Note: In MMC, pages
in Site Settings only show the Apply button.An eRoom site is made up of one or more servers that support a population of eRooms and users. All servers in a site share a common membership -- members log in once to the site, and then not again during the same session, even if they go to different eRooms on different servers.
A site can be as small as a single server (eRoom Standard installation), but can have many servers (eRoom Advanced installation). A large site can be split into multiple communities. As in eRoom 6, facilities are used to organize eRooms, but communities segment and divide members. Communities allow the site membership, which may be hundreds of thousands of members, to be divided in small collections that can be administered separately. Each community that contains one or more facilities shares a membership list and a set of permissions.
As the site administrator, you oversee the running of all eRoom servers and their communities at your site.
You administer a site in Site Settings, which you can get to from your My eRooms page by clicking "Site Settings" in the Administration section. Or, you can access Site Settings locally by using the eRoom MMC snap-in -- choose from the Start menu Programs > eRoom Administration > eRoom Server Administration.
The categories in Site Settings are as follows:
Provisioning (eRoom Advanced installation only)
The OK, Cancel, and Apply buttons on every page act on Site 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 Site Settings open.
Note: In MMC, pages
in Site Settings only show the Apply button.
If you move from one Site Settings page to another (via links in the left column), your changes are "remembered" but only applied when you click "OK" or "Apply". However, you must click "OK" or "Apply" to save your changes if you do one of the following actions (eRoom prompts you otherwise):
create new community
go to the site member list
go to a community member list
go to a community's settings page
generate a usage report
Note: On Site Settings pages, you can change a setting
by clicking either the selection device (radio button or check box, for
example), or the corresponding text label.
Type a name for your site.
Click 
to add members to or remove members from the
site administrator permission
group, which grants all permissions in the site.
Enable or disable site-wide optional features and modify default settings for eRoom functions.
Feature |
When on (check box selected) |
Initial setting |
|
Allow Internet Explorer users to synchronize eRooms to read offline. |
eRoom members who use Microsoft Internet Explorer 5.0 (IE5) or higher can store and read elements of eRoom offline, while disconnected from the network or the Internet. |
On |
|
Allows eRoom to process remote SOAP/XML requests (queries, commands). |
Off | |
|
Allow eRoom users to read and edit eRoom files outside of eRoom using WebDAV. |
Allows eRoom users to map an eRoom as a Web Folder so they can save Microsoft Office files directly to an eRoom without leaving the Office application. WebDAV is an Internet standard protocol that is an extension of HTTP. |
On |
|
Enables eRoom Heartbeat testing for all servers in the site, after the Heartbeat service is installed. |
Off | |
|
Check external directories when unknown users attempt to login. |
Members added to an external-membership directory can log into the site before the nightly member synchronization occurs because, if someone with no existing member account tries to log in, eRoom searches all external directories for a matching member. If a match is found, the member is immediately added (synched) to the site member list, via the member group named for the directory connection in which the member was located. |
Off |
|
Gives eRoom members the option to install the plug-in client. Otherwise, they can use eRoom with the browser only. |
On |
Large member list threshold -- The number of members (between 100 and 2000, inclusive) before eRoom splits a large member list into multiple, tabbed pages. The initial number is 250.
Large member list tabs -- When a member list exceeds the large member list threshold, eRoom splits a member list across multiple pages that you navigate by clicking labeled tabs. You can define the alphabetic/character ranges for the member names grouped on each page, as well as optional display names for the tab labels.
To define the range of characters for a page, use this form: "start[-end]", where start is the first string in the range, which extends through (-) end, or the last string in the range. For example, for a page listing members with last names beginning with "A", specify "A"; for a page listing members with last names beginning with "Ca" to "Cr", specify "Ca-Cr". If you don't specify a different tab label, eRoom uses the range string ("A" for the first example, "Ca-Cr" for the second).
To specify a tab label, use this form: "[label,]start[-end]", where label is the string you want to see on the tab. For example, to specify a tab label "A to E" for a page listing members with last names beginning with those letters, specify "A to E, A-E".
To define a series of ranges (one for each tab), use this form: "start1[-end1]; start2[-end2]; start3[-end3]...", and so on.
