See also: eRoom 7 MMC snap-in,
Server tuning, and Diagnostic
and troubleshooting toolsThis topic is organized into the following sections:
An eRoom site is made up of one or more servers that support a population of eRooms and users. All servers in a site share a common membership -- members log in once to the site, and then not again during the same session, even if they go to different eRooms on different servers.
A site can be as small as a single server (eRoom Standard installation), but can have many servers (eRoom Advanced installation). A large site can be split into multiple communities. As in eRoom 6, facilities are used to organize eRooms, but communities segment and divide members. Communities allow the site membership, which may be hundreds of thousands of members, to be divided in small collections that can be administered separately. Each community that contains one or more facilities shares a membership list and a set of permissions.
As the site administrator, you oversee the running of all eRoom servers and their communities at your site.
You administer a site in Site Settings, which you can get to from your My eRooms page by clicking "Site Settings" in the Administration section. Or, you can access Site Settings locally by using the eRoom MMC snap-in -- choose from the Start menu Programs > eRoom Server > eRoom Server Administration.
See also: eRoom 7 MMC snap-in,
Server tuning, and Diagnostic
and troubleshooting tools
The categories in Site Settings are as follows:
Documentum Server (eRoom Enterprise only)
Provisioning (eRoom Advanced installation only)
The following buttons on every page act on Site Settings as a whole:
OK saves all changes and returns to your My eRooms page.
Cancel discards all changes and returns to your My eRooms page.
Apply saves all changes, but leaves Site Settings open.
Note: In the eRoom MMC snap-in, Site Settings pages only
show the Apply button.
If you move from one Site Settings page to another (via links in the left column), eRoom "remembers" your changes, but only applies them when you click "OK" or "Apply". However, you must click "OK" or "Apply" to save your changes if you do one of the following actions (eRoom prompts you otherwise):
create new community
go to the site member list
go to a community member list
go to a community settings page
generate a usage report
Note: On Site Settings pages, you can change a setting
by clicking either the selection device (radio button or check box, for
example), or the corresponding text label.
Type a name for your site.
Click 
to add members to or remove members from the site administrator
permission group, which
grants all permissions in the site.
You can enable or disable the following site-wide, optional features:
Feature |
When on (check box selected) |
Initial setting |
|
Allow Internet Explorer users to synchronize eRooms to read offline. |
eRoom members who use Microsoft Internet Explorer 5 or 6 can store and read elements of eRoom offline, while disconnected from the network or the Internet. |
On |
|
Allows eRoom to process remote SOAP/XML requests (queries, commands. |
Off | |
|
Allow eRoom users to read and edit eRoom files outside of eRoom using WebDAV. |
Allows eRoom users to map an eRoom as a Web Folder so they can save Microsoft Office files directly to an eRoom without leaving the Office application. WebDAV is an Internet standard protocol that is an extension of HTTP. |
On |
|
Check external directories when unknown users attempt to login. |
Members added to an external-membership directory can log in to the site before the nightly member synchronization occurs because, if someone with no existing member account tries to log in, eRoom searches all external directories for a matching member. If a match is found, the member is immediately added (synched) to the site member list, via the member group named for the directory connection in which the member was located. |
Off |
|
Alert administrators and coordinators when rooms approach the object limit |
The site administrator receives a notification when the object limit (object per room, items per folder, or room size) set for a room in the site is reached. If this setting is enabled, the site administrator, community administrators, and room coordinators receive alerts in the form of warning messages when the object limit for an eRoom is reached. Email messages are also sent to the site administrator and the coordinators listed as the room’s contacts. If this option is enabled, a warning is sent when the limit set in the Start alerting when a room reaches <%> of the limit field is reached. The default value is 80%. |
On |
|
Gives eRoom members the option to install the plug-in client. Otherwise, they can use eRoom with the browser only.
|
On | |
|
Files with dangerous extensions cannot be opened or put into eRoom. |
Specify file extensions for file types you want to prevent users from opening in eRoom or adding to eRoom, in case they might pose a security risk. (For example, .bat, .exe, .doc, etc.) Click "Restore defaults" to retrieve the list of file extensions initially specified. |
Off |
Specify the following site-wide, member list settings:
Member field customization -- Member information you can hide or show in member lists and member pickers, and in large member list search forms: Login name, Email, and Other info (a field you can rename).
The number of members per page (between 100 and 1,000, inclusive) before eRoom divides it into numbered pages. The initial number is 500.
The number of members (between 100 and 2,000, inclusive) in a member list before eRoom splits it into tabbed, "Rolodextm-style" pages. The initial number is 500. Above this threshold, eRoom also provides a member/group search form for filtering the list. For member lists of this size, the search form can be hidden.
The number of members (between 250 and 20,000, inclusive) in a member list before eRoom shows only a member/group search form for filtering the list. The initial number is 10,000. For member lists of this size, the search form cannot be hidden.
Rolodex tabs -- For member lists that split across tabbed pages, you can define the alphabetic/character ranges for the member names grouped on each tabbed page, as well as optional display names for the tab labels.
To define the range of characters for a page, use this form: "start[-end]", where start is the first string in the range, which extends through (-) end, or the last string in the range. For example, for a page listing members with last names beginning with "A", specify "A"; for a page listing members with last names beginning with "Ca" to "Cr", specify "Ca-Cr". If you don't specify a different tab label, eRoom uses the range string ("A" for the first example, "Ca-Cr" for the second).
To specify a tab label, use this form: "[label,]start[-end]", where label is the string you want to see on the tab. For example, to specify a tab label "A to E" for a page listing members with last names beginning with those letters, specify "A to E, A-E".
To define a series of ranges (one for each tab), use this form: "start1[-end1]; start2[-end2]; start3[-end3]...", and so on.
