user guide v1 2012

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Real Solutions For Real Internal Communication Problems

SnapComms User Guide

Table of Contents

A. LOGGING INTO THE SNAPCOMMS CONTENT MANAGER 2

B. SETTING UP USERS 3

C. CREATING FOLDERS FOR CONTENT 4D. CREATING COMMUNICATIONS USING THE SNAPCOMMS TOOLS 5

E. CREATE DESKTOPALERT 6

E1. Target Dates 7

E2. Target Users 7

E3. Advanced 8

E4. Assett Details (optional) 8

E5. Publish 8

F. CREATE REGISTRATIONALERT 9

G. CREATE RSVPINVITE 13

H. CREATE SCREENSAVER 15

H1. Simple Image Screensaver 15

H2.PowerPoint Screensaver 17

H3. Countdown Screensaver 19

H4. Screensaver with Ticker 20

H5. Flash Screensaver 21

H6. Design a Screensaver 22

I. CREATE SCROLLING TICKER BAR 23

I1. Single Headline Ticker 23

I2. Multiple Headline Ticker 24J. CREATE SCROLLING RSSNEWSFEED 25

K. CREATE QUIZZ 26

L. CREATE SURVEY 29

M. CREATE SNAPMAGASSET 32

M1. Administrators View 32

M2. Editors View 36M3. Author View 38

N. CREATE BLOG 40

O. REPORTING 44

O1. Global Reports 44

O2. Reports for Individual Content 45

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A. Logging into the SnapComms Content Manager

Go towww.SnapComms.comand click the Content Manager Login link.

For locally hosted solutions visit your login page.

Enter your user name and password:
http://www.snapcomms.com/http://www.snapcomms.com/http://www.snapcomms.com/http://www.snapcomms.com/

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B. Setting up users

Select the User Management folder from thedirectory tree.

Select the type of users that you want to set up:

TheAdmini str ator sview allows you to:

Manage your administrators

Create new administrators

Assign permissions

The Users & Machinesview is for the management of target users andallows you to:

View user details

Make users active or inactive

The Groupsview is for management of target groups and allows you to:

Create new groups

Change existing groups

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C. Creating folders for content

Select Company Folders from the navigation tree

Click on the Create folder button at the bottom on the page

Enter a name and description (optional), then save the folder

To create multiple levels of subfolders (to organise content) click the desired content folder, then click Create sub-folder

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D. Creating Communications using the SnapComms tools

From the content folder, select Create (bottom of the page):

The select the channel you require:

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E. Create Desktop Alert

From the create asset page, select the Desktop Alert icon

Enter a name and description (optional) for the desktop alert

Select a template and click Create

Enter the title and body text

Format the text, add images and add hyperlinks as required

Click Save before moving to next tab

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E1. Target Dates (opt ional):

This tab allows administrators to set target date and time periods that define when content

will be displayed to users and when the content will expire.

Make the desired changes to any or all of the following:

Start date and time:

Published content will not be displayed to users until the time specified. (This is a usefuloption if you have workers who may be offline at the display time required).

End date and time:

This is a useful option for managing content. Specifying an end time is recommended (for

content management and to prevent new users or people who have been away receivingout of date content). (Also removes content from Message History.)

Display time of the day: By deferring display until, for example, 10am, users will receive messages once they have started up their machines and clearedtheir backlog. Hence the message is likely to have a higher cut-through.

Click Save Changes.

E2. Target Users

Select the users and/or groups that you want toreceive the content

Click Save

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E3. Advanced

This tab allows further customization of the Message.

Make desired changes to any or all following:

Recurrences

Message history option

Pop-up alert type

Time to display the Alert pop-up

Main message window size and position

Click Save Changes

E4. Asset Details (opti onal)

(This allows you to rename the asset / popup title)

Hyperlink details for the Desktop Alert are available here (once theAlert has been previewed or published). This allows the mainmessage window to be displayed when a user clicks a hyperlink(e.g. from the intranet).

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E5. Publish

Return to the Content tab

Select Preview or Publish

F. Create Registration Alert From a content folder select Create and then the Registration

Alert icon

Add details Name & Description

Select a template

Add ing Quest ion s:

Click Add question

Select the question type (multiple-choice, multiple-selection,freeform)

Enter the question in the text box

Select Compulsory option if required

Click Save Question

For multiple choice questions, click Add an Option to add an

answer option.

