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10 Tips & Tricks for Getting the most out
of Open Atrium
EVP, Strategy
Email: [email protected]
Karen Borchert
Twitter: @openatrium @karenborchert @phase2
Phase2
What is Open Atrium?
Open Atrium is open source collaboration software used to build intranets, portals, & collaboration
platforms for organizations.
Features!
Extensible Intranet• Documents • Events • Discussions • Multimedia • Mobile Access • Data Privacy
Social Collaboration Platform• Discussions • Custom Dashboards • Multimedia • Events Calendar • Activity Streams • Notifications • Social tools
Knowledge Management System
• Document Management
• Multimedia • Mobile Access • Data Privacy • Identity
Management • Workflow • Tags & Taxonomies
Learning Management System
• Document Management
• Course Calendar • Multimedia • Learning Tools • Identity Management • Discussions
So you downloaded the code...
And you’re like...YAY!
And then you’re like...what?
In case you’re wondering why:• When you build a Drupal distribution, you can be REALLY flexible...
• Or you can be REALLY easy to create a website right out of the box...
• But it’s REALLY hard to be both at the same time.
• We chose flexibility.
• That means you can create the collaboration tool you NEED, without all the crap-ola you don’t want.
When you’re using Open Atrium:
• Consider your process first, tools second.
• Consider who’s going to use it, and how.
• Start small and expand with success.
But let’s give you a little bit of help.
Tip #1: Know Your Groups from Your Spaces
Groups are for people. Spaces are for work.“ ”
Within a section
Your OA site accommodates anyone from the anonymous internet user to collections of members on your site.
Open Atrium ships with the following types of content:
SITE Acme Intranet
+
S E C T I O N
Benefits� Discussion� Forum
S E C T I O N
Employee� BenefitsS E C T I O N
Company� Policies
Within� a� section� are� content� items
HTML
Pages
Events
Discussions
S E C T I O N
New� Policy� Feedback� ForumS E C T I O N
Drafted� Company� PoliciesS E C T I O N
Salary� Info
Employee� ContractsS U B - S PA C E
S PA C ES PA C E
Employee� ResourcesS U B - S PA C E
ACME HR
Open Atrium 2 Building Blocks
A Case Study
Open� Atrium� is� built� to� organize� people� and� content� in� ways� that� maximize� collaboration� without� sacrificing� data� security.� Like� a� filing� cabinet� that� has� some� drawers� locked� and� others� open,� OA� allows� granular� control� over� who� can� access� which� parts� of� your� site.
The� Acme� Company� took� the� building� blocks� of� the� OA� 2� components� above� to� create� an� intranet� that� meets� their� content� creation,� asset� storage,� collaboration,� and� security� needs.�
document� pages,� wiki� pages,� articles,� and� document� management
D O C U M E N T S
E V E N T S
D I S C U S S I O N S
calendaring� with� iCal� integration� and� geolocation
forums,� discussion� posts,� and� media� attachments� to� conversations
W O R K T R A C K E R
Monitor� projects,� milestones,� and� deliverables
ContentPermissionsStructurePeople
P U B L I C
P R I VAT E
M I X E D - M O D E+
any� registered� user� can� see� this� space
only� members� of� the� space� can� access� the� content
the� top� level� space� is� public,� but� with� many� private� areas� nested� below
Control who has access to what content from the individual member to multiple groups of users.
a� collection� of� content.� Similar� to� a� filing� cabinet
OA lets you build the information architecture that meets the need of your content.
an� additional� division� of� content� within� a� space,� like� the� drawer� of� your� filing� cabinet
where� your� content� actually� lives� on� your� site,� like� the� file� folder� in� the� drawer
a� user� with� access� to� your� site's� spaces
a� collection� of� users� that� span� a� related� purpose� across� multiple� spaces
an� ad-hoc� collection� of� users� specific� to� one� space
T E A M
M E M B E R
G R O U P
S E C T I O N
S U B - S PA C E
S PA C E
Worktracker
Registered users of the ACME INTRANET
ACME's HR employees with access to multiple spaces
ACME's leadership with access to multiple spaces
G R O U P G R O U PM E M B E R S
Executives HR Department
Works on new policies in a restricted section
T E A M
Policy WritersEmployees
+
HR� Work� SpaceS U B - S PA C E
Within a section
Your OA site accommodates anyone from the anonymous internet user to collections of members on your site.