To define a series of tab labels and ranges, use this form: "[label1,]start1[-end1]; [label2,]start2[-end2]; [label3,]start3[-end3]...", and so on.
See also: Member
lists and Working
with member lists in the Managing members
topic.
You can modify default settings for the following eRoom functions:
Idle time before session expiration -- User sessions expire after n hours of no activity (idle time) -- Specifies how long a member can be logged in before they have to log in again. The default is eight (8) hours, and the range is between one (1) and 24 hours. The length of time users can stay logged in before they must log in again affects the overall resources consumed on the server by those logged-in users.
Technical
Support message and link -- To override the default tech support message
that eRoom displays, you can specify a URL
and edit the Message, as appropriate.
In the message, use "{ }" to enclose the words you want linked
to the specified URL.
Note: To provide technical support messages in different
languages, add them to the "Message" box, one after the other
(for example, English, French, and German) -- they will all appear on
pages where the message appears.
To use eRoom Enterprise, the Documentum Foundation Classes (DFC) must be installed on the same server as eRoom 7. For details, see Installing DFC on the eRoom 7 Server in the eRoom 7 Server Installation Guide.
Also, eRoom needs a dedicated Documentum Server account with 'super user' privileges for every repository that eRoom uses -- the account login name and password must be the same for each repository. For details, see Creating Dedicated Documentum Server Accounts in the eRoom 7 Server Installation Guide.
Note: To provide eRoom Enterprise users
with template objects for publishing files to the Documentum Server, each
repository needs a dedicated "eRoom Templates" (case-sensitive)
directory. For details, see Creating
Dedicated eRoom 7 Template Directories in the eRoom
7 Server Installation Guide.
Once the DFC is installed and a dedicated Documentum Server account created, Documentum Server linking is enabled on your site when the "Allow Documentum Server connections" check box is selected. Clearing this check box keeps eRoom Enterprise UI hidden in all eRooms in the site. Selecting this check box enables the eRoom Enterprise features and UI, according to the settings in this section.
Clearing the "Allow Documentum Server connections" check box and saving that setting disables all Documentum Server-related features in the site. Any existing Documentum Server-linked files in eRooms are inoperable for any action that requires communicating with the Documentum Server (including linking, unlinking, viewing, reserving, editing and so on). Attempts to perform such actions produce access-rights errors. However, no error messages appear for eRoom-only actions such as Mark Read, Copy Link, Notification, Access Control, repositioning, and so forth.
Decide whether Only administrators can create Linked Folders. If this check box is selected, the Linked Folder option on the Create Item page is visible only to site administrators and, if they have permission to define Documentum Server connections in their communities, to community administrators.
If Only administrators can create Linked Folders is turned on, the same option is disabled for community administrators unless they can define Documentum Server connections in their communities. If a community has its own Documentum Server connection, the community administrator can decide whether to restrict linked folder creation to administrators only.
With "Display thumbnails for linked files..." selected, the file icon for any Documentum Server-linked file is replaced by its thumbnail (shown at full native resolution, typically 100x100) in an item or attachment box, in large icon view only.
Note: Display of thumbnails in lists
of Documentum Server-linked files requires Documentum Media Services.
Decide whether to Accept login credentials coming from the Documentum Server. This setting controls whether custom WDK applications are allowed to connect to an eRoom server on behalf of a user, without requiring an additional login.
The repository against which users authenticate, and into which they log in, depends on how the member's Documentum Server permissions are set up -- members may or may not have access to all, or some, of the repositories available to the Documentum Server connection.
See
also: Logging
into a repository
Specify the frequency with which you want the eRoom server to Check for changes to linked files (at intervals of between five and 60 minutes apart, inclusive). This setting determines how often the Scheduler runs the background task to "Check for changes to linked files". The more frequently this task runs, the more granular the changes it detects. For example, if several people edit the same file in the course of an hour, and the Scheduler runs this task every 60 minutes, only the most recent change during that hour is detected.
You can specify a Documentum Server connection for the site that all communities can use as a default Documentum Server connection. If administrators of new communities can "define a Documentum Server connection", individual communities can use the site-wide default connection, use no connection (by turning off "Use a Documentum Server connection in this community"), or define their own community connection. Otherwise, communities must use the site-wide default, unless a site administrator turns off "Use a Documentum Server connection in this community" for a community. If you don't provide a site-wide default Documentum Server connection, individual communities can define their own, as long as Documentum Server connections are allowed on the site, and administrators of new communities can "define a Documentum Server connection".
Select the check box labeled "Define a default connection for the site".
Specify the login name and password for the dedicated Documentum Server account (with 'super user' privileges for each selected repository) that you created for eRoom to use.
Click the "test" button to verify whether the account name and its password are valid for all the selected repositories. The Test Repositories page reports these results.
Note:
Changing this account for the site or community means that event notifications
for existing linked files must be updated on the Documentum Server in
order to enable synchronization of linked
folders.
When you change this account, eRoom displays the following warning: "The Documentum Server account for eRoom administration has changed. Existing Documentum Server-linked content needs to be updated in order to continue to work properly. From a command line, please enter: 'ERDMReconciler -e'. Note that this upgrade could take a very long time to complete."
ERDMReconciler.exe is located in the eRoom server subdirectory, which must be on the path if it is not the current directory.
If there are a large number of existing linked files, this command can potentially take hours to run. For this reason, eRoom does not automatically run this command, but leaves it to the administrators discretion. For example, you might want to run the command during off peak hours. Be aware, however, that between the time when the Documentum Server account is changed in eRoom, and when ERDMReconciler is run, eRoom might not correctly synchronize files added to or removed from linked folders.
Click "edit" to open the Configure docbrokers page, in which you specify the Primary docbroker and (optionally) the Backup docbrokers for the site. The primary docbroker is read, by default, out of the DFC settings file. You can specify multiple backup docbrokers by entering one per line in the text box. Use the syntax docbrokerName:portNumber. To specify the default port (1489), don't enter a portNumber. When you click "OK", the "filter" button is enabled for specifying the Available Repositories for the site.