If the Group Name is different the Response Option the re-name

it accordingly.

Then click Save Question

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Editing, deleting, duplicating and reordering questions:

Click a question to edit it.

Check the boxed beside the question to duplicate, delete, or move the question.

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Behaviour options:

Single response option

Retain responses after they have been submitted.

Remove message from message history upon completion

option

Recurrence of unanswered quizzes

Score and result table option

Confidentiality option

Formatting options:

Show title in the pop up window

Title position

Show question number

Instructions:

Enter any quiz instructions here

Header image:

Browse and upload an optional header image

Terms and Conditions:

Specify terms and conditions if required

Target dates(refer to E1)

Target users(refer to E2)

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Publish

Return to the Details tab to publish the message.

Results:

Once Employees have submitted responses this will

automatically place them into the groups they have

chosen.

In the Reports folder you can access the results of your

Registration Alert under RegAlert Results.

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Under the Target Users Tab you can access a tab named Groups where you can see the groups you have created and the number of employees in

each group.

This enables administrators to select groups relevant to a particular alert (when an asset is being created) in the target users tab.

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G. Create RSVP Invite

From a content folder, select the RSVP Invite icon

Enter a name and description

Select a template

Click the Create button

In the RSVP Event Details tab:

Enter the event details in the body text box

Enter the message text for Outlook appointment

Add time and locations (click add to create a series oftimes and locations)

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In the RSVP questions page:

Click Add Question

Specify the required question type

Enter the question details

Check or uncheck the compulsory box

Click Save Question

Click Preview to view the RSVP Invite

Set Target Dates

(Refer to E1)

Set Target Users

(Refer to E2)

Adv anced tab

(Refer to E3)

Ass et Detai ls

(Refer to E4)

Publish

Return to the Event Details tab to publish the RSVPInvite.

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H. Create Screensaver

From a content folder, select the Screensaver icon

Select the screensaver type that you require.

H1. Simple image screensaver

Enter a name and description and select the Simple Image Screensaver icon

Click on the Create button

Click on Browse to upload the image file (.png, .jpg,.gif)

Enter an optional URL link (activated if the user clicksthe screensaver)

To add a message box (optional), check Use Messagebox and enter the body text

Click Save

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Set the target dates

(Refer to E1)

Set target users

(Refer to E2)

Ass et det ails

(Refer to E4)

Publish


Adv ance sett ing s(optional)

Set time to display the screensaver

Select the exit behaviour

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H2. Upload Powerpoin t


Select the PowerPoint Screensaver icon

Browse to upload the PowerPoint file (single slide, *.mht file)

Click Save

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Set the target dates

(Refer to E1)

Set target users

(Refer to E2)

Ass et det ails

(Refer to E4)

Publish


Adv ance sett ing s(optional)

Set the time to display the screensaver

Select the exit behaviour

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H3. Countdown Screen Saver

From the content folder, select the Countdown Screensaver icon and click Create


Before Zero Image this is the image displayed before the countdown reaches zero

Browse to upload the image

Enter an optional URL (activated if the user clicks the screensaver image)

Aft er Zero Image this is the image displayed after the countdown reaches zero

Click browse to upload the image (if an after zero image is not loaded, the beforeimage will continue to be displayed)

Enter a URL (optional)

Enter the target event date and time

Change the clock format if desired

Enter any descriptive text (optional)

Select show descriptive text option

Enter and format the descriptive text

Set Target Datesif required ( refer to E1)

Set Target Users(refer to E2)

Publish- Return to the Details tab to publish the message.

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H4. Screen Saver with Ticker

From a content folder, enter a name and description and select the Screensaver

with Ticker icon

Select the type of media to be used:

Image:

Click browse to upload the image

Select the scaling mode

Flash:

Click browse to upload the flash file

Video:

Enter the URL to the video

Specify whether to stretch video to size of playback area

Enable mute at start audio options as required

Scrolling Ticker Area:

Select whether to create your own headlines or display headlines from an RSS feed

Create your ow n headlines by:

Entering the headline title

Entering a hyperlink associated with it.

