Administering Collaborative Workspaces

This chapter discusses how to:

Define and manage details of Collaborative Workspace instances.
Inactivate and delete Collaborative Workspaces instances and templates.

Defining Details of Collaborative Workspace Instances

In this section, we discuss how to:

Administer Collaborative Workspace instance properties.
Administer Collaborative Workspace instance members.
Administer Collaborative Workspace instance modules.
Administer Collaborative Workspace instance documents modules.
Administer Collaborative Workspace instance contextual data.
Administer Collaborative Workspace instance related pagelets.

Pages Used to Define Details of Collaborative Workspace Instances

Page Name	Object Name	Navigation	Usage
Administration - Properties	EPPCW_ADMIN_PROP	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu.	Enter detailed properties of a Collaborative Workspace instance including a name, description, category, valid dates, and welcome text.
Select Category	EPPCW_CATG_SELECT	Click the Search Categories button on the Administration - Properties page.	Select the category you want to assign to the Collaborative Workspace instance. Categories in the hierarchy displayed on the page are defined on the Collaborative Workspace Category Hierarchy page. See Setting Up the Collaborative Workspace Category Hierarchy.
Administration - Members	EPPCW_ADMIN_MBR	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Members tab. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Members tab.	Manage the membership settings of a Collaborative Workspace.
Invitation Message	EPPCW_ADMIN_INVITE	Click the Invitation Message link on the Administration - Members page.	Write a member invitation message that you want to use as the default to invite members to participate in the Collaborative Workspace instance.
Administration - Modules	EPPCW_ADMIN_MOD	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Modules tab. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Modules tab.	Select the modules that you want to include in the Collaborative Workspace.
Administration - Documents Modules	EPPCW_DC_CATGOPTS	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Documents Module tab. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Documents Module tab.
Administration - Contextual Data	EPPCW_ADMIN_KEYS	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Contextual Data tab. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Contextual Data tab.	Manage contextual data associated with the Collaborative Workspace. For example, you can enter data that ties the Collaborative Workspace to one or more transaction key fields.
Related Pagelets	EPPCW_ADMIN_PGLTS	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Modules tab. Click the Related Data, Properties link. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Modules tab. Click the Related Data, Properties link.	Manage the related pagelets associated with the Collaborative Workspace.
Administration - Advanced	EPPCW_ADMIN_ADV	Portal Administration, Workspaces, Manage Workspaces Click the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Advanced tab. Workspaces Locate the Collaborative Workspace instance you want to administer. Click the Administration link in the Collaborative Workspace menu. Click the Advanced tab.	Access advanced utilities and tools for configuring the Collaborative Workspace instance.

Administering Collaborative Workspace Instance Properties

Access the Administration - Properties page.

Name

The Collaborative Workspace instance name entered on the Name and Describe Workspace page displays, but can be overridden.

Description

The Collaborative Workspace instance description entered on the Name and Describe Workspace page displays, but can be overridden.

Category

The Collaborative Workspace instance category selected on the Name and Describe Workspace page is displayed, but can be overridden. Click the Search Categories button to access the Select Category page, where you can

Valid From/ Valid To

Enter the span of dates during which you want the Collaborative Workspace to be valid.

Welcome Text

Enter text or HTML-formatted content that you want to appear as a welcome message on the Welcome pagelet.

See Common Elements Used in Enterprise Portal Collaboration.

Administering Collaborative Workspace Instance Members

Access the Administration - Members page.

Members

The Members group box displays member information defined for the Collaborative Workspace instance on the Add Members page, but can be overridden.

Type	Select the type of member you want to add to the Collaborative Workspace. Available values include: Role. Select to be able to select a role name in the Member Name field. Available role names are derived from PeopleSoft roles defined in the Roles component. See Enterprise PeopleTools 8.48 PeopleBook: Security Administration, “Setting Up Roles” User. Select to be able to select a user in the Member Name field. Select this value to be able to select a Privilege Set field value of Owner or Administrator. Available users are derived from PeopleSoft users defined in the User Profiles component. See Enterprise PeopleTools 8.48 PeopleBook: Security Administration, “Administering User Profiles”
Member Name	The system displays the description of the role or user.
Send Invite	Select to send an email to the member inviting them to join the Collaborative Workspace.
Status	Indicates whether or not an invitation has been sent to the member. Sent. Not Sent.
Privilege Set	Select a privilege set you want to assign to the member. Select a Type field value of User to be able to select a value of Owner or Administrator. Available values are: Administrator. Approver. Contributor. Moderator. Owner. Viewer.
	Displays a brief description of the privilege set.
Send Invitations	Click to send email invites to selected members. Clicking this button accesses the Invitation Message page, where you can confirm the invitation message you want to include in the invitation email.
Invitation Message	Select to access the Invitation Message page, where you can define a default invitation message to include in invitation emails sent for this Collaborative Workspace instance.

Administering Collaborative Workspace Modules

Access the Administration - Modules page.

Modules

The Modules group box displays module settings defined for the Collaborative Workspace instance on the Select Workspace Modules page, but can be overridden.

