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Configuring Advanced Collaboration Features

This appendix outlines the procedures required to install and configure advanced Collaboration features.

 

Making the Collaboration Office Tools Add-In Installer Available to End Users

The Collaboration Office Tools Add-In lets end users choose from several check-in options and type additional check-in comments. The Add-In dialog appears after users edit and close a document either from WebEdit or within the Web folder on their personal computer.

The Collaboration Office Tools Add-In must be installed on the machine of each user who may want to use the Add-In. WebEdit, however, still functions correctly without the installation of the Add-In. You can either push out the Add-In's installer to your users or have them download it.

To push out the installer to end users, use the .msi file appropriate to your language:

All .msi files are located in:

<ImageService>/plumtree/collab/private/applets

To make the installer available to be downloaded by end users, set the
docman.webEdit.installOfficeTool¯sPopUp.enabled parameter in config.xml to yes.

The installer, ALICollaborationOfficeTools.exe, is located in: 

<ImageService>/plumtree/collab/private/applets

 

Enabling Personal Projects

The personal projects feature allows users to create and maintain their own personal project. A personal project contains documents, task list, note, and calendar features. After this feature is enabled, personal projects are not created in Collaboration until a user selects their personal project link from the My Project portlet.

To enable this feature:

  1. Click the Administration tab.
  2. Select the Collaboration Administration utility.
  3. Click Miscellaneous Settings.
  4. Select Enable personal projects.

After you have performed these steps, you must grant the correct activity rights to the groups you want to allow to use this feature:

  1. Click the Administration tab.
  2. Select the Activity Manager utility.
  3. Click Own Collaboration Personal Project.
  4. Click Add Group.
  5. Select the groups you want to add.
  6. Click OK.
  7. Click Finish.
Note: The Own Collaboration Personal Project activity right also allows users to map Web folders to Collaboration projects. For more information, see the Administrator Guide for BEA AquaLogic Interaction Collaboration.

 

Enabling Bulk Upload

The Bulk Upload feature allows users to upload multiple documents or to copy a folder hierarchy from a local machine to Collaboration. To enable this feature:

  1. If you did not choose to enable the Bulk Upload feature during installation, you must edit config.xml and set the bulkUpload.enabled element to yes.

    2. Alternatively, you may enable Bulk Upload by using the Collaboration Administration utility.

    1. Click the Administration tab.
    2. Select the Collaboration Administration utility.
    3. Click Miscellaneous Settings.
    4. Click Enable bulk upload.
  2. Grant the corresponding activity rights by performing the following:
    1. Click the Administration tab.
    2. Select the Activity Manager utility.
    3. Click Enable bulk upload.
    4. Click Add Group.
    5. Select the groups you want to add.
    6. Click OK.
    7. Click Finish.

Client Requirements for Using Bulk Upload

This section describes the client settings required to use the Bulk Upload feature. After Bulk Upload has been enabled, the following software must be installed on the client machine:

When a user attempts to use the Bulk Upload feature, the browser verifies if the Java Runtime Environment and the Java Plug-in are installed. If they are not, the user will be prompted to download and install them.

If they are installed, the Java Plug-in attempts to load the Bulk Upload applet. If the applet is not found, it is downloaded from the Image Service. The user is then prompted to trust the applet. Users should answer "Always" when prompted to trust the applet.

For more information on configuring Bulk Upload, see the Administrator Guide for BEA AquaLogic Interaction Collaboration.

 

Configuring Groupware Integration

Collaboration allows you to integrate either a Microsoft Exchange or Lotus Domino groupware server. For more information on which groupware servers are supported, see Hardware and Software Requirements The Groupware Integration feature lets users:

For complete information on configuring and administering groupware integration, see the Administrator Guide for BEA AquaLogic Interaction Collaboration.

Note: Groupware Integration is not necessary for users to employ the E-mail a Project feature. For more details on the E-mail a Project feature, see Administrator Guide for BEA AquaLogic Interaction Collaboration.

The following initial procedures are required to configure groupware integration:

  1. Edit config.xml or use the Collaboration Administration utility to enable Groupware Server integration.

    2. The following fields in config.xml are required to enable groupware integration. These fields are configured by the Collaboration installer. The application server running Collaboration must be restarted for changes to config.xml to take effect.

