In the button bar on the front page of your eRoom
page, click 
.
When you create an eRoom, you are its coordinator. Or, you might be assigned the role of coordinator for an eRoom that another member created. Coordinators are responsible for:
managing its membership
making any changes to its settings
controlling access to the items it contains, including who can delete from the recycle bin
generating usage reports
exporting the eRoom, if needed
deleting the eRoom, when necessary
Coordinators manage eRoom membership on an ongoing basis using the eRoom Members page. You can add and invite members to your eRoom, remove members from your eRoom's member list, and you can add a custom role or change members' roles.
If you have "Can modify the community member list" permission, you can create new members, create new groups, and change group membership.
In the button bar on the front page of your eRoom
page, click .
Note: For large member
lists (those over a threshold
specified in Site Settings), eRoom distributes the members onto multiple
pages. Individual members are organized in alphabetical groups that you
open using tabs labeled with each letter. Groups are listed on their own
page (labeled "Groups"), as are "Misc" members (those
with leading non-alphabetic characters in their names, or without all
member information provided, etc.). You can locate members using the tabs
on the page, or you can search
for members by first name, last name, organization, or email, or you
can locate groups by name.
If you are a coordinator with the "Can see community member list" permission, open the eRoom member list.
Click "add" to open the Choose Members page, which lists all community members (with or without passwords).
Pick the members you want to add to your eRoom, and then click "OK" to open the Choose Role page.
Pick a role to assign the added members to, and then click "OK" to return to the Members page.
Note: Before you
can invite members to an eRoom, they must be added there first.
If you are a coordinator with the "Can see community member list" permission, open the eRoom member list.
Click "invite" to open the Choose Members page.
Pick the members you want to invite to your eRoom, and then click "OK".
The Invite page opens and shows the invitation addressed to the members you selected and copied to you. The invitation includes the URL to the eRoom.
You can edit the invitation or compose a new one, if you like.
Click "OK" when you are finished with the message.
eRoom sends the invitation, which contains a link to your eRoom.
Members with passwords can click the link, log in, and go right to your eRoom.
Members without passwords can click the link, set their passwords, log in, and go to your eRoom.
Note: On the Invitation page of eRoom
Settings, you can customize the eRoom invitation.
If you are a coordinator with the "Can modify the community member list" permission, open the eRoom member list.
Click "add" to open the Choose Members page.
Click "New Group" to open the Create Group page.
Type a name, and an optional description for the new group.
Pick who can Edit the new group (its properties and members).
Unless you are an administrator, you cannot set permissions for members of the new group -- they have the same default permissions that all new members have, as specified on the Members pages of Site and Community Settings.
Click "OK" when you're done.
The Choose Members page reopens and the name of your new group appears (selected) in the list.
Click "OK" to add the new group to your eRoom's membership.
On the Choose Role page, specify the role you want assigned to members (to be added) in your new group.
When you click "OK" on the Choose Role page, you return to the eRoom member list, which now includes your new group.
Open the eRoom
member list and click
next to the name of the member
or group you want to remove.
Or, click "remove" to open the Choose Members page, on which you can pick individual members or groups, and then click "OK".
When you confirm, eRoom removes the members from the Members page and updates the eRoom member list.
You assign roles when you add members to your eRoom. Here's how you can change them.
Open the eRoom
member list and click the change role icon (
) next
to the name of the member whose role you want to change. The Change Role
page opens.
Or, to change the roles for multiple members at once, click "change roles", and on the Choose Members page, pick the individual members or groups whose roles you want to change, and then click "OK".
Hint: To pick a group member, add the member as an individual member first.
Pick the role (standard or custom) to which you want to assign this member (or members), and then click "OK" to return to the Members page.
A custom role is a meaningful, functional title for one of the three standard, built-in eRoom roles (coordinator, participant, observer). Custom roles are specific to the eRoom in which they are created. They can be pre-defined in a template eRoom, or you can define your own custom roles when you create an eRoom. You can also create and edit custom roles in any existing eRooms you coordinate.
You can set up project-relevant custom roles in advance, making sure the roles have the appropriate access rights. Then later, when a project gets underway, you can fill those abstract roles with specific members or groups. For example, you might set up custom roles to reflect team structure (hierarchical roles such as manager, supervisor, and associate) or functional areas (task-based roles such as writers, editors, and artists).
All members in the same custom role have the same level of access to items in an eRoom. (As always in an eRoom, the highest level of access a member has, whether through their individual or group status, takes precedence.)
You can specify custom roles everywhere you can use members or groups
in an eRoom
Groups are community-wide, custom roles are eRoom-specific.
You can add members to groups on a member list
page, but you can only assign members to custom roles by clicking the
"change role" icon ().
