1. Using eRoom 7
A Guide for Bain Teams

2. What is eRoom?
eRoom, Bain’s extranet, is a secure web-based collaboration tool that enables teams to work more effectively with clients
An extranet exists outside a company’s firewall (unlike an intranet), but may only be accessed by users with a membership (unlike the Internet)
eRoom benefits include:
Shared network drive and central repository
Remote access without logging in to the Bain network
Access control at folder and document level for viewing and editing of documents
Version control with change tracking
Team calendars, contact databases, templates, polls, project plans and discussion forums
Secure location for files, using Secure Socket Layer (SSL) technology
eRoom7_BainUsersGuide v2

3. How to access your eRoom
All users:
URL (https address)
Go to and click on the “Extranet” link in the top right corner; type in the name of your Extranet
Bain members only:
Click on the eRoom icon on MyBain; type in your Extranet name
Note: Clicking on this icon will also direct you to FAQs, eRoom policies and user guides on eRoom
eRoom7_BainUsersGuide v2

4. Agenda Manage content and find information Collaborate
Manage work flow
eRoom7_BainUsersGuide v2

5. Manage content and find information
eRoom has a number of tools and functions to help you manage content and find information, including:
Clear user interface
Member roles
Member information
My eRooms page
Edit personal info
Reset passwords
Plug-in software
Folders
Add/edit files
Access control
Hidden items
Version tracking
Change notification
Comments
Links
Notes
Template items
Searching feature
Recycle bin
NEW!
UPDATED!
NEW!
NEW!
eRoom7_BainUsersGuide v2

6. User interface
Hierarchical navigation: Shows your location as you navigate through eRoom
eRoom toolbar: Provides access to intercom (IM), online help, & shows who is in the eRoom
eRoom button bar: Lets you create items (folders, calendars), search for items, access member list
Removable map pane: Allows you to navigate through eRoom.
Item box: Shows the items you can work with, including any hidden items that only you and others have access to
Viewing options: Allows you to change screen view from large icon to list to detailed
Drop-down menu (right-click): Gives you access to actions such as access control, version tracking, notifications, etc.
eRoom7_BainUsersGuide v2

7. Four primary eRoom member roles
Role capabilities
Observer
Participant
Coordinator
Administrator
Open and view items
Create new items
Edit items and change access control settings
View/edit items regardless of access control settings
Override/change access control settings
Change the role of an eRoom member
Add new members
Edit eRoom settings
Create a new eRoom
eRoom7_BainUsersGuide v2

8. Member information: My eRooms
NEW!
New “My eRooms” feature allows you to have one place to visit for all your eRooms and new a location to update your member information.
eRoom7_BainUsersGuide v2

9. Member information: Edit personal info
UPDATED!
To find out information about members of the eRoom:
Click on the eRoom button bar
To view detailed information about a specific member, click the member’s name
To edit your member information:
On the Members page, click next to your name
Make the necessary changes
Click OK OR
Select “My Member Info” from your My eRooms page
eRoom7_BainUsersGuide v2

10. Member information: Reset password
NEW!
All non-Bain users can now directly recover a lost or forgotten password instead of contacting the eRoom Administrator.
Bain users will still use their network login info.
To reset a NON-BAIN password:
Go to login page
Click “Forget your password?”
Enter your address
Click OK
eRoom will you a link with instructions to follow
eRoom7_BainUsersGuide v2

11. Member information: Plug-in software
NEW!
eRoom now allows the user to select the “plug-in” software via their membership info.
To change to using the plug-in software:
Go into personal member information
Select the “Use eRoom plug-in software” option
Click OK
Note: All Bain users should be using this software!
eRoom7_BainUsersGuide v2

12. Folders To create a folder: Click on the button bar
From the Create screen, click “Folder”
Fill out desired information
Click OK
eRoom7_BainUsersGuide v2

13. Add a file To upload a file:
Select the folder where you want the file to be located
Click on the bottom button bar
Click Browse to locate the file to be uploaded
Optional:
From this page, you can also opt to track changes, keep uploading files, or make this your private draft
Click OK
Note: You can add a file by dragging from your desktop; however, you must be using the plug-in software.
eRoom7_BainUsersGuide v2

14. Edit a file To edit a file: OR
Right-click on the document icon and select edit
To edit a file:
The file opens in the application in which it was created (such as PowerPoint) and has now been reserved for editing
Make all desired edits
Save and close the file. The revised file uploads to eRoom automatically
If viewing in detail view, click Edit to the right of the document you want to edit OR
Note: If you click the file icon or the file name, you will open a “read only” copy of the file.
eRoom7_BainUsersGuide v2

15. Access control default settings
There are two types of access control:
Open
Edit
Default
Any member who can get to it
Only the member who created it and the Coordinator
Explanation
Open access allows members to open and view or read an item. If a member does not have Open access, then Edit access is not available.
Edit access is required to modify or delete pre-existing items.
Note: An item will appear grayed out if you have no access rights.
eRoom7_BainUsersGuide v2

