Social Office adds functionality to Liferay Portal for a specific purpose: collaboration. We’ve designed it for work groups needing to collaborate on documents and data in the office. The additional tools and defaults were carefully chosen to provide users working within a group the ability to easily communicate, collaborate, and coordinate their tasks.
Social Office allows you to quickly set up sites designed to facilitate collaboration. Each site is designed to provide a single group or team with a virtual shared workspace. Members of your organization who belong to multiple groups or teams in your organization can belong to multiple Social Office sites on the portal. Social Office also provides each user with customized sets of public and private pages for their personal sites. These personal sites serve as virtual individual workspaces. The applications they include help users manage their tasks, keep informed about each other’s activities, and communicate with each other.
The Social Office theme is used to style Social Office pages, including the private pages of users’ personal sites, their public pages, and the pages of Social Office sites. The Social Office theme is mobile-responsive so users using smartphones or tablets can easily use the site. The Social Office theme adds a convenient button to the top-right corners of Social Office pages. This button allows you to expand the portlets on the page to fit the size of your browser window. You can click the button again to return the portlets to their default size. The Social Office theme provides two colors theme: Classic and Strata. The Classic color theme provides a white background while the Strata color theme provides some solid background colors. The Social Office welcome theme that was included with Social Office 2.x has been replaced by the regular Social Office theme in Social Office 3.x.
The Social Office User Role
Social Office adds a special role to Liferay Portal: Social Office User. Assigning users to the Social Office User role provides them with personal sites pre-built with pages and applications designed to help them manage their work, share information, and communicate with each other. Social Office users also receive a user bar that appears at the top of all portal pages when they’re logged in (more on the user bar later).
After installing Social Office to your Liferay instance, you’ll be directed to the following screen when you log in as an administrator:
This page allows you to assign the Social Office User role to users, organizations, or user groups. If you aren’t immediately sure who should be assigned to the Social Office User role, you can come back to this page later. It’s called Social Office Configurations and it appears at the bottom of the Configuration section of the Control Panel. The Social Office Configurations portlet was an EE-only feature of Social Office 2.x but it’s become a CE-feature as well in Social Office 3.x.
Assign yourself to the Social Office User role to see how it works. Once your user account has been granted the Social Office User role, the user bar appears above the Dockbar. The user bar contains links to all the private pages of the user’s personal site, including a link to the Dashboard, the private home page of a Social Office user’s personal site. The default personal pages provided by the Social Office user role include the private Dashboard page and the public Profile page. Once you’ve been assigned to the Social Office User role and you see the user bar, you can explore the extra features added to Liferay by Social Office.
If all your portal users will be using Social Office, you should add this role to your portal’s default user associations. Use the Admin menu of the Dockbar to navigate to the Control Panel. Under the Configuration heading, click on Portal Settings. Then click on Users from the right-hand navigation menu. Finally, open the Default User Associations, add the role Social Office User, and click Save. Now, newly created users will be assigned to the Social Office User role. If you’ve been using Liferay but have just installed Social Office, you can check the Apply to Existing Users box to grant the Social Office User role to previously created users. These users will receive the role the next time they log in to the portal.
You may also want to change the landing page that users see upon login. For instructions on doing this, see the Configuring Portal Settings section of the Liferay User Guide.
The Social Office User Bar
When a user who has been assigned to the Social Office User role logs in, the user bar appears in place of the Dockbar.
The Dashboard link appears as the left-most item of the user bar. Links to the other private pages of the user’s personal site appear next. You can click on these links from anywhere in the portal to access your virtual private workspace. Also, the My Sites link is moved to the user bar, where it’s renamed to Go to. Instead of simply allowing the user to navigate to one of the sites he or she belongs to, the Go to menu provides access to the Sites portlet. This means that Social Office users can not only use the Go to menu to navigate to sites they belong to but they can also search for sites, filter the sites in the list (All Sites, My Sites, My Favorites), add sites to their favorites list, access the Sites Directory, and access the Add Site wizard.
