Collaboration Room questions.

[Former Member]

Hi All,

We are in the process of investigating/rolling out Collaboration Rooms in EP5/SP5 and I have several questions about how to go about things.

1) How does one close a project out? What I see using the 'Project Template' under the Detailed Nav is a page called 'Project Close' that only has places for documents. What I would like to do, and it seems normal, is under the room administration is have an option to 'close' the project which would prevent any additions to the content, scheduling, etc. within the room.

Is this type of option available and I have just missed it, or is closing a project out just a governance thing and anyone involved in the project will be rebuked for adding more content once a project is done?

2) What type of user governance do others have in place to maintain rooms/closed rooms? Like when a project, session, etc. is complete how long do you leave the information in the portal before archiving/deleting the room. What would be an acceptable time frame, barring any legal issues, to removing a room that has not been used in a while - 30/60/90/180 days?

These are a few of the issues that we are currently facing, and really need to resolve, before we can give this needed functionality to some of our users.

Thanks & regards

Jon

[Former Member]

Hi Jon,

you should not take the delivered templates too serious. They are mainly examples for what can be done. It is my experience, that it is important for a customer project to create custom templates that fully support the they the customer wants to work. If a project closing folder for documents in not suitable, you should create a template that fits better.

Currently, there is no way, to 'close' a project. If I understood you right, that would technically mean to make the room read-only. But there's something else, you could do. You can create your template in a way, that you have special read-only pages, that you assign to a room role. When you close your project, you change the role of your room members to this read only role. This might lead to the same effect.

I have to admit, that I did not fully understand the second part of your question. A room can be deleted by the room owner. If you have to control room deletion, to make sure that nothing is deleted too early, you should make a central group (like IT) the owner of your rooms. In that case a room cannot be created or deleted as a self-service but only on request.

I hope these ideas help in your project.

Regards,

Christian

[Former Member]

Thank you Christian.

The important part of the question was how to 'close' a room. After reading your suggestions I have looked into creating these read-only members and they may work if there is only a few members. I was not able to find a way to change a members role from say 'Team Member' to

(let's say) 'View only Member' without removing them from the first role then re-adding them to the new role. This would be the preferred way as a Room Owner or Project Manager could/should be able to perform this action. From an administrative side (KM Admin), I was able to set everybody to have only Read permissions on the directory effectively doing the same thing.

The new question that I have is there a way to move a member from one role to another without removing them then adding them back?

Jon

[Former Member]

Hi Jon,

currently the GUI does not support this operation. The only thing you can do is to remove people and to reinvite them.

Regards,

Christian

[stefan_mueller]

Hello Jon, ´hello Christian

I would like to add what improved in EP60.

a) In EP60 you can set a room ti status locked ba an admin, so that the access

is limited only to the owner

b) In EP60 you can change the members role immediately without having to reinvite

the members

Jon - did you have a chance to see EP60 Collaboratuion offering?

Regards

Stefan