Journals: Managing Journals and Groups

Overview

To access the Journals module, navigate to Menu > Journals in the Admin Dashboard. This module enables you to create and manage journal entries and groups that will be visible to the selected target groups in the app. You can also send push notifications for new journal entries, archive them, or organize them into groups for easier management.

Sections in this article

Managing the Journals Page
Adding a New Journal
Managing Journal Groups
Managing Journals (Editing, Deleting, Archiving)
Bulk Actions on Journals

1. Managing the Journals Page

When you navigate to

1. Managing the Journals Page

When you navigate to Menu > Journals in the Admin Dashboard, you will see the Journals page. This page contains a list of all the journals in on the platform, including active, inactive, and archived entries. You can perform several actions here, such as adding new journals, editing existing ones, archiving, and filtering your view for better organization.

Top Bar

At the top of the Journals page, you will find several tools and options:

Search Bar: You can search by journal title, journal group, or target group. This helps you quickly locate specific journals in your list.
Clear Filters: This option resets any filters you have applied to the list, showing all journals again. Filters can be aplies to Journal and Target groups and Status columns.
Archive: Switches your view to show archived journals. You can manage and restore journals from the archive here.
Show Groups: Opens the view of your journal groups where you can add or edit them
Add: Click this button to add a new journal by opening the Add Journal form.

Table Columns

Below the top bar, you’ll see the list of journals displayed in a table format. Each journal is listed with the following information:

Selection Box: The first column contains checkboxes. You can select one or multiple journals to apply bulk actions such as submitting to the app, archiving, or deleting them using the top bar Tools menu.
Date: The date when the journal was added.
Title: The title of the journal entry.
Journal Group: The group or category the journal belongs to.
Target Groups: Shows which member and internal groups this journal targets.
App Status: The current status of the journal in the app (e.g., Active, Inactive, or Update Pending).
Action: Provides options to Edit, Set Active/Inactive, Edit, Archive, or Delete the journal.

Preview Pane

When you click on a journal entry, a preview pane opens on the right side, showing more details about the selected journal. In the preview pane, you can see the journal’s content, target groups, and documents attached. The Actions menu at the top of the preview pane lets you edit, archive, or delete the journal directly from this view.

2. Adding a New Journal

To add a new journal entry to your platform, follow the steps below:

1. Navigate to the Add Journal Form:

On the Journals page, click the blue +Add button located in the top-right corner of the page. This will take you to the Add Journal form.

2. Details Section:

Date: Set the date for the journal.
Journal Group: Select the group this journal belongs to. If a suitable group doesn’t exist, you can create a new one. (See Managing Journal Groups.)
Target Groups: Choose the member groups and internal groups that will have access to the journal.

3. Content Section:

Title: Enter a title for the journal.
Image: Upload an image that will appear at the top of the journal’s detail view and as a thumbnail in the journals list and activity feed.
Documents: Attach any relevant documents. If not present in the Document library then a new one can be added. (Article on Add a New Document within content)
Content Text and Media: In this field, add the journal content. You can include text, images, audio, and video files. The Rich Text Editor (RTE) provides tools to format the content. Learn how to use the RTE.

4. Submit Actions Section:

Send Notification: If enabled, a notification will be sent to the members when the journal is submitted to the app. You can also schedule the notification for a later date/time, set the notification type (e.g., with or without sound), and compose the notification message.
Hide from Activity Feed: Choose whether the journal should be visible in the activity feed or not. Show in Activity feed is normal and recommended.

5. Saving and Submitting the Journal:

After filling in all the fields, click Save at the top right to save your work. You will be back into Journals list view. The journal will be saved but not yet visible in the app.
To make the journal live in app, click Submit in the action menu in Journal list view or use the Submit to App button on the top bar when multiple entries are selected.

3. Managing Journal Groups

Journal groups allow Admins to categorize and organize journals efficiently. This organizational tool is particularly useful when managing multiple journals, as it groups them under specific categories or themes for easy management and reference. These groups are also visible in the app, keeping the journals organized for users.

Journal groups are not connected to target groups and do not directly influence which members can access a journal. Instead, target groups are assigned at the journal level, enabling admins to select specific member groups when distributing individual journals.

To manage journal groups:

1. View Journal Groups

Navigate to Menu > Journals > Show Groups in Top Bar to view a list of current journal groups.
Each group is displayed with its Name, Journals Issued, and Image.

2. Add a New Journal Group

Click Add to create a new journal group.
Provide a Group Name and optionally upload an Image to visually represent the group in the app.
Save the group to apply the changes.