Click "filter" to open the Filter repositories page, on which you can pick the repositories you want to make available to eRoom (they are all selected by default). If you clear the check box for "(new repositories)", only the repositories you pick are available (example). Conversely, with "(new repositories)" selected, you make all repositories available except the ones you don't pick (example), including any new repositories that later become available through the Docbroker in use.
When you click "OK", the names of the selected repositories appear next to the Available repositories label.
Specify the optional Webtop/DAM URL (Documentum Server and Documentum Webtop versions 5.1 or later, Internet Explorer only) and/or WebPublisher URL. Doing so enables the "Go to Documentum Server" and "Content Properties" commands on right-click file item menus, which opens the Webtop or WebPublisher client.
If you have a Documentum client URL specified for the site connection, you can enable site members to access the Documentum Server search page from eRoom by selecting the "Show a link to the Documentum Server's search page on the eRoom's site search page" check box.
Pick which URL the Documentum Server search should use: Webtop/DAM URL or WebPublisher URL.
Specify the repository for eRoom members using Documentum Server search.
Pick an optional label for the link to this location that appears on the Search All eRooms page. If empty, eRoom uses the repository name.
If you have a Documentum client URL specified for your site's Documentum Server connection, you can require that members specify certain mandatory properties for specific types of files linked to the Documentum Server from eRoom. With the "File properties are required when files are linked to the Documentum Server" check box selected, the WDK Properties component opens in a new window for every such file during the linking process.
If a community has its own Documentum Server connection, this option can be set at the community level.
To specify which document types have mandatory properties, click "choose" and pick the document types. The list of document types are an aggregate list of the templates provided in the "eRoom Templates" (case-sensitive) directory on each repository available at your site.
If mandatory properties are required, when a linked file is added to eRoom (either manually, or automatically because it's added to a linked folder or to a regular folder with a default Documentum Server location), eRoom tracks the mandatory property state of the document in the repository. The states are as follows:
pending (mandatory properties not yet set)
confirmed (mandatory properties have been set successfully)
cancelled (the Properties dialog was cancelled or closed before properties were provided)
When you try to view/edit/copy a linked file, the result depends on which state the document is in, as follows:
pending -- complete the requested operation as normal
confirmed -- complete the requested operation as normal
cancelled -- convert the file to an unlinked file
See also:
Modifying
properties of Documentum Server-linked files
On the Communities page, you can edit Community Settings, edit a community's member list, lock a community, and delete a community. You can also create, export, and import communities, and specify options for new communities.
On the Communities page in Site Settings, click "new community".
On the Create Community page, enter a Name for the new community and click "OK".
eRoom creates the new community and an entry for it appears in the table.
The communities table shows the number of members and facilities in each community. Here are the actions you can perform using the communities table.
To... |
Click in a row... |
Action |
|
|
Opens Community Settings. | |
|
|
Opens the Community Member List. | |
|
|
Opens the Community Lock Message page, on which you can edit the default Message that appears when members (besides site administrators) attempt to access any page in the locked community. Click "OK" to save the message and lock the community. | |
|
|
Removes the community from the site. Before you can delete a community, it must first be empty of all facilities and native members.
|
See also: Community
Administrators for information about picking community administrators
(on the Members
page of Community Settings).
As site administrator, you can lock communities for any purpose (security, administration, or maintenance, for example).
While a community is locked, only site administrators can perform the following activities:
accessing any pages in any eRooms in the community
searching in the community
creating eRooms or facilities in the community
synchronizing to Outlook
making native members of the community guests of another community
editing the membership of groups native to the community
editing member information for members native to the community (except for permissions in other communities they are guests of)
Go the Communities page of Site Settings.
In the row for the community you want to lock, click "lock".
On the "Community Lock Message" page, you can customize the error message that appears when users try to perform any of the restricted activities listed above.
Click "OK".
In the communities table, 
appears next to the name of a locked community,
and "unlock" replaces "lock", like this:
On My eRooms pages, locked communities, and eRooms in locked communities,
are labeled "(locked)"; a lock symbol () replaces the read/unread indicator for an
eRoom in a locked community.
If anyone besides a site administrator attempts to access pages in a locked community, an error message appears before they are redirected to My eRooms.
Specify settings you want all new communities to have. As site administrator, you can change these settings later in Community Settings. Community administrators can change only some of them, depending on the corresponding site setting.
Note: Changes to these settings do not affect existing
communities, only new ones.
Specify one of the following privacy levels for new communities:
Public -- The community and its members appear in the site member list. Its members can be picked as guests of other communities.
Restricted -- The community and its members don't appear in the site member list, but its members can be added by name as guests of other communities.
Private -- The community and its members don't appear in the site member list, and its members cannot be added as guests of other communities.
Note: If a community has a sensitive
member list, you should make the community private
to ensure confidentiality. Otherwise, administrators of other communities
can still see that member list (or search for names of those members)
when they add guests to their communities, even if they are guests in
such a community and do not have "can
see community member list" permission in that community.
Specify rules that apply to new communities. These settings also appear in Community Settings but only the site administrator can change them.
Rule |
When on (check box selected) |
Initial setting |
|
New members can be created in the community. Otherwise, when this setting is turned off, only guests and external-membership directory members are allowed in the community, and all UI for creating new members is disabled. Note: A site administrator can add local members to a community even if the can have local members option is not set to "On". |
On | |
|
Require new local members and all external members to have an email address and use it as their login name. Turning this setting on helps to ensure unique login names. If this setting turned on and there are already local members, those members can still use their login names to login to the site. Existing external members, however, will be required to use their email addresses as login names after the next directory synchronization. |
Off |
You can enable or disable these permissions for (community) administrators in new communities. When a permission is off, the corresponding controls in Community and Facility Settings are disabled for all but the site administrator.
