6.1What Is a Board?

A Board is used for collaboration or communication with colleagues within the organization

Following main page is displayed in the Board menu

Board Type

• Departmental Board – The Board is used by the department to share the documents and data among the department members. It can also be used for collaboration through sharing with members of other departments. Company Board – The Board is used to announce or share the information with all users of the company. The operator of the company Board is designated by the site administrator. The operator has the privilege to delete the postings.

• Any user can post the articles on the company Board. A user can be assigned of different read/write privilege

Board Pattern

There are two patterns of Board:

• Classic pattern – It is a typical type of Board. When a user posts an article, the title and writer are displayed.

• Feed pattern – The Board has the form similar to a SNS service such as Facebook and Twitter where the content is displayed without the title to allow the users to post the article in a free format.

6.2Departmental Board Creation

A departmental Board can be created by any member of the department. The user who created the Board becomes the operator by default, and the head and deputy head of the department in addition to the Board creator have the privilege to operate the Board by default

Board Operation Privilege

• Operator– The creator of a Board becomes its operator by default. Another operator can be assigned, and the creator can be deleted from the operator list. Since the head and deputy head of the department have the operating privilege, there is no need to assign an operator. The Board operator has the privilege to share the Board, set the header and delete the postings.

• (Deputy) Manager – Head and deputy head of the department or team have the operating privilege to the departmental Board by default. They also have the privilege to delete the Board.

A Board can be added in the following way:

1. Click Add Board below the departmental Board.

2. Check the Position in the Board addition screen. The department of the user is displayed, and the Board of the department is created. If the user is affiliated with multiple departments, the position must be checked before the Board is created.

3. Enter the Title of the Board. The title is displayed in the left sidebar.

4. The title should be 2 characters or more and 64 characters or less.

5. Enter the Description of the Board. It should be descriptive enough to know the purpose of the Board. It is an optional input. Up to 255 characters are accepted for the description.

6. Select the Board Pattern. A pattern can be either classic or feed.

7. Select if a Header will be used. If the Headeris set to be Used, enter the header.

8. Select if e-mail send button or icon will be displayed in the posting. If Display e-mail send button in the posting is set to Yes, an e-mail send button is displayed in the posting in the classic Board, and the E-mail sending icon () is displayed in the posting in the feed Board. When the E-mail sending icon () is clicked, any user can e-mail the posting.

9. Specify the Operator. The creator of the Board is designated as the operator by default. An operator can be added, or the user can be removed from the operator list. Since the head and deputy head of the department have the operating privilege, there is no need to assign an operator.

10. Set Sharing. If the Board is to be shared with another department, select Share and designate a department to share it.

11. SetPrivate setting. If Private setting is set to Use, the Board can be shared only with some members of the department.

12. Set whether the Comment creation will be used.

6.3Board Setting

When a Board is created, its operator can be specified and it can be set to be shared and open. Click the Board setting icon () to move to the setting screen in order to change the setting after the Board is created..

Sharing Board

A departmental Board can be shared with other departments. Sharing the Board with a department that needs communication frequently is beneficial in that there is no need to use the e-mail or messenger and the data are preserved to be accessed later.

A Board is shared in the following way:

1. Click the Board setting icon () of the Board to be shared.

2. Set Sharing to Use in the Board setting screen.

3. To share the Board with a lower level department, check Share with lower level department. Select one of Both read and write allowed or Read only allowed.

4. To share the Board with another department, check Share with another department. The Organization Tree is displayed in the right side.

5. Select a department to share the Board.

6. Select if the sharing department will have the Write privilege. If not, the department will have only the read privilege to the Board.

7. Click OK.

Creating Private Board

The Board is shown only to some tem members and some members of other departments.

A Board can be set to Private in the following way

1. Click the Board setting icon () of the Board to be set to Private and move to the Board setting screen. Set Private setting to Use.

2. Set if the Board will be open to all members of the same department or only to some members.

3. To open the Board only to some members, click Add reader and select the users to open the Board.

4. Click OK..

Create anonymous board

General users can only use the writing function and all replies are posted anonymously. Even for the post of admin., the registrant cannot be identified in an anonymous board.

