In this article, we will explore the process of creating and configuring campaigns through the Gear Menu>Campaigns. We will cover each tab involved in the configuration in detail, providing step-by-step guidance to ensure that you can set up your campaigns effectively and in alignment with your objectives.
- General Information Tab
- Campaign Cover and Page
- Restrictions Tab
- Restrict Participants in the Campaign
- Form Tab
- Additional Field
- Classification Tab
- Classification Criteria
- Return and Investment
- Variable Financial Reward
- Approval Tab
- Gamification
- Additional Fields and Email Template
- Themes Tab
- Gamification and Reward Tab
General Information Tab: Basic Information
- Campaign Identifier: internal reference information. It does not appear to collaborators.
- “I do not participate in the Ideas Program” flag: by default, it comes disabled. When enabled, the campaign will not be included in the metrics of the Indicators Center and Power BI. In the APIs and in data export, they can be filtered separately.
- Campaign Type: segmentations related to the theme of the challenge that can be pre-configured in the Gear Menu 👉 Campaign Types.
- Campaign Scope: this field appears only if you have the Generative AI feature for idea submission. In this case, you must inform our AI through this field about the purpose of the campaign and what is expected from the ideas submitted to it. This way, it will help collaborators to enhance their ideas.
- Campaign Title and Short Description: they form the campaign slogan and appear prominently on the homepage.
- Registration Button: CTA (call to action) button visible on the homepage, which redirects the collaborator to the idea submission form.
- “Include campaign in highlights carousel” flag: when enabled, it determines that the campaign will be visible in the challenges carousel on the homepage.
- Banner Display Time: determines how long the campaign image will remain highlighted in the challenges carousel before being replaced by another campaign.
- Campaign Start and End Date: allows you to schedule a date for the campaign to open and close automatically, without requiring manual action.
- Attachments: allows you to upload files with more details about the campaign, which will be available for download on the challenge description page
| Observation: if it remains disabled, the campaign stays active but can only be accessed through the “Campaigns” button above the campaign banner. |
| Observation: If a future start date is set, the campaign will be created as Inactive but will open automatically when the day arrives. Additionally, after the campaign is closed, new ideas cannot be submitted; however, the evaluation of the ideas already submitted will proceed normally. |
Campaign Cover and Page
After filling in the fields above and clicking on “Save Campaign,” sections 2 - Cover and 3 - Campaign Page will expand.
In section 2 - Cover, you define the image that will be displayed on the campaign page, on the card, and in the banner. To change it, simply click on the default image and select another one from your computer. We recommend a size of 832x370 for better fit within the platform.
Finally, after selecting the new image, just click on “Change Photo” to make the change.
In section 3 - Campaign Page, you can provide a detailed description of the challenge, using videos and images to help collaborators better understand the open challenge.
Restrictions Tab: Campaign Restrictions
In this tab, it is possible to make advanced configurations related to your campaign, where you can:
- Set a minimum and/or maximum limit of authors per idea using the Author Restriction field;
- It is possible to hide an idea in a specific state according to the configuration of the Restrict idea visibility (Hide Ideas) field. When this occurs, the idea will be visible only to the elaborator, authors, evaluators of the stage, idea administrators, campaign administrators, and superusers in the places where it appears (timeline, listings, etc.). When changing to a state where the idea is not hidden, it becomes visible again to all users.
- We also offer the Restrict visibility of approval stage information option. When clicking on it, the following information shown below will be displayed:
- In addition to Superusers, Idea Administrators, and evaluators of the current stage, it will be possible to define which users can view the form responses from the evaluators of the stage in the Who can view the evaluators’ responses field. It will also be possible to select in which state the responses will remain hidden by choosing the listed stages. The stages can be selected all at once or randomly. For more details about this configuration, I recommend reading this article prepared exclusively for this topic.
- Define who can view the Classification Criteria Tab on the idea page, and in the field below, we have Who will be able to view the idea approval classification criteria.
- Restrict the visibility of the opinions requested in your campaign through the Who can view opinions field. In the Opinion tag, there is the Evaluation option. If the flag is selected, it is possible to define how this evaluation will be carried out (numerical scale or star rating).