Note: As site administrator, you pick
the initial community
administrators for each community.
Permission |
When on (check box selected) |
Initial setting |
|
Community administrators can create and import facilities to their communities. |
On | |
|
Community administrators can create and edit external-membership directory connections. |
Off | |
|
Community administrators and coordinators (with modify community member list permission) can add guest members to or remove guest members from the community member list. |
On | |
|
Community administrators can rename facilities in their communities. |
On | |
|
Community administrators can manually rebuild facility indexes (for searching eRoom contents) in their communities. Otherwise, this is a background process that runs automatically, according to the Scheduler's settings. |
On | |
|
Community administrators can change the site-wide default size limit for new eRooms in their communities. |
Off | |
|
Community administrators can
With this permission off (check box cleared), communities must use the site-wide Documentum Server connection, and anyone with appropriate access rights in both eRoom and the Documentum Server can create and edit Documentum Server links. |
Off |
You can set a default maximum amount of disk space new eRooms in new communities can consume. The default value is "None", or no limit. Unless you have space constraints at your site, you can leave this box blank. Otherwise, enter the number for maximum disk space in MB units.
The size of an eRoom is determined by the size of files it contains, including items in the Recycle Bin. When a size limit is in effect for an eRoom, members cannot add items that would make the eRoom exceed this limit.
To apply a size limit for all existing communities and eRooms (not just new ones), click "apply to existing communities and eRooms". If you do so, members in any eRoom over that limit will be unable to create new items or files until the eRoom's size is lowered below the limit.
A related site setting lets you decide whether administrators of new communities can change eRoom size limits.
From the Members page, click "site member list" to see all site members. From the site member list, you can delete members, or merge duplicate accounts (if needed). In the Communities section of the site member list, click the name of a community to open its community member list. From a community member list, you can move members to another community.
Also, on the Members page of Site Settings, you can set the initial permissions for members in new communities. Members with each permission are included in a permission group in their communities having that same name. Administrators in individual communities can change the members in each permission group later.
Note: As site administrator, you can
pick the members in the community
administrators group for each community.
Permission |
When on (check box selected) |
Initial setting |
|
Members in this permission group can create eRooms from their My eRooms pages. This permission implicitly grants the Can see the community member list permission so that eRoom creators can add community members to their eRoom member lists. |
On | |
|
Members in this permission group can create groups in the community member list, even if they don't have the Can modify the community member list permission. This permission implicitly grants the Can see the community member list permission so that group creators can add community members to the groups they create. A group creator cannot:
Coordinators who have this permission can create groups in their eRooms. |
Off | |
|
This permission allows:
It does not allow coordinators or group creators to modify the community member list. |
On | |
|
Members in this permission group can modify the community member list -- add/remove members, add/remove groups, and add/remove guests (if the corresponding community setting allowing this is enabled by the site administrator). Members who are granted this right:
|
Off | |
|
Members in this permission group can change local member's passwords and unlock locked accounts (it does not give permission to modify any other member information such as activating deactivated accounts, granting permissions, or changing email addresses). This permission implicitly grants the Can see the community member list permission. |
Off |
See also: Managing
members as site administrator for information about deleting and moving
local community members and groups, and merging duplicate accounts.
In this section, you keep track of
the total number of eRoom licenses at your site (Total Site Licenses)
the total number of active members (Total at bottom of Active Members column)
the total number of licenses available (Licenses Available)
the license count broken out by community (in Active Members column)
the total number of licenses allocated to each community (in Limits on Licenses column)
eRoom members consume licenses in their home communities only (not in every community in which they are a guest). You can permit communities to use licenses on an as-needed basis, or limit the number of licenses communities can claim from the pool of available licenses.
Click "add a license string".
On the Add License String page, type the new license string.
Click "OK".
In the communities table, you can specify a license limit for each community in the "Limits on Licenses" field. The total number of licenses allocated to a community cannot be less than the number of licenses consumed by that community. Leave "None" in the field if you want a community to use licenses on an as-needed basis from the pool of available licenses.
When a member is moved from one community to another, the member's license, if any, will travel with the member, as long as the target community has enough licenses for all the moved members.
Members who have never logged into an eRoom do not take up licenses, so your license count does not limit the number of accounts you can create. This licensing scheme allows you to add a larger pool of potential members than there are licenses.
Once a member logs in, a license is taken up that is not released unless that member is deleted, deactivated, or the authenticated directory to which they are connected is changed.
If a member tries to log in for the first time, and there are no more available licenses, an error says to contact the administrator.
You can use settings on the Passwords page to increase security at your site.
This option is initially off and a logout button does not appear on eRoom pages; members end an eRoom session simply by closing the browser window.
With this option turned on, members can end their eRoom session by clicking a logout button on any eRoom page that has a control bar (which includes My eRooms pages, but not wizard, dialog, or settings pages). When the logout button is available, members cannot save passwords from one eRoom login session to another, and the site setting that allows this is disabled.
Clicking "logout" does the following:
removes all eRoom cookies: the session cookie that provides a session ID, and the permanent cookie, which holds login name, password (encrypted), and client choice (browser or plug-in). This means that every time they log in to eRoom, members must re-enter their login name and password, and choose whether to use the browser only or the plug-in.
(plug-in
only) removes all cached files and files that were downloaded
for viewing or editing. If a member has not uploaded files that were downloaded
and changed, a message asks if they want to stay logged in (the initial
choice) or abandon their changes and log out. If they decide to log out,
the files are deleted, the edit reservations are released, and they are
logged out. If a file is open in an application that keeps a lock on the
file (such as a Microsoft Office application), however, the logout cannot
continue. In this case, they must dismiss the error, close the application
and the file, and then click "logout" again.
