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How to do information collaboration with boards

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Cronycle’s information collaboration platform has boards ideal to collaboratively collect, make sense of and extract insights for market intelligence & more, sales enablement, content marketing, etc. Teams can work together to discover and filter information on their feeds, and collect, make sense of, extract and share insights on their boards.

Cronycle boards (and feeds) are also great for individual curation work. If that’s your case, watch our video tutorials on saving content to boards, making sense of information, and sharing your best finds.

How to get started with information collaboration on boards?

Create a board

It is quite simple: first, you need a Cronycle account with an Enterprise subscription. Contact us to get a demo and set this up.

Secondly, you need a board. If you don’t have one, create it from the Boards page, by clicking on “Create a board”.

click on create board to create a new board and invite users to collaborate with on information
Create a board if you don’t have one ready

Add collaborators to a board

Next, open the board. You will notice your avatar followed by a users icon towards the top right: click on it to add collaborators.

click on avatar plus icon to start to do information collaboration
Click on users icon or avatars

A sheet to show board users appear on the right side, with two tabs: collaborators and subscribers.

Side panel showing the current board users (collaborators and subscribers) and the button to add users
  • Collaborators can add, edit and remove content from the board, modify parts of the publishing options, and add other collaborators to the board.
  • Subscribers can only view, read, comment, vote and share content on the board. They cannot modify any content. Read the dedicated tutorial on this option here.

Next, click on Add users, and next on Collaborators to add a collaborator with edit rights.

2 options to add board users - collaborators or subscribers

In the next step, you can select users from your organization from the list.

window to add board contributors within the organization

Add a team of collaborators to a board

If you have a large enough set of users, you can organize users in teams to give and suspend board collaboration access more easily. This happens in two steps – team creation and addition to boards.

Create and modify teams (admins only)

First, as an admin user, go to the Teams page of your organization. If no team has been created in your organization, you can see one pre-created team – Everyone – which cannot be modified. It includes all active curators and admin users and gets automatically updated. Click on Create new team to start building your own team. Name your team, add users currently in your organization and confirm.

Create a team to manage users collaborating on boards

The new team now appears in the list of teams, shared across all admins in the organization. You can edit teams at any time. Click on the team in the list and:

  • Click on the cross by each user to remove them one by one.
  • Activate the box where current users are listed to see the list of other available users and add them.
  • Click on Delete team to permanently remove this team.
  • Type a new name and click on Done to update its name (this does not impact access).

As soon as you modify a team, access to users is updated.

Add a team to a board

Any admin or curator can add a team of users to a board they own or collaborate on. To do so, click on the users avatar near the top right of the board, then on the Add users blue button. A window opens: select As collaborators. (Note that teams are not compatible with the subscriber role). In the next step, click on the blue text add team. This reveals another selector where the teams in your organization are listed.

Add a team to a board to add a group of users as collaborators

Select the team(s) to add to this board. Once you are ready, press Add to confirm. Now, the users who are part of the team(s) you added are collaborating on the board. You can see the team added, followed by the name of the team members from the side panel showing board users.

Team and individual users added to a board

Removing the team will remove the users in the team – unless they have been also added individually as well (and vice versa).

Invite new users to a board (admins only)

If you are an admin user, you can also invite new users to the organization by entering a new email address:

Variant of the modal with option to invite new users, available only for admins
Window to add email address of new user to invite to collaborate on information from a board (available only for admins)

Admin users can also view the invites sent and those accepted from Admin > Users:

content collaboration - users in enterprise organization
Users list as seen by an admin user with Enterprise plan

Joining an organization and board

The persons you invite receive an email invitation with a unique link. Clicking on that link (and only that link, there is no other way), they can add a password to activate their account within your organization. So you need to wait for them to activate to start collaborating and triggering notifications (see below).

As soon as they log in, they see the board you gave them access to. They will not see your other boards (nor your feeds), unless you add them as collaborator. They will also be able to create new boards and feeds.

We have a detailed tutorial on onboarding new users here.

What information collaboration can be done on boards?