The Sites portlet is an improved version of the basic My Sites portlet. It allows you to star various sites to customize your sites list. You can select All Sites to display all the sites in the portal, My Sites to display all the sites you belong to, or My Favorites to display your custom list of starred sites. Beginning in Social Office 3.1, the Sites portlet also remembers your selection. This is very useful if you frequently use one of the selections. For example, if you have a favorite group of sites that you have starred, selecting My Favorites will make that the default selection in the Sites portlet as you navigate through Social Office. The option to star sites is also very useful for large Social Office instances with web applications and content hosted across many different sites. There’s also a search bar which you can use to display sites related to your search query. If you have permission to add sites, you’ll see an Add Site button which opens a wizard to guide you through the site creation process. This wizard will create a new site based on the Default Social Office Site template. This site comes pre-built with pages and applications designed for team collaboration. The Sites Directory button opens a site directory dialog box which you can use to join, leave sites, or star sites. If you have the required permissions, you can also delete sites.
If you are an administrator, the next item on the user bar is the Admin menu. This is the same Admin menu that appears in the Dockbar of a regular Liferay Portal installation.
Next, a Notifications icon is added to the right of the Go to menu. The Notifications icon displays how many unread notifications and requests you have. You’ll be notified upon receiving a private message, an invitation to join a site, a social connection request, or an event reminder. Alerts and announcements created via the Alerts or Announcements portlets are also accessible via the Notifications icon. Clicking Mark as Read clears notifications from the list, but leaves each request for you to respond to individually. Clicking Notifications or Requests lets you view further details about each item you’ve received and lets you configure your preferences for receiving notifications and requests.
The My Account icon is also moved from the Dockbar to the user bar. When you click on your name or profile picture in the user bar, four options appear:
- My Profile: takes you to your public Profile page. The Profile page is the public home page of a Social Office user’s personal site.
- My Dashboard: takes you to your Social Office Dashboard, where you can keep up to date with various kinds of portal activity.
- My Account: takes you to the My Account section of the Control Panel where you can edit the details of your user account, such as your screen name, email address, password, etc.
- Sign Out: logs you out of the portal.
Now that we’ve learned how to use the Social Office user bar and seen how it works with the Dockbar, let’s learn how to use the Social Office Dashboard and other private pages and their applications.
Using the Dashboard and Other Private Pages
The private page sets of Social Office users serve as personal workspaces. Each private page displays a navigation menu in the left column so that you can navigate back and forth between the private pages of your personal site or navigate to your public pages. To access the My Sites portlet, just click on the Go to menu in the user bar. The private pages provided by Social Office include:
- Contacts Center
- My Documents
The Dashboard page provides several portlet applications designed to keep you up to date with various kinds of portal activity:
- Upcoming Tasks
- Microblogs Status Update
The Announcements Portlet
The Announcements portlet lets you broadcast important information to different groups of users. Each announcement can be created in a specific scope so that you can manage which announcements are sent to which users. For more information about using the Announcements portlet, please refer to the Liferay User Guide. In Social Office, announcements created with the priority Important are displayed in red while announcements with the Normal priority are displayed in yellow. The default scoping of the displayed announcements in Social Office depends on the site of the Announcements portlet. By default, the Announcements portlet on the Dashboard shows an aggregated view of all general announcements. An Announcements portlet on a page of a Social Office site shows site-specific announcements as well as general announcements. Viewing announcements also behaves a bit differently in Social Office than in a standard Liferay portal. Clicking Mark as Read completely hides announcements from view. Clicking Read Entries reveals them again.
The Activities Portlet
Using the power of Liferay’s Social API, the Activities portlet presents information about different categories of users’ recent activities. Use the tabs to display portal activities from different scopes:
- All: shows all activities.
- Connections: shows a list of activities of users with which you have established a social connection.
- Following: shows activities of users you’re following.
- My Sites: shows all the activities from the sites of which you’re a member.
- Me: shows only your own activities.
The Activities portlet consolidates related activities into a single activities entry so the activities feeds aren’t spammed with nearly identical messages. For example, users often make several updates to an asset in quick succession, like this:
Bryan Cheung updated a wiki page in Sales Team. 1:48 PM Pricing Bryan Cheung updated a wiki page in Sales Team. 1:47 PM Pricing Bryan Cheung updated a wiki page in Sales Team. 1:47 PM Pricing Bryan Cheung updated a wiki page in Sales Team. 1:46 PM Pricing Bryan Cheung updated a wiki page in Sales Team. 1:46 PM Pricing
The Activities portlet consolidates entries like these so that only a single message is displayed, like this:
Bryan Cheung made 5 updates to a wiki page in Sales Team. 1:46 PM Pricing
For assets that allow commenting, such as blog entries, wiki articles, calendar events, tasks, and documents and media files, the Activities portlet allows users to comment on the assets directly in the activities feed. Such comments are translated directly as comments on the asset. Comments on groups of activities are not translated as comments on the individual assets; these comments appear only in the activities feed. Forum-related activities do not allow comments; users have to click the link to the thread to leave a response. Since activities feeds can quickly become heavily populated, users can simply scroll to the bottom of a page with the Activities portlet and the Activities portlet loads more activities.
