Preparing Shared Use of Documents

This IT process describes the use of documents by room members.

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. Define document structure.

   During room creation, the system created a folder for the room's documents in the Knowledge Management repository. The team lead (room owner) can create subfolders to structure the room documents. Documents, for example, in the form of templates, can be uploaded to the folders.

2. Define folder permissions.

   The team lead (room owner) can define different access permissions for folders and documents that have been created for the room in the Knowledge Management repository. For example, only those users involved in the planning stage have access to project planning documents.

3. Createdocuments.

   The room owner creates the documents required in the room folder in the Knowledge Management repository.

4. Accessdocuments.

   Users search for the documents required and open them.

5. UseKnowledge Management services.

   Users perform standard file operations when working with documents and use KM services such as feedback and discussions on documents.

The documents in the room provide a uniform information basis for all team activities.