---
title: "Ideation Cloud documentation"
canonical: "https://support.covectors.io/space/CCAD/544669697/Ideation%20Cloud%20documentation"
format: markdown
---
Ideation for Confluence makes brainstorming and crowdsourcing both easy and fun. Your teams will be able to suggest, share, and vote for ideas as well as participate in challenges within one centralized location. This has the potential to drive innovation, engage your workforce, and enhance overall business performance.

The ideation app is now available on the Cloud as well as in Server and Data Center. With the new ideation Cloud, our teams are responsible for hosting, maintaining, and securing the app thus reducing your maintenance and security costs. Additionally, your teams can collaborate and share their ideas directly on the cloud whenever and wherever they are.

For more information about the differences as well as the migration path, make sure to refer to the last part of the documentation (by clicking here).

---

# Create an idea

Your journey with the ideation app starts by, of course, creating your first idea. For this, you have to go through the following steps:

- Select “Create” from the Confluence top menu
- A blank page would be created where you have to select the “Idea” template from the drawer on the right of your screen
- Add the relevant information about your idea (the title and description)
- Click on “Publish”

![image](media://b4691b5d-486c-49ef-937e-013e01670fd8)


> ⚠️ When creating your idea page, you can only add the idea’s title and description. Other macros can be activated only when you click on “Publish”

**Congratulations… You have just created your first idea!**

# Ideation page  


![image](media://59d2bf28-50a5-4034-816d-e4185e6e17cd)

Each typical idea page contains a host of macros designed to help you effectively manage the ideation process.

![image](media://fc071ab4-8288-4ec0-b774-16f494584147)

1. Idea information: This macro contains all the information about a specific idea including the status, number of votes, views and comments. Additionally, users with editing rights can change the idea status along with feedback detailing the change.

![image](media://f7e55a94-49f9-404d-b574-2c3fd1701280)

  
2. Idea voters: Here, you can visualize the identity of the voters along with how they voted.

![image](media://0a9ae021-7ef6-422a-aecd-0000eb802c27)

3. Idea sponsors: Similar to the above macro, you can visualize the identity of idea sponsors (more on idea sponsorship later on)

![image](media://2f412cc7-90e6-46c4-9ec2-dccd26366c1d)

> ⚠️ It is worth noting that the above macros along with other macros related to the ideation app are only functional within ideation pages. This means that when you do integrate these macros within other Confluence pages, you would receive the following error message: “You can not insert the idea information macro in a non idea page! Please create an idea page first”.

# Vote for an idea

Now that the idea is created, users can access the idea page. There, they can either upvote or downvote a given idea by pressing the up or down arrows. The number appearing between both arrows represents the number of upvotes minus the number of downvotes. To cancel a vote, users can simply press on the arrow they have already selected or the opposite one.

# Sponsor an idea

You and users (with sponsorship rights, of course) can start sponsoring ideas. All you have to do is access an idea page. Within the sponsors macro, click on “Sponsor This Idea”. Your name will be added to the sponsors list. To cancel your action, just click on “Cancel Sponsorship”. 

More on how to configure idea sponsorship in the administrative part of the documentation.

![image](media://2ca2db0d-398b-4bcb-b494-54a747a7d58b)

#   
Ideation index

  
The idea you have just created along with other future ideas will all be shown within the ideation index page. Think of the index page as both a parent page and a dashboard containing all the relevant information about ideas, contributors, voters, sponsors and more. 

Let’s first start by taking a tour of the page’s layout. 

![image](media://a5d8a544-105a-46d7-adf6-424434e8d3a2)

Similar to the idea page we have just covered, ideation index is composed of multiple macros, each serves a specific function:

![image](media://cb50de2e-4d96-418c-b363-42289219756d)


  
  


> Macro (rw-ui-steps-macro)
> 
> > Macro (rw-step)
> 
> Ideation list: Here, you can visualize all existing ideas within a given space. Ideas can be classified in terms of their status (default status include: Proposed, Evaluated, Achieved) as well as their creation date. Additionally, you can choose how ideas are displayed by selecting either the timeline or list views.
> 
> > Macro (rw-step)
> 
> Add idea: You can create ideas directly from Ideation Index by simply selecting this macro. Once clicked, you will be redirected to an idea page where you can add all of the idea information (just as you did in the first part of this documentation)
> 
> > Macro (rw-step)
> 
> Ideation summary: This macro acts as a summary of all the ideas within a space. It displays the number of ideas, contributors and comments. It also shows the number of ideas per status.
> 
> > Macro (rw-step)
> 
> Top contributors: This macro displays the top contributors based on their actions within a space. It shows the number of ideas they have created along with their votes.

The above macros are configurable by the space administrator. For this, you have to click on “Edit” on top of the page. Then, just hover your mouse over a given macro and select the “Edit” icon. 

Now let’s walk through the list of actions you can take for each macro.

1. Ideation list: Here you can select the space from which to display ideas (ideas from current space are displayed by default). You can also manage which columns to display within the list view. By default only the idea title, status and creator are shown but you can add additional columns (votes, views, comments and likes)
2. Ideation summary: You can select the space from which to display ideas. Then you can specify the appropriate labels.