To define a series of tab labels and ranges, use this form: "[label1,]start1[-end1]; [label2,]start2[-end2]; [label3,]start3[-end3]...", and so on.
Idle time before session expiration -- User sessions expire after n hours of no activity (idle time) -- Specifies how long a member can be logged in before they have to log in again. The default is eight (8) hours, and the range is between one (1) and 24 hours. The length of time users can stay logged in before they must log in again affects the overall resources consumed on the server by those logged-in users.
Documentum Technical Support message and link -- To override the default message and link to Documentum Technical Support that eRoom displays, change the URL and edit the Message, as appropriate. In the message, use "{ }" to enclose the words you want linked to the specified URL.
Note: To provide technical support messages in different
languages, add them to the "Message" box, one after the other
(for example, English, French, and German) -- they will all appear on
pages where the message appears.
To use eRoom Enterprise, the Documentum Foundation Classes (DFC) must be installed on the same server as eRoom 7. For details, see Installing DFC on the eRoom 7 Server in the eRoom 7 Server Installation Guide.
Also, eRoom needs a dedicated Content Server account with 'super user' privileges for every Docbase that eRoom uses -- the account login name and password must be the same for each Docbase. For details, see Creating Dedicated Content Server Accounts in the eRoom 7 Server Installation Guide.
Note: To provide
eRoom Enterprise users with template objects for publishing files to the
Content Server, each Docbase needs a dedicated "eRoom Templates"
(case-sensitive) directory. For details, see Creating
Dedicated eRoom 7 Template Directories in the eRoom
7 Server Installation Guide.
Once the DFC is installed and a dedicated Content Server account created, Content Server linking is enabled on your site when the "Allow Content Server connections" check box is selected. Clearing this check box keeps eRoom Enterprise UI hidden in all eRooms in the site. Selecting this check box enables the eRoom Enterprise features and UI, according to the settings in this section.
Clearing the "Allow Content Server connections" check box and saving that setting disables all Content Server-related features in the site. Any existing Content Server-linked files in eRooms are inoperable for any action that requires communicating with the Content Server (including linking, unlinking, viewing, reserving, editing and so on). Attempts to perform such actions produce access-rights errors. However, no error messages appear for eRoom-only actions such as Mark Read, Copy Link, Notification, Access Control, repositioning, and so forth.
Specify whether the Content Server password field appears with the Content Server user name field on site members' information pages and, correspondingly, whether the "Save Password" check box appears on the Content Server login dialog. When deciding this option, consider the security policies at your organization. Allowing Content Server passwords to be saved in eRoom is a convenience for your users, since they won't have to log into the Content Server each time they use Content Server-linking commands. However, the passwords are encrypted in such a way that allows the eRoom server to decrypt them before passing them to the Content Server. In contrast, eRoom passwords are one-way encrypted; that is, the encryption applied to the password by the client is matched on the eRoom server and is, therefore, a more secure arrangement. With this in mind, consider the following two scenarios:
With Allow
Content Server passwords to be saved in eRoom on (check box
selected), site members accessing the Content Server (using the "Content
Server Link..." or "Go to Content Server..." commands)
have their eRoom-stored passwords and user names pre-filled on the Content
Server login dialog. Whether a member changes or keeps these values, clicking
"OK" with the "Save Password" check box selected updates
the corresponding values saved in eRoom. Clicking "OK" with
the "Save Password" check box cleared only updates the user
name, and clears the corresponding password field saved in eRoom.
Note:
This setting is required for single
sign-on from the Content Server to eRoom.
With Allow Content Server passwords to be saved in eRoom off (check box cleared), site members accessing the Content Server (using the "Content Server Link..." or "Go to Content Server..." commands) have no Content Server password stored in eRoom, and therefore no "Save Password" check box appears on the Content Server login dialog. In this case, a member accesses the Content Server Docbase in one of the following ways:
The member is already logged into the relevant Docbase, or one for which he or she has the same user name and password. No separate Content Server login dialog appears.
The member's LDAP or NT Domain user name and password are the same for eRoom and the Content Server, and those are used. No separate Content Server login dialog appears.
