Depending on your use case, ideas might hold sensitive information, or you might be concerned about the IPRs of the ideas submitted by people. If this is the case, you might want to review ideas before they're shown for the users of a board. This is where the idea pre-moderation feature comes in handy.
A typical use case for the pre-moderation of ideas is to ensure the novelty criteria in patent claims are met, which depending on the situation, may not always be the case if ideas can be seen by everyone on the board. Additionally, pre-moderation can be useful in cases where the participants of your board are mostly unknown (e.g. an innovation challenge open to the public) or when ideas can be added anonymously.
However, we do not advise enabling this feature unless it is required for your use case. Having admins manually review every idea before they're added to the board can create a bottleneck as admins may not always have the time to be present on the board when new ideas are added. What's more, it's an additional hurdle and can be seen as a signal for lack of confidence, both of which will reduce the number of ideas your participants submit.
Note: To be able to complete the following steps, you’ll need to have a board admin account for the desired Viima board. Please contact your Viima super user for access if you don’t already have an account.
Setting up idea pre-moderation
If you already know your board name, the easiest way to set up idea pre-moderation is through the following URL:'
https://app.viima.com/admin/organization-name/board-name/#settings/features
If you do this, proceed directly to Step 2. Otherwise, start from Step 1.
Step 1:
On your Viima admin account, go to "Settings" in the admin portal of your board.
Step 2:
Go to the "Process" sub-section.
Step 3:
Go to the "Idea pre-moderation" panel.
Step 4:
Here, turn on the toggle switch next to "Enable pre-moderation for ideas".
Click the green "Save" button for changes to take effect.
Congratulations! Now, the feature is enabled on your board.
Using idea pre-moderation on the board
In this section of the guide, we'll show you how pre-moderation works on the board. We'll show an example from the perspective of an admin when a user adds a new idea to a board.
Step 1:
A regular user has just added an idea called "Better collaboration between functions" to the board. For any admin on the board (and to the user who added it) it can be clearly seen as more transparent than the other ideas.
There are a few things you should know when an idea is in this state:
No regular users (other than the user who added the idea) will see this new idea.
You, as an admin, will receive an email notification that an idea is pending moderation on this board unless notifications have been disabled.
Admins and the ones who added the idea are able to comment on it and evaluate it.
Admins and the ones who added the idea are unable to like or favorite it.
All colors of the idea are shown in black and white to indicate its current state.
Step 2:
To review the idea, we'll need to open it and go to Settings via the icon indicated below.
Step 3:
From here, you can find "Moderation status".
If the idea can be allowed for everyone to see, click the green "Accept" button and then "Save".
If the idea cannot be allowed for everyone to see, you can apply your chosen course of action.
Step 5:
When an idea is accepted, it will be shown as a regular idea on the board.
