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Ideas Administration Guide

Ideas is a Digital.ai Agility add-on product that solicits feature and enhancement requests from customers and users. With Ideas, you can gather, organize, promote, and moderate ideas from your user community.

Overview​

Ideas provides a customer-facing website where your users and customers can submit feature requests, vote on existing ideas, and engage in discussions about potential enhancements. The Ideas system integrates with your Digital.ai Agility workspace, allowing you to convert popular ideas into actionable work items.

Key capabilities:

  • Customer-facing ideas portal for feature requests
  • Voting and commenting on submitted ideas
  • Discussion forums for collaborative feedback
  • Conversion of ideas to stories, defects, or portfolio items
  • Moderation tools to manage inappropriate content
  • Email notifications for idea updates and status changes

How it works:

  • Users can access Ideas without being Digital.ai Agility members - they only need to register on your Ideas site
  • Members are Digital.ai Agility users who have full access to manage ideas, convert them to work items, and moderate content

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

Administrator Roles​

There are two types of administrators in the Ideas system:

Ideas Administrators​

Ideas Administrators have system-wide management rights and can:

  • Set up and customize the Ideas system
  • Manage Terms of Use and Privacy policies
  • Configure branding and email notifications
  • Create and manage forums
  • Add and remove Forum Administrators
  • Moderate content across all forums
  • Manage all Ideas Administrators

Forum Administrators​

Forum Administrators have forum-specific management rights and can:

  • Manage content within assigned forums only
  • Moderate ideas and comments in their forums
  • Create and manage forum categories
  • Cannot access system-wide settings or manage other administrators

Note: Ideas Administrators have all the capabilities of Forum Administrators plus system-wide management rights.

Getting Started with Ideas​

Follow these steps to set up the Ideas system for your organization:

Step 1: Request Ideas Access​

Contact your Digital.ai Account Manager to enable the Ideas add-on for your Digital.ai Agility instance.

Step 2: Activate Ideas​

For On-Demand instances: Once Digital.ai enables Ideas for your instance, you can immediately begin setting it up.

For On-Premise instances: After Digital.ai enables Ideas:

  1. Log in to Digital.ai Agility as a System Administrator
  2. Access Admin settings to verify Ideas is available
  3. Configure SMTP settings for email notifications (recommended)

Step 3: Add Terms of Use and Privacy Policy​

Although optional, it's recommended to add your organization's Terms of Use and Privacy Policy to your Ideas system. These policies display during user registration and in page footers. See Enabling and Defining Terms of Use Policy below.

Step 4: Brand and Customize Your Ideas Site​

Personalize the look and feel of your Ideas site by:

  • Adding your company logo
  • Customizing header and footer content
  • Applying your brand colors and styling

See Branding and Customizing Ideas below.

Step 5: Add Internal Ideas Administrators​

Designate team members who will manage the Ideas system:

  1. Click the hamburger menu Hamburger icon > Admin > Members
  2. For each member, select Make an Ideas Administrator from the Edit dropdown

Step 6: Configure Email Notifications​

Enable automatic email notifications for:

  • Password resets
  • New comments on followed ideas
  • Status changes for followed ideas
  • Vote updates

See Enabling and Customizing Email Notifications for Ideas below.

Step 7: Set Up Your Initial Forum and Add Ideas​

Create your first forum to organize ideas by topic, product line, or customer segment. Then add initial ideas to seed the conversation.

For detailed information, see Managing Ideas Forums.

Step 8: Invite Users to Your Forum​

Once your Ideas system is configured:

  1. Share the Ideas site URL with customers and users
  2. Encourage them to register and submit ideas
  3. Promote the site through your support channels and documentation

Your Ideas site URL format: https://[your-instance].ideas.versionone.com/

Accessing Ideas Administration​

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

Managing Ideas Administrators​

Ideas Administrators can manage all the content and users within Ideas system.