The Content Server login dialog appears and the member enters his or her user name and password.
With "Display thumbnails for linked files..." selected, the file icon for any Content Server-linked file is replaced by its thumbnail (shown at full native resolution, typically 100x100) in an item or attachment box, in large icon view only.
Note: Display of thumbnails in lists of Content Server-linked
files requires Documentum Media Services.
Decide whether to Accept login credentials coming from the Content Server. This setting controls whether custom WDK applications are allowed to connect to an eRoom server on behalf of a user, without requiring an additional login.
For members with eRoom login names that differ from their Content Server login names, single sign-on will only work if the site allows Content Server passwords to be stored in eRoom, and when eRoom users store their Docbase login names and password.
Note: After an eRoom server upgrade, eRoom users must
re-enter their Content Server login name if it differs from their eRoom
login name before single sign-on will work.
Specify the frequency with which you want the eRoom server to Check for changes to linked files (at intervals of between five and 60 minutes apart, inclusive). This setting determines how often the Scheduler runs the background task to "Check for changes to linked files". The more frequently this task runs, the more granular the changes it detects. For example, if several people edit the same file in the course of an hour, and the Scheduler runs this task every 60 minutes, only the most recent change during that hour is detected.
You can specify a Content Server connection for the site that all communities can use as a default Content Server connection. If administrators of new communities can "define a Content Server connection", individual communities can use the site-wide default connection, use no connection (by turning off "Use a Content Server connection in this community"), or define their own community connection. Otherwise, communities must use the site-wide default, unless a site administrator turns off "Use a Content Server connection in this community" for a community. If you don't provide a site-wide default Content Server connection, individual communities can define their own, as long as Content Server connections are allowed on the site, and administrators of new communities can "define a Content Server connection".
Select the check box labeled "Define a default connection for the site".
Specify the login name and password for the dedicated Content Server account (with 'super user' privileges for each selected Docbase) that you created for eRoom to use.
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.
Click "edit" to open the Configure docbrokers page, in which you specify the Primary docbroker and (optionally) the Backup docbrokers for the site. The primary docbroker 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.
Click "filter" to open the Filter docbases page, on which you can pick the Docbases you want to make available to eRoom (they are all selected by default). If you clear the check box for "(new Docbases)", only the Docbases you pick are available (example). Conversely, with "(new Docbases)" selected, 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 Webtop client 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. Members can specify properties, or not, but in this case the properties window always opens. Unless certain of the file's properties are required, users can close the property window and continue the linking process.
See also: Modifying properties of Content
Server-linked files
With the "File properties are required when files are linked to the Content Server" check box selected, you can specify document types with mandatory properties; that is, files for which certain properties must be specified in order for them to be stored in the Docbase. To pick the document types with mandatory properties, click "choose", and pick the document types. The list of document types are an aggregate of the templates provided in the "eRoom Templates" (case-sensitive) directory on each Docbase available at your site.
On the Communities page of Site Settings, you can edit Community Settings, edit a community's member list, lock a community, and delete a community. You can also create, export, and import communities, and specify options for new communities.
On the Communities page in Site Settings, click "new community".
On the Create Community page, enter a Name for the new community and click "OK".
eRoom creates the new community and an entry for it appears in the table.
The communities table shows the number of members and facilities in each community. Here are the actions you can perform using the communities table.
To... |
Click in a row... |
Action |
|
|
Opens Community Settings. | |
|
|
Opens the Community Member List. | |
|
|
Opens the Community Lock Message page, on which you can edit the default Message that appears when members (besides site administrators) attempt to access any page in the locked community. Click "OK" to save the message and lock the community. | |
|
|
Removes the community from the site. Before you can delete a community, it must first be empty of all facilities and native members.
|
See also: Community
Administrators for information about picking community administrators
(on the Members
page of Community Settings).
As site administrator, you can lock communities for any purpose (security, administration, or maintenance, for example).
While a community is locked, only site administrators can perform the following activities:
accessing any pages in any eRooms in the community
searching in the community
creating eRooms or facilities in the community
synchronizing to Outlook
making native members of the community guests of another community
editing the membership of groups native to the community
editing member information for members native to the community (except for permissions in other communities they are guests of)
Go the Communities page of Site Settings.
