LotusLive. LotusLive Engage and LotusLive Connections User's Guide

Transcription

1 LotusLie LotusLie Engage and LotusLie Connections User's Guide

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3 LotusLie LotusLie Engage and LotusLie Connections User's Guide

4 Note Before using this information and the product it supports, read the information in Notices on page 179. Notice This edition applies to LotusLie Engage and LotusLie Connections and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright IBM Corporation 2010, US Goernment Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

5 Chapter 1. LotusLie Actiities Organize content and prioritize tasks related to a project goal. New to Actiities? Watch a ideo to learn more about Actiities. Recent updates Find out what features hae been added since the last update. Use Actiities Welcome to Actiities Create an actiity to organize a team project Track and assign to-do items Reuse an actiity that you created to track a repeating task Click topics in the table of contents to get help with other tasks. Log in to Actiities to open and create actiities, and post entries to your actiities. The Actiities home page might be sparse when you first begin using actiities. As you create actiities or are added to other people's actiities, this page becomes busier. To help you naigate the page, the following table lists the iews that are aailable: Table 1. Actiities iews View My Actiities Completed Tuned Out Actiities Trash Description Lists the actiities that you created or were added to as a member, including priate community actiities. This iew does not include the actiities of your organization. This iew is the default iew. Lists the actiities that hae been marked complete. Each actiity is created with a goal in mind. After that goal is reached, the actiity is marked complete. Completed actiities are remoed from the My Actiities iew. Lists the actiities that you hae tuned out of. If you belong to an actiity that you are not interested in, you can tune out of the actiity to remoe it from your My Actiities iew. Lists the actiities or entries that hae been deleted. You can restore deleted items, but only if you do so before the trash is emptied. The administrator specifies how often the trash is emptied. IBM Corporation 2007, 2011 IBM 2010,

6 Table 1. Actiities iews (continued) View Prioritized Actiities <Your organization> Actiities Tags Description Proides links to actiities that you hae marked as haing a high or medium priority. As your list of actiities begins to grow, it is helpful to prioritize them by importance to you. Prioritization settings are unique to each user; no other members can see these collections. Marking your most alued actiities as High Priority enables you to quickly access them from the High Priority iew. Lists the actiities of your organization, where <Your organization> is the name of your organization, to which you hae access een though you are not listed as a member. The actiities of your organization can be iewed by anyone within the organization or by guest members who hae been gien access to some actiities. Actie, completed, or deleted actiities in your organization are only aailable from the Actiities section of your organization. Lists all the tags assigned to your actiities. You can choose how the tags in the tag collection are displayed: in a list or a cloud. A tag list displays the tags in a list starting with the most popular tags first. A tag cloud isualizes the popularity of the tags in the collection by grouping the tags together and displaying the most frequently used tags in larger, darker text and less often used tags in smaller, lighter text. Within an actiity, the Tags iew displays all of the tags assigned to the actiity entries. Note: You can sort the iews by recency, due date, name. The following tabs are aailable from the iews: Table 2. Actiities tabs Tab Actiities To Do List Actiity Templates Description Lists the actiities that you created or were added to as a member. This tab is the default tab. From within an actiity, you can click this tab to exit the current actiity and return to the My Actiities iew. Lists the open to-do items assigned to you from all of your actiities. This tab is a good place to go to see what actions you need to take to complete your projects. Lists actiity templates that you created or that are being shared with you by other members. 2 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

7 Table 2. Actiities tabs (continued) Tab Recent Updates Description Displays a list of recent changes that hae been made to actiities in the My Actiities iew. Recent changes that appear include any of these actions: Start an actiity Add an entry Add a to-do Add a section Add a comment Edit, copy, moe, or delete Sae as entry template Change priority Add members It does not include updates made to actiities in your organization nor actiities from which you hae tuned out. Within an actiity, you can click Recent Updates from the naigation bar to open a iew that lists the recent changes made to the current actiity. Are you finding that you do not see much when you open the Actiities application? Add some content by starting an actiity! To begin, identify a goal, such as creating a presentation, resoling a bug, or researching a topic. Create an actiity to track that goal. You can then add entries to the actiity to capture required tasks, store associated documents, and assemble the people that you need to reach the goal. Video: Highlights of Meeting, Files, Actiities, and Communities Working Together Frequently asked questions in Actiities This topic lists the questions that Actiities users ask most often and proides brief answers. What is an actiity and what is a community actiity? Can I turn a standard actiity into a community actiity? How do I know which type of actiity I am iewing? What are tags and why should I use them? What is a custom field? What is an entry template What is an actiity template? Why am I unable to drag and drop an entry? How can I add structure to my actiity? What is a section? Why is the My Actiities iew empty? How can I preent unwanted actiities from cluttering up my iews? Chapter 1. Actiities 3

8 How do I determine whether to delete, complete, or tune out of an actiity? Why am I unable to delete a member from an actiity? What is an actiity? An actiity is a place where the people inoled in a project can share information, assign tasks, and share resources, such as files, tools, and websites. What is a community actiity? A community actiity is created from within a community and is aailable from the actiities widget in a community or from the Actiities application. A community actiity can help a community work together to reach a specific goal. Community actiities are displayed in the Actiities iews. When you open a community actiity, information about the community to which it belongs is displayed in a community card in the naigation pane. The community card includes links that you can click to switch to the Communities application and work with the associated community. Can I turn a standard actiity into a community actiity? There is no automatic way to transform an actiity. Howeer, you can perform the following steps to start a community actiity that contains most of the content in a standard actiity. 1. From Actiities, sae the standard actiity as an actiity template. 2. From the community, start a new actiity. Click Pick an Actiity Template next to Template in the new actiity form, and then choose the template you created in the preious step. 3. To preent confusing the standard and community ersions of the actiity, either delete the original actiity if it is no longer needed or specify a different name for the community ersion of the actiity. Note: The members from the original actiity cannot be added to the community ersion of the actiity. The membership list of the community actiity is determined by the membership list of the community. Alternatiely, you can share a standard actiity with a community. When you share an actiity with a community, that actiity is added to the list of aailable actiities within the community to which it was shared. How do I know which type of actiity I am iewing? Both standard and community actiities are displayed from the My Actiities iew in the Actiities application. The text Community Actiity is displayed next to the title of a community actiity. From within an actiity, you know that you are iewing a community actiity if a community card is displayed at the top of the naigation pane. Otherwise, you are iewing a standard actiity. What is a tag? A tag is a single-word term that you assign to an actiity or entry. All added tags are displayed in a tag collection that can be displayed as a list or a cloud. You can click a tag in the tag collection to retriee a list of entries or actiities that use the same tag. What are the benefits of using tags? Finding content that you added. When you categorize entries or actiities with a single word that you define, it makes it easier to find the entry or actiity later because the tag gets added to the tag 4 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

9 collection. From an indiidual actiity or an actiities iew, you can click the tag in the tag collection to retriee the associated entry or actiity. Finding related content. Not only is the entry or actiity that you tagged returned when you click a tag in the tag collection, but related actiities or entries are also returned. Anything tagged with the same term, either by you or someone else and to which you hae access, is returned. In this way, tagging helps you to discoer new and potentially useful information. Identifying trends. Tagging also makes it easier for you to determine what your colleagues are working on because the tag collection isualizes the most popular tags. The tag cloud displays the tags that are used most often in a larger, bolder font. The tag list displays the tags that are used most often at the top of the list. As a result, one glimpse at the tag collection can tell you what the members of your actiities are most interested in. What is a custom field? Custom fields are fields that you can add to an entry to collect specific types of information. The following field types are supported: Date. Stores a date alue. You can type a date into the field or select a date from the calendar control that is displayed when the field is gien focus. Person. Stores a name. When you begin to type a person's name into the field, a list of names from the directory is displayed. You can choose a name from the list or continue to type the name or address of the person. Text. Stores unformatted text. You can add any number of these field types, and then customize them by changing the field labels. By default, each entry is named after its field type. For example, the date field is named Date. You can then change the field label to reflect the information that you want to collect in the Date field; you could rename the field to Deadline, for example. By adding seeral new custom fields, and renaming them, you can create a custom entry. What is an entry template? An entry template is a prototype of an entry. Because you can add custom fields to an entry, you can also sae a customized entry as an entry template, so that you can use it again later. What is an actiity template? An actiity template is a prototype of an actiity. You can use a template to capture the required steps, contacts, resources, and tools used to complete a common process. After you create the template, you can create multiple actiities from it for each project you begin that uses the process. You can create a template from a community actiity and a community actiity from a template. Howeer, you cannot associate member information with a community actiity template. Why am I unable to drag and drop an entry? You may not hae permission to edit the entry. You can only moe entries that you can edit. Owners can drag and drop any entry and authors can drag and drop only entries that they created. A quick way to determine whether you hae permission to moe an entry is to mouse oer the entry. If you can moe it, a drag handle is displayed. If you cannot moe it, Chapter 1. Actiities 5

10 nothing is displayed. To help you determine where you can drop an entry, a drop box is displayed when you drag the entry to an area where it can be dropped. How can I add structure to my actiity? Use the Actiity Outline iew. By default, the iew has a flat structure. You can add structure to it by grouping entries together into sections. What is a section? A section functions as a container for a set of actiity entries. When you add sections to an actiity, you add structure to the actiity. Rather than letting the structure be defined by an entry thread or the date on which entries were added, you can use sections to group entries together in a way that make sense to you and other actiity members. You cannot create a multi-layered hierarchy in an actiity; you cannot add sections to a section. Why is the My Actiities iew empty? The My Actiities iew displays all of the actie actiities to which you hae access. This iew is empty in the following cases: You are a new user. This iew is empty until you create an actiity or are added to an actiity by someone else. Your actiities were automatically marked complete due to inactiity. If you are not a new user and hae participated in actiities before, but they are not being displayed in your My Actiities iew, look for them in the Completed iew. By default, the serer marks an actiity complete if it has not been updated in 90 days. If an actiity has been marked complete, but should not hae been, it can be restored to the My Actiities iew by the actiity owner. If you are not the actiity owner, ask the owner to restore it. (You can find out who owns it by opening the actiity from the Completed iew and expanding the Members section.) If you are the owner, to restore the actiity, find it in the Completed iew, click More to expand the actiity description, and then click Restore. Note: Your system administrator can change the time interal after which actiities are automatically marked complete. If there is an actiity that you know you hae accessed before, but you cannot find it in the My Actiities iew, try looking in the Actie iew under <Your organization> Actiities, where <Your organization> is the name of your organization. Your organization's actiities hae no membership list, but instead are accessible to anyone within your organization and who has access to the Actiities serer. Your organization's actiities are not displayed in the My Actiities iew. How can I preent unwanted actiities from cluttering up my iews? One approach is to pare down the actiities that are displayed in your My Actiities iew. Always mark actiities for which you hae accomplished the goal as completed. This action remoes them from the My Actiities iew. You can also tune out of an actiity; when you do so, it is remoed from your My Actiities iew. Another approach is to assign priority leels to your actiities. For example, you can mark important actiities as haing a high priority. When you do so, they are added to the High Priority iew. You can then go straight to that iew to find out what is new in the actiities that you most care about. The best part is that the priority settings that you specify 6 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

11 What is an actiity? are priate; the priority iews that result from them are unique to your enironment. In other words, your manager will not find out if you tune out of an actiity. How do I determine whether to delete, complete, or tune out of an actiity? Deleting. Only delete an actiity that you and all of the actiity members no longer need. Deleting the actiity moes it to the Trash iew. You can restore a deleted actiity from the Trash iew, but only until the trash is emptied. Trash remoal is done on a schedule that is specified by your administrator. You can only delete an actiity that you own. Completing. After you finish using an actiity to track the progress of a work project, mark it complete. Completing an actiity moes it to the Completed iew. You can always reference completed actiities from the Completed iew; this iew is not emptied. You can only complete an actiity that you own. Tuning out. If you are not interested in an actiity, you can tune out of it to preent it from showing up in your main iews. The importance that you designate for your actiities is priate, so no other members will know if you tune out of an actiity. Members can still send you notifications about specific entries. Any member role can tune out of an actiity. Why am I unable to delete a member from an actiity? You must be an author or owner of an actiity to remoe a member. Owners can remoe any member. An author can remoe readers and other authors only. You can remoe yourself from an actiity, but only if you are not the last remaining owner of the actiity or the business owner. If that is the case, change the role of an existing member to Owner, and then delete yourself. You can only edit the member list of a community actiity if the members were added indiidually and not as part of a full community's membership, and you can only remoe authors and readers. If the full community membership list was gien access to the actiity, you must remoe the member from the associated community. To remoe a member, expand Members, click the delete icon next to the person's name, and then click OK. After you remoe a member, entries created by that member can still be iewed by the remaining members, and can be edited or deleted by the owners of the actiity. Actiities is a web-based collaboration tool for collecting, organizing, sharing, and reusing work related to a project goal. Use Actiities to organize your team's work around project tasks, rather than around the many tools that you use to perform them. Members of an actiity interact in an online location in which they create, collect, and share a set of ideas and resources to support a project goal. Examples of projects that you could use an actiity to track include: Driing a sales process to a close Preparing for an important meeting Writing a report for a client Hiring a new employee Chapter 1. Actiities 7

12 An actiity is a way for you to organize your work and collaborate with others in a shared web space. You can start an actiity from a single idea or fragment of an idea in an . Because it is easy to inite new members, you can quickly pull together the right people and resources you need to get the job done. You can post messages, share files and links to websites, and create and assign to-do items. You can also post links to other related actiities within an actiity. Community actiities You can also create community actiities. A community actiity is an actiity created in the Communities application. Community actiities are included in the standard Actiities iews and can be opened and edited from the Actiities application. The only thing different about a community actiity is its membership. You can create a community actiity with a membership list that reflects the membership list of the community or you can choose to create a community actiity whose members are a subset of the community. But, the member list of the actiity cannot contain anyone who is not also a member of the owning community. Actiities are a good way to improe awareness and coordination in teams. When a member shares a design document, meeting agenda, or spreadsheet to an actiity, not only is that item immediately aailable to eeryone else on the team, it is also placed alongside all of the project's other resources. Team members always know that they can go to the actiity to find out about the latest project happenings and see who the recent contributors are. Opening an actiity Open an actiity to work with its entries and members. Your actie actiities are displayed in the My Actiities iew. To open an actiity and display its entries, complete the following steps: 1. If the My Actiities iew is not open, click My Actiities from the naigation pane. From within an actiity, you do not see My Actiities listed in the naigation pane; click the Actiities tab first. 8 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

13 2. Click the title of the actiity. If the actiity that you are looking for is not listed on the current page, use the Next button at the bottom of the list to page through the actiities. Alternatiely, you can increase the number of actiities displayed in the current page to up to 100 by clicking a number at the bottom of the actiities list. You can filter the list by expanding Tags, and then clicking a tag assigned to the actiity. Tip: Consider designating actiities that you use often as high priority, which makes them easier to find; you can open the Prioritized Actiities > High Priority iew to see a list of only the actiities that you deem to be important. Related tasks Prioritizing actiities on page 43 Prioritizing actiities makes it easier for you to find the actiities that are most important to you. Creating an actiity to organize a team project Create an actiity to proide a place for the people inoled in a project to share information, to assign tasks, and to share resources, such as tools, websites, and files. Creating an actiity is easy: just click a button and fill out a form. There are no required fields. You can edit the actiity later to add or change information. No special access is needed to create an actiity. If you hae access to the Actiities serer, you can create an actiity. You cannot use this procedure to create a community actiity. You can only create a community actiity from the Communities feature. See Creating a community actiity in the Communities Help for more information. 1. From the My Actiities iew, click Start an Actiity. If you hae an actiity open, then you do not see the Start an Actiity button in the naigation pane. Click the Actiities tab to exit the opened actiity first. Chapter 1. Actiities 9

14 2. In the Name field, type a short name that describes the purpose of the actiity, for example, a project name. The actiity name is displayed in the subject of the notification sent to the people you add to the actiity as members. If you do not proide a name, the actiity is gien the name Untitled. You can gie it a name later by editing the actiity. 3. Select or clear the option Allow people external to my organization to become members of this actiity to set the following permissions: Select this option to include members within your organization or guests outside of your organization. Actiities that allow external members can be shared with communities that allow external or internal members. You can later clear this permission to not allow external members to the actiity only if external members are not present in the actiity. External actiities are identified by an External icon next to the actiity title. Do not select this option if you want to only include members within your organization. Actiities that do not allow external members can only be shared with communities that do not allow external members. You cannot allow external membership to an internal actiity at a later time. 4. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas. A tag is a single-word label or keyword that you assign to an actiity to categorize it. After the actiity is saed, the tag is added to the tag collection. Later, you can use the tag to find this actiity by clicking the tag from the tag collection. Not only is this actiity returned in the resulting list, but any similarly tagged actiities are included also, thus helping you to discoer related content. Keep in mind that the tag collection is composed of tags that are created by you and your colleagues; if no one has created any tags yet, you do not see a list of matching tags as you type into this field. 5. Add members to the actiity by selecting Person, Group, orcommunity from the Members drop-down list. Note: The group feature is aailable upon request. Contact your organization administrator for information. If you want to add a member to a role other than the default role of Author, click the down-arrow next to the Author field, and then select Owner or Reader. The access leel options are defined as follows: Author. Can iew content and add entries. Owner. Can add content and can iew and edit all entries. As the actiity creator, you are automatically added to it as the business owner. Eery actiity must hae a business owner. You can transfer business ownership to another member. Reader. Cannot contribute to an actiity; access is restricted to only iewing content. Begin typing a person's name, address, group, or community into the second field. As you type, a list of matching names in your organization is displayed. Click a name in the list to add that person, group, or community. Alternatiely, you can search for a particular group by clicking Browse Groups, and then entering a keyword for the group and clicking Find Groups. Click the group you want and then click Add. If the group contains nested groups 10 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

15 within it, you can either add the parent group or select a nested group. Use the breadcrumb trail aboe the group selector to switch between leels of nested groups. Note: If you enter an address for someone who does not hae a LotusLie account or who has an account but is not in the same organization, you must click the plus icon to add that person. If the person does not hae a LotusLie account, then you are prompted to send that person a guest initation after you sae the actiity. Guest members must accept the initation to access the actiities to which they hae been added as members. Repeat this step to add additional members. 6. In the Actiity goal field, add a description of the actiity. Proide a sentence or two that summarizes the goal of the actiity, its audience, or the type of content that you want members to add to it. Proide enough information about the goal to help members distinguish among actiities with similar names. The information in this field is searchable and is displayed in the notification message that members receie when they are inited to join the actiity. 7. In the Due date field, add a date by which this actiity must be completed. Either type the date or click the field to select a date from the calendar control. 8. To create the actiity from a template, perform the following steps. A template captures the tasks required to complete a specific job. For example, a patent template might link to the files, databases, tools, or Web sites that an inentor seeking a patent would need. It might also capture a list of to-do items that an inentor would need to complete as part of the patent application process. a. Click Pick an Actiity Template, and then select a template from the list. You can type a template name into the field to narrow the list.external templates are not aailable for internal actiities. When you select a template, a description of the template is displayed. If you select not to use an aailable template, select None from the list. b. If you want to seed the member list with the members defined in the template, select Use members from template. 9. Click Sae to finish creating the actiity. After the actiity is created, the serer sends an message or a notification to the Updates tab of the My Dashboard feature to notify the people that you added as members about the actiity. Chapter 1. Actiities 11

16 What to do next You can now add entries to the actiity. Related tasks Creating an actiity from a template on page 54 Create an actiity from a template when there is a template aailable that was designed for the goal that you want to accomplish. The right template can get you and your team started on a project more quickly and effectiely. Using to-do entries to track tasks Use to-do entries to track the tasks that must be completed for your team to meet a specific project goal. You can assign a to-do item to a person on your team or leae it unassigned. You can also gie it a due date. See Adding a to-do entry for more details. Each actiity has a To Do Items iew that breaks down the to-do entries that hae been created in that actiity. It lists their assignments, due dates, and whether or not they hae been completed. The To Do List tab of the Actiities application retriees information about the to-do entries from all of the actiities that you are a member of. You can iew the to-do items in the following ways: My To Do Items Lists all to-do items assigned to or created by you. Completed To Do Items Lists all completed to-do items. This list includes to-do items that you created or that were assigned to you as well as to-do items that were created by or assigned to others. Incomplete To Do Items Lists all incomplete to-do items. This list includes to-do items that you created or that were assigned to you as well as to-do items that were created by or assigned to others. 12 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

