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Collaborative Space Plugin 7.4

Description

Animate and gather people around a theme or a project and create a real group dynamic with the Jalios Collaborative Spaces!

1-annuaire-des-espaces  

When to use this plugin ?

Do your team members work in their own corner? You would like to promote more visibility and exchanges, but not at the expense of everyone's productivity ? You have identified a theme that generates many useful exchanges but these exchanges seem disordered and repetitive to you?

Whether for a project team or a  community of practice, create as many dedicated collaborative spaces as necessary to bring together the right people around the right collaboration tools that the space facilitator can choose, so that exchanges are effective, engaging and capitalized
 

Les membres de votre équipe travaillent chacun dans leur coin? Vous voudriez promouvoir davantage de visibilité et d'échanges, mais que ce ne soit pas au détriment de la productivité de chacun? Vous avez identifié une thématique qui génère de nombreux échanges utiles mais ces échanges vous semblent désordonnés et répétitifs?

Que ce soit pour une équipe projet ou pour une  communauté de pratique, créez autant d'espaces collaboratifs dédiés que nécessaires pour rassembler les bonnes personnes autour des outils de collaboration adaptés que l'animateur de l'espace pourra choisir, afin que les échanges soient efficaces, engageants et capitalisés.

New features

Migrate to the 7.3 version of the plugin to benefit from its latest enhancements :

  • Improvements in the space directory (hub):
    • Access all spaces, whether there are collaborative or editorial
    • Easily search for public, private or secret spaces using the access policy filter
    • Find the description of spaces on the back of the cards
    • Add spaces to your favorites directly from the hub
  • At the creation request of a  collaborative space, you can now :
    • Customize the business rules for creating a collaborative
    • Specify the animators of the space
  • For the management of members
    • Improvement in handling registration requests by several animators
    • Possibility to add members directly from the dashboard of the space
    • Possibility to specify the language and country for guest users

What does this module offer?

The Collaborative Spaces module allows you to open, manage and work in collaborative spaces. A collaborative space is a portal of services dedicated to a group of members. The home page of the collaborative space is a customizabledashboard.

Le module Espaces Collaboratifs vous permet d'ouvrir, de gérer et de travailler dans des espaces collaboratifs. Un espace collaboratif est un portail de services dédiés à un ensemble de membres. La page d'accueil de l'espace collaboratif est un tableau de bord personnalisable.

Below are the key features :

Collaborative space creation

  • 3 levels of access policy : public, private or secret
  • Spaces within spaces (subspace)
  • Collaborative space templates for identified use cases (space typology)
  • Fast creation based on template models
  • Optional validation workflow upon space creation request

Members and rights management

  • Collaborative spaces can have many animators
  • 3 levels of members policy : free registration, by validation or fully managed by animators
  • Optional custom roles and groups
  • Dedicated branch of categories for each space

Collaborative space usages

  • Usage reporting with statistics, 
  • The space hub to access all spaces 
  • Users can mark spaces as favorites for faster access

Settings and customization

  • Look & Feel customization (banner, colors, etc.)
  • Custom image and thumbnail to display in the space hub
  • Personnalized number of columns on the space dashboard
  • Animators can choose services and applications that ar made available in each collaborative space

Broad choice of services and applications

Services and applications that animators can enable for a given collaborative space may require optional plugin to be installed. 

Services are displayed on the dashboard:

  • Activiy wall
  • Collaborative space description
  • List of subspaces
  • Members directory
  • Space's shared agenda
  • Last content and publications
  • Last conversations

Applications are displayed with a tab :

What our customers like about it

The ease of creation

A collaborative space can be created in a few clicks from a template model. Collaborative space templates are defined by the administrator and are made available to users. The templates reflect the collaborative practices within the organization.

This simplicity of creation reinforces the dynamics enabled by the creation of collaborative spaces: the collaboration support is fluid and simple to implement.
 
Depending on your collaborative space management policy, users may create directly or request the creation of collaborative spaces. This encourages users to take collaboration initiative.

Keeping members and rights management simple

With Jalios' collaborative spaces, you have full control over the management of members, services and rights. They therefore fully reflect your organization and that of your teams. They also remove the constraints of a hierarchy that would be imposed by a company directory.
 