3. Edit a Journal Group

To modify a journal group, click the pencil icon next to the group’s name.
Update the Name or Image as needed and save changes.

4. Delete a Journal Group

It is not possible to delete a journal group that has journals assigned to it. To delete a group, ensure that all journals under it are reassigned to another group or removed first.

4. Managing Journals (Editing, Deleting, Archiving)

This section explains how to manage existing Journals by editing, deleting, or archiving them within the Admin Dashboard.

Editing a Journal

To edit a journal, navigate to Menu > Journals.
Locate the journal you wish to edit from the list or use the search bar to find it by Title, Journal Group, or Target Group.
Click on the three-dot menu in the Action column next to the journal and select Edit. (If preview pane open, click the pencil icon to edit)
The journal editor will open, allowing you to modify the content, Title, Journal Group, Target Groups, and more.
Once you have made the necessary changes, click Save.
Note: After saving, the journal’s status will automatically change to Update Pending, meaning the changes will not be visible in the app until the journal is Submitted to App using the action menu or bulk submit.

Deleting a Journal

To delete a journal, navigate to Menu > Journals.
Locate the journal you want to remove.
Click the three-dot menu in the Action column next to the journal and select Delete.
Confirm your action when prompted.
Note: Deleted journals are permanently removed from the system and cannot be recovered.

Archiving a Journal

To archive a journal, navigate to Menu > Journals.
Locate the journal.
Click the three-dot menu in the Action column next to the journal and select Archive.
The journal will be moved to the Archived section of the module.
You can view and manage archived journals by selecting the Archived view from the Top Bar.
To unarchive a journal, go to the Archived section, click on the three-dot menu next to the journal and select Unarchive.

Bulk Deleting and Archiving Journals

See next section (Bulk Actions on Journals)

5. Bulk Actions on Journals

You can perform various actions on multiple journals simultaneously, such as adding or removing target groups, setting journal groups, archiving, deleting, or submitting to the app. This is useful when managing a large number of journals at once.

Selecting multiple Journals

Navigate to the Journals module.
Use the checkboxes in the left column next to each journal to select the ones you want to act on.

Once journals are selected, the Tools menu and the Submit to App button will become visible in the top bar.

The Tools menu offers the following options:

Add/Remove Target Groups: Use this to assign or remove target groups from multiple journals. A pop-up will appear, allowing you to select the action (Add/Remove) and choose the desired target groups.
Set Journal Groups: This lets you assign journals to a journal group. Use this option to categorize multiple journals at once.
Archive: Move the selected journals to the archive. This will hide them from the main journal list but keep them accessible in the archived section.
Delete: Permanently remove the selected journals from the system.

Submit to App

After selecting one or more journals, Submit to App button appears to make the journal(s) visible in the app. This is required for any journal with an Update Pending status after editing or with Inactive satus.

FAQs

Q: Can I edit a journal after submitting it to the app?

A: Yes, you can edit a journal after it has been submitted, but once edited, the journal’s status will change to Update Pending. You need to submit it to the app again for the changes to take effect.

Q: How do I delete a journal group?

A: Journal groups can only be deleted if they are empty. If a journal is assigned to a group, you must either delete or reassign the journals before deleting the group.

Q: What happens if I archive a journal?

A: When a journal is archived, it is removed from the main list but still accessible in the Archived section. You can restore it later by unarchiving the journal.

Q: Can I submit multiple journals to the app at once?

A: Yes, you can select multiple journals using the checkboxes and submit them simultaneously using the Submit to App button in the top bar.

Q: How do notifications work for new journals?

A: When creating a new journal entry, you can choose to send a notification to users. You can either send it immediately once journal is submitted to the app or schedule it to appear for a later date and time.

Q: What is the difference between a journal group and a target group?

A: A journal group helps categorize and organize journals within the app, ensuring users can find journals easily based on these groups. Target groups, on the other hand, specify which users or groups of users can view the journals in app.

Q: Can I delete a journal that has been archived?

A: Yes, journals in the archived section can be deleted using the Delete option from the three-dot Action menu. Note: Deleting a journal is permanent and cannot be undone, so be sure before proceeding.

Q: What happens if I delete a journal?

A: Deleting a journal is a permanent action and cannot be undone. Consider archiving instead of deleting if in doubt.

Q: How do I bulk archive journals?

A: You can bulk archive journals by selecting multiple journals using the checkboxes and choosing Archive from the Tools menu.

Q: What happens if I edit a journal’s content?

A: After editing, the journal’s status will automatically change to Update Pending, meaning the changes won’t be visible in the app until you submit the journal again.