17 Adding a to-do entry You can add one or more to-do entries to an actiity and assign them to members of the actiity. A to-do entry represents a task to be completed. You can assign a to-do item to any indiidual member of an actiity and select a due date for it. You can iew all of the to-do entries for an actiity from the To Do Items iew. Note: As you create or edit a to-do entry, your work is automatically saed eery 5 minutes, unless the administrator changes the interal. If you leae a to-do entry in an unsaed state when you log out of Actiities, the next time you log in, a notification appears at the top of each page reminding you that you hae an unsaed entry. From that notification message you can click View to open the to-do entry and resume work on it, or Discard to delete the to-do entry. To add a to-do entry, complete the following steps: 1. Open an actiity. 2. Do one of the following: To add the to-do entry directly to the actiity, click Add To Do Item. To add the to-do entry as a reply to another entry, open the entry, and then click Add To Do Item. 3. Type a short task description into the To Do field. This task description becomes the text label that identifies the entry and is displayed in all iews that include the entry. If you want to add links to files stored in LotusLie Files, attachments, bookmarks, custom fields, to assign the to-do item, or to specify a due date, click More Options. 4. By default, the task is assigned to Anyone (shared), meaning any member of the actiity can perform the task, and then check it off after it has been completed. To assign the to-do item to a specific member, click Choose a person, and then perform one of the following actions: Standard actiity: To assign the to-do entry to a specific person, select Indiidual actiity members, and then select the persons name from the list. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can assign the to-do item to a community member by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the persons name from the list. Community actiity to which all community members were added: Select the persons name from the list. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Chapter 1. Actiities 13

18 Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Community actiity to which only a subset of community members were added: Select Indiidual actiity members, and then select the persons name from the list. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To assign the to-do entry to a person who is not an explicit member of the community actiity, click Assign to New Member. Select a role to assign to the member that you are adding, and then begin typing the person's name or address into the second field. As you type, a list of matching names is displayed. Click a name in the list to add that person, and then click Sae. When the to-do entry is assigned to someone who is not a community member, that person is automatically added as an explicit member to the community. To assign the to-do entry to a community owner, select <community_name> (community owners) where <community_name> is the name of the community, and then select the owners name from the list. To assign the to-do entry to both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. 5. In the Due date field, assign a date by which the to-do entry must be completed. Type a date or choose a date from the calendar control. 6. You can add content to the entry by clicking the following links: Add File > Attach File Adds a file to the entry. Click Browse beside the field to locate the file. 14 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

19 Note: The maximum size limit for file attachments is 10 MB by default, but this alue can be changed by your administrator. Add File > Link to File Adds a link to a file stored in the Files application. a. Select the type of file that you want to share from the options displayed on the left of the window. Table 3. File-sharing options Option Recent Files Pinned Files My Files Shared With Me Other People's Files Pinned Folders My Folders Shared Folders Description Files recently uploaded to the Files application. Files that you marked as prioritized in the Files application. Files that you uploaded to the Files application. Files shared with you from the Files application. Files that other people shared with you from the Files application. Files from folders that you marked as prioritized in the Files application. Files from your personal folders in the Files application. Files from shared folders in the Files application. b. Select a file or files from the list that displays, and click OK. Add File > Link to Folder Adds a link to a folder stored in the Files application. a. Select the type of folder that you want to share from the options displayed on the left of the window. Table 4. Folder-sharing options Option Recent Folders My Folders Folders Shared with Me <Your Organization> Folder Description Folders recently uploaded to the Files application. Folders that you own in the Files application. Folders shared with you from the Files application. Folders in the Files application that are isible to eeryone in your organization. b. Select a folder or folders from the list that displays, and click OK. Add Bookmark Adds a web address to the entry. Type the title of the web page into the Bookmark title field, and then copy the web address into the field that begins with Add Custom Fields > Date Field Adds a Date field to the entry. When you click the empty field, a Chapter 1. Actiities 15

20 calendar control is displayed. You can either type the date into the field or pick a date from the calendar control. Add Custom Fields > Person Field Adds a Person field to the entry. As you type a name into the field, a list of names from the directory is displayed. You can choose a name from the list or continue typing the person's full name or address. Add Custom Fields > Text Field Adds a Text field to the entry. You can add as many types of fields as you want and you can add fields of the same type multiple times. If you want to remoe a field that you added, click the X next to the field to delete it. 7. Optional: Rename a field that you added by clicking the field label to edit it. After you add a file, bookmark, or custom field to the entry, you can change the name that is associated with the field by default to a name that better describes the purpose of the field. For example, if you are using the to-do item to identify a file that you need to reiew, you might want to attach a file to the to-do entry, and change the name of the file attachment field to Document to reiew. You could also add a text field named Changes to track any updates you make to the file. 8. In the Description field, describe the entry or add entry content. You can use the toolbar buttons to format the added text. 9. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas. A tag is a single-word label or keyword that you assign to an entry to categorize it. After the entry is saed, the tag is added to the tag collection for the actiity. Later, you can use the tag to find this entry by clicking the tag from the tag collection. Not only is this entry returned in the resulting list, but any similarly tagged entries are included also, thus helping you to discoer related content. Keep in mind that the tag collection is composed of tags created by you and your colleagues; if no one has created any tags yet, you do not see a list of matching tags as you type into this field. 10. To add this entry to a specific section of the actiity, click the down arrow next to the Section field, and then select the section from the list. 11. To hide the entry from other members, select Mark this entry priate. 12. If you want to notify actiity members about this entry, complete the following steps: a. Select Notify people of this entry. b. Do one of the following: Standard actiity: To notify eeryone, select the All indiidual members of this actiity check box. This option does not notify members of groups or communities. Note: The group feature is aailable upon request. Contact your organization administrator for information. To notify specific people, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that 16 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

21 you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify. Community actiity to which all community members were added: Select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Community actiity to which only a subset of community members were added: To notify a subset of community members, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community. To notify both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. c. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field. By default, the notification indicates that you want to inform the member about this entry. 13. Click Sae. 14. Do one of the following: If you want to create another to-do item, type it into the To Do field. If you do not want to create another to-do item, click Cancel. Chapter 1. Actiities 17

22 What is an entry? An actiity entry is a unit of content that you add to an actiity. The types of content that you can add include text, files, and bookmarks. You can also add to-do entries and custom entry types that you define. Each entry includes a title and some type of content. You can also add an optional text description and tags to an entry. The description text and tags can be searched to help you find the entry later. By default, entries in an actiity are shared with all members of the actiity. You can hide an entry from other members by marking it priate. You can add the following types of entries to an actiity: Entry type Standard To Do Item Description You can add a formatted text message, one or more links to files stored in LotusLie files, one or more file attachments, and one or more bookmarks which reference web pages. You can also add one or more custom fields to the entry to create name, text, and date fields. After adding links, attachments, bookmarks, and new fields, you can change the field labels to reflect the information that is being proided in the fields, file attachments, and bookmarks. A to-do entry that you author within an actiity. You can include a due date and assign the entry to a specific member of the actiity. When the task is completed, you can select the to-do item check box to mark it completed. Like a standard entry, you can add one or more links to files stored in LotusLie Files, one or more file attachments and one or more bookmarks which reference web pages to a to-do item. You can also add one or more custom fields to the to-do item to create name, text, and date fields. After adding links, attachments, bookmarks, and new fields, you can change the field labels. 18 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

23 Entry type Custom Comment Related Actiity Description An entry created from an entry template. An entry template is a prototype of an entry. If you create an entry that you want to reuse, you can sae it as an entry template, and use the template the next time you create an entry. For example, if you are using an actiity to collect team member status reports, you can create a standard entry, and add new fields to it to collect team member names, status report dates, and other information. You can then sae that standard entry as a new entry template named Status Report. After it is saed, when you and other actiity members create an entry to capture status information, you can choose the entry template named Status Report from the list of entry types to create. Custom entries can be created and reused within one actiity only. To add a quick comment to an actiity, create a standard entry and add the comment to the Title field. You can also add a comment as a response to another entry. When creating a comment as a response to an entry, you can add one or more links to files stored in LotusLie Files, one or more file attachments, and one or more bookmarks, but you cannot add custom fields. A reference link to an existing actiity. The membership list and due date of the related actiity can differ from those of the main actiity. You must be a member of the related actiity to be able to access it through a related actiity link. Adding an entry You can add an entry to an actiity to comment on a topic, make an announcement, ask a question, share a file, or share a web address with the team. You must be an author or an owner of the actiity to add entries to it. Note: As you create or edit an entry, your work is automatically saed eery 5 minutes, unless the administrator changes the interal. If you leae an entry in an unsaed state when you log out of Actiities, the next time you log in, a notification appears at the top of each page reminding you that you hae an unsaed entry. From that notification message you can click View to open the entry and resume work on it, or Discard to delete the entry. To add an entry, open an actiity, and then complete the following steps: 1. Click Add Entry. Chapter 1. Actiities 19

24 2. In the Title field, type the title of the entry. 3. You can add content to the entry by clicking the following links: Add File > Attach File Adds a file to the entry. Click Browse beside the field to locate the file. Note: The maximum size limit for file attachments is 10 MB by default, but this alue can be changed by your administrator. Add File > Link to File Adds a link to a file stored in the Files application. a. Select the type of file that you want to share from the options displayed on the left of the window. Table 5. File-sharing options Option Recent Files Pinned Files My Files Shared With Me Other People's Files Pinned Folders My Folders Shared Folders Description Files recently uploaded to the Files application. Files that you marked as prioritized in the Files application. Files that you uploaded to the Files application. Files shared with you from the Files application. Files that other people shared with you from the Files application. Files from folders that you marked as prioritized in the Files application. Files from your personal folders in the Files application. Files from shared folders in the Files application. b. Select a file or files from the list that displays, and click OK. Add File > Link to Folder Adds a link to a folder stored in the Files application. a. Select the type of folder that you want to share from the options displayed on the left of the window. Table 6. Folder-sharing options Option Recent Folders My Folders Folders Shared with Me <Your Organization> Folder Description Folders recently uploaded to the Files application. Folders that you own in the Files application. Folders shared with you from the Files application. Folders in the Files application that are isible to eeryone in your organization. b. Select a folder or folders from the list that displays, and click OK. 20 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

25 Add Bookmark Adds a web address to the entry. Type the title of the web page into the Bookmark title field, and then copy the web address into the field that begins with Add Custom Fields > Date Field Adds a Date field to the entry. When you click the empty field, a calendar control is displayed. You can either type the date into the field or pick a date from the calendar control. Add Custom Fields > Person Field Adds a Person field to the entry. As you type a name into the field, a list of names from the directory is displayed. You can choose a name from the list or continue typing the person's full name or address. Add Custom Fields > Text Field Adds a Text field to the entry. You can add as many types of fields as you want and you can add fields of the same type multiple times. If you want to remoe a field that you added, click the X next to the field to delete it. 4. Optional: Rename a field that you added by clicking the field label to edit it. After you add a LotusLie File link, file, bookmark or custom field to the entry, you can change the name that is associated with the field by default to a name that better describes the purpose of the field. For example, if you are using the entry to proide reiew comments, you might want to add two name fields, and change the name of one field to Author and the other to Reiewer. You could also add a date field labeled Reiew By Date, and then add a file attachment with a field label of Document To Reiew. 5. In the Description field, describe the entry or add entry content. You can use the toolbar buttons to format the added text. 6. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas. A tag is a single-word label or keyword that you assign to an entry to categorize it. After the entry is saed, the tag is added to the tag collection for the actiity. Later, you can use the tag to find this entry by clicking the tag from the tag collection. Not only is this entry returned in the resulting list, but any similarly tagged entries are included also, thus helping you to discoer related content. Keep in mind that the tag collection is composed of tags created by you and your colleagues; if no one has created any tags yet, you do not see a list of matching tags as you type into this field. 7. To add this entry to a specific section of the actiity, click the down arrow next to the Section field, and then select the section from the list. 8. To hide the entry from other members, select Mark this entry priate. 9. If you want to notify actiity members about this entry, complete the following steps: a. Select Notify people of this entry. b. Do one of the following: Standard actiity: To notify eeryone, select the All indiidual members of this actiity check box. This option does not notify members of groups or communities. Chapter 1. Actiities 21

26 Note: The group feature is aailable upon request. Contact your organization administrator for information. To notify specific people, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify. Community actiity to which all community members were added: Select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Community actiity to which only a subset of community members were added: To notify a subset of community members, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community. To notify both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. c. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field. By default, the notification indicates that you want to inform the member about this entry. 10. Click Sae to finish adding the entry. 22 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

27 Related tasks Creating entry templates on page 34 If you designed an entry that you would like to reuse, sae the entry as an entry template. Adding a comment You can add a quick comment directly to an actiity or as a response to an existing entry. To add a comment, complete the following steps: 1. Do one of the following: To add a stand-alone comment, open the actiity, and then click Add Entry. If your comment is short, type it into the Title field. Otherwise, type it into the Description field.you can optionally add links to files stored in LotusLie Files, attachments, bookmarks, or create custom fields. See Adding an entry for more information. To comment on someone else's entry, open the entry, click Add Comment, and then type your comment into the Comment field.to comment on someone else's entry, open the entry, click Add Comment, and then type your comment into the Description field. You can optionally add links to files stored in LotusLie Files, attachments, or bookmarks. See Adding an entry for more information. 2. To hide the entry from other members, select Mark this entry priate. 3. If you want to notify actiity members about this entry, complete the following steps: a. Select Notify people of this entry. b. Do one of the following: Standard actiity: To notify eeryone, select the All indiidual members of this actiity check box. This option does not notify members of groups or communities. Note: The group feature is aailable upon request. Contact your organization administrator for information. To notify specific people, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify. Community actiity to which all community members were added: Select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. Chapter 1. Actiities 23

28 If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Community actiity to which only a subset of community members were added: To notify a subset of community members, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community. To notify both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. c. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field. By default, the notification indicates that you want to inform the member about this entry. 4. Click Sae. Adding a response to an entry You can add a response to an entry in an actiity to comment on a topic, make an announcement, ask a question, proide feedback on an existing entry, share a file, or share a web address with the team. To add an entry, open an actiity, and then complete the following actions: 1. From the entry to which you want to create a reply, click Add Comment. Note: If you cannot see the Add Comment link, then your iew may be collapsed. Click the entry title to expand the entry. 2. In the Description field, add your response. You can use the toolbar buttons to format the added text. 3. You can add more content to the entry by clicking the following links: 24 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

29 Add link to file in LotusLie Files Adds a link to a file stored in LotusLie Files to the entry. Choose My Files or Files Shared with Me from the View drop-down list to find the file, select one or more files from the list, and then click Add Files. Note: You can also search for a file you hae access to that is part of a folder. Select a folder from the Folders drop-down list to find the file. Attach File Adds a file to the entry. Click the Browse button beside the File name field to locate the file. Add Bookmark Adds a web address to the entry. Enter the title of the web page in the Bookmark title field, and then add the web address to the field that begins with You can add as many LotusLie Files links, file or bookmark fields as you want. You can change the default field labels to names that make more sense to you and other members. Click a field label to edit it. If you want to remoe a link or field that you added, click the X beside the link or field to delete it. 4. To hide the response from other members, select Mark this entry priate. 5. If you want to notify actiity members about the response, complete the following steps: a. Select Notify people of this entry. b. Do one of the following: Standard actiity: To notify eeryone, select the All indiidual members of this actiity check box. This option does not notify members of groups or communities. Note: The group feature is aailable upon request. Contact your organization administrator for information. To notify specific people, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify. Community actiity to which all community members were added: Select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Chapter 1. Actiities 25

30 Working with entries Community actiity to which only a subset of community members were added: To notify a subset of community members, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community. To notify both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. c. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field. By default, the notification indicates that you want to inform the member about this entry. 6. Click Sae to finish adding the response. You can iew, reply to, edit, tag, and manage the entries in an actiity. Moing an entry You can moe an entry to a new location in the same actiity or to a different actiity. Moe an entry when you want to add it to a section, group it with related entries, or sort entries in a specific sequence. Before you begin Owners can moe any entry. Authors can moe their own entries only. To moe an entry to a different actiity, you also must be an author or owner of the destination actiity. If you moe an entry to another actiity and the members of the original actiity are not members of the other actiity, they will lose access to the entry. When you moe an entry within the current actiity, you can moe it using either the menu or by dragging and dropping the entry. If you moe an entry that has one or more responses, using either method, its responses moe with it. You cannot drag and drop entry responses. When you drag and drop an entry, you can only drop the entry aboe or below another entry; you cannot drop it below an entry's responses to turn it into a response. To moe an entry, complete the following steps: 26 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

31 1. From the My Actiities iew, open an actiity and then scroll to the entry that you want to moe. 2. Do one of the following: To moe the entry to a different actiity, click More Actions > Moe. Note: If you cannot see the More Actions link, your iew may be collapsed. Click the entry title to expand the entry. From the Moe to Actiity tab, select an actiity from the list, and then click Moe. Note: When moing an entry to another actiity, you cannot specify where you want the entry to be positioned in the other actiity. Later, you can open the other actiity and moe the entry within it as a separate step. To moe the entry to a section in the current actiity, hoer oer the entry until the drag handle is displayed. Hoer oer the drag handle until the cursor changes from a pointer into a cross hair onto the section., and then drag the entry To position the entry after another entry in the current actiity, hoer oer the entry that you want to moe until the drag handle is displayed. Hoer oer the drag handle until the cursor changes from a pointer into a cross hair, and then drag the entry below the other entry. Note: What does it mean if no drag handle is displayed when you hoer oer an entry? If a drag handle is not displayed, then you do not hae the appropriate leel of access to drag the entry. Are you unsure about where you can drop an entry? A bold horizontal line is displayed when you drag the entry to an area where it can be dropped. Related tasks Copying an entry You can add a copy of an entry to the same location in an actiity, to a new location in the same actiity or to a different actiity. Copy an entry when you want to moe it to a section, group it with related entries, or sort entries in a specific sequence, but also want to keep a copy of the entry in its current position. Copying an entry You can add a copy of an entry to the same location in an actiity, to a new location in the same actiity or to a different actiity. Copy an entry when you want to moe it to a section, group it with related entries, or sort entries in a specific sequence, but also want to keep a copy of the entry in its current position. Before you begin Authors can copy their own entries only. Owners can copy any entry. To copy an entry to a different actiity, you also must be an author or owner of the destination actiity. If you copy an entry that has one or more replies, its replies are copied with it. Chapter 1. Actiities 27

32 1. From the My Actiities iew, open an actiity and scroll to the entry that you want to copy. 2. Click More Actions > Copy. Note: If you cannot see the More Actions link, your iew may be collapsed. Click the entry title to expand the entry. 3. Do one of the following: To add a copy of the entry to the same actiity or to a different actiity, from the Copy to Actiity tab, select an actiity from the list. When copying an entry to another actiity, you cannot specify where to position the entry in the other actiity. Later, you can open the other actiity and moe the entry within it as a separate step. To add a copy of the entry to a section, click the Copy to Section tab, and then select a section from the list. To position a copy of the entry after itself or after another entry in the current actiity, click the Copy to Entry tab, and then select an entry name from the list. 4. Click Copy. Related tasks Moing an entry on page 26 You can moe an entry to a new location in the same actiity or to a different actiity. Moe an entry when you want to add it to a section, group it with related entries, or sort entries in a specific sequence. Notifying members about an entry To bring an entry to the attention of members in the actiity, you can notify them about the entry. Members whom you notify receie an message or a notification in the Updates tab in the Home page application that contains the description of the entry and a link to it. Before you begin Any member of an actiity can notify other members about any entry in the actiity. The serer can send notifications to current members of the actiity and to anyone who has added a current entry to the actiity een if the person is no longer a member. Sending a notification does not create an entry in the actiity. To notify members about an entry, complete the following steps: You cannot send notifications to groups. Note: The group feature is aailable upon request. Contact your organization administrator for information. 28 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