As a consequence, collaborative spaces make it possible to break down silos in the organization and develop truly transversal  synergies. The rights and roles of members are defined for each workspace: a person can be an animator in one workspace and a simple participant in another.
 
The choice of services and applications is flexible and is made for each workspace based on the collaborative practices and digital maturity of its participants.

The user experience of a intuitive integration

The collaborative spaces are perfectly integrated into the Jalios intranet. They are accessible through the space hub, but also through the favorite spaces that each user can define. The advanced search can be filtered by collaborative space.

The collaborative tools (services and applications) made available in the collaborative space are also accessible via transversal and user-centered views:

  • My calendar displays all events for which the user takes part in
  • My tasks aggregates all tasks of the different projects, independently of their collaborative spaces
  • The organization's JMag displays all shared links 
  • etc.

Screenshots

1. The hub gives a way to explore collaborative spaces
2. Collaborative spaces for projects support team work organization and efficency
3. Collaborative spaces for communities support sharing and engagement
4. Animators decide which services and apps are made available to the collaobrative space participants
5. Task and project management within a collaborative space
6. Collaborative social bookmarks within the context of a collaborative space
7. Learning and learnign paths within the context of a collaborative space

Installation

Presentation of the functionalities

In addition to the functional services (calendar, wiki, document explorer), other services are reserved for workspace administrators:

  • member management: add members, send invitations, and validate registration requests
  • service management: add and remove services
  • usage analysis: see usage and statistics of the Collaborative Space
  • settings: modify the behavior and display of the Collaborative Space

A Collaborative Space has a dashboard which is composed of a set of services. It can also propose a side column, which will in this case always be displayed.

The services are portlets with the ability Application or Dashboard.

A service Dashboard can be positioned in the Dashboard view, or in the side column. A service Application has a dedicated tab, and is displayed in detailed view when selected.

A Collaborative Space :

  • has an access policy (either public, private or secret)
  • has a registration policy
  • can have collaborative subspaces
  • can be categorized under a Typology

The Collaborative Space plugin introduces the guest account, a user account with restricted rights.

Installation

  • Follow the instructions of the plugin manager
  • Restart the site
    • At first startup, the plugin will initialize some data, including a default template
  • Go to the administration area, then click on the link Open a new collaborative space to create your first Collaborative Space

Detail of functionalities

Model

A Collaborative Space is created from a template. A template predefines a set of services, and a default setting.

Once installed, the plugin provides a default template. Additional templates can be easily created.

A template is a Collaborative Space whose Workspace is declared as a template.

The templates are also the repository for common services. A space administrator chooses the services to be activated among those of the templates, or those of the space.

Access and registration policies

3 access policies are available:

  1. Public
  2. Private
  3. Secret

Only members who belong to a private or secret space can read its contents.

Private spaces are visible to all members. On the other hand, a member who does not belong to a secret space will not even be aware of the existence of this space.

 

The registration policy is subject to the access policy.

  Public Private Secret
Free registration x x  
Registration requests validated by the leaders x x  
Enrolments managed by the leaders x x x

In addition, since version 5.2 (CSP-62), it is possible to restrict the choices available for these access and registration policies.

By default, all the choices described above are available:

csp-5.2 - CSP-62 - default behavior

Creating Space: Default Policies

 

However, it is possible to limit (for example) to two access policies and a single registration policy:

csp-5.2 - CSP-62 - 2 access onlyCreating space: restricted policies

 

It is also conceivable to allow only public spaces, with the policy of free registration. The creation modality would then no longer offer these two options.

csp-5.2 - CSP-62 - no available choice

Creating space: pre-defined policies

 

Portlet My Collaborative Spaces

The My Collaborative Spaces portlet lists all the member's Collaborative Spaces, as well as other public & private spaces to which the member does not belong. It also provides a form to open a new Collaborative Space, or make a request to open one.

csp5-myCollaborativeSpacePortlet-mySpaces

Portlet My Collaborative Spaces - My Spaces

 

The My Collaborative Spaces portlet also provides a template subspaces. This template displays the subspaces of the current Collaborative Space. It only works when it is viewed from the Front Office of a Collaborative Space.

csp5-myCollaborativeSpacePortlet-subSpaces

Portlet My Collaborative Spaces - Sub Spaces

 

Typology

A Collaborative Space can be categorized using a typology. This typology is defined by a dedicated branch of Categories. If typologies are defined, the My Collaborative Spaces portlet provides a filter by typology. In this case, model Collaborative Spaces must also be categorized under this typology branch. There must be at least one model associated with the root of the typologies.

