Note: A
site administrator can grant or revoked these individual permissions on
a community administrator's Member
Information page.An eRoom community is a site within an eRoom site. It might be one of several communities at your site. Each community has members and/or facilities, and can be isolated for privacy.
All eRoom members belong to one home community, but can be guests in other communities at the site. Each facility belongs to one community, but communities can have multiple facilities. All roles and permissions defined in the community are shared across all facilities in the community.
Community administrators belong to a permission group that site administrators assign members to on a per community basis. Site and community administrators can delegate community administration to other community members by adding them to the "Community Administrators" group. Members in this group have the following permissions:
Note: A
site administrator can grant or revoked these individual permissions on
a community administrator's Member
Information page.
Community Settings (which you access via your My eRooms page, or a URL) has the following categories of settings for administering your community:
The "OK", "Cancel", and "Apply" buttons on every page act on Community Settings as a whole.
OK saves all changes and returns to your My eRooms page.
Cancel discards all changes and returns to your My eRooms page.
Apply saves all changes, but leaves Community Settings open.
If you move from one Community Settings page to another (via links in the left column), eRoom 'remembers' your changes but only applies them when you click "OK" or "Apply". However, unless you click "OK" or "Apply" before doing one of the following actions, eRoom discards your changes (you are prompted in these cases):
go to a community member list
go to a facility's settings page
go to Site Settings (site administrators only)
Note: On Community
Settings pages, you can change a setting by clicking either the selection
widget (radio button or check box, for example), or the corresponding
text label.
If you need to change the name of a community, enter the new name in the Name box.
These settings are inherited from the site-level defaults, and only the site administrator can change them.
Option |
When on (check box selected) |
Initial setting |
|
New members can be created in the community. Otherwise, when this setting is turned off, only guests and external-membership directory members are allowed in the community, and all UI for creating new members is disabled. |
On | |
|
Require new local members and all external members to have an email address and use it as their login name. If this setting is turned on and there are already local members, those users can still use their login name to login to the site. Existing external members, however, will be required to use their email address as login name after a member-list directory sync (which eRoom performs when you add or edit an external-membership directory connection in the community). This setting can be changed at the community level. |
Off | |
|
Enables real-time meetings in eRooms at the site. If this setting is turned on at the site level, it can be turned off at the community level. |
On |
If you have eRoom Enterprise, and if you, as community administrator, have permission to define a Content Server connection in your community, you can specify which community members have permission to create and edit Content Server links -- either all members in the role of participant or above, coordinators only, or community administrators only.
Note: If only administrators
can create and edit Content Server links, then community members in the
role of coordinator and below cannot create or edit Content Server-linked
files. In that case, members might still be able to edit the actual files,
depending on their access rights to those files.
These permissions are granted at the site level for community administrators. Only site administrators can change them in individual communities.
Permission |
When on (check box selected) |
Initial setting |
|
Community administrators can create and import facilities to their communities. |
On | |
|
Community administrators can create and edit external-membership directory connections. |
Off | |
|
Community administrators and coordinators (with modify community member list permission) can add guest members to or remove guest members from the community member list. |
On | |
|
Community administrators can rename facilities in their communities. |
On | |
|
Community administrators can manually rebuild facility indexes (for searching eRoom contents) in their communities. Otherwise, this is a background process that runs automatically, according to the Scheduler's settings. |
On | |
|
Community administrators can change the site-wide default size limit for new eRooms in their communities. |
Off | |
|
Community administrators can
With this permission off (check box cleared), communities must use the site-wide Content Server connection, and anyone with appropriate access rights can create and edit Content Server links. |
Off |
Pick whether you want authors' organization names to appear with their member names when they write comments on eRoom pages.
Change reports -- Decide whether eRooms in this community can be monitored by Email change-reports. Normally, the only reason to turn off this feature is to relieve pressure on a slow server.
Recycle bins -- Decide whether eRooms in this community can use recycle bins. If this check box is selected, items deleted in eRooms that have Recycle Bins are not permanently removed, but go into their respective recycle bins instead. Coordinators have an option to turn off the recycle bin on a per-eRoom basis.
Inboxes -- Decide whether eRooms in this community allow new inboxes to be created. This setting is only enabled if new inboxes are allowed to be created on the site (a Site Settings option). Clearing this check box prevents new inbox creation community-wide. Existing inboxes, however, continue to work, even if members can't create new ones.
If community administrators have permission to change eRoom size limits, you can specify a size limit (in MBs), for new eRooms in the community, or override an existing default size limit.
If you specify a size threshold and click "apply to existing eRooms", members in any eRoom over that limit will be unable to create new items or files until the eRoom's size is lowered below the limit.