Note: The groupware-specific elements of the user interface will not appear until you have configured at least one groupware server.
Table B-1 config.xml fields for Groupware Integration
Field
Description
groupware.enabled
This field enables or disables groupware integrations. Its valid values are:
  • yes: enables groupware integration
  • no: disables groupware integration
groupware.type
This field sets the backend server type. The valid values for this field are:
  • exchange: sets the server type to Microsoft Exchange.
  • notes: sets the server type to Domino.
groupware.soapServerURL
This is the URL to the Exchange Remote API. This setting is only used with Microsoft Exchange. For information on installing this component, see Installing the Exchange Remote API
  1. Configure a groupware server:
    1. Click the Administration tab.
    2. Select the Collaboration Administration utility.
    3. Click Groupware Servers.
    4. Click Add Server.
    5. Enter the configuration information.

      6. If you are using Exchange, enter the following:

      Table B-2 Collaboration Administration Exchange Integration
      Field
      Description
      Server Name/IP/URL
      The server name, IP address, or URL of the groupware server.
      Note: If you are upgrading Collaboration, you should use the value of the serverURL element in the 3.x version of the configuration file and add the http:// protocol prefix.
      Example: http://mail.company.com/exchange
      Alias
      An optional descriptive name for this groupware server.

      If you are using Lotus Domino, enter the following:

      Table B-3 Collaboration Administration Lotus Domino Integration
      Field
      Description
      Server Name/IP/URL
      The server name, IP address, or URL of the groupware server.
      Note: If you are upgrading Collaboration, you should use the value of the serverURL element in the 3.x version of the configuration file and add the http:// protocol prefix.
      Example: mail.company.com/notes
      Alias
      An optional descriptive name for this groupware server, which will be available to end users.
      Example: MyCompany Notes Server
      Server Port
      If your server port number is other than 80, type a port number; otherwise leave this blank.
      Proxy Host/Firewall Port
      If you are using a proxy server or a firewall, type the host name; otherwise leave this blank.
      Use SSL
      If you are using https, select the check box.
      HTTPS Port
      If you are using an https port number other than 443, type the port number; otherwise leave this blank.
      Session Based Authentication
      If you are using form-based authentication (cookies), select this; if you are using basic authentication, clear the check box.
      Notes Server Temp Dir
      Type the local directory of the Lotus Domino server that stores the attachments.
      Notes Server Temp UNC
      Type the UNC path of the directory of the Lotus Domino server that stores the attachments. This should be the same directory that you typed in the Notes Server Temp Dir text box. For example: \\<Lotus Domino server name>\<folder name>.

  2. User account setup

    3. In order to use groupware integration, each user must perform the following steps to configure their account:

    1. Log in to the portal.
    2. Click My Account.
    3. Click Collaboration Settings.
    4. Click Calendar Synchronization.
    5. Enter the required connection information.
    6. Click Finish.

 

Configuring Publish to Knowledge Directory

To configure the Publish to Knowledge Directory feature:

  1. Click the Administration tab
  2. Select the Collaboration Administration utility.
  3. Click Publish to Directory.
  4. Click Configure a Content Source.
  5. Choose Collaboration KD.

    6. This data source is pre-configured when the Collaboration6.pte file is loaded into the portal.

  6. Click OK.

For futher information on configuring Collaboration for importing files into the Knowledge Directory refer to the Administrator Guide for BEA AquaLogic Interaction Collaboration.

 

Enabling WebEdit

WebEdit simplifies the process of editing a document in Collaboration. Using this feature a user can edit a Microsoft Office document "in-place," without having to perform check-ins, check-outs, uploads, and downloads.

The WebEdit feature is implemented using the WebDAV protocol. If you chose this optional component during installation, the Collaboration installer installs the WebDAV protocol and sets values specific to WebEdit in the configuration files. For more information on configuring WebEdit see the Administrator Guide for BEA AquaLogic Interaction Collaboration.

To use WebEdit, an end user's browser must not be configured to disable Microsoft ActiveX controls.

