Help

Managing Engagements

Administrators can use a variety of features and functions to design and organize the different engagements. While desining engagements, administrators can create and review content collaboratively without exposing it to the public. Content in draft mode—also referred to as unpublished—is visible by administrators, editors and reviewers.

Collections

Administrators can group Engagement Initiatives into Collections. Collections can be used to make certain Engagement Initiatives available to certain audiences (roles). Unless a Collection is public, only Participant with the roles that are granted to access the Collection will be able to see it. This access restriction policy applies to content shown on-screen, returned via search, incldued in RSS feeds and the site map.

Engagement Initiatives

Administrators can organize engagement activities into groups called Engagement Initiatives. These initiatives can contain any number of activities. Engagement initiatives can belong to collections or be standalone. Collections that are open for participation are listed under the "Current" tab of the Participation Opportunities page, while those that are archived are listed under the "Previous" tab.

Creating an Engagement Initiative

Go to the Engagement Initiatives List interface and click “Add term”. Fill out the template and click “Save”

Engagement Initiative Descriptions

Administrators can describe the Engagement Initiatives by adding a description and a summary. The description text is shown on the Engagement Initiative page, which the summary is displayed on the list of Engagement Initiatives shown in the Participation Opportunities page.

Editing an Engagement Initiative

Go to the Engagement Initiatives List interface and click the “edit” link next to the initiative you wish to edit.

Translating an Engagement Initiative

Go to the Translate Interface, search for the engagement initiatve label and description (separately) to translate.

Opening and Closing Engagement Initiatives

  1. Edit the Engagement Initiative
  2. Set the Status to Open or Closed and click "Save"

Deleting an Engagement Initiative

  1. Edit the initiative you wish to remove
  2. Click “Delete” and confirm your intent

Ordering Activities in an Engagement Initiative

Administrators can choose to display cards based on several ordering criteria. Sorting options include:

  • Ranking (Default Order). Discretionary order defined by administrator.
  • Date. Reverse chronological order.
  • Relevance. Matching the authenticated user’s interests.
  • Popularity. The number of comments and submissions generated by the activity.
  • Distance. proximity in relation to the authenticated user’s FSA 
  • Alphabetically. 0-9-A-Z

When sorting by ranking, adminisrtators can use drag and drop to order the cards.

Sticky Posts

Posts marked as “Sticky at top of lists” always show first and are ordered by ranking.

Assigning Moderators to Engagement Initiatives

Administrators can assign users with roles moderator or administrator to moderate user comments made on Forum Posts that belong to the Engagement Initiative. Assigned moderators are notified of new comments awaiting approval. This notification is not sent if commenter is allowed to skip comment moderation.

Engagement Activities

Forum Posts

Forum posts enable the Administrator to publish content on which participants can provide comments. Forum Posts are created using the Create Forum post screen. To edit or to delete a forum post, visit the Post page and click on the Edit tab. Use the template to edit the post and click the “Save” button to save your changes, or simply click on the “Delete” button to delete the post.

Questionnaires, Surveys and Forms

76engage provides Administrators with the capability to design forms using a variety of fields. Each form is comprised of two components: the actual form and the page that contains it.

Creating a Form

To create a form, go to the Create Questionnaire screen to create the container page. Once the container page is created, click the Webform tab to add fields to the form. The following is a list of available fields:

  • Date and time: Collects date information. Engagement managers can choose to default to the participant’s or the site’s time zone. Participants use an easy to use calendar date picker to select a date that includes day, month and year. Time options may be limited to a start and end time (earliest and latest), can be collected in 12 (am/pm) or 24-hour format and minute increments include 1 minute, 5, 10, 15 or 30 minutes.
  • E-mail: Collects one or more email addresses. Email address format validation is performed on submission.
  • File: Allows participants to upload files. Engagement managers can determine maximum file size, allowed file extensions.
  • Grid/Likert Scale: Presents participants with a list of factors they can rate using a sliding scale.
  • Number: Collects numbers. Engagement managers can choose the format (integer or decimal), a minimum and a maximum allowed value and increment steps (i.e. a step of 5 would allow values 5, 10, 15, etc.) Participants can be presented with a text field or a list of selections. The field can be prefixed ($, #, etc.) or post fixed (lb, %, etc.)
  • Select options: Multiple choice question. Engagement managers can choose to collect single or multiple options. The tool provides pre-built option lists for days of the week, countries, provinces and states. The order in which options are displayed can be randomized.
  • Text: Collects free-form, single or multiline text entries from participants. Engagement managers can allow plain text or formatted submissions.
Laying out Fields

Fields can be arranged into sections (i.e. Personal Information, Business Information, etc.) and reordered using drag & drop.