Pick the initial setting for the option community members have to receive email notification either in HTML format (example) or as Plain text (example). Members can change this setting for any eRoom or item for which they choose to receive change reports.
If you select the "File protection" check box, the only members who can delete a version-tracked file or turn off version-tracking for a file are the eRoom's coordinator and administrators. With file protection turned on, you can also specify that New files are always version-tracked (and the corresponding option disabled on the Add File page).
Your community is either public, restricted, or private. Only site administrators can specify a community's privacy level.
Public -- The community and its members appear in the site member list. Its members can be picked as guests of other communities.
Restricted -- The community and its members don't appear in the site member list, but its members can be added by name as guests of other communities.
Private -- The community and its members don't appear in the site member list, and its members cannot be added as guests of other communities.
Note:
If your community member list is sensitive, your community should be private to ensure confidentiality.
Otherwise, when administrators of other communities add guests in their
communities, they can still see your member list (or search for names
of members), even if you explicitly remove "can
see member list" permission for a guest in your community who
also happens to be an administrator of another community in your site.
Individual eRooms can have custom logos at the top of every page. If they don't, eRooms display a default logo, or banner, instead. You can specify a different default banner for eRooms in the community, in place of the default banner that eRoom provides. To do so, select the Use custom default banner check box, and then click "Browse" to locate and select the .gif or .jpg file you want to use.
Note: The default
size of the space for your banner is 600 pixels wide and 36 pixels high.
However, there are UI customization variables you can use to specify a
different-sized custom banner.
Content Server linking in your community is on when the check box for "Use a Content Server connection in this community" is selected.
If the site setting allowing administrators of new communities to "define a Content Server connection" is on when the community is created, community administrators can use the site-wide connection, use no connection (by clearing the check box labeled "Use a Content Server connection in this community"), or create a community connection.
If the "define a Content Server connection" permission is off when your community is created, only site administrators can change the Content Server settings. In this case, and if a site-wide default Content Server connection is defined, communities must use that one, unless a site administrator turns off "Use a Content Server connection in this community".
Pick "Use the site's default Content Server connection".
To choose a subset of the available docbases, click "filter" to open the Filter docbases page. You can subtract but not add to the set of Docbases available through the site's default connection. When you click "OK", the names of the selected docbases appear next to the Available docbases label.
Pick "Define a Content Server connection in this community".
Specify the Login name and Password for the dedicated Content Server account (with 'super user' privileges for each selected Docbase) that eRoom uses.
Click the "test" button to verify whether the account name and its password are valid for all the selected Docbases. The Test Docbases page reports these results.
To configure the Primary docbroker and (optionally) the Backup docbrokers for the community, click "edit" to open the Configure docbrokers page. Specify just one primary docbroker, which is read, by default, out of the DFC settings file. You can specify multiple backup docbrokers by entering one per line in the text box. Use the syntax docbrokerName:portNumber. To specify the default port (1489), don't enter a portNumber. When you click "OK", the "filter" button is enabled for specifing the Available Docbases for the site.
To pick the Docbases you want available to eRooms in your community, click "filter" to open the Filter docbases page. If you leave the check box for "(new Docbases)" clear, only the Docbases you pick are available (example). Conversely, if you select the "(new Docbases)" check box, you make all Docbases available except the ones you don't pick (example), including any new Docbases that later become available through the DocBroker in use.
When you click "OK", the names of the selected docbases appear next to the Available docbases label.
Specify the optional Webtop/DAM URL (Documentum Content Server and Documentum Webtop versions 5.1 or later, Internet Explorer only) and/or WebPublisher URL. Doing so enables the "Go to Content Server" and "Content Properties" commands on right-click file item menus, which opens the Webtop or WebPublisher client.
If you have a Documentum client URL specified for the site connection, you can require that members specify properties for all files linked to the Content Server from eRoom. With the "File properties are required when files are linked to the Content Server" check box selected, the WDK Properties component opens in a new window for every such file during the linking process.
To specify which document types have mandatory properties, click "choose", and pick the document types. The list of document types are an aggregate list of the templates provided in the "eRoom Templates" (case-sensitive) directory on each Docbase available at your site.
See also:
On this page you manage the facilities in your community. You can edit Facility Settings, move or reprovision facilities, create, delete, and import facilities. You can also create eRooms.
eRoom uses facilities to organize the eRooms in each community. A community needs at least one facility in order to have eRooms (some communities organize members only).
In the list of all facilities in the community, you can see how many eRooms each facility has. Click the number (n) in the eRooms column to see a list of those eRooms. That list shows each eRoom's name and URL; each name is a link to the eRoom.
