Follow

Best Practices

 

Announcement Centre
Conditional Access
Shared Spaces
Branding
Icons for Tiles
iFrame
Persona Matrix explained
How To videos
Application groups and user-groups
Maintenance Window
Owner Permissions

 

Announcement Centre

What can you do with the announcement centre? Here are a few examples.

Companies use it to inform employees of company news, e.g. the opening of a new office location, an upcoming company outing, the promotion, resignation or retirement of a colleague or an internal office move. It is also used for IT related news, e.g. information about their digital workspace, maintenance on applications or hardware, updates, new software and e-learning.

When announcements are Must-reads, use the pop-up feature. This way, you make sure people won’t miss the announcement. The announcement will also appear in the live tile, so people will be able to read it again.

When announcements are Nice-to-reads, just use the live tile. In the live tile, everyone has a clear overview of all their announcements and also have the option to ‘like’ posts. You can also see the amount of views of a post.

mceclip0.png

It is also possible to create and assign categories to announcements. This comes in handy for example, easily finding information by filtering based on category, when a larger amount of announcements are posted, making a distinction between different kinds of information and finding specific posts more easily and determining which category you’d like to see at first glance and set that as default (in personal groups). You can also give permissions to persons or groups per category to create announcements.

A few examples of categories could be:

  • Company News
  • HR Announcements
  • Security Announcements
  • Technical Announcements
  • Marketing & Communication

 

mceclip1.png

You have the choice to view your announcements in either a carousel, tile or list lay-out:

mceclip0.png

Back to top

Conditional Access

The amount of information people have to process nowadays is vast, also in the workplace which can decrease productivity. A lot of this information isn’t relevant at all times. As an admin, you can set Conditional Access to applications from the App Store in your workspace, so people see the correct information and applications at the right times. 

Conditional Access is a valuable tool to filter all this information and allows you to only see the applications relevant to you at the right time, based on your location and device, so you don’t see all your apps, all the time. It can de-clutter the workspace, create awareness, offer more security, enhance positive user experience and truly simplify work for people with an adaptive workspace.  

 
Conditions 

There are four different conditions you can set to create an adaptive Workspace:  

  • Devices 
  • Operating systems 
  • Browsers 
  • IP ranges 

 

Besides defining your conditions, you can determine the visibility: either the application is greyed out or not visible at all. When a greyed out tile is clicked on, a notification pops up with information of the condition(s) set. 

When an application is not visible, you have the option for the workspace to rearrange and align the tiles, so no gaps are left. The workspace does this by reordering the tiles from large to small and pushing them to the top left of the group.  

Example

Nowadays, a lot of people rely on their mobile phone for work. But while on the road and on that small screen you don’t really need or want to see every application in your workspace. Here’s what you do; you choose which applications you don’t want to see on your mobile and set device conditions to them, by checking the boxes ‘hide tile’ and the boxes of the device(s) that you DO want to see, in this case you don’t want to check the box ‘mobile’.

mceclip2.png

 

Some applications are only accessible in specific browsers. With the browser condition settings, you can offer these applications, regardless of the preferred browser. The user will be informed what the conditions are when they click on the application and can switch browsers accordingly.  

Back to top

Shared Spaces

Shared spaces is a great tool to keep your workspace organised and structured, especially when you’re part of more than one team, have a broad variety of tasks or if you’re an admin. Also, when you regularly share your screen, like a teacher with their students, spaces are ideal to secure sensitive information (like emails in the email live tile). Just create a space with information that students are allowed to see. There are different types of spaces you can create, e.g.:

Application-based space

mceclip3.png

 

Information-based space

mceclip4.png

 

Intranet-based space

mceclip5.png

 

Department or team-based space

mceclip6.png

You can set permissions to personal spaces, which means you can determine who in your organisation has access to a personal space, and who doesn’t.