In the row for the community you want to lock, click "lock".
On the "Community Lock Message" page, you can customize the error message that appears when users try to perform any of the restricted activities listed above.
Click "OK".
In the communities table, 
appears next to the name of a locked community, and "unlock"
replaces "lock", like this:
On My eRooms pages, locked communities,
and eRooms in locked communities, are labeled "(locked)"; a
lock symbol () replaces the read/unread indicator for an
eRoom in a locked community.
If anyone besides a site administrator attempts to access pages in a locked community, an error message appears before they are redirected to My eRooms.
Specify settings you want all new communities to have. As site administrator, you can change these settings later in Community Settings. Community administrators can change only some of them, depending on the corresponding site setting.
Note: Changes to these settings do not affect existing
communities, only new ones.
Specify one of the following privacy levels for new communities:
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 a community has a sensitive member list, you should make the community
private to ensure confidentiality.
Otherwise, administrators of other communities can still see that member
list (or search for names of those members) when they add guests to their
communities, even if they are guests in such a community and do not have
"can
see community member list" permission in that community.
Specify rules that apply to new communities. These settings also appear in Community Settings but only the site administrator can change them.
Rule |
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. Turning this setting on helps to ensure unique login names. If this setting turned on and there are already local members, those members can still use their login names to login to the site. Existing external members, however, will be required to use their email addresses as login names after the next directory synchronization. |
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 by the site administrator only. |
On |
You can enable or disable these permissions for (community) administrators in new communities. When a permission is off, the corresponding controls in Community and Facility Settings are disabled for all but the site administrator.
Note: As site administrator,
you pick the initial community
administrators for each community.
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 in both eRoom and the Content Server can create and edit Content Server links. |
Off |
You can set a default maximum amount of disk space new eRooms in new communities can consume. The default value is "None", or no limit. Unless you have space constraints at your site, you can leave this box blank. Otherwise, enter the number for maximum disk space in MB units.
The size of an eRoom is determined by the size of files it contains, including items in the Recycle Bin. When a size limit is in effect for an eRoom, members cannot add items that would make the eRoom exceed this limit.
To apply a size limit for all existing communities and eRooms (not just new ones), click "apply to existing communities and eRooms". If you do so, 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.
A related site setting lets you decide whether administrators of new communities can change eRoom size limits.
From the Members page of Site Settings, click "site member list" to see all site members. From the site member list, you can delete members, or merge duplicate accounts (if needed). In the Communities section of the site member list, click the name of a community to open its community member list. From a community member list, you can move members to another community.
Also, on the Members page of Site Settings, you can set the initial permissions for members in new communities. Members with each permission are included in a permission group in their communities having that same name. Administrators in individual communities can change the members in each permission group later.
Note: As site administrator,
you can pick the members in the community
administrators group for each community.
Permission |
When on (check box selected) |
Initial setting |
|
Members in this permission group can create eRooms from their My eRooms pages. This permission implicitly grants the Can see the community member list permission so that eRoom creators can add community members to their eRoom member lists. |
On | |
|
Members in this permission group can create groups in the community member list, even if they don't have the Can modify the community member list permission. This permission implicitly grants the Can see the community member list permission so that group creators can add community members to the groups they create. A group creator cannot:
Coordinators who have this permission can create groups in their eRooms. |
Off | |
|
This permission allows:
It doesn't allow coordinators or group creators to modify the community member list. |
On | |
|
Members in this permission group can modify the community member list -- add/remove members, add/remove groups, and add/remove guests (if the corresponding community setting allowing this is enabled by the site administrator). Members who are granted this right:
|
Off | |
|
Members in this permission group can change local member's passwords and unlock locked accounts (it doesn't give permission to modify any other member information such as activating deactivated accounts, granting permissions, or changing email addresses). This permission implicitly grants the Can see the community member list permission. |
Off |
See also: Managing
members as site administrator for information about deleting and moving
local community members and groups, and merging duplicate accounts.
