See also: Managing members and groups (later in
this topic) eRoom.net users are called members. An eRoom member can be an individual user, or a set of eRoom users in a named group. All eRoom.net members are organized and managed in the context of communities. Members are created in a community as native members, and that community is their home community. Each eRoom.net member has just one home community, but can belong to other communities (if there are several) as a guest member. eRooms derive their members from the native and guest members of the community in which they are created.
See also: Managing members and groups (later in
this topic)
eRoom.net keeps member information about all of its members. You can change your own information, but unless you are an administrator, or have appropriate permissions, you can only look at this information about other members.
See also: In "Logging into eRoom", the following
procedures:
To open your own Member Information page, go to
your My eRooms page and click 
.
To open a Member Information
page for yourself or another member, on a Member
list page, click either a member name, or, if you have edit rights,
the edit icon (
) next to it.
If the member is part of a group, click the group name, and then click the name of the member.
On a Member Information page, you can edit any field that provides an editing control (a text box for a text field, a check box for an option, and so forth). See Modifying member information (below) for information about who can change what settings and under what conditions.
Fields in Member Information pages are as follows:
First name, Middle name (optional), and Last name
Initials -- This field is automatically populated as a member enters text in the first name, middle name, and last name fields.
Display name -- The way eRoom shows a member's name in contexts other than columnar lists (for example, invitations, comments, and change logs). This field is required, and is automatically populated as the member edits text in the first name, middle name, and last name fields.
If the display name contains Kanji characters, it is appended to the display name following a double space.
Organization (optional)
Email -- The email address eRoom uses to contact the member.
Web page (optional)
Other info (optional)
(The following fields are visible for existing members only.)
Time zone -- The time zone a member selects when logging into a site for the first time.
Change password -- Button members use to change their passwords. Also visible to administrators and to members with permission to set passwords.
Change personal question -- Button members use to set their personal question and answer so they can recover their passwords in case they are forgotten.
Deactivated -- Identifies a member who cannot log in. An administrator or member with "Can modify the community member list" permission can select this check box to remove a member's ability to log in. To reactivate the member, clear the check box.
Locked -- Appears only when an account is locked. The reason for locking appears next to an "Unlock" check box. An administrator or member with "Can modify the community member list" permission can clear this check this box to unlock a member's account.
The date and time of the member's Last login, or "(none)" if the member has never logged in.
Permissions -- Indicate which permissions the member has or does not have. They are:
The information you see in the Permissions section depends on your membership status (administrator or regular member) and whether you are looking at your own or another member's information.
When a member has a permission due to membership in a group, the text "(via the <group name> group)" appears after the name of the permission.
The list of eRooms the member belongs to, per community.
The list of Groups the member belongs to.
Your ability to modify member information depends on your role, the permissions you have, and the community options in effect. Member information tasks and corresponding requirements are summarized in the table below.
Note: Changing
a member's permissions on a Member Information page adds or removes the
member to or from the corresponding permission group in the corresponding
community. The reverse is also true
(changing group membership modifies member information).
Member information task |
Who |
|
Grant permissions on Member Information page |
|
|
Change roles |
|
| |
|
Change email address by editing text box on Member Information page. |
|
|
Change email address by clicking Email "Change" button on Member Information page. |
Members can change their own email addresses. |
|
Change password |
|
| |
| |
|
Change personal question |
|
|
Deactivate account |
|
| |
|
Unlock accounts |
|
| |
|
Edit member fields |
|
| |
|
eRoom groups collect multiple members into a logical set so they can be referred to indirectly. Groups exist in the context of communities. Administrators and members with Can create groups or Can modify the community member list permission can create eRoom groups.
Groups can be user-defined to collect members according to organizational or functional lines, for example. Suppose you create a group for the Sales team, and then add the "Sales" group as a member of all sales-related eRooms. By adding each new sales person to the "Sales" group, he or she becomes a member of all sales-related eRooms. Names of user-defined groups must be unique only in the community in which they are created.
eRoom also collects members in groups according to the kind of permissions they have, and the kind of community membership they have. These are called built-in groups because eRoom automatically creates them. Names of built-in groups do not conflict with names of other groups in the same community. There are two kinds of built-in eRoom groups: permission groups and non-permission groups.