To enable typologies, you must create a dedicated category branch and declare it in the Root plugin property of the CE typology.

 

Creation

A new Collaborative Space can be created from there:

  • the Add menu of the topbar
  • the My Collaborative Spaces portlet
  • the back office administration interface
  • the community hub

If the member has the rights to create a Collaborative Space, the Space is immediately created.

Otherwise, the request must be validated through a Workflow. Once the request is validated, the Space is created and administrators and members can be notified by e-mail.

Note: The ACL Collaborative Space - Creation is provided to allow non-administrator members to open new Spaces.

 

The Space Directory / Community Hub

jplatform10-csphub-06

The community hub is an application that lists the co spaces of the platform. It is available from version 7.0 onwards.

It is possible to display :

  1. the member's spaces,
  2. all visible spaces,
  3. the member's favorite spaces,
  4. and finally the suggestions of spaces

Spaces, displayed as a Card, can also be filtered by text and type.

The image used in the card to represent the space is, in order of preference :

  • the image of the "portlet image" field of the co
  • the image of a typology, going back to the root of typologies
  • the image of the "header" field of the collaborative space
  • then, by default, the default visual (Property jcmsplugin.collaborativespace.default-card-image)

 

Favorite space

The concept of favorite workspace was introduced with JPlatform 10. A collaborative workspace can be bookmarked by the user.

jplatform10-favoritews-01

Adding a collaborative space to your favorites

 

The user's favorites are listed first in :

  • quick search of the topbar
  • the last spaces visited in the sidebar
  • the space directory

The navigation menu of the topbar, if it is filled in, also lists the user's favourite areas:

jplatform10-favoritews-03

The My Spaces menu of the topbar lists the favorites

 

Guest Accounts

It is a user account that only has access to the Collaborative Spaces in which it has been invited.

He belongs to the Guest Group.

Guest accounts only make sense in a private site. If the site is public, the limitation of rights is lifted, and the account reverts to a normal account. (Since versions 4.4 and 5.2 of the plugin)

 

This feature allows you to invite people from outside the company, only in one or more Collaborative Spaces. This member can be a simple reader, or an editor with more rights.

The following restrictions apply to a guest :

  • it cannot belong to a Non-Collaborative Workspace
  • it cannot create a Contact
  • it should only be used in the case of a private site
  • he cannot be a space administrator (from version 6.5 and CSP-414)
  • Confidentiality
    • he only sees the Publications of his Spaces..
    • he only sees members with whom he shares at least one Space
    • he can't see the Contacts members
    • see also § Specialized Policy Filter
How do I activate this feature?
  1. activate the functionality in the plugin properties
  2. create a dedicated Group (for example named "Guests")
  3. declare this Group in the Group property of guest accounts

 

Rights required to initialize a guest

To initialize a guest account, you need all the following rights

  1. rights to manage members of a collaborative space
  2. have the Guest Management ACL

These rights can be carried by a single member (one step), or by an applicant and a validator (two steps with validation).

You can therefore allow a member to request the intialization of guest accounts, requests that will be validated by another member.

 

Desired action Rights required
Number of steps required   Manage space members Managing guests
2 Request the initialization of a guest (*) x  
Validate a request x x
1 Initialize a guest (*) x x

The right to Manage Space Members can be given by the following rights

  • be the animator (administrator) of the collaborative space,
  • and..:
    • either having the Member Editing Space ACL in the Collaborative Space
    • either, have the overall membership management LFA; or, have the overall membership management LFA
    • either, be a central administrator

(*) Initializing a guest is the creation of a new account, or the transformation of an existing contact into a guest.

 

Roles and workflow

The initialization of a guest requires setting up forms.

There are two types of forms that allow the initialization of a guest:

  1. guest account creation form (a new Member is created)
  2. form to transform an existing contact (an existing contact is transformed into a user account)

The workflow "Guest Account - Opening Request Workflow" must be set up on these types of forms in the submission storage space.

This space is configurable in the plugin properties. By default, the default Workspace will be used.