33 1. Open an actiity and locate an entry that you want to notify someone about. 2. Click More Actions > Notify Other People. Note: If you cannot see the More Actions link, your iew might be collapsed. Click the entry title to expand the entry. 3. Do one of the following: Standard actiity: To notify eeryone, select the All indiidual members of this actiity check box. To notify eeryone, select the All indiidual members of this actiity check box. This option does not notify members of communities. To notify specific people, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify. Community actiity to which all community members were added: Select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Community actiity to which only a subset of community members were added: To notify a subset of community members, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community. To notify both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select Chapter 1. Actiities 29

34 indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. 4. Optional: If you want to add a comment to be displayed in the notification that is sent to the members in addition to the entry description, add it to the Notify Message field. 5. Click Send to send the notification, and then click OK. Marking an entry priate so that other members cannot see it You can mark an entry priate if you want to sae it to an actiity, but do not want to share it with other members. You can mark an entry priate when you first post it, or by editing it later. Before you begin Only the creator of the entry can mark the entry priate. By default, when you post an entry to an actiity, eery member of the actiity can read it. Marking an entry priate lets you maintain a priate work space within an actiity. For example, you can mark a draft of an entry priate until you are ready to share it. You can also mark an entry priate if the information is not releant to other members. To mark an entry priate, complete the following steps: 1. Open the actiity, find the entry that you want to mark priate, and then click Edit. Note: If you cannot see the Edit link, your iew may be collapsed. Click the entry title to expand the entry. Only an owner of the actiity or the person who created the entry can see the Edit link. 2. Select Mark this entry priate, and then click Sae. Note: Only the person who created the entry can see the Mark this entry priate check box. After you sae the entry, other members are unable to see it when they open the actiity. You can determine which entries are priate because they are prefixed with the term [Priate]. What to do next You can later share the entry with other members by editing the entry again, and clearing Mark this entry priate. Adding a file to an actiity entry You can add a file to an actiity entry, whether it is a standard entry, a to-do entry, a custom entry, or an entry comment. Before you begin You must be the author of the entry or an owner of the actiity to add a file to the entry. 30 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

35 Files that you attach to a standard or community actiity are stored within the actiity, and cannot be shared outside the membership of the actiity. If you want to upload a file that you can share with a wider audience later, add the file to the Files application. You can add a link to a file or folder in the Files application from the actiity entry to share it with the actiity members. Files that you attach to an actiity entry are stored within the actiity only and cannot be accessed after the actiity is marked complete, and remoed from the system, for example. To add a file to an entry, open the entry, and then complete the following steps: 1. Click one of the following links: Add File > Attach File Adds a file to the entry. Click Browse beside the field to locate the file. Note: The maximum size limit for file attachments is 10 MB by default, but this alue can be changed by your administrator. Add File > Link to File Adds a link to a file stored in the Files application. a. Select the type of file that you want to share from the options displayed on the left of the window. Table 7. File-sharing options Option Recent Files Pinned Files My Files Shared With Me Other People's Files Pinned Folders My Folders Shared Folders Description Files recently uploaded to the Files application. Files that you marked as prioritized in the Files application. Files that you uploaded to the Files application. Files shared with you from the Files application. Files that other people shared with you from the Files application. Files from folders that you marked as prioritized in the Files application. Files from your personal folders in the Files application. Files from shared folders in the Files application. b. Select a file or files from the list that displays, and click OK. Add File > Link to Folder Adds a link to a folder stored in the Files application. a. Select the type of folder that you want to share from the options displayed on the left of the window. Chapter 1. Actiities 31

36 Table 8. Folder-sharing options Option Recent Folders My Folders Folders Shared with Me <Your Organization> Folder Description Folders recently uploaded to the Files application. Folders that you own in the Files application. Folders shared with you from the Files application. Folders in the Files application that are isible to eeryone in your organization. b. Select a folder or folders from the list that displays, and click OK. If you want to remoe a file that you added, click the X next to the file attachment field to delete it. 2. Optional: Rename a field that you added by clicking the field label to edit it. After you add a LotusLie File link or file field to the entry, you can change the name that is associated with the field by default to a name that better describes the purpose of the field. For example, if you are using the entry to get reiew comments on a document you created, you might want to change the file attachment field label to Document To Reiew. 3. Optional: You can add more than one file to the entry by repeating the preious steps. 4. Click Sae to finish adding the file to the entry. Deleting an entry You can delete an entry to remoe it from an actiity. A deleted entry is moed to the trash iew for the actiity. You can restore the entry, but you must restore it before the administrator permanently deletes it by emptying the trash. Before you begin Authors can delete their own entries only. Owners can delete any entry. To delete an entry, complete the following steps: 1. Open an actiity, and then scroll to the entry that you want to delete. 2. Click More Actions > Delete. Note: If you cannot see the More Actions link, your iew may be collapsed. Click the entry title to expand the entry. 3. Click OK to confirm the deletion. Results To restore an entry, open the actiity from which you remoed it. From the naigation pane, click Trash to open the Trash iew. Find the entry, click its title to expand it, and then click Restore. 32 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

37 Note: Only an actiity owner or the entry author can restore a deleted entry. If you are not an actiity owner nor the entry author, you will not see the Restore link. Getting the web address of an indiidual entry You can open an entry in its own web page, and then sae the page as a bookmark, send it to another member in a chat message, or post it as a bookmark entry in an actiity. Anyone who subsequently opens the link is taken directly to the entry's web page. Before you begin To open an entry from a permanent web address, you must be a member of the actiity that contains the entry. You cannot use a link to an entry to share it with someone who is not a member of the actiity. Working with entry templates To get the web address of an entry, complete the following steps: 1. Find the entry that you want to bookmark or share, and then click More Actions > Link to this Entry. Note: If you cannot see the More Actions link, your iew may be collapsed. Click the entry title to expand the entry. 2. You can now bookmark the entry or share it with other members by copying the web address from the web browser's location box and pasting it into a chat, or the bookmark field of an actiity entry. Reuse a custom entry within an actiity by creating an entry template. What is an entry template? An entry template is a prototype of an entry. You can use an entry template to capture a set of fields that comprise a custom entry. After you create the entry template, you can create multiple entries from it. For example, suppose your manager wants you and your teammates to add weekly status report entries to the actiity you are using to share information and resources for a project. This means that each of you is going to be creating a separate entry that includes the same introductory information, such as your name and the week for which you are proiding status. To simplify things, you could create an entry template that contains fields designed to collect status information, such as a name field titled Status for, and a date field titled Week of. After creating the custom entry, you can sae it as an entry template and name it Status report. The next time you need to proide a status report, you can click Add from Entry Template > Add Status report to open an entry form based on the template you created, which contains fields designed specifically to store status report information. Chapter 1. Actiities 33

38 Creating entry templates If you designed an entry that you would like to reuse, sae the entry as an entry template. An entry template is a prototype of an entry. You can create a template, and then use it to create multiple custom entries. Entry templates are aailable within the actiity in which they were created only; they are not shared across actiities. To create an entry template, complete the following steps: 1. Create an entry to sere as the model for the template. Add all the fields that you want to add and rename them as appropriate. 2. Sae the entry. 3. Find the created entry, and then click More Actions > Sae as Entry Template. If you do not see the More Actions link, the entry may be collapsed. Click the entry title to expand it. 4. Type a name into the Name field. For example, Status report. 5. If you want to associate an icon with the template and any entries created from it, click an icon. 6. Click Sae to create the template, and then click Close to close the confirmation message box that is displayed. 7. To use the new entry template, click Add from Entry Template > Add <entry template name>. where <entry template name> is the name of the entry template that you created. For example, Add Status report. Related tasks Adding an entry on page 19 You can add an entry to an actiity to comment on a topic, make an announcement, ask a question, share a file, or share a web address with the team. Editing entry templates on page 37 The owner of an actiity can edit the entry templates created from custom entries used in the actiity. For example, the actiity owner might want to change the icon used by the template as an identifier. Adding a custom entry You can add a custom entry that is based on an entry template created and stored in the current actiity.custom entry templates can be created and used for actiity entries and to-do items. Adding a custom entry You can add a custom entry that is based on an entry template created and stored in the current actiity.custom entry templates can be created and used for actiity entries and to-do items. Before you begin At least one entry template must hae been created in the current actiity before you can create a custom entry from a template. 34 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

39 You must be an author or an owner of the actiity to add entries to it. To add a custom entry, open an actiity, and then complete the following steps: 1. Click Add from Entry Template > Add <entry template name> where <entry template name> is the name of the template that you want to use as the basis for the custom entry. 2. In the Title field, type a title for the entry. 3. You can add additional content to the entry by clicking the following links: Add link to file in LotusLie Files Adds a link to a file stored in LotusLie Files to the entry. Choose My Files or Files Shared with Me from the View drop-down list to find the file, select one or more files from the list, and then click Add Files. Note: You can also search for a file you hae access to that is part of a folder. Select a folder from the Folders drop-down list to find the file. Attach File Adds a file to the entry. Click Browse beside the field to locate the file. Add Bookmark Adds a web address to the entry. Type the title of the web page into the Bookmark title field, and then copy the web address into the field that begins with Add Custom Fields > Date Field Adds a Date field to the entry. When you click the empty field, a calendar control is displayed. You can either type the date into the field or pick a date from the calendar control. Add Custom Fields > Person Field Adds a Person field to the entry. As you type a name into the field, a list of names from the directory is displayed. You can choose a name from the list or continue typing the person's full name or address. Add Custom Fields > Text Field Adds a Text field to the entry. You can add as many types of fields as you want and you can add fields of the same type multiple times. If you want to remoe a field that you added, click the X next to the field to delete it. 4. Optional: Rename a field that you added by clicking the field label to edit it. After you add a file, bookmark or custom field to the entry, you can change the name that is associated with the field by default to a name that better describes the purpose of the field. For example, if you are using the entry to proide reiew comments, you might want to add two name fields, and change the name of one field to Author and the other to Reiewer. You could also add a date field labeled Reiew By Date, and then add a file attachment with a field label of Document To Reiew. 5. In the Description field, describe the entry or add entry content. You can use the toolbar buttons to format the added text. Chapter 1. Actiities 35

40 6. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas. A tag is a single-word label or keyword that you assign to an entry to categorize it. After the entry is saed, the tag is added to the tag collection for the actiity. Later, you can use the tag to find this entry by clicking the tag from the tag collection. Not only is this entry returned in the resulting list, but any similarly tagged entries are included also, thus helping you to discoer related content. Keep in mind that the tag collection is composed of tags created by you and your colleagues; if no one has created any tags yet, you do not see a list of matching tags as you type into this field. 7. To add this entry to a specific section of the actiity, click the down arrow next to the Section field, and then select the section from the list. 8. To hide the entry from other members, select Mark this entry priate. 9. If you want to notify actiity members about this entry, complete the following steps: a. Select Notify people of this entry. b. Do one of the following: Standard actiity: To notify eeryone, select the All indiidual members of this actiity check box. This option does not notify members of groups or communities. Note: The group feature is aailable upon request. Contact your organization administrator for information. To notify specific people, select Indiidual actiity members, and then select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify. Community actiity to which all community members were added: Select the boxes next to the names of indiidual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. Community actiity to which only a subset of community members were added: To notify a subset of community members, select Indiidual actiity members, and then select the boxes next to the names of indiidual 36 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

41 members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field. If the actiity has more than 500 members, you can click Next to see additional names. Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box. To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community. To notify both community owners and indiidual members, select owner names from the <community_name> (community owners) list where <community_name> is the name of the community, and then select indiidual names from the Indiidual actiity members list. Your selections will be remembered as you switch between each list. c. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field. By default, the notification indicates that you want to inform the member about this entry. 10. Click Sae to finish adding the entry. Related tasks Creating entry templates on page 34 If you designed an entry that you would like to reuse, sae the entry as an entry template. Editing entry templates The owner of an actiity can edit the entry templates created from custom entries used in the actiity. For example, the actiity owner might want to change the icon used by the template as an identifier. Editing entry templates The owner of an actiity can edit the entry templates created from custom entries used in the actiity. For example, the actiity owner might want to change the icon used by the template as an identifier. Before you begin Do not perform this procedure if there are no entry templates in the actiity. An entry template is a prototype of an entry. If you create a custom entry that you want to reuse, you can sae it as a template. The next time you add an entry, you hae the option of adding an entry with the custom fields specified in the template. See Creating entry templates for more information. To edit an entry template, complete the following steps: 1. Open the actiity that contains the entry templates that you want to edit. 2. From the title bar, click More Actions, and then select Edit Entry Templates. Chapter 1. Actiities 37

42 3. Click Edit next to the template that you want to edit. 4. Make the edits that you want. To associate an icon with the template, select an icon. When you associate an icon with a template, the icon is displayed in the titles of any entries created using the template. 5. Click Sae. 6. Edit another entry template or click Close. Related tasks Creating entry templates on page 34 If you designed an entry that you would like to reuse, sae the entry as an entry template. Adding a custom entry on page 34 You can add a custom entry that is based on an entry template created and stored in the current actiity.custom entry templates can be created and used for actiity entries and to-do items. Working with searches in Actiities You can search for information in Actiities using a ariety of methods. Searching actiities for a word or phrase Use the search control in the title bar to search across all of your actiities and entries for items which contain a word or phrase. Before you begin You can only search actiities of which you are a member. The search includes completed actiities. Search results do not include entries that hae been marked priate nor those entries or actiities in the trash. To search for actiities or entries which contain a specific text string, complete the following steps: 1. Type the word or term that you want to search for into the Search field in the title bar. 2. Specify the items that you want to search by clicking the down arrow next to the Search field, and then selecting one of the following options: My Actiities Searches for the text string in the titles and descriptions of all your actiities, which includes actiities created by you or shared with you or your communities, as well as the fields and entries in all your actiities. All Actiities Searches for the text string in the titles and descriptions of all the actiities to which you hae access, which includes all actiities, and searches for the text string in the fields and entries in all those actiities. 38 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

43 To Do List Searches for the text string in the to-do entries of all the actiities in which you are listed as a member. Templates Searches for the text string in the titles and descriptions of all the templates to which you hae access. This Actiity Searches for the text string in the title and description of the current actiity, as well as the fields and entries in the current actiity. Note: If you hae a template open, This Template is displayed instead. You can choose This Template to search for the text string in the title and description of the current template. 3. Click the search icon. The search results are displayed in the current page. If you are searching this actiity or template, you can edit the search results directly. Otherwise, click the title of a result to open and edit it. Filtering actiities and entries by tag To find a group of actiities related to the same idea, project, industry, or other categorization, filter your actiities by tag. You can filter the entries in a single actiity by tag as well. Tagging entries and actiities allows you to create irtual folders that you can later naigate. All of the tags in your actiities, those created by you and by others, are displayed in a tag collection. You can choose to display the tags in the collection as a cloud or a list. The tag cloud displays the more frequently used tag terms in bold face, large font. The tag list displays the most frequently used tag terms at the top of the list. Tag browsing not only helps you find the information that you tagged; it also lets you discoer similarly tagged information contributed by other actiity members. After you learn which members hae contributed information in your area of interest, you can browse by person to discoer what other information these people hae posted. Both the tag cloud and tag list display a set of the most popular tags only. The tag list displays the 10 most popular tags. The tag cloud displays more than 10. Do one of the following: To find the actiities that are categorized with a tag, from the My Actiities iew, expand Tags in the naigation pane, and then click the tag. To find the entries in a single actiity that use a tag, open the actiity, expand Tags, and then click a tag. Tip: If you cannot see the tag collection without scrolling down, collapse the Members section by clicking the twistie. Chapter 1. Actiities 39

44 Both from an actiity iew and from within a single actiity, you can search for a specific tag. Click Find a tag, enter the tag name in the search field, and then click the search icon. You might want to do this if, for example, you are using a tag list or the tag cloud is so large that only a subset of the tags are displayed in it, and the tag you are interested in is not one of them. Subscribing to an Actiities feed to get automatic updates Using a feed reader, you can subscribe to a feed of a single actiity that interests you or a collection of actiities. After you subscribe to a feed, your feed reader monitors it and automatically retriees updates for you. Working with actiities A feed is a way of representing and automatically deliering the latest content of a web page directly to your computer. Actiities uses a protocol called Atom to publish feeds. Subscribing to a feed simplifies the task of monitoring an actiity, because your feed reader automatically checks for and retriees content updates for each feed. You can subscribe to a feed from any location in which the Feed icon is displayed, including from the My Actiities iew and within indiidual actiities. The process for subscribing to a feed aries with the feed reader that you use. The following steps proide general guidelines. 1. Do one of the following: To subscribe to a single actiity, open the actiity, find a iew or section that includes a list of entries for which you want to get regular updates, and then click Feed for these entries. To subscribe to multiple actiities, open a iew that captures the types of actiities for which you want to get regular updates, such as the Prioritized Actiities > High Priority iew, and then click Feed for these actiities. To subscribe to the list of to-do items, click the To Do List tab, and then click Feed for these to do items. To subscribe to the templates, click the Actiity Templates tab, and then click Feed for these templates. 2. Add the feed to your preferred feed reader. The steps you must complete to do so ary depending on the web browser and feed reader that you are using. See the web browser or feed reader documentation for more information. This section describes the actions that you can perform in an actiity. Editing an actiity To edit an actiity, you must be an owner of the actiity. Before you begin Editing the title, description, due date, or tags associated with an actiity does not affect the content of the entries posted to the actiity. 40 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

45 To edit an actiity, complete the following steps: 1. Do one of the following: From the My Actiities iew, find the actiity that you want to edit in the list of actiities, click More to expand the actiity description, and then click Edit. From within the actiity that you want to edit, click Acitiity Actions in the title bar, and then select Edit Actiity. Note: Only an owner of an actiity can edit it. If you are not an owner, you will not see the Edit link nor the Edit Actiity menu option. 2. Edit any fields that you want to change, and then click Sae. Adding a link to a related actiity Create an entry that links to another actiity if the other actiity contains information that may be of interest to the current actiity's members. Before you begin Only members who hae access to the other actiity will be able to access the other actiity from the entry. To add a related actiity, complete the following steps: 1. Open the actiity to which you want to add a link to a related actiity. 2. Click Actiity Actions in the title bar, and then select Add Related Actiity. 3. Select the actiity you want to link to from the list of options that is displayed, and then click Sae. What to do next A related actiity entry is created. When a member who has access to the other actiity expands the related actiity entry, and then clicks the related actiity link, the related actiity opens. Exiting an actiity If you are looking for a iew in the naigation pane and don't see it, it might be that you are within an actiity and are looking for an item that is only aailable from the naigation pane in the My Actiities iew. You hae to exit the currently open actiity to see the My Actiities iew. The naigation pane changes to proide links that are releant to the current page content. From within an actiity, the naigation pane proides quick access to things that apply only to that actiity, such as a list of your to-do items, or a list of Chapter 1. Actiities 41

46 the actiity's sections. From the My Actiities iew, the naigation pane proides quick access to other iews, such as Prioritized Actiities. To exit an actiity, click the Actiities tab. This action returns you to the My Actiities iew. Copying an actiity Do you see an actiity that someone created that you would like to reuse? If the owners of the actiity did not create a template for it to enable others to reuse it, you can make a copy of it. You can also copy one of your own actiities if you want to reuse it, but do not plan to reuse it enough times to warrant the creation of a template. Before you begin Any member of an actiity can copy it. When you copy the actiity, you are added to the new actiity as the owner. External actiities are copied as external actiities, and internal actiities are copied as internal actiities. To copy an actiity, complete the following steps: 1. Open the actiity that you want to copy. 2. From the title bar, click Actiity Actions, and then select Copy Actiity. 3. In the new actiity form, add new alues or change the alues of any of the fields that you want to update. 4. If you want to include the members from the actiity that you are copying in your new actiity, click Use members from actiity 5. Click Sae Printing from an actiity You can print the content of an actiity as you would any web page. Organizing your actiities Printing from an actiity prints the current page only. To print an actiity, complete the following steps: 1. Optional: If you are printing an actiity, expand any collapsed sections, click the Expand All icon next to Display to expand any collapsed entries, and if an entry has a long description that is not displayed, click more to display it in full. 2. Print the iew or actiity by selecting File > Print from the web browser menu. Organize your actiities so that you can quickly access the actiities that you want and find information easily. 42 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