A platform for information collaboration

All board collaborators, whether they own the board or not, can add and remove content. This means that every collaborator can pin from their feeds, the content clipper (available on Chrome and Safari), our iOS app, by pasting URLs or uploading files onto the board. They can also remove content from the board, or copy it to another board. Note however, that only the board owner can delete a board.

content clipper to save to boards
Pin content from the web to your board using our Content Clipper

Organize and make sense of information as a team

All collaborators can add comments, annotation notes, and votes to share their thoughts about the content. Note that these items do not get published: they are meant to facilitate collaboration within the team. For example, adding an @mention (in a comment or annotation note) triggers a notification for the person mentioned, if they have enabled notifications. This is useful to suggest an interesting article. We’ll describe setting up notifications below.

annotation with notes including mentions, to work as a team
Mentions in annotation notes in board content reader

Another aspect of organizing content is applying tags to content. Any collaborator can naturally add and remove tags to pieces of content. Tags can then be used to filter content on the board (and across all boards). They are also sent to our WordPress plugin (boosting up your SEO), to Zapier and RSS.

adding tags to content on a collaborative board
Adding tags to an article on your board

Also, if you have an Enterprise plan, the admin users can define a list of Organization tags to make sure the taxonomy remains consistent.

Any board collaborator can add summaries to introduce a piece of information, or use the auto-summarizer. Moreover, any collaborator can also group articles, videos, tweets and conversations into Story Arcs.

Collaborators can also modify Story Arcs and summaries, for example removing a video from a group. Both summaries and Story Arcs get published.

grouping content together on a collaborative board
Editing a Story Arc and its summary

Share information

Cronycle lets collaborators publish information together, from each board to one or multiple channels:

  • Newsletters, directly to your audience’s mailbox
  • RSS, the standard to collect links in most tools and services
  • WordPress, using our plugin to publish posts
  • Social media using Buffer or Hootsuite
  • Slack
  • Microsoft Teams
  • Zapier, opening many options
publish curated content collaboratively
Each board has its own publishing settings

All board collaborators can set up and modify these publishing options, with some limitations for integrations requiring personal authentication to an account:

  • Slack
  • Buffer
  • Hootsuite
  • WordPress
  • Zapier
  • Microsoft Teams

In these cases, only the board owner can set up and modify the publishing settings. Rest assured: content pinned or approved by any other collaborator gets published. This is a true information collaboration platform.

While we are mentioning approving, a little bit more explanation on that. Editor approval lets you change status of a piece of information when it is ready to be published. For example, if you add summaries to your content, you probably want to make sure it is all good before it goes out. You can read our detailed tutorial on editor approval here.

Any board collaborator can editor approve or disapprove a piece of content. However, within your team, you can decide on who can approve and by what criteria. This is particularly important when publishing as posts with our WordPress plugin, or with Zapier: the content from the board is only sent once to WordPress / Zapier, as we explain in the WordPress and Zapier tutorials

How to notify others (and get notified)?

A lot can happen when you curate information in collaboration. You may get involved with several boards, it can become difficult to keep up. This is why we have implemented notifications. This is particularly helpful in monitoring for market intelligence as a team.

As mentioned above, you can add mentions in both annotation notes and comments, from the webapp and iOS app.

To receive notifications, each board user (collaborators and subscribers) needs to set up their desired level of notification in each board settings. Click on the cog wheel on the board, and expand the notifications section. There are three levels:

  • None (the default on older accounts)
  • Mentions only (the current default)
  • All notifications
information collaboration with notifications for communication in the team
Options available for notifications, including Slack

So, before mentioning your team members, remember to make sure they have switched on notifications. Notifications get delivered in our web and iOS applications, as well as by email for many of them.

If you wish to stop all notifications, there is a central reset button on your profile page. All boards will then be set back to no notifications.

There is another way to keep an eye on your boards: you can subscribe from your account page to board updates by email. You will then receive information about new content added to your boards.

Account / Notifications & emails page with notification reset and email subscriptions
Opt in to board updates on your profile page

How to transfer board ownership?

In some cases, like a change of team, role, or team member, you may want to transfer board ownership. This will allow someone else to reset the integrations for publishing, and eventually delete the board. This way your team can continue to use Cronycle as your information collaboration platform.

To do that, the board owner needs to go to the board settings (click on the cog wheel), expand the Information section, and click on Transfer ownership. You’ll then be asked to select one of the board collaborators as a new board owner. If you want to transfer to another person, you first need to add them as collaborator to the board.

As Slack, Microsoft Teams, Hootsuite, Buffer, Zapier and WordPress get disconnected when transferring ownership, the new owner needs to reconnect with his/her own credentials or token.

board setting with option to transfer ownership to another collaborator
Transfer board ownership

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