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This chapter provides a overview of Collaboration projects and outlines the basic steps required to create and manage projects. This chapter is intended for system administrators who are responsible for creating and maintaining projects in Collaboration. It includes the following sections:
Collaboration lets portal users work together by sharing documents, calendars, discussions, and task lists. These elements are combined together to form a Collaboration project, which is the main unit of Collaboration.
Collaboration lets you create multiple projects that are customized to the needs and goals of individual users. After you have set up a series of projects, users can select the projects they need to accomplish their work.
When a user selects a project, Collaboration displays information about that project and makes the project's functional areas available to the user. Functional areas are designed to facilitate teamwork among project members.
Each Collaboration project has its own set of objects and properties that are not shared with other projects. For example, documents added to Project A belong only to that project. Users in Project B have their own set of documents, and do not see those that belong to Project A. Similarly, each project has its own task lists, discussions, messages, and calendar.
The Project Explorer lets you perform all project management activities in a single window. Based on levels of access, different project functionality is accessible within a universal toolbar. If a user does not have permissions to perform a certain task, that task is unavailable in the tool bar.
The Project Explorer contains the following areas:
The Project Explorer is accessible from the My Projects portlet. Community managers can add this portlet to a community. Users can add this portlet to their My Page.
The application view can contain the following tabbed panes corresponding to the functional areas of a project:
Only the functional areas that are included in the project appear in the project's application view. For more information on setting the functional areas of a project see Selecting the Functional Areas for a Project.
This section describes the basic tasks required to create and manage Collaboration projects. It includes the following sections:
To create a project, you should perform the following basic tasks:
To create a project, a user must be granted the Manage Collaboration Projects activity right. For general information on activity rights, see the Administrator Guide for BEA AquaLogic Interaction (Plumtree Foundation). For information on granting Collaboration activity rights, see Activity Rights.
| Note: | After you have created a project, you cannot change the project template. |
The Search Service uses this information when indexing Collaboration objects.
For more information on general project settings, see the Collaboration Online Help. For more information on granting and restricting access to a project and other security related topics, see Providing Access to Projects.
After you have created a project, you must determine who has access to it. For information on adding users to a project and setting project security, see Providing Access to Projects.
Collaboration lets you control which functional areas are included in a project. To choose the functional areas of a project:
After you have created a project and determined who has access to it, you should add content to each of the functional areas. The types of tasks you might need to perform include:
After you have created and set up projects, you can manage them using the Project Explorer. This section describes the tasks you might need to perform to manage projects.
Once a project has been created, you can edit the following project properties:
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By default, Collaboration synchronizes user information with the portal once a day. |
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The Search Service uses this information when indexing Collaboration objects.
Collaboration lets you organize projects in a hierarchical series of folders and subfolders. To create a new project folder:
To move a project to a project folder:
You can use the same procedure to move a project folder to another project folder.
To delete a project or a project folder:
Collaboration places deleted projects in the Recycle Bin System Folder, which you use to remove and undelete projects that have been deleted.
If you want to disable a project that you might need to access later, you should archive the project instead of delete it. For more information on archiving projects, see Archiving and Restoring Projects.
Collaboration stores deleted projects in the Recycle Bin System Folder, This folder lets you remove and undelete projects that have been deleted. Only users with the Manage Collaboration Projects activity right can remove or undelete projects from the Recycle Bin System Folder.
Projects that are removed from the Recycle Bin System Folder are permanently removed from the system. Projects that are undeleted from the Recycle Bin System Folder are made available to users.
| Note: | Collaboration contains two types of recycle bins. Project Leaders use the Project Recycle Bin to remove and restore specific items that were deleted from projects, rather than specific projects. |
To remove and restore deleted projects from the Recycle Bin System Folder:
This section outlines the procedures required to provide access to a Collaboration project. For general security information about Collaboration see Working with Collaboration Security
This section describes the procedures to control who has access to a project. Collaboration lets you assign users to each of the security roles. Each role has its own set of Edit permissions. User types are portal users, groups, and community members.
For more information on security roles, see Working with Collaboration Security
Collaboration lets you change the default security settings for Project Members and Project Guests.
For information on how these settings affect each functional area of the project, see Providing Access to Projects.
To remove a portal user, group, or community member:
Project templates lets users create projects that are similar. Project managers and system administrators can use project templates to maintain consistency among the projects used within an organization.
The Search Service uses this information when indexing Collaboration objects.
For more information on date-shifting methods and template base dates, see Setting Project Template Base Dates.
The dates of tasks, milestones, and events in a project template are not significant on their own; their importance is based on the relative position between the dates in template and the base date.
When a new project is created from a project template, you specify a project start date. When the tasks, milestones, and events from the project template are copied to the new project, their dates are set relative to the project start date. This process is called date-shifting.
Collaboration lets you specify the following types of date-shifting when creating a project template:
You can assign the following access levels to project templates to control who has access to projects created from project templates:
It is also possible to control access to the project template itself. The Project Leader role can be used to:
Users assigned to the Project Leader role have full access to all parts of the project template. Users not assigned to the Project Leader role do not have access to any parts of the project template.
A Project Leader or system administrator can archive a project to make it inaccessible to project users. When a project is archived, it cannot be searched and notifications referencing it cannot be sent.
Archiving a project lets you remove inactive or completed projects without losing project data. When a project is archived, it is not removed from the Collaboration database. You can restore projects from the Archived Project folder to make them accessible to users.
Only users with the Manage Collaboration Projects activity right can archive projects or restore projects from the Archived Project folder.
The project is moved to the Archived Project folder.
To restore a project from the Archived Project folder:
The project is restored to top level of the Collaboration folder hierarchy.
The Collaboration Resources page lets you choose the projects that you want to export, and whether to export either all of their content (including their metadata) or their metadata only. Metadata includes the project's security information and other data such as the project's name, description, date created, and so on.
After you have configured this page and clicked Finish, the system generates .pte and .zip files of the projects. After this process has completed, a dialog box appears that contains a link to the .pte file, which contains portal and Collaboration objects. Click on this link to download the .pte file to your computer. The .zip file contains only Collaboration objects. You can access the .zip file in: <collab install>/migration/export
To access the Collaboration Resources page:
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