47 Adding sections to organize actiity content Sections are containers for sets of actiity entries. Add sections to an actiity to gie its outline a hierarchical structure. To add a section to an actiity, complete the following steps: 1. Open the actiity to which you want to add the section. 2. Click Add Section. 3. Add a section title to the Section field, and then click Sae. You hae created a new section, and can now add entries to it. 4. To add an entry, do one of the following: To add a standard entry to the section, click Entry. To add a to-do item to the section, click To Do Item. To add an entry that is based on an entry template, click More, and then select the entry type that you want to add. Note: The More option is not displayed if there hae been no custom entry templates created in this actiity. To moe an existing entry to the section, drag the entry into the section. Moing and renaming sections After creating a section, you can moe it up or down in the iew to better organize the actiity. You can also rename the section. To moe or rename a section, complete the following steps: 1. From the naigation bar within the actiity, expand Sections if it is collapsed, and then click the section that you want to rename or moe. 2. Perform one of the following actions: To rename the section, click Actions > Edit Section, change the section title in the Section field, and then click Sae. To moe the section, click Actions > Moe Up or Actions > Moe Down. Prioritizing actiities Prioritizing actiities makes it easier for you to find the actiities that are most important to you. All actiities are gien a Normal priority leel by default. You can change the priority leel of an actiity after you hae determined how useful it is to you. The priority leel that you assign to an actiity is isible only to you; it does not affect the priority that another member of the actiity might assign to it. Chapter 1. Actiities 43

48 Actiities that you hae prioritized as High or Medium are displayed in a compact list that you can access by expanding Prioritized Actiities in the naigation pane of the My Actiities iew. Note: Prioritized Actiities is not displayed in the naigation pane from within an actiity; you must exit the actiity first. Click the Actiities tab to exit the current actiity and return to the My Actiities iew. To prioritize an actiity, complete one of the following steps: From the My Actiities iew, find the actiity that you want to prioritize. Click More to expand the actiity description, click Prioritize, and then choose a priority leel. From within an actiity, click Actiity Actions from the actiity title bar, and then choose a priority leel. Note: The priority leel does not become isible within the actiity; you must return to the My Actiities iew or go to Prioritized Actiities in the naigation pane of the My Actiities iew to see the actiity priority leels. These are the priority leel options: High Priority Indicates that this actiity is important. Medium Priority Indicates that this actiity has a higher priority than a normal actiity. Normal Priority (Default) Indicates that this actiity has a normal priority. Mark as Tuned Out Moes the actiity to the Tuned Out Actiities iew. Related tasks Opening an actiity on page 8 Open an actiity to work with its entries and members. Tuning out an actiity that does not interest you You can tune out of an actiity that you are not interested in to remoe it from the My Actiities iew. If the actiity subsequently becomes more useful, you can tune back into it. Tune out of actiities to restrict the actiities displayed in your My Actiities iew to only those actiities that you are most interested in. After you tune out of an actiity, you remain a member of the actiity and can still access its content by switching to the Tuned Out Actiities iew. Other members of the actiity can still send you notifications about entries in the actiity. To tune out of an actiity, complete one of the following steps: 44 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

49 From the My Actiities iew, find the actiity that you want to tune out of, click More > Prioritize > Mark as Tuned Out. From within an actiity, click Actiity Actions in the title bar, and then select Mark as Tuned Out. What to do next To tune back into an actiity, open the Tuned Out Actiities iew from the naigation pane of the My Actiities iew. Click More > Prioritize beside the actiity that you want to tune back into, and then select the appropriate priority leel. Marking an actiity complete Mark an actiity complete after its goal has been achieed. This action does not delete the actiity; the completed actiity continues to be aailable from the Completed iew. After you mark an actiity complete, members no longer see it listed among their actiities. Before you begin You must be an owner of an actiity to mark the actiity complete. To mark an actiity complete, perform the following steps: Do one of the following: From the My Actiities iew, find the actiity that you want to mark complete in the list of actiities, click More to expand the actiity description, and then click Mark Complete. From within the actiity that you want to mark complete, click Mark Actiity Complete in the title bar. Results Completed actiities are listed in the Completed iew. What to do next To restore a completed actiity, perform the following steps: 1. Open the Completed iew. Note: There are two Completed iews: one contains only completed priate actiities of which you were a member and the other contains only completed organization actiities. 2. Do one of the following: Find the actiity, click More to expand the actiity description, and then click Restore. From within the actiity that you want to restore, click Restore Actiity in the title bar. Chapter 1. Actiities 45

50 By default, actiities that are not actie after 90 days are marked complete automatically. A notification is sent to the actiity owners before this eent occurs to let them know that the actiity will be marked complete if they do not use it. The inactiity period of 90 days is a alue that the administrator can change. Deleting an actiity You can delete an actiity to moe it to the Trash iew. Before you begin Only delete an actiity if you do not want to retain any of the information in the actiity. You must be an owner of an actiity to delete it. To delete an actiity, complete the following steps: 1. Do one of the following: From the My Actiities iew, find the actiity that you want to delete in the list of actiities, click More to expand the actiity description, and then click Delete. Note: Only an owner of an actiity can delete it. If you are not an owner, you will not see the Delete link. From within the actiity that you want to delete, click Actiity Actions in the title bar, and then select Delete Actiity. Note: Only an owner of an actiity can delete it. If you are not an owner, the Delete Actiity menu option is not enabled. 2. Click OK to confirm that you want to moe the actiity to the Trash iew. What to do next You can restore actiities from the Trash iew until the trash is emptied, which is 90 days by default. To restore a deleted actiity, complete the following steps: 1. From the naigation pane of the My Actiities iew, click Trash to open the Trash iew. Note: From within an actiity, click the Actiities tab to exit the current actiity and return to the My Actiities iew. Note: There are two Trash iews that temporarily store deleted actiities: one contains only priate actiities of which you were a member and the other contains only the actiities of your organization. 2. Find the actiity, click More to expand the actiity description, and then click Restore. Note: Only an owner of a deleted actiity can restore it. If you are not an owner, you will not see the Restore link. 46 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

51 Exporting actiities Export data from an actiity to create arious types of spreadsheet based reports. Any actiity member can export data from an actiity into a Comma Separated Values (CSV) file. Exporting an actiity into a CSV file enables you to moe its data into a spreadsheet format. After the actiity is moed into this type of format, you can start creating seeral types of reports based on the data. 1. Open the actiity from which you want to export data. 2. Click Actiity Actions > Export Actiity. 3. Select This Actiity to export the entire actiity, which includes all entries, comments, sections, and to do items, or select a specific section from the Export dialog box. 4. Do one of the following steps: a. Select Open with to choose a program in which to open the exported actiity immediately. Typically, spreadsheet applications are used to open CSV files. b. Select Sae File to sae the exported actiity to your local system and open it at a later time. Working with actiity templates Reuse the style or content of an actiity by creating an actiity template. What is an actiity template? An actiity template is a prototype of an actiity. You can use an actiity template to capture the required steps, contacts, resources, and tools used to complete a common process. After you create the template, you can create multiple actiities from it for each project that you begin that uses the process. For example, if you are working on a patent, you can create a template for the patent application process. Add a to-do list to the template that captures the steps required to complete the process. Add files and web links to link to the tools and Chapter 1. Actiities 47

52 resources that you use to perform the steps. Assign tags to the template that define its purpose. If you are creating a standard actiity template, you can add the key people who understand the process as members so that you can later include them in the project workflow. If you are creating a community actiity, make sure the key people are members of the community. After you create the template, you can create an actiity from that template for each idea or product that you want to patent. Using a template limits the amount of work you hae to do each time you begin a new project, because the actiity you start with already includes most of the correct members, has links to the necessary information, outlines the required steps you must complete in the To Do Items iew, and has appropriate tags associated with it. If you are a project manager, you can create a template and share it with your team to help organize the project. You can create a template in one of the following ways: From scratch. An experienced team member can collect the approed resources and itemize the to-do items required to complete a process and make it aailable to the team or to a set of customers. Note: You cannot create a community actiity template from scratch. From an existing actiity. A team can capture in an actiity the resources that they had to use and the to-do items that they had to complete during the process of completing a task. After the information is organically collected in an actiity, you can formalize the process by creating a template from that actiity. Related tasks Creating a template from an actiity to reuse resources on page 50 If you and your team used an actiity to complete a process and that actiity proed useful, because it captured the steps that you needed to complete and gathered together all the resources that you needed, you can use that actiity as the starting point for a template. Creating an actiity template from scratch Create an actiity template to help yourself and other members of your team to organize the steps and resources inoled in completing a common task. Creating an actiity template from scratch Create an actiity template to help yourself and other members of your team to organize the steps and resources inoled in completing a common task. Before you begin When you create a template from scratch, you are identifying key parts of a process. To create a useful template, you should be familiar with the process or consult with someone who has experience with the process and knows what bookmarks, IBM Lotus Notes databases, document files, spreadsheets, and presentations are needed by someone who is attempting to complete the process. The template creator should also know the tasks required and the best order in which those tasks should be performed. 48 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

53 Note: You cannot use this procedure to create a community actiity template. To create a template from scratch, complete the following steps: 1. Click the Actiity Templates tab. 2. Click Create a Template. 3. Fill in the following fields. None of the fields is required. Name Type a title for the template. If you do not proide a title, it is named Untitled by default. Permissions: Allow people external to my organization to become members of this actiity Select this option to include members within your organization or guests outside of your organization. Actiity templates that allow external members can be shared with communities that allow external or internal members. You can later clear this permission to not allow external members to the actiity template only if external members are not present in the actiity template. External actiity templates are identified by an External icon next to the actiity template title. Do not select this option if you want to only include members within your organization. Actiity templates that do not allow external members can only be shared with communities that do not allow external members. You cannot allow external membership to an internal actiity template at a later time. About this template Type a description of the template. Describe why someone would want to use it. Tags Type one or more keywords that should be associated with actiities that are created from this template. When someone creates an actiity based on this template, the tags you define here are assigned to the resulting actiity. Separate multiple tags with commas. 4. Create a member list for the template. Members hae access to the template and can help you seed the template with entries. Adding entries helps to create the workflow of the actiities that will use the template. To create a member list, perform the following steps: a. Select Person, Group, orcommunity from the Members drop-down list. b. Begin typing the group, community, or person's name or address into the second field. As you type, a list of matching names is displayed. Click a name in the list to add that group, community, or person. Alternatiely, you can search for a particular group by clicking Browse Groups, and then entering a keyword for the group and clicking Find Groups. Click the group you want and then click Add. If the group contains nested groups within it, you can either add the parent group or select a nested group. Use the breadcrumb trail aboe the group selector to switch between leels of nested groups. Note: The group feature is aailable upon request. Contact your organization administrator for information. Chapter 1. Actiities 49

54 5. To add a person, group or community to a role other than the default role of author, click the down-arrow beside the Author field, and then select Owner or Reader. The access leel options are defined as follows: Author Can iew content, add entries, and edit own entries. Owner Can add content and can iew and edit all entries. As the actiity creator, you are automatically added to it as an owner. Reader Cannot contribute to an actiity; access is restricted to iewing content only. 6. Repeat the preious two steps to add additional members. 7. Click Sae to create the template. 8. Seed the template with entries. Add entries to guide users of the template through the process that you designed it for. What to do next The template is now ready for use. Be the first to put it to the test by creating an actiity from the template. Related tasks What is an actiity template? on page 47 An actiity template is a prototype of an actiity. Creating an actiity from a template on page 54 Create an actiity from a template when there is a template aailable that was designed for the goal that you want to accomplish. The right template can get you and your team started on a project more quickly and effectiely. Creating a template from an actiity to reuse resources If you and your team used an actiity to complete a process and that actiity proed useful, because it captured the steps that you needed to complete and gathered together all the resources that you needed, you can use that actiity as the starting point for a template. Before you begin Creating a template from an internal actiity creates an internal actiity template, and creating a template from an external actiity creates an external actiity template. To create a template from an actiity, complete the following steps: 1. Open the actiity that you want to use as the starting point for the template. 2. From the title bar, click More Actions, and then select Copy As New Template. 3. Edit the following fields. By default, they contain information that pertains to the actiity that you are using to create the template. Name The template title. The default alue is the actiity title. Edit the title of the template. Choose a name that is generic enough that it can be used 50 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

55 in different situations. For example, if the title of the actiity is "Acme sales engagement," change the template title to "Sales engagement." About this template Edit the description to include information about how the template is meant to be used. Tags Edit the keywords associated with the actiity; delete tags that are too specific to the current actiity to be included in the template, or add new keywords. Separate multiple tags with commas. Starting page Specify which iew to display by default when the actiity is created. Choose one of the following iews: Actiity Outline Recent Updates To Do Items 4. Create a member list for the template. Members hae access to the template and can help add to the entries that you add to it. Adding entries helps to seed the workflow of the actiities that will use the template. Do one of the following: To reuse the member list of the current actiity in the template, select Use members from actiity. Note: This option is not aailable if you are creating the template from a community actiity. To add members, follow these steps: a. Select Person, Group, orcommunity from the Members drop-down list. b. Begin typing the group, community, or person's name or address into the second field. As you type, a list of matching names is displayed. Click a name in the list to add that group, community, or person. Alternatiely, you can search for a particular group by clicking Browse Groups, and then entering a keyword for the group and clicking Find Groups. Click the group you want and then click Add. If the group contains nested groups within it, you can either add the parent group or select a nested group. Use the breadcrumb trail aboe the group selector to switch between leels of nested groups. Note: The group feature is aailable upon request. Contact your company administrator for information. c. To add readers and owners, click the down arrow beside Author to select a different role. The access leel options are defined as follows: Author Can iew content, add entries, and edit own entries. Owner Can add content and can iew and edit all entries. As the actiity creator, you are automatically added to it as an owner. Reader Cannot contribute to an actiity; access is restricted to iewing content only. 5. Click Sae. 6. Reiew each of the entries in the template and remoe any entries that are not applicable to the process in general. For example, you might hae created a Chapter 1. Actiities 51

56 message entry with your home number on it so your teammates could reach you in the case of an emergency. This entry is one that you would want to remoe from the template to aoid publishing your home number to the entire organization. 7. Enhance the template by adding entries. Add standard entries and to-do items to coer pertinent information that might hae been missing from the existing actiity. What to do next The template is now ready for use. Be the first to put it to the test by creating an actiity from the template. Related tasks What is an actiity template? on page 47 An actiity template is a prototype of an actiity. Creating an actiity from a template on page 54 Create an actiity from a template when there is a template aailable that was designed for the goal that you want to accomplish. The right template can get you and your team started on a project more quickly and effectiely. Editing actiity templates Edit an actiity template to make changes to it after you create it. Before you begin Editing a template has no effect on any of the actiities that you preiously created using the template. To edit a template, complete the following steps: 1. Click the Actiity Templates tab to open the list of templates. 2. Find the template that you want to edit, click More to expand it, and then click Edit. If the template is already open, from the title bar, select Template Actions > Edit Template. Note: Only the owners of a template can edit it. If you are not an owner, you cannot see the Edit link, and the Edit Template menu option is not enabled. 3. Make the changes that you want, and then click Sae. Marking actiity templates as faorites for easy access You can rank the aailable actiity templates by marking those you like best as faorites. Doing so adds the templates to the Faorite Templates iew aailable from the naigation pane of the Actiity Templates tab and enables you to quickly access the templates that you find to be most useful. Before you begin Anyone with access to an actiity template can mark it as a faorite. 52 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

57 To mark an actiity template as a faorite, complete the following steps: 1. Click the Actiity Templates tab to open the list of templates. 2. Find the template, click More to expand it, and then click Mark as Faorite Template. Results Templates marked as faorites are identified in the Actiity Templates iew and appear in the Faorite Templates iew. What to do next To remoe a template from the Faorite Templates iew, open the Faorite Templates iew, find the template in the list, click More to expand it, and then select Mark as Normal Template. Deleting actiity templates Delete actiity templates that you do not want people to use or that are outdated. Before you begin Only an owner of an actiity template can delete it. Deleting a template has no effect on any of the actiities that you created from the template. To delete an actiity template, complete the following steps: Chapter 1. Actiities 53

58 1. Click the Actiity Templates tab to open the list of templates. 2. Find the template you want to delete, click More to expand it, and then click Delete. If the template is already open, from the title bar, select Template Actions > Delete Template. Note: Only the owners of a template can delete it. If you are not an owner, you will not see the Delete link nor the Delete Template menu option. 3. Click OK to confirm the deletion. What to do next To restore a deleted template, click Template Trash from the naigation pane of the Actiity Templates tab, find the template, click More to expand its description, and then click Restore. Note: Only the owners of a deleted template can restore it. If you are not an owner, you will not see the Restore link. Creating an actiity from a template Create an actiity from a template when there is a template aailable that was designed for the goal that you want to accomplish. The right template can get you and your team started on a project more quickly and effectiely. Before you begin You cannot use this procedure to create a community actiity. For information about creating a community actiity from a template, see Creating a community actiity in the Communities Help. Creating an actiity from an internal actiity template creates an internal actiity, and creating an actiity from an external actiity template creates an external actiity. To create an actiity from a template, complete the following steps: 1. Click the Actiity Templates tab to see a list of the aailable templates. Click More beside a template title to read its description. 2. After you find a template that you want to use, open it if it is not already open, and then click Start an Actiity from this Template. 3. Add alues or change the alues of any actiity fields that you want to change. 4. Click Sae to create the actiity. 54 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

59 Membership roles Related tasks Creating an actiity to organize a team project on page 9 Create an actiity to proide a place for the people inoled in a project to share information, to assign tasks, and to share resources, such as tools, websites, and files. The membership list of an actiity determines who can access the actiity and what changes they can make. You manage the membership differently depending on whether it is a standard or community actiity. Standard actiity A standard actiity is an actiity that you create from the Actiities application. Priate You must be a member of a priate actiity to see the actiity, its entries, and its membership list. By default, new actiities are priate. Only those members that you add to the actiity can access it. Typically, you add members to a standard actiity when you create it. Howeer, you and the other members of the actiity can continue to add new members after the actiity is started. You can add indiidual members, group members, and community members. Note: The group feature is aailable upon request. Contact your organization administrator for information. When you add a member to a standard actiity, you assign the member to a specific role. Members can belong to one of these roles: Business Owner Creator of actiity. Can add, modify, and delete any of the content or members of an actiity and the actiity itself. Reader Author Can iew content and members and notify other members about entries, but cannot add or modify content or members. Can iew and post entries; add, change, and remoe tags for the actiity and its entries; iew and add and remoe members with author or reader roles. Owner Can add, modify, and delete any of the content or members of an actiity and the actiity itself. The person who creates the actiity automatically becomes the business owner. Each actiity must hae a business owner and it can hae only one business owner. The business owner can perform any of the actions that an owner can. The business owner can also transfer the business owner role to another actiity member. A person who is added to the membership list both as an indiidual and as part of a group always receies the access rights associated with the indiidual membership entry. For example, if Mary was added by name to the reader role of an actiity, and also added as part of a group to the author role, Mary is granted reader-leel access to the actiity. Chapter 1. Actiities 55

60 Howeer, if a person is a member of two groups that are added as members and each of the groups has a different member role, the person receies the membership rights of the group with the higher leel of access. For example, if Group A is added to the author role of an actiity and Group B is added to the reader role, and John is a member of both groups, then John is gien author access to the actiity. If you created an actiity that allows people from outside of your organization to be members, you can change that permission to only allow members internal to your organization only if external members are not present in the actiity. If there are external members present, you must remoe them before you can change an external actiity to an internal actiity. To change an external actiity to an internal actiity, expand the Members list, then under Access click (Change) next to External, clear the option Allow people external to my organization to become members of this actiity, and then click Sae. After you change an external actiity to an internal actiity, the External icon is remoed from the actiity title. <Your organization> The actiities in your organization can be accessed by anyone within your organization and who has access to the Actiities serer. Note: The actiities in your organization are displayed in <Your organization> Actiities iew only, where <Your organization> is the name of your organization. They are not displayed in any of the other iews, including the priority iews. To make an actiity aailable to your organization, create the actiity, expand the Members list. Under <Your organization> Access, click (Change) next to the currently selected access leel to select a different leel. The default access leel is priate. Note: This option is not aailable from a community actiity. Community actiity A community actiity is an actiity that you create from the Communities application. Priate If the community is priate, all its associated actiities are priate. In addition, the membership list of a priate community actiity is defined by the membership list of the community to which it belongs; you cannot change the members list of a community actiity from the Actiities application. 56 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

