10 Tips & Tricks for
Getting the most out
of Open Atrium
EVP, Strategy
Email: kborchert@phase2technology.com
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 organiza...
Features!
Extensible Intranet
• Documents
• Events
• Discussions
• Multimedia
• Mobile Access
• Data Privacy
Social Collaboration Platform
• Discussions
• Custom Dashboards
• Multimedia
• Events Calendar
• Activity Streams
• Notifi...
Knowledge Management System
• Document
Management
• Multimedia
• Mobile Access
• Data Privacy
• Identity
Management
• Work...
Learning Management System
• Document
Management
• Course Calendar
• Multimedia
• Learning Tools
• Identity Management
• D...
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...
When you’re using Open Atrium:
• Consider your process first, tools second.
• Consider who’s going to use it, and how.
• S...
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.“ ”
Your OA site accommodates anyone from
the anonymous internet user to collections
of members on your site.
Open Atrium ship...


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
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Oa2 10 tips and tricks

  1. 1. 10 Tips & Tricks for Getting the most out of Open Atrium
  2. 2. EVP, Strategy Email: kborchert@phase2technology.com Karen Borchert Twitter: @openatrium @karenborchert @phase2 Phase2
  3. 3. What is Open Atrium?
  4. 4. Open Atrium is open source collaboration software used to build intranets, portals, & collaboration platforms for organizations.
  5. 5. Features!
  6. 6. Extensible Intranet • Documents • Events • Discussions • Multimedia • Mobile Access • Data Privacy
  7. 7. Social Collaboration Platform • Discussions • Custom Dashboards • Multimedia • Events Calendar • Activity Streams • Notifications • Social tools
  8. 8. Knowledge Management System • Document Management • Multimedia • Mobile Access • Data Privacy • Identity Management • Workflow • Tags & Taxonomies
  9. 9. Learning Management System • Document Management • Course Calendar • Multimedia • Learning Tools • Identity Management • Discussions
  10. 10. So you downloaded the code...
  11. 11. And you’re like...YAY!
  12. 12. And then you’re like...what?
  13. 13. 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.
  14. 14. 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.
  15. 15. But let’s give you a little bit of help.
  16. 16. Tip #1: Know Your Groups from Your Spaces
  17. 17. Groups are for people. Spaces are for work.“ ”
  18. 18. 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: Open Atrium 2 Building Blocks Open
  19. 19. 

Atrium
  20. 20. 

is
  21. 21. 

built
  22. 22. 

to
  23. 23. 

organize
  24. 24. 

people
  25. 25. 

and
  26. 26. 

content
  27. 27. 

in
  28. 28. 

ways
  29. 29. 

that
  30. 30. 

maximize
  31. 31. 

collaboration
  32. 32. 

without
  33. 33. 

sacrificing
  34. 34. 

data
  35. 35. 

security.
  36. 36. 

Like
  37. 37. 

a
  38. 38. 

filing
  39. 39. 

 cabinet
  40. 40. 

that
  41. 41. 

has
  42. 42. 

some
  43. 43. 

drawers
  44. 44. 

locked
  45. 45. 

and
  46. 46. 

others
  47. 47. 

open,
  48. 48. 

OA
  49. 49. 

allows
  50. 50. 

granular
  51. 51. 

control
  52. 52. 

over
  53. 53. 

who
  54. 54. 

can
  55. 55. 

access
  56. 56. 

which
  57. 57. 

parts
  58. 58. 

of
  59. 59. 

your
  60. 60. 

site. document
  61. 61. 

pages,
  62. 62. 

wiki
  63. 63. 

pages,
  64. 64. 

 articles,
  65. 65. 

and
  66. 66. 

document
  67. 67. 

 management DOCUMENTS EVENTS DISCUSSIONS calendaring
  68. 68. 

with
  69. 69. 

iCal
  70. 70. 

 integration
  71. 71. 

and
  72. 72. 

geolocation forums,
  73. 73. 

discussion
  74. 74. 

posts,
  75. 75. 

 and
  76. 76. 

media
  77. 77. 

attachments
  78. 78. 

to
  79. 79. 

 conversations WORKTRACKER Monitor
  80. 80. 

projects,
  81. 81. 

milestones,
  82. 82. 

 and
  83. 83. 

deliverables ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + any
  84. 84. 

registered
  85. 85. 

user
  86. 86. 

can
  87. 87. 

see
  88. 88. 

 this
  89. 89. 

space only
  90. 90. 

members
  91. 91. 

of
  92. 92. 

the
  93. 93. 

space
  94. 94. 

can
  95. 95. 

 access
  96. 96. 

the
  97. 97. 

content the
  98. 98. 

top
  99. 99. 

level
  100. 100. 

space
  101. 101. 

is
  102. 102. 

public,
  103. 103. 

but
  104. 104. 

 with
  105. 105. 

many
  106. 106. 

private
  107. 107. 

areas
  108. 108. 

nested
  109. 109. 

 below Control who has access to what content from the individual member to multiple groups of users. a
  110. 110. 

collection
  111. 111. 

of
  112. 112. 

content.
  113. 113. 