Nested Grids

Grid components can be used to display multiple field types in the form of a table by using the concept of nested grids.

  1. Create a grid component as you would normally, filling out the options field with your list of options (column headers) but leaving the questions field empty.
  2. Add additional components of any type indented directly underneath the grid component. Place the field underneath the grid coponent and indent it before clicking Add.
    • For select options components, the options field will be prefilled with the options set in the grid component.
Multipage forms

Forms can be broken out into multiple pages. Multipage forms display a progress bar, showing participants where they are and what to expect as they move through the form. The progress bar may show number of completed pages (i.e. Page 1 of 4), percentage completed (i.e. 10%) or stage names (i.e. Personal Information, Business Information, etc.) As participants complete the form, they may opt to save a draft and continue with their submission at a later date. Multipage forms also automatically save drafts between pages allowing participants to go back to edit information entered in previous pages.

Conditionals

Engagement managers may opt to create conditions whereby components, sections or form pages may be shown or hidden based on the value of other components.

End Pages

End pages are shown to participants after they submit a form. End pages can be configured in the Form Settings section found under the Webform tab. The following options are available:

  • Redirect to a new page with a custom confirmation message
  • Redirect to another website
  • Redirect to another page within 76engage
  • Reload the current page
Participation Restrictions

Participants can be allowed to submit multiple submissions or a set number of submissions. To access the options for this policy, go to the Questionnaire, click on Webform and click on Form Settings. Then look for the "Per user submission limit" options, update the policy and click Save configuration at the bottom of the page.

Results

By default, users can see the results of all other submissions by clicking on the See what others thought link. To disable this functionality, go to the Questionnaire, click on Webform and click on Form Settings. Then look for the "Webform Chart Back-end" options, select "None" under "Select Back-end" and click Save configuration at the bottom of the page.

Translating Questionnaire Title and Content

To translate the title and body content for a questionnaire:

  1. Click on the "Translate" tab while viewing/editing a Questionnaire
  2. Click the "add" link for the language you would like to translate to
  3. Translate the title and body content and click "Save"
Translating Questionnaire Questions
  1. Click on the "Webform" tab while viewing/editing a Questionnaire
  2. Click on the "Form Settings" tab
  3. Under "ShowLocalization by String Translation", select "Expose webform component strings suitable for translation." and click "Save configuration"
  4. Go to the "Strings" tab of the translate interface
  5. Select "Webform Localization" and click "Refresh strings"
  6. Go to the translate interface
  7. Use the search interface to search for your choices (the search is case sensitive)
  8. Click 'edit' for the text you would like to translate
  9. Add the translated text in the input box provided and click 'Save translations'

Polls

Polls allow participants to answer a single question by voting for one of the available provided answers. Polls are created using the Create Poll interface.

Translating Polls

To translate polls:

  1. Click on the "Translate" tab while viewing/editing a Poll
  2. Click the "add" link for the language you would like to translate to
  3. Translate the title (Note: The choices can not be tranlsated through this interface)

To translate poll choices:

  1. View the Poll in the language you would like to translate to
  2. Go to the translate interface
  3. Use the search interface to search for your choices (the search is case sensitive)
  4. Click 'edit' for the text you would like to translate
  5. Add the translated text in the input box provided and click 'Save translations'

Private Feedback

Pages

Information pages are used to provide information to users and can contain text, images and embedded media. To create an information page, use the Create Basic page interface.

Layouts

Editors can choose from two layouts: “Full width” and “Content + side bar”.

