Docstoc

Eroom Software

Document Sample
Eroom Software Powered By Docstoc
					   What’s New in eRoom Version 7




                    Provided by:

The TW Share Team – Turner Broadcasting System, Inc.

                   June 29, 2004


                                                       1
                                   Table of Contents

Welcome to eRoom Version 7 ______________________________________________ 3


Section I: What’s New & Improved in eRoom Version 7_____________________ 4
    New Look and Feel: _____________________________________________________________ 5
    The Task Summary _____________________________________________________________ 6
    “My eRooms” ___________________________________________________________________ 6
    Site-wide search with relevance ranking ________________________________________ 7
    Copy and Paste _________________________________________________________________ 7
    Alert Functionality ______________________________________________________________ 7
    Project Plan ____________________________________________________________________ 8
    New User Management _________________________________________________________ 9
    New Usage Reporting___________________________________________________________ 9
    Browser Support and Windows Plug-In _________________________________________ 9
    Microsoft Office / Web Folders Integration _____________________________________ 10


Section II: Mini-Tutorials _________________________________________________ 11
Tutorial #1. Updating the eRoom Version 7 Plug-In _______________________ 11
Tutorial #2. Using the new eRoom Project Plan ___________________________ 16
    Creating a Project Plan ________________________________________________________ 16
    Adding Tasks to a Project Plan _________________________________________________ 18
    Project Plan Icons and Buttons ________________________________________________ 21
Tutorial #3. Accessing Your eRoom _______________________________________ 22
    Accessing eRoom with the Invitation Link ______________________________________ 22
    Accessing eRoom via the “My eRoom” Plug-In (Windows Users)________________ 25
    Accessing eRoom by entering a specific eRoom URL ____________________________ 27


Section 3: Additional Resources __________________________________________ 28




2
                                                                             What’s New in eRoom Version 7




Welcome to eRoom Version 7
In managing our diverse portfolio of businesses at Time Warner, we work in a world that crosses
cultures, departments, time zones, and organizational boundaries.

eRoom is a highly flexible collaborative environment that enables people to work closely toward common
goals, deliverables and outcomes—both within the enterprise and beyond.

Since 1999, eRoom has been in use at Time Warner as a tool that enables us to bring together people,
processes, and content more efficiently than ever before.

The Time Warner eRoom support team is improving your eRoom environment by upgrading the current
Version 6 environment to Version 7.

Version 7 provides a great new look and feel as well as significant functionality updates. More
importantly, it will offer us more flexible architectural options in managing eRooms and users.

A detailed description of the new features of Version 7 can be found in our new Version 7 Upgrade
eRoom which you will find in your eRoom directory or on the internal server located at:

https://www.twshare.com/eRoom/aoltw/Version7Upgrade.

This document serves as a quick guide that will introduce you to some of the newer features, offers mini-
tutorials, and provides instructions on what to do when the new environment is available.




                                                                                                         3
Section I: What’s New & Improved in eRoom Version 7
As an eRoom user, you will appreciate the new and improved features that Documentum has added as
part of eRoom Version 7 to accelerate and improve projects across the extended enterprise of customers,
partners, and suppliers.

You should find transitioning to the new look and feel of eRoom Version 7 to be no problem. However,
there are some minor differences and changes.

New and Improved Features include:

           New Look and Feel
           The Task Summary
           ―My eRooms‖
           Site-wide search with relevance ranking
           Copy and Paste
           Alert Functionality
           Project Plan
           New User Management
           New Usage Reporting
           Browser Support and Windows Plug-In
           Microsoft Office / Web Folders Integration

Each of these features is described in more detail below.




4
                                                                          What’s New in eRoom Version 7


New Look and Feel:
eRoom now provides users with a new look that will enhance the users experience. While this is mostly
cosmetic, here is a comparison of a template eRoom in Version 6 and Version 7:

eRoom Version 6:




eRoom Version 7:




                                                                                                        5
The Task Summary

The first item you may notice is the new left navigation bar. eRoom Version 7 provides a new, 3-tab
interface at the top of the navigation pane on the left of the screen.

In addition to the display of the navigation map and the search box, eRoom Version 7 adds a third tab
that lets you see your active tasks within the eRoom. The Task Summary page lists all entries from all
databases and project plans in the eRoom to which you are assigned, either directly or through a group
or role, as an owner. This allows you to see your task list on the left of the screen while working on the
task details in the main window.




“My eRooms”

eRoom Version 7 includes a new and improved My eRooms page. eRoom now provides users with a
single place to visit in order to access their personalized list of commonly accessed eRooms.

eRoom Version 7 extends My eRooms to include a server-side location, so users can access it from any
workstation; a customizable list of ―Active‖ eRooms as well as a listing of all eRooms that are available to
that user; site-wide search capabilities; and the ability to update personal profile information.