Restrict Participants in the Campaign
In the same tab, it is possible to restrict the target audience of your campaign through the Restrict Participants flag. This restriction is applied by blocking or specifying the group or department of collaborators who will have access to the campaign. In this case, both the campaign and its respective ideas will be displayed only to the selected collaborators.
This also applies to the Specify Participants option, where you indicate who the authorized participants are. Instead of blocking, you can select who will have access, leaving the choice of configuration at your discretion.
TIP: Access our tutorial Themes, Groups, and Departments: understand the differences between them and how to create them! to learn more about groups and departments!
Form Tab: Idea Form
The next tab to be configured is the “Form” tab, where you will set the questions that must be answered by collaborators when accessing the idea submission form.
You can choose to use the standard form configured in the Gear Menu>General Forms, or a new customized form that will apply only to that specific campaign.
By choosing the second option and enabling the “Customize Campaign Form?” field, three sections will automatically appear on your screen:
- Standard form fields: section where the standard and mandatory fields in your form are listed. Among these, the only fields that can be deactivated and not used are the Theme, Subtheme, and Idea Benefits fields.
- Additional Fields: section where the new fields created for the form are listed. Later on, we will observe the process of creating a new field and its consequences for the approval flow.
- Form Fields Sample: in this section, as well as with the “View Form” button shown just below, the purpose is to display a preview of the fields being created.
Creating an additional field
To add a new field to your form, simply click on “New Field”, located below section 3. On the next screen, you must provide:
- Unique Identifier: field registration information; it does not appear in the idea form.
| Observation: if it remains disabled, the campaign It is not possible to use the same Unique Identifier in more than one field, even in different campaigns! |
- Field Type: determines the format of the field being created. It can be of the following types: Text, Integer Number, Decimal Number, Date, Date by period, Checkbox, Single selection list, Multiple selection list, and User selection.
- Mandatory Field: enables the requirement for the field to be filled out; in other words, without it completed, the idea cannot be submitted.
- Field Width: determines the size that the field will occupy in your form.
- Displayed Title on Screen: the field name that will appear to the collaborator in the idea form.
- Helper Text: additional text to help the collaborator fill out the field more completely.
- Field Scope: this field appears only if you have the Generative AI feature for idea submission. In this case, you must inform our AI what is expected as a response for this field. This way, it will help collaborators to fill it out.
- Show more information in a tooltip: allows a support text to appear for the collaborator when filling out this field.
After filling in this information, just click on Save Field.
Classification Tab
In the Classification tab, you will find three types of flags that can be enabled: “Use classification criteria?”, “Display options for return and investment?”, and “Custom financial reward in the campaign?” Let’s see in detail how each one works below.
Classification Criteria
If you choose to use them in the idea approval process, you must restrict which ones will be used in the campaign and also determine whether they are mandatory to fill out; in other words, whether each of them must necessarily be completed at some approval stage.
When including the classification criteria in the campaign, a pop-up will open listing the stages of the flow. You can configure the criterion to be available in one or more stages and define its mandatory completion. It is also possible to set whether the criterion will appear to the idea elaborators by checking the “Elaborator Form” option.
The identification of the stages in which the criterion will be evaluated is located to the right of its name. By clicking on the edit icon, shaped like a pencil, it is possible to change the evaluation stages and the mandatory completion requirement. By clicking on the “X” icon, the criterion is removed from the campaign. As a result, it will not be answered in new ideas submitted to the campaign. The response history will be maintained for previous ideas.
By default, only superusers and idea approvers can view the classification tab. However, in the “Restrictions” tab of the campaign configuration, it is possible to define that other users can also view the classification tab.
TIP: To check how to create new classification criteria, just access our tutorial “How to create classification criteria?”
Return and Investment
This field comes, by default, disabled. However, when enabled, the manager can define whether filling out this information by the idea evaluator at the time of approval will be optional or mandatory.
Variable Financial Reward
It is possible to financially reward collaborators when their submitted ideas are approved, implemented, or have the earning tracking finalized in the Earning Trackings. The reward amounts may vary according to the reward rules you create:
In other words, when the comparison parameter you choose is greater than or equal to a certain value, you will determine the amount to be paid to the collaborator.