In this section, you keep track of
the total number of eRoom licenses at your site (Total Site Licenses)
the total number of active members (Total at bottom of Active Members column)
the total number of licenses available (Licenses Available)
the license count broken out by community (in Active Members column)
the total number of licenses allocated to each community (in Limits on Licenses column)
eRoom members consume licenses in their home communities only (not in every community in which they are a guest). You can permit communities to use licenses on an as-needed basis, or limit the number of licenses communities can claim from the pool of available licenses.
Click "add a license string".
On the Add License String page, type the new license string.
Click "OK".
In the communities table, you can specify a license limit for each community in the "Limits on Licenses" field. The total number of licenses allocated to a community can't be less than the number of licenses consumed by that community. Leave "None" in the field if you want a community to use licenses on an as-needed basis from the pool of available licenses.
When a member is moved from one community to another, the member's license, if any, will travel with the member, as long as the target community has enough licenses for all the moved members.
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.
External-membership directories determine the password rules that apply to their members. You can manage the password rules for local community members, however, with these settings.
Rule |
When on (check box selected) |
Initial setting |
|
Members must change their passwords the first time they log in. |
Members must change passwords the first time they log in. |
Off |
|
Allows members to change their own passwords on their Member Information pages. |
On | |
|
Members must change their passwords every n months. |
Specify the number of months (n), after which members must change their passwords. |
Off |
|
Enables password recovery for local members who forget their passwords. This option requires that Members can change their own passwords. |
On | |
|
Members can save their passwords via the Login page. |
The Login page includes a "Save Password" check box so members don't have to type their passwords every time they log into the site.
|
Off |
|
Passwords must have at least n characters. |
Specify the minimum number of characters (n) that member passwords must contain. |
Off |
|
Passwords must qualify as "complex" passwords. |
Members must choose "complex" passwords -- those having at least eight characters, and containing a combination of uppercase letters, lowercase letters, numbers, and symbols (at least three of the four). |
Off |
|
When members are created, their initial passwords are supplied by
|
Member passwords are initially set either by their creator, one at a time, or by their creator or the members, with batch creation available. In the first case, member creators set passwords for each new member individually. In the latter case, member creators have the option to set passwords individually, or leave the password field blank and let members set their own. When members can set their own passwords, member creators can create multiple members at once, instead of one at a time. |
their creator, one at a time |
eRoom checks the password-change rules after members click "OK" on the Login page, but before their My eRooms page appears. The Change Password dialog box appears automatically if any of the following conditions exist:
The member's password has expired.
The check box to change password on first login is selected, and the member has not changed it yet.
A minimum password length is specified and the password is too short.
In all of the above-mentioned cases, members must pick new passwords to enter the site.
eRoom locks accounts after a set number of login tries, or attempts to recover a password. When a member account locks, that member is denied access to the site until the account is unlocked.
failed login attempts -- Specify the number of times (n) within a certain time period (n number of minutes) that members can try unsuccessfully to log in before their accounts are locked.
Also, specify how accounts locked due to too many failed login attempts within the specified time period can be unlocked: either by the site administrator and members who can set passwords or automatically after n minutes.
failed attempts to recover a password -- Specify the number of times (n) members can try unsuccessfully to recover a password before their accounts are locked.
When an account is locked due to too many failed attempts to recover a password, it can only be manually unlocked by the site administrator, community administrator, or other members who have permission to set passwords.
Pick the means by which the eRoom Monitor authenticates member passwords.
Authenticate member passwords |
When on (radio button selected) |
Initial setting |
|
directly to the eRoom server |
The Monitor authenticates eRoom users with its own login dialog. |
On |
|
via a security proxy server that requires an HTML interface |
The Monitor authenticates eRoom users with a third-party authentication policy. |
Off |
|
via certificates |
The Monitor authenticates eRoom users with security certificates your site uses. |
Off |
Specify whether The Monitor can save encrypted passwords so that once logged into a site, users don't have to log in again to use the Monitor. If "via certificates" is selected, this setting is cleared and disabled.
If your site uses RSA
SecurID®,
specify the members who must authenticate with SecurID: All
or Selected Members. Click to open the member
list of the SecurID
member group, where you can add members to or remove members from
that group.
