Workplace Services Express – Walk thru

1. Workplace Services Express – Walk thru Shaun Smith

2. Organized to help you perform common tasks 2 Handy people finder and contacts list, plus online status for instant messaging Quick access to information users need to do their jobs 3 4 1 Easy ways to change the look of the site and to create new team spaces A Quick Tour

3. Sales Tracking Sign Up Sheet Prospects Announcements Employee Directory Invitations & RSVPs Directions Minutes Survey Milestones FAQs Shared Lists Links Contacts Issues Vacations Attendance Agenda • Lots of predefined lists to help you organize and manage content • Dragging new lists from the palette, to add them to any team space • Page through the data, customize the columns, or sort and filter the data

4. To add or change items in the list, you fill out a form It’s simple to add new fields or change the layout of the form It’s a very simple way to build your own “applications” that collect and store the data you need Lists and Forms

5. Anyone can easily change the list and form, without IT assistance – as long as you have the proper access rights 2 Drag and drop to re-arrange the columns- 1 3 Add new fields that will be displayed in the list and on the data input form Customizing Lists

6. Choose bar or pie views for the list data 1 Graphs

7. Search for documentsand save searches to “smart folders” 3 1 Create or import any type of document Send links to document 4 2 Familiar Folder Navigation 5 Live names throughout, so you can contact the author or other users Managing Documents

8. Document Lifecycle • Check in, check out • Version history • Approvals • Private Drafts • Comment and Review

9. Discussion threads for tracking comments on documents 1 Reviewing Documents

10. Editing Documents • Use built-in editors or launch desktop applications • Document is automatically saved back to the server when you finish editing • Edit documents in any supported language • Works on both Windows and Linux client

11. Word, Excel, and PowerPoint toolbars are extended to provide direct access to portal functions such as locking, versioning, etc… 1 Document properties can be stored in portal, searched and used for preview 2 Microsoft Office Integration

12. Windows Explorer extension lets you work with server documents as if they were local files Files are automatically stored back on the server 1 Desktop Integration

13. 2 1 Manage roles, membership and access to the team space. Instantly chat with other members of the team Collaboration tools: team schedule, team documents, discussions, chat room, and search Team Spaces

14. 1 People Finder integrates with company directory Integrated Instant Messaging Enables easy communication within your organization 2 3 Pop-up menu near people’s names so you can chat, send mail, call, or find out where they fit in the organization Finding and Communicating with People

15. Quick search for people by name, e-mail address, portal user id, phone, department or job title Advanced search lets you search by any field in the profile See an organization chart view for anyone Pop-up menu for contacting people People Finder

16. Other Tools • Team task list • Shared team calendar • Chat room • Surveys

17. The moderators of the team space can invite other people to join Each person or group that is invited can be assigned to a role: moderator or contributor The list of members and roles determines who gets access to documents, who appears on the contacts list, who is invited to meetings, etc. Membership

18. 1 Predefined tools allow easy access to Mail, Calendar and Address Books Predefined Portlets for access to Lotus Domino, Microsoft Exchange and industry standard POP3/IMAP mail services 2 Accessing Your Mail, Calendar, and Address Book

19. Deployment and Operations • System is designed for self-service administration, plus policies to keep things running smoothly • Employees can create and customize their own team spaces without any help from the IT department • Team space owners assign roles to decide what users can see or do • Policies help manage unused team spaces • Common services • user profiles • search index • security

20. Team Space Templates • Within any organization there are many different teams working together every day • Each of these teams might want their own space to work in, where they can store documents, manage a project calendar, etc. • The exact pages and portlets that each team needs will depend on the nature of their work • Workplace provides predefined templates, so you can make team spaces that are tuned to the tasks at hand: planning for an event, holding a regular team meeting, developing employee guidelines, etc. • You can also customize team spaces and save them as new application templates of your own

21. List portlets that are useful for this team’s work Team Tasks and calendar 2 3 1 Page team space for organizing sales activities; with a schedule document library, discussion area, and search A Typical Team Space

22. Blank Chat Room Discussion Document Library Domino Application Access Employee HR Site Event Planning HR Team Marketing Team Meeting Materials Predefined Templates

23. Preview your application as it is being developed 3 2 Set up parameters than can be changed whenever someone uses your template to create their own team space Set properties, design pages and add portlets, define parameters and roles 1 Editing templates

24. Changing the Look

25. Adding New Portlets 1 Slide out palette on each page lets you add new portlets to that page

26. Simply grab a portlet on the page or from the slide out palette and drag to the desired location on the page 1 Re-arranging Portlets

27. Teams can manage their own membership and roles The owner of a team space can assign people to roles or change the owner Overall roles can be mapped to more specific actions of each portlet Membership and Roles

28. Entertainers Post photos and artist profiles Post audition opportunities Job Recruiters Post job openings Store resumes and review applicants Track hiring deadlines Real Estate Agents Post info and photos of properties Checklist lists for closing Volunteer Organizations Track volunteer and donation needs Web Designers Post design reviews and gather client feedback Create to-do lists for bugs and technical issues Accountants Update clients on the latest tax laws Post to-do lists for creating a corporation Ad Agencies Track deadlines Post design ideas, stock photos, storyboards for review Architects Post floor plans, sketches, photos Keep lists of preferred sub-contractors Associations or Trade Groups Share ideas and latest trends Post notes from seminars and conferences Authors and Publishers Review drafts and revisions Track publishing deadlines Partner Templates in Progress

29. Policies • Policies manage the Workplace automatically, without manual tasks • Team Space Policies limit size and activity • Set limit on size and specify warning threshold • Specify maximum days with no activity • When over quota, warnings are sent to administrator, moderator and members and displayed on welcome page so they can take action • Team Spaces are not deleted

30. Common Services • User Profiles • Search engine and Content Index • Content access services • Security

31. Installation • Quick single-server install for small departments or teams • Move to company database or directory later, using configuration wizards

32. Portal Management • Fast time to value • Collaboration portal installed/configured in under an hour • Lists, documents, & templates to get up and running quickly • Easy to use • Easy access from the browser • Drag and drop to customize pages • Leverages your investment in MS Office 2000, 2003 • Use Office and Windows Explorer to work on documents • Simpler to manage • Consolidated management of portal and collaboration tools • Grows with you • Start with a single server deployment and grow up