6
                                                                              What’s New in eRoom Version 7



Site-wide search with relevance ranking

Searching has been enhanced in eRoom Version 7. eRoom now provides one single place to go in order
to locate content or workspaces, no matter where they are within the larger site environment.

When you visit the My eRooms page, you can initiate a full-text search for content across all eRooms to
which you have access. The search results returned are ranked in order of relevance and have
contextual information to assist in locating found items.




Copy and Paste

Items can now be cut/copied and pasted (or dragged and dropped) between eRooms, regardless of the
site, facility, or server each eRoom is in. Database templates can also be copied and pasted from one
facility to another.

Alert Functionality

eRoom Version 7 provides alert functionality solely via email.

The instant message alert option present in eRoom 6 is no longer available.




                                                                                                         7
Project Plan

A new item type called a ―Project Plan‖ is now available within eRoom.

The Project Plan can be used to organize, manage, and report on complex and interdependent project
tasks and milestones.

You can use this tool to capture all of the work items associated with projects. This provides quick
visibility into task relationships, dependencies, resource availability, progress, status, and level of
completion – all within a very flexible collaborative environment.

It also enables users to update and report on the progress of their own project items from within
their work environment.

Items can be viewed in a Gantt chart format or a more detailed task view.

eRoom also notifies users when a progress report is needed and tasks assigned to them are displayed in
the task section of the navigation pane.

For more information on how to use the new Project Plan item, see the detailed mini-tutorial in the
second section of this document.




8
                                                                              What’s New in eRoom Version 7



New User Management

The process for selecting a user within a large member list has been improved. The tabbed
alphabetically sorted selection interface reduces the number of clicks needed to select users.

There is one member list for the entire site, which eliminates redundant server member list management.

The site member list can also contain communities of users, which provide more flexible options to
administrators. Communities can also be public or restricted.




New Usage Reporting

Logging of user activity within the entire eRoom site is now consolidated in a single SQL database for
easier access to relevant usage data. Results can be filtered by time period, servers, user communities,
eRooms, or members.

Browser Support and Windows Plug-In

eRoom Version 7 supports current versions of many popular browsers in use today, including Internet
Explorer, Netscape 7, Mozilla, and Apple Safari.

Windows users can also choose to install the eRoom plug-in which allows seamless functionality with the
desktop. Features supported with the plug-in are Drag and Drop Copying, a Rich Text Editor, a system
tray icon that allows instant access to your ―My eRooms‖ links, and Outlook Synchronization.




                                                                                                           9
Microsoft Office / Web Folders Integration

eRoom Version is also well integrated with Microsoft Office 98/2000/XP applications.

Office files can be accessed and saved directly to an eRoom allowing the user to stay within the Office
product while completing their work.

Users can launch an eRoom from Outlook and use Outlook as a personal dashboard for tracking mail,
tasks, contacts, and projects within eRooms.

eRoom tasks and events can be synchronized with Outlook.

eRoom supports the WebDAV environment for Web Folder navigation within Office and supported
operating systems.




10
                                                                             What’s New in eRoom Version 7


Section II: Mini-Tutorials


Tutorial #1. Updating the eRoom Version 7 Plug-In
If you have the Windows plug-in installed, you will be prompted to update it when you first log into
Version 7. This will happen as follows:

        Step 1: Enter the eRoom URL into your browser’s address bar.

                     Result: The Plug-In Update screen appears.




        Step 2: Select the Update the eRoom plug-in software radio button and click                     .

                     Result: The plug-in download process is started.




                                                                                                       11
     Step 3: The self-extracting exe will start the software installation process.

                     Result: The Welcome to eRoom 7.0-installation screen appears.




     Step 4: Click              to begin the install process.

                     Result: The eRoom Plug-in Setup: Please Wait message is displayed.




                             Note:     If you are running both Microsoft Internet Explorer and Netscape
                                       Navigator, the following screen will appear:




12
                                                                     What’s New in eRoom Version 7




                                 Click             to continue the installation process.

Step 5: Once the installation process is complete, you will be prompted by the following screen:




           Click             .

             Result: The eRoom Monitor icon -            - appears in your system tray and the
                      plug-in update for Version 7 is installed.




                      – and –

             Result: The eRoom login screen appears.




                                                                                                 13
                          Note:     If you are logging into an eRoom that resides outside of the
                                    Corporate firewall (i.e. an External eRoom), you will see the
                                    following login screen:




     Step 6: Enter your username (your complete email address – john.smith@company.com) and
               password and click               .