Use the Provisioning page of Site Settings to define the provisioning rules at your site.
eRoom Advanced installation enables large eRoom sites to have multiple web, file, database, and indexing servers. Each server hosts eRooms or files from multiple facilities. You can define provisioning rules that determine which set of servers will handle eRoom files and facilities. Provisioning can be manual (explicitly specifying servers or facilities), or automatic.
If provisioning is automatic, eRooms and facilities might be created according to the rules of a particular provisioning group. Provisioning groups allow administrators and eRoom creators to group resources according to different types of eRooms or facilities. You can re-label provisioning groups to reflect the category you use to group sets of eRooms or facilities.
For example, to handle eRooms according to geographical divisions of your company, you might refer to your provisioning groups as "locations" and define different locations for North America, Asia Pacific, and Europe. When users create eRooms, they pick the "locations" to use, and eRoom provisions the eRooms according to the servers, communities, and facilities to which the locations are assigned.
Base your decisions about creating provisioning groups on your server resources and how you want to allocate them for use by eRooms and facilities.
One way to use provisioning groups is to provide template eRooms for users. For example, suppose you define two styles of eRoom (provisioning groups) called "Executive" and "Contractor" and assign both to a community called "Corporate". In that community, you create a facility called "Executives only" to which you assign the "Executive" style, and another facility called "Contractors only" to which you assign the "Contractor" style. In each facility, you create an eRoom using the appropriate style. In the eRooms, you provide a variety of items appropriate for the style of eRoom. For example, you might name the "Executive" style eRoom "Executive Workplace", and you could outfit it with a variety of planning and analysis tools (calendar, project plan, spreadsheet, and so on). Once you create the eRooms, you define them as templates. The next time you (or a member with "Can create eRooms" permission) create an eRoom in the "Corporate" community, you can pick either the "Executive" or "Contractor" style. Accordingly, the eRoom wizard will present the template eRoom associated with that style.
Pick whether provisioning eRooms and facilities at your site is automatic or manual.
If provisioning mode is automatic, you can use provisioning groups to determine where to create facilities and eRooms and/or to choose servers for My eRooms pages.
If provisioning mode is manual, you can use provisioning groups to choose servers for My eRooms pages.
See also:
To create a new facility in Community administration describes how these provisioning settings affect the task of creating facilities.
Creating eRooms describes how these provisioning settings affect the task of creating eRooms.
The "Provisioning Groups" table shows the name of each provisioning group at your site, and which servers and communities it is assigned to. When you create new provisioning groups, they appear here. Here is what you can do using this table.
To... |
Click in a row... |
Action |
|
|
Edit Provisioning Group page opens. | |
|
|
Removes the provisioning group from the site. |
To add a provisioning group, click 
. The Add Provisioning Group page opens.
Or, to edit a provisioning group, click 
next to its name. The Edit Provisioning Group page opens.
Type or edit a Name, Description (optional), and NickName for the provisioning group.
The description allows site administrators to record any details about the provisioning group.
The nickname is used in the name of a facility that is created automatically (in the create eRoom wizard) when there are otherwise no facilities for the selected provisioning group. A number is added to make the name unique, if necessary, when constructing a URL to eRooms in the facility.
Select the servers and communities to which you want to assign the provisioning group.
These are the servers and communities that will be used for creating eRooms and facilities at the site. Base your server selections on how large or busy you expect that certain types of eRooms or communities will be.
Click "OK" to add the provisioning group to the table, or to put your changes into effect.
You can replace the label "Provisioning Groups" with a term that describes what you use them for (such as "Location" or "Department"). The new term is what members see in place of "Provisioning groups" when they create eRooms and facilities. A more meaningful term provides better context for members, and can encourage better compliance with your provisioning strategy.
Type a new term in the "Label the Provisioning Group field:" box.
When you delete a provisioning group, it is removed from all lists where it appears (in the Create eRoom and Create Facility wizards, for example). Any files or databases on servers to which that group was assigned are not reprovisioned, and existing facilities in communities to which that group was assigned are not moved, but nothing tagged with that provisioning group in the future can be created on those servers or communities.
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
The eRoom Scheduler is a background process that runs on the servers at your site. The Scheduler runs nightly as well as background tasks throughout a 24-hour period.
