Community administration

Your eRoom.net community is the central point for administering the members and eRooms that Documentum hosts for your organization. All eRoom members belong to one home community, but can be guests in other communities (if there is more than one).

eRoom uses facilities to organize the eRooms in each community. A community needs at least one facility in order to have eRooms. Each facility belongs to one community, but communities can have multiple facilities. All member roles and permissions defined in the community are shared across all facilities in the community.

eRoom.net is built on the core eRoom product but there are some administrative settings that do not apply to eRoom.net, yet they are visible in Community Settings. The descriptions in this topic use grey text to indicate these settings.

About administering a community

Community administrators belong to a permission group that you are added to when you create a community. As community administrator, you can delegate community administration to other community members by adding them to the "Community Administrators" group. Members in this group have these permissions:

Community Settings (which you access via your My eRooms page, or a URL) has the following categories of settings for administering your community:

General
Content Server (eRoom Enterprise only)
Facilities
Members
Directories (core eRoom product only)
Licenses (core eRoom product only)
Project Plans
Extensions (core eRoom product only)

Command buttons in Community Settings

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), 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):

go to a community member list
go to a facility's settings page

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.

Community Settings: General

Options

Community rules

In eRoom.net, these options (which cannot be changed) apply to all new communities.

Option	When on (check box selected)	Setting
can have local members	New members can be created in the community.	On
require email addresses to be used as login names	Does not apply to eRoom.net.	Off
allow Real-time meetings	Enables real-time meetings in eRooms.	On

Content Server links

This setting does not apply to eRoom.net.

Permissions

In eRoom.net, community administrators have the following permissions, which cannot be changed.

Permission	When on (check box selected)	Setting
create and import facilities	Community administrators can create and import facilities to their communities.	On
create directory connections	Does not apply to eRoom.net.	Off
add/remove guests	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
rename facilities	Community administrators can rename facilities in their communities.	On
rebuild facility indices	eRoom.net runs a background process that automatically rebuilds facility indexes (for searching eRoom contents) in the community. In the core eRoom product, if this setting is on, community administrators can manually rebuild facility indexes.	Off
change eRoom size limits	In the core eRoom product, if this setting is on, community administrators can change the site-wide default size limit for new eRooms in their communities.	Off
define a Content Server connection	Does not apply to eRoom.net.	Off

Discussion comments display

Pick whether you want authors' organization names to appear with their member names when they write comments on eRoom pages.

eRoom features

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. Clearing this check box prevents new inbox creation community-wide. Existing inboxes, however, continue to work, even if members can't create new ones.

Default size limit

In eRoom.net, community administrators cannot change this setting.

Notification emails

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.

File protection

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).

Privacy

By default, all eRoom.net communities are private.

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 are not visible to members of other communities. You can only see other communities and its members if you are a member of more than one community at your eRoom.net site.

Banner Graphic

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

Content Server settings do not apply to eRoom.net.

Community Settings: Facilities

On this page you manage the facilities in your community. You can edit Facility Settings, create, delete, and import facilities. You can also create eRooms.

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.

To create a new facility:

From the Facilities page of Community Settings, 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.
Click "OK" to create the new facility and go its Facility Settings page.

To delete a facility:

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.

To edit Facility Settings:

In the list of facilities on the Facilities page of Community Settings, click or the facility's name to open Facility Settings.

Facility Settings: General

Facility Name & URL

If you need to rename a facility and/or its URL, enter the new name in the Name box.

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.

Template Databases

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.

To create a database template:

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 a database is the only thing you can create or edit there. 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.

To edit a database template:

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.

Facility Settings: Custom

Custom fields

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.

To add a custom field to a facility:

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.

Custom Icons

You can change the default icons for eRoom item types, and you can add custom icons for any type of eRoom item.

To change the default icon for an 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.

To add and remove custom icons:

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.

Community Settings: Members

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 members, add new members, and create new groups.

Also, on the Members page of Community Settings, you can add members to or remove members from the community's permission groups. The community-level permissions and corresponding groups are:

Permission	Permissions group	When on (check box selected)	Initial setting
Can create eRooms	Room Creators	These members 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
Can set passwords	Password Modifiers	These members can change 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
Can modify the community member list	Community Member List Modifiers	These members can modify the community member list -- add/remove members, add/remove groups, and add/remove guests. Members who are granted this right: are implicitly granted the Can see the community member list permission. They can also create groups. cannot modify member lists of eRooms to which they belong unless they also coordinate the eRoom. Coordinators who are granted this permission can add members from the community member list, and can add/remove members and guests from the community member list.	Off
Can see the community member list	Community Member List Viewers	This permission, which is implicitly granted as part of the Can create eRooms permission, allows: coordinators to add community members to their eRooms group creators (and members of the group's Edit list, if they have the appropriate permission) to add community members to their groups It doesn't allow coordinators or group creators to modify the community member list.	On
Can create groups	Group Creators	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: modify the community member list in any other way (cannot add/remove members or guests) modify member lists of eRooms to which he belongs unless the group creator is also a coordinator in that eRoom Coordinators who have this permission can create groups in their eRooms.	Off

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".

Community Administrators

Apart from the individual permissions, site administrators can specify who in the community has community administration privileges -- those who do are in the "Community Administrators" permission group, which grants members in that group all of the above permissions. Click to pick members for the community administration permission group.

Community Settings: Directories

This page of Community Settings does not apply to eRoom.net.

Community Settings: Licenses

In eRoom.net, you have as many licenses as you need according to your community's pricing plan.

Community Settings: Project Plans

Use the Project Plans page of Community Settings to control whether your community uses custom working days and holidays unique to your community. Individual project plans, however, can override either site-wide or community-wide defaults for working days and holidays.

Note: In eRoom.net, site-wide defaults are the settings in place when your community is created..

If you use the site-wide working days and holidays, you cannot change them for your community.

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 ().

Community Settings: Extensions

This page of Community Settings does not apply to eRoom.net.

Community administration

Command buttons in Community Settings

Community rules

Option

When on (check box selected)

Setting

Content Server links

Permission

When on (check box selected)

Setting

Discussion comments display

Default size limit

Content Server

To delete a facility:

To edit Facility Settings:

To create a database template:

To edit a database template:

Custom fields

To add a custom field to a facility:

Custom Icons

To change the default icon for an item:

To add and remove custom icons:

Permission

Permissions group

When on (check box selected)

Initial setting

Community Settings: Directories

Community Settings: Extensions