Logging out does not affect any files in the eRoom
Files for Offline Editing folder (i.e., files explicitly reserved
for editing via the access control
page).
displays a Logout page, which confirms that the eRoom
session has ended and includes a link to the eRoom Login page
This setting is initially off. When this option is turned on, the Login page includes a Save Password check box. With Save Password selected, members don't have to re-type their passwords every time they log in to the site. In this case, eRoom saves members' encrypted passwords on the client from one eRoom login session to another.
When the logout button is enabled for the site, this setting is disabled and members cannot save passwords on the Login page.
Note: While this is a convenient feature
for site members, you should consider the security risk that unauthorized
users can potentially gain access to eRooms just by clicking "OK"
on the Login page.
External-membership directories determine the password rules that apply to their members. You can manage the password rules for local community members, however, with these settings.
Rule |
When on (check box selected) |
Initial setting |
|
Members must change their passwords the first time they log in. |
Members must change passwords the first time they log in. |
Off |
|
Allows members to change their own passwords on their Member Information pages. |
On | |
|
Members must change their passwords every n months. |
Specify the number of months (n), after which members must change their passwords. |
Off |
|
Enables password recovery for local members who forget their passwords. This option requires that Members can change their own passwords. |
On | |
|
Passwords must have at least n characters. |
Specify the minimum number of characters (n) that member passwords must contain. |
Off |
|
Passwords must qualify as "complex" passwords. |
Members must choose "complex" passwords -- those having at least eight characters, and containing a combination of uppercase letters, lowercase letters, numbers, and symbols (at least three of the four). |
Off |
|
When members are created, their initial passwords are supplied by
|
Member passwords are initially set either by their creator, one at a time, or by their creator or the members, with batch creation available. In the first case, member creators set passwords for each new member individually. In the latter case, member creators have the option to set passwords individually, or leave the password field blank and let members set their own. When members can set their own passwords, member creators can create multiple members at once, instead of one at a time. |
their creator, one at a time |
eRoom checks the password-change rules after members click "OK" on the Login page, but before their My eRooms page appears. The Change Password dialog box appears automatically if any of the following conditions exist:
The member's password has expired.
The check box to change password on first login is selected, and the member has not changed it yet.
A minimum password length is specified and the password is too short.
In all of the above-mentioned cases, members must pick new passwords to enter the site.
eRoom locks accounts after a set number of login tries, or attempts to recover a password. When a member account locks, that member is denied access to the site until the account is unlocked.
failed login attempts
-- Specify the number of times (n)
within a certain time period (n
number of minutes) that members can try unsuccessfully to log in before
their accounts are locked.
Also, specify how accounts locked due to too many failed login attempts
within the specified time period can be unlocked: either by the site administrator and members
who can set passwords or
automatically
after n minutes.
failed attempts to
recover a password -- Specify the number of times (n)
members can try unsuccessfully to recover a password before their accounts
are locked.
When an account is locked due to too many failed attempts to recover
a password, it can only be manually unlocked by the site administrator,
community administrator, or other members who have permission
to set passwords.
Pick the means by which the eRoom Monitor authenticates member passwords.
Authenticate member passwords |
When on (radio button selected) |
Initial setting |
|
directly to the eRoom server |
The Monitor authenticates eRoom users with its own login dialog. |
On |
|
via a security proxy server that requires an HTML interface |
The Monitor authenticates eRoom users with a third-party authentication policy. |
Off |
|
via certificates |
The Monitor authenticates eRoom users with security certificates your site uses. |
Off |
Specify whether The Monitor can save encrypted passwords so that once logged into a site, users don't have to log in again to use the Monitor. If "via certificates" is selected, this setting is cleared and disabled.
If your site uses RSA SecurID
to open the member list of the SecurID
member group, where you can add members to or remove members from
that group.
To enable rights management for an eRoom site, you specify settings on the Rights Management page of Site Settings.
Important:
You need a separate IRM policy server for each eRoom site in which you
want to enable rights management.
Select this option to enable communities in the site to optionally make rights management available to their eRooms.
This option is initially off. If it is never selected, no rights-management settings for an eRoom, folder, or eligible files are shown in the site.
If rights management is enabled in a site, you can disable it by clearing this option and saving Site Settings. In this case, rights management is disabled in all eRooms in all communities in the site.
While rights management
is disabled, no new eligible content in the site can be protected. Existing
protected files remain protected, however, and you can still edit their
actual policies. Once rights management is disabled, eRoom and folder
policies no longer affect the files they contain. Therefore, actual policies
for protected files might differ from their effective policies while rights
management was enabled. Existing protected files continue to be identified
(in large icon view) by a "protected" symbol (
), and by notation on their Access Control
pages. New files have no rights-management settings.
If rights management is disabled in a site, you can re-enable it by selecting this option and saving Site Settings. In this case, rights management is re-enabled in all eRooms in all communities in the site that used rights management before it was disabled.
If any eRooms or folders are set to automatically protect files, all existing, unprotected Microsoft Office and Adobe Acrobat files in those eRooms or folders are automatically and permanently protected by a rights-management policy.
Specify the Server Name and Port number of the IRM policy server for your site.
If you do not specify a port number, eRoom uses 443 as the default port.
Important:
Because of the one-to-one relationship between an eRoom site and an IRM
policy server, the policy server name must remain consistent for a site.
If the policy server name changes in the future, users will be unable
to open protected file content. Therefore, during the testing phases of
an eRoom/IRM deployment, for example, administrators should decide whether
protected files added to the eRoom development and staging environments
will move into the production environment. If so, then the IRM policy
server used during development and staging must be the same server used
in production.
Specify the Login name and Password of the administrative account that eRoom uses to connect to the named IRM policy server. This account need not be an administrator account and can be any user created in the following manner:
Create a user in the IRM server.
Create a group with the created user a member.
