Can posting value updates/linking to values be disabled?
Unfortunately, it is not possible to disable this feature within Workvivo.
Is it possible to request Workvivo Support to upload a group of users to be added to a team?
Unfortunately not, users will have to be added to a Team via the Workvivo UI.
Can labels such as “Values” and “News” be updated to another word?
Yes, this can be done by reaching out to Workvivo Support to request the change be made. However manual overrides like this will not be translated to other languages.
More information on this can be found here.
How are spaces listed when they show up in the column on the left-hand side? What is the rationale behind?
The list of spaces shown on the left-hand navigation panel isn't alphabetical by default. Instead, it's dynamically ordered based on recent activity within each space, such as new posts, events, or interactions. This means that more active spaces naturally rise to the top, while less active ones appear further down.
For who have recently migrated spaces and memberships, this can sometimes make the list feel a bit inconsistent at first, especially if some spaces haven’t had much activity since the migration.
Can you assign a badge to multiple users at once?
Badges can only be assigned to one user at a time.
Is Workvivo hosted on AWS?
Yes, Workvivo undertakes that the Service is currently hosted in an ISO 20000 / ISO 27001 certified data centre currently operated by AWS, Amazon Web Services.
Can files be uploaded to Global Pages?
It's possible to allow files to be uploaded to Global Pages, but not by default. Enabling this would require you to get in touch with Workvivo support, who can enable this for you.
Can you change the name of Pages or Documents?
No you cannot change the name of pages or documents at the moment.
Is it possible to download videos from Workvivo on desktop or mobile, or to enable this feature in the backend?
it’s not possible to download videos posted in the main feed, and there isn’t currently an option available to enable this functionality.
The only videos that can be downloaded are those specifically added to the Gallery section.
Is there a limit on multi-choice answers for multi-choice questions in Surveys?
There is no set limit on Multiple choice answers for multiple choice questions in surveys.
it’s not possible to download videos posted in the main feed, and there isn’t currently an option available to enable this functionality.
The only videos that can be downloaded are those specifically added to the Gallery section.
Can Dark mode be enabled on Workvivo?
There is no dark mode currently available on Workvivo.
Can Teams be hidden from General Users?
Primary, Secondary and Tertiary teams cannot be hidden. However other teams can be. We don't recommend doing this as it can inhibit Workvivo admins from using those teams for audience selection when posting News and Pages.
If we use Spaces to target the audience for News, is there a way to disable or hide the post that gets created within the Space?
No, there is no way to do this.
Can Space notification be turned ON by default?
Yes, by requesting Workvivo to make the change, however its important to consider this will also turn on email notifications for all new posts.
What is the size limit for videos being uploaded to Workvivo?
Videos being uploaded to Workvivo cannot exceed 5GB in storage size.
If we use Spaces to target the audience for News, is there a way to disable or hide the post that gets created within the Space?
Unfortunately, there is no way to do this.
Is it possible to duplicate Spaces?
There is no way to duplicate spaces within Workvivo at the moment.
Can the option to create External Spaces be turned off?
Yes, however it requires contacting Workvivo support and requesting the change.
Can Teams be hidden?
Yes, teams have the option to be hidden in Workvivo.
If I was to run a Town Hall/Livestream, can I access who has attended the event with standard package analytics?
Standard analytics you will see a breakdown of the engagement rates from that livestream. However, the advanced analytics offers a much more comprehensive break down of the livestream including a breakdown of livestream engagement rates overtime.
Can you create subfolders within documents?
Yes, you can create subfolders within documents.
If a user is deleted, would a Page, a Space or a News Article created by them also be deleted?
When a user is deleted, their pages will remain on the platform. News articles will also stay, but they must be reassigned a new author in the "Manage News" section by editing the article. After the new author is assigned, the article will become visible to the selected audience again.
Spaces will also remain, but before deleting the user, ensure that a new owner is assigned to the space.
Is there a way to export all Spaces and their information (number of members, last post, privacy settings, etc.)?
There is currently no feature available for this in Workvivo.
Can you see who the creator of a page is?
It is not currently possible to see the original creator of a page within Workvivo.
What is the storage limit?
There is no set limit to storage capacity for a Workvivo instance.
Can users download documents on mobile from Workvivo?
This is possible if your organisation wants to allow it. However, it is disabled by default.
Is there a fallback process if Azure/SSO is down and users face issues accessing Workvivo?
We recommend setting up an Admin user with access set up via password, just in case SSO ever goes down.
How often does Azure sync user data to Workvivo?
The Azure to Workvivo user sync will run every 20-40 minutes with once Azure provisioning has been set-up.
Where can I check the number of deactivated users?
There is currently no way to to see the total amount of deactivated users within Workvivo, You can only view the users within a list with 25 users in each page.
How will users be linked if there are no migrated emails from Workplace?
Once a Workplace to Workvivo migration is complete we will run an export of users from Workvivo. We will add a new column in the export called "New Email".
You will be asked to go through each user and add the new email address of each user to that row on the file. Once the team has added the new email value, Workvivo will run a script to swap out the values for each user. When we have done the switch then provisioning can go ahead with Azure and we will match with the new email address.
Is it possible to make the UserID field visible on a users profile within the admin settings?
Unfortunately this is not possible within Workvivo
What features does the MS Teams Integration have?