61 Adding members to a standard actiity To gie a person access to a standard actiity, you can add the person as a member. You must be an author or an owner of an actiity to add members. An author can add readers and other authors. An owner can add members in any role. If you add a person who is already a member of the actiity, the new membership entry oerwrites the original entry. To add a member to an actiity, complete the following steps: 1. From the My Actiities iew, open an actiity. 2. Click Members from the naigation pane to open the Members iew. 3. Click Add Members. 4. Perform one of the following steps: To add indiidual people, complete the following steps: a. Select Person in the Members drop-down list. b. To assign a role other than the default role of Author to the member that you are adding, click the down arrow beside the Author field, and then select Owner or Reader. If you are not an owner of the actiity, you cannot add a person as an owner. c. Begin typing the person's name or address into the second field. As you type, a list of matching names is displayed. Click a name in the list to add that person. You can add more people in the same role by typing the person's name or address. Important: Do not click Cancel unless you want to remoe all of the people that you added so far. To remoe a person that you hae added, click the X button next to the person's name. d. Repeat these steps to add other people to the actiity. Chapter 1. Actiities 57

62 To add all of the members of a community to a standard actiity, complete the following steps: a. Select Community in the Members drop-down list. b. To assign a role other than the default role of author to the community members that you are adding, click the down arrow beside the Author field, and then select Owner or Reader. If you are not an owner of the actiity, you cannot add community members as owners. c. Begin typing the community name into the second field. As you type, a list of the communities to which you belong is displayed. Select a community from the list. Important: Do not click Cancel unless you want to remoe the communities that you added so far. To remoe a community that you hae added, click the X button next to the community's name. d. Repeat these steps to add other communities to the actiity. To add all of the members of a group to a standard actiity, complete the following steps: Note: The group feature is aailable upon request. Contact your organization administrator for information. a. Select Group in the Members drop-down list. b. To assign a role other than the default role of author to the group members that you are adding, click the down arrow beside the Author field, and then select Reader. You must be an owner of the actiity to add groups as owners to actiities. c. Begin typing the group name into the second field. As you type, a list of matching names is displayed. Select a group from the list. Alternatiely, you can search for a particular group by clicking Browse Groups, and then entering a keyword for the group and clicking Find Groups. Click the group you want and then click Add. If the group contains nested groups within it, you can either add the parent group or select a nested group. Use the breadcrumb trail aboe the group selector to switch between leels of nested groups. Important: Do not click Cancel unless you want to remoe the groups that you added so far. To remoe a group that you hae added, click the X button next to the group's name. 5. Repeat this step to add additional members. 6. When you are finished adding members to the actiity, click Sae. Results The serer sends an message or sends a notification to the Updates tab of the Home page application to each new member, notifying them about the actiity. Adding members to a community actiity You can add all the members of a community to a community actiity or select a subset of community members to add as members. 58 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

63 You must be an author or an owner of a community actiity to add members. An author can add readers and other authors. An owner can add members in any role. If you add a person who is already a member of the actiity, the new membership entry oerwrites the original entry. To add a member to a community actiity, complete the following steps: 1. From the My Actiities iew, open a community actiity. 2. Click Add Members. You do not see the Add Members link if you are either a reader of the community actiity or you were added when an entire community was added to the community actiity and you were not added indiidually. 3. Perform one of the following steps: To add all community members as authors, select Allow all members of this community access in the actiity as Author. This option is only aailable if you are a community actiity owner. To add all of the members in a role other than Author or to restrict access for the community actiity to a subset of community members, complete the following steps: a. Select Allow only the following community members access in the actiity as Author. This option is only aailable if you are a community actiity owner. b. To assign a role other than the default role of Author to the members that you are adding, click the down arrow beside the Author field, and then select Owner or Reader. If you are not an owner of the actiity, you cannot add a person as an owner. c. Select the check box next to each person or group that you want to add to the community actiity. Note: The group feature is aailable upon request. Contact your organization administrator for information. 4. When you are finished adding members to the actiity, click Sae. Chapter 1. Actiities 59

64 Results If you selected indiidual members to add to the community actiity, they are sent a notification informing them about the actiity. No notifications are sent to the members who were added as part of an entire community or a group. Changing the business owner of an actiity You must be the current business owner to transfer business ownership of an actiity to another member. The person who creates an actiity is the business owner of the actiity. Each actiity must hae a business owner and it can hae only one business owner. The business owner can perform any of the actions that an actiity owner can. The business owner can also transfer the business owner role to another actiity member with an actie LotusLie account. Note: You cannot transfer business ownership to a guest member of the actiity, and a guest who is a business owner cannot transfer business ownership. Follow these steps to change the business owner of an actiity. 1. From the My Actiities iew, click an actiity to open it. 2. Click Members in the naigation pane. 3. Click Edit next to the member whose role you want to change to business owner. 4. Click Business Owner, and then click Sae. 5. Click OK to confirm the change. Results Editing actiity tags You are no longer the business owner. You can edit the tags of an actiity or an actiity entry to modify them. You can also add and remoe tags. Before you begin Owners can edit all tags, both actiity tags and entry tags; Authors can only edit entry tags, and only those associated with entries that they authored. You might want to edit a tag to make it more consistent with other tags. For example, if you use the tag report for some entries in an actiity, but you use the plural form, reports for other entries in the actiity, you might want to remoe the s from the second ariation so that all of your tags are consistent. 1. Do one of the following: 60 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

65 To edit tags associated with an actiity, from the Actiities tab, click More beside the actiity title, and then click Edit. To edit the tags associated with an entry, open the actiity that contains the entry, click the entry title to expand it, and then click Edit. Only an owner of the actiity can edit the actiity. Only an owner of the actiity or the person who created the entry can edit an entry. 2. Edit the tags listed in the Tags field. Type a comma between multiple tags. To delete a tag, remoe it from the field. 3. Click Sae to sae your changes. What is a tag? A tag is a descriptie term that you assign to an actiity or actiity entry. You can assign tags to your actiities and actiity entries to organize them by subject, to make them easier to find, and to share content with other members. You and other members of an actiity can search by tag to find related actiities or to identify people with similar interests or a particular expertise. You can assign tags to an actiity or entry when you first create it or you can edit the tags later by editing the actiity or entry. Owners can assign tags to an actiity and any of its entries; owners can also edit and delete all tags. Authors can assign tags to their own entries only, and can later edit them; they cannot edit or delete actiity-leel tags. A tag can be a single word only and cannot contain any spaces. It can contain characters such as an underscore (_) or at sign (@). For example, you can use follow_up, follow-up, and followup as tags, but not follow up. The letters comprising a tag are saed as all lowercase letters. If you add a tag that contains uppercase letters, they are conerted to lower case when the tag is added to the entry or actiity. For example, if you specify followup, the tag is saed as followup. A tag assigned to an actiity is aailable to the members of that actiity only and is displayed in the tag collection displayed for each member's My Actiities iew. Tags assigned to actiity entries are displayed in the tag collection displayed within the actiity. Tags assigned to priate entries are not displayed in the collection. You can choose how the tags in a tag collection are displayed either in a list or in a cloud. A tag list displays the tags in a list starting with the most popular tags at the top. A tag cloud isualizes the popularity of the tags in the collection by grouping the tags together and displaying the most frequently used tags in larger, darker text and less often used tags in smaller, lighter text. The tag list displays the ten most popular tags only. The tag cloud displays a larger set of the most popular tags, but is limited in the number of tags it can display. If you are looking for a tag that is not displayed in the collection, search for it by clicking Find a tag, entering the tag name in the search field, and then clicking the search icon. To find an actiity or entry by tag, click a tag from the tag collection. This limits the number of actiities or entries that are displayed to include only those that hae the selected tag associated with them. To narrow down the list een further, click another tag. This action filters the list of actiities or entries that are displayed to include only those that hae both tags associated with them. Chapter 1. Actiities 61

66 62 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

67 Chapter 2. Contains reused Actiities help content This topic should neer be included in a ditamap. It contains text that is conrefed into other topics. Add members to the actiity. You can add one person at a time or all the members of a community at once by choosing Person or Community from the first field. If you want to add a member to a role other than the default role of Author, click the down-arrow next to the Author field, and then select Owner or Reader. The access leel options are defined as follows: Author Can iew content and add entries. Owner Can add content, iew and edit all entries, and manage the membership of the actiity. As the creator of the actiity, you are automatically added as an owner. Reader Cannot contribute to an actiity; access is restricted to only iewing content. Begin typing the name of the community or the name or address of the person you want to add into the text field. Note: If the product is configured to hide addresses, then no matches are returned when you type an address into the field; type the community name or the person's name instead. As you type, a list of matching names is displayed. Click a name in the list to add that person or community. If the person you want to add is not listed, search the directory for her. Repeat this step to add additional members. IBM Corporation 2007, 2011 IBM 2010,

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69 Chapter 3. LotusLie Communities Get together with people who share your interests. New to Communities? Watch a ideo to learn more about Communities. Recent updates What is a community? Find out what features hae been added since the last update. Use Communities Join a community and start contributing Share files with your community Bring a group of like-minded people together by creating your own community Click topics in the table of contents to get help with other tasks. A community lets people who share a common interest interact with one another. What makes a community? Communities are groups of people with a common interest. A community with open access is aailable for eeryone in your organization to join, while membership of a restricted community is limited to a particular group. You can also start a community in your organization with moderated access, allowing you to control membership and manage access to the community's resources. A community proides the means for users to stay in touch, share information, and exchange ideas. Communities proide an excellent way to connect members of a project team, organize a task force researching an emerging technology, or bring together a group of people who share any interest. Use the tools proided with the Communities feature to reach out, make connections, get organized, and start sharing information. As a community owner, you can inite others to join and manage the content and membership for the community. Communities highlights Whether you are added to or joining a community or starting one of your own, you can use these features to get the most out of your experience. Participate in a community's discussion forum to explore topics of common interest and debate solutions to shared problems. Access the Members page to add or remoe members from your community. All members of the community can iew the list of people who belong to the community. Use tags to assign descriptie keywords to your community. Tags are useful for searching for a particular type of community or filtering search results. IBM Corporation 2007, 2012 IBM 2010,

70 Add extra widgets to your community to make extra functionality aailable to members. Frequently asked questions in Communities Find answers to the questions that Communities users ask most often. I just joined a community and am finding lots of useful information. How do I extend membership to my colleagues who might also benefit from membership? What is a bookmark? Is it possible to edit forum posts that another person has added? How do I archie topics in a community forum? How can I collaborate with other members of my community? How do I create different distribution lists within a community? What is a widget? Why add widgets to my community? How do I restrict members from adding content to a community? How do I unsubscribe from community s? How do I keep up-to-date with the latest actiity in my community? How do I find out which community memberships a person has in common with me? I accidentally clicked the Leae Community button for a community that I own. How do I get reinstated as a community owner? How do I replace the image used as the logo for my community? How can I see the latest community and membership update eents and actions? I just joined a community and am finding lots of useful information. How do I extend membership to my colleagues who might also benefit from membership? You must be a community owner to add members to a community. Why not send a link to the community to the people who you think might be interested in joining, or ask a community owner to add them as members. What is a bookmark? A bookmark is a pointer to a website that makes it easy for you to retriee the URL or web page at a later date. Is it possible to edit forum posts that another person has added? Yes, but only if you are a community owner. How do I archie topics in a community forum? There is currently no way to archie topics from a community forum. How can I collaborate with other members of my community? You can share ideas and information with other members of your community by posting topics to the discussion forum, sending notifications, and adding bookmarks to the community. How do I create different distribution lists within a community? If you are a community owner, you can create subcommunities within a community to bring together a subset of community members. This functionality is useful when you want to set up distribution lists that don't include eery community member, or when you want to create specific focus groups within a community. 66 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

71 What is a widget? A widget is a self-contained, HTML-based representation of a software application. You can add widgets to communities from the selection aailable in the content palette. Why add widgets to my community? Adding widgets to your community allows you to make extra functionality aailable to community members. For example, use the Files widget to upload files to share with fellow members. How do I restrict members from adding content to a community? If you are a community owner, you can remoe any of the widgets in a community. For example, if you want to stop members from adding bookmarks to a community, you can remoe the Bookmarks widget from the community by going to the widget action menu and selecting Hide or Remoe. Hiding the widget remoes it temporarily, but remoing the widget deletes all of the content associated with the widget. You can add the widgets back to the community at any time by clicking thecommunity Actions > Customize button at the top of the community page and selecting the widget. How do I unsubscribe from community s? There is currently no option aailable for unsubscribing from community s within Communities. As a workaround, consider setting up a filter in your client. Note that you can disable notifications for all of IBM Connections from the Preferences tab. For more information, see Setting notification preferences. How do I keep up-to-date with the latest actiity in my community? You can stay current with what is going on your community by subscribing to the different pages in the community. To subscribe to a community page, open the page and click the link next to the feed icon at the bottom of the page. For example, you can see when new members join the community by subscribing to the Members page. How do I find out which community memberships a person has in common with me? If you're iewing another user's profile, the list of communities that you both belong to will be listed on the right side of the profile under the heading Communities. I accidentally clicked the Leae Community button for a community that I own. How do I get reinstated as a community owner? If you are the only owner of a community, you cannot leae that community. If you were able to leae the community, that means that there must be at least one other owner who can reinstate you as an owner. How do I replace the image used as the logo for my community? You must be a community owner to edit the community logo. To replace the community logo, select Community Actions > Edit Community and click Upload a Community Image. How can I see the latest community and membership update eents and actions? Recent updates to eents and actions that happen within communities to which you hae access to are listed on the dashboard. Chapter 3. Communities 67

72 Browsing or searching for communities You can browse or search for communities in your organization that are of interest to you. You can use a number of ways to find communities that interest you and connect with them. For example, you can browse to see what communities are aailable, or you can search on particular keywords. Tags are a handy way to search or browse for a community in your organization. For example, if you are interested in photography, search for a photography tag to find all communities that use that tag. When you're creating a community, remember to include releant tags to indicate the purpose of the community and make it easier for others to find. You can browse or search for a community in the following ways. Note: The <Your Organization> Communities tab or search option is not aailable to guest members. To browse for a community: 1. Click the <Your Organization> Communities tab to display all the communities in your organization with open or moderated access, or click the My Communities tab to display only those communities that you belong to. The list displays a description of the community, the number of members it has, the date it was last updated, the name of the person who last updated it, and the tags associated with the community. 2. Browse for a community by sorting the list alphabetically, by the most popular communities, or by the most recently updated. To search for a keyword that displays in a community's name, description, or tags: 1. Enter a word that you want to search for in the Search field at the top of the page. 2. Specify whether you want to search all communities or your own communities by clicking the Down arrow and making a selection. 3. Click the search icon. To search for a community by tags: Click a tag in the tag cloud below the naigation pane to find communities that use that tag. Find a community in the iew that interests you. Then, to find other communities that use that tag, click one of the tags associated with the community in the tag list that is displayed below the community description. For any community, you can: Hoer your cursor oer the person's name and click the link to iew their business card. Click the community name to open its Oeriew page. 68 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

73 Joining communities that interest you You can join a community in a number of different ways. When a community in your organization has open access, anyone in your organization can join by opening the community and clicking Join this Community. If the community has moderated access, you need to request membership. You can also be inited to join a community, if a community owner inites you to become a member. Joining communities Join a community that is deoted to a subject that you are interested in and start participating. Before you begin To find a community that you want to join, you can browse all the communities in your organization with open or moderated access from the <Your Organization> Communities tab, or search for a community that is deoted to a particular subject. Note: You can join communities in your organization with open access by clicking a button, but you must request to join communities in your organization that are moderated. Restricted communities are priate and they do not display on the <Your Organization> Communities tab. The only way to join this type of community is when a community owner adds you as a member or inites you to join. To join a community, complete the following steps. 1. From the <Your Organization> Communities tab, select the community that you want to join. 2. Depending on the leel of access that the community has, do one of the following: If the community has open access, select Join this Community. If the community has moderated access, select Request to Join this Community. Type your reason for wanting to join the community and click Send. Your request is sent to the community owner, who can then decide whether or not to add you to the community. If they add you as a member, you receie an notification confirming that you hae been added to the community. Results When you join a community with open access, the community is immediately added to the list of your communities on the My Communities tab. When you request to join a moderated community, the community does not display on the My Communities tab until your membership is approed by the community owner. Chapter 3. Communities 69

74 Related tasks Browsing or searching for communities on page 68 You can browse or search for communities in your organization that are of interest to you. Leaing communities on page 76 You can cancel your membership in a community if you no longer want to participate in that community. Accepting community initations When you receie an initation to join a community, you can accept or reject the initation. When a community owner inites you to join a community, you receie an notification containing the initation and some basic details about the community, such as its name and its description. You can accept or reject the initation using the links proided in the You can process a community initation in one of the following ways: To accept the initation and join the community, click Join this community. The community is then added to the list of your communities on the My Communities tab. To reject the initation, click Decline this initation. The community owner does not receie any notification that you rejected the initation. You can ignore the initation by not taking any action. When you ignore an initation to join a community, the initation can be left open indefinitely, unless the community owner chooses to reoke it. The community owner also has the option of resending the initation as a reminder. Creating communities of colleagues with similar interests Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Communities can be open, moderated, or restricted. Open and moderated communities are isible to eeryone in the organization. Restricted communities are not isible to people without community membership. Only restricted communities can allow guests from outside of your organization to become members. To start a community, complete the following steps: 1. From the <Your Organization> Communities tab or My Communities tab, click Start a Community. 2. Required: In the Name field, type a name for the community. Choose a name that identifies the purpose of the community. 70 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

75 Note: You cannot hae multiple organization or moderated communities with the same name, howeer you can hae multiple restricted communities with the same name. This naming system allows you to hae an organization community and a restricted community with the same name, or a moderated and a restricted community with the same name. 3. Enter one or more tags in the Tags field. Tags are keywords that you define to proide users with more ways to identify what a community is all about. Tags must be a single word or multiple words connected with underscores or hyphens. For example, a community that deals with accessibility issues might hae the tags accessibility and low-ision. Tags gie users more than one way to find a community of interest. The tags that you define here display next to the community on the <Your Organization> Communities tab. 4. Required: Specify the leel of access that you want for your community: Table 9. Community access leels Option Restricted (people must be inited to join) Allow people from outside of my organization to become members of this community Moderated (people in my organization can see content but must request to join) Open (anyone in my organization can join) Description Select this option if you want the community to be restricted, with membership by initation only. This option is only aailable to restricted communities. Select this option to include both members from within your organization and guests from outside of your organization. You can later clear this option if no external members hae been added, inited, or joined the community. External communities are identified by an External icon title. next to the community Do not select this option if you want to include only members within your organization. You cannot allow external membership to an internal community at a later time. Select this option if you want the community to be open to your organization and you want users to request membership. Select this option if you want the community to be open and anyone in your organization can join. 5. Enter the names of the people that you want to add as community members. You can search for names from your organization's directory. Type-ahead predicts the name you are typing by comparing it to names in the directory that your administrator specified. If it proposes the name that you want, click to add it. Note: If you enter an address for a person who is outside of your organization, you are prompted to send that person a guest initation after you sae the community. Guest members must first accept the initation to join LotusLie as a guest user before they can access the communities to which they hae been added as members. If you do not want to add community members now, you can edit the community at a later stage and add the members then. Chapter 3. Communities 71

76 Note: To add community owners, click the Down arrow next to Members and select Owners, then repeat the process described in this step for adding community members.as the creator, you are automatically added to the community as the business owner. You can transfer business ownership of the community to another community member. 6. Type a description of the purpose of the community in the Description field. Be as specific as possible. Identify the community's goals. You are limited to 2048 bytes, including HTML markup. Characters can be one, two, or four bytes. 7. Click Upload a Community Image to browse for an image to associate with the community on the oeriew page. The image can be in.jpeg,.gif, or.png format. 8. Click Sae. What to do next You can now add content to the community. 72 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

