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This chapter provides information on the tasks required to administer and maintain Collaboration. It includes the following sections:
For details on assigning moderators to folders and discussions, see “Assigning Moderators” on page 4-8.
For details on clustering Collaboration, see AquaLogic User Interaction Networking and Authentication Guide.
When Collaboration is installed, two default Collaboration administrator groups are created in the portal as follows:
Collaboration Project Administrators can create and manage projects and project templates.
Collaboration Administrators can configure global settings that apply to all Collaboration projects by using the Collaboration Administration Utility. They can also manage the Collaboration project folder hierarchy.
For more information on the activity rights granted to the default administrator groups, see Activity Rights.
The Collaboration Administration Utility controls global settings that affect the functionality of Collaboration across all Collaboration projects.
This section outlines the tasks that can be performed using the Collaboration Administration Utility. It includes the following topics:
Collaboration Administrators can access the Collaboration Administration Utility via the portal from the Select Utility drop-down list.
To access the Collaboration Administration utility:
The Diagnostics page provides diagnostic and configuration information about the various components of Collaboration. If there is a failure with one of the components, the Diagnostics page displays the failure, related settings, and a possible resolution. We recommend that you check diagnostics:
Each test returns one of these messages to the Status column:
The message provides a reason for failure and might provide troubleshooting recommendations.
This table describes the diagnostics that are provided for Collaboration's components:
If the portal is down, you can access the Diagnostics page by typing the following URL in a browser's address bar: http://<server_name>:<port_number>/collab/admin/diagnostic/index.jsp. For example: http://brettg-gx:8080/collab/admin/diagnostic/index.jsp.
| Note: | When you access the Diagnostics page by typing the URL, the JS Controls and Portal Connection tests are not visible. |
You can also perform diagnostic tests on the groupware servers that are integrated with Collaboration. For information on testing groupware servers, see Testing Groupware Servers
The following sections describe configuration options on the Miscellaneous Settings page.
If you want to limit the size of projects, select Enforce a Maximum Project Size, then type the size limit in megabytes. Set the storage space according to the anticipated number and size of documents or files and their revisions.
By default, Collaboration does not limit the size of projects. If a project size limit was previously set and you want to go back to the original setting of unlimited project sizes, clear the check box.
The size limit is for individual projects, not the entire collection of projects in Collaboration. This setting affects every project in Collaboration. A Project Leader can define the maximum size for a specific project in that project's General Settings page. Project Leaders with the Manage Collaboration Projects activity right can set a project size that exceeds the maximum set here.
| Note: | Collaboration includes objects in the Project Recycle Bin in its calculation of a project’s memory usage. |
The personal projects feature lets users create and maintain their own personal project. A personal project contains documents, task lists, notes, and calendar features. To enable this feature, select Enable Personal Projects. To restrict the size of each personal project, type the size in megabytes.
By default, Collaboration does not limit the size of personal projects. If a project size limit was previously set and you want to go back to the original setting of unlimited project sizes, clear the check box.
If you want your users to be able to add projects to their My Page, select the Enable Add To My Page check box. By default, this check box is selected.
If you want your users to be able to select individual users within portal groups or entire portal groups at once to receive notifications, select the Enable portal group notifications check box. By default, this check box is cleared.
If you want to hide project folders that contain only projects that users cannot access, select Hide project folders that contain only projects a user cannot access. By default, this check box is cleared.
Enabling this option might cause the Project Explorer to perform more slowly due to the added security checks.
If you want your users to use Collaboration's desktop integration features, select Enable WebDAV. To be able to select and clear this check box, you must set the fullWebDAVAccessToThisServer node in the config.xml file to yes. Config.xml also includes other nodes that you must set for WebDAV. Changes that you make to this option are never carried over to config.xml.
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.
If you want your users to edit Microsoft Office documents on their desktop, select Enable WebEdit. To be able to select and clear this check box, you must set the webEdit enabled node in the config.xml file to yes. Config.xml also includes other nodes that you must set for WebEdit. Changes that you make to this option are never carried over to config.xml.
To use WebEdit, an end user’s browser must not be configured to disable Microsoft ActiveX controls. Users can still employ the features of WebEdit without having the Collaboration Office Tools Add-In installed on their machines.
The Bulk Upload feature allows users to upload multiple documents or to copy a directory hierarchy from a local machine to Collaboration. To enable this feature:
Alternatively, you may enable Bulk Upload by using the Collaboration Administration utility.
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.
If you want your users to be able to download folders and multiple documents as .zip files, select Enable zip download. Type the size limit for the .zip file in the box. The download aborts if the .zip file exceeds the size limit.
If you want to limit the number of document versions that Collaboration manages, select the Enable system-wide control of document versions check box and type a number from 3 to 999 into the Maximum number of versions allowed box. Collaboration keeps the most recent specified number of versions and permanently removes the extra versions.
