eRoom at AOLTWeRoom at AOLTW

Instructor’s Guide:

Getting Started with eRoom

Agenda

• What is eRoom?

• eRoom and AOL Time Warner

What is eRoom?What is eRoom?

• A web-based application for digital enterprise collaboration

• An out-of-the-box ready project work space

• Intuitive interface, end-user managed and minimal involvement from IT staff.

• Secure for both internal and remote use

Other eRoom Clients…Other eRoom Clients…

• AOLTW• Deloitte

Consulting• Hewlett Packard• Johnson & Johnson• adidas

International• Solectron

• Ford• Compaq• KPMG• Nokia• Disney• Siemens• BIC

eRoom Process at AOLTWeRoom Process at AOLTW

• At AOLTW there are key contacts that manage eRoom

• Roles and Processes have been defined to facilitate the creation and use of eRooms.

Member Roles: at AOLTWMember Roles: at AOLTW

Title Role

AOLTW Administrator1. Manages and allocates licenses to all divisions2. Manages divisional administrators 3. Provides eRoom scheduled audits 4. Generates reports by division and eRoom5. Creates approved eRooms6. Facilitates acquisition of new licenses

Division Administrator 1. Reviews access requests within their division 2. Manages user inactivity/repurposing of licenses 3. Submits approval requests 4. Point of contact for the AOLTW Admin 5. Point of contact for the division  6. Reporting

Department Head1. Provides initial approval for creation of new

eRooms and use of division licenses2. Supervisor of the eRoom Coordinator 3. Approves budget requirements for the creation

of a new eRoom 

eRoom Coordinator1. Generates the initial request for eRoom set up 2. Coordinates day to day set up, maintenance and training of the specified eRoom

AOLTW Tech SupportHardware and software support facilitated through the AOLTW Admin.

eRoom Process at AOLTWeRoom Process at AOLTW

Administrator

1. Requestor/Project Manager

2. Department Head

3. Divisional Administrator

5. eRoom Coordinator4.

Module 1: Accessing your eRoom

There are 2 ways to access There are 2 ways to access eRoom…eRoom…

1. Go to https://www.AOLTWSHARE.com and click on the “REQUEST eRoom ACCESS” button

2. Receive an email invitation from the eRoom coordinator which contains a link to the eRoom and information about username and password

Users must have a username and password to enter the AOLTW eRoom server. To gain access to a particulareRoom one must:

eRoom Portal: eRoom Portal: https://www.aoltwshare.comhttps://www.aoltwshare.com

eRoom Portal: eRoom Portal: Request an eRoomRequest an eRoom

Automated Workflow: eRoom Automated Workflow: eRoom RequestRequest

1. Click the “Request eRoom Set-Up” button on https://www.aoltwshare.com

2. Complete the eRoom Request Formand submit

3. Email automatically sent to: Dept. Head (Requestor and AOLTW Admin. are copied)

Administrator

Department Head

4. Approval email sent to Division Admin.

Divisional Administrator

5. Approval email sent to AOLTW Admin.

Automated Workflow: eRoom AccessAutomated Workflow: eRoom Access

1. Click the “Request eRoom Access” button on https://www.aoltwshare.com

2. Complete the eRoom Access Request Formand submit

3. Email automatically sent to eRoom Coordinator(Requestor and AOLTW Admin. are copied)

4. Approval email sent to Division Admin.

Review ExerciseReview Exercise

Question 1 answer: Invitation link, typing in the URL, My eRooms page

Question 2 answer: Drag and drop from the desktop, Rich Text Editor, My eRooms, Outlook syncing, and receiving instant messages

Module 2: Navigating eRoomModule 2: Navigating eRoom

Plug-In vs. Browser Only ModePlug-In vs. Browser Only Mode

• To toggle between the Browser Only and Plug-in modes, click the Options button

• First time users will be prompted to download the Plug-in on their PC’s (eRoom Monitor will display in the system tray)