This article refers to the generic Microsoft Team Workvivo integration.
The capabilities of the integration are:
- Allows users to initiate an MS Teams Chat from Workvivo with a Colleague
- Allows users to share a Post from Workvivo to an MS Teams Channel
- Allows automated Sharing of Workvivo Digests
With the SharePoint integration enabled, does the search function match only document names, or does it also recognize content and keywords within documents?
The Workvivo SharePoint integration will only search for documents based of the file names. Rather than also searching for the content contained within the file.
What do clients have to whitelist as part of setting up Workvivo?
We advise you add two emails to your mail server allow list so that system-generated notifications and regular newsletters do not get blocked or sent to spam.
The two emails are:
- workvivo.com - system-generated email notifications
- workvivomail.com - regular newsletters from the Workvivo team with new feature updates, tips & tricks, etc.
You should expect to see emails from the following: no-reply@workvivo.com, team@workvivomail.com.
How many widgets can be enabled on Workvivo?
For sidebar widgets, it is possible to have two primary widgets located on the left hand side of the activity feed.
You can add further secondary widgets to the right side of the feed. For each one, you would require an image with the specified dimensions and the URL where they want to link out to.
You can learn more about Adding a Custom Widget on the Workvivo Help Centre.
Does Microsoft Data Classification for files apply for files being resurfaced on Workvivo?
We have found that if there is a permission on a document within SharePoint and a user who doesn't meet access requirements to view the file searches for this in Workvivo, it will display within the Workvivo Integration but they are unable to access it.
Essentially any settings that have been applied to documents within SharePoint will be the same on Workvivo.
When you integrate Workvivo with Microsoft 365 for searching files etc., is your data uploaded to an external Workvivo working server or stays locally within your computer?
No, these files are not uploaded to an external Workvivo server, when searching for documents via an integration such as SharePoint we are just surfacing these from your system to display on the Workvivo platform.
Can Acceptable Usage Policies be translated automatically?
Unfortunately this is not currently possible on Workvivo. Depending on the team you can create different acceptable usage policies and translate them according to the team.
Can admins edit each other’s scheduled posts?
Admins are unable to edit each others scheduled posts on Workvivo. They can however delete them.
The only workaround for this would be to create a shared account where drafted posts are held. So that multiple users can sign in and create edits.
For example, they could set up a "Communications" alias account and grant each admin delegate access into this account. If all standard comms are published by this account, they can then delegate into the alias account and edit posts from there!
Can posting to Everyone and to Teams be disabled?
Yes, this can be achieved by getting in touch with Workvivo support. Who will disabled posting from the backend. However admins will still have the ability to create posts.
Is it possible to enable Space notifications for all spaces?
Notifications are not enabled for spaces by default. They can be enabled by Workvivo from the backend before users are invited.
Will users get notifications from each space that they’re a member of?
Users will not receive space notifications by default. However, they can manually opt into subscribing to that space. This will allow them to see posts from the space in their news feed timeline.
What’s the Workvivo Data Retention when customers terminate contract with Workvivo?
- Customer submits written notice of termination.
- Customer Success Manager reviews notice, ensures it complies with the terms of the customer contract, requesting legal review if necessary.
- System Sunset plan is created by the Customer Success Manager in coordination with the customer’s representative. This includes details such as when to revoke employee access, setting the account to inactive, and removing employee accounts (thus removing access).
- The Customer Success Manager ensures that the System Sunset Plan adheres to the stipulations set forth in the customer contract.
- The Sunset Plan is then activated and the relevant timelines are set in place. This includes the relevant count-downs defined in said Sunset Plan.
- Customer Success Manager submits notification of termination to Workvivo Support Team where it is reviewed and approved.
- Workvivo Support Team submits approved order for deletion to the Workvivo Infrastructure Team via the ticketing system.
- Workvivo Infrastructure Team assigns a ticket to one of its members and that person validates the request.
- The Workvivo Infrastructure ticket owner asks a second team member to review and confirm. Once completed, and only then, is the change committed to production.
- The second member of the Workvivo Infrastructure Team validates that the change was successful and effective.
- The ticket is then updated and returned to the Workvivo Support Team for closure.
- The Workvivo Support Team informs the Customer Success Manager, who informs the customer
If pages are relevant to multiple spaces, do we need to post it into each space?
No, Workvivo allows for pages to be made visible to multiple spaces and teams. So you would not have to make multiple posts for them to displayed in each relevant space.
Can anyone create a space?
By default, anyone in Workvivo with standard access can create a space. You can choose to allow everyone to create spaces or limit that by introducing space approvals. This requires the creation of a space to be audited and approved before creation.
Workvivo can disable space creation in the backend, once done you will need to assign a Space Approver role to the users that will be monitoring space creation.
Can custom emojis be created for my organisation on Workvivo?
Yes! This can be done from the Emoji Reactions tab within the admin settings panel. We recommend uploading custom emojis as a .png file with a transparent background.
Is there a minimum response rate before we see survey answers?
There is no minimum response rates that must be received before survey answers can be seen. You can see all survey answers as they are submitted from the surveys tab under admin in the navigation bar.
Can Workplace chat history integrate with the new Workvivo chat?
Unfortunately it is not possible to merge Workplace chat history with new chats created on Workvivo.
The Workplace chat history will be saved in a separate chat where it can be read.
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