You can also set permissions to shared spaces. A shared space will only be visible to a user if they have access to the shared space. However, if a user has permissions to a shared space but no permissions to the shared tile group and tiles within that group, the space will be visible but completely empty.

This is especially useful if you have large groups of employees who need the same important applications and information, and need to see them first thing when they login. When that’s all they need and you don’t want them to edit anything in the workspace, the admin can choose to not give these groups permissions to the personal space – so they don’t see it. A shared space becomes the (first) one they see by default.

When some groups do need a personal space, but the information in the shared space is more important, admins can also choose to reorder the spaces based on their relevance. So these people will still have a personal space, but it won’t be the first space they see.

Vastly improve the navigation of the workspace and unify everything in one place by adding the Documents app, Email app and Web content apps as tabs to the workspace header. Also, the tab bar is now accessible throughout the entire product. This also allows you to integrate, for example, your intranet within a tab.

Back to top 

Branding

Branding is more important than you might think. People say “don’t judge a book by its cover”, but let’s be honest – we do this. The branding is the first thing people see and if it’s recognisable and nice-looking, people are more likely to be receptive to their digital workspace.

As an administrator you are able to easily brand Workspace 365. You can select the colours, workspace logo, home logo and the product name.

It’s also possible to create multiple branding sets and assign them to different users or groups. This could come in handy if, for example, multiple branches fall under 1 umbrella. Every branch could have their own (recognisable) branding .

mceclip7.png

 

There are different branding options in the workspace. Unfortunately, we often see messy-looking workspaces with a lot of different colours, awkwardly arranged tiles and tile sizes and an overall unpolished look. However, this can easily be avoided if you read the following:

The workspace can be branded in several ways. You can give the header and the headers and footers of live tiles different colours. This allows you to create a calm and refined workspace. Here are examples of different branding options:

  • Coloured header
  • Coloured live tile headers
  • All the tiles have the same colour
  • The workspace has a smooth lay out

mceclip8.png

  • White header
  • Coloured live tile headers
  • All the tiles have the same colour
  • The workspace has a smooth lay out

mceclip9.png

  • Coloured header
  • White live tile headers
  • All the tiles have the same colour
  • The workspace has a smooth lay out

mceclip10.png

 

  • White header
  • White live tile headers
  • All the tiles have the same colour
  • The workspace has a smooth lay out

mceclip11.png

Back to top

 

Icons for tiles

To avoid a hectic workspace, we recommend you only use white icons for tiles.

Find the logo you want and make sure it’s transparent. You can recognise a transparent image when you see the little grey blocks in de background. E.g. below:

mceclip12.png

Edit the image (e.g. in Photoshop) and make the logo white. Next resize the picture to 76 by 76 pixels. You could do this in the program you used to make the icon white or use a resizer tool (e.g. Image Resizer for Windows).

mceclip13.png

Add your icon to the workspace by clicking on ‘Edit icon’ of the tile you’re adding, and then clicking ‘upload icon’.

mceclip14.png

Back to top

 

iFrame

Did you know you can add a YouTube video playlist live tile in your workspace via iFrame? This way you can create your own videos and show them in the workspace. This is how:

  1. Log into your YouTube account on a computer.
  2. Select the playlist you want to embed on the left side of the page.
  3. Copy the playlist ID from the URL. (ID comes after “list=”)
  4. Click on the first video of the playlist and click on ‘Share’.
  5. Click on ‘embed’ and copy the code.
  6. Replace the video ID (after 'embed /') with 'video series? List ='.
  7. Then paste the playlist ID after '='.

Example:

<iframe width = "100%" height = "100%" src="https://www.youtube.com/embed/videoseries?list=PLg0_q2gGiCDbZmpOSqP4HYxMIgcivkc3s" frameborder = "0" allow = " autoplay; encrypted-media" allowfullscreen> < / iframe>

mceclip15.png

  1. In the workspace:
  2. In the App Store, add a new app ‘web content’.
  3. Paste the code in the ‘Embed code’ field.
  4. Change the width and height numbers in the code to “100%”
  5. Fill in the rest of the information.