77 Working with communities Related concepts Customizing your community so you can distinguish it from other ones on page 96 Customizing your community is a way of distinguishing it from other communities. Possible customization options include associating a distinctie graphic with the community and adding features that bring extra functionality to the community. You must be a community owner to customize a community. How do I add community members? on page 77 As a community owner, you can add members to your community at any time. You can inite people to join the community, and, if the community is moderated, you can decide whether to accept or reject incoming membership requests. To add multiple members at the same time, use the import tool on the Members page. Managing your communities on page 89 As a community owner, you can edit your community to update basic information about the community or the applications associated with the community. If the community is no longer needed or was created in error, you can delete it. Related tasks Editing communities on page 89 If you are a community owner, you can edit information about the community. Deleting communities that you own on page 91 If a community no longer has a purpose or has become inactie, you might want to consider deleting it. Creating subcommunities on page 92 Create a subcommunity when you want to bring together a subset of members within an existing community. Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Related reference Working with community bookmarks on page 97 Add bookmarks to make useful web resources aailable directly from your community. Working with community forums on page 99 Use your community's forum to post topics for discussion and share ideas. Working with community files on page 112 Upload, share, and work with community files using the Files widget. Working with community actiities on page 119 Use actiities to organize information and tasks relating to the community. If you are a community member, you can send s to your fellow members. You can leae a community at any time if you no longer want to be a member. Viewing members of a community Find out who is in your community. Chapter 3. Communities 73

78 Anyone who can access a community can iew the members for that community. To iew the members of a community, do one of the following: Use the Members area on the community's Oeriew page to iew a random selection of members from the community. Click the business card icon next to the person's name to display the business card for that member. Click View All to display the complete list of members on the Members page. Click Members in the naigation pane to open the Members page and display a full list of the community membership. Use the Filter by menu to display the complete list of members or to sort the membership list according to role. Use the Sort by options to sort the display in order of Name, which lists members in alphabetical order, or Date added, which lists the newest members first. To find a specific community member or group, click Find a member on the Members page and enter a person's name or group name in the field proided. As you start typing, names from the community's membership list are suggested to you. Keeping your community updated through notifications Contact fellow community members and gie them the latest community news using . You must be a member of a community to mail members of that community. You can send to other community members directly from your community. There is no limit on the number of people that you can , howeer, you cannot specify indiidual members of the community as recipients. You must send the notification to all community members or community owners only. Choosing the option to send the notification to all community members means that the is also sent to community owners. You cannot send s to groups. Note: The group feature is aailable upon request. Contact your organization administrator for information. 1. From the community's Oeriew page, select Community Actions > Mail Community. 2. Do one of the following. To use the form proided: a. Specify the recipients of the . To send the message to eeryone in the community, select Members. To send the message to community owners only, select Owners. b. Enter a title for your message in the Subject field. The title is prefixed by the name of the community by default. c. Type the content of your message in the Message field and click Send. 74 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

79 Subscribing to a Communities feed to get automatic updates Subscribe to a feed of IBM LotusLie data to get updates sent to your feed reader. The feed reader automatically deliers updates to you when the Feeds subscription page is changed. Before you begin You must hae a feed reader installed on your computer that supports Atom feeds. Atom is an XML-based file format that is used to syndicate web content, such as news headlines, blogs, or websites. Atom feeds perform the same function as rich site summary (RSS) feeds, but do so using an alternatie method. Subscribing to a feed simplifies the task of monitoring the actiity taking place in LotusLie because your feed reader automatically checks for and retriees content updates for each feed. See Working with feeds for more information. 1. Go to the page with the content that you want to subscribe to. For example, filter the bookmarks list to display a set of bookmarks associated with a person, a tag, or with some other selection criteria. 2. Click Feed for these files beside the feed icon to subscribe to the currently displayed content. 3. Add the feed to your preferred feed reader. The steps that you must complete to do so ary depending on the web browser and feed reader that you are using. See the web browser or feed reader documentation for details. Communities only: When specifying the web address of the feed, you can enter a parameter to specify a different page size for the feed. By default, feeds in Communities display 10 entries per page. Specify a different page size using the ps parameter. The first page of 10 entries is fetched by default. Howeer, you can use the page parameter to fetch subsequent pages. For example, you might use the following web address to fetch the second page of the My Communities feed where the page size is set to 20 entries: lotuslie.example.com/communities/serice/atom/communities/my?page=2 &ps=20 Categorizing communities with tags A tag is a keyword that you assign to a community to categorize it and make it easy to find. Tag collections in Communities display the tags according to the iew that you hae currently selected. You can choose how the tags in a tag collection are displayed: in a list or a cloud. A tag list displays the tags in a list starting with the most popular tags at the top. A tag cloud isualizes the popularity of the tags in the collection by grouping the tags together and displaying the most frequently used tags in larger, darker text and less often used tags in smaller, lighter text. A tag can be a single word only and cannot contain any spaces. It can contain characters such as an underscore (_) or at sign (@). For example, you can use follow_up, follow-up, and followup as tags, but not follow up. The following table describes the tags that are associated with each iew in Communities: Chapter 3. Communities 75

80 Table 10. Tag iews Page Your Organizational Communities My Communities Oeriew Bookmarks Displays the tags for All the organizational communities up to a defined limit, at which point the tag cloud displays the most popular tags up to the defined limit. The cloud does not include tags on the content within these communities. Note: There is a cache associated with tags in this iew so tags might not appear immediately when added to a community. The cache defaults to 60 seconds. All of the communities that you belong to, including those that are not displayed on the current page. The cloud does not include the tags on the bookmarks within these communities. The actiities, bookmarks, and files associated with the current community. The cloud does not include the tags assigned to the current community. All the bookmarks associated with the current community. Leaing communities You can cancel your membership in a community if you no longer want to participate in that community. Before you begin You must hae an explicit membership to a community to leae a community. If you are a member of a community through a group, you cannot leae that community. If you are a member of a community explicitly, as well as through a group, you are able to leae the community as an explicit member, but you still hae membership to the community through your group. Note: The group feature is aailable upon request. Contact your organization administrator for information. To leae a community, complete the following steps. 1. From the community's Oeriew page, select Community Actions > Leae Community. Note: The business owner of a community cannot leae the community. 2. Click OK to confirm that you want to be remoed from the community's membership. Results The community no longer displays on the My Communities tab. 76 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

81 Related tasks Joining communities on page 69 Join a community that is deoted to a subject that you are interested in and start participating. How do I add community members? As a community owner, you can add members to your community at any time. You can inite people to join the community, and, if the community is moderated, you can decide whether to accept or reject incoming membership requests. To add multiple members at the same time, use the import tool on the Members page. Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Managing community membership on page 94 As a community owner, it is your responsibility to manage community membership. For example, you might occasionally need to change the role of a community member if you want to increase or restrict the changes that they can make to community content. Or, if a community member is not an actie contributor and no longer needs to be a member of the community, you might want to consider remoing them from the membership list. Related reference What can I do as a community owner? on page 83 Find out what actions you can perform in a community when you are a community owner. Adding members with similar interests to your community As a community owner, you can extend your community by adding new members. Adding people to a community automatically makes them members of the community. If you want to gie people the option of choosing to become a member, consider initing them to join your community instead. You must be a community owner to add members to a community. There is no size limit for a community, you can add as many members as you like. To add new members to a community, complete the following steps. 1. From the My Communities tab, select the community to which you want to add members. 2. Click Members in the naigation pane. 3. Click Add Members. To add regular community members, select Person in the Members drop-down list, and then enter the names of the people that you want to add in the Members field. Type-ahead predicts the name that you are typing by comparing it to names in your organization's directory or contact list. If it proposes the name that you want, click to add it. If not enter the person's address and click the plus sign icon. If the community is external and you enter an address for a person who is outside of your organization, you are prompted to send that person a Chapter 3. Communities 77

82 guest initation after you sae the membership list. Guest members must first accept the initation to join LotusLie as a guest user before they can access the communities to which they hae been added as members. To add community owners, click the Down arrow in the second field next to Members and select Owners. Then, enter the names of the people that you want to add in the Owners field. Note: Community owners hae the ability to edit the community. To add groups to a community, select Groups in the Members drop-down list, and then enter the names of the groups that you want to add in the Members field. Type-ahead predicts the name that you are typing by comparing it to names in your organization's directory or contact list. If it proposes the name that you want, click to add it. Alternatiely, you can search for a particular group by clicking Browse Groups, and then entering a keyword for the group and clicking Find Groups. Click the group you want and then click Add. If the group contains nested groups within it, you can either add the parent group or select a nested group. Use the breadcrumb trail aboe the group selector to switch between leels of nested groups. You cannot add groups as owners to communities. Note: The group feature is aailable upon request. Contact your organization administrator for information. 4. Click Sae. Results The new members receie an notification informing them that they hae been added to the community. notifications are not sent to groups. Related tasks Initing people to join a community Extend your community by initing people to become members. Importing multiple members into a community to sae time on page 81 You can add multiple members to your community at the same time using the import tool on the Members page. You must be a community owner to import members into a community. Initing people to join a community Extend your community by initing people to become members. As a community owner, you can reach out to people who you think might be interested in your community by initing them to become members. The initees receie an notification initing them to join the community, and they can then choose whether to accept or reject the initation. You can inite people to join only as regular members of a community; you cannot inite them to join as owners of the community. If the community does not allow members who are external to your organization, you cannot inite external people to join the community. To be a member of a subcommunity, a person or group must be a member of the parent community. 78 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

83 Note: The group feature is aailable upon request. Contact your organization administrator for information. To inite people to join a community, complete the following steps. 1. From the My Communities tab, select the community to which you want to inite new members. 2. Click Members in the naigation pane. 3. Click Inite Members. 4. Type the names of the people that you want to inite in the Members field. Type-ahead predicts the name that you are typing by comparing it to names in your organization's directory. If it proposes the name that you want, click to add it. If the community is external, and you enter an address for a person who is outside of your organization, you are prompted to send that person a guest initation. 5. Click Send Inites. What to do next You can iew all the pending initations for a community from the Initations tab on the community's Members page. The tab displays information about when each initation was sent and who it was sent to. Related tasks Adding members with similar interests to your community on page 77 As a community owner, you can extend your community by adding new members. Adding people to a community automatically makes them members of the community. If you want to gie people the option of choosing to become a member, consider initing them to join your community instead. Sending batch initations to offer membership to many people Send a batch initing multiple people to join your community using the import tool on the Members page. You can inite people to join only as regular members of a community; you cannot inite them to join as owners of the community. Before you begin To send a batch initing people to join a community, you must be a community owner. There is no set limit on the number of members that you can inite to join a community. Howeer, you might be limited by the amount of aailable memory on the serer. You cannot resend or reoke batch community initations using the options aailable on the Initations tab on the Members page. To inite multiple people to join a community, complete the following steps. 1. Open the Members page of the community that you want to inite people to join. 2. Click Import Members. Chapter 3. Communities 79

84 3. Select Inite people to the community. 4. Do one of the following: To inite people using their addresses: a. Select Enter comma-separated addresses. b. Enter the addresses of the people that you want to inite, and click Import. Important: The address format must match the format of the profile records in the LDAP directory or Profiles database. If you use an inalid address, that is, one that does not match the format used in the profile records, an error is displayed in the user interface. To inite people using details in a comma-separated alue (CSV) file: a. Click Select a CSV file of addresses. b. Click Browse to locate the CSV file containing the addresses of the people who you want to inite, and then click Import. Resending community initations as reminders to join You can remind people about pending initations to join your community by resending the initation notification. Before you begin You must be a community owner to resend community initations. You can iew all the pending initations for a community from the Initations tab on the community's Members page. The tab displays information about when each initation was sent and who it was sent to. If you notice any initations that hae been pending for some time, you can remind the initees about the initations by resending the original notification. To resend a community initation, complete the following steps. 1. From the Oeriew page, click Members. 2. Click the Initations tab. 3. Select the person to whom you want to send another initation, and then click Resend. Reoking community initations that are pending If you inite someone to join a community and later change your mind, you can cancel the initation while it is still pending. Before you begin You must be a community owner to reoke community initations. If you are initing people to join a community and you send an initation to the wrong person by mistake, you can reoke the initation as long as the person has not yet accepted it. 80 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

85 You can iew all the pending initations for a community from the Initations tab on the community's Members page. The tab displays information about when each initation was sent and who it was sent to. To reoke a community initation, complete the following steps. 1. From the Oeriew page, click Members. 2. Click the Initations tab. 3. Select the initation that you want to cancel and click Reoke. 4. Click OK to confirm that you want to reoke the initation. Results The reoked initation is remoed from the Initations tab. If the initee opens the original initation notification and clicks Join this community, a message displays adising them that the initation has been reoked. Related tasks Managing community membership on page 94 As a community owner, it is your responsibility to manage community membership. For example, you might occasionally need to change the role of a community member if you want to increase or restrict the changes that they can make to community content. Or, if a community member is not an actie contributor and no longer needs to be a member of the community, you might want to consider remoing them from the membership list. Accepting membership requests When you are the owner of a moderated community, you receie an notification wheneer someone requests to join the community. If you do not want to accept a membership request, you can ignore or delete the request notification. To accept a membership request, add the sender to the community for which they requested membership by completing the following steps. 1. Open the request, and click Add this Person as a Member. The Add Members form displays, with the name of the person requesting membership automatically added to the Members field. 2. Click Sae to add the person to the community. Results The new member receies an notification informing them that they hae been added to the community. Importing multiple members into a community to sae time You can add multiple members to your community at the same time using the import tool on the Members page. You must be a community owner to import members into a community. Chapter 3. Communities 81

86 Before you begin There is no set limit on the number of members that you can import into a community. Howeer, you might be limited by the amount of aailable memory on the serer. You cannot import a member from outside of your organization into an community with either open or moderated access. You can, howeer, import a member from outside of your organization into a restricted community. To import members into a community, complete the following steps. 1. Open the Members page of the community where you want to import the members. 2. Click Import Members. 3. Ensure that Add people to the community is selected. 4. Select a membership role for the new members from the Add people to the community as list. All the members are gien the same role. 5. Do one of the following: To import people using their addresses: a. Select Enter comma-separated addresses. b. Enter the addresses of the people that you want to import and click Import. Important: The address format must match the format of the profile records in the LDAP directory or Profiles database. If you use an inalid address, that is, one that does not match the format used in the profile records, an error is displayed in the user interface. To import members from a comma-separated alue (CSV) file: a. Click Select a CSV file of addresses. b. Click Browse to locate the CSV file containing the information that you want to import, and then click Import. Note: If the community is external and you enter an address for a person who is outside of your organization or your file contains an address for a person who is outside of your organization, you are prompted to send that person a guest initation after you click Import. Guest members must first accept the initation to join LotusLie as a guest user before they can access the communities to which they hae been imported as members. Related tasks Adding members with similar interests to your community on page 77 As a community owner, you can extend your community by adding new members. Adding people to a community automatically makes them members of the community. If you want to gie people the option of choosing to become a member, consider initing them to join your community instead. Community membership roles The actions that you can perform in Communities depend on the role that you are assigned. Find out what you can do as a community owner or member. 82 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

87 Tip: Communities proides an easy way for you to sort your communities by membership role. Open the My Communities tab and select one of the following options: I'm a member. Displays the communities of which you are a member. I'm an owner. Displays the communities that you create or own. When you create a community, you are the business owner. A business owner can do anything that a community owner can do, but can also transfer business ownership to another person. What can I do as a community owner? Find out what actions you can perform in a community when you are a community owner. Tip: If you are unsure of what your role is within a community, open the Members page and look for your name or for the name of the group to which you belong. Your role displays under your name or group name. In addition to the tasks that a regular community member can perform, community owners can perform the following management tasks. Table 11. Management tasks Task type Community owners can Community management Delete the community Update the community name Update the community description Change the community access leel Upload an image to associate with the community Add and remoe community tags Edit and delete community content Create, edit, and delete subcommunities Membership management Add and remoe members. Inite new members Change the role of members Import community members Widget management Add widgets Edit widget settings Moe widgets Hide widgets Delete widgets Community owners can also perform the following tasks when working with community resources. Chapter 3. Communities 83

88 Table 12. Community widget tasks Resource Community owners can Actiities Edit and delete any community actiities Mark actiities as complete Add and remoe actiity members (by updating the community membership) Bookmarks Edit and delete any community bookmarks Files Update and remoe any community files from the community Forums Create, edit, and delete community forums Edit, moe, lock, pin, and delete forum topics The community business owner When you create a community, you are the business owner. A community has only one business owner. As a business owner, you can do anything that a community owner can do, but you can also transfer business ownership to another person. 84 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

89 Related concepts Managing your communities on page 89 As a community owner, you can edit your community to update basic information about the community or the applications associated with the community. If the community is no longer needed or was created in error, you can delete it. How do I add community members? on page 77 As a community owner, you can add members to your community at any time. You can inite people to join the community, and, if the community is moderated, you can decide whether to accept or reject incoming membership requests. To add multiple members at the same time, use the import tool on the Members page. Related tasks Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Related reference What can I do as a community member? Find out what actions you can perform in a community when you are a community member. Working with community actiities on page 119 Use actiities to organize information and tasks relating to the community. Working with community bookmarks on page 97 Add bookmarks to make useful web resources aailable directly from your community. Working with community files on page 112 Upload, share, and work with community files using the Files widget. Working with community forums on page 99 Use your community's forum to post topics for discussion and share ideas. What can I do as a community member? Find out what actions you can perform in a community when you are a community member. Tip: If you are unsure of what your role is within a community, open the Members page and look for your name or the name of the group to which you belong. Your role displays under your name or the name of the group. As a community member, you can perform the following general tasks: View community content View community membership details Mail members of the community Leae the community Community members can also perform the following actions when using the resources that belong to the community. Chapter 3. Communities 85

90 Table 13. Community member actions Resource Community members can Actiities Start community actiities Contribute to community actiities of which you are a member Bookmarks Add bookmarks Edit and delete bookmarks that you added Files Download files Share files Upload new ersions of files Forums Create forum topics. Edit and delete forum topics that you added Reply to other people's forum topics Edit and delete your own replies to forum topics Moe your forum topics to another forum. Related reference What can I do as a community owner? on page 83 Find out what actions you can perform in a community when you are a community owner. Working with community actiities on page 119 Use actiities to organize information and tasks relating to the community. Working with community bookmarks on page 97 Add bookmarks to make useful web resources aailable directly from your community. Working with community files on page 112 Upload, share, and work with community files using the Files widget. Working with community forums on page 99 Use your community's forum to post topics for discussion and share ideas. Adding widgets to your community to make more functionality aailable Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Widgets are self-contained, HTML-based representations of software applications. When you add a widget to a community, you create an association between that community and the widget application. Membership between the community and the widget application is synchronized, and links to the full widget application are created in the community's user interface so that you can easily find and work 86 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

91 with the full application. A summary of the latest actiity is posted on the community's Oeriew page, and you can access the full application at any time by clicking the corresponding link in the left naigation bar. When you first create a community, it displays the Files widget by default. You can customize your community by adding extra widgets. For example, adding the Forums widget gies members a place to post discussion topics and share ideas. The content palette displays the full selection of widgets that your administrator has made aailable for use in communities. To add a widget to your community, complete the following steps. 1. From the community's Oeriew page, select Community Actions > Customize to open the content palette. 2. Click a widget to add it to the community. 3. Optional: Click Close palette in the top right corner to close the palette. Results A section containing the widget is added to the main pane of the Oeriew page, and a link to the full widget application displays in the naigation sidebar. Related tasks Adding forums to a community on page 100 You can hae one or more forums in your community to organize community discussions around different focus areas. Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Related reference What can I do as a community owner? on page 83 Find out what actions you can perform in a community when you are a community owner. Moing community widgets After adding widgets to a community, you can moe them around to find a layout that suits the needs of the community. Before you begin You must be a community owner to moe a community widget. Chapter 3. Communities 87

