branding tab.

  2. Click the Browse button to upload your image.

  3. If you want to add custom footer content, type the HTML in the Custom HTML box. Refer the to pre-populated content in the header for examples of how to reference the variables below:

  • {forum} - Link back to the 'Latest' view in the forum, which is the form's home page.

  • {footer-logo} - References the image tag for the logo you've uploaded in the custom footer.

  • {terms-of-use} - Link to the Terms of Use, if enabled.

  • {privacy-policy} - Links to the Privacy Policy, if enabled.

Here's an example of the HTML code that could be used in the footer:
 

<img src="{footer-logo}" alt="footer logo" />
<a href="http://www.YourCompany.com">Corporate Website</a>
<a href="{terms-of-use}">Terms of Use</a>
<a href="{privacy-policy}">Privacy Policy</a>

Enabling and Customizing Email Notifications for Ideas

When enabled, Ideas automatically sends email notifications to users when changes occur to the ideas on which they have interacted, including:

  • forgotten passwords

  • whne someone votes for or comment on an idea

  • the status of an idea changes

Note that users can opt out of notification emails on the Ideas Preferences page.

For On-Premise instances, the SMTP settings must also be configured in Lifecycle.

  1. From the Admin menu, select Ideas.

  2. Click on the Email tab, and then select Enable Notifications.

  3. Modify the content in the appropriate fields, and then click Save in each section.

    • The name that you enter in the From Name filed will show up as the sender of notification emails. You can change it to something that identifies your company as the sender.

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