Grant the following minimum permissions to the created group: View, Protect, and Delete Own.
Click "test" to check the site's connection to the IRM server by using settings in the Server Name, Port number, Login Name and Password fields. If eRoom connects with the IRM policy server, a message informs you that the connection succeeded. Otherwise, the appropriate error message appears.
Use the Provisioning page to define the provisioning rules at your site.
eRoom Advanced installation enables large eRoom sites to have multiple web, file, database, and indexing servers. Each server hosts eRooms or files from multiple facilities. You can define provisioning rules that determine which set of servers will handle eRoom files and facilities. Provisioning can be manual (explicitly specifying servers or facilities), or automatic.
If provisioning is automatic, eRooms and facilities might be created according to the rules of a particular provisioning group. Provisioning groups allow administrators and eRoom creators to group resources according to different types of eRooms or facilities. You can re-label provisioning groups to reflect the category you use to group sets of eRooms or facilities.
For example, to handle eRooms according to geographical divisions of your company, you might refer to your provisioning groups as "locations" and define different locations for North America, Asia Pacific, and Europe. When users create eRooms, they pick the "locations" to use, and eRoom provisions the eRooms according to the servers, communities, and facilities to which the locations are assigned.
Base your decisions about creating provisioning groups on your server resources and how you want to allocate them for use by eRooms and facilities.
See also: Moving
or reprovisioning a facility in Community
administration
One way to use provisioning groups is to provide template eRooms for users. For example, suppose you define two styles of eRoom (provisioning groups) called "Executive" and "Contractor" and assign both to a community called "Corporate". In that community, you create a facility called "Executives only" to which you assign the "Executive" style, and another facility called "Contractors only" to which you assign the "Contractor" style. In each facility, you create an eRoom using the appropriate style. In the eRooms, you provide a variety of items appropriate for the style of eRoom. For example, you might name the "Executive" style eRoom "Executive Workplace", and you could outfit it with a variety of planning and analysis tools (calendar, project plan, spreadsheet, and so on). Once you create the eRooms, you define them as templates. The next time you (or a member with "Can create eRooms" permission) create an eRoom in the "Corporate" community, you can pick either the "Executive" or "Contractor" style. Accordingly, the eRoom wizard will present the template eRoom associated with that style.
Pick whether provisioning eRooms and facilities at your site is automatic or manual.
If provisioning mode is automatic, you can use provisioning groups to determine where to create facilities and eRooms and/or to choose servers for My eRooms pages.
If provisioning mode is manual, you can use provisioning groups to choose servers for My eRooms pages.
See also:
To create a new facility in Community administration describes how these provisioning settings affect the task of creating facilities.
Creating eRooms describes how these provisioning settings affect the task of creating eRooms.
The "Provisioning Groups" table shows the name of each provisioning group at your site, and which servers and communities it is assigned to. When you create new provisioning groups, they appear here. Here is what you can do using this table.
To... |
Click in a row... |
Action |
|
|
Edit Provisioning Group page opens. | |
|
|
Removes the provisioning group from the site. |
To add a provisioning group, click 
. The Add Provisioning Group page opens.
Or, to edit a provisioning group, click 
next to its name. The Edit Provisioning Group
page opens.
Type or edit a Name,
Description (optional), and NickName for the provisioning group.
The description allows site administrators to record any details about
the provisioning group.
The nickname is used in the name of a facility that is created automatically
(in the create eRoom wizard) when there are otherwise no facilities for
the selected provisioning group. A number is added to make the name unique,
if necessary, when constructing a URL to eRooms in the facility.
Select the servers and communities
to which you want to assign the provisioning group.
These are the servers and communities that will be used for creating
eRooms and facilities at the site. Base your server selections on how
large or busy you expect that certain types of eRooms or communities will
be.
Click "OK" to add the provisioning group to the table, or to put your changes into effect.
You can replace the label "Provisioning Groups" with a term that describes what you use them for (such as "Location" or "Department"). The new term is what members see in place of "Provisioning groups" when they create eRooms and facilities. A more meaningful term provides better context for members, and can encourage better compliance with your provisioning strategy.
Type a new term in the "Label the Provisioning Group field:" box.
When you delete a provisioning group, it is removed from all lists where it appears (in the Create eRoom and Create Facility wizards, for example). Any files or databases on servers to which that group was assigned are not reprovisioned, and existing facilities in communities to which that group was assigned are not moved, but nothing tagged with that provisioning group in the future can be created on those servers or communities.
eRoom 7 can log sessions and usage statistics in a site-wide usage database and provide Web-based administrative reports. You can also export the usage reports as comma-separated Excel spreadsheets.
See: Usage reports
The eRoom Scheduler is a background process that runs on the servers at your site. The Scheduler runs nightly as well as background tasks throughout a 24-hour period.
Nightly tasks typically run overnight, but you can choose any specific time to run it. To do so, specify a time in the box labeled "Run nightly tasks at about".
Background tasks run according to the intervals set in the Server Tuning Settings dialog box in the eRoom MMC snap-in.
eRoom Advanced installation only: The Scheduler table
includes a row for each server in the site -- background tasks can be
specified independently for each server.
To enable or disable each task separately, select or clear the corresponding check box (all tasks are enabled by default).