Widgets

Editors can add widgets to a page and rearrange them using drag and drop. Re-arranged widgets persist after Editor saves changes. The following widgets are available:

  • Recent Activity. A widget showing the latest five (5) user submissions including comments, webform submissions and poll votes. Each submission contains a link to the post in which the submisison was posted as well as the time in which the submission was made. The widget excludes comments awaiting moderation, unpublished and deleted comments, and submissions made via the Private Feedback and the Contact Form.
  • Current Participation Opportunities. A widget showing Engagement Initiatives that are active are listed in the Current Participation Opportinities widget. A link to archived initiatives is also provided from within this widget.
  • Private Feedback. A widget providing a link to supply feedback privately.
  • Content Near Me. A widget showing a side bar widget (only shown to authenticated users) listing the top five (5) activities sorted by geographic proximity to the authenticated user’s FSA.
  • Social sharings buttons. A widget  showing 2 social sharings buttons (Facebook and Twitter)
    • To Add/Remove the buttons from all Questionnaires:
    • To Add/Remove the buttons from all Basic Page:
    • To Add/Remove the buttons from all Forum Posts:
    • To Remove the buttons from a single Basic Page (While on the Page):
      • Click the "Customize this page" button at the very bottom of the page 
      • Click on the button you want to remove and then click on the delete icon  
    • To Add the buttons from a single Basic Page (While on the Page)
      • Click the "Customize this page" button at the very bottom of the page 
      • Click on the "Add a new pane" icon 
      • Choose "Miscellaneaous" and then click on minimal share
      • Click on Finish to save it

Designing pages with drag and drop

Editors can design pages by placing widgets into the page layout using a drag-and-drop interface. Elements can be rearranged while viewing the page, getting an accurate representation of how the page will look once it is published. Editors can also re-arrange cards on Engagement Initiative pages.

Adding media

Any number of images and videos can be added to a post by using the WYSIWYG editor in the Create or Edit screens. In addition to these inline assets, a featured image or video can be defined for each post. Featured images and videos are displayed at the top of the post and are used in the card view of the post on the project page. To add a featured image, upload the image into the Featured Image field. To use a video as the featured image, specify the video URL in the the iFrame URL field.

Image galleries

Editors can create galleries that display images together on a single page. When adding multiple images to a single page, the images are displayed using an image gallery widget.

Cloning Content

To clone a page of any type:

  1. Click on the "Clone content" button when viewing the page
  2. When prompted to continue, click "clone"
  3. You will now be editing a new page with the exact same configuration as the one you just cloned

Moderating Participant Submissions

Comment moderation policy can be configured to require approval of submissions before they go live, or to allow submissions to go live without moderation. Some of the functionality described below assumes that the policy is set to requiring the pre-screening of submissions.

Comment Moderation

Comments can be reviewed in the Comments interface. From this interface, administrators can review each comment, approve and reject, and delete comments.

Reviewing Comments Flagged as Inappropriate

Users have the ability to flag offensive comments as inappropriate. Flagged comments can be reviewed in the Reported Comments interface.

Comments Character Limits

Administrators can configure the maximum number of characters allowed in user comments. The number of remaining characters is shown near the comment input box, telling participants how many characters they have left in their submission. To prevent submissions that exceed the limit, the comment submit button becomes disabled as the limit is exceeded.

You can choose the roles that are allowed to bypass the limit. To do so, go to the Permissions interface and choose the roles that should be allowed to Bypass maxlength setting and save your changes.

Automatic Profanity Filter

The system automatically filters out offensive words submitted by participants. Filtered words may be added or removed by administrators at any time. Filtered words are replaced with a replacement characters (i.e. “----“). Filtered words may be added or removed by administrators using the Offensive Word List Management interface. Note that this interface contains language that may be offensive to some users.

Keyword Alerts

Administrators can define keywords that will trigger email notifications. When a participant submits text that includes a predefined keyword, an email is sent to administrators nd moderators alerting them of the submission. Keywords can be configured using the Keyword Alert Configuration interface. Note that keywords are case-sensitive and RegEx will have to be used to match patterns.

Questionnaire Submission Moderation

Configuring moderator notifications

To configure moderator notifications:

  1. Go to the list of forms
  2. Click on the Components link for the form you want to set up notifications for
  3. Click on the E-mails sub tab
  4. Add the email address to be notified, click the "Add" button
  5. Click the "Save e-mail settings" button on the next page

Reviewing participant submissions

To review submissions go to the list of forms and click on the Submissions link that correspond to the form for which you want to review the submissions.

