Collaboration Room Template (Infotype 5046) 

Definition

Infotype you use to create a room template (referred to as template from here on). The template contains multiple room-specific attributes. It is used the basis for creating collaboration rooms. The infotype is only allowed for course types with the delivery methods Web-based Training and Online Test.

Use

Collaboration rooms are based on templates. Templates enable the training administrator to create collaboration rooms using predefined attributes without having to consider technical prerequisites or settings. Templates define the following attributes for rooms:

·        Structure

·        Content

·        Access modes

·        Access authorizations

SAP delivers the following two templates:

·        SAP Standard Template

·        SAP Session Template for Rooms

For more information about the templates, see the iViewStudio under Content Catalog ® Every User ® Collaboration ® SAP Collaboration Room ® More Information.

Interaction Between Infotypes 5046 and 5045

Training Administrator

To be able to use a Web-based training course in the Learning Portal that is linked with a Collaboration Room, the training administrator must create a course type with the delivery method Web-based Training (WBT) in Training Management and append a data record of the Course Content Static infotype (5003) to the course type. Then the training administrator maintains the Collaboration Room Template infotype (5046) for the course type as well.

Learner

The learner searches the Learning Portal for a WBT, selects one and makes a booking for it. The learner can start the course later.

SAP System

In the SAP system, the infotype record for infotype 5046 is copied to the Collaboration Room infotype (5045). Where fields are identical, all of the values stored in infotype 5046 are copied to infotype 5045. After the copy operation, there are infotype records of infotype 5045 and infotype 5046 stored for the WBT in the SAP system. The SAP system creates a collaboration room for the WBT and assigns it to the course.

Learner

When the learner starts the course in the Learning Portal, he or she can use the collaboration room to communicate with other learners completing the same WBT.

Structure

Group Box Room Profile

For the point of view of structure, this infotype resembles the Add Collaboration Room infotype (5045). It stores all of the information that is required for creating a new collaboration room. This includes:

·        For the template

¡        Template profile

The template profile is a grouping of templates, privacy type (public or private), parameters and catagories for the room.

¡        Template name

·        For the room

¡        Privacy type

¡        Room name

¡        Room description

¡        Room owner

¡        Role profile of owner (for example, training administrator)

The role profile is a template-specific grouping of roles in SAP Enterprise Portal stored under a unique ID.

Group Box Display

You can control the display of the collaboration room assigned to a course in the Learning Portal. The following display options apply:

·     Display in the Portal

¡  If there are no participants booked for a course, you specify in Customizing (IMG activity: Maintain Default Values) whether the collaboration room assigned should be displayed in the Learning Portal or not.

¡  If there are participants booked for a course, all of the collaboration rooms assigned to it are always displayed in the Learning Portal.

·     Use exclusively

The collaboration room may only be used by this course in the Learning Portal. This enables you to protect a collaboration room from being used by other courses. If you flag a collaboration room for exclusive use, it is not offered for selection in the room search. You cannot use the exclusive room ID to create a room.

·     Sorting priority

You also specify the sorting priority to determine the position of the collaboration room in the list of available collaboration rooms.

Group Box Booking

·     Book participation

You specify whether a learner is automatically registered as participant of the collaboration room when he or she is booked for a course. If learners are automatically included as collaboration room members on booking, the learner is registered as a member from the booking date.

You must also assign a role profile and specify which roles the participant should be given in the collaboration room. The participant is registered in the collaboration room with the roles entered in the role profile.

You can specify optionally if a participant should be informed by e-mail when he or she is registered as a new member of a collaboration room.

·     Do not add participation

You specify that when a learner is booked for a course, he or she is not automatically registered as a member of the collaboration room. You can change the collaboration room participation later for a participant from the dynamic participation menu or using the Participant List report (RHTEILNO_LSO). From the participant list, choose Collaborations to change the participation data of the collaboration room. You can check the course booking and the participation data of the collaboration room using the Participant List report (RHTEILNO_LSO).

Group Box Cancel Participation/Course

You specify the system reactions when a course or course participation is canceled. You can choose from the following options:

·     Keep participation

You can leave collaboration room participation unchanged when a booking or a course is canceled. No change should be made, in other words, the collaboration room is retained and the participant retains the role assigned in the collaboration room.

·     Delete participation and collaboration room

When a participation cancellation is made, you can delete the associated collaboration room membership and/or the collaboration room itself. This means that participation in a collaboration room is deleted when a course booking is canceled. When the course itself is canceled, the associated collaboration room is deleted if it is not being used by other objects. All room memberships are also deleted.

·     Change role

You can retain collaboration room participation when a booking or a course is canceled but delete the role assignments and the role profile.

Roles regulate access to information in the collaboration room assigned to a course.  If you want to assign a learner multiple roles in a collaboration room, you use a role profile. Role profiles combine all roles under a unique ID. When you assign a collaboration room to a course in the Collaboration Room infotype (5045), you specify the ID of the role profile. The role profile is required for booking, cancellation, and follow-up.

Enter the new role profile.

You can change a participant’s role, for example, to restrict access to the resources in a collaboration room.

Group Box Follow Up Participation/Course

You specify system reactions when a course or a participation record is followed up. You can choose from the following options:

·     Keep participation

You can leave collaboration room participation unchanged when a participation record or a course is followed up. No change should be made, in other words, the collaboration room is retained and the participant retains the role assigned in the collaboration room.

·     Delete participation and collaboration room

When a participation record is followed up, you can delete the associated collaboration room participation and/or the collaboration room itself. This means that membership of in a collaboration room is deleted when a participation record is followed up. When you follow up a course, all collaboration room memberships and possibly also the room itself is deleted.

·     Change role

You can retain collaboration room participation when a booking or a course is followed up but delete the role assignments and the role profile.

Roles regulate access to information in the collaboration room assigned to a course.  If you want to assign a learner multiple roles in a collaboration room, you use a role profile. Role profiles combine all roles under a unique ID. When you assign a collaboration room to a course in the Collaboration Room infotype (5045), you specify the ID of the role profile. The role profile is required for booking, cancellation, and follow-up.

Enter the new role profile.

Before you delete or after you have created data records of infotype 5045, you can make later changes to the collaboration room membership data from the dynamic participation menu or using the Participant List report (RHTEILNO_LSO).

 

 

Data records of the infotypes Collaboration Room (5045) and Add Collaboration Room Template (5046) are only valid for the SAP Enterprise Portal assigned to the SAP system. In other words, they may not be transported to another system landscape by means of Application Link Enabling (ALE).

For detailed information about the Collaboration Room, see iViewStudio Content Catalog ® Every User ® Collaboration ® SAP Collaboration Room ® More Information.