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This chapter provides information on the tasks required to administer and maintain Collaboration. It includes the following sections:
This section outlines the tasks that can be performed using the Collaboration Administration utility. It includes the following sections:
To access the Collaboration Administration utility:
The Diagnostics page provides diagnostic and configuration information about the various components of Collaboration. To access this page, you must be in the Collaboration Administrators portal group.
If there is a failure with one of the components, the Diagnostics page displays the failure, related settings, and a possible resolution. We recommend that you check diagnostics:
Each test returns one of these messages to the Status column:
The message provides a reason for failure and might provide troubleshooting recommendations.
This table describes the diagnostics that are provided for Collaboration's components:
If the portal is down, you can access the Diagnostics page by typing the following URL in a browser's address bar: http://<server_name>:<port_number>/collab/admin/diagnostic/index.jsp. For example: http://brettg-gx:8080/collab/admin/diagnostic/index.jsp.
| Note: | When you access the Diagnostics page by typing the URL, the JS Controls and Portal Connection tests are not visible. |
You can also perform diagnostic tests on the groupware servers that are integrated with Collaboration. For information on testing groupware servers, see Testing Groupware Servers
The following sections describe configuration options on the Miscellaneous Settings page.
If you want to limit the size of projects, select Enforce a Maximum Project Size, then type the size limit in megabytes. Set the storage space according to the anticipated number and size of documents or files and their revisions.
By default, Collaboration does not limit the size of projects. If a project size limit was previously set and you want to go back to the original setting of unlimited project sizes, clear the check box.
The size limit is for individual projects, not the entire collection of projects in Collaboration. This setting affects every project in Collaboration. A project administrator can define the maximum size for a specific project in that project's General Settings page; the size defined on that page cannot exceed the value that you type into the box next to the Enforce a Maximum Project Size check box.
| Note: | Collaboration includes objects in the Project Recycle Bin in its calculation of a project's memory usage. |
The personal projects feature lets users create and maintain their own personal project. A personal project contains documents, task lists, notes, and calendar features. To enable this feature, select Enable Personal Projects. To restrict the size of each personal project, type the size in megabytes.
By default, Collaboration does not limit the size of personal projects. If a project size limit was previously set and you want to go back to the original setting of unlimited project sizes, clear the check box.
After you have performed these steps, you must grant the correct activity rights to the groups you want to let use this feature by performing the following:
If you want your users to use Collaboration's desktop integration features, select Enable WebDAV. To be able to select and clear this check box, you must set the fullWebDAVAccessToThisServer node in the config.xml file to yes. Config.xml also includes other nodes that you must set for WebDAV. Changes that you make to this option are never carried over to config.xml.
If you want your users to edit Microsoft Office documents on their desktop, select Enable WebEdit. To be able to select and clear this check box, you must set the webEdit enabled node in the config.xml file to yes. Config.xml also includes other nodes that you must set for WebEdit. Changes that you make to this option are never carried over to config.xml.
If you want your users to upload multiple files and folders or map Web folders to Collaboration, select Enable bulk upload. To be able to select and clear this check box, you must set the bulkUpload enabled node in the config.xml file to yes. Config.xml also includes other nodes that you must set for Bulk Upload. Changes that you make to this option are never carried over to config.xml.
If you want your users to be able to download folders and multiple documents as .zip files, select Enable zip download. Type the size limit for the .zip file in the box. The download aborts if the .zip file exceeds the size limit.
If you want to hide project folders that contain only projects that users cannot access, select Hide project folders that contain only projects a user cannot access. By default, this check box is cleared.
| Note: | Enabling this option might cause the Project Explorer to perform more slowly due to the added security checks. |
If you want the maximum size of an uploaded file to be anything other than the default, type a number from 1 to 999 into the Maximum single file upload in MB box. The default is 10 MB. Collaboration always uses the setting that you configure here except during upgrade, when it uses the maxUploadMegabytes node in config.xml. Changes that you make to this option are never carried over to config.xml.
If you want the maximum number of characters in a message to be anything other than the default, type a number from 1000 to 99999 into the Maximum discussion message in characters box. The default is 16000. Collaboration always uses the setting that you configure here except during upgrade, when it uses the maxMessageChars node in config.xml. Changes that you make to this option are never carried over to config.xml.
The Holidays page lets you create, change the properties of and delete holidays from Collaboration's calendar. You can create a maximum of one holiday per day. Holidays appear on and affect every project calendar in Collaboration. You cannot create, edit or delete holidays from the Calendar portlets or projects.