 

Here is a guide for setting up a guest account request validator profile:

Step 1 / 11

Soit “Valideur de demande d'invité” (raccourci “VAL”) le membre valideur à paramétrer.

Soit “Espace avec demandes d'invités” l’espace co.

 

Pré requis

les invités sont activés + le groupe est défini.

L’ACL de gestion des invités est définie.

Le groupe de gestion des invités est défini. Il porte l’ACL précédente.

 

 

Specialized Policy Filter

RightPolicyFilter of guest accounts: all types of Publications are controlled by a specific guest RPF. A Publication can only be read by a guest if the guest belongs to the Publication Space.

You can change how this filter works:

If you do not want a particular Publication type to be controlled, you must declare a new plugin property according to the

jcmsplugin.collaborativespace.guestaccounts-rpf.ignore-publication-type.{ClassShortName}: {ClassFullQualifiedName}

ACL & delegation of rights

The Collaborative Spaces plugin allows you to delegate functional administration rights to other members through ACLs.

Member Management

The Global and Space Members ACLs allow you to manage the members of your Collaborative Space. You can also give the Groups ACL to give the right to manage the Groups of your Collaborative Space.

Service Management

The ACL of "Collaborative Space" > "Services" gives the right to manage the services of Espace.

Access to statistics

The ACLs Global Usage Analysis and Space Analysis allow to consult the usage and statistics of Espace.

Parameterization management

The ACL "Collaborative Space" > "Settings" gives the right to manage other workspace settings

 

How to configure your model?

If you need to delegate these administrative rights, it may be useful to prepare the groups supporting these ACLs directly in the template. To do this, do the following:

  1. as administrator, create a new Space ACL, named "EC - Services Management", with the right "Collaborative Space - Services"
  2. create a group named "EC Service Management" or "$NAME$ - EC Service Management" and associate it to the model. ($NAME$ will be replaced by the title the Space created)
  3. when you create a new Collaborative Space from this template, an additional group "My Space - EC Service Management" should be created
  4. repeat these steps if you need to delegate other rights

 

Usage analysis (Analytics)

The Collaborative Spaces plugin provides new metrics for usage analysis.

Typology

This metric indicates the distribution of collaborative spaces according to their typology (project space, departmental, communities, ...). These are averages over the analyzed period.

The typology is a dedicated category branch in which the collaborative spaces are classified.

Access Policy

Collaborative spaces can be declared as public (contents visible to all), private (known to all but contents reserved to the registered members) or secret (known only to the registered members).

This metric indicates the distribution of collaborative spaces according to their access policy (public, private, secret). These are averages over the analyzed period.

Members

This metric establishes the ranking of collaborative spaces according to the number of registered users. The number of registrants is the average of the number of members of the space over the period analyzed.

Contribution rate

This metric establishes the ranking of the Collaborative Spaces according to the number of contributions. A contribution corresponds to a posting (creation, update or deletion) on a publicationof the Collaborative Space

 

Customization & limits

The customization of the style of collaborative spaces must be very limited.

There is a known limit on the use of a Portlet inheriting from AbstractCollection as a "child" of a Collaborative Space Portlet. Indeed, the drag&drop of a space service causes a side effect on the settings (threads and references) of the other collection portlet.
Also, you should not use an AbstractCollection Portlet as a child of a Collaborative Spaces Portlet.


FAQ

1. How to migrate to version 7.3?

To be taken into account :

  • CSP-539: the wfcssignup.xml has been modified: the outgoing action warn the authorto the submitted state action has been removed. Check the application of this change on an existing site (possibility that the new workflow is not deployed according to the deployment scripts used).

To be checked according to your specific developments:

  • CSP-561: the style of the EC cards have changed => check their rendering in your site.
  • CSP-561: the Co. Space map has been updated: the description is displayed on the back of the map, so the map must have a fixed height. Check the correct rendering of the EC maps if you use them in a custom GUI.
  • CSP-588: it is now forbidden to multi-categorize an EC (outside the EC root and the typology branch), you must now use an extraDataMap.

 

CSS : Repetition of the header background image

This behavior has been the subject of several inconsistencies (between display and preview) in previous versions.

The historical behavior is restored, the image is repeated again in display and preview (CSP-568).