The Upcoming Tasks, Events, and Microblogs Status Update Portlets
The Upcoming Tasks portlet displays a list of tasks that have been created for you or that you’ve assigned to yourself. The Events portlet integrates with the Calendar portlet belonging to your scope to show upcoming events. By default, an event appears only ef you’ve accepted the event and it is scheduled to occur within one day. You can configure events to be displayed up to five days ahead in the Calendar portlet configuration. You can also configure the maximum number of events to show. Access the configuration by clicking the gear icon at the top right of the portlet and then selecting Configuration.
There’s also a Microblogs Status Update portlet on your Dashboard that lets you broadcast a Facebook-like status to the scope of your choice: to everyone, to your connections, or to your followers. Beginning with Social Offce 3.1, you can also control whether or not your latest status update appears on your Dashboard. To do so, first make sure the Edit Controls are turned on by clicking the Gear icon next to the search bar and toggling on the Edit Controls in the bar that appears on the left side of your screen. Then mouse over the Microblogs Status Update portlet, click the Wrench icon, and select Configuration from the drop-down menu. Uncheck the box for Display Most Recent Status if you want your most recent status update to be hidden on your dashboard. Also, users can interact with microblogs status updates wherever they’re displayed, such as in an Activities portlet. There are a few possible microblogs interactions: you can click a link to view the full microblog post, comment on the post, or repost the microblog. Next, let’s take a look at the applications provided on the other private pages of Social Office users’ personal sites.
The Contacts Center
The Contacts Center is an important application for Social Office because it allows users to create LinkedIn-style connections and Twitter-style followers. This enables users to customize who they share information about social activities with and whose activities they’re interested in. Note that connecting with another user forms a two-way relationship whereas following a user forms a one-way relationship. For example, if you’re connected with another user then you’ll see that user’s activities in your Activities feed and that user will see your activities in their Activities feed. Since connections are two-way relationships, initiating a connection requires approval from the other user. If you’re only following a user, then you can still see their activities in your feed, but they will not see yours. Also, connections are reflected in other portlets beyond the Activities feed. For example, the Tasks and Chat portlets can be configured to only show those items that belong to your connections.
The Contacts Center application displays a list of portal users. You can choose to display All, Connections, Following, Followers, or My Contacts. If you are a member of a site, you can also choose to display only the members of that site. There’s also a search bar so you can search for specific users. The Contacts Center can store contacts that aren’t portal users, making it a great one stop shop for all of your contacts. To add a new external contact, just click on the Add Contact button at the top of the Contacts Center.
To view details about a contact or user, click on the user from the left-hand area of the Contacts Center portlet. For each user, you’ll have the following options:
- Connect/Disconnect sends a connection request to or disconnects you from the selected user.
- Follow/Unfollow subscribes and unsubscribes you to the selected user’s activities stream.
- Block/Unblock allows you to block and unblock users from viewing your activities stream. Blocking a user only prevents that user from following you or adding you as a connection. A blocked user can still send messages to and view the public profile information of the blocking user.
- Message lets you send a private message to the user.
- vCard lets you export a user’s vCard and save it as a VCF file. vCard is a file format standard for electronic business cards.
Clicking the user’s name takes you to their profile page.
The Contacts Center also lets you select multiple users via the checkboxes to the left of each user. Doing so presents you with the same buttons listed above. This is a great time saver for when you want to manage your interactions with several users at once.