Answering User Questions

Participants have the ability to ask questions. Administrators can then choose to answer the question publicly or privately. When answering questions publicly, the question and answer are listed in the Questions and Answers page. When answering privately, answers can be sent directly via email to the asking participant.

Answering Publicly

When a participant asks a question, an email notification is sent to the administrator with a link to the question screen. On that screen, administrators can supply an answer and organize the question into one or more engagement initiatives. Once the answer is published, both the question and answer will be listed in the Questions and Asnwers page.

Answering Privately

To answer privately, administrrators can choose to simply supply the answer via email to the asking participant. The participant's email address can be accessed by editing the participant account.

Managing Users

Creating Users

  1. Fill out the Account Creation form
  2. Edit the newly created account, click on the "Personal" tab and fill out the additional information

Editing Users

In the People screen, click the "Edit" link for the account you wish to edit.

Deleting Users

  1. Edit the account you wish to delete
  2. Click on the “Cancel account” button
  3. Choose the method for handling content that the user may have generated
  4. Click the “Start Account Cancellation” button

User Roles

When visitors self-register for an account, the 76engage automatically assigns them the “Participant” role. Administrator-created accounts must have their role stated during account creation.

Reports

Administrators can access a few different reports from within the platform. These reports are described below.

Pulse

The Pulse report provides counts of key activity indicators including:

  • Registrations
  • Registrations by FSA
  • Registrations by language
  • Comments
  • Replies
  • Up-votes and down-votes
  • Questions

The report can be filtered by roles and date range and daily breakdowns are provided.

Dashboard

The Dashboard provides counts on new and total participants and their participation activities. The aggregates can be combined by frequencies including by hour, day, week, month and year. The report can also be confined to a specific date range. Reported metrics include:

  • Number of participants who completed their profile (total and new)
  • Number of participants who are actively engaged (total and new)
  • Number of comments (total and new)

Administrators can choose the frequency for the data aggregation and can confine the report to a custom date range.

Posts

The Posts report provides administrators with a view of the most popular Forum Posts. Posts can be ordered by overall activity level, comments, follows, agrees and disagrees. Posts can be filtered using full text search and confined to a specific date range.

User Submissions

The User Submissions report presents all of the Participant submissions in a single place. The submission types include:

  • Comments and comment replies
  • Questionnaire submissions
  • Advanced poll submissions
  • Contact form submissions
  • Private feedback submissions

Each submission is presented on its own card and features information about the user that submitted the content. User information includes:

  • Profile picture (or placeholder if no picture set)
  • Full name linked to profile
  • Screen name
  • Username

All submission data is rendered within the card. In the case of comment submissions, the following additional information is displayed:

  • Like/dislike count
  • Replies count

Report Filters

Reports can be filtered using the following parameters:

  • Full text search (matching node titles, comment titles, comment body and submission author.)
  • Date range (matching submissions received between a start and end date, inclusively.)
Report Facets

The following facets are availble. Note that not all facets apply to all reports; see the Functional Specificaiton for information on which facets apply to which reports.

  • Submission types
  • Collections
  • Engagement Initiatives
  • People Actively Engaged
  • Posts
  • Tags
  • Participants
  • Participant's Roles
  • Participant's Status
  • Participant's Interests
  • Participant's Postal Code

Report Sorting

The following sorting options are available:

  • Date
  • Agrees
  • Disagrees
  • Replies

People

The People report presents all of the registered users in a single place. For each user, the following metrics are presented. Most metrics provide links to review the submissions in the User Submissions report. Agrees and Disagrees metrics provide expandable links displaying the linked post or comment against which the action was performed.

  • Comments
  • Agrees and Disagrees
  • Advanced Poll Comments and Votes
  • Poll votes
  • Questionnaire submissions
  • Private Feedback submissions
User Location Map

In consultations where location date is avilable for participants, an interactive map displaying participant location by Forward Sortation Area (FSA—first three letters of postal code) is presented in the People Report. Zooming in on map reveals number of participants within each FSA. Clicking on an FSA filters results by that FSA.