Permission groups grant specific permissions to members of those groups.
Group name |
Permission |
|
all of the above permissions, and can add or remove members from the corresponding permission groups (including this group) |
Non-permission groups collect members according to their type of community membership.
Group name |
Who |
|
All community members and guests, including groups. | |
|
All native community members. Contains the Local Members group. | |
|
All native members who are created in a community are, by default, added to this group. When members are removed from this group, they are removed from eRoom.net. | |
|
All guest members and groups. |
In addition to the members a group has, a group also has properties that include its name, an Edit list of who can edit its member list and properties, and which permissions its members have. Depending on your role and permissions, you can edit these properties for user-defined groups. For non-permission groups, you can edit their permissions just as you can for other members. None of the properties of permission groups, however, are editable.
At each level of an eRoom site, members and groups are organized into member lists.
Member list |
Description |
To open |
|
Lists all native and guest members. Managed by administrators and members with Can modify the community member list permission. |
On the
Members
page of Community Settings, click ...or... If you have Can modify the community member list permission but are not an administrator, on your My eRooms page, click the "Community Member List" link under the Administration heading. | |
|
Lists members of an eRoom (the list is a subset of the community member list). Managed by the eRoom's coordinators (or by administrators). |
||
|
Lists the constituent members of a group. Managed by administrators and members with Can create groups permission. |
Click the group's name in a member list. | |
|
Lists the pool of members available for performing a particular member action. |
Click ...or... In member lists, command buttons open member pickers for tasks such as adding guests to a community, moving members to a different community, or deleting members from a community. |
See also: Working
with member lists for information about how eRoom displays member
lists, how you can adjust the display of information in member lists,
and how you can find members in large
member lists.
In member lists other than member pickers, symbols in columns to the left of member names (individuals and groups) are as follows:
Symbol |
Description |
|
Indicates whether an individual member has logged
in ( | |
|
|
If you have rights to edit member information (always your own, and other members' only if you have the appropriate permission), click to edit the member's information. For a group, click to edit the group's properties, including its name and Edit list. |
|
(eRoom member list only) If you are an administrator or eRoom coordinator, click to change the member's role. | |
|
|
Click to remove the member (or group) from the list of members. |
|
|
Click to send email to a member. |
Information for members is as follows:
Column |
Description |
|
name |
The member's name, the group name, or the name of the custom role, and whether their membership is deactivated (in parentheses next to their name). If you have rights to edit member information, click to edit the member's information, or to modify the group's membership. |
|
role |
(eRoom member list only) Indicates the eRoom role the member has (standard or custom), which specifies the set of rights a member has. |
|
organization |
The organization with which the member is associated (if any). |
|
community |
The member's home community. This lets you identify guests from other communities and groups with the same name but from different communities. This column is empty if the current community is the member's home community. |
|
via group |
The group or groups through which the individual or group is a member of the community/eRoom. This column is empty for explicit members (those who are not members via groups). |
You can change the order of entries on the Members page by clicking a column title to sort entries in ascending or descending order according to the values in that column.
In community and eRoom member lists, groups (or in eRoom member lists, groups and roles) and individual members are listed in separate sections that you can expand or collapse.
In eRoom member lists and group member lists, you can view the list as either a flat list that shows all members including members of groups (the name of each group appears in the "via group" column), or as a hierarchical list that only shows explicit list members (that is, members not part of a group). In a hierarchical view, you can see group members in the group lists. To switch from a flat to hierarchical member list view, click "hide via group members". To reverse the switch, click "show via group members".
For more than 250 members, eRoom divides the member list into tabbed pages grouped by last name, plus a page for "Other" members and a page for "Groups". To navigate between the pages, click the tabs along the top of the page.
When a tabbed page has more than 250 members, eRoom divides it into numbered pages. To navigate between them, click the corresponding links at the bottom or top of the pages.
You can filter a large member list by searching for particular members or groups that match your criteria.
Click "show search" in the button bar at the top of a large member list (or a member picker, such as when you delete members or send an alert).
