Configuring Templates - Collaboration - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - Standard - external - Standard

From the Configuration module, select Document | Collaboration Templates. The Collaboration Template Configuration dialog box is displayed.

In the empty field below the Templates field, type a name for the template.

Ensure the template name indicates the contents of the template so users administering Workspaces can distinguish between templates. For example, you could create a template that does not allow users to reply to posts and include No Reply in the template name.

Click Create. The Collaboration Template Settings dialog box is displayed.

Type a useful description in the Description field.

Type a welcome message into the Welcome Message field. This message is automatically sent to a user once they are added to a Workspace. You may include other pertinent information such as required user names and passwords.

From the Options section, select any of the following notification options as default for the template.

Note:

You can elect to turn on notifications to all users of the group as the default notifications are emails that are sent upon activity in the Workspace.

Options	Description
User Membership Notification	Sends a notification to all Workspace members that they are invited into the new Workspace.
Add All Documents to Notification	Adds all documents in the Workspace to the user membership notifications.
New Document Notification	Sends a notification to users when a new document is added to the Workspace.
Document Revision Notification	Notifies members of a workspace if a new revision of an existing workspace document was added. Revision comments are included in the notification. CAUTION: Notifications are only sent if the document was revised from within the OnBase Client. If the revision occurs from within a Core-based product (for example, the Unity Client or the Web Client), no notifications are sent.
Attach Document to Notification	Attaches the new document to the new document notification.
Message Post Notification	Sends a notification to users when a new post (Discussion Thread) is added to the Workspace.

Note:

Even if users are not permitted to view documents, if a notification is configured to contain documents, the user can open the document from the e-mail notification.

Click Save. The Collaboration Rights dialog box is displayed.

Select all Collaboration rights for the template. The following are the available rights:

Thread Rights	Description
Read Discussion Threads	Select to give users rights to read Discussion Threads in the Workspace.
Reply to Discussion Threads	Select to give users rights to reply to Discussion Threads in the Workspace.
Post a New Discussion Threads	Select to give users rights to create new Discussion Threads in the Workspace.

Workspace Rights	Description
Administrator	Select to give users administrator rights to the Workspace. Administrator rights give users rights to all document, WorkView and Discussion Thread rights. Note: If the Administrator check box is selected, all other rights will be automatically distributed to users. You cannot de-select an option if it was automatically selected by selecting the Administrator check box.

Workspace Rights

Description

Administrator

Select to give users administrator rights to the Workspace.

Administrator rights give users rights to all document, WorkView and Discussion Thread rights.

Note:

If the Administrator check box is selected, all other rights will be automatically distributed to users. You cannot de-select an option if it was automatically selected by selecting the Administrator check box.

Document Rights	Description
Add Document	Gives users the rights to add documents to the Workspace. Users may add a document to a Workspace by right-clicking on an open document or from the Document Search Results list.
View Document	Gives users the rights to view documents in the Workspace. Note: If a user is granted the View Document right for a Discussion Thread associated with a Workspace, he/she is able to view documents associated with the Workspace regardless of whether or not they have rights to the Document Type. Note: If the Discussion Thread was created at the document level, the user will not be able to view documents associated with the Discussion Thread if he/she does not have rights to the documents' Document Types.
Remove Document	Gives users the rights to remove documents from the Workspace. This does not remove documents from OnBase or all Workspaces, only from this Workspace.
Modify Document	Gives users the rights to modify documents in the Workspace. Note: If a user has the rights to modify a document outside of the Workspace, that user will be able to modify that document within the Workspace even if the Modify Document option is not selected.

WorkView Rights	Description
Add WorkView Object	Gives users the rights to add WorkView Objects to the Workspace.
View WorkView Object	Gives users the rights to view WorkView Objects in the Workspace.
Remove WorkView Object	Gives users the rights to remove WorkView Objects from the Workspace.

Note:

You must be licensed for WorkView to use WorkView objects in Collaboration. See the WorkView Help for details on WorkView Objects.

Click Save. The Collaboration Attribute Configuration dialog box is displayed.

Attributes are used to identify individual Workspaces that are created with the same template. The creator or administrator of a Workspace can supply an attribute value to the Workspace upon creating or configuring the Workspace. Users can then use attribute values to search for a Workspace.

Click Create. The Collaboration Attribute Settings dialog box is displayed.

Select a setting for the attribute. The setting must match the data type of the attribute values used.

The following settings are available. See the value requirements for each type:

Setting	Description
Alphanumeric	The maximum amount of characters allowed is 250. In the Maximum Length field, enter the maximum amount of characters for the alphanumeric attribute.
Date & Time	Must be a valid date and time. If no value is provided, 1964-01-01 00:00:00.000 is stored.
Numeric	The valid range for a numeric attribute is -2147483648 to 2147483647.

Click Save.

Repeat steps 9 – 13 for all remaining attributes.

When finished, click Close to exit the Collaboration Attribute Configuration dialog box. The following warning message is displayed: Once the table is created you will not be able to configure it. Are you sure you want to create it?

Click Yes to continue.

Click Users. The Collaboration Template Default Users dialog box is displayed.

Select all users you want to access Workspaces created with this template from the Available Users pane.

Click Add. The users are now displayed in the Selected Users pane.

Select a user from the Selected Users pane and click Rights. The Collaboration Rights dialog box is displayed. All settings that were selected as the default for this template are selected for the user.

Select or deselect additional Collaboration rights for the selected user. These settings affect the selected user only.

Click Save.

With the user still selected, click the Options button. The Collaboration User Options dialog box is displayed. All settings selected as the default for this template from the Options section of the Collaboration Template Settings dialog box are selected.

Select or deselect additional notification rights for the selected user. These settings will affect the selected user only.

Note:

The User Membership Notification and Add All Documents to Notification options are available at the default template configuration only, not for individual users.

Click Save.

Click Close to exit the Collaboration Template Configuration dialog box.