# Presentation: 553443

## eRoom Basics

** **

**Curtis McDonald**

- Information Technology Division

## Agenda

- What is it?
- What is it used for?
- Who Uses it currently?
- Costs
- Additional Training
- How to use it - Basic Functions

## What is it?

- Cross platform, web based collaboration tool
- Windows, Mac OSX, Linux and Solaris
- Internet Explorer, Mozilla, Safari, Konquerer
- Plug-in (for Windows only) allows for
- Drag and Drop
- Rich Text capabilities
- Backend is Windows server/IIS based (ssl secured)
- Authentication via LDAP, or eRoom accounts for people outside LBNL

## What is it used for?

- Web Service allowing multiple people to work on shared data
- Collaboration
- Not meant to replace a home directory
- Good group shared area - Version Control
- Single location for all data regarding a project, group, or process
- Small to medium sized Projects

## What is it used for?

- Top Features:
- Easy to share knowledge among a team
- Easy to search for data
- Easy to provide management overview of projects
- Automatic Version Tracking by default
- Daily email notifications for updated items, tasks and project status
- Access controls for editing, viewing or hiding

## What is it used for?

- Top features: Beyond Sharing Documents
- Freeform databases
- Import and export to/from csv (spreadsheets)
- Enterprise databases – rollup information from multiple eRoom databases
- Project plans – Gantt charts
- Assign people to tasks with due dates and progress reporting
- Email Inboxes
- People without an eRoom account can send documents into system
- Threaded discussions
- Instant messaging
- Polling (take a vote)

## Who uses it currently?

- 550 users (Jan. 4, 2006)
- 153 eRooms (Jan. 4, 2006)
- 20 GB (GigaBytes) of data

## Who uses it currently?

- Heavily used in Scientific and Operations areas
- Scientific users include
- The Molecular Foundry
- The Joint Genome Institute
- Nuclear Science
- General Science
- Operations users include
- Information Technology
- Office of the Chief Financial Officer
- Human Resources
- 13 Operations and Scientific organizations for PRDs in 2005
- Recruiting
- And many others...

## Costs

- $12 per person per month
- If a member of 20 eRooms, still only $12
- $2.50 per GB (GigaByte), per eRoom
- First 1 GB ‘Free’ (included in user costs)
- Only 6 eRooms currently > 1 GB
- $110 per hour recharge T&M (Time and Materials)
- Creations of eRooms, external users and consulting requiring more than 30 minutes.

## Training

- Custom provided to each group through 2005
- Guided tour available in help pages on web
- https://eroom2.lbl.gov/eRoomHelp/en/erooms.htm#guided_tour
- Berkeley Lab Institute classes
- Basic class - 1 hour
- Navigation
- Document check-in & check-out
- Access Rights
- Advanced class - 3-4 hours (beginning March 2006)
- Covers all features
- Hands on
- Held in Computer Training Room

## Basics: Access & Logging in

- Before logging in, you must be given access to an eRoom
- New eRooms are created by the the eRoom administrator _[eroom@lbl.gov](mailto:eroom@lbl.gov)_
- New eRooms are created for Projects, Processes, or Groups
- Each eRoom has 1+ coordinator(s) who can add and remove people from a specific eRoom
- Once you have been added to an eRoom, login at _[http://www.lbl.gov/eroom](http://www.lbl.gov/eroom)_

## Basics: Access & Logging in

- Before logging in, you must be given access to an eRoom
- New eRooms are created by the the eRoom administrator _[eroom@lbl.gov](mailto:eroom@lbl.gov)_
- New eRooms are created for Projects, Processes, or Groups
- Each eRoom has 1+ coordinator(s) who can add and remove people from a specific eRoom
- Once you have been added to an eRoom, login at _[http://www.lbl.gov/eroom](http://www.lbl.gov/eroom)_
- Note: Windows users should use IE (Internet Explorer) to login the first time and install the plug-in.  After install, the plug-in will work with Mozilla & Firefox

## Basics: Plug-in Install (Windows)

- When prompted, choose to install the plug-in software
- Continue through the installation and return to _[http://www.lbl.gov/eroom](http://www.lbl.gov/eroom)__ when the install is completed._

## Basics: Plug-in Install (Windows)

- If Internet Explorer does not prompt you to install the plug-in and displays the yellow Active X Control bar
- Click the bar and select Install Active X Plug-in

## Basics: Plug-in Install (Windows)

- If Internet Explorer does not prompt you to install the plug-in, or show the Active X control bar, choose
- Tools pulldown menu and select Internet Options.
- Security and Trusted sites.  Click Sites button.
- Add _https://*.lbl.gov__ _
- Click close and OK.  Go back to _[http://www.lbl.gov/eRoom](http://www.lbl.gov/eRoom)__ and install the plug-in and proceed with previous steps._

## eRoom login

- Enter your LDAP (email and calendar) user name and password to login to eRoom.
- Your eRooms will be listed, select one to enter.

## Navigation: Left Bar

- Map
- Explorer view of everything in your eRoom.  Click on plus sign to show contents of items.
- Search
- Search for names of items and words inside any items
- Tasks
- Items assigned to you in this eRoom

## Navigation: Top Right icons

- Red arrow links to unread items and items changed since last viewed
- Blue IM (Instant Messenger) dialog.  Real time chat with other people currently in this eRoom
- Paper airplane sends an email to other people in the eRoom.  Adds link to exact location currently viewing
- Question Mark links to Help Pages
- People shows who is currently in the eRoom.  Hold cursor over icon to display current members.

## Navigation: Main area (Top)

- Create allows you to create an eRoom item
- Folders, Discussions, email inboxes, etc.
- Search displays advanced search options
- Also available through left side menu
- Events shows events in the eRoom Calendar
- Members allows eRoom coordinators to modify the members of an eRoom

## Navigation: Main area (Bottom)

- Create allows you to create an eRoom item
- Folders, Discussions, email inboxes, etc.
- Add File allow you to upload a file
- Mark Read used to remove the red arrow next to an unread item
- Commands changes to detailed view and shows all command options

## Adding documents

- Drag and drop from your desktop, or another window, with the windows plug-in.
- You cannot drag and drop from Mozilla or Thunderbird email clients
- Click add file and browse for file

## Editing documents

- Choose edit document to
- Check out the file
- No one else can edit it while it is checked out
- Anyone else can still view it while checked out
- If you simply click the file name, you are only viewing it
- It is not locked
- Anyone else can check it out and lock it while you are viewing it.

## Editing documents (with plug-in)

- Right click on the icon for the document and select Edit
- The document will download and open in the proper application.
- When the document is closed it will automatically be saved back to eRoom as a new version.
- You will be prompted for version information.

## Editing docs (without plug-in)

- Right click on the icon for the document and select Edit
- You are prompted to edit, rename, or add a new version
- A link to the document will display.
- Download and open in the proper application.
- When finished editing, save the document and click add to upload a new version.
- You will be prompted for version information.

## Resources for information

- _[http://www.lbl.gov/ITSD/CIS/citg/eroom/](http://www.lbl.gov/ITSD/CIS/citg/eroom/)_
- eRoom overview
- _[https://eroom2.lbl.gov/eRoomHelp/en/eRoom-7.htm#index.htm](https://eroom2.lbl.gov/eRoomHelp/en/eRoom-7.htm#index.htm)_
- eRoom Help Page
- Select	        in top right corner of any eRoom page
- Custom eRoom Training & Consulting from lab eRoom expert.
- Recharged at $110/hour

## Questions?