Adding an Ideas Administrator​

  1. Click the hamburger menu Hamburger icon > Admin > Members.
  2. For each member you want to designate as an Ideas Administrator, select Make an Ideas Administrator from the Edit drop-down.

Removing an Ideas Administrator​

  1. Click the hamburger menu Hamburger icon > Admin > Members.
  2. To the right of a member's name, select Remove as Ideas Administrator from the Edit drop-down.

If the Ideas Role column does not display, you can add it by customizing the grid.

Enabling and Defining Terms of Use Policy​

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

Adding Terms of Use Policy​

  1. Click the hamburger menu Hamburger icon > Admin > Ideas > Legal.
  2. In the Terms of Use section, select Enabled, and then upload an HTML file containing your policy.
  3. If you want to add custom content, enter it in the custom footer content.
  4. Click Save Terms of Use.

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

Updating Terms of Use Policy​

  1. Click the hamburger menu Hamburger icon > Admin > Ideas > Legal.
  2. In the Terms of Use section, upload an new HTML file containing your policy.
  3. Click Save Terms of Use.

Removing Terms of Use Policy​

  1. Click the hamburger menu Hamburger icon > Admin > Ideas > Legal.
  2. In the Terms of Use section, select Disabled, and click Save Terms of Use.

Defining the Privacy Policy​

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

  1. Click the hamburger menu Hamburger icon > Admin > Ideas > Legal.
  2. In the Privacy Policy section, upload a file (in HTML format) containing your privacy policy.
  3. Click Save Privacy Policy.

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

Updating Privacy Policy​

  1. Click the hamburger menu Hamburger icon > Admin > Ideas > Legal.
  2. In the Privacy Policy section, upload an new HTML file containing your policy.
  3. Click Save Privacy Policy.

Removing Privacy Policy​

  1. Click the hamburger menu Hamburger icon > Admin > Ideas > Legal.
  2. In the Privacy Policy section, click Remove Privacy Policy.

Branding and Customizing Ideas​

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

  1. From the sidebar, click Admin > Ideas > Branding.
  2. Click Choose File to upload your logo.
  3. (Optional) If you want to add custom header content, type the HTML in the Custom HTML box. Refer the to pre-populated content in the header for examples of how to reference the variables below:
    • (forum) - Links back to the 'Latest' view in the forum, which is the forum's home page.
    • (logo) - References the image tag for the logo you've uploaded. Set the class='logo' for the image to provide a standard padding around the image, otherwise leave this class off to display the logo flush with the upper and left edges of the page.
  1. From the sidebar, click Admin Admin-Icon > Ideas > Branding.
  2. Click Choose File to upload your logo.
  3. If you want to add custom footer content, type the HTML in the Custom HTML box. Refer the to pre-populated content in the header for examples of how to reference the variables below:
  • (forum) - Link back to the 'Latest' view in the forum, which is the form's home page.
  • (footer-logo) - References the image tag for the logo you've uploaded in the custom footer.
  • (terms-of-use) - Link to the Terms of Use, if enabled.
  • (privacy-policy) - Links to the Privacy Policy, if enabled.

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

    <img src="{footer-logo}" alt="footer logo" />

    <a href="http://www.YourCompany.com">Corporate Website</a>

    <a href="{terms-of-use}">Terms of Use</a>

    <a href="{privacy-policy}">Privacy Policy</a>

Enabling and Customizing Email Notifications for Ideas​

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

  • forgotten passwords
  • when someone votes for, or comment on an idea
  • the status of an idea changes

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

For On-Premise instances, the SMTP settings must also be configured in Digital.ai Agility.

  1. From the sidebar, click Admin Admin-Icon > Ideas > Email.

  2. In the Email Settings section, do the following:

    1. Enter a name in the From Name field which shows up as the sender of notification emails. You can change it to something that identifies your company as the sender.
    2. Select Enable Notifications and click Save.

  4. In all the subsequent sections, modify the fields as required and click Save.

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