                 Result: The Password Recovery page appears. The password recovery feature
                         is an extra security step that requires users to answer a secret question
                         when they have requested a password reset.




14
                                                               What’s New in eRoom Version 7


Step 7: Select a recovery question from the dropdown, enter your recovery answer and click
                       .

            Result: The My eRooms page appears and lists all of the eRooms to which you
                     have access.




                                                                                          15
Tutorial #2. Using the new eRoom Project Plan

The Project Plan is a new item available in Version 7 that can be used to organize, manage, and report
on complex and interdependent project tasks and milestones.

You can use this tool to capture all of the work items associated with projects. This provides quick
visibility into task relationships, dependencies, resource availability, progress, status, and level of
completion – all within a very flexible collaborative environment.

It also enables users to update and report on the progress of their own project items from within
their work environment.

Items can be viewed in a Gantt chart format or a more detailed task view.

eRoom also notifies users when a progress report is needed and tasks assigned to them are displayed in
the task section of the navigation pane.

The following tutorial walks you through creating a simple project plan.

Creating a Project Plan


        Step 1: Click             on the eRoom command bar.

                        Result: The Create Item screen appears.




16
                                                                     What’s New in eRoom Version 7




Step 2: Click              .

                Result: The Create a Project Plan screen appears.




Step 3: Enter the title for the project plan in the Pick a name for this project plan field.

Step 4: Select the Project Start date.

                         Note:   To see a calendar, click     .

Step 5: Select the date the week begins on using the Week begins on drop-down.

Step 6: Set the remaining parameters for the project plan.

        Parameters include:

                   Include space for comments and votes
                   Include box for attachments
                   Keep change logs
                   Enable/Disable progress reports and set frequency

                         Note:   By default, the project plan will use the standard work week
                                 (Monday – Friday) for scheduling. To modify the Working
                                 Days and Holidays for the project plan, select the Use
                                 custom days unique to this project plan radio button and
                                 follow the on screen prompts.


Step 7: Once all the project plan parameters are set, click              .




                                                                                                17
                       Result: The Project Plan is created.




Adding Tasks to a Project Plan

       Step 1: Select the project plan icon -        - in your eRoom to open your project plan.

                       Result: The selected project plan is opened.




       Step 2: Click            .

                       Result: The Create Task screen appears.


18
                                                                     What’s New in eRoom Version 7




Step 3: Enter all the information for the task into the Create Task page.

                       Note:    To assign task Predecessors, click          and follow the on
                                screen prompts.


                       Note:    To recalculate the project timeline, click            and the
                                task calendar time span will be displayed in the Start and
                                Finish fields.


                       Note:    To assign resources to this task, click      and select the task’s
                                resource from the eRoom member list.



Step 4: Once all information for the task has been entered, click                .


                       Note:    To create multiple tasks, click                 instead of
                                               once all the task information is entered.

             Result: The project plan appears with the new task showing in the Gantt chart.




                                                                                                 19
     Note:   To see the details of any task, click    and the Task Detail
             screen appears.

     Note:   To edit the details of any task, click   and the Edit Task screen
             appears.




20
                                                                         What’s New in eRoom Version 7


Project Plan Icons and Buttons

         Project Plan Icons and Buttons
                                 Allows for entry of a new task in the project plan.

                                   Displays the project plan in Gantt chart view.
                                   Displays the project plan in task list view
                                   Allows sorting of tasks by all tasks, all unfinished
                                   tasks, my tasks and my unfinished tasks. The default
                                   is all tasks.
                                   Allows grouping of tasks by resource and category.
                                   The default is ungrouped.
                                   Allows display of the project plan Gantt chart in
                                   weeks, in months, or in quarters.
                                   Allows you to move the Gantt Chart back one
                                   measurement of time, based on the selection of in
                                   weeks, in months, or in quarters.
                                   Allows you to move the Gantt Chart forward one
                                   measurement of time, based on the selection of in
                                   weeks, in months, or in quarters.
                                   Allows you to enter the start date for the Gantt Chart
                                   view.
                                   Allows you to pick the start date for the Gantt Chart
                                   view from a calendar.
                                   Moves the Gantt Chart to the selected start date in
                                   the start chart on date field.
                                   Moves the Gantt Chart start date to the current
                                   system date for the regardless of the date in the start
                                   chart on date field.
                                   Shows the tasks with work remaining for the
                                   project in the Gantt Chart view.
                                   Shows the tasks that are completed for the in the
                                   Gantt Chart view.
                                   Shows the tasks that are not required for project
                                   completion in the Gantt Chart view.
                                   Shows the milestones for the project in the Gantt
                                   Chart view.
                                   Shows the overall duration of the project in the
                                   Gantt Chart view.