Open Atrium ships with the following types of content:
SITE Acme Intranet
+
S E C T I O N
Benefits� Discussion� Forum
S E C T I O N
Employee� BenefitsS E C T I O N
Company� Policies
Within� a� section� are� content� items
HTML
Pages
Events
Discussions
S E C T I O N
New� Policy� Feedback� ForumS E C T I O N
Drafted� Company� PoliciesS E C T I O N
Salary� Info
Employee� ContractsS U B - S PA C E
S PA C ES PA C E
Employee� ResourcesS U B - S PA C E
ACME HR
Open Atrium 2 Building Blocks
A Case Study
Open� Atrium� is� built� to� organize� people� and� content� in� ways� that� maximize� collaboration� without� sacrificing� data� security.� Like� a� filing� cabinet� that� has� some� drawers� locked� and� others� open,� OA� allows� granular� control� over� who� can� access� which� parts� of� your� site.
The� Acme� Company� took� the� building� blocks� of� the� OA� 2� components� above� to� create� an� intranet� that� meets� their� content� creation,� asset� storage,� collaboration,� and� security� needs.�
document� pages,� wiki� pages,� articles,� and� document� management
D O C U M E N T S
E V E N T S
D I S C U S S I O N S
calendaring� with� iCal� integration� and� geolocation
forums,� discussion� posts,� and� media� attachments� to� conversations
W O R K T R A C K E R
Monitor� projects,� milestones,� and� deliverables
ContentPermissionsStructurePeople
P U B L I C
P R I VAT E
M I X E D - M O D E+
any� registered� user� can� see� this� space
only� members� of� the� space� can� access� the� content
the� top� level� space� is� public,� but� with� many� private� areas� nested� below
Control who has access to what content from the individual member to multiple groups of users.
a� collection� of� content.� Similar� to� a� filing� cabinet
OA lets you build the information architecture that meets the need of your content.
an� additional� division� of� content� within� a� space,� like� the� drawer� of� your� filing� cabinet
where� your� content� actually� lives� on� your� site,� like� the� file� folder� in� the� drawer
a� user� with� access� to� your� site's� spaces
a� collection� of� users� that� span� a� related� purpose� across� multiple� spaces
an� ad-hoc� collection� of� users� specific� to� one� space
T E A M
M E M B E R
G R O U P
S E C T I O N
S U B - S PA C E
S PA C E
Worktracker
Registered users of the ACME INTRANET
ACME's HR employees with access to multiple spaces
ACME's leadership with access to multiple spaces
G R O U P G R O U PM E M B E R S
Executives HR Department
Works on new policies in a restricted section
T E A M
Policy WritersEmployees
+
HR� Work� SpaceS U B - S PA C E
Within a section
Your OA site accommodates anyone from the anonymous internet user to collections of members on your site.
Open Atrium ships with the following types of content:
SITE Acme Intranet
+
S E C T I O N
Benefits� Discussion� Forum
S E C T I O N
Employee� BenefitsS E C T I O N
Company� Policies
Within� a� section� are� content� items
HTML
Pages
Events
Discussions
S E C T I O N
New� Policy� Feedback� ForumS E C T I O N
Drafted� Company� PoliciesS E C T I O N
Salary� Info
Employee� ContractsS U B - S PA C E
S PA C ES PA C E
Employee� ResourcesS U B - S PA C E
ACME HR
Open Atrium 2 Building Blocks
A Case Study
Open� Atrium� is� built� to� organize� people� and� content� in� ways� that� maximize� collaboration� without� sacrificing� data� security.� Like� a� filing� cabinet� that� has� some� drawers� locked� and� others� open,� OA� allows� granular� control� over� who� can� access� which� parts� of� your� site.
