You can make Workvivo your one-stop shop for resources your employees use on a day-to-day basis. Employees can spend less time searching for relevant items by utilizing Workvivo's Apps, Docs, Space Docs & Mega Menu. Before you set up your Apps, Documents & Mega Menu, we recommend compiling a list of the key tools, systems, and documents that you would like to add and determining which Teams (i.e. All employees, Department or Office, Location, etc.) should have access to each item.
This guide will detail the key differences between Apps, Docs & the Mega Menu. In summary, the Apps feature is suitable for sharing tools and apps. The Documents feature is ideal for uploading, sharing, and viewing files and folders. The Mega Menu is for sharing links to documents and web pages with quick and easy access, especially for users on the frontline.
Apps
Apps are accessible under the Resources tab. They can be used to link out to the key systems used within your organization every day. The Apps section is best suited for everyday tools and apps. If you're looking to share links to docs and web pages rather than tools or apps, we recommend you check out the Mega Menu feature.
Key Features:
- Folder Structure - categorize and highlight documents and links, sort and reorder documents and folders (please note that folders cannot be featured)
- Create Categories - for easier discovery and organization
- App & Folder Visibility - you can select specific audiences to view documents based on your Team data
- Feature Apps - highlight important apps
- Bulk Upload - supported with the Apps section (for files only, not links)
- Customization - you can customize the look of individual items by adding an icon
- Set Expiry Dates - predefine the expiration dates on Apps so that they disappear from view when no longer required.
- Apps do not generate a post when created
- If SSO is enabled for your organization, Workvivo will serve as a jumping-off point to other platforms
Documents
Documents are also accessible under the Resources tab. They are a great way to gather and organize relevant information for your company. If the desired outcome is to have a document repository that employees can search, navigate, and find/open documents, then the Documents feature is recommended.
Key Features:
- Folder Structure - categorize and highlight documents and links, sort and reorder documents and folders (please note that folders cannot be featured)
- Document & Folder Visibility - you can select specific audiences to view documents based on your Team data
- Feature Documents - highlight important documents
- Bulk Upload - supported with the Documents section
- Customization - you can customize the look of individual items by adding an icon
- Set Expiry Dates - predefine the expiration dates on Documents so that they disappear from view when no longer required.
- There is no version control of Documents
- Documents do not generate a post when created
- If SSO is enabled for your organization and your Document is added as a link, Workvivo will serve as a jumping-off point to other platforms
Space Documents
Space Documents are separate from the Resources > Documents section. Documents in Spaces are a great way to gather and organize all documents relevant to a specific team, topic, or Space and are accessible on Desktop & Mobile. They can be links to files/websites, files for viewing/download, documents with or without attachments, or folders.
Key Features:
There are two types of Documents in Spaces you can utilize.
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Spaces > Documents > Space Documents
- Space Owners/Admins can create them
- They always generate a post when created
- Can be featured
- Reside in the Documents tab in a Space
- Audience preselected
- Space members can see the documents, and the audience of a Space cannot be further segmented to different teams within the Space
- All users can see the Documents if the Space is public
- Appear in the order newest to oldest
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Spaces > Documents > Space Files
- Space Owners/Admins can create them
- They do not generate a post when created
- Can feature Space Files and Links
- Reside in the Documents tab in a Space
- Folders cannot be featured
- Audience preselected
- Bulk Upload supported
- Space members can see the files
- All users can see the files if the Space is public, the audience of a Space cannot be further segmented
- Appear in the order newest to oldest
Please note, that within the Documents section of a Space, Folders appear at the top in alphabetical order. Underneath, Files, Links, and Space Documents appear by date created (newest to oldest). You can change the order of items within their section if you wish.
Mega Menu
Mega Menu is designed to provide employees with quick access to key resources or links from their navigation bar. The Mega Menu is accessible on both Mobile and Desktop, making it easy to discover relevant content and ensure important links are always front and center.
The key difference with the Mega Menu is that it's the only Resources tool where Admins can target specific items to desktop and/or mobile users. With the Mega Menu, you can choose to show only certain resources or links to users on a mobile device, or desktop device, or both.
Web View
Mobile View
Key Features:
- Structure - use Headings to sort your menu links into categories of your choosing (they will appear in your environment’s primary color)
- Tabs, Headings & Links Visibility - you can select specific audiences to view documents based on your Team data
- Device Type - you can choose to display your menu items on both desktop and mobile, mobile only, or desktop only
- Highlight - highlight recently added menu items by displaying a "New" badge next to them
- Featured Column - show a user's starred Mega Menu items, as well as featured Apps and Documents from the Resources tab in the navigation bar
- Menu Tabs - if you have a significant number of menu items or if you would like to separate tabs based on audience, create Tabs
- Publish option - your Mega Menu will not be visible to users until you enable the "Publish Mega Menu" toggle
- Customization - you can customize the look of Headings only by adding an icon
- Star items - favorite items by hovering over them in the menu
- Contract/Expand Menu - (using the -/+ icon) if users would just like to see their Featured Column (Desktop only)
- If SSO is enabled for your organization and any Mega Menu items are added as a link, Workvivo will serve as a jumping-off point to other platforms
Links Sidebar Widget
The Links Sidebar Widget can provide quick access on the Workvivo Activity Feed to key links for your organization. Accessible on Desktop only, the Sidebar Widget is different from the existing App Launcher Widget.
Key Features:
- Structure - use Categories to sort your links into categories of your choosing (they will appear in your environment’s primary color when hovered over)
- Customization - you can customize the look of Categories and links by adding an icon
- Visibility - you can select specific audiences to view links and categories based on your Team data
- Drag & Drop - use the drag & drop feature to rearrange and restructure your link when setting up your links
- Contract/Expand Menu - (using the -/+ icon) if users would just like to see the full list of links under a specific category