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Function documentationIntegration with Collaboration Rooms in Project Management

 

You use this function to make Project Management documents available in collaboration rooms in the SAP NetWeaver Portal. This gives you a single point of access to all documents you work with in your enterprise. For more information, see SAP Library for SAP NetWeaver under Start of the navigation path SAP NetWeaver 2004 Next navigation step SAP NetWeaver Next navigation step People Integration Next navigation step Collaboration Next navigation step User Guide Next navigation step Working with Virtual Rooms End of the navigation path.

Integration

In addition to a function for creating collaboration rooms, Project Management provides integration with cFolders (see Integration with cFolders). The two applications focus on different areas:

  • Collaboration rooms focus on the collaboration between different departments within a single enterprise. Together with Project Management, collaboration rooms help you to coordinate your project members.

  • cFolders focuses on exchanging technical documents and product structures, such as bills of material or iPPE structures, between external partners. Together with Project Management, external project members can complete tasks without having to access the Project Management system.

Prerequisites

  • You are using collaboration rooms in the SAP NetWeaver Portal.

  • Your system administrator has activated this function in Customizing for Project Management in the Define Project Types activity and created Webservice ports in the Create Logical Ports activity.

  • SAP supplies the standard template cProjects_Standard_Template for collaboration rooms in Project Management. The template uses the Project Management KM Content (WebDAV) page (com.sap.pct.cprxrpm.kmwebdav) in the SAP NetWeaver Portal. The page contains the iView Admin Explorer KM WebDAV (com.sap.pct.cprxrpm.admin_explorer_kmwebdav). You can only use this template if you implement WebDAV.

    For more information on the prerequisites for WebDAV, see Defining the WebDAV URL.

  • To create a collaboration room, you need write authorization for the relevant project element.

Features

Creating a Collaboration Room

You can create one collaboration room for each project element in a project structure. You cannot assign rooms that already exist.

When you create a room, the system automatically creates all project members of the project element and lower-level project elements as room members, provided that they have a user in the SAP NetWeaver Portal. The system assigns the initial role specified in the template to the room members. The room owner and the project element responsible are also assigned the administrative role that was specified in the template. If you use the Project Management standard template, the system assigns the room members the following standard room roles:

  • The user who created the room and the project element responsible are both assigned the administrator and member roles.

  • All other project members are assigned the Member role.

Initial roles and administrator roles are defined in the template. If you use a different template, you can define other roles. The room details show you which initial roles and which administrator roles are specified in the template.

Adding or Deleting Project Members at a Later Date

  • If you delete project members of a project element at a later date, the system does not delete these room members in the SAP NetWeaver Portal automatically. You can delete them manually.

  • If you add project members to a project element at a later date, they do not automatically become members of the collaboration room. You can either create the project members as room members manually or use the Assign Roles function.

Assigning Roles

The Assign Roles function allows you to assign a number of selected roles to all project members in a collaboration room. Even project members who were not members of a room are assigned these roles. The selection you make here overwrites the roles used so far.

Note Note

Note that all project members then have the same roles for the collaboration room. The room owner and the project element responsible keep the administrative role specified in the template, in addition.

End of the note.
Editing a Collaboration Room from Project Management

  • If you are a member of a room, you can branch to the room by clicking the name of the room. You have to log on to the SAP NetWeaver Portal. Depending on your authorization, you see the document structure of the project element whose room you have opened.

  • Click Detail to display the room’s administrative data.

  • You can also delete the room.

Changing a Collaboration Room in the SAP NetWeaver Portal

Changes to the room members in the SAP NetWeaver Portal are not automatically transferred to the Project Management application. You can make the changes manually afterwards.

Note Note

If you add room members to a room in the portal, these members do not automatically have access to the contents of Project Management because Project Management authorizations are required for this. The room members are only granted access to Project Management content once they have been assigned to the appropriate project element in Project Management as a project member.

End of the note.

If you delete a room that is assigned to a project element in Project Management, you have delete this assignment manually in Project Management.

Activities

To create a room, choose Create Room in the lower half of the Collaborations tab page and enter your data. You can use categories to filter the rooms in the room directory in the SAP NetWeaver Portal. If you select Send Confirmation, the room members receive an e-mail informing them that they are assigned to the room and sending them a link to the room.

All Project Management documents of the project element for which you are creating the room are available in the room once it has been created. DMS documents are not available.