                                                                                                   21
Tutorial #3. Accessing Your eRoom
There are three ways to access an eRoom:

          By Invitation link
          Via the ―My eRoom‖ Plug-In (Windows Users)
          Entering a specific eRoom URL

Accessing eRoom with the Invitation Link

       Step 1:     When you are invited to an eRoom, you will receive an e-mail message with a link
                  inviting you to the eRoom.




22
                                                                     What’s New in eRoom Version 7


Step 2: In the email invitation, click the link to the eRoom.

              Result: The eRoom login screen appears.




                        Note:    If this is the first time you have logged into eRoom Version 7,
                                 you will be prompted to select an eRoom mode of ―Browser
                                 Only‖ or ―Plug-in‖. The preferred mode for Windows users is
                                 ―Plug-in‖.

                        Note:    If you are logging into an eRoom that resides outside of the
                                 corporate firewall (i.e. an External eRoom), you will see the
                                 following login screen:




                                                                                                   23
     Step 3: Enter your username (your complete email address – john.smith@company.com) and

               password and click       .

                 Result: The My eRooms page appears.




24
                                                                            What’s New in eRoom Version 7


Accessing eRoom via the “My eRoom” Plug-In (Windows Users)

Windows users with the plug-in installed can access via a system tray icon on their desktops. It contains
links to all of the eRooms to which you belong.

        Step 1: Click the eRoom Monitor icon -        - located in the Windows system tray.

                     Result: The eRoom Monitor menu appears.




        Step 2: Select My eRooms from the menu.

                     Result: The eRoom login screen appears.




                                                                                                       25
                            Note:    If you are logging into an eRoom that resides outside of the
                                     corporate firewall (i.e. an External eRoom), you will see the
                                     following login screen:




     Step 3: Enter your username (your complete email address – john.smith@company.com) and

                password and click         .

                  Result: The My eRooms page appears with all of your eRooms listed.




     Step 4: Click any of the eRoom titles to enter into an eRoom.

                  Result: The selected eRoom is opened.




26
                                                                               What’s New in eRoom Version 7


Accessing eRoom by entering a specific eRoom URL

Every item in eRoom has a unique URL. When you enter this URL into your browser you will be
redirected to a login screen if you are not currently logged in, and then passed to the correct location.

        Step 1: Open your web browser and type the desired eRoom URL into the Address Bar and hit
                  Enter on the keyboard.

                      Result: The eRoom login screen appears.




                                Note:    If you are logging into an eRoom that resides outside of the
                                         corporate firewall (i.e. an External eRoom), you will see the
                                         following login screen:




        Step 2: Enter your username (your complete email address – john.smith@company.com) and

                    password and click          .

                      Result: The eRoom with the URL that was entered into the Address bar is opened.
                                                                                                            27
Section 3: Additional Resources


eRoom Online Help

Click   in the top right of your eRoom to access the eRoom Online Help module.

eRoom Courseware: Getting Started with eRoom Web Based Training

Internal eRoom Users: https://www.twshare.com/training/launch.htm
External eRoom Users: https://eroom.twshare.com/training/launch.htm

Time Warner procured the ―Getting Started with eRoom‖ Web-based training course from
Documentum Educational Service. The module is a blend of functionality and best practices
education that ensures all team members gain a comprehensive understanding of the eRoom
application.

Version 7 Upgrade eRoom:

Internal eRoom Users: https://www.twshare.com/eRoom/aoltw/Version7Upgrade
External eRoom Users: https://eroom.twshare.com/eRoom/aoltw/Version7Upgrade

The "Version 7 Upgrade" eRoom is an eRoom maintained by the TWShare team that includes all
the details and technical information about the upgrade, including the upgrade calendar and
procedures.

Documentum Website:

http://www.documentum.com/eroom/
The Documentum website offers information about eRoom and other Documentum software.

Useful Documentum Links:

10-Minute Version 7 Tour (Registration Required):
http://www.documentum-info.com/mk/get/10-31-03_EROOM7_FLASH

Studio D (Registration Required):
http://studiod.documentum.com/
This exclusive Documentum customer community lounge provides Documentum information
and avenues for communicating with other Documentum users and contains an eRoom.

Customer.Net (Documentum User Resource):
http://customernet.documentum.com/

Links to Other Documentum Forums:
http://customernet.documentum.com/developer/supportoptions.html



28

				
DOCUMENT INFO
Description: Eroom Software document sample