Here's how to add an anonymous board

1. Under Department Bulletin, click Add Bulletin Board.

2. Anonymous board settings are available for all types.

3. Select 'Enable' in the Anonymous setting to set the Anonymous Bulletin Properties.

4. Click Create to create an anonymous board.

Writing Anonymous board

• Anonymous board writing is the same type of classic and feed bulletin board writing.

  • However, the postings in the anonymous board will only be displayed as 'Creation Date'.

• Due to the nature of anonymous bulletin board, we do not provide 'notice' function and 'register as public notice' function to department members.

• It does not provide 'move' and 'copy' functions to other bulletin boards.

Anonymous board List

• Shows without 'Writer' part of the list of existing classical bulletin boards.

• The Writer is not displayed, so searching by writer is not possible.

• In case of receiving e-mail, the function is maintained, but the writer's anonymity is guaranteed when sending an email.

Header Setting

A header is prefixed to the title of a posting to identify the posting according to the nature, type and format of the article. A Board operator can create the header in advance and suggest the article writer to specify the header according to the nature and type of the article.

Adding Header

A header can be added in the following way

1. Select a classic Board to add a header and click the Board setting icon ( ). Set Header to Use in the Board setting screen.

2. If Always force to select header when posting an article is checked, a user cannot post an article unless a header is selected.

3. Enter the header in the header input window.

4. Click Add header.

5. Click OK.

The header is automatically prefixed to the article title when a user posts an article to the Board.

When an article has the header, it is easy to determine the nature and type of the article. Moreover, users can easily search for the articles containing the header.

6.4Departmental Board Management

When there are multiple departmental Boards, the order of Boards can be changed or the separation lines can be added for management.

Create a bulletin board group

Here's how to create a group of bulletin boards

1. Click the bulletin board management icon next to the department name.

2. Select Add Group by clicking the Add button above or below the board list.

3. Create a board group by entering a new board group name.

4. After clicking Reorder, you can move the boards to a group using drag and drop.

5. Click Done reordering.

Changing Order of Board

The order of Boards can be changed in the following way:

1. Click the Board management icon () next to the name of the department.

2. Click Order change at the top or bottom of the Board list.

3. Change the order of Boards with drag and drop.

4. Click Complete order change.

Adding Separation Line

If there are many Boards, the separation lines can be added to group the Boards of similar nature.

A separation line can be added in the following way

1. Click the Board management icon ( ) next to the name of the department.

2. Click Add separation line at the top or bottom of the Board list. 3. When a separation line is added, click Change to change the name of the separation line and position the line at the appropriate place between the Boards..

Terminating Board

If a new Board is created to change the nature of the Board or if a Board is no longer used, the Board can be terminated.

1. Click the Board management icon ()next to the name of the department.

2. Select the Board to terminate from the Board list and click Terminate at the top of the list. Click OK..

When a Board is terminated, the Terminated Board is crated in the left sidebar. Even after a Board is terminated, the existing articles can be checked in the Terminated Boards.

Deleting Board

A Board is deleted in the following way

1. Click the Board management icon () next to the name of the department.

2. Select the Board to delete from the Board list and click Delete at the top of the list.

3. Click OK..

Transferring Board

A departmental Board can be transferred to another department. The shared users are maintained even after the Board is transferred

1. Click the Board management icon ( ) next to the name of the department.

2. Select the Board to transfer and click Board transfer at the top of the list.

3. Select the department to transfer the Board to from the Organization Tree.

4. Click OK in the confirmation dialog box.

6.5My Favorites

The frequently accessed Boards can be designed as My Favorites. Since the Boards in My Favorite are displayed at the top of the left side bar, they can be quickly accessed when there are many Boards.

A Board can be added to My Favorites in the following way:

1. Click a Board to add to My Favorites.

2. Click the My Favorite icon ( ) next to the name of the Board. The My Favorites icon is changed to yellow.

3. Confirm that the selected Board is added to My Favorites at the top of the left sidebar.

Changing Order of Boards in My Favorites

The order of Board in My Favorites can be changed in the following way:

1. Click the Edit icon ( ) next to the My Favorites.

2. Change the order of Boards with drag & drop.

3. Click the Confirmation icon ( ) after the change is completed.

6.6Accessing Posted Articles

This section describes the way to access the articles posted in a Board. There are different ways to access an article according to the Board pattern (classic pattern or feed pattern).