Similar
  114. 114. 

to
  115. 115. 

a
  116. 116. 

 filing
  117. 117. 

cabinet OA lets you build the information architecture that meets the need of your content. an
  118. 118. 

additional
  119. 119. 

division
  120. 120. 

of
  121. 121. 

content
  122. 122. 

 within
  123. 123. 

a
  124. 124. 

space,
  125. 125. 

like
  126. 126. 

the
  127. 127. 

drawer
  128. 128. 

of
  129. 129. 

 your
  130. 130. 

filing
  131. 131. 

cabinet where
  132. 132. 

your
  133. 133. 

content
  134. 134. 

actually
  135. 135. 

lives
  136. 136. 

on
  137. 137. 

 your
  138. 138. 

site,
  139. 139. 

like
  140. 140. 

the
  141. 141. 

file
  142. 142. 

folder
  143. 143. 

in
  144. 144. 

the
  145. 145. 

 drawer a
  146. 146. 

user
  147. 147. 

with
  148. 148. 

access
  149. 149. 

to
  150. 150. 

your
  151. 151. 

 site's
  152. 152. 

spaces a
  153. 153. 

collection
  154. 154. 

of
  155. 155. 

users
  156. 156. 

that
  157. 157. 

span
  158. 158. 

 a
  159. 159. 

related
  160. 160. 

purpose
  161. 161. 

across
  162. 162. 

 multiple
  163. 163. 

spaces an
  164. 164. 

ad-hoc
  165. 165. 

collection
  166. 166. 

of
  167. 167. 

users
  168. 168. 

 specific
  169. 169. 

to
  170. 170. 

one
  171. 171. 

space TEAM MEMBER GROUP SECTION SUB-SPACE SPACE
  172. 172. Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. PermisStructurePeople PUBLIC PRIVATE MIXED-M + any
  173. 173. 

regis this
  174. 174. 

spac only
  175. 175. 

mem access
  176. 176. 

th the
  177. 177. 

top
  178. 178. 

le with
  179. 179. 

man below Control who has acces the individual member users. a
  180. 180. 

collection
  181. 181. 

of
  182. 182. 

content.
  183. 183. 

Similar
  184. 184. 

to
  185. 185. 

a
  186. 186. 

 filing
  187. 187. 

cabinet OA lets you build the information architecture that meets the need of your content. an
  188. 188. 

additional
  189. 189. 

division
  190. 190. 

of
  191. 191. 

content
  192. 192. 

 within
  193. 193. 

a
  194. 194. 

space,
  195. 195. 

like
  196. 196. 

the
  197. 197. 

drawer
  198. 198. 

of
  199. 199. 

 your
  200. 200. 

filing
  201. 201. 

cabinet where
  202. 202. 

your
  203. 203. 

content
  204. 204. 

actually
  205. 205. 

lives
  206. 206. 

on
  207. 207. 

 your
  208. 208. 

site,
  209. 209. 

like
  210. 210. 

the
  211. 211. 

file
  212. 212. 

folder
  213. 213. 

in
  214. 214. 

the
  215. 215. 

 drawer a
  216. 216. 

user
  217. 217. 

with
  218. 218. 

access
  219. 219. 

to
  220. 220. 

your
  221. 221. 

 site's
  222. 222. 

spaces a
  223. 223. 

collection
  224. 224. 

of
  225. 225. 

users
  226. 226. 

that
  227. 227. 

span
  228. 228. 

 a
  229. 229. 

related
  230. 230. 

purpose
  231. 231. 

across
  232. 232. 

 multiple
  233. 233. 

spaces an
  234. 234. 

ad-hoc
  235. 235. 

collection
  236. 236. 

of
  237. 237. 

users
  238. 238. 

 specific
  239. 239. 

to
  240. 240. 

one
  241. 241. 

space TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. PeStructurePeople + Control who the individua users. a
  242. 242. 

collection
  243. 243. 

of
  244. 244. 

content.
  245. 245. 