> ⚠️ The Ideation index page will contain additional statistics within its sidebar. You will get information about Ideas, contributors and comments numbers within your space. A summary of ideas number by status has also been added to the Ideation*** ***Summary macro.

3.Top contributors: Similar to the above macros, here also you can change the space as well as the labels.

# Ideation Custom fields

Custom fields represent metadata categories that allows you to precisely describe your ideation data and effectively customize your ideation process and pages.

First we are going to walk through the process of creating custom fields on a global level, and later explore how you can manage custom fields at a space level.

- Create and manage custom fields (Global configuration)

Navigate to Confluence global settings > Ideation custom field. You will land on the ideation custom field menu. To create ideation custom fields, click on “Create field”. Then  fill the dialog box by specifying:

- The custom field ID
- Title
- Placeholder
- Type (Text, Date, Single Select or User)
- Check whether or not to apply the custom field to all spaces
- Determine the spaces in which you want to apply the custom field
- Check whether or not the field is mandatory

![image](media://584d6430-13a7-40a8-96a0-db0aa99841dd)

Once the custom field is created it will automatically appear on the table along with all the relevant information you have specified. 

![image](media://5cf5efe4-dfb2-41ba-a0c0-6671b0d3d27c)


![image](media://c1fd1082-705b-449a-af64-a8afeae9c093)

To edit or delete a custom field, navigate to the actions column and check either the edit or delete icons.

Additionally you can search for custom fields by typing the exact custom field name, part of it or any other relevant information such as the type or ID.

- manage custom fields (Space configuration)

Now that you have created custom fields, it is time to check how you can manage them at a space level.

Navigate to a Confluence space > Space settings > App links > Ideation. You will land on the custom field main menu where you can visualize and all of the custom fields associated with a space. 

![image](media://7d6aa36c-3646-49af-b7d3-334253d09796)

Select a custom field from the drop-down list to add it to your idea page. Additionally, you can edit or delete the custom field by clicking on the three dots in front of each custom field.

![image](media://c1bbeee3-4cdb-40da-87cf-a72e75e3e7fe)

Once you finish managing custom fields at a spce level, it is time to move to the idea page and start filling custom fields with relevant data. 

Navigate to an idea page where custom fields are enabled, and then select the edit icon at the top of the metadata macro. The "Edit Metadata" macro will appear where you can fill custom fields. 

![image](media://33331893-4f93-480e-b4ff-d3ecbf8612d9)

Click edit to publish the changes.

![image](media://2688c782-dcfb-4087-a776-426ae4c57487)

# Administration Panel

The administration panel gives you the possibility to manage a variety of aspects regarding the Ideation app. To access the administration panel, click on Space settings > App links > Ideation.

The administration homepage contains four main tabs: Workflow, Roles, Sponsor and Challenges.

## Workflow

![image](media://86c40744-19c9-4f9b-a7b1-6166799990e0)

The process of managing ideas’ different status and workflows can be a challenging one. The new workflow feature makes it easy for you to define the relationships between various status as well as manage transitions within a rich yet simple user interface.

The way workflows work is fairly simple. Within the administration panel, a new “Workflow” tab replaces the old “Status” tab when you click on “Access next version”. There, you will have more advanced options when it comes to managing your various status.

For example, currently, four options are available to you: Add, edit, delete or rearrange status. These options are, of course, still available due to their basic nature. But for users looking to further personalize their ideation processes, we recommend the switch to workflows. 

Let’s walk through the page’s layout:

1. Add: Select either “Add a status” or “Add a transition” from the drop down menu.

- Add a status: Add relevant information about your new status including the title, color and the associated role(s).

![image](media://b07231cc-21b0-4995-a58d-4aa1b3f81de1)


![image](media://02a3a954-7f9f-4017-a646-7a7e17b901b3)


![image](media://e6ba4a47-437e-4430-b287-4a1857688d53)

- Add a transition: Determine a new transition by selecting the start and arrival status.

![image](media://c8a2e327-272a-42ce-9247-5ca8a2df0f90)

1. Table: Here, the various status are arranged within a four column table: Start status, arrival status, roles and actions. As shown in the screenshot below, the start and one or multiple arrival status are linked by arrows to showcase the transitions.

![image](media://d77263bb-b2dd-4753-8e65-4e00773a1687)

To edit or delete a transition, click on the kebab menu within the “Actions” column or simply hover your mouse over a specific status. Then, select either the edit or delete icons.

1. Graphical: The graphical view is more straightforward. Here the emphasis has been placed on simplicity and instant feedback. The view consists of a diagram where you can move statuts freely within a drawing board. While you are doing so, a box containing the table view is pinned to the left side of the screen detailing the changes as you are making them.

![image](media://14187ac7-a199-4cd1-94e6-60515f90deee)

While performing the changes on both views, a message will be constantly shown indicating that you are working on a draft. There are two options available, you can either publish or discard the draft.   


## Roles

### Roles default configuration

![image](media://52a72844-d9d7-4c18-b8ea-ff1eb8f3b42a)

Each status needs to be associated with a specific role (i.e idea manager). Role members are the only users who can move ideas back and forth between status and add feedback describing their actions.