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Additional details about some configuration fields: PAYMENT RESPONSIBLE: here you will define which collaborator will be responsible for managing that payment when necessary in the 3-line Menu 👉 Manage Payments. SPLIT REWARD AMONG AUTHORS: if you want to divide the amount equally among all authors of the idea, simply check this flag. Example: the idea generated a reward of R$100.00 and has 2 authors. If the flag is checked, each will receive R$50.00. Otherwise, each will receive R$100.00. REWARD CAP: defines a maximum amount that can be paid for an idea, even if the earnings achieved by it are greater than this maximum amount. |
Approval Tab: Approval Flow
There are basically two ways to configure an Approval Flow:
- Standard Approval Flow: Through the path Gear Menu > General Configuration > “Standard Approval Flow” tab, it is possible to create a kind of template, which is replicated (copied) in each created campaign. If the standard flow undergoes any changes in the general configuration and this change needs to be replicated in the campaign, the user must go to the campaign on the flow page and select the option RESET TO STANDARD FLOW.
- Custom Approval Flow: If you need a completely different flow from the defined standard, there is no problem. In each campaign, you can customize a flow as desired. This can be done either during the campaign creation or after its creation through the path Gear Menu > Campaigns > “Pencil” icon ✏️ on the desired campaign > “Approval” tab.
To create the standard flow in the general configurations or later edit a "template" flow, consider the following tips:
- Know exactly how many stages should exist in your approval flow and their respective approvers. This will help speed up the parameterization process.
- With that in mind, click on “Add Stage” until you reach the number of gates in your approval funnel. To make it easier to distinguish each stage, expand each lane and in the “Stage Name” field, define the name for each of them. From this point on, everything shown below can be replicated in all stages of your flow.
After defining the name of the approval stage, you must indicate in section “1 - Type of Approval” who will be responsible for evaluating the ideas in that stage. You have the following options:
- Theme Manager: the approver is the manager of the theme/area to which the idea was submitted. For example, if I am from IT and submitted an idea to HR, the person evaluating my idea is the HR manager.
- Department Manager: the approver is the direct manager of the elaborator. For example, if I am from IT and submitted an idea to HR, in this scenario the person evaluating my idea is the IT manager.
- Group: a group previously created in the platform is defined, where all members will be responsible for evaluating the idea.
| Observation: Approval can be performed by any member of the Group; the system does not require all members to evaluate the same idea. |
- Approver by Custom Field: one of the fields from the idea submission form is used to determine who will be the approver. For the field to be used this way, it must have been previously created for this purpose, with each fill option linked to an approval group.
- Elaborator: in this type of approval, there is no approval or rejection; the elaborator simply validates the idea, being able to send it to the next stage or cancel it.
The available flags can be used for the following purposes:
- Allow Approve: means that the evaluator can directly approve the idea, skipping all the next stages of the approval flow and being able to send it straight to implementation and financial follow-up.
- Allow Reject: allows the evaluator to reject the idea, removing it from the approval funnel.
- Allow Evaluator Change: allows the approver to be manually changed during the stages of the idea approval flow, giving you even more freedom to decentralize the process.
- Approver can edit the idea at this stage: if this flag is checked, it means the approver can make any changes to the idea form while it is at this stage.
- Elaborator can edit the idea at this stage: if this flag is checked, it means the elaborator can make any changes to the idea while it is at this stage, without prior request from the evaluators.
- Automatic Approval: allows you to set an approval SLA (Evaluation Deadline) for ideas, where they are automatically approved or rejected by the system if they have not been reviewed by the evaluators after the defined deadline.
- Allow skipping stages: allows the evaluator to skip approval stages, meaning if the idea is in stage 1, they can send it to stages 3 and 4 without going through stage 2.
In “Evaluation Deadline,” it is possible to define the number of days the stage evaluator will have to evaluate the idea. This deadline can be linked to the “Automatic Approval” field, where you can define whether, after the deadline, the idea will be automatically approved, automatically rejected, or if nothing will happen.
In “Social Approval,” the manager can define social interaction triggers based on the comments and/or likes that the idea receives:
Approval Tab: Gamification
Within a stage, it is possible to link points and coins to the classification criteria.