Social Office’s Microblogs application allows you to broadcast your thoughts as a Facebook-like status to a chosen audience. You can choose for your status to be viewable by Everyone, Connections, or Followers. There are two special symbols that you can use in your microblog posts. The hashtag symbol (
#) turns the following word into a hashtag. When viewing a microblog post, hashtags appear as links. You can click on any hashtag to view a list of microblog posts that reference the same hashtag. Note that hashtags are distinct from portal tags–only portal tags are indexed and made available for search. The other special symbol you can use is the mentions symbol (
@). When you are writing a microblog post, typing the
@ symbol brings up a list of connections to select. Once you select a connection and publish your post, the connection’s username becomes a link to their Social Office profile page. This is the general behavior of clicking on a username throughout Social Office. The Timeline tab of the Microblogs portlet chronologically displays all the status posts that you have permission to see. The Mentions tab displays all the posts in which you’ve been mentioned.
Note that there are two different portlets for accessing the microblogs system: the Microblogs portlet and the Microblogs Status Update portlet. When placed on private pages, both portlets allow you to update your mircoblogs status. The Microblogs portlet also allows you to view your Microblogs Timeline and Mentions tabs. On public pages, these portlets display microblogs but don’t allow you to publish new posts. You wouldn’t want to just anyone to publish microblogs under your name, would you?
Social Office’s private messaging system allows you to send email-like messages to other users within the portal. Its interface is similar to that of an email client. Messages are aggregated by thread, with the most recent message displayed. You can select messages to mark them as read or unread or to delete them. Use the New Message button to compose a new message. Just like with email, you can enter a subject, a message body, and add attachments. Click in the To field and a list of users appears that lets you select who to send your message to. You can select any number of users.
By default, all portal users are available in the To field of the Private Messaging portlet. You can filter the set of available users by social connection status or site membership. However, this configuration must be done by a server administrator since this configuration must be made to the Private Messaging portlet before it’s deployed.
To filter users, create a
portlet-ext.properties file to override some properties of your Private Messaging portlet’s
portlet.properties file. Don’t modify your Private Messaging portlet’s
portlet.properties file directly. It’s a best practice to override it instead of modifying it.
Before you deploy your Private Messaging portlet, extract it to a location of your choosing on your file system. Create the
portlet-ext.properties file in the
private-messaging-portlet/WEB-INF/src directory. It gets copied over to your
private-messaging-portlet/WEB-INF/classes directory upon deployment. When you’re finished making changes to your
portlet-ext.properties file, zip the directory structure back into a
.war file. Once, you’ve zipped the Private Messaging portlet back up, it’s ready to be deployed. Note that the Private Messaging portlet must be redeployed in order for the settings in the
portlet-ext.properties file to take effect.
The property that allows you to refine the users that appear in the To field of a message is
autocomplete.recipient.type. The possible settings for this property are listed here:
autocomplete.recipient.type=all autocomplete.recipient.type=connection autocomplete.recipient.type=site
The default value is
all. To only make social connections available in the To field of a message, set the property to
connection. Setting the property to
site restricts the users available in the To field of a message to fellow site members. You can also further refine the
site setting by using the property
autocomplete.recipient.site.excludes. This property allows you to exclude specific sites in your portal from the
autocomplete.recipient.type=site setting. This is especially useful if you have a default site that all portal users belong to, but you still want to filter the users available in the To field of a message by site. For example, if you want to exclude a site named Default, enter
autocomplete.recipient.site.excludes=Default. That site is then ignored when determining the users that are available in the To field of a message.
Private Document Library
Social Office provides a private document library to each Social Office user. Users can navigate to it by clicking the My Documents link in the Dashboard navigation menu. The Documents and Media portlet on the My Documents page is exactly the same as the standard Documents and Media portlet that ships with Liferay Portal. Please refer to Liferay’s User Guide for information about document management.
With their private document libraries, each of your Social Office users can maintain a personal online repository of documents and files. Your users can use all the features of Liferay’s document library, including document previews, document types, metadata sets, and version history. However, your users can simplify the way they access their document repositories by installing Liferay Sync. Liferay Sync allows users to view and edit documents offline using their regular desktop or mobile environments. Users’ documents are synced with your Liferay server at periodic intervals. You can read more about Liferay Sync in Liferay’s User Guide here: Liferay Sync.