Accessing Articles in Classic Board

A classic Board displays the title, writer, date of registration, etc. of the articles in a list format as shown below.

Click a title in the article list to display the details of the selected article.

List of Users Who Read Article

In the case of the classic Board, you can check the users who read an article.

Click the Access count below the title and creator. The list of user who read the article is displayed in a popup window.

Viewing members who liked a post

If you can relate to or like the content of a post, you can express your feeling by clicking “Like (♡).”

To check the users who have clicked “Like” for your post, click “No. of People Who Clicked ♥ Like” at the bottom. The users who clicked “Like” for the post are displayed in a pop-up.

Sending Article in E-mail

A posted e-mail can be e-mailed to other users. Since the recipients can be specified, the meeting minutes, decisions, etc. can be posted in the Board and then e-mailed to the relevant users.

1. Select a Board containing the article to be e-mailed.

2. Click the title of the article to be e-mailed.

3. Click E-mail send at the top of the article title. The Write e-mail screen is displayed.

4. Enter the recipient in the Write e-mail screen and write the nature of the e-mail in the Memo field if needed. Up to 100 characters can be entered in the Memo.

5. Check the article content and file. The article can only be checked and not edited. If there is an attached file, the file name is displayed. The file cannot be deleted.

6. Click Send after the checking.

Deleting Article

You can delete the article you wrote. To delete an article, click the title of the article and click Delete.

Manager, Moderator of Board operator can delete multiple articles at once.Multiple articles are deleted in the following way.

Multiple articles are deleted in the following way:

1. Select the Board containing the article to delete.

2. Check the article to delete.

3. Click Delete at the top of the article list.

Moving Article

You can move an article you wrote to another Board. To move an article, click the title of the article and click Move.

The Manager, Moderator or Board operator can select multiple articles from the article list and move them to another Board at once.

1. Select a Board containing the article to move.

2. Check the article to move.

3. Click Move at the top of the article list.

4. Select the department and Board to move to in the Board popup window and click Move.

Copying Article

An article can be copied and registered in other Boards in the following way:

1. Select a Board containing the article to copy.

2. Check the article to copy from the article list.

3. Click Copy at the top of the article list.

4. Select the department, Board and header of the Board to copy from the Copy article screen. Click Board additional selection. You can select up to 10.

5. Click Copy after all article to copy are selected.

Accessing Article in Feed Board

The feed pattern Board shows the articles in the form of Facebook and Twitter.

Since the text and image are displayed without the title, the creator can generate the article in a freer format.

Viewing members who liked a post

If you can relate to or like the content of a post, you can express your feeling by clicking “Like (♡).”

To check the users who have clicked “Like” for your post, click “No. of People Who Clicked ♥ Like” at the bottom. The users who clicked “Like” for the post are displayed in a pop-up.

E-mailing Article

A posted e-mail can be e-mailed to other users. Since the recipients can be specified, the meeting minutes, decisions, etc. can be posted in the Board and then e-mailed to the relevant users.

1. Place the mouse on an article to be e-mailed.

2. The E-mail send icon ( ) is displayed at the upper right corner of the article. Click the Email send icon.

3. Enter the recipient in the Write e-mail screen and write the nature of the e-mail in the Memo field if needed. Up to 100 characters can be entered in the Memo.

4. Check the article content and file. The article can only be checked and not edited. If there is an attached file, the file name is displayed. The file cannot be deleted.

5. Click Send after the checking.

Article Sorting Setting

You can select the sorting order at the top of the article list.

• Article registration basis (default) – Based on the time of the article generation, the most recent articles are displayed first.

• Comment registration basis – Based on the times of original article and comments, the most recently updated articles are displayed first.

To change the article sorting order, click Sorting drop box at the top of the article list. Select either Article registration basis or Comment registration basis.

Deleting Article

You can delete the article you created. To delete an article, place the mouse over the article to delete. The E-mail send icon ( ), Edit icon ( ), and Delete icon ( ) are displayed. Click the Delete icon delete the selected article.

