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Collaboration using MyBBT

Matthias Priem
IBBT
MyBBT – answer 2 needs at IBBT

 Extranet - one stop shop for
      Templates, Logo database
      User manuals, howto’s
      Reporting documents
      ‘Internal’ news
      Home for the IBBT community

 Project collaboration tool
      Replacement of the current project sites & mailing lists
      Integrated system with wiki, blog, discussions, document
       library
      One account for all projects

                                                                  2
MyBBT – Demo

                                Accounts are centrally
                                 stored in LDAP/AD
                               (if you have an @ibbt.be email
                                address, you already have an
                                          account)




               Account is manually approved or
                      denied by IBBT.
                  Allow one working day to process


                                                                3
Project activities in
      MyBBTUpcoming calendar
            - Demo                                 the last X days
                              items




                                   Track project             Customizable to your
                               activities using RSS!               needs


                                        After Login:
                            Every user has a personal dashboard
                                              -
                                            Quick Links to all your
                            Aggregates content over all projects
                                                   projects
 Documents I have
checked out (see further)


                     Requests
          (join projects or approve documents)                 Shows any RSS feed.


                                                                                     4
Easily customized
                            -
         Add multiple web views, feeds, or other
              dashlets that you see fit…
                            -
                      Play around.




Merlin Integration (project planner) in test
        Using Web View Dashlet.




                                                   5
Personal Profile
      -
 Please edit!!!




                   6
Please update your profile as detailed as possible
Oh, and.. Change your profile picture, or we
                           -
     will do it for you, using The Hoff!
           Let your co-workers find you



                                   Email is required for
                                     mailing lists!




                                   Use one of the
                              predefined companies, or
                               have one added by us
Tools per project
       Upcoming calendar
            items



                                   Recent Project
                                       activity
                                   (also via RSS)
                Every project has a dashboard         Profile for the project
              Collaboration tools for each project
                               -
            Aggregates content for this project only!




                                                          Your project
  Recently modified                                       colleagues
     documents
                         Index of the project
                                WIKI                                            8
Tools per project




      Again: This dashboard is configurable, but not by
                         anyone!
                             -
       The project webmaster is responsible for this.
                                Profile page has to be
                                configured by project
                                 webmaster as well




                                                          9
Tools per project



                Project wiki
                • Read/Write permissions for everybody in the project.
                • Rich text editor




Good Practice:
• Think about structure and implement that before you start
creating pages ‘randomly’

• Wiki effectiveness is very dependant of someone organizing
the whole thing

          Project webmaster should keep an eye on this
                                                                         10
Trackable via RSS
                 Client should support
                 http(s) authentication!



                 Project BLOG
                 • Read/Write permissions for everybody in the project.
                 • Rich text editor

Linking to an external blog is possible
• Currently Wordpress and Typepad are supported

• Need more? Talk to helpdesk@ibbt.be.




                                                                          11
Many view and filter options
                      • Tag based, metadata based
          Document •Library
                        Good practice: use tags
          • Read permissions for metadata is auto-imported!
                      • MS Office everybody in the project.
          • Write permissions for
               • Project Level
               • WP Level you belong to



Creating a folder structure
    •Every WP and SteerCo has a top level folder
    •Rest is up to you (or webmaster)
Result:
Version history, and possibility
    to revert if necessary




                            Good practice: Use Versioning!
                            1.Click the create new version button
                            2.Download the working Copy
                                     Document is now locked
                                     Will appear in dashlet as being edited by you
                            3.When done editing the working copy, upload
                            it again.
Workflow




Document Details
• Online (flash) preview
• Metadata

                           Every object has a unique
                                     URL
Example of a document review
            email




         • Send document for review to
         one WP, SteerCo or individual
         users  recipients can approve
         or reject document.
         • ….Or simply send a
         notification email to users or
         WP’s
To de updated in future
           version (after summer
                   2010)
                          Calendar functionality
                          • Day – Week – Month views
                          • Read/write access for everyone


Calendar - Good Practice
• Read/ Write access for everyone
• Webmaster should be responsible to
    • make sure all data is there
    • make sure all data is accurate.
Discussion board = mailing list
• Every new topic is being sent to either
    • Entire project
    • One of the work packages
    • Users get links to reply in email
• Mailing lists as we know it will not be used
anymore.
• Example
Creating a new discussion topic



                                  Choose who should
                                     see the topic




                            Example of the email
Member page




All members




  WP membership




WP overview
                  Project rights:
                      • manager = webmaster
                      • collaborator = read/write
                      • consumer = read access
                                                    19
IBBT extranet                       Feel free to
                               contribute, contact us
                               at helpdesk@ibbt.be


       Blog will contain
      internal newsletter         Wiki will contain the
                                   IBBT cookbook