In the workspace:

mceclip16.png

 

mceclip17.png

Read more about what you can do with iFrames.

Back to top

 

Persona Matrix explained

In the persona presentation a matrix is displayed. Below we explain and give examples of the different terms.

  • Light user. A light user is someone who’s main activities doesn’t involve their device. Like a nurse, whose main focus is caring for patients.
  • Medium user. A medium user divides their time between working on their device and other activities. A teacher, for example.
  • Heavy user. A heavy user is bound to their device. The applications they use are essential to their main activities.
  • Online. An online user only needs web applications. Nothing has to be installed on their device. This also makes them very mobile, like paramedics.

  • Hybrid. A hybrid user has a combination of legacy and web applications. Like an accountant whose software isn’t available as SaaS yet.

  • On-prem. An on-prem user mainly uses local applications and are therefore bound to a fixed workplace. A back-end developer, for instance.

mceclip18.png

Back to top

How to videos

In the workspace you will find the How to video tile. In this tile, brand-less videos explain several parts of the workspace and how to perform specific actions, such as adding new tiles, creating personal and shared groups, how to add RSS feeds and much more. This feature is used a lot to increase the adoption of the digital workspace.

The most exciting thing is that this tile has a sort of A.I. (adaptive intelligence). The videos a user sees are automatically determined based on their permissions and on what’s accessible to them in the workspace. So if, for example, Exchange is not configured for a user, they will not see a How-to video about the Email App.

Whenever you’ve watched a video, you can check it off and it will move to the tile tab “Watched how-tos”. So if you’d like to watch a video again, you’ll be able to find it there. 

mceclip19.png

Back to top

 

Application groups and user-groups

Permissions can be a tricky thing.

What if you want to give a user-group permissions to an application group, but not everyone in the group is allowed access to every application in the group? You could create application groups per person. You could also take a paracetamol for the headache you’ll get.

Here’s what you do. Create the application group and give the user-group permission to it. Then – this bit’s important – set permissions to the application(s) that not everyone needs access to.

Scenario:

Peter is in the group ‘Class 4b’. Class 4b has access to the group “Application group”.

mceclip20.png

BUT he isn’t allowed access to the app ‘Flow’. In the App Store the permissions are set, so only Liesbeth and Sarah have access to Flow.

mceclip21.png

So, this is what Peter sees – the application group, but without the Flow app:

mceclip22.png

Read more about permissions here.

Back to top

 

Maintenance Window

Maintenance on an application can be a hassle. The administrator can do everything right and inform everyone via email, well in advance, that the application won’t be available for a certain amount of time. The only problem is that, when that time comes, people have long forgotten the email (or never opened it), can’t find or reach the application, get hot and bothered about it and subsequently annoy the administrators. Frustration and annoyance all-around is what we DON’T want.

With the maintenance window of the workspace, you can set maintenance on an application, including a message, like why the app is in maintenance.

mceclip23.png

Also, the tile of the application is greyed out when the app is under maintenance. This way, people can see until when and why (if reason is given) their application is under maintenance. This creates more understanding and therefore patience and less frustration.

mceclip24.png

Back to top

 

Owner permissions

When setting permissions, keep in mind that the Group Permissions settings overrule any other (owner) permission settings.

Example of Group permissions

mceclip25.png

When you add the Announcements tile to the workspace and make someone owner, they won’t be able to create and manage announcements, because the Group Permissions are set to ‘Deny’, which ALWAYS overrides ‘Allow’.

So firstly, specify your Group Permissions – if you set everything to ‘Allow’, you can then move on to Group Management and manage the permissions per user-group. (You can synchronise your user groups with the (Azure) AD).

mceclip26.png

After you’ve done that, you can set permissions to applications in the App Store.

mceclip27.png

Back to top