Similar
  246. 246. 

to
  247. 247. 

a
  248. 248. 

 filing
  249. 249. 

cabinet OA lets you build the information architecture that meets the need of your content. an
  250. 250. 

additional
  251. 251. 

division
  252. 252. 

of
  253. 253. 

content
  254. 254. 

 within
  255. 255. 

a
  256. 256. 

space,
  257. 257. 

like
  258. 258. 

the
  259. 259. 

drawer
  260. 260. 

of
  261. 261. 

 your
  262. 262. 

filing
  263. 263. 

cabinet where
  264. 264. 

your
  265. 265. 

content
  266. 266. 

actually
  267. 267. 

lives
  268. 268. 

on
  269. 269. 

 your
  270. 270. 

site,
  271. 271. 

like
  272. 272. 

the
  273. 273. 

file
  274. 274. 

folder
  275. 275. 

in
  276. 276. 

the
  277. 277. 

 drawer a
  278. 278. 

user
  279. 279. 

with
  280. 280. 

access
  281. 281. 

to
  282. 282. 

your
  283. 283. 

 site's
  284. 284. 

spaces a
  285. 285. 

collection
  286. 286. 

of
  287. 287. 

users
  288. 288. 

that
  289. 289. 

span
  290. 290. 

 a
  291. 291. 

related
  292. 292. 

purpose
  293. 293. 

across
  294. 294. 

 multiple
  295. 295. 

spaces an
  296. 296. 

ad-hoc
  297. 297. 

collection
  298. 298. 

of
  299. 299. 

users
  300. 300. 

 specific
  301. 301. 

to
  302. 302. 

one
  303. 303. 

space TEAM MEMBER GROUP SECTION SUB-SPACE SPACE
  304. 304. 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
  305. 305. Title Text space sections!
  306. 306. Title Text
  307. 307. Title Text space sections groups teams
  308. 308. Groups are for people. Spaces are for work.“ ”
  309. 309. Tip #2: Use. the. tours.
  310. 310. Look for this:
  311. 311. We made some for you:
  312. 312. Tip #3: Make it yours: use custom banners and colors.
  313. 313. Quick Cheat: Change Colors • Be in the space you want to change • Gear • Config • Appearance
  314. 314. Quick Cheat: Remove Logo • Admin • OA • Plugin Settings • Uncheck “Default Banner”
  315. 315. Tip #4: Use widgets to create a “dashboard.”
  316. 316. 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
  317. 317. Tip #5: Be creative with section types.
  318. 318. 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.
  319. 319. Tip #6: Is it a one-time task force, adhoc group, or focused project team? Then it’s a “team.”
  320. 320. Quick Cheat: Teams • MEMBERS button • Teams • Create New Team button • Name team and choose members • Assign team to a section
  321. 321. Tip #7: Help users discover content with a space menu.
  322. 322. Quick Cheat: Menus • Customize this page • + for a new widget • MENU • GROUP MENU • Configure
  323. 323. Tip #8: Customize your tasks for your organization's workflow.
  324. 324. Quick Cheat: Tasks • Go to top level space • Gear • Config • Variables • Work Tracker Settings • Edit as appropriate
  325. 325. Tip #9: Use notifications to keep people updated on relevant content.
  326. 326. Tip #10: Like that space? Clone it to Replicate, Create a blueprint to use in the future.
  327. 327. Tip #11: Contact us. Seriously. Extra Special Bonus!
  328. 328. 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... info@openatrium.com drupal.org/project/openatrium Read this article. Then call us. info@openatrium.com NYC Camp! April 10 - 13. getpantheon.com/openatrium Jumpstart Packages! Try drupalize.me and drupal.org
  329. 329. Get Started!
  330. 330. 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.
  331. 331. 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: + SECTION Benefits
  332. 332. 

Discussion
  333. 333. 

 Forum SECTION Employee
  334. 334. 

Benefits SECTION Company
  335. 335. 

Policies Within
  336. 336. 

a
  337. 337. 

section
  338. 338. 

 are
  339. 339. 

content
  340. 340. 

items HTML Pages Events Discussions SECTION New
  341. 341. 

Policy
  342. 342. 

Feedback
  343. 343. 

Forum SECTION Drafted
  344. 344. 

Company
  345. 345. 

Policies SECTION Salary
  346. 346. 

Info Employee
  347. 347. 

Contracts SUB-SPACE SPACESPACE SUB-SPACE ACME HR Open Atrium 2 Building Blocks A Case Study Open
  348. 348. 

Atrium
  349. 349. 

is
  350. 350. 

built
  351. 351. 

to
  352. 352. 

organize
  353. 353. 

people
  354. 354. 

and
  355. 355. 

content
  356. 356. 

in
  357. 357. 

ways
  358. 358. 

that
  359. 359. 

maximize
  360. 360. 

collaboration
  361. 361. 

without
  362. 362. 

sacrificing
  363. 363. 

data
  364. 364. 

security.
  365. 365. 

Like
  366. 366. 

a
  367. 367. 

filing
  368. 368. 

 cabinet
  369. 369. 

that
  370. 370. 

has
  371. 371. 

some
  372. 372. 

drawers
  373. 373. 

locked
  374. 374. 

and
  375. 375. 

others
  376. 376. 

open,
  377. 377. 