The Collaboration Office Tools Add-In must be installed on the machine of each user who wants to use the Add-In (WebEdit, however, still functions correctly without the installation of the Add-In). You can either push out the Add-In's installer to your users or have them download it. For details on making the Collaboration Office Tools Add-In Installer available to end users, see Making the Collaboration Office Tools Add-In Installer Available to End Users

 

Enabling Map a Web Folder

The Map a Web Folder feature allows a user to map a Network Place on their personal computer running Microsoft Windows to the document hierarchy in Collaboration. This allows the user to view the document hierarchy using Windows Explorer. Folders and files on Collaboration appear as folders and files in Explorer.

This feature is implemented using the WebDAV protocol. If you chose this optional component during installation, the Collaboration installer installs the WebDAV protocol and sets the values specific to the Map a Web Folder feature in the configuration files. For more information on configuring the Map a Web Folder feature see the Administrator Guide for BEA AquaLogic Interaction Collaboration.

Granting Activity Rights

You must grant the correct activity rights to the groups you want to allow to use the Map a Web Folder feature:

  1. Click the Administration tab.
  2. Select the Activity Manager utility.
  3. Click Bulk Upload to Collaboration.
  4. Click Add Group.
  5. Select the groups you want to add.
  6. Click OK.
  7. Click Finish.

Mapping a Folder

This section describes the procedures an end-user must perform to use the Map a Web Folder feature. You should perform these procedures to test this feature before rolling-out a production version of Collaboration.

  1. Select a project you want to map to a Web folder.
  2. Click the Documents tab.
  3. Select New |Web Folder.
  4. Map the Web Folder.

    5. To Map a Web Folder in Windows 2000:

    1. Copy the URL in the Web Folder Location text box.
    2. Open My Network Places on your desktop.
    3. Double-click Add Network Place. The Add Network Place wizard appears.
    4. In the Type the location of the Network Place text box, paste the URL; then click Next.
    5. If prompted, enter your name and password, then click OK.
    6. In the Enter a name for this Network Place text box, type a name, then click Finish.

      7. A new network place is created and Collaboration is now mapped on Windows Explorer.

      To Map a Web Folder in Windows XP:

    7. Copy the URL in the Web Folder Location text box.
    8. Open My Network Places on your desktop.
    9. Double-click Add Network Place. The Add Network Place wizard appears.
    10. Click Next.
    11. Select Choose another network location.
    12. In the Internet or network address text box, paste the URL; then click Next.
    13. If prompted, enter your name and password, then click OK.
    14. In the Type a name for this network place text box, type a name, then click Finish.

      15. A new network place is created and Collaboration is now mapped on Windows Explorer

Configuring IIS

If you are using the Map a Web Folder feature when the portal is running IIS, you must ensure the Front Page server extensions are disabled on the IIS Web site where the portal is deployed.

For Windows 2000 only:

  1. Choose Start |Programs|Administrative Tools|Internet Service Manager.
  2. Right-click on the Web site used by the portal.
  3. Select Properties.
  4. Select the Server Extensions tab.

    5. If you receive a message stating that the server has not been configured to use server extensions, IIS is configured correctly.

    If the Enable authoring check box exists, ensure that it is not selected.

 

Enabling Instant Messaging Presence

The Instant Messaging feature allows users to see which project collaborators are currently logged in to their Instant Messaging client. The user may then click the collaborator's IM icon to send an IM (may require the IM client application).

By default, the IM feature is disabled but can be enabled and configured in config.xml. To enable the IM feature, change the instant-messaging enabled value from no to yes. Also by default, the feature is configured to integrate with Yahoo! Instant Messaging. It may be possible to configure the feature to work with another Instant Messaging service, depending on the requirements of that service.

The values for these config.xml tags must acquired from your Instant Messaging provider:

Granting Activity Rights

You must grant the correct activity rights to the groups you want to allow to use the Instant Message Presence feature:

  1. Click the Administration tab.
  2. Select the Activity Manager utility.
  3. Click Ability to View Instant Messaging Presence.
  4. Click Add Group.
  5. Select the groups you want to add. The default setting lists only the Administrators Group.
  6. Click OK.
  7. Click Finish.

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