| Oracle® Beehive Concepts Release 1 (1.4) Part Number E13794-02 |
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View PDF |
| Oracle® Beehive Concepts Release 1 (1.4) Part Number E13794-02 |
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|
View PDF |
This modules provides an overview of Oracle Beehive workspaces and contains the following topics:
A workspace is a virtual location where Oracle Beehive users collaborate and create, view, manage, and search for the content related to their collaborative efforts. Each workspace is created for a particular purpose or objective, such as for a project, a team, or an activity, or some combination thereof. Based on this, workspaces are always in context for the members who belong to them, presenting only the features and content that are relevant.
A workspace enables its members to seamlessly perform a wide range of collaborative activities in a single, intuitive place. In workspaces, members can create, view, and manage e-mail messages, calendar entries, meetings, tasks, address books and contacts, instant messages, and documents.
From the user perspective, workspaces are listed in an enterprise-level workspace directory. Users access the workspaces to which they belong, as well as other public workspaces that appear in the workspace directory, through supported Oracle Beehive clients and devices.
Users and systems can access workspace content and functions through one or more of the following:
Supported Oracle Beehive clients, including standards-based clients
Oracle Beehive Platform Software Developer's Kit (SDK)
Oracle Beehive provides the following types of workspaces:
A team workspace is a workspace that is shared by a team or group, and that supports the content and collaborative activities of its members. A team workspace can only be accessed by its members.
Team workspaces enable members to collectively organize and manage the content and activities that are related to their collaborative efforts for a particular project, line of business, or another common goal. Examples of the activities facilitated by team workspaces include scheduling team meetings, creating and assigning tasks, and distributing documents for review by other team members.
A personal workspace is a workspace that is primarily used by an individual user, although users can share with others information from their personal workspaces. A personal workspace contains a mix of a user's private content and content from the team workspaces in which the user is a member. By default, Oracle Beehive provides one personal workspace for each user.
Personal workspaces enable users to view and manage all of their content and collaborative activities in one primary location, including those that fall outside the scope of their team workspaces. Examples of additional activities supported by personal workspaces include scheduling a personal appointment, creating a personal task or reminder, and writing and sending an e-mail to someone outside the enterprise.
Oracle Beehive workspaces contain properties, the values of which are user-defined. Common workspace properties include the following:
Name: The name of the workspace.
Description: A brief description or summary of the workspace.
Primary contact: The person who is the primary point of contact for requests or issues related to the workspace. Typically, this person is the workspace coordinator.
Directory Listed: Whether or not the system displays the workspace in the workspace directory. If listed, any user with access rights to view the workspace directory will be able to see the workspace, communicate with its Primary Contact, and view its Public Summary.
Membership Mode: The method by which users can become workspace members. Settings include Open and Invitation Only. If Open, then users can add themselves as members to a workspace. (If a workspace is also Directory Listed, then users can add themselves from the workspace directory.) If Invitation Only, users must receive an invitation to join the workspace.
Summary: The URL for a document that provides additional details about the workspace to workspace members. Typically, the Summary document is private and can only be viewed by workspace members.
Public Summary: The URL for a document that is available outside of a workspace and that provides additional details about the workspace. Typically, the Public Summary document is public and can be viewed by all users in an enterprise.
Workspaces also support tags, which are predefined labels users can apply to the artifacts in a workspace.
Oracle Beehive supports templates that enable system and workspace administrators to quickly apply specific features, processes, and designs to their workspaces. Workspace templates provide a convenient way to apply properties that are specific to a company, group, project, or function.
Oracle Beehive provides the following workspace templates out of the box:
Standard: The Standard workspace template is designed for general use in team-based workspaces. This template provides the broadest coverage of collaborative features and options, and it is not specific to any particular type of group or function.
By default, workspaces that are based on the Standard workspace template are listed in the system's public workspace directory, although users must receive invitations to join them.
Community: The Community workspace template is designed for workspaces where users who share common interests can post topics or discussions of interest and share best practices. Workspaces that are based on the Community workspace template are listed in the system's public workspace directory and any enterprise user can join them, with or without an invitation.
By default, the Community workspace template provides a best practices folder hierarchy for optimized content management. The Community template, like other workspace templates, also exposes the Discussions Service, enabling organizations to host threaded, online discussion forums in which users can browse message boards, and post, respond to, and search for messages.
Project: The Project workspace template is designed for time-constrained or date-defined projects. This template provides the Oracle Beehive features and options that facilitate collaborative, team-based projects, such as repeating status meetings and a best practices folder hierarchy for optimized management of project content.
By default, workspaces that are based on the Project workspace template are not listed in the system's public workspace directory and members may join them by invitation only.
Personal: The Personal workspace template is designed for personal workspaces, which are used solely by individual users to view and manage all of their content and collaborative activities in one primary location, including those that fall outside the scope of their team workspaces.
By default, workspaces that are based on the Personal workspace template are not listed in the system's public workspace directory. Also, although a user may not join another user's personal workspace, users can grant access to each other's personal workspaces.
To help control access to workspaces and to coordinate the management of team workspace activities and tasks, Oracle Beehive provides workspace roles. Roles are predefined permission sets that determine what features and content users can or cannot access within a given team workspace. Users may be assigned more than one role for each team workspace.
Oracle Beehive provides standard roles as well as support for custom roles. Standard roles are provided out of the box and offer common delineations of user privileges that can be leveraged by most organizations. Custom roles are defined by administrators and can be based on existing organizational roles or on any other criteria that fits the particular hierarchical structure or division of responsibilities within an enterprise.
Oracle Beehive provides the following standard workspace roles out of the box:
Coordinator: A user with full administrator-level privileges for the workspace and who is responsible for its creation and on-going maintenance.
Member: A user with full access to workspace content and who can create, read, update, and delete that content.
Viewer: A user who can only access and read workspace content that has been designated as publicly available.
Participant Coordinator: A user with limited administrator-level privileges for the workspace. Participant Coordinators can invite new members, approve new membership requests, and apply roles to new and existing members.
Document Coordinator: A user with limited administrator-level privileges for the workspace. Document Coordinators can manage workspace content, such as by locking or unlocking folders and files.
Administrators can perform a variety of workspace-related tasks, including:
Create and delete workspaces.
Apply predefined templates, policies, processes, and workflows to workspaces.
Manage workspace groups and members such as adding users to or deleting users from workspaces, or by assigning roles.
Manage access to workspaces by locking workspaces or by applying grant or deny settings at the workspace, user, and artifact levels.
Manage workspace quotas.
In workspaces, users can perform the full range of collaborative tasks including creating and managing e-mail messages, calendar appointments, meetings, tasks, contacts, instant messages, discussions, and documents.
Users can also perform the following workspace-related tasks:
Join or leave workspaces.
Create bonds between content and other artifacts.
Search for content and other artifacts.
Create personal tags, which enable users to organize personal workspaces and artifacts using custom, commonly-used tags that are based on individual needs and preferences.
Application developers can also leverage the Oracle Beehive Platform SDK to create solutions that enable users to perform these and other collaborative tasks through supported and custom end-user clients. For more information, please refer to the Oracle Beehive Application Developer's Guide.
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