You can set up Collaboration so that users can manually publish files into the Knowledge Directory ("KD") by configuring the Collaboration KD Content Source. The Collaboration KD content source must be configured before any publishing activity can take place. This section discusses how to configure the Collaboration KD content source. For more information on setting up crawlers for automatic importing of files into the Knowledge Directory, see Configuring Collaboration for Importing Files into the Knowledge Directory
To configure a content source for publishing to the Knowledge Directory:
| Note: | Once a document is published to the Knowledge Directory, access to the published version from the KD inherits the access settings of the parent KD folder. For example, if the Everyone group has Read access to the Knowledge Directory folder, the version of the Collaboration document published will be accessible from the KD by all users, including Guest Users. |
To configure a new groupware server:
If you are configuring a Microsoft Exchange back-end server, enter the following configuration information:
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If you are using a Lotus Domino back-end server, enter the following configuration information:
| Note: | Other tasks are required for groupware integration besides configuring this page. For complete information, see Integrating Collaboration and Groupware |
You can perform a diagnostic test on all of the groupware servers that are integrated with Collaboration.
Test results appear in the Status column for each groupware server. Each test returns one of these messages:
The message provides a reason for failure and might provide troubleshooting recommendations. The detailed error information can be found in the Collaboration log. You can find the log at:
You can specify the time when Collaboration Notification generates and mails summary notifications to project users. The summary job time is executed according to the machine time on which Collaboration is installed.
To configure the summary job time:
Additionally, end users can set the format (plain text or HTML) of notification e-mails that are sent to them by navigating to My Account, Collaboration Settings, Subscriptions and selecting the desired format. For details see Collaboration Online Help.
The Collaboration Administration utility lets you monitor the status of the Search Service and rebuild its data.
Collaboration provides the following information about the Search Service:
Rebuilding reconciles data between the Collaboration database and Search Service index. Since this is a lengthy and computationally expensive process, use the rebuild operation only when absolutely necessary.
To rebuild the Search Service database:
When Collaboration is configured, it is associated with a primary portal, known as the owning portal. Collaboration has a direct relationship with its owning portal, including access to the owning portal's database.
Every portal accessing Collaboration sends an authentication name and password. Collaboration uses this authentication information to ensure that the attempted access is coming from the owning portal. The owning portal is assigned a unique authentication identifier so that Collaboration can identify each portal.
Collaboration determines its owning portal based on the values specified in config.xml. However, you can also change the owning portal using the Collaboration Administration utility by performing the following:
You can configure crawlers to automatically import files from Collaboration into the Knowledge Directory. This section discusses:
For more information on setting up Collaboration so that users can manually publish files into the Knowledge Directory, see Setting Up Collaboration for Publishing
| Note: | Collaboration Content Crawlers are only supported with Foundation 6.0. |
You create content crawlers from the Collaboration Crawler Content Source to import files from Collaboration into the Knowledge Directory. You must use the Collaboration Crawler Content Source with Collaboration content crawlers. The authentication settings for the Collaboration Crawler Content Source must match the authentication settings in the Collaboration Remote Server object.
The API Service and the Automation Service must be installed for Collaboration files to be imported into the Knowledge Directory. For more information about installing them, see the Installation Guide for BEA AquaLogic Interaction (Plumtree Foundation).
To configure a content crawler for importing files from Collaboration into the Knowledge Directory, perform the following on the content crawler's Main Settings page:
By default, the maximum number of levels within the folder that the content crawler can access is unlimited. You can change this number using the Maximum number of levels to crawl drop-down list.
We recommend the following settings for content crawlers that import files into the Knowledge Directory:
Error information about content crawler jobs can be found in:
For more information about creating content crawlers, see Administrator Guide for BEA AquaLogic Interaction (Plumtree Foundation).
Documents that are published and crawled into the Knowledge Directory contain the Checked In By property, which is a Collaboration property that contains the name of the user who checked in the version of the document that is accessible in the Knowledge Directory. In order for the Checked In By property to be displayed, you must add it to the Global Document Property Map by performing the following:
This section describes the security model used by Collaboration. Collaboration security is based on the concept of roles, access levels, and activity rights. These are described in the following sections.
Collaboration security is set and managed through project roles. A portal user can access a project only when assigned a role in that project. Collaboration contains the following roles:
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Role assignments are project-specific, and the same portal user can have different roles in different projects.
Additionally, under the same role, users can have different permissions in different projects, because the role itself can have one set of permissions in one project and a different set of permissions in another.
All Collaboration objects have five levels of access that can be assigned to them. These access levels are:
Each access level inherits the rights of all lower access levels. By default, users inherit access levels directly from the project based on the roles they have been granted. Users who create objects are given Admin access to the object. Project leaders have the ability to remove owners from any object in the project.
Each role has an associated access level in each functional area of Collaboration. The following table shows what permissions each access level allows in each functional area:
Collaboration uses the following activity rights to grant access to various functionality:
To grant an activity right to a user:
For more information on using activity rights, see the Administrator Guide for BEA AquaLogic Interaction (Plumtree Foundation).
Collaboration provides default security settings that are automatically applied to a project when it is created. A system administrator can change these defaults across the entire Collaboration instance. However, Project Leaders can change default security settings for their individual projects.