The� Acme� Company� took� the� building� blocks� of� the� OA� 2� components� above� to� create� an� intranet� that� meets� their� content� creation,� asset� storage,� collaboration,� and� security� needs.�
document� pages,� wiki� pages,� articles,� and� document� management
D O C U M E N T S
E V E N T S
D I S C U S S I O N S
calendaring� with� iCal� integration� and� geolocation
forums,� discussion� posts,� and� media� attachments� to� conversations
W O R K T R A C K E R
Monitor� projects,� milestones,� and� deliverables
ContentPermissionsStructurePeople
P U B L I C
P R I VAT E
M I X E D - M O D E+
any� registered� user� can� see� this� space
only� members� of� the� space� can� access� the� content
the� top� level� space� is� public,� but� with� many� private� areas� nested� below
Control who has access to what content from the individual member to multiple groups of users.
a� collection� of� content.� Similar� to� a� filing� cabinet
OA lets you build the information architecture that meets the need of your content.
an� additional� division� of� content� within� a� space,� like� the� drawer� of� your� filing� cabinet
where� your� content� actually� lives� on� your� site,� like� the� file� folder� in� the� drawer
a� user� with� access� to� your� site's� spaces
a� collection� of� users� that� span� a� related� purpose� across� multiple� spaces
an� ad-hoc� collection� of� users� specific� to� one� space
T E A M
M E M B E R
G R O U P
S E C T I O N
S U B - S PA C E
S PA C E
Worktracker
Registered users of the ACME INTRANET
ACME's HR employees with access to multiple spaces
ACME's leadership with access to multiple spaces
G R O U P G R O U PM E M B E R S
Executives HR Department
Works on new policies in a restricted section
T E A M
Policy WritersEmployees
+
HR� Work� SpaceS U B - S PA C E
Organizations should consider...• Who are your people?
• How do they interact?
• What is the work that you do?
• What is needed to do that work?
• How do your people accomplish that work?
• Program managers, volunteers
• Plan shifts, volunteer for shifts
• Tutor kids, report results
• Place to discuss; shared calendar
• Share a discussion forum and a calendar to coordinate volunteer needs and schedule shifts
Title Text
space
sections!
Title Text
Title Text
space
sections
groups
teams
Groups are for people. Spaces are for work.“ ”
Tip #2: Use. the. tours.
Look for this:
We made some for you:
Tip #3: Make it yours:
use custom banners and colors.
Quick Cheat: Change Colors
• Be in the space you want to change
• Gear
• Config
• Appearance
Quick Cheat: Remove Logo
• Admin
• OA
• Plugin Settings
• Uncheck “Default Banner”
Tip #4: Use widgets to create a
“dashboard.”
Quick Cheat: Widgets• Go to space page
• “Customize this page”
• + Button in the area you want to add a widget
• Choose your widget! (Hint: Look in Open Atrium and Open Atrium Events widgets for many relevant ones)
• Configure
• Drag and Drop to correct place
Tip #5: Be creative with section types.
Use This For That:
• Use “News Section” for docs, materials, and assets.
• Use “Discussions” to gather stories, ideas, suggestions, feedback.
• Use “Work” for project management, tasking, to-do lists, and status updates.
• Use “Calendar” for events listings and calendars.
Tip #6: Is it a one-time task force, adhoc group, or focused project team?
Then it’s a “team.”
Quick Cheat: Teams
• MEMBERS button
• Teams
• Create New Team button
• Name team and choose members
• Assign team to a section
Tip #7: Help users discover content
with a space menu.
Quick Cheat: Menus
• Customize this page
• + for a new widget
• MENU
• GROUP MENU
• Configure
Tip #8: Customize your tasks for your
organization's workflow.
Quick Cheat: Tasks• Go to top level space
• Gear
• Config
• Variables
• Work Tracker Settings
• Edit as appropriate
Tip #9: Use notifications to keep people
updated on relevant content.
Tip #10: Like that space?
Clone it to Replicate, Create a blueprint to
use in the future.
Tip #11: Contact us. Seriously.
Extra Special Bonus!
If You Need Help With...• Knowing whether OA2 is right for you...
• A bug you found...
• Selling the idea of this internally...
• A bucket of hours to help your team...
• Training on using Open Atrium...
• Spinning up OA in a hosted environment...
• Developing your OA strategy and plan...
• Getting Started with Drupal...
drupal.org/project/openatrium
Read this article. Then call us.
NYC Camp! April 10 - 13.
getpantheon.com/openatrium
Jumpstart Packages!
