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This chapter outlines the basic steps required for Collaboration Project Administrators to create and manage projects. It includes the following sections:
To create a project, a user must be granted the Manage Collaboration Projects activity right. For general information on activity rights, see the Administrator Guide for BEA AquaLogic Interaction. For information on granting Collaboration activity rights, see Activity Rights.
| Note: | After you have created a project, you cannot change the project template. |
The Search Server uses this information when indexing Collaboration objects.
After a Collaboration Project Administrator has created a project, Project Leaders can edit the project’s properties and update the access levels and permissions of the project. Project Members and Project Guests with Admin access to the project cannot change project settings.
Once a project has been created, Project Leaders can edit the following project properties:
This section outlines the procedures required to provide access to a Collaboration project. For more information about project security, see Working with Collaboration Security.
This section describes the procedures to control who has access to a project. Collaboration lets you assign users to each of the project roles. Each role has its own set of permissions.
For more information on roles, see Project Roles.
For more information about Community Members, see About Community Members.
Collaboration lets you change the default security settings for Project Members and Project Guests.
To remove a portal user, group, or community member:
Community Members are groupings generated by Collaboration and are defined as follows:
On the Roles and Permissions page of the Project Editor, you can add, as a group, Community Managers, Community Members, or Community Guests to a role.
Project Leaders can select the functional areas to be displayed in a project’s application view. If a functional area has content associated with it, you cannot hide its tab. In community projects, if the community portlet corresponding to a functional area is used by the community, you cannot hide the tab for the functional area.
To select the functional areas for a project:
The Overview tab of a project’s application view is composed of modules. Project Leaders can select which modules are displayed and how the modules are arranged on the page.
The following modules are available for use on the Overview tab:
If a functional area has been disabled for a project, the corresponding modules cannot be added to the Overview tab. For example, if the Documents tab has been disabled, the Updated Documents module cannot be added to the Overview tab.
To select which modules are displayed in the Overview tab:
Project Leaders can choose where the modules are placed on the Overview tab. Any module can be placed in any position. To reposition a module on the page, drag the module to the desired position (by clicking the title bar of the module, holding down the mouse button, and moving the mouse), then release the mouse button. A red dashed line indicates where the module will be placed.
After Collaboration Project Administrators have created and set up projects, you can manage them using the Project Explorer. This section describes the tasks you might need to perform to manage projects. The Manage Collaboration Projects activity right is required for all tasks unless otherwise noted.
Users with the Manage Collaboration activity right can organize projects in a hierarchical series of folders and subfolders. To create a new project folder:
To move a project to a project folder:
You can use the same procedure to move a project folder to another project folder.
Only users with the Manage Collaboration activity right can delete project folders. To delete a project or a project folder:
Collaboration places deleted projects in the Recycle Bin System Folder, which you use to remove and undelete projects that have been deleted.
If you want to disable a project that you might need to access later, you should archive the project instead of delete it. For more information on archiving projects, see Exporting Projects.
Collaboration stores deleted projects in the Recycle Bin System Folder. This folder lets you remove and undelete projects that have been deleted.
Projects that are removed from the Recycle Bin System Folder are permanently removed from the system. Projects that are undeleted from the Recycle Bin System Folder are made available to users.
| Note: | Collaboration contains two types of recycle bins. Project Leaders use the Project Recycle Bin to remove and restore specific items that were deleted from projects, rather than specific projects. |
To remove and restore deleted projects from the Recycle Bin System Folder:
Collaboration Project Administrators can archive a project to make it inaccessible to project users. When a project is archived, it cannot be searched and notifications referencing it cannot be sent.
Archiving a project lets you remove inactive or completed projects without losing project data. When a project is archived, it is not removed from the Collaboration database. You can restore projects from the Archived Project folder to make them accessible to users.
The project is moved to the Archived Project folder.
To restore a project from the Archived Project folder:
The project is restored to top level of the Collaboration folder hierarchy.
The first time a Community Manager adds a Collaboration portlet to a community, a community project with the same name as the community is automatically created. By default, auto-detect is enabled on the Functional Areas page of the Community Project Editor. When this setting is enabled, only the functional areas pertaining to the community portlets that are used in the community are enabled. Project Leaders can choose to disable this setting and manually select which functional areas are displayed for the community project. If a functional area has content associated with it, or if the corresponding community portlet is used in the community, the functional area cannot be disabled.
Project templates facilitate the creation of projects that are similar. Users with the Manage Collaboration Projects activity right can use project templates to maintain consistency among the projects used within an organization.
The Search Server uses this information when indexing Collaboration objects.
For more information on date-shifting methods and template base dates, see Setting Project Template Base Dates.
The dates of tasks, milestones, and events in a project template are not significant on their own; their importance is based on the relative position between the dates in the template and the base date.
When a new project is created from a project template, you specify a project start date. When the tasks, milestones, and events from the project template are copied to the new project, their dates are set relative to the project start date. This process is called date-shifting.
Collaboration lets you specify the following types of date-shifting when creating a project template:
As with regular projects, project templates are associated with three roles:
In a project template, these roles are used to control access in the projects that are created from the template. For example, if a user has the Project Member role on a project template, the user will then have the Project Member role on any project created from the template. Project Leaders can modify access levels on projects created from project templates at any time.
It is also necessary to control access to the project template itself. Only users with the Project Leader role on a project template can edit the template. Additionally, only users with the Project Leader role on a project template can create projects from the template. A user must have the Manage Collaboration Projects activity right in order to manage project templates.
The Collaboration Resources page lets Collaboration Administrators choose projects to export, and whether to export either all of their content (including their metadata) or their metadata only. Metadata includes the project's security information and other data such as the project's name, description, date created, and so on.
After you have configured this page and clicked Finish, the system generates .pte and .zip files of the projects. After this process has completed, a dialog box appears that contains a link to the .pte file, which contains portal and Collaboration objects. Click on this link to download the .pte file to your computer. The .zip file contains only Collaboration objects. You can access the .zip file in: install_dir\ptcollab\4.5\settings\migration\export
To access the Collaboration Resources page:
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