Check that images of existing spaces are displayed as expected.

2. How to migrate to version 7.0?

Following the implementation of Favorites spaces in JPlatform, the CSP CSFavoriteComparator.java class has been removed.
Replace calls to the (deleted CSFavoriteComparator ) class by the (CSP-427) classWorkspace.FavoriteComparator

 

Enrichment of the choice of colors (CSP-480)

The new color palette of JPlatform 10 is added to the 7 CSP colors.

The old color keys (fields CollaborativeSpace.theme and properties jcmsplugin.collaborativespace.look.theme.*) have been renamed (a "cs-" prefix has been added).

 

In 7.0, the color code of spaces (*) will be slightly modified to use the equivalent core color code.

* Among these 7 colors, the grey CSP identifier has no equivalent.

To avoid the following error:

you have to replace the Portlet CollaborativeSpacetheme greywith cs-grey.

To identify these spacesgrep "<generated.Coll" | grep theme="\"grey\"" store.xml

To update these spaces sed -r 's/^(<generated.CollaborativeSpace .*theme=\")(grey)\"/\1cs-grey\"/gim' store.xml > store2.xml

 

Other changes :

  • the sidebar of a co space layout is deprecated. The generated model has been updated so that it is no longer proposed by default (See https://issues.jalios.com/browse/CSP-484)
  • the PortletMenu of the model is no longer generated (See https://issues.jalios.com/browse/CSP-487)
  • the interface for setting the front of a co space has been reworked. The Layout section has been merged with the Cover section
    • the choice of the space color now offers part of the JPlatform 10 color palette (See https://issues.jalios.com/browse/CSP-480)
    • the PortletImage field of the space is now editable in Front. It allows you to choose a particular image to use in the Card rendering of a space (See the Space Directory).
  • A guest account cannot be administrator of a space (See https://issues.jalios.com/browse/CSP-414)
3. How to migrate to version 6.4?

If you were using a version prior to 6.4 and wish to upgrade to version 6.4 or higher, please read the following carefully.

If, in addition, you upgraded directly to 6.4 without going through 6.3, also apply the procedure How do I migrate to 6.3?

Default properties value

If your application does not have the patch JCMS-5326, you will have to define the default values of the following properties in your (to custom.prop avoid the JCMS-5326 bug) (See CSP-254):

$id.CSRequest.formAuthor: j_2
$id.CSRequest.workspace: j_4

If necessary, you may encounter this warning in the logs:

... [CreateSpaceHandler] - formAuthor is not a valid Member. Please check property "$id.CSRequest.formAuthor"

Subscription to a collaborative space

This version brings a new feature: the subscription to a Collaborative Space. (See CSP-373)

CSP-373 - follow button

Follow a collaborative space

The portlet Espace Collaboratif has a new field "Subscriber group". When this group is defined, members can subscribe to the space (from the metadata in Front). They will then receive by email the new contents created in this space, once a day (can be modified by setting the notification on the group of subscribers).

To offer the subscription in an existing environment (i.e. with one or more templates and spaces created before version 6.4), you will need :

  1. initialize the group of subscribers on your model(s) (in order to propose the subscription in future spaces)
  2. (optional) initialize the subscriber group for existing spaces. To do this, a JSP is provided as an attachment to the JIRA issue.

Update of pstatus

In order to benefit from a better rendering of registration requests and requests to open a Collaborative Space, the initial pstatus of the CSRequest and CSSignupRequest form types have evolved from -200 to (to -201 become a "visible state").

The module will perform an automatic migration at the 1st startup if it finds instances of these forms in the old pstatus.

For more information, see :

Login for a guest account

From this version on (and CSP-386), the login of a new guest will be his email address. Thus, it is easier for this person to memorize his login.

It is however possible to define your own way to generate the login of a guest account. (See CSP-387)

4. How to migrate to version 6.3?

Process :

  • read CSP-353
  • download the .sql file for your DataBase (MySQL, Oracle, or Derby)
  • follow description in FIX field in CSP-353 issue
    • dont forget to note and restore the setup of 2 guest form types in the requests storage workspace

This process will alter existing tables for guest accounts, in order to prevent database index naming conflicts.

5. How to customize the login used by a guest account?

Since version 6.4 and later CSP-387, it is possible to define how the login / ID of a new guest account is calculated.