92 You can customize the layout of the Oeriew page to suit the needs of your community. Note: You cannot moe the content inside a widget, only the widget itself. To moe a widget, perform the following steps. 1. Click the widget title bar and drag the widget to a new location on the page. 2. Release the mouse to dock the widget in the location that you want. Working with community widgets Use the options aailable from the widget action menu to interact with the widgets in your community. The actions that you can perform depend on your role within the community. Before you begin You must be a community owner to edit, hide, moe, or remoe the widgets in a community. From the community's Oeriew page, click the Actions icon in the title bar of the widget that you want to work with, and then do one of the following: To expand or collapse the widget content, select Maximize or Minimize. To update the widget display, select Refresh. To temporarily remoe the widget from the community, select Hide. You can reactiate the widget at any time by selecting Community Actions > Customize and choosing the widget from the Hidden section of the content palette. Hiding a widget does not delete the information that you hae already added. If you add the widget to the community again, any information preiously added is restored to the community. Note: When you hide the Bookmarks widget, the Important Bookmarks widget is also hidden. 88 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

93 Managing your communities To permanently remoe the widget from the community, select Remoe. When you choose this option, any information preiously added is permanently deleted. Note: When you remoe the Bookmarks widget, the Important Bookmarks widget is also remoed. As a community owner, you can edit your community to update basic information about the community or the applications associated with the community. If the community is no longer needed or was created in error, you can delete it. Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Related reference What can I do as a community owner? on page 83 Find out what actions you can perform in a community when you are a community owner. Editing communities If you are a community owner, you can edit information about the community. Chapter 3. Communities 89

94 Edit a community to change its name, description, and associated tags. You can also change the image associated with the community. To edit a community, complete the following steps. 1. From the My Communities tab, select the community that you want to edit. If you are not already logged in, you are prompted to do so. 2. Select Community Actions > Edit Community and do the following as required: a. To change the name of the community, type a new name in to the Name field. b. To add or remoe community tags, edit the contents of the Tags field. c. To change the leel of access that you want for your community, specify one of these options: Table 14. Community access leels Option Restricted (people must be inited to join) Allow people from outside of my organization to become members of this community Moderated (people in my organization can see content but must request to join) Open (anyone in my organization can join) Description Select this option if you want the community to be restricted, with membership by initation only. If you initially chose to allow external members to the community, and you want to change the community to only include members within your organization, clear Allow people from outside of my organization to become members of this community. You cannot change this option if there are external members who hae been added, inited, or who hae joined the community. You must remoe external members and reoke external membership initations before you can change an external community to be internal. After you change an external community to an internal community, the External icon is remoed from the community title. Note: If you created a community that only allowed internal members, you do not hae the option to change that permission. Select this option if you want the community to be open to your organization and you want users to request membership. Select this option if you want the community to be open and anyone in your organization can join. d. To change the community description, edit the contents of the Description field. e. To change the image associated with the community, click Upload a Community Image and browse for the image that you want to upload. 3. When you'e finished making changes, click Sae. 90 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

95 Related concepts Customizing your community so you can distinguish it from other ones on page 96 Customizing your community is a way of distinguishing it from other communities. Possible customization options include associating a distinctie graphic with the community and adding features that bring extra functionality to the community. You must be a community owner to customize a community. Related tasks Managing community actiities on page 123 After adding the Actiities widget to your community, you can edit actiity details, moe or hide the widget, or remoe it from the community if it is no longer needed. Managing the Files widget on page 119 After adding the Files widget to a community, you can refresh the widget to display the latest file updates, hide the widget, or remoe it from the community if it is no longer needed. Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Deleting communities that you own If a community no longer has a purpose or has become inactie, you might want to consider deleting it. Before you begin You must be a community owner or a business owner to be able to delete a community. You should ensure that the community is not being actiely used by any of the members before you delete it. In addition, you need to check if any actiities are associated with the community. Community actiities are automatically deleted when you delete the associated community. To delete a community, complete the following steps. 1. From the My Communities tab, open the community that you want to delete. If you are not already logged in, you are prompted to do so. 2. Select Community Actions > Delete Community. 3. Click OK to confirm that you want to delete the community. Results The community is remoed from the My Communities tab. Chapter 3. Communities 91

96 Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Creating subcommunities Create a subcommunity when you want to bring together a subset of members within an existing community. Before you begin You must be a community owner or business owner to create a subcommunity. When you create a subcommunity, you and any other community owners automatically become owners of that subcommunity. The person who is the business owner of the parent community, also becomes the business owner for the new subcommunity. The subcommunity has exactly the same functionality as the parent community; it displays on the My Communities page, and you can edit it, add widgets, and perform the same actions in it as you can in the parent community. Creating subcommunities is a useful way of organizing your community members into smaller groups with different areas of focus. By creating subcommunities, you can share information and collaborate with a more targeted selection of people while maintaining the goals and objecties of the parent community. You can add as many subcommunities as you like to a community. Note: You cannot create nested subcommunities within a community, and you cannot add an existing community as a subcommunity of another community. To create a subcommunity, complete the following steps. 1. Open the community to which you want to add a subcommunity. 2. From the Oeriew page, select Community Actions > Create Subcommunity. 3. Required: Enter a name for the subcommunity in the Name field. 4. Enter one or more tags in the Tags field. 5. Required: Specify the leel of access that you want for the community. The access options aailable depend on the access leel of the parent community. When the parent community is open, the subcommunity can hae open, moderated, or restricted access. When the parent community is moderated, the subcommunity can hae moderated or restricted access. When the parent community is restricted, the subcommunity must also hae restricted access. 6. Add members to the subcommunity by doing one of the following: To add a subset of the parent community membership to the subcommunity, enter the names of the people or groups that you want to add in the Members field proided. To add all the members of the parent community to the subcommunity, click Add all members of this community to your new subcommunity. 92 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

97 Note: To be a member of a subcommunity, a person must be a member of the parent community. 7. Enter a description for the subcommunity in the Description field. 8. To upload an image for the subcommunity, click Upload a Community Image and browse for an image. 9. Click Sae to sae the subcommunity. Results Your subcommunity is created as a child of the parent community. A link to the parent community is proided aboe the community card at the top left of the subcommunity's Oeriew page. A Subcommunities link is added to the naigation sidebar in the parent community to enable you to open the subcommunity from the parent community. You can also access your subcommunities from the My Communities tab. What to do next You can add content, edit, customize, and delete subcommunities, and work with them in exactly the same way that you would a regular community. If you are creating multiple subcommunities within a community, consider adding the Subcommunities widget to the parent community. This widget allows you to see all your subcommunities at a glance and naigate easily to them from the parent community. Chapter 3. Communities 93

98 Related concepts Customizing your community so you can distinguish it from other ones on page 96 Customizing your community is a way of distinguishing it from other communities. Possible customization options include associating a distinctie graphic with the community and adding features that bring extra functionality to the community. You must be a community owner to customize a community. Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Editing communities on page 89 If you are a community owner, you can edit information about the community. Deleting communities that you own on page 91 If a community no longer has a purpose or has become inactie, you might want to consider deleting it. Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Managing community membership As a community owner, it is your responsibility to manage community membership. For example, you might occasionally need to change the role of a community member if you want to increase or restrict the changes that they can make to community content. Or, if a community member is not an actie contributor and no longer needs to be a member of the community, you might want to consider remoing them from the membership list. Before you begin You must be a community owner to edit membership roles. To remoe someone from the membership of a community, you must the community owner or the member who is being remoed. Community members can remoe themseles from a community's membership by selecting Community Actions > Leae Community. Howeer, people who are members of a community through a group cannot leae the community. Note: The group feature is aailable upon request. Contact your organization administrator for information. To manage community membership, complete the following steps. 1. From the My Communities tab, click a community to open its Oeriew page. If you are not already logged in, you are prompted to do so. 2. Click Members in the naigation pane and do one of the following. To change a membership role: Click Edit next to the member whose role you want to change. Select a role and click Sae. 94 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

99 Note: You cannot change the role of a group. To delete a member: Click Remoe next to the member that you want to remoe. Click OK to confirm your change. Results Members receie an notification to let them know about any change in their membership status. notifications are not sent to groups. Related concepts How do I add community members? on page 77 As a community owner, you can add members to your community at any time. You can inite people to join the community, and, if the community is moderated, you can decide whether to accept or reject incoming membership requests. To add multiple members at the same time, use the import tool on the Members page. Changing the business owner of a community You must be the current business owner to transfer business ownership of a community to another member. The person who creates a community is the business owner of the community. Each community must hae a business owner and it can hae only one business owner. The business owner can perform any of the actions that a community owner can. The business owner can also transfer the business owner role to another community member with an actie LotusLie account. The member must be a member of the same organization. Note: You cannot transfer business ownership to a guest member of the community, and a guest who is a business owner cannot transfer business ownership. Follow these steps to change the business owner of a community. 1. From the My Communities tab, click a community to open its Oeriew page. 2. Click Members in the naigation pane. Chapter 3. Communities 95

100 3. Optional: If your community is large and you know the member s name, click Find a member and start typing the member s name. Type-ahead filters the names in the organization s directory. 4. Click Edit next to the member whose role you want to change to business owner. 5. Click Business Owner, and then click Sae. 6. Click OK to confirm the change. Results Your role has been changed to owner, and the member that you selected is now the business owner. Customizing your community so you can distinguish it from other ones Customizing your community is a way of distinguishing it from other communities. Possible customization options include associating a distinctie graphic with the community and adding features that bring extra functionality to the community. You must be a community owner to customize a community. There are arious ways in which you can customize your community: Add an image. An eye-catching graphic can be a powerful way to draw attention to your community and attract potential members. The graphic that you add to your community is displayed in the community business card, which reflects the community's identity and interests when displayed outside the Communities application. By associating a meaningful image with your community, you can gie the community a branding that is unique to its members. You can add an image when you first create the community, or you can edit the community to add a new image. Add enhanced functionality. You can customize the functionality of your community by adding content that reflect the arious aspects of the community and its areas of focus. For example, if organizing project workload is a priority, adding the Actiities widget allows you to create a space where members can work on project documents with a fixed duration, assign and complete tasks, and share resources. If collaboration is an important goal for your community, you might want to use the Files widget to allow members to share files and work together on project documents. Change the layout. You can arrange your community's Oeriew page to prioritize specific functionality. For example, if the discussion forum is the most actie part of your community, you might want to place it at the top of the page to gie it priority and ensure that members see the latest posts. 96 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

101 Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Creating subcommunities on page 92 Create a subcommunity when you want to bring together a subset of members within an existing community. Editing communities on page 89 If you are a community owner, you can edit information about the community. Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Working with community bookmarks Add bookmarks to make useful web resources aailable directly from your community. Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Related reference Chapter 3, LotusLie Communities, on page 65 Get together with people who share your interests. Adding the Bookmarks widget for sharing web resources Add the Bookmarks widget so that you and fellow community members can make useful web resources aailable directly from your community. Before you begin You must be a community owner to add the Bookmarks widget to a community. When the Bookmarks widget is added to a community, you and fellow community members can add new bookmarks directly to the community. To add the Bookmarks widget to a community, complete the following steps: 1. From the community's Oeriew page, select Community Actions > Customize to open the content palette. 2. Click Bookmarks from the content palette. 3. Optional: Click Close Palette to close the palette. Results A Bookmarks section is created and displayed on the community's Oeriew page. A Bookmarks link is also added to the naigation sidebar. You can use this link to display all the bookmarks associated with the community. Chapter 3. Communities 97

102 Adding bookmarks of releant websites to your community Add bookmarks to releant websites to your community from the bookmark area. Follow these steps to add a bookmark from your community. 1. Click Bookmarks in the naigation sidebar, and then click Add Bookmark. 2. Required: Enter the web address of the resource that you want to bookmark into the URL field. 3. Required: Enter a name for the bookmark link in the Name field. 4. Add a description for the bookmark link in the Description field. 5. Add one or more tags that describe the content of the bookmark link. 6. Select Add to Important Bookmarks to add the link to the list of important bookmarks on the community's Oeriew page. 7. Click Sae. Editing community bookmarks Keep your community's bookmarks up-to-date to ensure their usefulness and accuracy. Before you begin To edit a community bookmark, you must be a community owner or the person who added the bookmark. If a web page that you hae bookmarked has moed or changed, use the Edit Bookmark form to update the bookmark details. 1. From the community that contains the bookmark that you want to work with, click Bookmarks in the naigation sidebar. 2. Click More next to the bookmark that you want to edit. 3. Click Edit to open the Edit Bookmark form. 4. Make the required changes, and then click Sae. Deleting community bookmarks If a bookmark is inappropriate or no longer functional, you can remoe it from your community's bookmark area. Before you begin To remoe a community bookmark, you must be a community owner or the person who added the bookmark. Follow these steps to remoe a bookmark from your community. 1. From the community's Oeriew page, click Bookmarks to retriee the list of bookmarks for the community. 98 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

103 2. Click More next to the bookmark that you want to remoe. 3. Click Delete. 4. Click OK to confirm that you want to delete the bookmark. Searching a community for bookmarks Search a community to find bookmarks to resources that might be of interest to you. You can search for bookmarks within a community in the following ways. From the <Your Organization> Communities tab ormy Communities tab, select a community to display its Oeriew page. Reiew the bookmarks that others hae identified as being useful in the Important Bookmarks area. Reiew the most recent bookmarks in the Bookmarks area to find resources that you might not hae known about. To search for a bookmark deoted to a specific topic, click the tag that best represents the topic in the community's tag cloud. This search returns all the bookmarks in the current community that use that tag to identify their topics of interest. Click Bookmarks in the naigation pane to see a list of all the bookmarks associated with the community. Working with community forums Use your community's forum to post topics for discussion and share ideas. Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Working with community widgets on page 88 Use the options aailable from the widget action menu to interact with the widgets in your community. The actions that you can perform depend on your role within the community. Related reference Chapter 3, LotusLie Communities, on page 65 Get together with people who share your interests. Adding the Forums widget so community members can post discussion topics Add the Forums widget so that you and fellow community owners can post topics for discussion and share ideas. Before you begin You must be a community owner to add the Forums widget to a community. To add the Forums widget to a community, complete the following steps: Chapter 3. Communities 99

104 1. From the community's Oeriew page, select Community Actions > Customize to open the content palette. 2. Click Forums from the content palette. 3. Optional: Click Close Palette to close the palette. Results The forum is created and displayed on the community's Oeriew page. A Forums link is also added to the naigation sidebar. You can use this link to display all the forums associated with the community. Adding forums to a community You can hae one or more forums in your community to organize community discussions around different focus areas. Before you begin You must be a community owner to add a forum to a community. Your community must contain the Forums widget for you to be able to add forums. The widget lists the fie forum topics that hae been updated most recently. If the widget has been remoed and you want to add it back, you can do so at any time. Adding multiple forums to a community proides your members with dedicated discussion areas where they can ask questions and discuss topics that are releant to the community. For example, if your team encounters a issue that is blocking progress on a project, you might create a troubleshooting forum to find out if anyone in the community has experienced a similar problem and if they hae a solution to suggest. To add a forum to your community, complete the following steps. 1. Click Forums in the naigation sidebar, and then click the Forums tab. 2. Click Start a Forum. 3. Required: Enter a name for the forum in the Name field. 4. Enter one or more tags in the Tags field. 5. Enter a description for the forum in the Description field, and then click Sae. Results After you sae the forum, it opens in the Forums user interface where you and your fellow community members can start to post topics and questions. To access the forum from the community, select Forums on the community's Oeriew page, click the Forums tab, and then click the forum title to open the forum. You can also use the Forums widget on the community's Oeriew page to keep up with the latest updates to forum topics. The widget lists the fie most recently updated forum topics. To access a full list of community forum topics, click View All in the widget. 100 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

105 For more information about how to work with community forums, click the Help link in the naigation bar at the top of the page. You can return to the community at any time using the naigation links that display at the side of the page. You can also perform actions relating to the parent community by clicking Community Actions and selecting an option from the list that displays. What to do next You can perform the following actions directly from the community: Start a forum topic by clicking Start a Topic and completing the form that displays. Click a topic title in the Forums widget to open it. This widget lists the fie most recent topic updates. Access a full list of forum topics for the community by clicking View All. Related tasks Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Adding topics to a community forum to start discussions on page 103 Start a discussion with members of your community by adding a topic to one of the community forums. Anyone who can access the forums can iew the new topic. Remoing community forums As a community owner, you can delete indiidual community forums, temporarily hide community forums, or remoe the entire forums feature from your community. Remoing community forums As a community owner, you can delete indiidual community forums, temporarily hide community forums, or remoe the entire forums feature from your community. Before you begin You must be a community owner to remoe, hide, or delete community forums. If you decide that your community does not need a place for discussion, you can remoe the forums feature from the community. When you remoe the feature permanently, all forum content is deleted. You can also remoe the forums feature temporarily, which hides the forum content but does not delete it. If you restore the feature to the community at a later stage, any content preiously added to the forums is recoered and displayed. You can also remoe indiidual forums that are no longer used by your community. Remoing a community forum deletes all the content in that forum permanently. Chapter 3. Communities 101

106 To remoe community forums, do one of the following. 1. To hide your community forums temporarily: a. From the community's Oeriew page, click the Actions icon in the Forums widget title bar, and then select Hide. When you want to display the widget again, select Community Actions > Customize on the Oeriew page, select Hidden, and then select Forums. The Forums widget is restored to the community with all its existing content. 2. To remoe your community forums permanently: a. From the community's Oeriew page, click the Actions icon in the widget title bar, and then select Remoe. Selecting this option deletes all forum content permanently. 3. To remoe a single community forum: a. Select Forums from the naigation sidebar and click the Forums tab. b. Open the forum that you want to delete. c. Select More Actions > Delete Forum. d. Click Delete to confirm that you want to delete the forum. Related tasks Adding forums to a community on page 100 You can hae one or more forums in your community to organize community discussions around different focus areas. Browsing community forums Community forums are a useful place to brainstorm and collect feedback on topics that are releant to the community. Use your community's forums to share ideas with members and discuss topics of common interest. Before you begin Anyone who can access a community can access the forums associated with that community. To post a topic or reply to a topic, you must be a community member. When the community owner has created forums for the use of the community, members can post discussion topics and respond to existing topics in those forums. The fie most recent updates from the forums are displayed in the Forums area on the community's Oeriew page, where you can iew usage statistics for each topic. These statistics are a good indicator of the topics that interest your community, and they can also gie you an idea of who the most actie participants are. To browse the forums in your community, complete the following steps. 1. From any page in your community, click Forums in the naigation sidebar. 2. Do one of the following. a. To browse by forum, click the Forums tab to display all of the forums in the community. When you see a forum that interests you, click the forum title to open it and start browsing its topics. 102 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

107 b. To browse by topic, click the Topics tab. This tab lists all of the forum topics for the community. The topics are listed by date, with the most recently-updated topics at the top of the page. If the community owner has pinned any forum topics, these topics are displayed at the top of the page, regardless of the date in which they were added or updated. 3. To open any topic, click the topic title. A threaded iew of the topic displays, showing the original topic and any responses to it. When naigating long discussion threads, click the name under the response title to display the parent of that topic at the top of the page. This iew makes it easy for you to see which response corresponds to which forum entry. What to do next If you want to get notified about updates to a community forum that interests you, open the forum and select Follow > Follow this Forum. You must be a member of a community to follow a community forum. Related tasks Adding topics to a community forum to start discussions Start a discussion with members of your community by adding a topic to one of the community forums. Anyone who can access the forums can iew the new topic. Adding topics to a community forum to start discussions Start a discussion with members of your community by adding a topic to one of the community forums. Anyone who can access the forums can iew the new topic. Before you begin The Forums application must be aailable in your community for you to be able to add a discussion topic. When you see a Forums area on the community's Oeriew page, this means that the application is enabled for your community. You must be a community member to post topics to a community's forums. To add a topic to a community forum, complete the following steps. 1. On the community's Oeriew page, click Start a Topic in the Forums area of the page. If you are the first member to add a forum topic, the link displays as Start the First Topic. 2. Required: Enter the title of the discussion topic in the Title field. 3. To mark the topic as a question, select Mark this topic as a question. 4. Enter one or more tags in the Tags field. 5. Enter the content of your topic in the rich-text field proided. Be as descriptie as possible. Remember that you want to start a discussion, so include releant information to interest other community members and get them inoled. 6. Required: Select the community forum where you want to add the topic from the Forum list. 7. To attach a file to the topic, click Attach a File and browse for a file. 8. Click Sae. Chapter 3. Communities 103

