ONE Cloud Comm Administration Guide
This guide is intended for Cloud Comms authors and administrators. It covers creating/viewing messages, card settings, permissions and reports. In addition, it covers setting up and configuring channels and user groups as well as optionally configuring group sync.
In order to author Cloud Comms messages, users must be added as authors. Additionally, Cloud Comms administrators can be defined that will have full access to all functions and settings described in this document. To manage permissions, navigate to or click the Permissions link in the left-hand navigation, then choose Security Groups.
This permission has access to all areas of the Cloud Comms Console.
To add a user as a Cloud Communication Admin, select Cloud Communication Admin and click Add User. Search by name or email address, and click the plus sign to add the user as an admin. Click the close button when finished.
Although not listed as Cloud Communication Admins, admins of the ONE tenant may administer Cloud Comms as well.
Permits the user to send Cloud Comms messages to the groups they are members of and provides access to the (sent) Messages page. Any user that a person wants to send messages should be added to this permission group.
To add a user as a Cloud Communication writer, select Cloud Communication Writer and click Add User. Search by name or email address, and click the plus sign to add the user as an admin. Click the close button when finished.
Cloud Communication writer permissions may be granularly assigned, as explained in the next section.
For each writer, choose what type of messages they are allowed to author: news, confirmation, polls (these message types are explained in detail later in this document).
In addition, specify what sort of message options are accessable to each writer, including: important, push notifications, enable sharing, contact information and change message publisher.
Personas are accounts typically used with the publish/author on behalf of the feature. These accounts are not tied to an actual person. For example, a user might want to create a persona account to author a message on behalf of the company CEO or company HR department.
In order to create a persona account, a user must be logged in as a tenant administrator by navigating to Tenant Admin > Users > Create User. Provide a name (the firstname is sufficient) and an email address. As the email address won’t be used to log in, this can be an existing email address or a fake one.
Once created, it is recommended that users upload a profile picture to the persona account. To do this, search for the persona account under Tenant Admin > Users, then click Edit next to the account, and upload a profile picture.
Manage and create groups to specifically target messages to employees by navigating to or by clicking the Users and Groups link on the left-hand side navigation menu. Employees can be added either by searching and selecting an employee's account, or by using the import feature to add multiple user accounts via a comma separated values (CSV) file.
To create a new group, click the +Add Group button.
Provide a name for the new group and click Add.
Alternatively, groups and their members can be synched based on .csv files. To do so, click the import button and provide the path(s) to the CSV files containing the groups and their members.
To add users to a group:
- Select the group from the drop-down menu
- Then click Add User on the right-hand side of the page.
Search for a user by typing part of their first name, last name or email address. Then click the plus sign next to their email to add them to the group. Click close when finished adding users.
Alternatively, a batch of users may be imported from a CSV file, with each line containing the email address of the user to be added. This is useful when there are many users that need to be added to a single group.
- Select the group where users should be added
- Click Import > Choose File
- Provide the path to the CSV file containing the users
- Click Import
To remove users from a group:
- Select the group from the drop-down menu
- Search for the user
- Once they are displayed, click the trash can next to their email address to remove them from the group
To rename a group:
- Select it from the drop-down menu
- Click the Edit icon
- Click Save to solidify the name
To remove a group:
- Select the group from the drop-down menu
- Click the trash can under the Edit icon
- Note: the user will be asked to confirm the deletion
Some groups may display as External. These groups are automatically updated via a sync job and the source of the employee list can vary (e.g. PeopleSoft, SQL user table, or Sitrion Social Sites community members).
To add a channel:
- Click the green Add Channel button
- Provide a name for the channel and mark as Mandatory, if appropriate
- Mandatory means that employees in the channel cannot opt-out of receiving messages to the channel
- Click Add to create the new channel
To add users that have been granted the Cloud Communications Writer permission to access a channel, select the channel. Writers will be displayed on the right-hand side. To grant a writer access to the channel, check the box next to the writer’s name.