Try drupalize.me and drupal.org
Get Started!
Give it a Try!
• Open Atrium is an open source distribution of Drupal code.
• It is free to download to anyone. (drupal.org/project/openatrium)
• Installing the code from Drupal requires technical knowledge and an understanding of Drupal.
• Less-technical teams can try out Open Atrium in a hosted environment, like on Pantheon. (getpantheon.com)
• A developer team can help you use or customize it.
Within a section
Your OA site accommodates anyone from the anonymous internet user to collections of members on your site.
Open Atrium ships with the following types of content:
SITE Acme Intranet
+
S E C T I O N
Benefits� Discussion� Forum
S E C T I O N
Employee� BenefitsS E C T I O N
Company� Policies
Within� a� section� are� content� items
HTML
Pages
Events
Discussions
S E C T I O N
New� Policy� Feedback� ForumS E C T I O N
Drafted� Company� PoliciesS E C T I O N
Salary� Info
Employee� ContractsS U B - S PA C E
S PA C ES PA C E
Employee� ResourcesS U B - S PA C E
ACME HR
Open Atrium 2 Building Blocks
A Case Study
Open� Atrium� is� built� to� organize� people� and� content� in� ways� that� maximize� collaboration� without� sacrificing� data� security.� Like� a� filing� cabinet� that� has� some� drawers� locked� and� others� open,� OA� allows� granular� control� over� who� can� access� which� parts� of� your� site.
The� Acme� Company� took� the� building� blocks� of� the� OA� 2� components� above� to� create� an� intranet� that� meets� their� content� creation,� asset� storage,� collaboration,� and� security� needs.�
document� pages,� wiki� pages,� articles,� and� document� management
D O C U M E N T S
E V E N T S
D I S C U S S I O N S
calendaring� with� iCal� integration� and� geolocation
forums,� discussion� posts,� and� media� attachments� to� conversations
W O R K T R A C K E R
Monitor� projects,� milestones,� and� deliverables
ContentPermissionsStructurePeople
P U B L I C
P R I VAT E
M I X E D - M O D E+
any� registered� user� can� see� this� space
only� members� of� the� space� can� access� the� content
the� top� level� space� is� public,� but� with� many� private� areas� nested� below
Control who has access to what content from the individual member to multiple groups of users.
a� collection� of� content.� Similar� to� a� filing� cabinet
OA lets you build the information architecture that meets the need of your content.
an� additional� division� of� content� within� a� space,� like� the� drawer� of� your� filing� cabinet
where� your� content� actually� lives� on� your� site,� like� the� file� folder� in� the� drawer
a� user� with� access� to� your� site's� spaces
a� collection� of� users� that� span� a� related� purpose� across� multiple� spaces
an� ad-hoc� collection� of� users� specific� to� one� space
T E A M
M E M B E R
G R O U P
S E C T I O N
S U B - S PA C E
S PA C E
Worktracker
Registered users of the ACME INTRANET
ACME's HR employees with access to multiple spaces
ACME's leadership with access to multiple spaces
G R O U P G R O U PM E M B E R S
Executives HR Department
Works on new policies in a restricted section
T E A M
Policy WritersEmployees
+
HR� Work� SpaceS U B - S PA C E
Atrium Docs & Videos
!
docs.openatrium.com !
vimeo.com/phase2 !
slideshare.net/phase2technology
Read & Watch
Get Started with Open AtriumPhase2’s strategic consulting packages are built to provide you with the information and guidance necessary to put the Open Atrium tools to use for your organization.
Roadmap Jumpstart Igniter
1-day of consulting with a product and experience expert. Perfect for stakeholders, site owners, and site builders.
1-day of training for site builders with a technical expert.
Combine the Roadmap and Jumpstart programs for an in-depth 2-day strategy and implementation session for your organization.
You’ll Learn How to...
Use OA ‘s key features
Use the OA structure
Identify your audiences and key uses
Create groups, teams, spaces, and sections
Customize OA’s look and feel
Configure key features for your use
You’ll Get...
Working roadmap document
Course materials
Price $7,500 $7,500 $13,000 (you save $2K!)
To find out more, contact [email protected].
contact [email protected]
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