OrDisplay headlines from RSS feed:

Enter the feed URL

Select the feed download options

Bottom Media Area:

Up load the desired media type

Click Save

Set target datesand target users(refer to E1 and D2)

Previewand / or publishthe screensaver

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H5. Flash Screen Saver

From a content folder, enter a name and description and select the FlashScreensaver template


Browse to upload the Flash file

Choose the required flash animation options

Save changes

Set target dates and target users

(Refer to E1 and E2)

Ass ets d etail s

(Refer to E4)

Click Save

Publish

Return to the Details tab to publish the message

The Advanced taballows you to:

Select time to display screensaver Select exit behaviour

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H6. Design a Screensaver

Enter a name and description and select the Design a Screensaver icon


The design options available are:

Background image

1. Click the background image button2. Select image scaling mode3. Click Ok

Add text boxes 1. Select the text box button2. Click and drag the text box to the desired position and size3. Format the text as required

Add pictures

1. Select the add picture button2. Click and drag the drawing canvas to define the position3. Click Browse to upload image4. Click Ok

Screen settings (For non standard screen sizes)1. Select the screen settings button2. Select the screen size3. Select the background colour4. Select the scaling mode5. Click OK

Click Save when the design is completed.

Set target dates and target users(refer to E1 and E2)

Publish

Return to the Details tab to publish themessage.

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I. Create Scrolling Ticker Bar

Enter a name and description and select the Ticker icon Choose a template

Click Create

I1. Single Headline option :

Enter the headline

Browse to upload an optional image

Select the ticker options:

Headline onl y(only the headline is displayed in ticker).

Headline w ith URL(The headline activates a URL when clicked)

Headline with message window(The headline activates a messagewindow when clicked)

Enter the body text for the message window

Add any additional hyperlinks for more information.



Publish


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I.2 Multip le headline ticker

Display options:

Flag New Headlines this option places aNew icon next to new headlines displayed inthe ticker

Retractable ti cker- Leaves unread tickers on

the users screen in a retracted mode

Dismiss when closed this option preventsrecurrence of the ticker if it has been closed bythe user (regardless of whether any headlinehyperlinks have been clicked)

Collapse upon Read If any headline is clicked the ticker will collapse

Category Separator Type and format separator text which will separate categories

Headline Separator- Type and format separator text which will separates headlines

Click Add Headlineto add a newheadline:

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J. Create Scrolli ng RSS Feed

From a content folder, enter a name and description

and select the RSS news feed icon Select the feed type required

Link to an existing RSS feed:

Copy and paste the RSS link from a website

Create your own RSS Feed:

Click Add New Headline

Enter the title

Specify a hyerlink associated with the headline

Enter any description (this will be displayed in the feedhistory window only)

Save changes

To load a header image, select the Header Image taband browse to upload the header image (this imagewill displayed just before the headline)

Save changes



Publish


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K. Create Quiz From a content folder enter a name and description and select the Quiz

icon

Select a template

Add ing Quest ion s:

Click Add Question

Select the question type


Select Compulsory option if required

Click Save Question

For multiple choice questions, click Add an Option to add an answeroption. Indicate the correct answer using the radio button

Then click Save Question

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Editing, deleting, duplicating and reordering questions:

Click a Question to edit it

Check the box beside a question to duplicate, delete ormove the question

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Behaviour options:

Single response option


Remove message from message history upon completionoption


Score and result table option


Formatting options:

Show title in the pop up window

Title position

Show question number

Instructions:

Enter any quiz instructions here

Header image:

Browse and upload an optional header image

Terms and Conditions:

Specify terms and conditions if required



Publish


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L. Create Survey

From a content folder, enter a name and description andselect the Survey icon

Select a template

Click Add Question

Select the question type


Select the compulsory option if required

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To edit a question, click the blue link

To rearrange the questions, duplicate or delete questions, check the box and use the buttons at the bottom

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Survey Options

Select the behaviour options


Remove message from Message History upon completion option



Score title option

Select the Formatting Options

Enter any instructions

Browse to upload a header image if required

Select terms and condition options

Save changes

Set the target dates(refer to E1)

