Using Mingel Social Collaboration with Record Items

Users can follow and comment on record items including files in the Documents Library, entity records, and other Magentrix content. Following record items will cause users to receive email notifications whenever the record is commented on. A notification will also be posted on the Homepage Newsfeed. Additionally, users can manage their Social Profiles, activity feeds, starred content, and professional networks through comprehensive social collaboration features.

Requirements

To use Social Collaboration with record items, users must be assigned a security role with the following permissions:

• Other Settings, Social Collaboration: Enabled
• Social Collaboration must be enabled on the portal and the Track Feeds setting must also be enabled in the record entity.

Understanding Social Collaboration Integration

Social Collaboration Module Integration

Platform-Wide Social Features: Social Collaboration functionality extends across the entire Magentrix platform, with record items participating in the broader social collaboration ecosystem including activity feeds, notifications, user engagement tracking, and social profile integration.

Record-Specific Social Features: Individual records support dedicated social collaboration capabilities including following, commenting, mentioning, and activity tracking that complement organizational collaboration settings and user relationship management.

Notification System Integration: Social collaboration activities generate email notifications and platform notifications based on user preferences, following relationships, and social profile settings.

Record-Level Social Capabilities

Following Functionality: Users can follow individual records to receive notifications about updates, comments, version changes, and collaborative activities related to specific content or entities.

Comment System: Rich commenting capabilities with mention functionality, audience visibility controls, rich text formatting, poll creation, and threaded discussion support for record-focused collaboration.

Activity Integration: Comprehensive tracking of social collaboration activities including views, comments, mentions, engagement patterns, and integration with user social profiles for analytics and workflow optimization.

Managing Your Social Profile

Social Profile Navigation and Organization

Profile Overview: Your Social Profile serves as a central hub for all collaborative activities, content management, and professional networking within the portal. Access your Social Profile to manage personal information, view activity history, and organize collaborative content.

Profile Sections:

• Activities: View comprehensive activity feed showing your engagement across the platform
• Following: Manage users and content you follow for notifications and updates
• Followers: View users who follow your activities and contributions
• My Files: Access and organize files associated with your profile
• Starred Items: Manage content you've starred for quick reference and organization

Social Profile Configuration

Profile Information Management: Customize your Social Profile with professional information, profile pictures, and cover photos. Configure profile details that reflect your organizational role and collaborative interests.

Privacy Settings Configuration:

• Public Profile: Your profile appears in the People Directory and is searchable by all users
• Private Profile: Your profile is hidden from the People Directory and general search, maintaining privacy while allowing direct collaboration

Profile Content Organization: Use your Social Profile to organize collaborative activities, manage following relationships, and access starred content for efficient knowledge management and professional networking.

Following and Managing Relationships

Following Users and Content

User Following Process:

1. Navigate to the People Directory or access user profiles through collaborative activities
2. Click Follow on user profiles to receive notifications about their activities
3. Manage following relationships through your Social Profile Following section

Content Following: Follow specific records, files, and content to receive notifications about updates, comments, and collaborative activities related to items relevant to your work.

Following Management: Use your Social Profile to review and manage all following relationships, ensuring you stay informed about relevant activities without notification overload.

Building Professional Networks

People Directory Usage: Use the searchable People Directory to discover colleagues, subject matter experts, and collaborative partners across the organization. The directory displays all users with Public profile settings.

Network Building Strategy: Build professional networks by following users whose expertise aligns with your projects, interests, and collaborative needs. Engage with their content and participate in relevant discussions.

Follower Management: Monitor who follows your activities through the Followers section of your Social Profile. Your followers receive notifications about your collaborative activities based on their notification preferences.

Activity Feeds and Content Discovery

Managing Your Activity Feed

Personal Activity Tracking: Your Social Profile Activities section displays comprehensive activity history including comments, posts, file interactions, mentions, and collaborative engagement across the platform.

Activity Feed Navigation: Review your activity history to track your contributions, identify important discussions, and monitor collaborative effectiveness over time.

Activity Privacy: Activity visibility respects organizational privacy policies and access controls, ensuring that activities are displayed appropriately based on content permissions and audience settings.