When |
Scheduler Task |
Description |
|
Send email notifications |
eRoom members can request nightly change reports for each eRoom that tell them what has changed in that eRoom during the previous day. For this to work, you must also enter your SMTP mail server name on the Email page of Site Settings. | |
|
|
If you are using enterprise directories for any facilities on your server, the Scheduler automatically synchronizes the directories once a day, removing obsolete members and adding new ones to the appropriate facilities. To synchronize all directory connections in the site immediately, instead of waiting for the overnight synch, click "now". | |
|
|
Reconcile Instant Messaging Accounts (eRoom Instant Messaging Integration Services only) |
The scheduler runs a nightly reconciliation task (to get the latest counts of members using the IM networks, and those waiting to be provisioned). The job runs only on the default eRoom server (the one selected for nightly synchs). An error mail is sent to the administrator if there are any errors during the reconciliation (for example, unable to connect to the Gateway), or if there are insufficient identities to provision all users. |
|
|
Verify all Documentum Server links (eRoom Enterprise only) |
The Scheduler checks for and cleans up any broken links between eRoom and the Documentum Server repository. To verify all Documentum Server links in the site immediately, instead of waiting for the overnight synch, click "now". |
|
|
Enable site recovery |
|
|
Send immediate email notifications |
eRoom members can also request immediate email notification when a specific item is changed. | |
|
|
Check for email sent to inboxes |
eRoom enables inboxes to receive email by default. With this option selected, the Scheduler delivers email messages to eRoom inboxes. To prevent all inboxes in the facility from receiving email, clear this check box. (To receive email, you must also create an email account for the facility and enter its address in the Address to send to box in the Inboxes section of the Facility Settings page.) |
|
|
When new files are added to eRooms, the Scheduler indexes them so they will be included in eRoom searches. You can completely rebuild a facility's file index in Facility Settings. | |
|
|
In order to maintain consistency between Documentum Server-linked files in eRoom and the primary copies of the corresponding files in the repository, the Scheduler checks Documentum Server-linked files for changes to content or metadata, made in either eRoom or the Documentum Server, and flags the changed links in eRoom for notifications and unread information. When changes are detected, eRoom also updates the full-text index. You specify the interval between these checks in the Documentum Server Connection section of Site Settings. |
Settings on the Email page specify how eRoom handles outgoing email to eRoom members, and incoming email sent to eRoom inboxes.
Note: As
of eRoom 7.2, eRoom uses SMTP instead of POP3. See below
for information about how this change affects the email addresses of existing
inboxes.
The eRoom Scheduler uses your SMTP mail server to send change reports, eRoom and site invitations, and email alerts.
Specify the SMTP server name and port number.
In the Sender name box, specify what members will see in the "From" field when eRoom sends them email (change reports, invitations, and alerts).
Provide in the Error address box an email address (typically, yours) for the person who will receive error reports from the site. If the Scheduler encounters any problems while sending change reports or checking directories, eRoom sends email to this address describing the error.
After you enter an SMTP server name and an email address for error reporting, click "test" to make sure it works.
If your SMTP server supports it, you can tell eRoom to Use relaying which allows mail to appear to be sent from someone other than the actual sender.
eRoom needs its own, separate SMTP server so eRoom inboxes can receive email.
Decide whether eRoom members can create new inboxes in the site. Selecting Allow inboxes to be created in the site gives community administrators the option to allow or prevent the creation of new inboxes. Clearing this check box prevents new inbox creation site-wide (and disables the community-level option). Existing inboxes, however, continue to work, even if members cannot create new ones.
If you allow inboxes in the site, specify the Email address domain for all new (or copied and pasted) inboxes.
eRoom Advanced installation only: Pick the eRoom server on which the IIS SMTP Service is installed. (The SMTP service need only be installed on one eRoom server per site.)
Depending on your mail configuration, there might be a corporate "mail gateway" that routes all email from the Internet into the various internal mail servers. Other configurations might not have a gateway, in which case the eRoom server in the DMZ would get email directly. If inboxes on your site will receive email from outside a firewall, either the eRoom server or the mail gateway inside the DMZ must have a DNS entry that recognizes the email address domain for the inboxes on the eRoom site.
Contact your IT department to determine how you want to make the SMTP server available to internal and external email clients.
When your site is upgraded to 7.2, eRoom converts existing POP3 inboxes to SMTP inboxes. Existing inbox addresses change accordingly, as follows:
Pre-7.2 inboxes have email addresses like this:
Format: (eRoomURL_ObjectID)popaccount@company.com
Example: (development_0_425)mail_account@bigcompany.com
As of 7.2, inboxes have email addresses like this:
For a single community
Format: eroomurl.inboxname@eroom_server.company.com
Example: development.0_425@eroom.bigcompany.com
For more than one community
Format: communityname.eroomurl.inboxname@eroom_server.company.com
Example: engineering.development.0_425@eroom.bigcompany.com
Use the Project Plans page to manage site-wide default settings for project plans.
Site-wide setting |
Description |
Initial setting |
|
Task status (late vs. tardy threshold) |
A task whose actual progress is behind the expected progress by this percent or more is designated late. Specify the default site-wide threshold above which tasks change from being tardy to late. With progress reports enabled, individual project plans can override this default setting. |
15% |
|
Days of the week available for scheduling work in projects (non-working days are skipped). Select the check boxes for your site's default working days. Communities can inherit or override site-wide working days; individual projects may also inherit or override them. |
Monday through Friday | |
|
A list of dates designated as non-working days. The list is sorted first by date and then by description. If the list is empty, the message "No holidays" appears. To add a default site-wide holiday, click "add a site-wide holiday"
to open the Create Holiday page. Pick the date and (optionally) provide
a description. Click "OK". The holiday now appears in the list.
Once custom holidays are listed, you can edit them ( Communities can inherit or override site-wide holidays; individual projects may also inherit or override them. |
No holidays |
Use the Extensions page to make extensions -- small, custom applications for handling specialized eRoom tasks -- available to particular communities or to the entire site. Before extensions appear on the Extensions page, however, they must first be developed and deployed for the site.
For information on developing and configuring server extensions, refer to the Server Extension Programmers Guide book within the eRoom API Help.
Once you develop an extension, you must place all of the files (ASP pages, data files, DLLs, etc.) in a primary folder. This primary folder must then be placed in the ~Extensions folder within the same eRoom 7 file server directory that contains facility templates. Once an extensions primary folder is placed in the ~Extensions folder, it then appears on the Extensions tab of the Extension Manager administration tool. From here, you can configure your extension and update servers so that they have access to the extension.