Open the eRoom
member list and click
.
Or, when you are assigning roles to members
on the Assign
Roles page of the Create eRoom wizard, click
.
On the Custom Role page, type a name and (optionally) a description for the custom role.
In naming and describing the role, follow the tips provided in the lower half of the page.
Pick which of the built-in eRoom roles (coordinator, participant, or observer) has the appropriate rights for the custom role you are defining.
To make your choice, first think of the tasks a member in that role will need to perform (editing vs. viewing files, for example). Next, identify the correct level of access to items in the eRoom such a member would need in order to perform those tasks.
Click "OK" to define the custom role.
The name of this role (as well as its description, if any) now appears in the list of roles available for assigning members when adding members to the eRoom.
On the eRoom Members page, if you sort the membership listing according to roles, custom roles are grouped with the standard roles on which they are based, in the following order: coordinator roles first, participant roles second, and observer roles last.
In eRoom Settings, you manage the eRoom's properties (name, banner, description, and so on), and you also take care of administrative details such as running reports about your eRoom, exporting it, or deleting it.
To open eRoom Settings, click
at the top of the front page of your eRoom, next to the name
of the eRoom. eRoom Settings is divided into pages you can open by clicking
their names in the left column.
Status information provides a snapshot of what's happening in your eRoom -- it appears on the front page of your eRoom, and on members' My eRooms pages.
Pick a Traffic light symbol that gives a brief, visual indicator of a project's status.
Type a short summary of a project's status in the Overall status box. This information, plus the traffic light indicator above, constitutes the "basic project status" information setting for My eRooms pages.
Give details in a longer, more in-depth Status report. This information constitutes the "full project status report" information for My eRooms pages.
Click "OK" to put the status settings into effect.
Tip:
A quick way to update your eRoom's status is to click
in
the status line on the front page of the eRoom. This opens the Status
page of eRoom Settings directly.
Type a Name for your eRoom. As you type, eRoom automatically fills in the URL, minus spaces and other illegal characters.
Note:
The eRoom name in the URL can
be different than the eRoom's actual name. If you do change the eRoom's
URL, be sure to notify all members so they can update any links to that
eRoom.
The eRoom's name and optional Description appears in the "All My eRooms" section of members' My eRooms pages, and also in eRoom search results.
Pick
any other coordinators you also want listed as contacts
for this eRoom. These names, along
with an email icon (
) for each one, appear in eRoom search
results so that site members know whom to contact about an eRoom.
Each eRoom has a banner graphic that appears at the top of every page. To pick your own banner, select the check box to Use a custom banner, and then click "Browse" to locate and select the image you want. Otherwise, your eRoom displays the community's default banner.
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 size for your custom banner.
An eRoom size limit (set at either the site or community level) specifies an upper threshold of disk space an eRoom can consume. In eRooms above that limit, members cannot create new items until the total file size is below the specified limit. To make an eRoom smaller, you delete items and files (including those in the recycle bin).
Only site administrators and community administrators with the appropriate permission can change the eRoom size limit.
Unless the recycle bin option is turned off in Community Settings, each eRoom has a recycle bin, where deleted items go instead of being permanently removed. To turn off the recycle bin for your eRoom, clear the check box labeled "Use the recycle bin in this eRoom".
To hide an eRoom from non-members, clear the check box labeled "The name of this room can be seen by non-members". Doing so prevents the eRoom's name and description (if any) from appearing in the results lists of eRoom searches conducted by non-members. In this case, only coordinators, administrators, and eRoom members can find it and open it.
Even if non-members can see your eRoom in search results, they can't open it.
When a project is over and an eRoom is no longer actively used, you might want to hide an eRoom from non-members. You can keep it available for members to refer to instead of deleting it or archiving it (by exporting it to a .erm file). Or, you might want to keep an eRoom private for a particular group of members -- Human Resources staff working on a confidential project, for example.
See also: For another way of keeping items confidential,
see About hidden items.
Edit
rights to the front page of your eRoom means you can save the item view for all other
members of the eRoom. To assign the front-page edit rights, click the
member picker (
).
When an eRoom is read-only, it means members cannot create or remove items on the front page, nor add announcements (if announcements are included on the front page). To make the front page read-only, select the Read-only check box.
Note: The Edit rights and Read-only setting in eRoom
Settings apply to the eRoom's front
page only and have no effect on the access rights to other items
on the page. Members in the role
of participant and above can create items in other items (not marked read-only)
in the eRoom, even when the front page is marked read-only.
With eRoom Enterprise, if you are a coordinator with permission (given by the community administrator) to create and edit Content Server links, you can limit that ability in your eRoom to just coordinators. To do so, leave blank the check box labeled "Allow participants to create and edit Content Server links".
