This blog is follow up in a series of blogs on Folders in IBM Connections. For full understanding I would recommend reviewing the previous blogs: #1: Community Folders, #2: Ownership of files and folders and #3 working with folders first.
So in the previous three post I explained a bit about the ins and outs of IBM Connections folders, the different flavours you have and how they work and differ from each other. But the question now is how do you use them…?
I’m not going to tell you.
The truth is that each organization is different and each situation is different. IBM Connections is a social business platform that offers you tools that can help you stimulate collaborative work and knowledge sharing and there really is no ‘right way’ or ‘wrong way’ as long as you can achieve that. Having all three different types of folders (Shared Folders, CCM Folders and Community Folders) means you just got more options to find YOUR way. But to do so it is important to understand how each of them function, what their strongholds are as well as possible weaknesses. In the previous 3 blogs I’ve tried to give you an overview of those strengths and weaknesses.
Having so many options that work so differently at times can be quite confusing. Can you prevent users from using a certain type of folders?
Well in a way yes, by simply deactivating the whole feature. Shared Folders is part of the personal files, as far as I know you can’t easily deactivate those without deactivating personal Files too but I’m no admin so check with your admin before dismissing that. CCM Folders require CCM Licensing and an additional installation. You can definitely choose not to buy it / install it. Then again, that would mean you lose some great features that CCM could offer to your organization so make sure you fully evaluate before deciding! Community folders, which is part of the default offering as of IBM Connections 4.5 CR4, has only recently been released and it requires a specific act from your administrator to activate so again, that is something that you can choose to do, or not.
But….! Don’t just dismiss these options. Make sure you test them and discuss them with your users. They might in fact solve problems you weren’t even aware of. In that sense, having so many different options also means you have a rich variety of possible use cases. Just make sure you are aware of how each works.
So what would I recommend?
Well, again, it’s all up to your situation, organization and needs. But there a few things I would definitely recommend:
- Do not implement CCM just so your users have nested folders…. Yes, I know having this option is a great selling point for CCM but it will always fall short in replicating the functioning of their file shares, even with subfolders. If that was the only reason to implement it, users will only get disappointed. Instead, highlight the other benefits of social file sharing and look at the other features CCM offers like approval cycles, document types and the option of having users control the security access levels to it. Use that to show users why CCM could be a great thing to use.
- Inform users of the Ownership differences between Community Files/Folders and Personal Files/Folders. Try to come up with a strategy with them, on when to use what. There are clear cases where personal files are preferred but in other situations community files can be a better way to go. If for no other reason than to at least make sure they are, by default, editable to all community members or ensure a better security within a community.
- Do not use Shared folders in Restricted communities. See this blog for an explanation why.
- Train your key users so they know how IBM Connections Files & Folders work and provide cheat sheets so they can understand and explain to other users why certain things work the way they work.
- Try & experiment. As stated before, IBM Connections is a platform offering more than one way to go. That is its strength but sometimes is also seen as its weakness as it can be confusing to users. Find out what works for your organization and base your content strategy on that.
- Lastly, but probably most importantly…. If you haven’t done so yet, explain to users what the key thoughts behind IBM Connections is and try to get them to realize that when it comes to Sharing information in a social platform, the premise about who should have access to a file or folder shouldn’t be “I, unless…” but “Everyone, unless…”!
So have I covered everything there is to know about IBM Connections folders? No! There are whole areas I haven’t even touched upon. So I will most likely be publishing more blogs on this topic in the future. In the meantime, let me know if you thought this series was helpful or if you have any questions by posting in the comments.