A single or group of users can be associated with a certain role.

By default, there is the ideation manager role which can't be deleted. This role can be modified by adding or deleting its members.

### Add a role

![image](media://20d44508-1977-407e-804d-03d0cbb94397)

Click on “Add a role”. Fill the dialog box with the role’s title and the designated users or group of users. Click save.

###   
Edit a role

![image](media://48a44a37-5ebf-4ee1-989e-730133c212fa)

Click on the edit icon and follow the same above steps to fill the dialog box.

### Delete a role

![image](media://c73b009a-e780-4027-b41e-072a3b98be0e)

Click on the delete icon.

## Sponsor

The third tab in the administration panel is dedicated to idea sponsorships. Here, you can perform a host of actions that will enable you to manage the whole sponsorship process and allow users to sponsor ideas from within the ideation index page. 

Let’s walk through the sponsor dashboard layout and discover the main actions in further detail.  


![image](media://54bd9b20-8785-43e6-a164-e4ff5cbb4b75)

  


> Macro (rw-ui-steps-macro)
> 
> > Macro (rw-step)
> 
> Set the maximum number of sponsors
> 
> > Macro (rw-step)
> 
> Once you have defined the number, you can start adding sponsors to the list. Click on the edit icon within the actions column > add the users or group of users > click Edit.
> 
> ![image](media://248d1e5c-cc4e-47db-9869-4e0cd5cf73c4)

##   
Challenges

The latest addition to the Ideation app is: Challenges. Challenges are an effective way to create a culture of healthy competition within the workplace, drive innovation and keep employees engaged. The concept of challenges is fairly simple. Within a single challenge, users can create a host of ideas in some sort of a competition. The idea with the most votes wins the challenge.  


![image](media://258bb080-5e7d-4891-b31f-5269c6a12e50)

  


Now let’s see challenges in action.

### Create a challenge: 

First of all, you have to create a challenge in which your users will compete. From the “Challenges” section, select “Add a challenge”.  Then fill the dialog box with your challenge’s information.


![image](media://15f835a8-8faa-444d-a73b-46358fc73b6c)

  


> Macro (rw-ui-steps-macro)
> 
> > Macro (rw-step)
> 
> The challenge title
> 
> > Macro (rw-step)
> 
> The challenge description
> 
> > Macro (rw-step)
> 
> Background color
> 
> > Macro (rw-step)
> 
> The end dates
> 
> > Macro (rw-step)
> 
> Select the challenge’s manager(s)
> 
> > Macro (rw-step)
> 
> Invite users or group of users

  
Once you have entered all of the challenge’s information, click on save. The challenge will be visible within the main dashboard where you can both edit or delete it. Additionally, the challenge will be placed under ideation index in the left navigation menu.

### How do challenges work?

![image](media://88ee9700-7521-411f-9edc-aee2ff830f2e)

  
Once the challenge is created and users have been invited, they will instantly be notified and able to visualize the challenge in the ideation index homepage or left navigation menu. When they click on a given challenge, they would land on the challenge page. The latter is structured in a way similar to a standard idea page and consists of multiple macros that would help you and your users both manage and participate in a challenge. 

Let’s walk through the page’s layout along with the actions you can take.

  


![image](media://b3d09b44-b811-449d-9888-d8dab702d4da)

  


> Macro (rw-ui-steps-macro)
> 
> > Macro (rw-step)
> 
> Participate: To participate in a challenge, simply click on “Participate” and fill the idea creation form by adding the idea title, subject and description.
> 
> ![image](media://c4956055-5c6e-4bf5-a86d-f845f587dd75)
> 
> > Macro (rw-step)
> 
> Pause: A challenge can be paused for a predefined period of time. During this period, users would not be able to create or vote for ideas. The challenge can be simply resumed by clicking on “Resume”.
> 
> ![image](media://cb236e49-e35e-4b4b-89ac-5150729da261)
> 
> > Macro (rw-step)
> 
> Stop: A challenge can be stopped prior to its end date by the manager(s). Users would not be able to participate anymore, and the challenge couldn’t be reopened (Contrary to the pause function above)
> 
> ![image](media://4e9a952c-8e80-4914-b209-97ac3e15b52b)
> 
> > Macro (rw-step)
> 
> The challenge information: This macro contains all the relevant information about a challenge including its title, start & end dates, status and description.
> 
> > Macro (rw-step)
> 
> The idea list: Contains all the ideas within a challenge.
> 
> > Macro (rw-step)
> 
> The challenge summary: This macro acts as a summary of all the ideas within a space. It displays the number of ideas, contributors and comments. It also shows the number of ideas per status.
> 
> > Macro (rw-step)
> 
> The challenge status: There are five default status, including: 
> 
> - Coming : the start date of the challenge > today's date
> - Ongoing : the start date of the challenge ≤ today's date < the end date of the challenge
> - Stand By : the challenge manger clicked on the "Pause" Button
> - Closed : the end date >= today's date
> - Stopped : the challenge manager clicked on "Stop" Button