Agenda

2. Agenda • What is Unite Share • Features of Unite Share • Quickr and eRoom – Similarities • Features of Unite Share and eRoom • Using Unite Share Connectors • FAQs and Documentation • Integration between Unite Share and Unite Connect • Features Overview • Unite Share Incident Management Process (Helpdesk) • Unite Share Request Fulfillment Process (RFS) • Unite Share Team • Questions

3. Unite Share Unite Share is an IBM team collaboration tool named Lotus Quickr 8.5 that can help you access and interact with the people, information, and project materials you need to get your work done. It offers team spaces, content libraries, team discussion forums, wikis, and connectors to make it easy to share documents and information amongst a team. This software works with enterprise content management systems, Lotus Notes, Sametime, Microsoft Office and Windows Explorer. OICT currently houses the Unite Share team collaboration application on https://unishare.un.org/. Unite Share has replaced Quickplace, Quickr 8.2 and eventually will replace eRoom and Xythos also. In Q1 of 2012, Unite Share will become part of Unite Connect.

4. Features of Unite Share • Shared Content libraries • Team places • Connectors to applications • Content repositories • Ready to user templates • Wiki • Blogs • RSS

5. Quickr and eRoom – Similarities • Both uses LDAP authentication • Accessibility from the Internet as well as on the UN Intranet • Document based collaboration • Same security controls verification - unclassified • Document versioning capabilities • “Room” in eRoom is equivalent to a “Place” in Unite Share, places have “Rooms”

6. Features of Quickr and eRoom Quickr eRoom Quickr additional features eRoom additional features

7. Using Unite Share Connectors Unite Share connectors are like mini-applications or plug-ins that are snapped into desktop applications. The connectors enable the easy movement of content from Lotus Notes, Lotus Sametime, Windows Explorer, Microsoft Office into Unite Share.

8. FAQs and Documentation Unite Share related FAQs and User Documentation is available under place named Welcome to Unite Share. The URL of this place is: https://unishare.un.org/welcometounishare The place is open/visible to all but the users have to login in order to access the content.

9. Unite Share and Unite Connect Integration Available Q1 - 2012 In Unite Connect, while creating a new community In Unite Share, once the community has been created in Unite Connect

10. Features Overview Creating a place Only OICT KMS has the rights to create new place in Unite Share. The places are of two types: Public Place: Public without login – These places are visible to all and doesn’t require any login to view the content. Public with login – These places are visible to all but in order to access the content, the users should log in with their credentials. Private Place: These places are visible only to those who are members and users have to log in using their credentials in order to access the contents.

11. Features Overview Membership • Readers can view content only but cannot post new content. • Authors can contribute and update their own content. • Editors can add and update their own content as well as the content of other place members. Editors also can remove pages and documents created by others if the pages and documents are public and not checked out. • Managers can remove content added by any place members, customize the place, and control membership of all places and rooms. • Owners can perform all the functions of a Reader, Author, Editor and Manager with the additional capabilities of seeing all Rooms even if he/she is not in their Readers list, can control membership of all Rooms and can delete places.

12. Features Overview Creating a Room A room contains folders and documents but can also contain other Rooms. Each Room has a Members folder that defines who can enter the room and what they can do once inside. If you create a Room within a Room, the new (child) Room automatically takes on the theme that you established for the first (parent) Room. You can then change the characteristics for the new room, if you choose to. Once the room is created, you can customize it by selecting Customize option available within that Room.

13. Features Overview Different Room Actions • The following different room actions can be performed within a Room: • New Room (sub room) • Page • Imported File / Upload • Link • List • Folder

14. Features Overview Forums (Discussions) A forum is an online discussion site or place where people can hold conversations in the form of posted messages. A place owner or manager can create discussion forums within a place in Unite Share. Any Unite Share place member with the appropriate access can post a topic to the forum and post replies to a topic. Creating a New Forum

15. Features Overview Calendar Unite Share Calendar can be integrated with Lotus Notes Calendar. Users can create new Calendar Event with file attachments, event description and can also select members who should access these events. A notification can also be sent through new Calendar Event to all those members who have access to it.

16. Features Overview Place Index The Index folder contains all documents which are within a place. This lets you look at all entries in your Unite Share Place, regardless of which folder you placed them in. You can delete content from the index and move or copy items to a folder in the current place or room, to the Index, or to another room, if you have author or editor privileges in that room.

17. Features Overview Tasks Tasks are used to help place members collaborate effectively on shared endeavors that need to be completed on time. Once logged into Unite Share, if the owner of your place chose this option upon creation, Tasks menu item can be found on the left side of team place screen under main menu. In order for task assignees to receive notice that they have task responsibilities, the place manager needs to ensure that the place's notification preference Notify those responsible when tasks are assignedand completed is enabled. To enable this preference, click on Customize - Basics - Notify those responsible when tasks are assigned and completed.

18. Features Overview Tasks

19. Features Overview Library Users can create a Unite Share place document library for storing content that pertains to team activities. The place members can upload new pages and create new folders also. Users can add content to a library such as rooms, folders, files, a new page, links, a customer list etc. based on the form defined for the library by the place owner/manager. They can also add content through any of the Unite Share Connectors.

20. Features Overview Trash Trash is a functionality that provides the user with greater control of information they want to retain or delete permanently. There are different levels of access to a place. Not all users have the access to move documents to the trash folders or have the visibility of all the documents in the trash folder. Reader - cannot move or delete or view any documents in trash. Author - can move any document/folder which they created to trash or delete it permanently. Editor - can move a document/folder which they and/or any other user created to trash except documents with restricted access or other user’s folders. Manager - full access to any document/folder created including restricted documents/folders. A manager can restore or delete any item in the trash folder. Owner - same access as manager. They can move, delete or restore any item in the trash folder including restricted documents/folders.

21. uniShare Incident Mgmt Process v.1(DRAFT).vsd Unite Share Incident Management Process

22. Unite Share Request Fulfillment Process

23. Unite Share Team • Any questions/concerns/inquiries can be sent to Unite Share team at • unite-admin@un.org. • Unite Share Team • The members of Unite Share Team are: • Curtis Hendricks • Glenda Garrido • Maria Venezia • Navjot Kaur

24. Questions