Managing Rooms as the Room Owner

Use

You can display rooms that you own in an overview and manage them with special functions.

Depending on how the system is configured in your company, you can see the room overview either in the room list or in the My Rooms: Owner iView.

Prerequisites

  • The portal role that contains the room list is assigned to your user or
  • Your user is assigned to the portal role that gives you permission to create and manage rooms. This role also contains the My Rooms: Owner iView.
  • In at least one room, you are specified as the room owner.
  • The system administrator has enabled and configured the KMC data archiving.
  • The system administrator has configured an archiving status property filter

Procedure

Manage rooms in the My Rooms: OwneriView.

  1. In the portal, choose Collaboration → My Rooms: Owner.
  2. Display the room overview by selecting entries using the following criteria:

    (To start building the list, choose Filter:)

    • Name (with wildcards), for example, C*, *team*
    • Category
    • Template
    • Archiving status
  3. Select one or more rooms for administration and choose one or more of the following activities:
    • Locking or unlocking rooms

      You can lock the room for users or unlock it. In the room directory, locked rooms are flagged as locked and members cannot enter them. Functions like the member registration are not active.

    • Hiding or showing rooms

      You can hide rooms so that they do not appear in the room directory (for example, to delete them after a certain period of time) and show them again if necessary.

    • Changing the owner

      You can specify a new owner for one or more rooms. The room remains in your room overview even after you have assigned a new owner and is only hidden the next time that you filter the list.

    • Deleting

      You can delete rooms that are no longer required. To establish, whether a room is used, you can enter the room and run a usage analysis or hide the room for a while before deleting it.

    • Approving, rejecting, forbidding, and allowing the archiving of rooms

      You can control the archiving of your rooms. You can approve, reject, forbid, or allow the archiving of rooms. Only certain actions are allowed for a room depending on its archiving status, and only the pushbuttons that correspond to the allowed actions are active.

      The following table provides a mapping between the allowed actions and the archiving status of the room:

      Allowed Action Archiving Status Description

      Do Not Archive

      Allowed for archiving, Rejected

      Sets the archiving status of the room to Forbidden for archiving.

      Allow Archiving

      Forbidden for archiving

      Sets the archiving status of the room to Allowed for archiving.

      Approve Archiving

      Waiting for approval

      Sets the archiving status of the room toMarked for archiving.

      Reject Archiving

      Waiting for approval

      Sets the archiving status of the object to Rejected.

       

Manage rooms in the room list.

  1. In the room list, use the dropdown list to select the Owned Rooms.
  2. Select a room and choose one of the following activities:
    • Locking or unlocking rooms

      You can lock the room for users or unlock it. In the room list, locked rooms are flagged as locked and members cannot enter them. Functions like the member registration are not active.

    • Hiding or showing rooms

      You can hide rooms so that they do not appear in the room list (for example, to delete them after a certain period of time) and show them again if necessary.

    • Deleting

      You can delete rooms that are no longer required. To establish, whether a room is used, you can enter the room and run a usage analysis or hide the room for a while before deleting it.