For example: Collaboration has 25 versions of a document. You specify 10 as the maximum number of versions allowed. Collaboration removes versions 1-15 of the document, keeping versions 16-25 (which are the 10 most recent versions). A user creates version 26 of the document. As a result, Collaboration removes version 16, keeping versions 17-26 (again, Collaboration keeps the 10 most recent versions). This process continues for as long as users create new versions of the document.
| Note: | Collaboration removes versions on a nightly basis. For this reason, users can access all versions before Collaboration removes them. You cannot recover document versions after Collaboration has removed them. |
In addition, Collaboration always keeps:
| Note: | This setting does not affect document versions that are in the Project Recycle Bin. |
If you want the maximum size of an uploaded file to be anything other than the default, type a number from 1 to 999 into the Maximum single file upload in MB box. The default is 10 MB. Collaboration always uses the setting that you configure here except during upgrade, when it uses the maxUploadMegabytes node in config.xml. Changes that you make to this option are never carried over to config.xml.
If you want the maximum number of characters in a message to be anything other than the default, type a number from 1000 to 99999 into the Maximum number of characters in a discussion message box. The default is 16000. Collaboration always uses the setting that you configure here except during upgrade, when it uses the maxMessageChars node in config.xml. Changes that you make to this option are never carried over to config.xml.
If you want to allow users to add custom properties to Collaboration documents, select Enable Custom Properties. When a Collaboration document is crawled or published to the Knowledge Directory, custom properties are attached to the corresponding document in the Knowledge Directory. Project leaders can define project-wide properties that exist for all documents in a project. Additionally, a project-wide property can be designated as required for publishing to the Knowledge Directory.
If you want to allow users to view RSS feeds for objects in Collaboration, select Enable RSS. Users can view RSS feeds for all objects that they have permission to access. Users also have a personal RSS feed which lets them view the contents of all RSS feeds to which they have subscribed.
The Holidays page lets you create, change the properties of and delete holidays from Collaboration’s calendar. You can create a maximum of one holiday per day. Holidays appear on and affect every project calendar in Collaboration. You cannot create, edit or delete holidays from the Calendar portlets or projects.
You can set up Collaboration so that users can manually publish files into the Knowledge Directory (“KD”) by configuring the Collaboration Publishing Content Source. The Collaboration Publishing content source must be configured before any publishing activity can take place. This section discusses how to configure the Collaboration Publishing content source. For more information on setting up crawlers for automatic importing of files into the Knowledge Directory, see Configuring Collaboration for Importing Files into the Knowledge Directory
To configure a content source for publishing to the Knowledge Directory:
| Note: | Once a document is published to the Knowledge Directory, access to the published version from the KD inherits the access settings of the parent KD folder. For example, if the Everyone group has Read access to the Knowledge Directory folder, the version of the Collaboration document published will be accessible from the KD by all users, including Guest Users. |
To configure a new groupware server:
If you are configuring a Microsoft Exchange back-end server, enter the following configuration information:
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If you are using a Lotus Domino back-end server, enter the following configuration information:
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| Note: | Other tasks are required for groupware integration besides configuring this page. For complete information, see Integrating Collaboration and Groupware. |
You can perform a diagnostic test on all of the groupware servers that are integrated with Collaboration.
Test results appear in the Status column for each groupware server. Each test returns one of these messages:
The message provides a reason for failure and might provide troubleshooting recommendations. The detailed error information can be found in the Collaboration log. You can find the log at:
By default, install_dir is C:\bea\alui. However, if you upgraded to Collaboration 4.5, install_dir is the same as in the previously installed version of Collaboration.
The Notification Health Monitor sends a notification email to an administrator when there is a problem contacting or using the Notification Service. The administrator at the specified email address is alerted when the Notification Service experiences an error, requires a restart, or is able to be contacted after a failure.
To configure notification health monitoring:
The Collaboration Administration utility lets you monitor the status of the Search Server and rebuild its data.
Collaboration provides the following information about the Search Server:
Rebuilding reconciles data between the Collaboration database and Search Server index. Since this is a lengthy and computationally expensive process, use the rebuild operation only when absolutely necessary.
To rebuild the Search Server database:
When Collaboration is configured, it is associated with a primary portal, known as the owning portal. Collaboration has a direct relationship with its owning portal, including access to the owning portal’s database.
Every portal accessing Collaboration sends an authentication name and password. Collaboration uses this authentication information to ensure that the attempted access is coming from the owning portal. The owning portal is assigned a unique authentication identifier so that Collaboration can identify each portal.
Collaboration determines its owning portal based on the values specified in config.xml. However, you can also change the owning portal using the Collaboration Administration utility by performing the following:
You can configure content crawlers to automatically import files from Collaboration into the Knowledge Directory. You must have the proper activity rights in the portal to be able to create and configure content crawlers. For information on the necessary activity rights, see the Administrator Guide for BEA AquaLogic Interaction.