Nightly tasks typically run overnight, but you can choose any specific time to run it. To do so, specify a time in the box labeled "Run nightly tasks at about".
Background tasks run according to the intervals set in the Server Tuning Settings dialog box in the eRoom MMC snap-in.
eRoom Advanced installation
only: The Scheduler table includes a row for each server in the
site -- background tasks can be specified independently for each server.
To enable or disable each task separately, select or clear the corresponding check box (all tasks are enabled by default).
When |
Scheduler Task |
Description |
|
Send email notifications |
eRoom members can request nightly change reports for each eRoom that tell them what has changed in that eRoom during the previous day. For this to work, you must also enter your SMTP mail server name on the Email page of Site Settings. | |
|
|
If you are using enterprise directories for any facilities on your server, the Scheduler automatically synchronizes the directories once a day, removing obsolete members and adding new ones to the appropriate facilities. To synchronize all directory connections in the site immediately, instead of waiting for the overnight synch, click "now". | |
|
|
Verify all Content Server links (eRoom Enterprise only) |
The Scheduler checks for and cleans up any broken links between eRoom and the Content Server Docbase. To verify all Content Server links in the site immediately, instead of waiting for the overnight synch, click "now". |
|
|
Enable site recovery |
|
|
Send immediate email notifications |
eRoom members can also request immediate email notification when a specific item is changed. | |
|
|
Check for email sent to inboxes |
eRoom enables inboxes to receive email by default. With this option selected, the Scheduler delivers email messages to eRoom inboxes. To prevent all inboxes in the facility from receiving email, clear this check box. (To receive email, you must also create an email account for the facility and enter its address in the Address to send to box in the Inboxes section of the Facility Settings page.) |
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|
When new files are added to eRooms, the Scheduler indexes them so they will be included in eRoom searches. You can completely rebuild a facility's file index in Facility Settings. | |
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|
In order to maintain consistency between Content Server-linked files in eRoom and the primary copies of the corresponding files in the Docbase, the Scheduler checks Content Server-linked files for changes to content or metadata, made in either eRoom or the Content Server, and flags the changed links in eRoom for notifications and unread information. When changes are detected, eRoom also updates the full-text index. You specify the interval between these checks in the Content Server Connection section of Site Settings. |
Settings on the Email page specify how eRoom handles outgoing email to eRoom members, and incoming email sent to eRoom inboxes.
Note: As of eRoom 7.2, eRoom uses SMTP
instead of POP3.
See below for information
about how this change affects the email addresses of existing inboxes.
The eRoom Scheduler uses your SMTP mail server to send change reports, eRoom and site invitations, and email alerts.
Specify the SMTP server name and port number.
In the Sender name box, specify what members will see in the "From" field when eRoom sends them email (change reports, invitations, and alerts).
Provide in the Error address box an email address (typically, yours) for the person who will receive error reports from the site. If the Scheduler encounters any problems while sending change reports or checking directories, eRoom sends email to this address describing the error.
After you enter an SMTP server name and an email address for error reporting, click "test" to make sure it works.
If your SMTP server supports it, you can tell eRoom to Use relaying which allows mail to appear to be sent from someone other than the actual sender.
eRoom needs its own, separate SMTP server so eRoom inboxes can receive email.
Decide whether eRoom members can create new inboxes in the site. Selecting Allow inboxes to be created in the site gives community administrators the option to allow or prevent the creation of new inboxes. Clearing this check box prevents new inbox creation site-wide (and disables the community-level option). Existing inboxes, however, continue to work, even if members can't create new ones.
If you allow inboxes in the site, specify the Email address domain for all new (or copied and pasted) inboxes.
eRoom Advanced installation only: Pick the eRoom server on which the IIS SMTP Service is installed. (The SMTP service need only be installed on one eRoom server per site.)
Depending on your mail configuration, there might be a corporate "mail gateway" that routes all email from the Internet into the various internal mail servers. Other configurations might not have a gateway, in which case the eRoom server in the DMZ would get email directly. If inboxes on your site will receive email from outside a firewall, either the eRoom server or the mail gateway inside the DMZ must have a DNS entry that recognizes the email address domain for the inboxes on the eRoom site.