Starred Content Management

Starring Content: Star any feed content directly from activity streams by clicking the star icon on posts, comments, and collaborative content. Starred content appears in your Social Profile for easy access and organization.

Starred Items Organization: Access all starred content through the Starred Items section of your Social Profile. Use starred content as a personal knowledge management system for important information, decisions, and reference materials.

Content Curation: Use starred content to build personal repositories of valuable information that support ongoing projects, learning objectives, and collaborative workflows.

To Follow and Comment on Magentrix Records

1. Navigate to the Magentrix record for which you want to follow.
2. On the bottom right of the page, click the green Feeds icon.

The Feeds sidebar that appears will show ongoing conversations and attached files.

3. If you want to follow the record, click Follow, then in the dropdown menu, select your notification preference.
4. If you want to comment on the record, enter a comment into the text field. You can mention another user by entering @username and then selecting the user. You can also mention a Group by entering #groupname and then selecting the Group.

Creating Rich Content in Comments

Rich Text Formatting: Use comprehensive formatting tools including bold text, italics, strikethrough, inline code, preformatted text blocks, and quote formatting for professional comment presentation.

File Attachments: Attach relevant files to comments to support discussions with documentation, images, and reference materials.

Poll Creation: Create interactive polls within comments to gather opinions, make decisions, or assess preferences related to the record or discussion topic.

5. In the To: dropdown list, select one of the following options:

• Owner: Only the record owner can view the comment.
• Internal users: All Employee users with access to the record can view the comment.
• Everyone with access: All users with access to the record (Employee, Partner, Customer, and Guest users when applicable) can view the comment.

6. Click Share.

To Follow and Comment on Documents Library Files

1. In the Documents Tab, go to the file you want to comment on or follow.
2. Select the Comments tab.
3. If you want to follow the file, click Follow.
4. If you want to comment on the file, enter a comment into the text field. You can mention another user by entering @username and then selecting the user.

Advanced Comment Features

Mention Functionality: Use @username to mention specific users in comments. Mentioned users receive notifications regardless of their following status. Mention suggestions appear automatically as you type usernames.

Comment Threading and History: Comments appear chronologically with user attribution and timestamps. Complete comment history is maintained for audit and reference purposes.

Interactive Elements: Create polls, attach files, and use rich formatting to enhance comment value and engagement effectiveness.

5. In the To: dropdown list, select one of the following options:

• Owner: Only the document owner can view the comment.
• Internal users: All Employee users with access to the Documents Library and the folder can view the comment.
• Everyone with access: All users with access to the file can view the comment.

6. Click Share.

To Change Notification Settings

1. Navigate to the record you want to change notification settings.
2. On the bottom right of the page, click the green Feeds icon.
3. Click Follow/Following, then in the dropdown menu select from the following:

• Mute: Select this to turn off all notifications from the record.
• All Activities: Select this to receive notifications for all record activities.
• Only mentions of my name: Select this to receive notifications for only activities with mentions of you.
• Unfollow: Select this to unfollow the record.

Social Collaboration Activity Integration

Activity Feed Integration

Comprehensive Activity Tracking: The Activities tab provides comprehensive social collaboration activity tracking including:

• Viewed this: Record access tracking showing user engagement
• Version Uploaded: Record version changes with social collaboration context
• Commented: Comment activity with user attribution and timestamps
• Mentioned: @mention activities and user interaction tracking
• Starred: Content starring activities and personal curation tracking

User Engagement Analytics

Personal Analytics: Track your own collaborative engagement through your Social Profile activity history, understanding your participation patterns and collaborative effectiveness.

Content Value Assessment: Monitor comment patterns and following patterns to understand content value, user interests, and collaborative workflow optimization opportunities.

Network Effectiveness: Analyze following relationships and follower engagement to optimize professional networking and knowledge sharing strategies.

Best Practices and Recommendations

Effective Record Collaboration

Strategic Following: Follow records and users relevant to your work responsibilities and collaborative interests. Use following to stay informed about critical organizational content and shared resources while balancing notification scope to avoid overload.

