Collaboration Room (Infotype 5045) (SAP Library - Training Management in the SAP Learning Solution)

Collaboration Room (Infotype 5045)

Definition

Infotype that enables you to assign a course to a collaboration room.

Use

Collaboration brings learners (portal users and groups of portal users) and applications together to enable wide-ranging communication on the Web. The Collaboration Room in the Learning Portal of SAP Learning Solution enables you to set up virtual learner communities, where portal users can speedily and efficiently exchange information with one another. Collaboration rooms are flexible, virtual working environments suited to all manner of tasks.

The training administrator can assign one or more collaboration rooms to each course. The functions available in the collaboration room are defined using templates. Learners who register for courses in the learning portal can be automatically registered as members of the collaboration room. You can, for example, relate a collaboration room with a course to combine all of the learners booked for the course into one virtual learning group. The functions learners can access in the collaboration room depend upon the roles to which they are assigned

Prerequisites

If you want to use collaboration rooms in the learning portal, you as training administrator must make the relevant settings in Training Management of the SAP Learning Solution in the infotypes Collaboration Room (5045) and Collaboration Room Template (5046). To create these infotypes in Training Management, you must first configure the Customizing settings for Collaboration Room for SAP NetWeaver. These include the IMG activities:

· Configure Enterprise Portal

· Set Up RFC Destination

· Specify Communication Parameters

· Edit Room Profiles

· Edit Role Profiles

· Edit Default Values

You can change the default values proposed by the SAP system when you create data records for the infotypes. The default values refer to:

¡ System reactions when booking

¡ System reactions when canceling a course or course booking

¡ System reactions when following up or setting a course to completed

¡ Room display in the learning portal

¡ Exclusive room use

¡ Notification of participants

¡ Sort sequence

¡ Room profile

· Define Categories for Room Search

· BADI: Assignment of User ID to Learner

· BADI: Assignment of Learner to User ID

· BADI: Participation in Rooms

In Customizing for SAP Learning Solution, choose Training Management ® Integration ® Collaboration Room for SAP NetWeaver.

Note

Check that the SAP Enterprise Portal is available before you start working with the Collaboration Room function.

Structure

You can assign collaboration rooms to the following objects:

· Course groups

· Course types

· Curriculum types

· Courses

· Curricula

· Web-based Training (WBT)

You can assign each of these objects one or more collaboration rooms. If you assign two different rooms to a course group, for example, this assignment is inherited by all of the underlying objects in the course group, such as the course type and WBT course.

Group Box Collaboration Room

You use the room ID to assign a collaboration room to an infotype. You can either use an existing collaboration room or create a new room based on a room profile. The possible entries help contains all of the collaboration rooms that are used in Training Management and available in the SAP Enterprise Portal. When you enter the room ID and press ENTER, the SAP system transfers the other values from the room template assigned to the collaboration room.

Caution

To ensure consistency, it is not possible to change the room ID after you have saved the infotype.

Create

If you want to create a new room, select a room profile for it. The room profile contains the room template, the privacy type, the parameters and categories for the new collaboration room. You only need to enter the room owner, the owner’s role profile, and the room title. The title and description of the room are taken from the course.

Note

For detailed information about the parameters in the Collaboration Room, see SAP NetWeaver ® People Integration ® Collaboration ®Collaboration Administration Guidelines ®Collaboration Rooms ®Collaboration Room Templates ®Creating a Collaboration Room Template ®Definition of the KM Layer of a Room Template ®Parameters and Mapping Rules for Room Templates.

Delete

You can delete a collaboration room. You can only delete a room if it is not being used by any other object in Training Management.

Use

You receive a list of all Training Management objects also using the collaboration room.

Participants

You obtain a list of the participants of the collaboration room. You can use the list to check the consistency of the booking data.

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 prevent 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 new room.

· Sorting priority

With the sorting priority you specify 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 as of the date of the booking.

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 book 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 collaboration room membership later for a participant from the dynamic participation menu or using the Participant List report (RHTEILNO_LSO). From the participant list, choose Collaboration to change participation in the collaboration room. You can check course bookings and room participation data 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 membership 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 booking is canceled, you can delete the associated collaboration room membership and/or the collaboration room itself. This means that membership in a collaboration room is deleted when a course booking is canceled. If the course itself is canceled, the associated collaboration room is deleted if it is not being used by other objects. All other 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 membership when a booking or a course is followed up but delete the role assignments and the role profile.

Enter the new role profile.

Note

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

Technical Background

Special Features When Booking/Canceling/Following Up

In infotype 5045, you link a collaboration room with the following objects based on the course hierarchy:

· Course group

· Course type

· Curriculum type

· Course

· Curriculum

· Web-based Training

A collaboration room can be referenced by multiple infotype records. Similarly, multiple collaboration rooms can be assigned to a course.

When such a course is booked, all collaboration rooms are read upwards in the course hierarchy starting from the course to be booked as far as the first subject area or as far as the root node of the course catalog. Note that this may lead to performance problems.

Example

If you use collaboration rooms for course groups, the SAP system must read the whole catalog each time a booking, cancellation, or follow-up is performed. The SAP system requires circa 20 ms for each level of the course catalog. This results in poor system performance on the portal pages Training Home and Training Activities. For example, if 20 participation records are displayed under Activities, the SAP system must read the course catalog starting from the course to the subject area/root node for each record, which takes about 50 ms. Thus, it takes one second longer to set up the portal page.

Deleting and Creating Infotype Records

When you delete or create data records of infotypes 5045 and 5046, the SAP system does not take any existing participation records into account. If learners are already booked for a course and a collaboration room is later assigned to the course in infotype 5045, existing bookings for this course are not automatically registered as members of the collaboration room. When you delete infotype records, participation in the collaboration room is retained.

Caution

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 cannot 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.