16. Setting access control
To set access control:
Right-click the icon of the item and select Access Control from the drop-down menu. The Access Control screen appears
Click to the right of the “Open” field
Select the members who will have rights to open this item
Click OK
Click to the right of the “Edit” field
Select the members who will have rights to edit this item
If you want to make this item read-only or reserve it for editing later, click the appropriate checkbox
Optional:
eRoom7_BainUsersGuide v2

17. Hidden items
You can hide items so that members who do not have access to these items do not see them.
Right-click the icon of the item and select Access Control from the drop-down menu
Click to choose the users who should be able to see this item; click OK
Note: The “Hidden” option will remain grayed out until you select specific members in the “open” section of access control
Put a check next to “Hidden”
Click OK
To hide an item:
eRoom7_BainUsersGuide v2

18. Version tracking OR To activate version tracking:
When uploading a file, click the Track versions checkbox. Click OK
The file appears in the content window with the blue rectangles Version Tracking icon to the right of it
To activate version tracking:
Right-click on the item icon and select Track Versions
To view version history:
Right-click the icon of the item for which you want to view Version History and select Show Versions -OR- Click the icon
The Version History appears OR
Note: If you want to revert to an earlier version of the document, go to the Version History page and click on the edit pencil. You will have the option to make that version the most current one.
eRoom7_BainUsersGuide v2

19. Notification settings
Your eRoom will be set up to send you a nightly about any changes in your eRoom. In addition, you can request to be notified of changes to a specific item at a specific time for any item you have access rights to.
To change notification settings:
Right-click the icon of the item and select Notification from the drop-down menu
Choose whether you want to receive notification of changes as soon as the change happens or once nightly
Note: If you check the box to turn off notification for all changes, you will receive reports only for the selected item(s)
Click OK
eRoom7_BainUsersGuide v2

20. Comments To add a comment (at folder level): Click below the item box
Enter a title for the comment
Press <Tab>
Enter the comment text
Click OK
eRoom7_BainUsersGuide v2

21. Links
A link is a convenient way to access information in another location either within or outside of your eRoom.
To create a link:
Go to the page in the eRoom where you want the link to appear
Click on the button bar
From the Create screen, select the “Link” option
Enter a title for the link
Copy and paste the URL from the address box of the link you want to use
To open the page in a new window (recommended), click the box below the address field
Click OK
eRoom7_BainUsersGuide v2

22. Notes To create a note: Click on the button bar
From the Create screen, select the “Note” option
Fill out the appropriate information
Click OK
eRoom7_BainUsersGuide v2

23. Template items
Using a template is an easy way to standardize and reproduce common items.
To add an item as a template:
Click on the button bar
Click to create a new folder
From the Create Folder screen, click Template Items
Click Add
Enter a name for the template
Select the item that should be used as a template
Click OK
Click OK again
The item will now be available for use as a template in that folder. To use the template, go into the folder and click The template item will appear on the Create screen
eRoom7_BainUsersGuide v2

24. Searching an eRoom
You can search across your eRooms within one Extranet or you can search within an individual eRoom.
To search:
Click on the button bar
From the Search screen, enter the keyword(s) and select any other criteria you want
Click Search; the search results will appear under the search criteria boxes
Note: You can also select Search to replace the navigation map within the sidebar
eRoom7_BainUsersGuide v2

25. Recycle bin
Each eRoom has a Recycle bin. Any item that is deleted by a user is moved to the Recycle bin.
You can drag and drop items into this bin directly, as if it were a folder
Users can restore items they have access to
eRoom Coordinators can restore any items or delete them permanently from the recycle bin
Tips:
eRoom7_BainUsersGuide v2

26. Agenda Manage content and find information Collaborate
Manage work flow
Coordinators only
eRoom7_BainUsersGuide v2

27. Collaborate eRoom has several tools that allow teams to collaborate:
Polls
Discussions
Inboxes
eRoom7_BainUsersGuide v2

28. Polls (1 of 2) To create a poll: Click on the button bar
Use the eRoom polling option to obtain feedback or to vote on a topic.
To create a poll:
Click on the button bar
To select the “Poll” option, click
Enter a title for the poll
Select how many questions will be asked
Click Next
Enter the question text
Press <Tab>
Enter the possible answers, placing each choice on a separate line
(continued on next page)
eRoom7_BainUsersGuide v2

29. Polls (2 of 2) To create a poll (continued): Click Next
Note: click Next again if you have entered multiple questions and are finished entering the questions
Select all desired options for displaying totals and votes cast, sorting results, and including space for comments and attachments
Click OK
To create a poll (continued):
eRoom7_BainUsersGuide v2

30. Discussions To create a discussion: Click on the button bar
Use the discussions option to have conversations over an extended period of time. Each discussion is a collection of individual conversations called topics. The discussion board will display the comments as nested responses.
To create a discussion:
Click on the button bar
To select the “Discussion” option, click
Enter a title for the discussion
Note: eRoom defaults to allow for nested responses and to create first topic now
Click OK. From the Create Topic screen enter a title for the topic
Press <Tab>
Enter starter comments for discussion
Optional:
Click the checkbox to include a box for attachments
Click OK
eRoom7_BainUsersGuide v2