The Tasks Portlet
The Tasks system allows you and your team members to keep track of different tasks that you’re working on. Tasks related to specific projects can be tagged as such and you can use the Filter button at the top right corner of the portlet to filter tasks by tag or by site. Use the Add Task button at the top left to create new tasks. You can enter a description of the task, choose an assignee from your contacts (or assign to yourself), select a priority, and, optionally, enter a due date. It’s also helpful, especially when there are large numbers of tasks, to tag your tasks. To resolve a task, select it, then click the Resolve button. A notification that the task has been resolved is sent to the creator of the task. By default, only unresolved tasks will appear in the Tasks portlet. Click the checkbox next to Show Completed Tasks to view all tasks, regardless of the resolution status. The Permissions button at the top left of the Tasks portlet lets you choose which roles grant permission to add new tasks or to edit existing ones. This button only appears if you have permission to set permissions for tasks.
In order to create tasks for a site, a Tasks portlet must first be added to a page of that site. Tasks created through a Tasks portlet on a site page are automatically scoped to that site. When you view a task in the Tasks portlet, its site is displayed.
Using the Profile Page and Other Public Pages
You can access your public Profile page from the Dashboard by clicking on your profile picture, which appears above the page navigation menu in the left column. Your public pages are laid out and styled the same way as the Dashboard and the rest of the private pages. Users’ default public sites contain three pages, accessible from the left-column navigation menu:
By default, the Profile page displays several pieces of information about a user: their profile and profile picture, their latest microblog status, their contacts, the sites they belong to, their tags, and their recent activities. The Profile portlet is designed to display relevant professional information about a user. A completed profile includes the following pieces of information:
- Email Address
- Social Network
- SMS (Chat information)
There’s also a button which allows you to export the user’s vCard. Once you’ve been granted a Social Office account, you need to access your own profile page and fill out your profile information. On your own Profile page, clicking on the area to the right of your name and email address brings up the Details pop-up. Here you can change your screen name, email address, first name, middle name, last name, job title, and profile picture. You can also change your profile picture by clicking the Change button that appears when you mouse-over your picture on your profile page.
When viewing another user’s Profile page, different options appear. You can add or remove the user as a connection, follow or unfollow the user, and block or unblock the user. In addition to the Profile, Microblogs Status Update, and Activities portlets, the Profile page also contains Sites and Tags portlets to help with navigation. Note that when placed on a public page, the Microblogs Status Update portlet does not allow you to make updates–it just shows the latest status update. You have to make status updates from your private site.
The public Contacts and Microblogs applications have their own public pages. These function the same way as the ones in a user’s private site except that other users can only view, not edit them. However, the Timeline tab of the Microblogs portlet allows users to comment on and repost entries. The public Contacts application shows users that the current user is connected to.
Using Social Office Sites For Collaboration
Social Office not only provides custom pages and applications for users’ personal sites but also for general sites that can have many members. To add a new Social Office site to use for team collaboration, click on Go to from the user bar to access the Sites portlet. Then click on the Add Site button. This button opens a wizard which guides you through the process of creating a site based on the Default Social Office Site template. Sites based on this template come pre-built with pages and applications designed for team collaboration, just like the default Social Office personal sites come with applications designed to facilitate user interaction. The default pages created by the wizard include the following:
The Add Site wizard lets you choose a site template to use to create your site’s default pages. You can also choose which of the default template pages you’d like to include in your site. Links to these pages are embedded in the left-most column of each page that belongs to the site. You can also select one of the following four membership types:
- Open: The site is listed, pages are public and users are free to join and collaborate.
- Public Restricted: The site is listed, pages are public but users must request to join and collaborate.
- Private Restricted: The site is listed, pages are private and users must request to join and collaborate.
- Private: The site is unlisted (it’s invisible to non-members), pages are private, and users must be invited to join and collaborate.
Note that the available site membership types of Social Office sites are slightly different than those of regular Liferay sites. Regular Liferay sites have only three available membership types: Open, Restricted, and Private. A Restricted Liferay site has the same membership type as a private restricted Social Office site. The Public Restricted Social Office site membership type has no regular Liferay site equivalent. The default pages of an open Social Office site are public, but those of restricted and private Social Office sites are private.
Social Office 3.1 gives administrators more control over site creation by users. Administrators can control the types of sites that can be created by Social Office users, or whether users can create sites at all. These settings can be accessed in the General tab of Social Office Configurations, which is in the Configurations section of the Control Panel. Unchecking the box Social Office users can add sites prevents Social Office users from being able to add sites of any type. When this box is unchecked, the Add Site button in the Sites portlet doesn’t appear to users.
