Do you want to know what it’s like to go to another country as an exchange student? Do you want to know about the culture shock you can experience when coming home again? Or do you want to see a moment that is like it’s taken straight out of a high school movie? Then you should check out this video!
Adding a file to an activity can a lot of times be very useful. However, if you just simply upload the file into an element in the activity, you have no way to upload a new version of that file. This means that you have to download the file locally, edit it, and then upload it again into the activity. You then have to delete the previous version of the file from the activity, because there will now be two files.
There is, of course, a much better way to do this. You can share your own files with the activity. This means that every time you update that file, the activity will link to the newest version of the file, and you don’t have to worry about old versions.
Create a new Entry or To do item, or start editing an existing one
If all the fields are not showing, click on More Options:
All the fields are now showing. Find Add File:
Click on the drop down arrow and choose Link to File:
You will now see a window where your files are listed:
You can navigate to see more files by using the Next and Previous links on top. You choose the files you want to share by checking the check box to the left of the file name:
When you have selected the files you want, click on Insert Links.
The files are now added to the activity element:
You can remove any file by clicking on the x to the right of the file name. When you are finished with your editing click on Save.
The files are now added to this activity element:
All members of the activity can now click on a file link to open a file. Remember: This is just a link to one of your files. The members of the activity can’t edit the file and then upload it to the activity as a new version. Only you, and people you have shared the file with and given editor rights to, can upload new versions . But when a new version is uploaded, the link in the activity will lead directly to that version. You do not need to add the link again.
This is a much better way to deal with files in Activities.
Please let me know in the comments section what you think of this tip, or if you have any suggestions, corrections or other feedback.
I’m starting a new series. I will present tips on how you can make it easier for your users to adapt to using IBM Connections. I’ve gone through all the pitfalls you can think of while introducing IBM Connections in our organisation. After four years of using the product, teaching and training people on how to use it, doing presentations of IBM Connections and documenting and creating wikis about it, I feel that I can share some of the stuff that I’ve had success with. Please let me know what you think.
Some people think it’s very hard to follow all the stuff going on in IBM Connections. Nothing could be further from the truth. With one search and a couple of clicks, you usually find what you are looking for pretty easily.
When you are in your news stream (usually the front page in most IBM Connections installations) you will find the search field in the upper right corner:
You start searching by simply typing in the search field:
To perform the search you hit the ENTER key on your keyboard.
Notice that the search field will automatically suggest persons who are tagged with the expression you are searching for. This happens no matter what you are searching for. To select a person you just click on her.
Choose what you want to search for
In the pull down field to the left of the search field you can predetermine what kind of content you want to search for:
Click on what you want to search for. Then type the search word or search expression in the search field and hit ENTER. The search will now be performed. Above the search result you will see pull down menus that makes it possible to sort and minimize the search result.
Here I’ve searched for the expression domino:
You can now sort the the search result by date or relevance:
Above the search result you can also choose whether you want to show all the contents in IBM Connections that you have access to, or if you just want to show contents that belong to you:
Reduce the search result
As you can see, the search yielded 210 hits. That’s a bit too much to wade through. Fortunately you have the possibility to reduce the search results by just a few clicks with the mouse button.
After performing a search you will see a menu to the left of the search result:
The currently active menu item is the one marked with blue. In the illustration above we have chosen All Content.
If you want to search only in Files you click on that menu item:
It will now only display files that either contains or were tagged with my search expression. If I had chosen Wikis in the menu it would have showed a search result with all wiki pages that either contained or were tagged with the search expression.
It’s very important to train your users in how to use tags, and make them understand how important it is to tag all contents in Connections. This is a perfect example of a situation where tags are very helpful.
As shown above we got 210 hits when we searched for domino. Let’s say I was looking for a file about upgrading a Domino server. I will therefore use the tag upgrade to minimize the search result.
In this example, the tag upgrade is displayed among the top hits:
I can now click on the tag.
If I didn’t immediately spot the upgrade tag in the search result, I could have clicked on the pull down menu item Tags in the left hand menu:
After clicking on upgrade it would now show a search result showing only contents that contain both the word dominoand the tag upgrade:
So with just one click on the mouse button, we went from 210 hits to 4 hits!
Please let me know in the comments section what you think of this tip. And let me know if you have questions regarding IBM Connections