Ok, I admit, this one was a long time in coming but it’s finally here! The next video in my little series on IBM Connections usage questions. This time it’s all about files and especially about the difference between :
Attachments vs Files
Personal vs Community files
I hope it helps explain a little what the difference is between them and how to use each. Good luck!
Like everyone else I’ve been excited to find out all the little and big new features IBM Connections 4 has to offer and even though I’ve been Beta testing it for months I’m still finding new little gold nuggets of functionality each day. One that I came across while looking at Luis Benitez‘ video of new features in IBM Connections 4 is the drag and drop in the files section of the browser to upload new files or versions (at approximately at 2:50). I love it!
It makes it so much easier to upload files as you don’t have to first click a button and navigate to the file location anymore. On drop of the file or files (yes multiple works too!) it will automatically prompt you for tags and sharing options. Giving you the option to share it immediately with individuals or communities. Even better is that it also recognizes files that are already uploaded in your files section, prompting you to save the new version either as a version or with a rename.
This same functionality was already available through the Windows desktop plugin and the Lotus files plug-in that also allows drag & drop and automatic recognition of new versions but lets face it not everyone wants to install plugins and add-ins and sometimes it’s simply not even an option (try installing the Windows desktop plugin on your Mac!). With this you don’t have to, simply open your ‘My Files’ section and drag&drop your file or files in. It works like a charm!
And it turns out this doesn’t just works on Greenhouse or your on premises install of IBM Connections 4 but on Smartcloud as well (thanks to Erik Vos who alerted me to this!). This nifty little functionality is absolutely one of my favorite new functionalities of IBM Connections. What is yours?
Yesterday I signed up for the life web coverage of the exciting unveiling of the new IBM PureSystem which was hosted not by IBM but by external virtual event organizer Unisfair. Nothing wrong there. Each to its own and they are probably better in organizing these kind of things, but….
I have two pet peeves with how they organized it:
1. At registration you could indicate whether IBM & Affiliates are allowed to contact you by mail, phone or postal mail. I deselected all entries and saved. Guess what. Postal mail and Phone were automatically selected anyway which I saw in a flash while the page was saving. Even logging in and editing the settings does not allow you to deselect this. Sure, it will look deselected but save, switch page and come back and it’s selected again (and yes, I cleared my cache).
Big interface No No here. Even if that is actually saved as deselected you should never show it as selected as it is confusing and misleading. If it is saved as an approval then even worse, don’t give a user an option that really isn’t an option!
2. The second one (and yeah, I know I’m nitpicking here) is that when you organize an event for a major player like IBM and require the attendees to registeryou should at least make sure you know that customers products. So don’t send out a registration message with an “Outlook reminder” option….. sigh
Big issues? No, the first one I simply corrected by changing my info to fictional data and the second one… Well… I’m probably one of the few that even noticed.
But…. it does influence my feeling about the whole thing and makes me distrusting of it all. So if you use external companies to organize events and campaigns for you, make sure they obey to the same standards you do, are familiar with your products and don’t call out competitors products in their communications to your customers. The same goes for organizers. Know your client! It really doesn’t take much now a days for customers to get weary and distrusting on the Internet and that can directly impact the brand as well as you as an organizer….
Sometimes errors can really help put things in perspective….. or simply give you a chuckle. Todays highlight were two errors that made my day. Rest assured, neither were real problems but both gave me a great big laugh. So to brighten your day, here they are!
This one made me almost feel proud of the achievement!
And this one from Microsoft online help…. well irony :)
When I test software I love to test for the quirky details stuff. I know, why bother, but I guess I’m just one of those people for whom the devil is in the detail.
And one of my favorite tests for multi-lingual applications is to test for consistency by changing the language to either Simplified Chinese or Japanese – languages I absolutely do not speak. The reason? Well for one it has a different character set, flushing out non-translated items right away (even if they sound the same the different characters will make it look different).
(‘share’ is clearly not being translated here)
But secondly it also means you are suddenly stuck in a piece of software with no textual hints, forcing you to rely on logic and common sense to find your way.
Now, you shouldn’t do this if you are absolutely new to the software. You need to have a basic familiarity with the functionalities first, otherwise you’ll just get lost. But when you do have that basic knowledge, turning yourself into a temporary illiterate by trying to navigate the application in Japanese is a great way of seeing whether the logic of the application still holds up. Doing this has often helped me find inconsistencies you would otherwise easily overlook. Issues for instance with changing button or menu orders, when on one screen the order of buttons is [Ok] – [Cancel] and on another [Cancel] – [ Ok].
Nowwhy is that important? Surely most won’t bother about that?!? Well, yes. Most won’t, but then there is this thing called repetition… We are creatures of habit and when we use software we often start anticipating moves, almost clicking automatically without looking. Like flipping through a photo album where you always flip through the pages from left to right, expecting the chronological order to follow that. How annoying is it if half way through you find the chronological order has suddenly changed, forcing you to go the other way?
So try it. It’s a great way of finding things you would otherwise overlook and it can be kind of funny to see how good your own understanding of the application really is…