From the Windows Start menu, choose Programs > eRoom Server > eRoom Server Administration.
The eRoom MMC snap-in opens.
Right-click the eRoom Folder.
Choose "Extension Manager".
The Extensions tab of the eRoom Extension Manager dialog opens.
Select the newly added extension
and click "Configure".
The Configure dialog appears.
Enter the information or select
the settings to complete the dialog.
If the extension includes an XML configuration file, some or all of
the settings may be supplied already.
If the extension is a custom command, and you do not specify any Item
types on which you want the command to appear, the command appears on
all applicable item types.
Click "OK".
Using the Windows Control Panel, stop all IIS services.
In the Extension Manager dialog, click the "Update Server" tab ("Update Local Server" for the multi-server version).
Click the "Start"
button.
The newly configured extension is distributed to the current server.
The extensions can now be enabled or disabled for individual communities
through the Extensions section of the eRoom Site Settings page.
Using the Windows Control Panel, re-start all IIS services.
Repeat steps 7-10 on all other servers in the site.
Note:
When running the extension manager on a site that contains a cluster,
the extension installation status for each cluster node will be displayed.
This can be seen on the Server Status tab of the eRoom Extension Manager
dialog. Cluster nodes are identified in the Server column as SiteServerName/ClusterNodeName.
From the Windows Start menu, choose Programs
> eRoom Server > eRoom Server Administration.
The ERSAdmin window opens.
Right-click the eRoom Folder.
Choose "Extension Manager".
The Extensions tab of the eRoom Extension Manager dialog appears.
Select the extension you would like to remove and click "Remove."
Confirm the removal.
Once an extension is developed and deployed, you can make it available to specific communities or to the entire site, or restrict its availability. However, some extensions (Event Handlers, Custom Viewers etc.) can be restricted only at the community level and cannot be restricted at the eRoom level.
On the Extensions page of Site Settings, locate the extension you want to make available.
Specify one of the four "Availability" modes.
The "Always off" and "Always on" modes do not allow
community administrators to change an extension for their communities.
In contrast, the "Off but can be turned on" and "On but
can be turned off" modes allow community administrators to determine
the extensions availability for their communities.
Click 
and pick the community or communities for
which you want the availability setting to apply.
Click "OK".
When you are finished setting availability for extensions, click "Apply" on the Extensions page.
If you have eRoom Instant Messaging Integration Services, use the Instant Messaging page to manage site-wide settings for instant messaging (IM) in eRoom.
Note: Microsoft Live Communication Server
(LCS) is the only IM network supported in the current release.
First, enter the Server name and, optionally, the Port number of the Instant Messaging gateway.
If the gateway is using SSL, select the check box labeled Use SSL to connect to this server.
Enter the Login name and Password for the Windows account that has access to the IM gateway. This is the account name and password that you provided to the IM Gateway installer.
Click "test" to verify whether the account name and its password are valid for the IM gateway.
Click "Apply" at the top of the Instant Messaging page to put the gateway and account settings into effect.
To enable your members to use an instant message network, you must create an eRoom identity for that network (an existing account for that network that will only be used by eRoom to send messages to your members). eRoom members using this network will be added to this accounts contact list, and messages from eRoom will be sent from this account. Each identity can support a limited number of members so you will need to create multiple identities if the site has more than that number of members using the network. An identity consists of an account name, and a password.
Click "add identity".
Specify the network the identity will use (Microsoft Live Communication Server, or LCS).
Enter the Account name and Password for the identity. The account name may appear in members' contact lists, so it should be descriptive of your site or company (for example, use "DesignAccount" instead of the cryptic "ER1579").
Click "test" to verify the connection to the selected IM network using the account name and password provided.
Click "OK" to put the identity account settings into effect and add the new identity to the Identities table. If this is the first identity created for a network, the network is automatically initialized.
Now select the check box labeled "This site supports Instant Messaging". (If this check box is clear, instant messaging is not supported in the site, and no IM-related UI appears in the product.) Click "Apply" or "OK" after selecting the check box.
The Identities table shows the identities that eRoom will use to access each network, and the member counts associated with each.
Instant Messaging Network: Shows the name of the IM network for the identities.
Identity:
Shows the account name provided for each of the network's identities.
To edit an identity, click . Following the identity rows, a row called
"unassigned" shows the count of members who have provided accounts
for that network, but haven't been assigned to an identity yet. After
a member-count update, the Status column in this row shows a message if
any new identities need to be added.
Members assigned to this identity: Shows the count of the members assigned to the identity.
Identity capacity: Shows the count of the maximum number of members who can be assigned to the identity.
(The Total row shows totals for the Members assigned and the capacity columns for all identities for the network.)
Status: Shows the status of the network -- The status is "online" if eRoom can connect to the network and the identity has logged in, or an error message if it cannot. If there are unassigned members, the Status column for the Total row shows the number of additional identities needed to provision the unassigned members.
(delete):
Click 
to delete an identity. If there are member accounts assigned
to the identity, those members will become unassigned, and a message provides
further information, in this case. Deleting the only identity for a network
means that the network will no longer be supported in your site. Deleting
the last identity disables instant messaging for the site.
To get new member information for all networks from the IM gateway, click "update member count".
You can choose to allow only certain members, or all members, to use
Instant Messaging in your site. Click to specify the site members who can be contacted
via instant message. Members with this permission have "Can be contacted
via instant message" on their member information pages.
When you add a member to the Instant Messaging permission group, eRoom monitors that member's IM presence. Not only can they be contacted via IM, but their presence is indicated via the member icons (where they appear), they can choose to receive notifications via IM, and you can send them alerts via IM.
