Igloo Digital Assistant

Use the Igloo Digital Assistant, powered by Workgrid, to drive engagement to your digital workplace through an intelligent digital assistant that unifies your enterprise tech stack into one digital destination. When enabled in your digital workplace, users will gain access to a helpful toolbar or a floating action button that can be configured to show relevant information and simplify workflows.

The Workgrid toolbar in a digital workplace.

Your organization must purchase the Igloo Digital Assistant before it can be enabled. Contact your Customer Success Manager or email the Customer Success Team to get this add-on.

Sections in this article:   

Considerations and caveats

  • Premium profiles required: Your digital workplace must have premium profiles if you want to use the Igloo Digital Assistant. See Premium profiles.
  • Preview not supported: The Igloo Digital Assistant will not function in your workplace's preview environment.
  • ILST support: If the ILST manages your workplace's membership, you must use ILST version 4.0.1.0 or newer to use the Igloo Digital Assistant.
  • Floating action button placement: The Igloo Digital Assistant may interfere with the placement of the Zendesk web widget. To change its display location, see Configure Zendesk web widget display location in the digital workplace.
  • Mobile support: When using Web View in the mobile app, the Workgrid toolbar is located just above the app's navigation bar.

    The Workgrid toolbar in the mobile app.

  • User synchronization: When first enabled, all provisioned users are synced to Workgrid once. See Show or hide the Digital Assistant by groups to provision users for Workgrid. Ongoing updates (e.g., adding/removing a user, change of name, change of email) are pushed as they occur. The following profile fields from your digital workplace are pushed to Workgrid using SCIM (System for Cross-domain Identity Management):
    • First Name
    • Last Name
    • Email
    • Configured custom field mappings
    • Igloo UserID
  • Removing Workgrid Administrators: When a Workgrid administrator is removed and re-added from a Workgrid provisioned group in Igloo, the user will be re-added to Workgrid but no longer have administrator privileges in Workgrid. Another Workgrid administrator must reinstate administrator privileges for that user in Workgrid. 
  • Authentication: Once a user signs in to their digital workplace, they can access the toolbar and the information presented in it without authenticating with any additional services. However, if users select an option that takes them to an app's native website, they may be required to enter their authentication credentials.
  • Data storage: Data used in third-party apps is requested on the fly via API calls and displayed to the user. None of the data from the API calls are stored or cached. Workgrid stores only the user information detailed above.

Enable the Igloo Digital Assistant

Your organization must purchase the Igloo Digital Assitant to enable it. Contact your Customer Success Manager or email the Customer Success Team to get this add-on. 

After purchasing the Igloo Digital Assistant, the team at Igloo will work with you to set it up. This process will involve setting up and configuring a toolbar in the Workgrid Console and then providing Igloo with the identifiers needed to allow Workgrid to communicate with your digital workplace.

Set up Igloo Digital Assistant in Workgrid

To set up the Igloo Digital Assistant in Workgrid, you must do the following:

  1. Add a new toolbar and record the values of your Tokens Client ID and Tokens Client Secret. See the "Adding a Web Client to Your Organization" section of Workgrid's article on Embedding Workgrid on a Webpage.
  2. Install a custom app to handle Igloo notifications and record the values of your Notifications Client ID and Notifications Secret. See Workgrid's article on Installing Custom Apps. When following the steps provided by Workgrid, do the following:
    • App Name: Enter  Igloo Notifications.
    • Under Settings, Functionality & Features, turn on Smart Notifications and ensure that Same as App Name and Icon URL is selected. You do not need to enter a value for Web Hook URL.
  3. Set up user provisioning using  (SCIM) and record the Access Token. See Workgrid's article on Setting up the SCIM API for your Organization.
  4. (Optional) Configure third-party apps to show content in the toolbar. See Workgrid's App Integrations for information about setting up specific pre-built apps.

Set up Igloo Digital Assistant in your digital workplace

Set up for your digital workplace is done by the Igloo team; however, they will ask that you provide the following information about your Workgrid environment:

Identifier Where to find it
Tokens Client ID Found when adding a new toolbar after selecting Generate Credentials. See step 1 of Setting up the toolbar in Workgrid above.
Token Client Secret Found when adding a new toolbar after selecting Generate Credentials. See step 1 of Setting up the toolbar in Workgrid above.
Notifications Client ID Found when creating a custom app in Workgrid. See step 2 of Setting up the toolbar in Workgrid above.
Notifications Client Secret Found when creating a custom app in Workgrid. See step 2 of Setting up the toolbar in Workgrid above.
Company Code Found under Organization.
Space ID Found under Spaces (select Edit Space).
Access Token Found when setting up user provisioning. See step 3 of Setting up the toolbar in Workgrid above.
Required information

Show or hide the Igloo Digital Assistant by groups

By default, nobody will be able to see the Digital Assistant toolbar. To configure who it is shown to, see Show or hide the Digital Assistant by groups.

Configure the Igloo Digital Assistant to display as a floating action button

The toolbar can be configured to display as a floating action button in the bottom right of the digital workplace.

Toolbar configured as a floating action button.

To configure the toolbar to display as a floating action button, you must do the following in Workgrid: 

  1. Select Menu in the top right corner of the screen. 
  2. Under Organization management, select Client configs. 
  3. Beside the client for your Igloo digital workplace, select Edit Client Config. 
  4. Under Widget, select AI Work Assistant from the dropdown. 
  5. Select Update. 
  6. Return to the Igloo digital workplace to view the changes. They may take several moments to appear, or you may need to perform a hard refresh. 

Igloo Digital Assistant layout

The toolbar and the floating action button categorize information into these areas:

  • To Know / Get my notifications: Contains a feed of event-based notifications (e.g., Igloo notifications, ticket updates, etc.).
  • To Do / Show my action items: Contains a feed of event-based notifications that require action (e.g., expense approvals, time off requests, etc.). This area also gives you the ability to create task lists and tasks. These tasks are independent of tasks created in your digital workplace; tasks created in your digital workplace (e.g., personal tasks, content tasks, task channels) are not displayed in this list, and tasks created here are not shown in your workplace To-do list.  
  • Apps / See all apps: Contains micro-apps that provide information and simplify processes (e.g., Payday app, Time off, Time Planner, etc.).
  • Ask / (always available chat box): Contains a chatbot that helps connect users with information, people, and documents (e.g., FAQs and incident management).

The content of these areas depends on the third-party apps you have configured.

Below these areas are two additional sections/buttons:

  • Activity: Displays recent activity that you need to take action on covering a 2-week period.
  • Settings: Configure your language and manage app preferences. For more information, see the Web Toolbar section of Workgrid's article on Understanding the User Settings.

Digital workplace content in Igloo Digital Assistant

The following Igloo notifications will appear in the To Know / Get my notifications area:

  • Moderation events
  • Read receipts
  • @mentions
  • Notifications from followed content (only the first 75 characters of the content's title are shown)

Third-party content in Igloo Digital Assistant

The toolbar supports various third-party applications (e.g., UKG, Concur, IT Help Desk, etc.). To view what options are available and how to configure them, see Workgrid's App Integrations.