Workplace by Facebook Launch Strategy

Strategy and Approach

When connecting Workplace to your IT systems you should consider the following:

Accessing Workplace
Make sure everyone can access the Workplace website from the corporate network, and also leverage the Workplace and Workplace Chat mobile apps.

Receiving emails from Workplace
Ensure people can receive their invitation to join Workplace by ensuring emails from Workplace by Facebook don't get picked up by any organisational level spam filters.

Adding employees
Manage Workplace user membership through a directory or single source of truth for who works at your organisation. For most this will be connecting Workplace to an identity provider like Active Directory, however, Workplace also offer the ability to provision & deprovision users via a .csv file.

Launching successfully
The IT team can help you launch successfully by following a few simple best practices such as setting people's desktop background/screensaver to a Workplace announcement and pre-installing the Workplace desktop and mobile apps on their work devices.

Tactical How-to

System requirements for user access to Workplace

• Whitelist domains used by the Workplace service. Workplace is built on the same technology that powers Facebook and any domain restrictions to prevent network access to Facebook (and facebook.com) will negatively affect Workplace.
• Verify your corporate email domain to ensure all users in your organisation are grouped into the right Workplace instance.
• Work with your email administrator to add the fbworkmail.com domain to a safe senders list in your organisation's email client. New users will claim their Workplace accounts through an invitation link sent via email. If you have email less workers, you can invite them by following these instructions.

Your provisioning strategy for adding and removing users

Admins can grant and revoke user access to Workplace using the following methods:

• Manually: add new users to Workplace through a .csv upload
• Automated: connect Workplace to your Cloud Identity Provider or directly from Active Directory

By having a separate status for invited and uninvited members, Workplace allows administrators to provision members in advance and invite them when ready. Workplace administrators can prepare a community by creating groups and adding members to them. Once everything is prepared, the administrators can invite the members to claim their individual accounts and they will already be a part of relevant groups.

Invitation process

Once a Workplace account has been provisioned for a member of your community, they need to be invited to claim their account. Once they claim their account, they can then start using Workplace. Until members are invited to use Workplace, they will be unaware they have a provisioned account. When an account is in an uninvited state:

• The member cannot claim their account and any attempts to do so will fail
• The member will not receive any emails or other notifications from Workplace

When you are ready for your members to be made aware that they have an account to claim, you will invite them to Workplace (admins can invite everyone, selected people, or individual people). Once they are invited, members will receive an email inviting them to claim their account through a uniquely generated URL. For SSO-enabled accounts, members will also have the option of claiming through logging into Workplace through your configured SSO service.

Authentication

How will users log in to Workplace?

• Ask users to set a secure and unique password
• Require users to authenticate via Single Sign-on (SSO)

Tips for enabling broad Workplace adoption:

• For Managed Desktops: use the Workplace Chat MSI to push the Workplace Chat app to all Windows desktops
• For Managed Mobile-devices: Use Workplace support AppConfig to distribute the Workplace and Workplace Chat mobile applications through your Enterprise Mobility Management solution
• Broadcast to your organisation through Live Video. An executive going live is a great way to get users to claim their account.
• Announce the launch of Workplace by leveraging available communication channels in your organisation to tell users about Workplace. Some ideas:
  - Set the default browser homepage to your company's unique Workplace login url
  - Set employee's desktop background to a custom Workplace announcement