Requesting Receipt of E-mail (Subscription)

When you subscribe a Board, you are e-mailed whenever there is a new posting. Subscribing to an Board is described as follows:

1. Click a Board you want to subscribe to be noticed through an e-mail whenever there is a new posting.

2. Click +Request next to E-mail receipt.

The Board operator, Manager and Moderator can add and confirm the e-mail recipients.

• To add an e-mail recipient, click +Add next to E-mail recipient.

  Select a user to add in the Organization Tree. Any user can be selected regardless of the privilege. To check the recipients, click the number next to Recipients. The users specified as the recipients are listed.

• To delete a recipient, click the Trash bin icon ( ) next to the name.

Checking Open/Sharing Status

You can check the scope of open/sharing of a Board. The Board open/share status can be checked only by the Board operator, Manager or Moderator.

1. Click a Board to check the open/sharing status.

2. Click Check open/sharing status at the top. The users to whom the Board is open (read only allowed) and the users with whom the Board is shard (both read and write allowed) are listed.

6.7Writing Board

This section describes how to post an article in the Board. There are different ways to post an article according to the Board pattern (classic pattern or feed pattern).

Posting Article in Classic Board

To post an article in a classic Board, click Write to move to the Write article screen.

1. Enter the title. Since only the titles are listed when a Board is clicked, the title should be descriptive enough to identify the article.

   A title should be 2 character or more and 100 characters or less.

2. To attach a file or image, click File attachment and select a file.

3. Write the content. You can use the editor to change the font size, color or style.

4. Set open or private.

5. Click Register.

• Title: Enter title. When noticeboard is clicked, only the titles are displayed in the list. So, the title must be written in a way that the post can be distinguished from other posts. The length of title must be longer than two and less than 100 characters.

• Attach File: To attach a file or an image, click Attach File and select a file or an image to attach.

• Content: Write the post. You can change font size, color and style using Editor.

• Open: Set public or private status of the document.

• Register as Notification: When a post is registered as notification, it is displayed at the top of noticeboard for a set period of time.

• Notification: When a post is registered, it is notified to users who have permission to read it through email or by push notification.

Posting Private Article

An article can be set to be Private in the Write article screen. A private article is open only to the Board operator, Manager and Moderator.

Temporary Storage

An article may be temporarily save in the middle so that it can be complete later. Click Temporary storage next to Registration.

Click Write article to move to the Write article screen. Click Temporarily stored article sunder the title to display the temporarily saved article list in a popup window.

Click a title of the article to retrieve to continue writing the article.

Registering Announcement

If an article is registered as an announcement, it is always listed at the top of the Board for the given period.

To register an article as an announcement, check Announcement registration in the Write article screen. Set the period in the announcement period setting popup window and click Announcement. The article is officially uploaded only after Registration is clicked in the Write article screen.

Use Notification Function

Check Email or Push at the bottom of the window for post writing. An email or push notification is sent to department members who have permission to read the post.

Posting Article in Feed Board

Select a feed pattern Board and place the cursor over the Write article screen. Create the article and click Tell story.

Attachment

You can attach an image, file or link when creating an article. Click Upload icon () next to the Write article window to attach an image or file and click the Link icon () to attach a link.

Use Notification Function

Check Email or Push at the bottom of the window for post writing. An email or push notification is sent to department members who have permission to read the post.

6.8Searching Article

A search is divided by the basic search using only the search word in the search window at the top of the Board screen and detailed search which uses multiple conditions and search words.

Basic Search

If the search word is found in the title, content, comment, attached file name, or creator of an article, the article is displayed in the search result. The basic search is beneficial in that you do not have to specify the detailed search condition.

You can use the basic search in the following way:

1. Enter the search word in the search window at the upper right corner of the Board.

2. A search word must be 2 characters or more and 64 characters or less.

3. Click the Search icon ().

Detailed Search

You can search articles using the detailed search conditions such as the article title, main text, comment, attached file name, etc, The detailed search is described as follows:

1. Click the Arrow () next to the basic search window.

2. Enter and specify each item in the detailed search popup window.

3. Click Search.