Navigating the User Navigating the User InterfaceInterface

Five main areas on the eRoom screen:

1. Hierarchical navigation

2. Side bar

3. Content window

4. eRoom button bar

5. eRoom toolbar

Navigating the User Interface Navigating the User Interface (Continued…)(Continued…)

Logo Box (Your logo goes

here)

Navigation Bar

Side Bar

Content Window

Button Bar

Tool Bar

My eRoomsMy eRooms• The My eRooms page is the first page you will come to after the

login page

• One-stop entryway into eRooms that you have previously logged into using your user name and password

• Feature of the plug-in

Creating ItemsCreating Items

• The create button is the starting point for creating eRoom items

• All items can be created using the item creation screen

• You can create folders, discussions, notes, polls, calendars, databases, an inbox, other files, and links

Creating ItemsCreating Items• Once you click the Create button, a screen will appear that displays

different functionalities that can be leveraged in eRoom

Review ExerciseReview Exercise

Question 1: Create

Question 2: False

Question 3: Help

Question 4:

Module 3: Member Management

Member Roles: eRoom LevelMember Roles: eRoom Level• AOLTW Tech Support – Responsible for the eRoom server,

can create new eRoom facilities, has access to the server settings

• AOLTW Administrator – Responsible for the entire facility including all of the members, can change a members’ password

• Coordinator – Has full access to all content in the eRooms

• Participant – Can create new items, read and edit other members’ documents as allowed via the access control settings (most common)

• Observer – can monitor activity (read-only) in an eRoom but cannot participate

• Custom Roles – created by the Administrator or Coordinator, can create a role name that flows with your business processes

Member ScreenMember Screen

This page allows you to:

• View your membership information

• Create a new member (Coordinator/Administrator)

• Add a new member (Coordinator/Administrator)

• Invite new members (Coordinator/Administrator)

• Change members’ roles (Coordinator/Administrator)

• Add a custom role

• Remove a member

Member ScreenMember Screen

Module 4: Organizing InformationModule 4: Organizing Information

FoldersFolders

• A folder is an all purpose container for organizing your work

• Works in a similar fashion to Windows Explorer, allowing the addition of application files as well as eRoom objects

Application FilesApplication Files• Once you have your folder structure in place, you are now

ready to add application files

• Files can exist individually or as attachments

• In an eRoom you can view, add, and edit files created in other applications. Other members can share these files provided they are running the file’s application locally

• When you add or create a file, you are its owner and initially the only person who can edit it

• There are 3 ways to add files-

Drag and drop from the Desktop or folders (Plug in only)

“Add file” on the toolbar “Create – Other file”

Review ExerciseReview Exercise

Question 1: False

Question 2: False

Question 3: Drag & drop from the desktop, “add file” button, “Create\Add file” option

Document Version TrackingDocument Version Tracking• eRoom can keep an automatic archive of all

previously edited versions of a file

• The dot icon lets you know you have version tracking on an application file

• Version tracking can only be used on application files (ex: Word files)

Review ExerciseReview Exercise

Question 1: False

Question 2:

Question 3: Right click on the document icon and select to ‘track versions’ or select the option to ‘track versions’ when you are uploading a file into eRoom

Access ControlAccess Control

• “Access Control” governs who can open and edit items• The defaults are:

Opening: Any member who can get to it Editing: The member who created the item in the eRoom

(Administrators and Coordinators have edit rights by default)

• eRoom allows you to set access controls on eRoom objects as well as all files. These settings primarily govern the editing of objects or files.

Review ExerciseReview Exercise

Question 1: False

Question 2: True

Question 3: Only the member who created it

Calendar:Calendar:

• A team calendar with month, week, and list views

• Can schedule recurring events

• Synchs with Outlook Calendar

• Events and Meetings can be static entries or Real Time

Databases:Databases:• A fully customizable user-defined database for

milestones, issues, contacts, or other structured project information

• You can choose fields and data types, and add, sort, group, search, and filter entries.