Constructive Comment Practices: Use clear, professional language in comments that contributes value to collaborative workflows. Leverage @mentions strategically to involve relevant stakeholders in discussions and choose appropriate visibility levels based on comment content and organizational context.

Social Profile Optimization: Maintain a complete, professional Social Profile that reflects your organizational role and collaborative interests. Use appropriate privacy settings and regularly review your activity history for professional consistency.

Comment Visibility Strategy

Audience-Appropriate Communication:

• Use Owner visibility for private feedback, questions, or sensitive communication
• Select Internal users for organizational discussion that should remain within Employee user community
• Choose Everyone with access for general discussion that supports broader community engagement including Partners and Customers

Privacy and Security Awareness: Consider the implications of comment visibility choices, especially for records with public access. Review organizational policies regarding social collaboration and ensure comments comply with professional standards and organizational guidelines.

Professional Network Management

Strategic Network Building: Use the People Directory to discover and follow colleagues whose expertise aligns with your professional interests and project requirements. Build networks that support knowledge sharing and collaborative effectiveness.

Content Curation Strategy: Use starred content functionality strategically to build personal knowledge repositories of valuable information, important decisions, and reference materials that support ongoing work and professional development.

Engagement Balance: Balance active social collaboration engagement with productivity requirements by managing notification preferences, following scope, and focusing collaborative activities on high-value interactions that support organizational objectives.

Common Use Cases

Project Collaboration and Communication

Team Coordination: Use record following and commenting to coordinate project activities, share updates, and maintain visibility into project progress across team members and stakeholders.

Stakeholder Engagement: Leverage mention functionality and visibility controls to involve appropriate stakeholders in discussions while maintaining privacy boundaries and professional communication standards.

Knowledge Capture: Use comments and social collaboration features to document decisions, capture rationale, and maintain project history that supports future reference and organizational learning.

Knowledge Management and Sharing

Expertise Discovery: Use Social Profiles and activity feeds to identify subject matter experts, track their contributions, and connect with knowledgeable colleagues across organizational boundaries.

Content Organization: Leverage starred content and following capabilities to create personalized knowledge management systems that support ongoing learning and professional reference needs.

Community Learning: Participate in comment discussions and collaborative activities to contribute to organizational learning and knowledge transfer that benefits professional development and organizational effectiveness.

Organizational Communication Enhancement

Information Distribution: Use social collaboration features to distribute important information, share updates, and facilitate communication that reaches appropriate audience segments while respecting privacy and access control boundaries.

Relationship Building: Leverage Social Profiles, following systems, and collaborative engagement to build professional relationships and strengthen organizational community through knowledge sharing and mutual support.

Change Management Support: Use social collaboration capabilities to communicate changes, gather feedback, and facilitate adoption of new processes through community engagement and peer support networks.

Troubleshooting Tips

Common Issues and Solutions

Following Not Available: If following functionality is not available for specific records, verify that Track Feeds is enabled for the entity in Setup > Entities or Setup > Salesforce Objects configuration.

Comment Visibility Problems: If comments are not visible to expected audiences, review comment visibility settings and verify that underlying record permissions support the intended audience access levels.

Notification Issues: If notifications are not working properly, check that Social Collaboration email notifications are enabled in Company Preferences and that individual user notification preferences are configured appropriately.

Social Profile Access Problems: If Social Profile features are not available, verify that Social Collaboration is enabled for the user's Security Role and that Social Profile is enabled in Company Preferences > Collaboration settings.

People Directory Search Issues: If users cannot be found in the People Directory, verify that their Social Profile privacy settings are configured as Public rather than Private.

Performance Optimization

Activity Feed Management: For users with extensive collaborative activity, regularly review activity feeds and following relationships to maintain focus on relevant content and optimize notification management.

Content Organization: Use starred content strategically and organize Social Profile content regularly to maintain efficient personal knowledge management without impacting system performance.

Network Management: Periodically review following relationships and follower lists to ensure professional network alignment with current organizational roles and collaborative interests.

Jump to Social Collaboration Checklist

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