Instead of adding writers individually, users may opt to provide all writers the option to write to this channel. To do so, check the box next to Everybody.
To control who may subscribe to a channel:
- Select the channel
- In the bottom of the right-hand column, see Who can subscribe to this channel?
- By default, the Everybody option is checked. This means that anyone may subscribe to the channel. To limit who can subscribe to the channel, uncheck the everybody option.
- Groups can now be selected to allow access to the channel
- Click the save changes button after groups are selected for channel access
To edit a channel:
- Click the Edit button on the row for the channel
- The channel name and mandatory status can now be edited
- Click Save to save changes
To remove a channel:
- Click the trash can icon on the row for the channel that a user wishes to delete
Card settings such as summary text/language, summary cutoff length, share control and allowing the use of attachments are controlled from the Card Settings page, or from
To configure the summary text and language, from the Card Settings page, locate the Configuration pane on the right side of the page. The summary text is what is seen in the summary view of the card to indicate that there is more to read on the detail card. Here, the summary text can be updated and users can choose to what language that text applies. BBCode is supported.
To configure the summary cutoff length, simply update the number in the Summary Cutoff Length box. The summary cutoff length is the number of characters before the system automatically creates a detail card. Typically, Limeade recommends setting this to 400 characters or less, with 200-250 being optimal for mobile viewing.
Click Save to save changes.
To change whether or not message authors have access to enable their messages to be shared (such as to social networks such as Facebook or Twitter), there is a checkbox on the Card Settings page to enable sharing that says Allow the share control for cloud comm.
Click Save to save changes.
Click save to save changes.
There are several different types of messages which authors may compose.
News messages are the most common type of cloud communication message. They typically convey relevant information around current events.
Confirmation messages are just like news messages, except that users cannot share a confirmation message and authors cannot add additional contact information to confirmation messages. Confirmation messages have a button on the bottom for users to tap to confirm that they have read the message. The Confirm text on the button is configurable.
Polls are a way to solicit user feedback by providing users with simple poll options. Polls are like news messages, except that they cannot be shared and do not have the option to add additional contact information. In addition, administrators may add poll options.
Each message can be composed along with the following options, and some attributes are not available for all message types:
A user may choose a specific channel that the message they compose can be targeted to. This can also be left blank to target no channels. Only one channel can be targeted in a message.
This refers to the headline seen at the top of a message. The headline is similar to an email subject line such as HR Rewards and Recognition. Longer titles will word wrap, so Limeade recommends keeping them somewhat short to surface more summary details on the initial screen.
Here is where the body of the message will go. Controls at the top of the message box allow for bolding, italicizing, underlining, bullets, numbered lists and hyperlinks. Additionally, a user may switch to a code source view. To better control the BBCode formatting of the message by clicking the </> symbol in the upper right.
The following BBCode options are supported:
- Bold -> [b]
- Italics -> [i]
- Underline -> [u]
- Strikeout -> [del]
- Lists -> [ol],[ul]
- Code -> [code]
- Headings -> [H1]
- h1 = 20pt
- h2 = 17.5pt
- h3 = 15pt
- h4 = 13.33pt
- h5 = 11.66pt
- h6 = 10pt and bold
- Image -> [img]
- Url -> [url=http://wwwgoogle.com]
- Line Break -> [br]
Cloud Comms support images at the top of the message. Click the Upload Image icon to provide an image along with a message. PNG images are typically used for solid logo images. JPEG are usually used for photos. GIF’s are supported, though they are not currently animated. Typically, wide images work better in the Hub stream.
Sitrion automatically processes images so that they are of a mobile-friendly size before the message is sent to clients.
Select the group(s) to which the message is targeted. If left blank, it will be sent to everyone.
Leave blank and click Send to send immediately, or click the Calendar icon to send at a specific date/time, and click Schedule to queue the message.