Saving Custom Report Parameters

Administrators can save custom report parameters for future use. Saved reports are listed in the Saved Reports widget, shown on the Posts, User Submissions and People reports. Saved reports can be removed by clicking on the Remove link next to the saved report name.

IP addresses concealment

To protect the identity of participants, IP addresses of are only visible by top administrators. For all other managers including adminitrators, editors and moderators, IP addresses are masked with the word "Unknown".

Data Export

Exporting User Submissions

User submissions can be exported in CSV format and in some cases, Microsoft Word format.

CSV Exports

CSV exports behave in two different ways depending on the conditions met by the report. In all cases, CSV expoers require that exportable items match comments only, or submissions of a single form. When report items match…

  • submissions from a single Webform (including Contact Form,) the CSV export function points to the Download screen for the matched Webform. From there, administrators can download the submissions for the specific form.
  • Comments and only comments, a CSV file is downloaded immediately.

Microsoft Word Exports

All matched form submissions are exportable in Microsoft Word (.doc) format. Matched comments are ignored by this export.

Email Invitations

76engage has built-in functionality to send out personalized email invitations to registered users. 76engage uses a Newsletter model to allow administrators to manage email invitations.

Sending an Email Invitation

Customizing the Recipient List

To customize the recipient list, create a newsletter category. Choose the basic settings for your mailer and choose the roles that you'd want to receive the email.

To manage existing subscribers, or to add or remove subscribers from existing lists, use the Newsletter Subscriptions interface.

Customizing the Message

To customize the message, create an email invitation. Creating an invitation looks a lot like creating any other type of content, except that once created, you will be able to send it via email to the recipients in your recipient lists. Once you've created and saved the message, click on the Newsletter tab. From there, you can choose to send a test to an email address, or to send the message directly to subscribers.

Unsubscribe Management

The email invitation feature provides recipients with access to a single-click instant email unsubscribe link as required by the CAN-SPAM Act.

Notifications

76engage allows participants to subscribe to receive notifications based on activity. One of the notifications participants can subscribe to, is to receive email alerts when new discussion topics are published.

Enabling and disabling notifications of new discussion topics

In some cases where many disussion topics are published at once, Administrators may want to avoid sending one notification for every post that is published and may choose to use an external notification method instead. In this case, Administrators should disable the alert feature prior to publishing the topics for which they don't want notifications to be sent out. Follow these steps to disable this New Discussion Topic notification function (note that to complete these steps, you need to log in as a Super Administrator).

Disabling the notification function

Disabling these notifications requires that two modules be turned off. These modules are: "Notify On Post (notify_on_post)” and "Notify On New Post (notify_on_new_post)”.

These two modules must be disabled in two steps: disable one and save, then disable the other and save again. Here are the step-by-step instructions:

  1. Log in with a Super Administrator account and go to Modules
  2. Look for "Notify On Post (notify_on_post)” and click the green checkmark to disable it
  3. Click the Save configuration button
  4. Look for "Notify On New Post (notify_on_new_post)” and click the green checkmark to disable it
  5. Click the Save configuration button
  6. Enabling the notification function

To enable the notification function:

  1. Log in with a Super Administrator account and go to Modules
  2. Click on the X next to both modules: "Notify On Post (notify_on_post)” and  "Notify On New Post (notify_on_new_post)”
  3. Click the Save configuration button

Recommended Image Treatment

The following simple guidelines are designed to help content creators prepare images for the 76engage website. Whenever possible, please ask a designer for help to ensure the best possible images with optimal specifications are used. General requirements:

  • File format: PNG for images with transparent backgrounds, PNG or JPG for every other image. Choose either format depending on which provides you with the highest quality at minimum file size.
  • Whenever possible, try not to exceed 100kB (apply enough compression to reduce file size without compromising image quality.)
Image typeDescriptionWidth x height (in pixels)
Hero imageUsed on the home page as well as headers of other basic pages.2000 x 716
Engagement Initiative featured imageUsed on the Participation Opportunities page707 x 485
Post featured imageUsed on post page and in cards shown on engagement initiative pages980 x 392