Keeping track of new information

This topic is organized into the following sections:

About project communication

Managing project information successfully means having good communication with other project members and staying on top of new and changing information. With eRoom, you can

Alerts

You can alert other members about new or changed items in your eRoom, either by email, or, if you have eRoom Instant Messaging Integration Services, by instant message. When you send an alert about an item, eRoom sends the alert even if recipients have notification for the item turned off. The message (email or instant message) includes a link to the item and a link to the item's notification settings.

In order to receive alerts in email, members need email addresses.

In order to receive alerts via instant message, all of the following must be true:

To send an alert:

  1. In an eRoom, click ("send an alert") in the eRoom control bar.

    The Choose Members page opens.

  1. Pick or search for the member(s) you want to alert and click "OK".

    The Alert page opens.

  2. If instant messaging is available, you can pick how you want to sent the alert, either by email, or by instant message.

  3. Customize the Subject and Message if appropriate. The default message includes a link to the page from which you are sending the alert.

  4. Click "OK" to send the alert.

    If some of all of your recipients can receive alerts in the manner you specified, a message confirms that your alert was sent; click "OK" to return to your eRoom.

Note: From the intercom, you can send email directly to a member by clicking their name in the list of members present.

Notifications

Whenever a particular item changes, or anything in an eRoom changes, you can receive notification by email, or, if you have eRoom Instant Messaging Integration Services, by instant message.

You can receive notification either instantly or overnight. For immediate notification, you can choose to be sent an instant message if all of the following are true:

You can choose to receive your email notification messages in HTML format or in plain text format, depending on how this option is set in Community Settings.

Note: Users are not notified about all operations when multiple operations are performed in quick succession. This behavior is by design. For example, when you create a folder, and then create sub-folders within it in quick succession, the system notifies you about the creation of the parent folder only, and fails to notify the creation of the sub-folders. After you create a folder, it is recommended that you create the sub-folders in it after the notifier service has run (the service runs every 5 minutes) for the creation of the parent folder.

To change notification settings:

  1. In the map or in the item box, right-click an item's icon and pick "Notification" from the pop-up menu.

    To change notification settings for an entire eRoom, go to the map and right-click the icon to the left of the eRoom's name. Pick "Notification" from the pop-up menu.

    Or, select an item's check box and click "notification" in the command bar.

    Or, in an email change report, click the link to change notification settings.

  1. On the Notification page, choose whether you want to be notified about changes as they happen, just once a day, or not at all.

  2. If the choice is available, pick whether you want notifications by email or by instant message.

  3. If you want email notification sent in HTML format, select that check box on the Notification page.

  4. Click "OK" to put your settings into effect.

Note: If you turn off notification for the entire eRoom, you can limit change reports to the selected item.

Notification option for dashboards

In addition to standard notification settings, a dashboard has one of the following notification options, depending on the item type:

If selected, the dashboard appears on the Dashboards tab of My eRooms.

Change reports

Information in a nightly change report includes:

In general, the changes eRoom reports are when an item is created or edited. For some items, however, eRoom reports additional change information:

Using unread marks

When you enter an eRoom, you see unread marks () in the eRoom map, and on each individual item. Click on a map icon to go directly to a changed item, or use the "next unread" button () in the control bar to read through all new and changed items in the eRoom.

If you don't plan to read an item, you can flag it as read. If you read an item and want a visual reminder to return to it, you can flag it as unread.

To mark an item as read or unread:

Note: If you click or when no items are selected in the item box, the command applies to all items on the page.