Project security is a combination of:
This section describes the My Account settings that are specific to Collaboration. To access these settings:
The following pages are available from the Collaboration Settings page:
Lists all of a user's subscriptions. Users can manage their subscriptions, deleting the ones they no longer want and specifying the types of notification e-mail they want for each subscription. Users add notification subscriptions to documents and discussions by subscribing to them. Notification about tasks is managed by the person who creates the tasks, not by the subscribing user. Users can choose to receive:
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For more information on these settings see the Collaboration Online Help.
Collaboration uses multiple configuration files that let you customize and expand your deployment. These files are structured XML files. All of these XML files are located in: <collab_install_directory>\<version_number>\settings\config.
| Note: | Notification Service configuration files are located in <PT_HOME>\ptnotification\<version_number>\settings\config. |
For detailed information on configuration nodes contained in these files, see Working with Configuration Files
The following table provides a general overview of the configuration files:
The main configuration file for Collaboration. This file allows you to configure various advanced Collaboration settings, including connection information to other components that Collaboration uses (such as search and notification) and advanced settings for features such as bulk upload and WebDAV. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ . For more information, see config.xml
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Sets the document templates that are recognized by Collaboration. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ . For more information, see documentTemplates.xml
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Lists file types in Collaboration. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ . For more information, see filetypes.xml
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Configures Collaboration database settings. The configuration file is automatically updated during the installation of Collaboration. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ . For more information, see database.xml
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Configures the connection to the Document Repository Service. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ .
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Controls the logging and profiling functionality of Collaboration. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ .
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Manages Collaboration caches. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ .
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Controls object migration in Collaboration. By default, it is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ .
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| Note: | You create holidays by using the Holidays page in the Collaboration Administration Utility. If you used a pre-4.1 version of Collaboration, you can refer to the holidays.xml configuration file when creating holidays. This configuration file is disabled and only exists for your reference. |
Collaboration writes log messages to:
| Note: | You must set up logging utilities for Collaboration logging before you configure ALI Logging Spy to display Collaboration messages. |
To set up Collaboration logging, you use the OpenLog section of the audit.xml file. By default, the audit.xml file is installed in <PT_HOME>\ptcollab\4.1\settings\config, where <PT_HOME> is, by default, C:\Program Files\plumtree\ . The following is an example of this section and a description of each of the nodes in the section:
<openlog enabled="yes">
<serverName value=""/>
<restrictToLocalMachine value="no"/>
</openlog>
This node enables or disables OpenLog. By default, openlog enabled is set to yes.
During installation, the Collaboration installer sets the Collaboration logging name to:
collab.[machine-name].[user-name]
In this default, machine-name is the name of the machine on which Collaboration is installed. user-name is the name of the user who runs the installer.
You can override the default Collaboration logging name by typing your own string into the <serverName value> node. The string that you enter must meet these criteria:
The <restrictToLocalMachine> XML node enables or disables remote spying of Collaboration log messages. When the value is no, instances of ALI Logging Spy that run on other machines on the network can receive log messages from Collaboration. When the value is yes, only instances of ALI Logging Spy that run on the machine on which Collaboration is installed can receive log messages from Collaboration. The default value is no.
For successful remote spying of Collaboration log messages, you must configure the network to allow UDP multicast messages between the machine on which Collaboration is installed and the machine on which ALI Logging Spy is installed. For help with this, see your network administrator.
This section discusses how to configure ALI Logging Spy (formerly "Plumtree Logging Spy") to display Collaboration messages.
| Note: | You must set up logging utilities for Collaboration logging before you configure ALI Logging Spy to display Collaboration messages. For more information, see Setting Up Logging Utilities for Collaboration Logging |
To configure ALI Logging Spy to display Collaboration messages:
Server names exists in the <serverName> nodes of the openLog section in the audit.xml file.
When you add a server as a message sender, it appears as a tree structure in the Filter Settings window. Click the plus sign to expand the server and see a list of its message-sending components.
The checkbox next to each component has three states:
The filter settings in ALI Logging Spy are independent of the logging levels specified in Collaboration's audit.xml file. The settings in audit.xml affect only the messages written to the collaboration.log file and do not affect the messages that appear in ALI Logging Spy. Conversely, the settings in ALI Logging Spy have no effect on the messages written to the collaboration.log file.
Because the filter settings in ALI Logging Spy are independent of the settings in audit.xml, you can use ALI Logging Spy to debug problems with Collaboration without changing the logging level in audit.xml and restarting Collaboration. To do this, launch ALI Logging Spy and enable the Debug logging level on all relevant components to view debug messages from Collaboration.
| Note: | When you enable the Debug logging level in ALI Logging Spy, you affect Collaboration performance. Do not leave debug logging enabled in ALI Logging Spy for long periods of time when it is used with an installation of Collaboration that is used in a production context. |
This section discusses how to back up and restore Collaboration.
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