Advanced installation
only: The facilities table lists the eRoom (web) server, file server,
database server, and indexing server specified for the facility when it
was created. It also shows the provisioning
group for each facility, or "(None)" if no provisioning
group is assigned to the facility.
A template facility, if available, is the basis of new facilities in a community. A site-level template is stored as "Samples.erf" in a special "~Templates" directory at the root of the file server designated for templates, and a community-level template can be designated by naming it "<community name>.erf".
When you create a new facility, eRoom first looks for a community-level template facility. If there is one, the new facility is based on that. Otherwise, eRoom uses the site-level template. If there is no template facility at either the community level or the site level, eRoom creates an empty facility with no eRooms.
Note: Site administrators
manage template facility files outside of the eRoom, using the file server's
file system.
If community administrators can "create
and import facilities", go to the Facilities
page of Community Settings, and click 
.
On the Create Facility page, type a Name for the new facility. As you type, eRoom automatically fills in the URL (which you can edit, if appropriate). In place of eRoomServer in the sample URL on the page, the URL for eRooms created in the facility will show the actual eRoom server name.
The next step depends on which installation of eRoom you have, what the provisioning rules are at your site, and whether you are a community or site administrator.
If you have eRoom Standard installation, or eRoom Advanced installation and your site uses automatic provisioning without provisioning groups, click "OK" to create the new facility and go its Facility Settings page.
If you have eRoom Advanced installation and your site uses manual provisioning, pick the eRoom (web) server, file server, database server, and indexing server from the list of available servers of each type. Click "OK" to create the new facility and go its Facility Settings page.
If you have eRoom Advanced installation, and your site uses provisioning groups, pick the kind of facility you want to create (provisioning group name). Choices are the provisioning groups assigned to the current community. If there are no provisioning groups, and you are a community administrator, you are unable to create a facility in the community. However, if you are a site administrator, you can manually provision the facility by picking its servers. Click "OK" to create the new facility and go its Facility Settings page.
If your site uses provisioning groups, and you are a site administrator, you can override the provisioning rules at your site by clicking "use manual provisioning". Doing so presents a list of available servers you can pick from for each type of server. Click "OK" to create the new facility and go its Facility Settings page.
eRoom creates the facility based on a community-level template facility, if there is one, or a site-level template, otherwise. If there is no template facility at either the community or site level, the new facility is empty (it has no eRooms).
If your site has more than one community, you can move a facility to a different community. This moves any eRooms in the facility to a different community, but does not move members.
If you have eRoom Advanced installation with multiple servers, and if there is more than one server of each type (web, file, database, and index), you can change the servers a facility uses (this is called reprovisioning).
Another way to reprovision a facility (eRoom Advanced installation only) is to change its provisioning group, if there is more than one assigned to the community.
Note: Before you
can change a facility's file, database, or index server, you must first
lock its current web server.
In the row of the facilities table for the facility
you want to move, click 
.
On the Move Facility page, pick "Move to another community" and click "OK".
On the Change Community page, pick a new community from the list and click "OK".
On the Move a Facility page, confirm that you want to move the facility, and note that moving a facility doesn't move members.
When you click "OK" you return to the list of facilities. The facility no longer appears there but in the list of facilities for the community you moved it to.
In the row of the facilities table for the facility
you want to move, click .
On the Move Facility page, pick "Change servers" and click "OK".
On the Change Server Assignments page, you can change the facility's web server (as long as there is more than one), and if the current web server is locked, you can change its file, database, or index server (as long as there are more than one of the type you want to change).
When you click "OK" you return to the list of facilities. The server columns are updated to reflect your changes.
In the row of the facilities table for the facility you want to move, click the link in the Provisioning Group column.
On the Change Provisioning Group page, pick a provisioning group from the drop-down list.
When you click "OK" you return to the list of facilities. The Provisioning Group column shows the facility's new provisioning group.
In the facilities table, the "(delete)" column lets you remove
a facility from a community. Click 
in the row for the name
of the facility you want to delete.
Deleting a facility means removing everything in the facility -- all the eRooms and their contents. Since deleting a facility cannot be undone, make sure that is what you want to do.
Note:
You can export the facility
to a backup .erf file before
deleting it. By importing
a facility to a community later, you can retrieve information from eRooms
in a deleted facility.
In the list of facilities
on the Facilities page of Community Settings, click 
or
the facility's name to open Facility Settings.
If you need to rename a facility and/or its URL, enter the new name in the Name box. Community administrators can only rename a facility if they have permission to rename facilities (initially set at the site level) in their communities.