When visiting an open Social Office site, users can use the Join link at the top of the page to join the site. This link, along with the My Sites portlet on the user bar, makes it very easy for Social Office users to manage their site memberships. This, in turn, helps them keep abreast of the activities and content that they’re interested in. The Join link is replaced by a Request Membership link for restricted sites. When users have requested membership for a restricted site, the Request Membership link is replaced by a Membership Requested notification to inform users that their request is pending.
Default Site Pages & Portlets
The Home page of the default Social Office site contains a number of useful portlets. The Activities and Recent Downloads portlets keep site members up to date about what’s happening on the site and you can use the Announcements and Events portlets to inform or remind site members about important information. The Bookmarks portlet allows users to create a collection of useful links on your site and you can configure the RSS portlet to display an RSS feed of your choice. The Welcome portlet allows you to set up a custom welcome message for your site. It’s really just a WYSIWYG portlet with its title changed to Welcome. Click on the gear icon of the portlet and then select Configuration to bring up the WYSIWYG editor. This is the same powerful editor that appears in Liferay Portal. You can read about it in the user guide section on managing content.
The Calendar, Documents, Forums, Blogs, and Wiki pages contain portlet applications that are automatically scoped for the site. This means that these applications will each use a single data set to serve requests from multiple members. So, while each Social Office member receives a personal Calendar application and Documents and Media library on his or her personal site, site members share Calendar applications and Documents and Media libraries for each site they belong to. For more information about these applications, please refer to Liferay’s user guide, Using Liferay Portal, available at http://www.liferay.com/documentation/liferay-portal/6.1/user-guide.
In addition to the Blogs portlet, the Blogs page contains a Recent Blogs portlet. These two portlets are designed to work together. The Blogs portlet allows users with the appropriate permissions to publish new blog posts. By default, it also displays the full content of 5 recent posts. The Recent Blogs portlet, on the other hand, displays a list of recently published blog posts. The Recent Blogs portlet doesn’t show the full content of each post. Instead, clicking on a post’s title or on the Read More link in the Recent Blogs portlet opens the full content of the post in the Blogs portlet.
Prior to Social Office 2.0, Social Office provided a Related Assets portlet on the Blogs page. This portlet is no longer provided on the Blogs page by default, but can easily be added. Open the left menu by clicking the gear icon to the right of the search bar, then click Add → Applications. Search for Related Assets and then click Add next to its name to add it to the page. Whenever the Blogs portlet displays the full content of a blog post, the Related Assets portlet lists any of the post’s related assets. Click on the name of any related asset to view the asset. If there are no related assets, the Related Assets portlet won’t appear at all.
The Members page contains a Members portlet and an Invitation portlet. The Invitation portlet is only visible to site administrators. It allows administrators to send invitations to users to join the site. Clicking the Invite members to this site button brings up the interface for sending out invitations. Beginning in Social Office 3.1, users that have already been invited but have not yet responded are marked as such. By default, the Members portlet displays a list of all the members of the site. Using the Members portlet’s dropdown selector, users can filter the set of displayed site members. The available filters include All, Administrators, Connections, and Following. The Administrators filter provides site members with an easy way to display entries for site owners and site administrators. This is useful for site members who need to contact site administrators. To view a user’s details, including their email address, click on the user in the Members portlet. After clicking on a user, you can send them connections requests, follow them, block them, send them private messages, or download their vCards. Please refer to the section on the Contacts portlet for more details.
A Case Study: The Sales Team
Here’s an example of how it all comes together: Ryan, Jim, and Michael are all members of the Sales Site. Ryan schedules a meeting for the whole Sales team about a new product launch and puts it on the Calendar. When Jim and Michael log in, they both receive a notification of the meeting. Jim can’t make the meeting, but he’s been maintaining the Sales Wiki for new products, so he asks Michael to update it for him after the meeting.
Michael updates the Wiki with the new information after the meeting, and Ryan posts a summary of what happened in the meeting in the Sales Blog. When Jim logs in the next day, he’ll receive a notification of the new Blog post with the information he missed, as well as a notification about the updated Wiki. Additionally, he can easily access those pages to catch up on what he missed. This works because Social Office automatically keeps everyone up to date on the activities of the teams they work with every day.