Audiences

This article helps you, as a platform admin, to learn the basics of audiences. Audiences are a fundamental component of Yomly and enable you to implement custom access to features for different users.

This article contains the following information:

• About audiences
• How to create an audience
• How to assign audiences to features to implement the custom requirements of your business
  • How to request required documents from only specific audiences
  • How to share documents with only specific audiences
  • How to enable only required audiences to request specific letters
  • How to display Community posts to only specific audiences

About audiences

Audiences are custom user groups that enable you to granularly select employees in the following ways:

• Select employees by organization unit, grade, job role, work location, and other criteria. You can also include individual employees or entire existing audiences.
• Use scripting to select employees that match any other custom criteria, such as gender, citizenship, and more. For example, you can create an audience of all employees from two specific teams, except those who have UK citizenship.

Audiences enable you to implement custom access to features, tasks, and information displayed across the platform.

Audiences are dynamic. This means that after you define an audience, the list of grouped employees  updates automatically to reflect movements, such as promotions and transfers, within the organization and changes to employee information.

Access provided to employees using audiences supersedes their default access (based on access levels); You can grant access to an employee to any feature that is restricted for their access level by simply adding them to an audience that is permitted to access the feature.

How to create an audience

To create an audience, you can do the following:

1. In the sidebar, in the Business section, click Settings.

   

   Navigating to your business settings

2. Go to Organisation > Audience.

   A list of all existing audiences is displayed.

3. Click + Create Audience.

   

   Creating an audience

4. Enter the following details:

   1. In Audience Name, enter an appropriate name for the audience.

   2. (If applicable) In Application Area, select the Yomly feature that you want to use the audience to customize.

      If you a large number of audiences are created for your business, doing this helps you to easily find the required audiences.

      When assigning audiences to specific feature components, the drop-down menu field (that lets you select the required audiences) only lists audiences that have:

      • No application area configured

      • The same feature configured as the application area

   3. In Description, enter a description to document the purpose of creating the audience.

   

   Entering basic details of an audience

5. Depending on how you want to define the audience, enter the following:

   1. In Audience, select all existing audiences that you want to include in the new audience.

   2. In Organisational Units, select all OUs that you want to include in the audience.

   3. In Roles, select all job roles that the employees you want to include in the audience must have.

   4. In Grades, select all grades that the employees you want to include in the audience must have.

   5. In People, select any specific employees whom you want to include in the audience.

   6. In Teams, select all teams that you want to include in the audience.

   7. In Locations, select all locations that the employees you want to include in the audience must work from.

   

   Defining audience criteria

6. Click Save.

Your new audience is created.

How to assign audiences to features to implement the custom requirements of your business

After creating audiences, you can assign them to Yomly features and components to set up different behavior for different groups of employees.

This section describes how to do the following:

• How to request required documents from only specific audiences
• How to share documents with only specific audiences
• How to enable only required audiences to request specific letters
• How to display Community posts to only specific audiences
• How to provide different benefits packages to different audiences

How to request required documents from only specific audiences

You can mark a document as required for only specific audiences of employees instead of all employees. To do this, when creating or editing the document type, do the following:

1. Select Required.

   The Audience field is displayed.

2. In Audience, enter the audiences for whom you want to mark the document as required.

   If you do not configure any audience, the document is set up as a required document for all employees.

Setting up required documents for specific audiences

Detailed information

•   Configuring required documents

How to share documents with only specific audiences

You can set up permissions for document folders to share documents with only the required audiences. You can also customize the kind of access you want to grant, such as View (read-only), Update, Delete, and Update, to the audiences.

When creating or editing a folder, do the following:

1. Click Audience and select an audience from the list.

2. Select the permissions that you want to configure for the audience.

Setting up audiences from folders

After setting up permissions for a folder, you can simply upload documents to it to share them with only audiences with access to the folder.

Detailed information

•   Sharing documents with all employees

How to enable only required audiences to request specific letters

You can assign audiences to letter templates to enable only them to request the associated letter types.

When creating or editing a letter template, click Audience and select one or multiple audiences from the list.

Configuring audiences for letter templates

How to display Community posts to only specific audiences

You can create and share Community posts with only target audiences using Community feeds. Do the following:

1. Assign the target audiences to a new or existing Community feed. When creating or editing a feed, in Audience, select one or multiple audiences from the list.

   

   Assigning audiences to Community feeds

2. Publish articles only to the Community feed. To do this, when creating or editing articles, in Audience, select the feed that you assigned the required audiences to.

   

   Configuring the Community article to publish it to required feeds