In the search form, pick either People to search for individual members (by Display name, First name, Last name, Organization, Email, or any combination thereof), or Groups (in a community or site) or Groups/Roles (in an eRoom) to search for particular groups or roles.
Type as much or as little search criteria as you want in order to filter the member list. The more search criteria you include, the narrower the search, and the fewer the results.
In the text boxes, you can use the asterisk (*) wildcard character at the end of a string to specify "any following character".
The asterisk is implicit when you type a partial name string. For example, if you type "A" in the "Last name" box, you find all members with a last name beginning with "A" (such as Abbott, Ackerman, and Ahearn). If you type "Ad", the search finds members with last names like Adams, Adelmann, Adolphson, and so on.
Once you specify your criteria, click "Find" to filter the member list or member picker.
eRoom lists only the members who match your criteria. In a member list, click a member's name to display their member information; click the name of a group to display its constituent members.
To act on members in a member picker, select their check boxes.
As you navigate multiple pages in a member picker (complete or filtered), eRoom keeps a list of the members you select in a "Selected Members" area at the bottom of the page. Your member selections are persistent throughout the list.
Membership is managed at the community level (adding/deleting members and groups, and adding/deleting guests). Your ability to modify community membership depends on your role, the permissions you have, and the community options in effect. These actions and requirements are summarized here.
Membership task |
Who |
| |
| |
| |
| |
| |
| |
| |
|
All members must have passwords in order to log in to eRoom.net. You can create new members with or without passwords.
When you create members one at a time, you can decide whether to set their passwords at creation time, or let each member choose their own. Members without creator-supplied initial passwords must receive an invitation to an eRoom, which allows them to set their passwords and log in.
When you create multiple members at once, you cannot set their passwords at creation time. In this case, you can invite such members to the site at creation time, or add the new members to eRooms and invite them from there.
See also: Password recovery
for information about how members can pick a personal question and supply
an answer so that eRoom.net can help them recover forgotten passwords
in the future.
Open the community member list and click "new member".
Or, from a community-level member picker, such as the Choose Members page when you are adding members to a group, click "new member".
The Member Information page opens.
Since member creators or members themselves can supply initial passwords, the password boxes are preceded by the option to "let the member choose their own password (requires invitation)".
If you leave this check box selected, you cannot enter a password in the boxes.
If you clear this check box, you must enter a password (twice to verify).
Complete the Member Information page and click "OK" or "Add Another" for each new member.
When you return to the community member list or the community-level member picker, the newly created members are listed in the usual way.
Newly created members without passwords must be added to an eRoom (by a coordinator) and invited there so they can set their passwords and log in.
Newly created members with passwords can log in to eRoom.net and go to their My eRooms page, or to any eRoom to which they belong (no invitation required).
Open the community member list and click "new members...".
Or, from a community-level member picker, such as the Choose Members page when you are adding members to a group, click "new members...".
The "New Members, step 1 of 2" page opens.
Specify an email address for each new member you want to create, and click "Next".
On the "New Members, step 2 of 2" page of the wizard, edit any of these values for each member (default values are taken from the email addresses you enter in the first step):
Email address
Login name
Display name
First name
Middle name
Last name
Initials
On the Confirmation page, decide if you want to send invitations now, or wait until members are added to an eRoom and invited from there.
If you opt to send invitations to all new members at once, they receive email invitations to eRoom.net. In this case, when they click the invitation link, they can log in, set their passwords, and go to their My eRooms page, where there might be links to eRooms to which they've already been added.
If you opt to send invitations later, each new member must be added to an eRoom, and then sent an invitation. In this case, when they click the invitation link, they can log in and set their passwords before going to their eRoom.
If you send invitations now, you see the "Message Sent" page. Otherwise, you return to the community member list or the community-level member picker, where the newly created members are listed in the usual way.
Open the community member list, and click "new group". (If you have "Can create groups" permission, but are not an administrator or coordinator, you can open the community member list from your My eRooms page.)
Or, if you are adding members to a group, you can click "New Group" on the Choose Members page.
Type a name for the new group and click "OK".