OA
  378. 378. 

allows
  379. 379. 

granular
  380. 380. 

control
  381. 381. 

over
  382. 382. 

who
  383. 383. 

can
  384. 384. 

access
  385. 385. 

which
  386. 386. 

parts
  387. 387. 

of
  388. 388. 

your
  389. 389. 

site. The
  390. 390. 

Acme
  391. 391. 

Company
  392. 392. 

took
  393. 393. 

the
  394. 394. 

building
  395. 395. 

blocks
  396. 396. 

of
  397. 397. 

the
  398. 398. 

OA
  399. 399. 

2
  400. 400. 

components
  401. 401. 

above
  402. 402. 

to
  403. 403. 

create
  404. 404. 

an
  405. 405. 

intranet
  406. 406. 

that
  407. 407. 

meets
  408. 408. 

their
  409. 409. 

content
  410. 410. 

creation,
  411. 411. 

 asset
  412. 412. 

storage,
  413. 413. 

collaboration,
  414. 414. 

and
  415. 415. 

security
  416. 416. 

needs.
  417. 417. 

 document
  418. 418. 

pages,
  419. 419. 

wiki
  420. 420. 

pages,
  421. 421. 

 articles,
  422. 422. 

and
  423. 423. 

document
  424. 424. 

 management DOCUMENTS EVENTS DISCUSSIONS calendaring
  425. 425. 

with
  426. 426. 

iCal
  427. 427. 

 integration
  428. 428. 

and
  429. 429. 

geolocation forums,
  430. 430. 

discussion
  431. 431. 

posts,
  432. 432. 

 and
  433. 433. 

media
  434. 434. 

attachments
  435. 435. 

to
  436. 436. 

 conversations WORKTRACKER Monitor
  437. 437. 

projects,
  438. 438. 

milestones,
  439. 439. 

 and
  440. 440. 

deliverables ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + any
  441. 441. 

registered
  442. 442. 

user
  443. 443. 

can
  444. 444. 

see
  445. 445. 

 this
  446. 446. 

space only
  447. 447. 

members
  448. 448. 

of
  449. 449. 

the
  450. 450. 

space
  451. 451. 

can
  452. 452. 

 access
  453. 453. 

the
  454. 454. 

content the
  455. 455. 

top
  456. 456. 

level
  457. 457. 

space
  458. 458. 

is
  459. 459. 

public,
  460. 460. 

but
  461. 461. 

 with
  462. 462. 

many
  463. 463. 

private
  464. 464. 

areas
  465. 465. 

nested
  466. 466. 

 below Control who has access to what content from the individual member to multiple groups of users. a
  467. 467. 

collection
  468. 468. 

of
  469. 469. 

content.
  470. 470. 

Similar
  471. 471. 

to
  472. 472. 

a
  473. 473. 

 filing
  474. 474. 

cabinet OA lets you build the information architecture that meets the need of your content. an
  475. 475. 

additional
  476. 476. 

division
  477. 477. 

of
  478. 478. 

content
  479. 479. 

 within
  480. 480. 

a
  481. 481. 

space,
  482. 482. 

like
  483. 483. 

the
  484. 484. 

drawer
  485. 485. 

of
  486. 486. 

 your
  487. 487. 

filing
  488. 488. 

cabinet where
  489. 489. 

your
  490. 490. 

content
  491. 491. 

actually
  492. 492. 

lives
  493. 493. 

on
  494. 494. 

 your
  495. 495. 

site,
  496. 496. 

like
  497. 497. 

the
  498. 498. 

file
  499. 499. 

folder
  500. 500. 

in
  501. 501. 

the
  502. 502. 

 drawer a
  503. 503. 

user
  504. 504. 

with
  505. 505. 

access
  506. 506. 

to
  507. 507. 

your
  508. 508. 

 site's
  509. 509. 

spaces a
  510. 510. 

collection
  511. 511. 

of
  512. 512. 

users
  513. 513. 

that
  514. 514. 

span
  515. 515. 

 a
  516. 516. 

related
  517. 517. 

purpose
  518. 518. 

across
  519. 519. 

 multiple
  520. 520. 

spaces an
  521. 521. 

ad-hoc
  522. 522. 

collection
  523. 523. 

of
  524. 524. 

users
  525. 525. 

 specific
  526. 526. 

to
  527. 527. 

one
  528. 528. 

space TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Worktracker Registered users of the ACME INTRANET ACME's HR employees with access to multiple spaces ACME's leadership with access to multiple spaces GROUP GROUPMEMBERS Executives HR Department Works on new policies in a restricted section TEAM Policy WritersEmployees + HR
  529. 529. 

Work
  530. 530. 

Space SUB-SPACE Atrium Docs & Videos ! docs.openatrium.com ! vimeo.com/phase2 ! slideshare.net/phase2technology Read & Watch
  531. 531. 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!) contact info@openatrium.com Jumpstart!

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