          Calendar will
          contain IBBT
             events


                            Read access for
                             everyone on
                              MyBBT (*)
                                                          20
MyBBT – the future
                   •   Please give feedback!
                   •    Continuous development
                          Roadmap will be updated on the extranet.
                   •    Documentation
                           www.mybbt.be (look for extranet wiki)
                           or: email us at helpdesk@ibbt.be




Many thanks to the CoCoNut colleagues, MyBBT would not be the same without
                                   you
              See www.ibbt.be/en/project/coconut for more info          21

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Project Collaboration with Alfresco Share

  • 2. MyBBT – answer 2 needs at IBBT  Extranet - one stop shop for  Templates, Logo database  User manuals, howto’s  Reporting documents  ‘Internal’ news  Home for the IBBT community  Project collaboration tool  Replacement of the current project sites & mailing lists  Integrated system with wiki, blog, discussions, document library  One account for all projects 2
  • 3. MyBBT – Demo Accounts are centrally stored in LDAP/AD (if you have an @ibbt.be email address, you already have an account) Account is manually approved or denied by IBBT. Allow one working day to process 3
  • 4. Project activities in MyBBTUpcoming calendar - Demo the last X days items Track project Customizable to your activities using RSS! needs After Login: Every user has a personal dashboard - Quick Links to all your Aggregates content over all projects projects Documents I have checked out (see further) Requests (join projects or approve documents) Shows any RSS feed. 4
  • 5. Easily customized - Add multiple web views, feeds, or other dashlets that you see fit… - Play around. Merlin Integration (project planner) in test Using Web View Dashlet. 5
  • 6. Personal Profile - Please edit!!! 6
  • 7. Please update your profile as detailed as possible Oh, and.. Change your profile picture, or we - will do it for you, using The Hoff! Let your co-workers find you Email is required for mailing lists! Use one of the predefined companies, or have one added by us
  • 8. Tools per project Upcoming calendar items Recent Project activity (also via RSS) Every project has a dashboard Profile for the project Collaboration tools for each project - Aggregates content for this project only! Your project Recently modified colleagues documents Index of the project WIKI 8
  • 9. Tools per project Again: This dashboard is configurable, but not by anyone! - The project webmaster is responsible for this. Profile page has to be configured by project webmaster as well 9
  • 10. Tools per project Project wiki • Read/Write permissions for everybody in the project. • Rich text editor Good Practice: • Think about structure and implement that before you start creating pages ‘randomly’ • Wiki effectiveness is very dependant of someone organizing the whole thing  Project webmaster should keep an eye on this 10
  • 11. Trackable via RSS Client should support http(s) authentication! Project BLOG • Read/Write permissions for everybody in the project. • Rich text editor Linking to an external blog is possible • Currently Wordpress and Typepad are supported • Need more? Talk to helpdesk@ibbt.be. 11
  • 12. Many view and filter options • Tag based, metadata based Document •Library Good practice: use tags • Read permissions for metadata is auto-imported! • MS Office everybody in the project. • Write permissions for • Project Level • WP Level you belong to Creating a folder structure •Every WP and SteerCo has a top level folder •Rest is up to you (or webmaster)
  • 13. Result: Version history, and possibility to revert if necessary Good practice: Use Versioning! 1.Click the create new version button 2.Download the working Copy Document is now locked Will appear in dashlet as being edited by you 3.When done editing the working copy, upload it again.
  • 14. Workflow Document Details • Online (flash) preview • Metadata Every object has a unique URL
  • 15. Example of a document review email • Send document for review to one WP, SteerCo or individual users  recipients can approve or reject document. • ….Or simply send a notification email to users or WP’s
  • 16. To de updated in future version (after summer 2010) Calendar functionality • Day – Week – Month views • Read/write access for everyone Calendar - Good Practice • Read/ Write access for everyone • Webmaster should be responsible to • make sure all data is there • make sure all data is accurate.
  • 17. Discussion board = mailing list • Every new topic is being sent to either • Entire project • One of the work packages • Users get links to reply in email • Mailing lists as we know it will not be used anymore. • Example
  • 18. Creating a new discussion topic Choose who should see the topic Example of the email
  • 19. Member page All members WP membership WP overview Project rights: • manager = webmaster • collaborator = read/write • consumer = read access 19
  • 20. IBBT extranet Feel free to contribute, contact us at helpdesk@ibbt.be Blog will contain internal newsletter Wiki will contain the IBBT cookbook Calendar will contain IBBT events Read access for everyone on MyBBT (*) 20
  • 21. MyBBT – the future • Please give feedback! • Continuous development Roadmap will be updated on the extranet. • Documentation www.mybbt.be (look for extranet wiki) or: email us at helpdesk@ibbt.be Many thanks to the CoCoNut colleagues, MyBBT would not be the same without you See www.ibbt.be/en/project/coconut for more info 21