eRoom at AOLTW Instructor’s Guide: Getting Started with eRoom

Agenda What is eRoom? eRoom and AOL Time Warner

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… AOLTW Deloitte Consulting Hewlett Packard Johnson & Johnson adidas International Solectron Ford Compaq KPMG Nokia Disney Siemens BIC

eRoom 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 AOLTW Title Role AOLTW Administrator 1. Manages and allocates licenses to all divisions 2. Manages divisional administrators 3. Provides eRoom scheduled audits 4. Generates reports by division and eRoom 5. Creates approved eRooms 6. 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 Head 1. Provides initial approval for creation of new eRooms and use of division licenses 2. Supervisor of the eRoom Coordinator 3. Approves budget requirements for the creation of a new eRoom eRoom Coordinator 1. Generates the initial request for eRoom set up 2. Coordinates day to day set up, maintenance and training of the specified eRoom AOLTW Tech Support Hardware and software support facilitated through the AOLTW Admin.

eRoom Process at AOLTW Administrator 1. Requestor/Project Manager 2. Department Head 3. Divisional Administrator 5. eRoom Coordinator 4.

Module 1: Accessing your eRoom

There are 2 ways to access eRoom… 1.Go to and click on the “REQUEST eRoom ACCESS” buttonhttps:// 2.Receive an 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 particular eRoom one must:

eRoom Portal:

eRoom Portal: Request an eRoom

Automated Workflow: eRoom Request 1. Click the “Request eRoom Set-Up” button on 2. Complete the eRoom Request Form and submit 3. automatically sent to: Dept. Head (Requestor and AOLTW Admin. are copied) Administrator Department Head 4. Approval sent to Division Admin. Divisional Administrator 5. Approval sent to AOLTW Admin.

Automated Workflow: eRoom Access 1. Click the “Request eRoom Access” button on 2. Complete the eRoom Access Request Form and submit 3. automatically sent to eRoom Coordinator (Requestor and AOLTW Admin. are copied) 4. Approval sent to Division Admin.

Review 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 eRoom

Plug-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 Interface 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 (Continued…) Logo Box (Your logo goes here) Navigation Bar Side Bar Content Window Button Bar Tool Bar

My 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 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 Items Once you click the Create button, a screen will appear that displays different functionalities that can be leveraged in eRoom

Review Exercise Question 1: Create Question 2: False Question 3: Help Question 4:

Module 3: Member Management

Member 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 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 Screen

Module 4: Organizing Information

Folders 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 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 Exercise Question 1: False Question 2: False Question 3: Drag & drop from the desktop, “add file” button, “Create\Add file” option

Document 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 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 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 Exercise Question 1: False Question 2: True Question 3: Only the member who created it

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: 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 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: 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 Items Allows you to make copies of particular items that already exist in your eRoom Can only be created at the folder level

Review Exercise Question 1: True Question 2: True Question 3: True

Routing 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: Communicating with the Team

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: 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: 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 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.

Notification Change Report Automatic overnight message to your Alert Sent by creator of item, received by instant notification (plug-in only) or Red Arrows or Red Text Automatic generation, indicates something is new to user

Notification, cont.

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

“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: Settings for Coordinators

Coordinating 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 Membership Membership Management tools: ( found on the members page) –Add –Remove –Invite –Custom Roles –Change Roles

Managing eRoom Membership (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 address

Membership (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 (Continued)

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