31. Inboxes To create an inbox: Click on the button bar
Use your eRoom inbox to something (i.e. Dow Jones or Reuters reports; team inquiries) directly to one central location that the entire team can access.
To create an inbox:
Click on the button bar
To select the “Inbox” option, click
From the Create Inbox screen, enter a name for the inbox
Enter a description in the Description field
Click OK
Contact the Extranet Administrator to activate an inbox at
eRoom7_BainUsersGuide v2

32. Agenda Manage content and find information Collaborate
Manage work flow
Coordinators only
eRoom7_BainUsersGuide v2

33. Manage work flow
eRoom allows you to manage work flow with the following tools:
NEW!
Project Plans
Calendars
Databases
Routing buttons
eRoom7_BainUsersGuide v2

34. Project Plans
NEW!
The Project Plan, a NEW eRoom item, can be used to organize, manage and report on complex and interdependent project tasks and milestones and can be set up like a gantt chart.
eRoom7_BainUsersGuide v2

35. Project Plans To create a project plan:
NEW!
To create a project plan:
From the Create screen, select the “Project Plan” option
In the Create Project Plan screen, fill out the name, start date, and the remaining default options
Click OK
eRoom7_BainUsersGuide v2

36. Project Plans: Create & edit a new task
To create a project plan task:
From the Project Plan screen, select from the top button bar
Fill out all the fields in the Create Task field
Click OK
To edit a project plan task:
Click the edit pencil to the left of the task
Make edits, click OK
eRoom7_BainUsersGuide v2

37. Calendars To create a Calendar: Click on the button bar
To select the Calendar option, click
Enter a title for the Calendar in the title field
Select either Sunday or Monday as the beginning of the week
Type a description in the description field
Note: by default, Include space for comments and votes is selected
Click OK
eRoom7_BainUsersGuide v2

38. Calendars: Create an event
To create a Calendar event:
Open the Calendar, click
Enter a title for the event in the title event field
Enter the Date, Start Time, and Duration of the event
Select the people who will be participating in the event
Click to get a list of eRoom members
Type other event information in the Description field
Note: by default Include space for comments and votes is selected
Click OK
eRoom7_BainUsersGuide v2

39. Databases (1 of 4) To create a database: Click on the button bar
Use the database feature for creating contact lists, managing your Workplan, or tracking information.
To create a database:
Click on the button bar
To select the “Database” option, click
Select the type of database you want to create and click Next
Note: if you choose blank database, you will need to enter the field names and data types manually on the next two screens
From the Set Database Name screen, enter a name for the database and select a color scheme
Click Next
(Continued on next page)
eRoom7_BainUsersGuide v2

40. Databases (2 of 4) To create a database (continued):
In the Database Fields section, type in the name of the fields you would like in your database (one per line)
Click Next
In the Database Field Types section, select the data type for each field from the drop-down menu.
Note: An explanation of the available field types is listed below the fields for your reference
Click Next
(Continued on next page)
eRoom7_BainUsersGuide v2

41. Databases (3 of 4) To create a database (continued):
In the Database Field Options, review the additional options for each field. The options vary based on the data type for that field.
Click Next
(Continued on next page)
eRoom7_BainUsersGuide v2

42. Databases (4 of 4)
To create a database (continued):
In the Database Summary Options page, choose the fields you want to use for each summary-page option
Note: an explanation of the options is listed
Click Next
In the Database Instructions screen, you may opt to include a welcome message or instructions
Click OK; the database will be created for you
eRoom7_BainUsersGuide v2

43. Databases: Add an entry
To add an entry to your database:
Click
From the Create Database Entry screen, enter the information in the fields provided
Click OK
Tip! You can import and export Excel files to and from a database.
To import:
Save your Excel file as a .csv; click on the Database page. The Excel file must begin with a row header containing column names that match column field names in the eRoom database.
To export:
Select on the Database page. From the Export Database Item page, click ok (the default settings are optimal for exporting a database). Click the link that appears. The file will be in .csv format; Save as a .xls file.
eRoom7_BainUsersGuide v2

44. Note: You can only add routing buttons to the Folder and Inbox items.
Routing buttons are helpful when you have working documents in a folder that you would like to move to another folder later on. Your team can work on the documents in one folder and move the finished documents to another folder by clicking the Route button.
To add a routing button:
On either the Folder or Inbox creation screens, click
Click Add. The Add Routing Button screen appears
Enter a name for the routing button
Select the people who are permitted to use the button
Select the folder to which the routing button should move items
Click OK
Click OK again
Note: You can only add routing buttons to the Folder and Inbox items.
eRoom7_BainUsersGuide v2

45. Manage content and find information
Index
What is eRoom?
How to access your eRoom
Collaborate
Polls
Discussions
Inboxes
Manage content and find information
User interface
Member roles
Member information
Folders
Add/edit files
Access control
Hidden items
Version tracking
Notification settings
Comments
Links
Notes
Template items
Searching an eRoom
Recycle bin
NEW!
Manage work flow
NEW!
Project Plans
Calendars
Databases
Routing buttons
eRoom7_BainUsersGuide v2