On the Members of the Group page (which is initially empty for a new group), click "add" to open the Choose Members page.
Either search for or pick the members you want in the group.
When you are populating a group, and you create a new group from the Choose Members page, that newest group is initially empty. You can still add the empty group to the group you are populating. Just add members to the empty group later.
Click "OK" when you are finished adding members.
Repeat these steps for each new group you want to create.
See also: To
create a new group and add it as a member to your eRoom for how an
eRoom coordinator with the "Can modify the community member list"
permission can create a new group in the course of adding members to the
eRoom.
Open the community member list, and click "delete" to open the Choose Members page (the community member picker), which lists all members and groups, including guests.
Either search for or pick the members or groups you want to remove.
Or, to delete all members and groups, on the Choose Members page, click "Delete All".
Note: In the community member list, you can click the
delete icon (
) next to the name of the member or group
that you want to remove from the member list.
The following table describes possible conditions when deleting eRoom.net members, and the corresponding choices you can make and their results. Note that you can always click "Cancel" to terminate the deletion.
|
|
Condition |
Choice |
Result |
|
Native members |
|
Confirm that you want to delete the members. |
eRoom.net deletes the members from eRoom.net. |
|
Keep the members in the other communities they belong to. If they are guests in more than one community, make them native members of the community that was created before any other one. ...or... Delete them from all eRoom.net communities. |
eRoom.net deletes the native members from the current community, and either keeps their membership in other communities, or deletes the members from eRoom.net. | |
|
Account owners |
|
|
The owner(s) cannot be deleted from the current community. |
|
Keep the owners in the other communities they belong to. If they are guests in more than one community, make them native members of the community that was created earliest. |
eRoom.net deletes the owner(s) from the current community only. |
Open the community member list, and click the name of the group whose membership you want to modify.
On the group's Members page, click "add" or "remove" to open the Choose Members page.
Either search for or pick the members or groups you want to add to or remove from the group, and then click "OK".
(Before removing members or groups from a group, eRoom asks you to confirm their removal.)
Note: On the group Members page, you can click the
delete icon () next to the name of the member or group
that you want to remove from the group's membership.
Open the community member list, and click the name of the group whose membership or properties you want to modify.
On
the group Members page, click 
.
On the Edit Group page, modify properties as appropriate.
The properties of a group are as follows:
Property |
Description |
|
Name |
The name of the group. |
|
Description |
Optional text that appears below the page title on the group's Member page. |
|
Edit |
The group's access control for who can edit the group's member list and its properties. Click the member picker and pick either administrators or administrators, plus the selected members. If the former, only administrators and Community Member List Modifiers can modify the group's membership and properties. If the latter, the group's creator (if other than administrator) is initially selected in the Edit list. Click the member picker to specify the set of members in addition to administrators who can modify the group's membership and properties. Note that members on the group's Edit list must have Can see community member list permission. |
|
Permissions |
The permissions that members of the group have. These are the same permissions as for individual members. Granting or revoking permissions for a group causes the corresponding permission to be turned on or off on Member Information pages for each of the group's constituent members, and also modifies the member list for the corresponding permission group in the community. (Non-editable for built-in permission groups.) When a site administrator views the Edit Group page from the site member list, the permissions for the group's native community are shown along with a "permissions for all communities" button (as with a Member Information page). |
|
eRooms and Groups Membership |
The eRooms and groups the group belongs to in each community. (Non-editable for any group -- eRoom membership is handled in an eRoom member list, and group membership is handled in a group member list.) |
eRoom.net members can belong to multiple communities, each having just one home community. Membership in other communities is guest membership.
If you administer or can modify the member list in more than one eRoom.net community, you can add guests to or remove guests from those communities.
Open the community member list and click "add a guest".
The Choose a Community page opens.
To locate guests from a particular community, pick a community name from the list and click "OK". The community's member list opens from which you can pick members.
If there is only one other public community, its member list opens from which you can pick members.
You remove guests the same way you delete members and groups.
. 
in the button bar.
to open a member picker for
tasks like adding members to a group, assigning members to roles, selecting
members for database member fields, and so on. 
,
or 
