Maintaining Room Life Cycles

This IT process shows how rooms can be maintained during their life cycle. Maintaining a room life cycle includes steps for modifying rooms to suit current requirements and steps for controlling the availability of rooms in the portal. The process is available for users with the following permissions:

• Room administrator

  Users whose room role contains the special administration permission for room data can change room attributes and use their own administration function to manage all rooms in which they have been assigned the administrator role.

• Room owner

  Users can administrate the rooms in which they are entered as the room owner.

• Content administrator

  Users with the content administration portal role can administrate the lifecycle of rooms in the portal across all rooms. The content administrator does not have to be a member of the rooms to be administrated.

Using the Process

This IT process is part of the following IT scenario:

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

1. Add or remove room parts.

   If additional functions are required in a room, the room administrator (room role with special administration permission) can add predefined room parts to the room, for example:

   • If the results of the team's work should be available for all portal users, you can add a public page to the room to publish such information on.
   • If usage frequency analyses or management of discussions are required in the room, you can add the corresponding room parts to the room.

   You can remove room parts that are no longer required from the room.

2. Add or remove room members.

   The room administrator adds new team members to the member list for the room. This is a registration process. The new 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.Members that leave the team are removed from the member list for the room and are also notified by e-mail.

3. Change room owner.

   An administrator can assign a new owner to the room.  You can also use this function to ensure the consistency of the room attributes in the following situation: If the user ID for the room owner has been deleted in the portal, the room data is incomplete. In this case, the content administrator should search through all rooms for the affected rooms using the room owners' user ID - this ID is stored in the master data of each room - and assign new owners to all affected rooms.

4. Monitor usage frequency for the room.

   Room maintenance provides the means to perform room usage analyses. This function displays the respective frequency of visits within a certain period for a selection of rooms.

5. Save and publish room documents.

   Once the team's work is complete, the administrator can save documents containing information that is still required in a public folder and publish them in the portal. As a result, the information is the room is still available for former team members and other interested users even after the room has been shut down.

6. Hide, lock, or delete room.

   Rooms that you have shut down can be locked for a certain period (and unlocked, if they are required again). During the lock period, you can hide the rooms in the room directory or show them again if required.

   If no user displays an interest in the room during the lock period, the room lifecycle can be completed. If the room documents were not saved before shutting down the room, you must do this now. The room is then deleted.

The team room was modified to meet changing requirements during its lifecycle and, after completion of the team's work, shut down and deleted. Reusable information from the room is still accessible for company employees.