Set target users(refer to E2)

Publish


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M. Create SnapMag Asset

From a content folder, select the Magazine



M1. Administrator view

Details t ab:

Select a magazine template

Enter the magazine header text (this will be displayed in the newsfeedfor a standard publish)

Select the time of day for optional auto publish settings

Select the publishing days the magazine is to auto publish on

Choose whether a New icon will appear next to new items in the magazine

To set up or changemagazine layout,headings and articledefinitions



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Aut hor Subm issio n tab :

Specify a cut off time for users to submit articles on the day of auto-publish

Specify how long an article can remain in the magazine

Specify whether articles should be approved by an editor before being added to the magazine

Specify if article submission should be restricted to just those with access to the SnapComms content manager

Specify whether an Add New Articles hyperlink (for users to add new articles to the magazine) should be displayed in the magazine

Section Headings tab:

To add a section heading, click Add Section Heading

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Adv anced tab (opt ional)

The Advanced setting tab allows the administrator to:

Allow HTML formatting if desired

Change the limit to the length of the article

Decide whether the magazine title or all of the articletitles should display in the scrolling t icker

Publish the magazine in silent mode. This means theticker will not scroll (Ideal for minor corrections and

updates to the magazine)

Hyperlinks links associated with the SnapMag. Thisallows the magazine or article input view to be displayedto the user upon clicking a hyperlink (e.g. from theintranet)

Publish the magazine to the web. This allows themagazine to be displayed to users who do not have aSnap client on their device (e.g. Mac or mobile users).

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M2. Editor view

The Editor view allows you to:

View, edit and approve articlesthat have been submitted

View, edit and approve articlesthat will be published into thenext edition

View or withdraw articles

currently published

View articles which will bewithdrawn or expire prior to thenext edition

View archived articles

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Re-ordering artic les:

First, select the section to work with

Reorder articles as shown:

Publishing the magazine:

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M3. Author view

This view allows articles to be submitted to the magazine by users. It can be accessed from the content manager and, if enabled, from the Add new Item link

within the published magazine. It can also be accessed from the users Snap message history window.

To add an article:

Click on Create Article

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Select a Section Heading from theavailable options

Enter the article heading

Cut and paste or type your article inthe text box

Paste from Word option

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N. Create Blog

From a content folder, select the blog tool/ Q&A/

forum/ helpdesk icon from asset menu and clickCreate


Select the archive date (this is optional and usedfor short term forums e.g. event follow up)

Select the authors authorities

Select the anonymous mode required

Select the moderation mode required

Select the code of conduct (if there is a code ofconduct on the intranet, or network enter the

URL link to it)

Save changes

Proceed to set up the subsequent tabs NB)A forum / blog/helpdesk / Q&A becomesavailable to targeted usersas soon as this box is check.Recommendation, activatethe forum when all of thesettings have been applied.

NB)A forum / blog/helpdesk / Q&A becomesavailable to targeted usersas soon as this box is check.

Recommendation, activatethe forum when all of thesettings have been applied.

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Setting permissions

Select the permissions tab

Set permissions for users or user groups (authors, readers, commenters)

Setting notifications

Select the notifications tab

Choose whether to enable tickernotification option when there isa new post or comment

Select ticker recurrence options

Select a ticker template

Click Save when completed

Add ing Tags:

Select the tags tab

Add tags by typing a tag and clickSave

Edit any tags by double clicking on it

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Setting the Default Display:

Select this option to customise

the default display settingsCustomise the page

background here

Customise the left hand

sidebar here

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O. Reporting

O1. Global Reports

Select the reports option near the

bottom of the folder tree

Two types of reports are available here:

Overall content report

Interactive channel reports

Overall content reports:

Select the time period for the report:

View the content report

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O2. Reports for Individual Content

Click a campaign folder and select the Reports option within it

Content Display Report:

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Elemental click through report:

Click on Elemental Click-throughs and drill down to the data required:

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Quiz / Survey and RSVP reporting:

Click on a results field and drill down to the data required:

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Interactive channel reporting (blog, forum,Q&A, Helpdesk):

Click on a results field and drill down to the datarequired:

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