For more information on setting up Collaboration so that users can manually publish files into the Knowledge Directory, see Setting Up Collaboration for Publishing.
You create content crawlers from the Collaboration Crawler Content Source to import files from Collaboration into the Knowledge Directory. You must use the Collaboration Crawler Content Source with Collaboration content crawlers. The authentication settings for the Collaboration Crawler Content Source must match the authentication settings in the Collaboration Remote Server object.
The API Service and the Automation Service must be installed for Collaboration files to be imported into the Knowledge Directory. For more information about installing them, see the Installation Guide for BEA AquaLogic Interaction.
To configure a content crawler for importing files from Collaboration into the Knowledge Directory, perform the following on the content crawler’s Main Settings page:
By default, the maximum number of levels within the folder that the content crawler can access is unlimited. You can change this number using the Maximum number of levels to crawl drop-down list.
We recommend the following settings for content crawlers that import files into the Knowledge Directory:
Error information about content crawler jobs can be found in:
For more information about creating content crawlers, see Administrator Guide for BEA AquaLogic Interaction.
Documents that are published and crawled into the Knowledge Directory contain the Checked In By property, which is a Collaboration property that contains the name of the user who checked in the version of the document that is accessible in the Knowledge Directory. In order for the Checked In By property to be displayed, you must add it to the Global Document Property Map by performing the following:
Collaboration writes log messages to:
| Note: | You must set up logging utilities for Collaboration logging before you configure ALI Logging Spy to display Collaboration messages. |
To set up Collaboration logging, you use the OpenLog section of the audit.xml file. By default, the audit.xml file is installed in install_dir\ptcollab\4.5\settings\config, where install_dir is, by default, C:\bea\alui. The following is an example of this section and a description of each of the nodes in the section:
<openlog enabled="yes">
<serverName value=""/>
<restrictToLocalMachine value="no"/>
</openlog>
This node enables or disables OpenLog. By default, openlog enabled is set to yes.
During installation, the Collaboration installer sets the Collaboration logging name to:
collab.[machine-name].[user-name]
In this default, machine-name is the name of the machine on which Collaboration is installed. user-name is the name of the user who runs the installer.
You can override the default Collaboration logging name by typing your own string into the <serverName value> node. The string that you enter must meet these criteria:
The <restrictToLocalMachine> XML node enables or disables remote spying of Collaboration log messages. When the value is no, instances of ALI Logging Spy that run on other machines on the network can receive log messages from Collaboration. When the value is yes, only instances of ALI Logging Spy that run on the machine on which Collaboration is installed can receive log messages from Collaboration. The default value is no.
For successful remote spying of Collaboration log messages, you must configure the network to allow UDP multicast messages between the machine on which Collaboration is installed and the machine on which ALI Logging Spy is installed. For help with this, see your network administrator.
This section discusses how to configure ALI Logging Spy to display Collaboration messages.
| Note: | You must set up logging utilities for Collaboration logging before you configure ALI Logging Spy to display Collaboration messages. For more information, see Setting Up Logging Utilities for Collaboration Logging. |
To configure ALI Logging Spy to display Collaboration messages:
| Note: | If you upgraded to Collaboration 4.5, the path to ALI Logging Spy is the same as in the previously-installed version of Collaboration. |
The Add Message Sender dialog box appears.
Server names exists in the <serverName> nodes of the openLog section in the audit.xml file.
When you add a server as a message sender, it appears as a tree structure in the Filter Settings window. Click the plus sign to expand the server and see a list of its message-sending components.
The checkbox next to each component has three states:
The filter settings in ALI Logging Spy are independent of the logging levels specified in Collaboration’s audit.xml file. The settings in audit.xml affect only the messages written to the collaboration.log file and do not affect the messages that appear in ALI Logging Spy. Conversely, the settings in ALI Logging Spy have no effect on the messages written to the collaboration.log file.
Because the filter settings in ALI Logging Spy are independent of the settings in audit.xml, you can use ALI Logging Spy to debug problems with Collaboration without changing the logging level in audit.xml and restarting Collaboration. To do this, launch ALI Logging Spy and enable the Debug logging level on all relevant components to view debug messages from Collaboration.
| Note: | When you enable the Debug logging level in ALI Logging Spy, you affect Collaboration performance. Do not leave debug logging enabled in ALI Logging Spy for long periods of time when it is used with an installation of Collaboration that is used in a production context. |
This section discusses how to back up and restore Collaboration.
Notification Service-generated emails can include user-specific URLs that point to Experience Definitions. To enable the Notification Service to include links to Experience Definitions, edit the Notification Service’s config.xml and set the <experience-definitions enabled> node to yes.
| Note: | You must restart the Notification Service for this change to take effect. |
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