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Function documentationIntegration with Collaboration Rooms in Portfolio Management

 

The collaboration room is a shared workspace where item members can collaborate on project-specific topics by holding meetings, sharing documents, and having private and public discussions. You use this function to make Portfolio 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

Collaboration rooms focus on the collaboration between different departments within a single enterprise. Together with the portfolio management, collaboration rooms help you coordinate your item member.

Prerequisites

  • You have set up collaboration rooms in the SAP NetWeaver Portal.

  • Your system administrator has created Webservice ports by choosing Create Logical Ports and activated this function in Customizing for Portfolio Management by choosing Configure Collaboration Room Integration. SAP supplies the standard template cSAP_Meeting_Room for collaboration rooms which is also reusable in Portfolio Management.

  • To create a collaboration room, you need write authorization for the item.

Features

Creating a Collaboration Room

You can create a single collaboration room for each item. You cannot assign rooms that already exist. When you create a room, the system automatically creates all item members and project participants of the corresponding Project Management project 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 item members, who have admin authorization for the item, are also assigned the administrative role that was specified in the template. If you use the SAP standard template, the system assigns the room members the following standard room roles:

  • The user who created the room and the item members, who have admin authorization for the item, are both assigned the owner and participant roles.

  • All other item members and project participants of the corresponding Project Management project are assigned the participant 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 User Authorizations at a Later Date

If you delete user authorizations for an item at a later date, the system does only delete these room members in the SAP NetWeaver Portal automatically if you have activated this function in Customizing for Portfolio Management by choosing Configure Collaboration Room Integration. You can delete them manually if you have not activated the automatic deletion. If you add user authorizations for an item at a later date, they only do automatically become members of the collaboration room if you have activated this function in Customizing for Portfolio Management by choosing Configure Collaboration Room Integration. You can either create the item 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 item members and project participants of the corresponding Project Management project in a collaboration room. Even item members and project participants of the corresponding Project Management project 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 item members and project participants of the corresponding Project Management project 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 the Collaboration Room from Portfolio 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 can display the room’s administrative data by choosing Detail. You can also delete the room if required.

Making Changes to a Collaboration Room in the SAP NetWeaver Portal

Changes to the room members in the SAP NetWeaver Portal are not automatically transferred to Portfolio Management. You can do this manually. If you add room members to a room in the Portal, these members do not automatically have access to the contents of the item because Portfolio Management authorizations are required for this. The room members are only granted access to Portfolio Management content once they have user authorization for the appropriate item in Portfolio Management. If you delete a room that is assigned to an item in Portfolio Management, you have to delete this assignment manually in Portfolio Management too.

Activities

To create a room, choose Create Room in 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 they receive a link to the room. You can create a collaboration room automatically if you have activated this function in Customizing for Portfolio Management by choosing Configure Collaboration Room Integration. To create a collaboration room automatically, choose Portfolio Management and go to the dashboard for items. Open an item which does not have any collaboration room in edit mode. The system creates the collaboration room automatically when you navigate to the Collaborations tab page.