Select the modules you want to include in the Collaborative Workspace instance. Welcome, Members, and Administration values are selected and unavailable for editing because those modules are required in a Collaborative Workspace instance. These are modules delivered by PeopleSoft Enterprise Portal. You can create your own modules for use with the Collaborative Workspace feature.

You can choose to remove a module even after activity has been performed in the module without losing any data. Clearing the Select option for a module simply removes link access to the module from the Collaborative Workspace instance menu; all module data is preserved. If you decide to include the module in the Collaborative Workspace instance again, all module activity that existed in the module before removal will be accessible.

Properties

The Properties link associated with a module enables you to further define the properties and options available in the module.

Administering Collaborative Workspace Instance Documents Modules

Access the Administration - Module page and select Properties.

If this Collaborative Workspace instance was built using a template that contained Documents module settings defined on the Administration - Documents Module page, the settings display here, but can be overridden.

Enable Content Versions	Select to enable different versions of content.
Enable Content Checkout	Select to enable the check in and check out of documents posted to the Documents module in the Collaborative Workspace instance. If you select this option, fields and options enabling the check in and check out of documents display appropriately on the pages used to post documents to the Documents module.
Enable Content Approval	Select to enable the approval of documents posted to the Documents module in the Collaborative Workspaces instance. If you select this option, fields and options enabling the approval of documents display appropriately on the pages used to post documents to the Documents module.
Cascade to All Child Folders	Will set the default approvals for all new content in child folders. The approval settings are transferred to all child folders when the page is saved. This setting does not affect existing child content approval settings.

Allowed Content Types

Enable Text/HTML	Select to enable the posting of text and HTML documents to the Documents module in the Collaborative Workspace instance. If you select this option, the Text or HTML option displays on the Documents - Add Documents page in the Documents module.
Enable File Attachments	Select to enable the posting of file attachments to the Documents module in the Collaborative Workspace instance. If you select this option, the File Attachment option displays on the Documents - Add Documents page in the Documents module.
Enable Managed Content	Select to enable the posting of managed content to the Documents module in the Collaborative Workspace instance. If you select this option, the Managed Content option displays on the Documents - Add Documents page in the Documents module.

Administering Collaborative Workspace Related Pagelets

Access the Administration - Modules page and click the Properties link for Related Data.

Portal / Subsite

Select the portal or subsite in which the pagelet you want to associate with this Collaborative Workspace instance resides.

Name

Select the pagelet you want to associate with this Collaborative Workspace instance. All pagelets in all portal registries within a database are available for selection as related pagelets in a Collaborative Workspace.

Context-Sensitive

When you select this option for a pagelet, the keys and key values associated with the Collaborative Workspace are passed to the pagelet. For example, if you have a pagelet that displays stock information and a Company Overview Collaborative Workspace instance tied to a key of Stock Symbol (SYMBL), when the Collaborative Workspace is created and linked to a specific company with stock symbol “WXYZ,” for example, the context-sensitive related pagelet is passed the information “SYMBL=WXYZ.” This data is passed by way of the query string.

Map

Click to display the Key Name Mapping page enabling you to map one key to another.

Administering Collaborative Workspace Contextual Data

Access the Administration - Contextual Data page.

Related Keys

If this Collaborative Workspace instance was created using a template for which contextual data has been defined, the key fields selected to supply contextual data appear here. In addition, if the Collaborative Workspace instance was created directly from a transaction, applicable values appear in the key fields. If this Collaborative Workspace instance was not created directly from a transaction, you can enter your own values in the key fields.

If this Collaborative Workspace instance was not created using a template, you can enter your own key fields and values.

While you can manually enter data on this page, we recommend that you populate these fields by creating a Collaborative Workspace instance from a template and directly from a transaction.

Note. Modifying existing field values or options set in this group box initiates a function that updates all Collaborative Workspace pagelet content reference URLs that contain an attribute of EPPCW_PAGELET with a value of KEYS. This change impacts all Collaborative Workspace pagelets, as well as any related pagelets associated with the Collaborative Workspace in which the key was modified.

Display	Select to display the contextual data in the Collaborative Workspace instance. If this option is selected, the key also displays on the Relate Workspace to a Transaction page using Collaborative Workspace instance creation, as well as in the menu of the Collaborative Workspace instance.
Key	Enter the key field that you want to use to derive contextual data for the Collaborative Workspace instance.
Custom Label	Enter an overriding value for the key label. If you choose to display the key, this label will appear alongside the key field value below the menu of a Collaborative Workspace for a transaction that contains the key.

Configuring Collaborative Workspace Instance Advanced Options

Access the Administration - Advanced page.

Navigation

Access utilities and tools that enable you to implement advanced navigation configurations for the Collaborative Workspace instance.

See Using Manage Navigation.

See Enterprise PeopleTools 8.48 PeopleBook: Internet Technology, “Administering Portals”

Pagelets

Access utilities and tools that enable you to implement advanced pagelet configurations for the Collaborative Workspace instance.