• Each entry can have comments and attachments, like any other eRoom page.

Review ExerciseReview Exercise

Question 1: False

Question 2: plain text, formatted text, date, number, autonumber,yes/no, traffic light, choice list, member list, approval, comment area, attachment box, change log

Question 3:

Links:Links:

• A shortcut to a website, other eRoom, or even an individual file or page in an eRoom

• Can create link to anything that has a web address

Template ItemsTemplate Items

• Allows you to make copies of particular items that already exist in your eRoom

• Can only be created at the folder level

Review ExerciseReview Exercise

Question 1: True

Question 2: True

Question 3: True

Routing ButtonsRouting Buttons

• Routing buttons are used for lightweight work flow (nothing is automated). They are used for folders and inboxes.

• Routing buttons are good to use for business processes (ie: product reviews)

• You have to create folders before you can create/use the routing buttons

Module 5:Module 5: Communicating with the Communicating with the TeamTeam

Notes:Notes:• A note is a simple text page with areas for file

attachments and comments

• Notes do not require the reader to have a particular application in order to open them

Polls:Polls:• An eRoom object created for taking a vote (stand

alone or within another object)

• You pose the question(s) and supply possible responses

• As people vote, the results are automatically tabulated

• When the poll is created, you will have the option of how to display the results

Inbox:Inbox:

• Can only receive mail, not send

• Multiple inboxes can be created in the individual room (they all have a unique id)

You can use an inbox to:

• Store incoming items that need processing

• Create a central location for project related e-mail

In order to create an inbox you have to work with your IT mail administrator. You must have a POP3 server, a POP3 account, and a POP3 password.

NotificationNotification

Change Report

• Automatic overnight message to your email

Alert

• Sent by creator of item, received by instant notification (plug-in only) or email

Red Arrows or Red Text

• Automatic generation, indicates something is new to user

Notification, cont.Notification, cont.

Intercom:Intercom:

• Real time messaging

• Good for remote employees

• Use for non-vital information (cannot be saved & is not private)

• Will capture 10 minutes worth of conversation so other users coming in can get briefed

Discussion:Discussion:

• A non real-time, multi-person conversation where you can read other people’s comments and contribute your own

• Can have as many topics as you like

• Excellent tool for discussing ideas and brainstorming within a room

Review ExerciseReview Exercise

Have participants decide which eRoom items would work best in their room.

““Find” (Searching)Find” (Searching)• Find feature (Facility or Room level)

• Fully indexed text search

• Can search all eRooms in a facility but not across facilities

• A “Find” done in the eRoom searches that room ONLY

• Searches all eRoom objects and file attachments

Module 6:Module 6: Settings for CoordinatorsSettings for Coordinators

Coordinating Your eRoomCoordinating Your eRoom

As coordinator you are responsible for the following items in eRoom:

• Managing membership

• Updating Status

• Making any changes to its settings

• Managing its front page welcome message and announcements

• Managing its front page access control settings

• Controlling access to the items it contains

• Releasing edit reservations

Managing eRoom MembershipManaging eRoom Membership

• Membership Management tools: ( found on the members page)

– Add

– Remove

– Invite

– Custom Roles

– Change Roles

Managing eRoom Membership Managing eRoom Membership (Continued)(Continued)

Red Arrow: Indicates whether the member has logged into the facility. Arrow will be white if member has never logged in. Mouse over for the date of last login.

Edit Pencil: Indicates that you have the edit rights to the member’s information

Head: Indicates that you can change the member’s role

Envelope: The individual member’s email address

Membership Membership (Continued)(Continued)

• You must have membership to gain access to a room

• Membership “Roles” are on a per-room basis

• Administrator and Coordinators control eRoom memberships

Membership Membership (Continued)(Continued)

Membership Membership (Continued)(Continued)

End of DayEnd of Day

• On-line help

• www.eroom.com

• Technotes

• eRoom University

• On line registration

• EVALUATIONS