Creating Rooms 

Use

This IT process describes how a user creates a virtual working area (room) in the portal for organizing and completing team work or project work. To create rooms, users use the room creation wizard, which takes the user step by step through the creation process.

Users create rooms using the predefined templates. From the template, the system adopts the navigation structure and the page layout, as well as the content, permissions, and default settings for the application scenario of the room.

Using the Process

This IT process is part of the following IT scenario:

IT Scenario	Scenario Variant
Enabling User Collaboration	Collaboration in Virtual Rooms

Prerequisites

●     The user has permission to create rooms. This is assigned with the Collaboration Room Creation portal role. This role is assigned to power users who look after other users as a link between the IT department and the specialist department.

●     The required room members have permission to use rooms based on their assignment to the Collaboration portal role.

Process Flow

The following IT process is incorporated in the Enterprise Portal (EP) usage type:

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       1.      Start room creation wizard.

This wizard leads the user through the individual creation steps.

       2.      Enter room attributes.

In the first step, the user enters the general attributes such as the name and the description, and assigns the room to a category, and so on. 

       3.      Select a room template.

The assignment of a room template is a significant step in room creation. In the room template, the room structure (pages and iViews) is specified and the room roles with their page permissions are defined.

       4.      Optional: Enter required parameter values.

If external parameters are defined in the room template, for example, an internal order number for project work, the system queries the value of each parameter during the room creation process. Parameter values of this type are used in the room in accordance with the configuration of the room template.

       5.      Invite room members.

The creator of the room can either assign permission for himself or herself as the room administrator, and thus have access to the member list, or enter another user as the room member with administration permission for the room (specific room role). The system checks whether at least one room member has permission to administrate the room.   

The room administrator adds new team members to the member list for the room. This is a registration process. Each member is added to the member list and assigned the necessary room roles (access permissions for the pages in the room). The room roles allow each member access to the relevant information, applications, and services for the team’s work. Each newly-registered team member automatically receives an e-mail notification with a link to enter the room.

Result

The room has been created and the members are invited and can enter the room using the link provided by e-mail.