Note:
eRoom URLs include a facility name, so if you change a facility
URL, be sure to notify all members of eRooms in that facility so they
can update their links.
eRoom indexes text in all pages and files in the facility so that members can search them. You can rebuild a facility's index at any time by clicking "rebuild index". This control is available for community administrators only if they have permission to rebuild facility indices (initially set at the site level) in their communities. Otherwise, this section does not appear in Facility Settings.
Click "template databases" to open the Template Databases page. This is where you create, edit, delete, and store all template databases for eRooms in the facility.
Any customizable database templates (regular or approval-process) that you create here are listed on the Database Type page of the Create Database wizard. Members can pick a database template of this type and then modify its fields and layout for their purposes.
Any enterprise database templates you create here are also listed on the Database Type page of the Create Database wizard. Members can pick this type of database and then create the type of entries the database allows.
Notes: About the Template Databases page:
A database template appears as a choice in the Create Database wizard in eRooms only for those members who have at least Open rights to it. Therefore, if you want to create a database template that only administrators can create, modify the template's access control properties to restrict members' access to it.
You can only create an enterprise database overview in an eRoom, so the check box to create one for the selected enterprise database does not appear in the Create Database wizard at the facility level.
Databases you delete from the Template Databases page are permanently deleted since a facility doesn't have a Recycle Bin. Further, if you delete an enterprise database template at the facility level, all instances of that database (including their entries) and all associated overviews are also deleted. This includes any deleted entries, instances, or overviews in any recycle bin in the facility.
You create or edit a database template mostly the same as you would create or edit any database. The main difference is that only administrators can create and edit database templates, and you perform these tasks in a special folder in the facility, where databases are the only things you can create or edit. The other difference is that, at the facility level, the Create/Edit Database wizard for database templates has a few extra options.
Tip: When you create
a database template, name it so members will recognize its type ("Issues
-- customizable" or "Issues Tracker -- enterprise", for
example).
In the Template Databases section of the General page of Facility Settings, click "template databases" to open the Template Databases page.
On this page, databases are the only items you can create, and deleting a database removes it permanently from the facility.
Start the Create Database wizard by clicking "create".
Or, right-click on an empty area of the item box and pick "Create Item" from the pop-up menu.
To create a regular, customizable template or an enterprise database template, you use the same Create Database wizard that you use in an eRoom, but with an extra step. On the last page of the wizard (the Template Database Type page), pick the type of database you want to make the template: Customizable or Enterprise.
To create an approval-process template, you use the same procedure that you use in an eRoom.
When you click "OK" to create a regular database template, it opens to its summary page so you can add or modify sample entries.
When you click "OK" to create an enterprise database template, you return to the Template Databases page since you cannot create any entries in a template database of this type at the facility level.
When you click "OK" to create an approval-process database template, you return to the Template Databases page because you cannot create any entries; a template database of this type can have no sample entries.
On the Template Databases page, right-click an existing database and pick "Edit" from the pop-up menu to open the Edit Database wizard.
Or, you can click to open a customizable
database, and then click 
at the top of its summary page
to open the Edit Database wizard.
If you click an enterprise database, the Edit Database wizard opens directly, since you can only edit the properties of a database in this facility area.
The Edit Database wizard that you use at the facility level has an extra choice for converting the template from one type of database template to another (either from an enterprise template to a stand-alone, non-approval-process database, or vice versa).
This might be useful if you want to temporarily or permanently standardize a customizable template as an enterprise database in order, for example, to collect all budget requests from all departments in your facility.
Or, you might want to make an enterprise database available as a customizable template if, for example, it is no longer used as a facility-wide standard, but individual members use it as a starting point for creating and customizing a personal or project-specific database.
When you finish your edits, click "OK" to update the database.
In addition to built-in properties for items -- Title, Owner, Modified Date, and Size -- administrators can define a set of custom fields for use on items in any eRoom in a facility. Members can use the fields to provide specific information on items and can search for information in the fields.
In the Custom Fields section of the Custom page of Facility Settings, click "add a custom field".
Enter a name for the field, and pick its data type:
Plain Text is for normal text. Choose how many lines tall you want the edit box to be.
Number is for numbers, and also allows related characters such as currency symbols, commas, and decimal points.
Date is for dates.
Yes/No provides a pop-up for picking yes or no.
List is for creating a pop-up list of possible choices. Type one choice per line in the text box. The first choice in your list will be the default for all items that have not been explicitly set to something else.
Members is for the names of eRoom members, which you add from a pop-up list. Click the Allow Multiple Choices box to control whether the field can contain just one name or many.
Click "OK" to define the field.
Once you define a custom field for the facility, the Custom Fields command is available to eRoom members.