You can also specify an eRoom-wide default location/template in a Docbase so that all files, folders and attachments fields in the eRoom have this location/template initially specified for their Content Server-related settings.
Note: Individual folders
or databases can override the eRoom-wide location/template defaults
for files first linked in those places.
In the Content Server Links section of the Options page in eRoom Settings, click "settings".
On the "Content Server Link: Pick a Docbase" page, pick the Docbase from those available to eRooms on your server and click "OK".
On the "Content Server Link: Pick Location" page, pick a cabinet, folder, or subfolder from those listed and click "OK".
On the eRoom Settings page, click "save settings" at the top to put the default Docbase storage location into effect for your eRoom.
Note: To clear the default location/template settings,
remove the check mark from the "Allow participants to create and
edit Content Server links" option, and click "OK" on the
Options page of eRoom Settings.
When you invite members to join your eRoom, you can send them the default invitation message that eRoom provides. Or, you can send a customized message.
On the Invitation page of eRoom Settings, select the "Use this custom invitation:" check box.
Edit the Subject and Message of the invitation so it reads the way you want it to.
Type "{eRoomURL}" in the message where you'd like eRoom to automatically insert the URL of your eRoom.
A template eRoom is one that's customized for use in your particular organization. You can provide template eRooms for members (who have "can create eRooms" permission) to create. Typically, you populate a template eRoom with a set of items suitable for the project-specific tasks (for example, a customer contact database, an expense report, a team calendar, a discussion forum, and so forth).
To make your eRoom available as a template shown in the Create eRoom wizard in your community, do this:
On the Template page of eRoom Settings, select the check box labeled "Use this eRoom as a template".
Optionally, you can type a Category for the template so in the Create eRoom wizard, template eRooms are listed under an appropriate category such as Client Engagement, Sales Tracking, or Recruiting.
Optionally add a Description of the eRoom that briefly explains its purpose.
When you tag an eRoom as a template, it is available as a template for any eRooms created on that facility. If you add template eRooms to a template facility, you can distribute the template eRooms across a site, since they are included in each new facility created in a community.
Note: Reusable
custom roles can complement
a template eRoom's purpose. In a template, you can set up project-relevant
roles in the abstract and make sure they have the appropriate access rights.
Then, when coordinators get a project underway by creating eRooms based
on your template, they can fill the roles later with specific members
(individuals or groups).
A welcome message greets members of your eRoom, perhaps with content overview, directions about where to start, or tips for finding information. If you provide a welcome message for your eRoom, it appears below the button bar on the front page.
To add or change a welcome message, type one in the text box, or edit an existing one.
Announcements are a way for members to highlight new information, or point out important changes. They appear in an Announcements area below the front-page item box.
To provide a space and a command button for creating announcements, select the "Include space for announcements" check box. To disable the feature, clear the check box.
See: Usage
reports
See:
Site Settings:
Extensions and Community
Settings: Extensions
As coordinator, you have full access to everything inside your eRoom, and can manage member access to those items in several ways:
Set access control properties for items. For example, if the owner of a project-critical document leaves your organization, you can assign new owners by changing the Edit list for the document. Similarly, if a multi-author file is inadvertently left open, you can release a reservation on it so someone else can edit it.
Restrict who can delete from the recycle bin (if your eRoom has one). Normally, anyone who deletes an item can go into the recycle bin and delete that item permanently. If you want greater control over permanent deletions in your eRoom, you can restrict this ability to coordinators only.
Assign roles (standard or custom) when you add members, or change roles for existing members. Roles determine the baseline level of access that members have to eRoom items.
Right-click the icon for a reserved file and pick "Access Control" from the pop-up menu.
On the Access Control page, the "Reserved for editing" check box is selected, and a message tells you by whom and when the file was reserved.
Clear the "Reserved for editing" check box and click "OK".
On the confirmation page, click "Override" to release the reservation.
The file is now free for someone else to edit it.
Right-click the recycle bin and pick "Access Control" from the pop-up menu (available to coordinators only).
On the Recycle Bin Access Control page, the check box labeled "Only coordinators can delete items permanently" is initially cleared. This means eRoom members can use the Delete command in the recycle bin to remove items permanently.
If you select this check box, only coordinators can use the Delete command within the recycle bin.
Click "OK" to put the setting into effect.
Only administrators and coordinators can delete eRooms. You cannot recover an eRoom once it has been deleted, so be sure there is nothing in the eRoom that you still want.
Note: If you think
you might need information from a deleted eRoom in the future, you can
export the eRoom to
a .erm file and save it as a
backup first.
In eRoom Settings, click "Delete the eRoom".
On the "Delete eRoom?" page, click "OK" to confirm. Click "Cancel" to cancel the delete action.