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Getting Started with Ideawake in 15 - 30 Minutes

Here’s a quick-start guide to help you launch Ideawake, engage your team, and explore whether the platform is the right fit for your organization.

  1. Add Your Groups 
  2. Create a Workflow 
  3. Post a Challenge
  4. Invite Users to Test Your Community 

(1) Add Your Groups  

A good rule of thumb is to create groups based department and locations. You don't need to add them all in right away, but it's a good idea to create a few to start out with. 

What Are Groups Used for? 

  • Target and control access to challenges
  • To assign specific groups or departments to complete stages in your workflow 
  • Get insights and analytics on participation, activity, and impact 

00:00: This tutorial guides you through creating and managing user groups within Ideawake.

00:05: Click on the gear icon to open the group management section in Ideawake.

00:09: Select "Manage Groups" from the drop-down menu to view and manage existing user

00:14: groups.

00:15: Click on the "Create Group" button to start setting up a new user group.

00:19: A Pop-up will appear, Give the group a name , such as "Leadership Team" to identify

00:24: the new group.

00:25: Click the "Create Group" button to save the new group.

00:28: Your new group will now be listed on the manage groups page.

00:32: There are 2 ways you can add users.

00:34: Option 1: Click on this icon to add users to the group.

00:39: Click the check box next to the user names to select individuals to add to the

00:44: group you just created.

00:46: The selected users will populate here.

00:48: When ready, click the "Add Users" button to include the selected members in the group.

00:53: Option 2:

00:54: Click on the group you would like to add users to.

00:57: Click on the "Add Users to Group" button to add more members.

01:01: Follow the same steps as before.

01:04: Click "Add Users" to finalize

01:05: adding the selected members to the group.

01:08: You have successfully created the a group and added members with appropriate access

01:13: settings in Ideawake.

(2) Create a Workflow

Workflows are simply the rules for how ideas are submitted, surfaced, tracked and implemented on your Ideawake platform. Stages are customizable steps that submitted ideas go through as they are submitted, evaluated, and put into action. 

00:00: This tutorial guides you through creating a new workflow in Ideawake.

00:04: Click on the gear icon in the right hand corner.

00:07: Navigate and select "Manage Workflows" from the drop-down menu

00:11: Next, Click on the "Create Workflow" button.

00:14: A pop-up will appear where you can provide a title to the workflow.

00:18: When ready, click on the"Create Workflow" button to save your new workflow.

00:23: You have successfully created a new workflow in Ideawake.

 

What Are Workflows and How Do They Work?

workflow-explanation

Understanding Action Types in Workflow Stages 

Each stage allows you to assign specific stakeholders to complete specific actions. 

No Action 

No action stages function as holding stages to store and track ideas. 

Scorecarding 

Create custom criteria to evaluate ideas on to determine their potential.

Refinement 

Collect additional information about ideas using custom fields.

Screenshot 2026-05-22 at 9.42.19 AM

 Screenshot 2026-05-22 at 9.42.06 AM Screenshot 2026-05-22 at 9.41.36 AM
Create a No Action Stage Create a Scorecard Stage Create a Refinement Stage

(3) Post Your First Challenge

Use challenges to target the ideas you're receiving from your community. If you'd like to configure your platform to only collect ideas outside of challenges, please contact the Ideawake support team. 

00:00: This tutorial guides you through creating and configuring a challenge in the Ideawake

00:03: platform.

00:05: Note* These settings can be changed after challenge creation at anytime.

00:10: Click the "Create +" button to begin

00:12: setting up a new challenge in Ideawake.

00:15: Select "New Challenges" from the drop-down menu.

00:18: Select the audience who can participate.

00:22: Only 'participants' who are targeted will be able to see this challenge from the

00:26: community home

00:29: page. By default, all community members will have access to participate in your challenge.

00:35: You can limit participation by searching and limiting access to specific users and

00:40: groups under the 'Participants' section.

00:43: Click the "Next" button when your audience is all set.

00:46: This can be changed after the challenge is created.

00:50: Next we will begin to add the challenge details.

00:53: Enter the title for the challenge in the provided text field.

00:57: Now, Add the challenge description

01:00: When you are all set, click next.

01:03: Here you will see the submission form as well as voting and collaboration settings.

01:09: We have several different configuration options (what we suggest for best practice

01:13: are preselected by default).

01:17: These fields will also show up right under the idea description and can be in the

01:21: form of short form

01:23: text, long form text,

01:25: single select, multi-select (tags), files, images, whatever you'd like.

01:31: Update the form and desired settings.

01:34: If you have any questions, please reach out to your customer success rep.

01:39: You can also update the settings to allow users to post or comment anonymously.

01:44: Select visibility settings.

01:47: This is important if you want users to see other submissions or if you want all

01:52: submissions to be private.

01:54: Here you can add prizes but it is not required.

01:56: You can skip and add prizes at a later time.

01:59: Click the "Next" button to continue building the challenge

02:03: Workflows allow you to define rules for how ideas are collected, evaluated and

02:07: implemented in your organization.

02:10: See more here.

02:12: You can skip this step and come back to it.

02:14: When ready, Click the "Post Challenge" button to publish the challenge and make it

02:18: available to participants.

02:20: You will now land on your new challenge home page.

02:24: You have successfully created and configured a challenge in Ideawake, including

02:28: participant selection, settings customization, workflow setup, and posting the

02:33: challenge.

Resources You Might Be Interested In 

(4) Invite Colleagues to Test Out Your Community 

You're almost there! Now, you can send out invites to a few colleagues to hear their thoughts and feedback on Ideawake and so that they can start to experience the platform for themselves. 

00:00: This tutorial guides you through inviting and managing users within the Ideawake platform.

00:04: platform,

00:05: Click on the gear icon in the right hand corner.

00:09: Navigate and click on "Send Invites" from the drop down menu.

00:13: First, select the role you'd like the user to be.

00:15: You can choose from Admin, Moderator, User, or Observer.

00:20: You can learn more about community roles here.

00:23: If SSO is enabled and you are inviting a non-SSO user, click "These users are Not on SSO"

00:28: button for users who do not use single sign-on authentication.

00:32: Next, enter the email address of the individual

00:35: you are inviting in to the provided field.

00:38: Click on the "Send Invites

00:39: Now" button to send the invitations.

00:42: You will see a confirmation message that your invite was sent.

00:45: The User will recieve an invite email from the platform.

00:49: You will then land on the manage invites page where you can see the status of the

00:53: users invite if it is pending or active.

00:56: You have successfully invited a use to the platform.