When members choose the "Custom Fields" command for an item, the Edit Custom Fields page opens. Those on the Edit list can enter information in a custom field for the item. Otherwise, they see a read-only version of the custom fields.
To delete a custom field, click the delete
button () in the list of custom fields.
You can change the default icons for eRoom item types, and you can add custom icons for any type of eRoom item.
In the Custom Icons section of the Custom page of Facility Settings, click the type of item whose icon you want to change.
On the Change Icon page, click the icon you want to use for the item's default.
Click "OK".
The new default icon now appears in the icons table.
In the Custom Icons section of the Custom page of Facility Settings, click "add a custom icon".
On the Add Custom Icons page, specify the .gif files you want to upload, and click "OK" (select "Upload, then add another" if you want to upload more than the first two).
Pick an icon and click "OK" to set a new default.
If you choose a custom icon as a default and later delete it, the first standard icon for that item becomes the default again.
On the Members page of Community Settings, click "community member list" to see all members in the community. From the community members list, and with appropriate permissions, you can add guests to the community, delete local members, add new local members, create new local groups, or (if you are a site administrator) move local members to another community.
Also, on the Members page of Community Settings, you can add members to or remove members from the community's permission groups. Members in each group are initially determined by the Site Settings for initial permissions for members in new communities. The community-level permissions and corresponding groups are:
Can create eRooms ("Room Creators" group)
Can create groups ("Group Creators" group)
Can see the community member list ("Community Member List Viewers" group)
Can modify the community member list ("Community Member List Modifiers" group)
Can set passwords ("Password Modifiers" group)
You can grant permission to (or remove permission from) All
members of the community, or just Selected
Members. To change the members in a permission group, click 
in the row for that group. Select or clear check boxes for
the groups or members you want to add to or remove from the permission
group, and then click "OK".
Apart from the individual permissions, site and community administrators
can specify who in the community has community administration privileges
-- those who do are in the community administration permission group,
which grants members in that group all of the above
permissions. Click to pick members for the community administration
permission group.
When choosing community administrators, think about which community administration tasks you want to delegate, and how your communities are organized. Communities can manage members only, eRooms only, or a combination of both. For example, suppose you have all internal employees as members of Community1, all external clients as members of Community2, and you set up Community3 with project eRooms where groups of members from the other communities do their work. In this case, you might designate people with NT Domain or LDAP directory experience to manage membership for Community1 and Community2, granting the member and member list permissions, but not permission to create eRooms (that is, no community administrators). For Community3, however, you might designate a community administrator to manage guest membership as well as eRoom creation.
If community administrators have permission to create directory connections (initially set at the site level) in their communities, they can add, edit, and delete external-membership directory connections using controls on the Directories page of Community Settings. Without that permission, the controls are only visible in Community Settings to the site administrator.
See: Enterprise
directories for details about managing external-membership directory
connections.
Your eRoom license count controls how many people can use eRooms in the site. Members who have never logged into an eRoom do not take up licenses, so your license count doesn't limit the number of accounts you can create. This licensing scheme allows you to add a larger pool of potential members than there are licenses.
Once a member logs in, a license is taken up that is not released unless that member is deleted, deactivated, or the authenticated directory to which they are connected is changed.
If a member tries to log in for the first time, and there are no more available licenses, an error says to contact the administrator.
Use the Project Plans page of Community Settings to control whether your community uses default site-wide working days and holidays for project plans, or uses custom days unique to your community. Individual project plans, however, can override either site-wide or community-wide defaults for working days and holidays.
If you use the site-wide working days and holidays, you cannot change them for your community. In this case, any updates at the site level become community-wide defaults, and any existing project plans that use default days are also updated.
To use custom days:
Select the check boxes for your site's default working days.
Add a holiday by clicking "add a <community>
holiday" to open the Create Holiday page. Pick the date and (optionally)
provide a description. Click "OK". The holiday now appears in
the list. Once custom holidays are listed, you can edit them () or delete them ().
If extensions are available to your community (specified on the Extensions page of Site Settings), and if availability is set at the site level to "Off but can be turned on" or "On but can be turned off", you can make them available to particular eRooms or to the entire community, or restrict their availability.
On the Extensions page of Community Settings, locate the extension you want to make available.
Specify one of the four "Availability" modes.
Click 
and pick the eRoom or eRooms for which you want the availability
setting to apply.
Click "OK".
When you are finished setting availability for extensions, click "Apply" on the Extensions page.
eRoom 7 can log sessions and usage statistics in a site-wide usage database and provide Web-based administrative reports. You can also export the usage reports as comma-separated Excel spreadsheets.
See: Usage reports