Contact your IT department to determine how you want to make the SMTP server available to internal and external email clients.
When your site is upgraded to 7.2, eRoom converts existing POP3 inboxes to SMTP inboxes. Existing inbox addresses change accordingly, as follows:
Pre-7.2 inboxes have email addresses like this:
Format: (eRoomURL_ObjectID)popaccount@company.com
Example: (development_0_425)mail_account@bigcompany.com
As of 7.2, inboxes have email addresses like this:
For a single community
Format: eroomurl.inboxname@eroom_server.company.com
Example: development.0_425@eroom.bigcompany.com
For more than one community
Format: communityname.eroomurl.inboxname@eroom_server.company.com
Example: engineering.development.0_425@eroom.bigcompany.com
Use the Project Plans page of Site Settings to manage site-wide default settings for project plans.
Site-wide setting |
Description |
Initial setting |
|
Task status (late vs. tardy threshold) |
A task whose actual progress is behind the expected progress by this percent or more is designated late. Specify the default site-wide threshold above which tasks change from being tardy to late. With progress reports enabled, individual project plans can override this default setting. |
15% |
|
Days of the week available for scheduling work in projects (non-working days are skipped). Select the check boxes for your site's default working days. Communities can inherit or override site-wide working days; individual projects may also inherit or override them. |
Monday through Friday | |
|
A list of dates designated as non-working days. The list is sorted first by date and then by description. If the list is empty, the message "No holidays" appears. To add a default site-wide holiday, click "add a site-wide 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 ( Communities can inherit or override site-wide holidays; individual projects may also inherit or override them. |
No holidays |
Use the Extensions page of Site Settings to make extensions -- small, custom applications for handling specialized eRoom tasks -- available to particular communities or to the entire site. Before extensions appear on the Extensions page, however, they must first be developed and deployed for the site.
For information on developing and configuring server extensions, refer to the Server Extension Programmers Guide book within the eRoom API Help.
Once you develop an extension, you must place all of the files (ASP pages, data files, DLLs, etc.) in a primary folder. This primary folder must then be placed in the ~Extensions folder within the same eRoom 7 file server directory that contains facility templates. Once an extensions primary folder is placed in the ~Extensions folder, it then appears on the Extensions tab of the Extension Manager administration tool. From here, you can configure your extension and update servers so that they have access to the extension.
From the Windows Start menu, choose Programs > eRoom Administration > eRoom Server Administration.
The ERSAdmin window opens.
Right-click the eRoom Folder.
Choose "Extension Manager".
The Extensions tab of the eRoom Extension Manager dialog appears.
Select the newly added extension and click "Configure".
The Configure dialog appears.
Enter the information or select the settings to complete the dialog.
If the extension includes an XML configuration file, some or all of the settings may be supplied already.
If the extension is a custom command, and you do not specify any Item types on which you want the command to appear, the command appears on all applicable item types.
Click "OK".
Using the Windows Control Panel, stop all IIS services.
In the Extension Manager dialog, click the "Update Server" tab ("Update Local Server" for the multi-server version).
Click the "Start" button.
The newly configured extension is distributed to the current server. The extensions can now be enabled or disabled for individual communities through the Extensions section of the eRoom Site Settings page.
Using the Windows Control Panel, re-start all IIS services.
Repeat steps 7-10 on all other servers in the site.
From the Windows Start menu, choose Programs > eRoom Administration > eRoom Server Administration.
The ERSAdmin window opens.
Right-click the eRoom Folder.
Choose "Extension Manager".
The Extensions tab of the eRoom Extension Manager dialog appears.
Select the extension you would like to remove and click "Remove."
Confirm the removal.
Once an extension is developed and deployed, you can make it available to specific communities or to the entire site, or restrict its availability.
On the Extensions page of Site Settings, locate the extension you want to make available.
Specify one of the four "Availability" modes.
The "Always off" and "Always on" modes do not allow community administrators to change an extension for their communities. In contrast, the "Off but can be turned on" and "On but can be turned off" modes allow community administrators to determine the extensions availability for their communities.
Click 
and pick the community or communities 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.