See Enterprise PeopleTools 8.48 PeopleBook: Internet Technology, “Using Pagelet Wizard”

Branding

Access utilities and tools the enable you to change the appearance of the portal.

See Setting Up Enterprise Portal Branding.

Inactivating and Deleting Collaborative Workspace Instances and Templates

This section discusses how to manage Collaborative Workspaces, including how to inactivate and delete Collaborative Workspace instances and templates.

Understanding Collaborative Workspace Management

The Manage Workspaces component enables you to delete Collaborative Workspace instances and templates altogether. It also enables you to inactivate a Collaborative Workspace instance or template, which just makes it unavailable for viewing and use by members, but keeps the data stored in your database. The component also enables you to reactivate inactive Collaborative Workspace instances and templates should you need to resume use of them.

Page Used to Inactivate and Delete Collaborative Workspace Instances and Templates

Page Name	Object Name	Navigation	Usage
Manage Workspaces	EPPCW_MANAGE	Portal Administration, Workspaces, Manage Workspaces	Perform managerial tasks on your Collaborative Workspace instances and templates, such as inactivating, activating, and deleting them.
Delete Confirmation	EPPCW_DEL_CONFIRM	Click the Delete button on the Manage Workspaces page.	Confirm your selected deletion.

Inactivating and Deleting a Collaborative Workspace Instance or Template

Access the Manage Workspaces page

Filter Workspaces

Category	Select the category in which you want to search for the Collaborative Workspace instance that you want to manage.
Owner	Select the owner of the Collaborative Workspace instance that you want to manage.
Status	Select the status of the Collaborative Workspace instance you want to manage. Active. Inactive.
Keyword	Enter any keywords that you want to use to narrow your search results. The keywords you enter will be matched against any text that appears in the title (label) or description of a Collaborative Workspace instance.
Search	Click to perform your requested search.
Reset	Click to clear all keywords you have entered.

Workspaces

Select	Select to indicate that you want to perform a managerial action on the Collaborative Workspace instance.
Workspace	Displays the name of the Collaborative Workspace instance. Click the link to access the Collaborative Workspace instance.
Category	The system displays the category the template is assigned to.
Owner	The system displays the name of the template owner.
Status	The system displays if the template is active or inactive.
Activate	Click to reactivate the selected Collaborative Workspace instance.
Deactivate	Click to deactivate the selected Collaborative Workspace instance. The Collaborative Workspace is not longer accessible or usable by its members, but its data continues to be stored in your database.
Delete	Click to delete the selected Collaborative Workspace instance . You are prompted to confirm your deletion.

Importing and Exporting Collaborative Workspace Instance Data

We provide the following PeopleSoft Data Mover scripts to help you import and export your Collaborative Workspace instance data.

portal_workspace_exp.dms

Use this export script to export all Collaborative Workspace instance data stored in EPPCW tables.
portal_workspace_imp.dms

Use this import script to import all Collaborative Workspace instance data.

Use these scripts in addition to a project that contains the managed portal registry object for the instance to create instances in the PeopleSoft Enterprise Portal database. These scripts are located in your ps_home\scripts directory.

Note. Before executing the scripts, you must update them with the specific Collaborative Workspace instance names you are importing or exporting.

These scripts do not support the import and export of any associated attachments.

Managing External User Accounts for Workspaces

Access the Manage External User Accounts page.

You can search for external users based on the last signon date or by a keyword, such as username.

The Users group box displays the username, the description of the user, what workspaces they have access to, and when they last signed on to that workspace.

To delete the external user from the system, select the name and click Delete.

To remove a user's external status and give them status as an internal user, select the name and click Remove External Status.

Name	The Collaborative Workspace instance name entered on the Name and Describe Workspace page displays, but can be overridden.
Description	The Collaborative Workspace instance description entered on the Name and Describe Workspace page displays, but can be overridden.
Category	The Collaborative Workspace instance category selected on the Name and Describe Workspace page is displayed, but can be overridden. Click the Search Categories button to access the Select Category page, where you can
Valid From/ Valid To	Enter the span of dates during which you want the Collaborative Workspace to be valid.
Welcome Text	Enter text or HTML-formatted content that you want to appear as a welcome message on the Welcome pagelet. See Common Elements Used in Enterprise Portal Collaboration.

Portal / Subsite	Select the portal or subsite in which the pagelet you want to associate with this Collaborative Workspace instance resides.
Name	Select the pagelet you want to associate with this Collaborative Workspace instance. All pagelets in all portal registries within a database are available for selection as related pagelets in a Collaborative Workspace.
Context-Sensitive	When you select this option for a pagelet, the keys and key values associated with the Collaborative Workspace are passed to the pagelet. For example, if you have a pagelet that displays stock information and a Company Overview Collaborative Workspace instance tied to a key of Stock Symbol (SYMBL), when the Collaborative Workspace is created and linked to a specific company with stock symbol “WXYZ,” for example, the context-sensitive related pagelet is passed the information “SYMBL=WXYZ.” This data is passed by way of the query string.
Map	Click to display the Key Name Mapping page enabling you to map one key to another.