Since this version, by default, the module defines the login of a guest account as its email address.

It is however possible to define its own way to calculate a new login. To do so, you need :

  1. create a class that implements the interface MemberLoginBuilder
  2. define this class by overloading the property whose key is GuestAccountsConstants.GUEST_LOGIN_BUILDER_CLAZZ

Example of custom implementation:

package com.foo.bar; 

public class CustomLoginBuilder implements MemberLoginBuilder() { 
  /** 
   * @see com.jalios.jcmsplugin.collaborativespace.MemberLoginBuilder#buildLogin(com.jalios.jcms.Member) 
   */ 
  @Override 
  public String buildLogin(Member guest) { 
    return guest.getFirstName() + "." + guest.getName(); 
  } 
}

Associated definition in the custom.prop :

jcmsplugin.collaborativespace.guestaccounts.login-builder.clazz: com.foo.bar.CustomLoginBuilder

The custom builder will be in charge of returning a unique login (See

channel.getMemberFromLogin(String login)

6. How to present a list of collaborative spaces?

Goal

  • promote collaborative spaces
  • facilitate the user's navigation towards his spaces or other spaces to which he does not yet belong

There are several ways to list collaborative spaces.

Portlet My Collaborative Spaces

csp5-myCollaborativeSpacePortlet-mySpaces

This is a type of dedicated portlet provided by the CSP module. This portlet lists the collaborative spaces that the current user has the right to see. If the user is authenticated, it has two tabs :

  1. spaces to which the member belongs
  2. other spaces to which it does not belong

This portlet must be inserted in an existing portal.

If the notion of typology is used, it allows to filter the list of spaces on a typology.

This portlet also offers an alternative template to list the subspaces of a collaborative space. This template only makes sense if the portlet is presented within a collaborative space.

csp5-myCollaborativeSpacePortlet-subSpaces

Collaborative Space Suggestion Portlet

The CSP module provides the portlet type Collaborative Space Suggestion Portlet (PortletCollaborativeSpaceSuggestion). This portlet lists the spaces visible by the current member, to which he does not yet belong, and for which he has the possibility to register.

Spaces are sorted by affinity. Affinity is based on the number of members of its network who already participate in these spaces.

The user has the possibility to hide a suggestion, and to restore hidden suggestions.

List of spaces by typology

If you use the concept of typology (co. space categorization), it is possible to list spaces by typology.

To do this, you have to:

  • create a path JSP portlet plugins/CollaborativeSpacePlugin/jsp/doCSTypologyList.jsp
  • include this portlet in an existing portal

A PortletNavigation listing the typologies can thus be proposed, and a click on it will return to the list of collaborative spaces corresponding to this typology.

For that:

  • have a portal dedicated to displaying collaborative spaces by typology
    • whose Selection portlet includes the JSP portlet created previously
  • connect the portal to the parent category of the typology categories
  • have a navigation portlet that lists the typologies

An example of this behavior can be seen on cette page the Agora demo. The collaborative spaces listed are those using the Projects typology.

7. How to duplicate a model collaborative space?

Goal

  • Start from an existing space model, to make a model adapted to your use.
  • Create as many different templates as you use

Note: the CSP module comes with a default configured template. This template is initialized the first time the module is started.

Procedure

To duplicate a Collaborative Space Model :

  • You must first create a Collaborative Space on the Model to duplicate
  • Then in Administration Space / Workspace, edit the Workspace (created at the same time and with the same name as the Co Space) to make a Model Space.
  • rename the template category to include "$NAME$" in its name
  • finally rename the groups in the space to include "$NAME$" in their names
8. Is it possible to use a customized workflow for space requests?

Since versions 6.6 and 7.0 (CSP-469), you can use a custom workflow on the CSRequest type.
The only constraint is that the target state for accepting the request and triggering the creation of the space must be 60.

Information

Version
  • 7.4
Stability
  • Stable
Compatibility
  • JPlatform 10 SP3
    JPlatform 10 SP4
Certified by Jalios
  • Yes
Price
  • Paid Plugin
Support
  • Jalios Support
Author
  • Jalios SA
License
  • Jalios
Size
  • 2.08 MB
Updated
  • 9/2/20
Download
  • 109