The first 400 characters of a message are, by default, added to the summary card. A summary card is the first view of a card that a user will see in the Hub.
For messages longer than 400 characters, users will have the option to customize the summary view. To customize the summary view, uncheck the box to Automatically create summary card from the first 400 characters of the message. Any additional characters in the message above 400 characters are placed on the detail screen. The detail screen is simply the entire message that a user can see by tapping the summary card.
Messages may be published or authored on behalf of another user or a persona account. Tenant admins and Cloud Comm admins may author on behalf of another user/persona. Writers that have been given the specific permission to publish on behalf of another user/persona may also use this functionality.
To change the publisher, check the box next to Yes, change the message publisher. In the search box, search for the user/persona account. Once the account is found, check the box next to their name. The message publisher is now this new account.
Messages marked important show in the stream ordered first (and then by date) and provide a visual indication to grab the user’s attention. Important cards will stay in the stream until a user dismisses it, or the author edits it to remove the important mark. To mark a message as important, check the box in the right-hand Options pane for Yes, it is important.
For users that have push notifications enabled for ONE, a message with this option selected will send a push notification to their mobile device. To send a push notification, check the box in the right-hand Options pane for Yes, notify recipients.
By default, users may not share messages with social networks, such as Facebook. To change this, sharing must be enabled from the of the ONE tenant. Check the box to allow the share control for Cloud Comm. Once enabled at the tenant level, users will see the option to share when crafting new messages. To enable sharing for a new message, check the box in the Options pane to Yes, enable share.
Set Message Lifetime
By default, messages are archived (and searchable) after 90 days. In order to override this default, check the box in the right-hand Options pane for Yes, enable card lifetime. Select from the resulting menu a time and date for the message to expire.
To share an email or phone number from the message, check the box in the right-hand options pane to Yes, enable direct call and email. Provide a name (required), phone number and email address.
Before sending a message, check the Preview pane in the middle of the page. By default, it will show the summary card. Users may click Show Full Card Preview to see the summary card in addition to the detail screen. Verify that the summary and details cards are as desired before sending or scheduling
The Cloud Comms Messages page at provides an overview of all Cloud Comms cards that the logged-in employee can view. The visible cards are based on the groups that the employee belongs to and their respective channels.
First, select from News, Confirmation or Polls.
Use the Sort feature to order cards by date, comments or likes.
To view message attributes, click on the message itself. Users will be able to view if the message was marked important, had a push notification, to what groups the message was sent and to what channel, if any, the message was sent.
To edit an existing message, locate it on the page, and click the Edit button at the bottom of the message. Once the edits are completed, click Save and your edits will be committed to the sent message.
To add a comment to an existing message, click the message. In the Reactions pane, there is a dialogue box to Enter Your Comment. Click Send when finished.
To delete a comment from a message, click the message. Then in the Reactions pane, locate the comment and click the trash can icon on the comment to delete the comment.
To delete a message, click the message. Then, in the Message Detail pane, click the red Delete button.
Use the Filter section to sort further by groups and channels, authors, export messages to Excel and author a new message.
The available Cloud Comms reports provide usage insight broken down into 4 key areas: Messages, Engagement, Groups and Tracked Links.
Engagement metrics provide insight into average employee activities such as likes and comments. Included are the activities of the top ten most active users (by likes and comments) as well as channel reporting. Some charts provide filtering options such as Filter by Date.
This provides insight into an employee groups' usage trends such as most active usage time, time of day usage and active groups. To see a report for a specific group, select that group from the top of the page. To get more information on a report, click the question mark in the upper right-hand corner of a graph or chart.
An overview screen that allows Cloud Comms admins to view the details of all sent Cloud Comms cards. Filtering can be done by date, groups and channels. Additionally, the table headers allow for ascending and descending results on criteria such as likes, comments and views amongst others.
Confirmation and poll messages have similar reports accessible from the Reports menu.