In section 2 - Gamification, the points or coins generated can be linked to dynamic scoring, influenced by the classification points. This scoring can be based on the sum or average of the criteria scores, or even on the highest or lowest score among them. It is also necessary to define a Multiplier, which will influence the Points per Criterion.
| Observation: Dynamic scoring can also be used to score the evaluator. |
By enabling the “Score Evaluator” flag, the following options can be configured:
When approving the idea: points awarded to the evaluator when the idea evaluated at the stage moves to the Approved or In Implementation state.
When implementing the idea: points awarded to the evaluator when the idea evaluated moves to the Implemented state.
When evaluating the stage: points awarded to the evaluator based on the following criteria:
- Evaluation issued: scores for any evaluator action (direct approval, flow advancement, or rejection), regardless of the deadline.
- Only when validating: no points if the idea is rejected; only scores when directly approving and advancing in the flow, regardless of the deadline.
- Evaluation issued on time: scores for any evaluator action (direct approval, flow advancement, or rejection), only if done within the deadline. After the deadline, no points will be awarded.
- Only when validating on time: no points if the idea is rejected; only scores when directly approving and advancing in the flow, and only if done within the deadline. After the deadline, no points will be awarded.
The definition of the evaluation deadline is set a little further above:
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When making this configuration, it is important to know that: - Evaluators of skipped stages (non-sequential advancement) are not scored, neither in approval nor in implementation. - Points are awarded only to the user who performs the action at the stage, meaning that in the case of groups, only the person who executes the approval action will be scored. - When the idea returns in the flow, the points are automatically deducted from the evaluator. |
Approval Tab: Additional Fields and Email Template
In section 3 - Fields, it is possible to create additional fields for evaluators to fill out, helping to centralize information and relevant analyses made about the ideas. These fields can be set as mandatory or optional during the evaluation.
Finally, in section 4 - Email Template, it is possible to customize the email template sent to the authors and elaborators of the idea at this stage. Using this field replaces the standard template.
Themes Tab: Theme Restriction
If a challenge is restricted to a specific theme (or themes), you can add it by filling in the “New Theme” field and confirming it by clicking “Add New”. This restriction is commonly used in cases where you want to limit the collaborator’s choice options when submitting an idea to a specific theme.
Important: For more information about the use and creation of Themes, access the content: Themes, Groups, and Departments: understand the differences between them and how to create them!
Gamification and Reward Tab
Within the campaign editing, this tab serves to configure exclusive gamification. This way, the campaign stops following the general gamification rule and starts following its own specific gamification rule. This configuration determines how many points and how many coins will be awarded for each event. For custom points configuration, the “Customize campaign scoring (Ranking)” flag must be enabled:
Here it is possible to configure how points will be distributed according to each stage, allowing points to be awarded to:
- the authors, when the idea is submitted, approved, and/or implemented;
- the authors, when the idea is implemented with financial return;
- the person responsible for the implementation, when the idea is implemented;
- the comment author, when they comment on an idea and/or when their comment is liked.
The “Ranking linked to the idea submission date” flag, when enabled, restricts the ranking calculation to the idea submission date. In other words, all points earned by a collaborator for an idea (points for implementation, financial return, etc.) will be awarded based on the idea's submission date.
This flag also affects the “Ideator,” “Accurate,” and “Entrepreneur” achievements, meaning those related to approved/implemented ideas and ideas with financial return.
For custom coin configuration, the “Customize campaign rewards (Coins)” flag must be checked:
In this configuration, it is possible to distribute coins using the same criteria as for points.
The difference is that it is no longer possible to configure the ranking linked to the idea submission date. Additionally, it becomes possible to split the accumulated coins if more than one collaborator was involved in submitting an idea.
To do this, simply leave the “In a collective idea, the accumulated coins will be shared among collaborators” flag enabled.
The campaign's gamification and reward configuration also allows for the distribution of medals based on the achievements earned in the campaign.
| Tip: At the beginning of the Gamification and Reward tab, you have the Medal Distribution flag. By ENABLING it, users are allowed to receive medals based on achievements earned in the respective campaign. |