108 Related tasks Adding forums to a community on page 100 You can hae one or more forums in your community to organize community discussions around different focus areas. Browsing community forums on page 102 Community forums are a useful place to brainstorm and collect feedback on topics that are releant to the community. Use your community's forums to share ideas with members and discuss topics of common interest. Working with forum topics You can edit, moe, and delete forum topics, and mark topic content as inappropriate. Editing forum topics Edit a topic to make changes to it after you hae added it to a forum. For example, you might want to update the title of the topic or attach a file to the topic. Before you begin To edit a community forum topic, you must hae created the topic or you must be a community owner. Editing a discussion topic does not affect the content of the responses posted in reply to the topic. To edit a forum topic, complete the following steps. 1. Click Forums in the naigation sidebar, and then click the Forums tab. 2. Open the forum containing the topic that you want to edit, and then open the releant topic. 3. Click Edit under the topic entry. 4. Edit the topic as required and click Sae to sae your changes. Deleting forum topics Ensure that the content of your forum is meaningful and useful by deleting topics that are irreleant or that contain inappropriate content. Deleting a discussion topic remoes the topic from the forum completely. Community owners can delete any topic in the forum. Community members can only delete topics that they hae created themseles and only when these topics do not hae responses from other members. To delete a forum topic, complete the following steps. 1. Click Forums in the naigation sidebar, and then click the Forums tab. 2. Open the topic that you want to delete. 3. Click Delete under the topic. 104 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

109 4. Click Delete again to confirm that you want to delete the topic. Responding to forum topics Join in a discussion by responding to forum topics that interest you. Before you begin You must be a community member to respond to a topic in a community forum. To respond to a discussion topic, complete the following steps. 1. Click Forums in the naigation sidebar, and then click the Forums tab. 2. Open the forum containing the topic to which you want to respond, and then open the releant topic. 3. Click Reply under the section of the thread to which you want to respond. 4. Optional: To change the title of your response, click Edit Title and enter a title in the field proided. 5. Enter your response in the rich text field proided. 6. To attach a file to your response, click Attach a File and browse for a file. 7. Click Sae to sae your reply. Deleting responses to forum topics If you change your mind about a response you'e posted to a forum topic, you can delete it from the discussion thread. Anyone who has posted a response to a discussion topic can delete the reply. This action deletes the message content only; a placeholder for the entry is still isible in the forum, but the entry is marked as deleted. When deleting a topic response, you hae the option of entering a reason for deleting the topic. This reason is displayed in the entry placeholder when the response is deleted. To delete a response to a discussion topic, complete the following steps. 1. Click Forums in the naigation sidebar, and then click the Forums tab. 2. Open the topic thread containing the response that you want to delete. 3. Click Delete under your response. 4. Optional: Enter a reason for deleting the response. 5. Click Delete. Pinning forum topics so they display at the top of the page Highlight or prioritize important topics by pinning them. When you pin a topic, it stays at the top of that forum's topic listing to ensure that it receies attention from other forum participants. Before you begin You must be a community owner to pin a topic in a community forum. Chapter 3. Communities 105

110 Pinning a topic ensures that the topic does not become difficult to find in a forum that contains many posts. For example, if you are posting details of an important community eent, then you might want to pin the topic so that community members can find it easily. Pinned topics are marked with an icon of a thumbtack. To pin a forum topic, complete the following steps. 1. Open the topic that you want to pin. 2. Select Pin this Topic under the topic. Results If at some point the topic no longer needs to be gien priority, you can restore it to its regular place in the sequence by selecting Unpin this topic. Working with attachments You can replace or delete the file attachments that you add to forum threads. Before you begin In a community forum, only the community owner or the person who uploaded an attachment can edit that attachment. When you create or respond to a discussion topic, you can share attachments with other people in the discussion. Adding attachments can be a useful way to include supplemental information that is too long to coer in the body of your message. If you want to delete or replace the attachment at a later stage, you can do so by editing your message. You can also upload additional attachments as needed. To work with file attachments, follow these steps. 1. Open the topic containing the attachment that you want to work with. 2. Click Edit under the post that you want to edit and do one of the following: To replace a file with an updated ersion, click Replace next to the file, click Browse to locate the file you want to add instead, and then click OK. To remoe a file from the post, click Remoe next to the file. To add another attachment, click Attach a File, click Browse to select the location of the file, and then click OK. 3. Click Sae to sae your changes. Downloading attachments so you can iew them locally You can download the attachments that you and other people add to forum posts to your local computer. 106 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

111 Before you begin Anyone with access to a forum can download attachments that are posted in the forum. Adding an attachment can be a good way to share information with other people in a discussion or to include supplemental data that is too long to coer in the body of a post. When you hae access to a forum, you can download any of the attachments uploaded to the forum by you or other users. To download a file attachment, complete the following steps. 1. Open the forum topic containing the attachment that you want to download. 2. Click the file name and then select whether you want to sae or open the file. Managing forums When you are a forum owner, you can edit, delete, and lock or unlock a forum. In addition, you can pin forum topics to the top of a forum. Moing forum topics After adding a discussion topic, you can moe it to a different forum if you think it would fit more appropriately into that forum. When you moe a discussion topic from one forum to another forum, any responses to the topic are also moed to the new forum. Before you begin To moe a topic in a community forum, you must be a community owner. You can only moe the topic to a forum that is in the same community. To moe a forum topic, complete the following steps. 1. Open the forum topic that you want to moe and click Moe. 2. Select the forum that you want to moe the topic to, and then click Moe again. Results The breadcrumb trail aboe the topic title updates to display the forum that you selected in step 2. Editing forums Edit a forum to make changes to the forum's name or description, or to add or remoe forum tags. Before you begin To edit a community forum, you must be a community owner. Chapter 3. Communities 107

112 To edit a forum, complete the following steps. 1. Open the forum that you want to edit. 2. Select More Actions > Edit Forum. 3. Edit the forum as required, and then click Sae. Locking forums to preent users from adding topics or responses You can lock forums to preent users from adding new topics or posting responses to existing topics. Before you begin Community owners can lock and unlock a forum and its topics. Anyone who has permission to lock a forum can create topics and replies in the forum een when it is locked. This functionality allows forum owners to make changes to the forum without unlocking it and thus opening it to the entire community. The forum and its topics remain locked for all other users. You might want to lock a forum when you consider the content in the forum to be resoled or complete. For example, if someone started the forum to troubleshoot a specific issue and that issue has now been resoled, then you might consider locking the forum so that no further changes can be made. When you lock a forum, users can still iew the forum content, but they cannot add any new topics or make changes to existing content. To lock a forum, complete the following steps. 1. Open the forum that you want to lock. 2. Select More Actions > Lock Forum. Results The forum is marked as locked in the user interface to let users know that they cannot contribute to the forum. 108 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

113 What to do next You can unlock the forum when you want to allow users to resume adding topics and posting responses to existing topics. To unlock a forum, open the forum and select More Actions > Unlock Forum. Locking forum topics to preent users from editing topics or adding responses Lock a forum topic when you want to preent people from editing the topic or posting responses to it. Before you begin You must be a community owner to lock or unlock a topic in a community forum. If you do not want to lock an entire forum, you can lock forum content at topic leel to preent people from editing a topic or posting responses to it. For example, you might want to lock a forum topic when you consider the topic to be resoled or complete. When you lock a forum topic, people can still iew the topic, but they cannot post responses to it or make changes to existing content. As the forum owner, you can still edit a locked topic and post replies to it een though the topic remains locked for eeryone else. This functionality gies you greater control oer the content of the forum. For example, if the topic contains inappropriate content, you can lock the topic, and then update it by deleting or editing certain replies without haing to reopen the topic. To lock a forum topic, complete the following steps. 1. Open the topic that you want to lock. 2. Click Lock Topic. Chapter 3. Communities 109

114 Results The topic is marked as locked in the user interface to let users know that they can no longer contribute to the discussion thread. What to do next If you need to unlock the topic at a later stage, you can do so by opening the topic and clicking Unlock Topic at the top of the page. Posting questions to a forum Posting a question to a forum is a great way to get an answer from the experts. Before you begin To post a question to a community forum, you must be a community member. If you want to know the answer to a specific question, why not post the question to a releant forum? As the topic creator, you can moderate the answers that people proide, and choose whether to accept or reject them. Using a question-and-answer format is also a useful way to make information aailable to forum members in an easy-to-read layout. By creating question-and-answer threads, forum members can build up a useful repository of information for users who are new to a subject and share the same questions. When posting a question to a forum, all you need to do is create a regular topic, but you need to be sure to mark the topic as a question. When you mark a topic as a question, the topic is marked with a question mark icon in the user interface, making it easy for forum users to identify which topics in the forum are questions. To post a question to a forum, complete the following steps. 1. Open the forum where you want to post your question. 2. Click Start a Topic. 3. Enter a topic title in the Title field. 4. Required: Select Mark this topic as a question. 5. To tag the topic, enter one or more tags in the Tags field. 6. Enter your question in the rich text field proided. 7. To attach a file to your question, click Attach a File and browse for a file. 8. Click Sae. What to do next You can post an answer to your own question by clicking Add Your Answer and following the steps described in Answering questions in a forum. When you post an answer to a question that you created yourself, the answer is automatically marked as an accepted answer. To accept an answer posted by another user, click Accept this Answer under the answer. The response is marked as an accepted answer and the icon next to the 110 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

115 original question changes to a green tick. Accepted answers are also highlighted with a green background, making it easy for you to identify them when the question has a lot of responses. You can mark multiple replies as accepted answers. When one reply is marked as an answer, the entire topic is marked as answered. To reject an answer that has already been marked as accepted, click Decline this Answer under the response. If your question is marked as answered, but you later find that you need more information, you can click Reopen Question under the original post to reopen the question. The question is marked as open again and users can post answers to it. Answering questions in a forum Share your expertise by answering questions posted to the forums that you are interested in. You can also post answers to questions that you add yourself when you want to share information with other users in a question-and-answer format. Before you begin To answer a question posted to a community forum, you must be a community member. Unanswered questions in a forum are flagged with a question mark icon, making it easy for forum members to identify them. When you answer a question in a forum, the person who posted the question receies a notification containing your answer. They can then choose whether to accept or reject your answer. If they accept your answer, the question is marked as answered in the user interface, and the question is flagged with a green tick to indicate that it has been answered correctly. A question can hae multiple correct answers. To answer a question in a forum, complete the following steps. 1. Open the forum containing the question that you want to answer, and select the releant question. 2. Click Reply. 3. Enter your answer in the rich text field proided. 4. Optional: To attach a file to your answer, click Attach a File, click Browse to select the location of the file, and then click OK. 5. Click Sae to post your answer. Following forums and forum topics Follow a forum when you want to receie notifications about the latest updates to the forum. If you are interested in a particular forum thread, you can also follow forum content at topic leel. Chapter 3. Communities 111

116 When you follow a forum, you receie notifications about the latest updates to the forum. Following a forum topic is also useful when you are interested in a specific discussion thread and you want to keep up-to-date with the progress of that thread. You must be a member of a community to follow a forum within a community. When you create a forum, you automatically follow that forum; you do not need to perform any additional steps to follow the forum. To follow forum content, do one of the following. To follow a forum: 1. Open the forum that you want to follow. 2. Select Follow > Follow this Forum. To follow a forum topic: 1. Open the topic that you want to follow. 2. Select Follow > Follow this Topic. What to do next If you no longer want to receie notifications about updates to a forum or forum topic, you can stop following it. To stop following a forum, open the forum and select Follow > Stop Following this Forum. To stop following a forum topic, open the topic and click Follow > Stop Following this Topic. Working with community files Upload, share, and work with community files using the Files widget. Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Working with community widgets on page 88 Use the options aailable from the widget action menu to interact with the widgets in your community. The actions that you can perform depend on your role within the community. Related reference Chapter 3, LotusLie Communities, on page 65 Get together with people who share your interests. Adding the Files widget so you can share files and folders with your community Add the Files widget to your community so that you and other members can share files and folders with the rest of the community. 112 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

117 Before you begin The Files widget is automatically added to a community when it is first created. You can remoe the widget and add it to the community again at a later stage. You must be a community owner to add the Files widget to a community. When you add the Files widget to a community, members can share files and folders from the Files application with the rest of the community. Sharing files is a good way to foster collaboration within a community. By encouraging members to share their knowledge on topics of interest to the community, you can build up a aluable repository of information that is accessible from within the community. To add the Files widget to a community, complete the following steps. 1. From the community's Oeriew page, select Community Actions > Customize to open the content palette. 2. Click Files to add file-sharing functionality to your community. 3. Optional: Click Close Palette to close the palette. Results A new Files area displays on the Oeriew page. This area is empty at first but, when community members become actie and start sharing files, it displays the fie files that hae been most recently updated or uploaded to the community file share area. A Files link to the community's file share area is also proided in the naigation sidebar. By default, eery member can now start sharing files and folders with the rest of the community. Related tasks Managing the Files widget on page 119 After adding the Files widget to a community, you can refresh the widget to display the latest file updates, hide the widget, or remoe it from the community if it is no longer needed. Sharing files with your community Share files from the Files application with members of your community. Before you begin Any community member can share files and folders with a community from the Files application. A folder is a place to group files that hae related or similar content. Your community must contain the Files widget for you to be able to share files with the community. The widget is automatically added to a community when it is first created, but if it has been remoed, you can add it to the community again. File owners can also share files with a community or gie a copy of a file to a community directly from the Files application. Anyone can share files with a community to which they hae access, but only the community owner and the file owner can remoe the file reference from the community. Chapter 3. Communities 113

118 The Files widget allows community members to share local files and files from the Files application with the rest of the community. Sharing files is a great way to foster collaboration within a community. By encouraging members to upload files to the community, you can work together on shared documents and build up a aluable repository of information that is accessible from within the community. To share files with your community, complete the following steps. 1. From the Files widget on the Oeriew page, click Share Files. Note: If you are the first person to share files with the community, click Share Your First File. 2. Do one of the following: a. To upload a file from your local file system: 1) Click Browse files on my computer. 2) Click Browse to find the file that you want to share. 3) Edit the file name if necessary, enter some tags in the Tags field, and then click Upload. The file is now owned by the community. You do not see it in your My Files list of the Files application. b. To share a file from the Files application: 1) Select the type of file that you want to share from the options displayed on the left of the window. Table 15. File-sharing options Option Recent Files Pinned Files My Files Shared With Me Other People's Files Pinned Folders My Folders Shared Folders Description Files recently uploaded to the Files application. Files that you marked as prioritized in the Files application. Files that you uploaded to the Files application. Files shared with you from the Files application. Other people's public files or files that they shared with you from the Files application. Folders that you prioritized in the Files application. Files from your personal folders in the Files application. Files from shared folders in the Files application. 2) Select one or more files from the list that displays. 3) Specify whether you want to allow community members to edit the file or files, and then click Share Files. 114 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

119 c. If you do not see the file that you are looking for, enter the file name in the search field at the top of the dialog and click the search icon. Related tasks Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Managing access to community files on page 118 Manage access to the files that you and other members add to your community. Sharing folders with your community Share folders from the Files application with members of your community. Downloading files shared with a community so you can iew them locally on page 116 Download files that you hae uploaded to a community so that you can continue working on them. Managing community files on page 117 Use the Files widget to work with the files that members hae uploaded and shared with your community. Sharing folders with your community Share folders from the Files application with members of your community. Before you begin Your community must contain the Files widget for you to be able to share folders with the community. The widget is automatically added to a community when it is first created, but if it has been remoed, you can add it to the community again if you are a community owner. For information about adding widgets to a community, see Adding widgets to your community. Anyone can share folders with a community to which they hae access, but only the community owner and the folder owner can remoe a folder from the community. Any community member can share folders from the Files application with their community using the Files widget. The type of folder that you can share depends on the type of community that you want to share the folder with. An organization community can contain only organization folders, and a restricted community can contain organization or priate folders. To share folders with your community, complete the following steps. 1. From the Files widget on the Oeriew page, click the Folders tab. 2. Click Share Folders. Note: If you are the first person to share a folder with the community, click Share Your First Folder. 3. Select a folder category from the following options: Chapter 3. Communities 115

120 Table 16. Folder categories Option Recent Folders My Folders Folders Shared With Me <Your organization> Folder Description Folders recently created in the Files application. Folders that you own in the Files application. Folders shared with you from the Files application. Folders isible to eeryone in your organization in the Files application. 4. Select the folder or folders that you want to share. 5. Specify the leel of access that you want community members to hae to your folder or folders from the Community members can access the selected folders list: Table 17. Folder access leels Access leel Reader Contributor Owner Description Readers can iew the content of any files in the folder. Contributors can add files to the folder, delete files they added themseles, and iew information about files in the folder. Owners hae ownership of the folder along with the original owner. They can share the folder with other people and delete any file. The owner of a file can delete it or remoe it from a folder. 6. Click Share Folders. Related tasks Sharing files with your community on page 113 Share files from the Files application with members of your community. Downloading files shared with a community so you can iew them locally Download files that you hae uploaded to a community so that you can continue working on them. Before you begin Anyone who has access to a community can download files that hae been shared with a community. To download a file from a community, complete the following steps. 1. From the Files area, click a file name to select the file. If you do not see the file that you want, click View All to display the full list of community files aailable for download. 2. Click Download this file, choose whether to open or sae the file, and click OK. 116 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

121 Related tasks Sharing files with your community on page 113 Share files from the Files application with members of your community. Managing community files Use the Files widget to work with the files that members hae uploaded and shared with your community. When working with community files, members can upload new ersions of files and edit a file's name and description. Members can also set up notifications so that they receie an wheneer a file is modified. Only community owners can delete files from a community. For more information about using LotusLie Files, see LotusLie Files help. You can perform the following tasks when working with community files. To upload a new ersion of a file: 1. Click the file and then click Upload New Version. 2. Click Browse to locate the file that you want to upload. 3. Enter a concise description of your changes in the Note field and click Upload New Version. To update a file's name or description: 1. Click the file to rename, click Rename next to the file name, make the required changes and click Sae. 2. Click the file that needs an updated description, click Add description, make the required changes and click Sae. To receie notifications when changes are made to a file: 1. Click the file that you want to set notifications for and click Enable Notifications. To delete a file: Note: You must be a community owner to delete files from a community. 1. Click View All. 2. Click More, and then click Remoe from Community under the file that you want to delete. 3. Click OK to confirm that you want to delete the file. Notes: To delete a community file, you must be a community owner or the person who uploaded the file. You can only delete files that are community-owned, that is, files that hae been uploaded to a community. You cannot delete files that hae been shared with a community. Chapter 3. Communities 117

122 Related tasks Sharing files with your community on page 113 Share files from the Files application with members of your community. Managing access to community files Manage access to the files that you and other members add to your community. Managing access to community files Manage access to the files that you and other members add to your community. Before you begin You must be a community owner to change access leels to community files. When you first create a community, all members of the community are granted the Editor role by default so that they can share and upload files. Depending on the priacy requirements of your community, you might want to change the file access leel for your members. Access to community files is always community-wide. Community owners are always file owners and hae full access to upload, edit, and delete files, and to manage file permissions. Community members can hae one of the following access leels for uploading files: Table 18. Access leels for uploading and sharing files Role Editor Reader Members with this role can Upload community-owned files and download files. Share files using the Files application and download files. The Editor and Reader roles allow community owners to control whether members can upload a new community-owned file to the community. Members can always share files from the Files application with the community. The ability to iew community files depends on the type of community. Eeryone can see and download files from organization communities with open access, howeer only community members can iew and download files from a restricted community. To edit file access leels for community members, complete the following steps. 1. Select Community Actions > Edit Community at the top of the community's Oeriew page, and then select the Files tab. You can also access edit options by selecting Edit from the Files widget action menu. 2. Make the required changes, and click Sae. All community members are granted the same leel of access. 118 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

123 Related tasks Sharing files with your community on page 113 Share files from the Files application with members of your community. Managing community files on page 117 Use the Files widget to work with the files that members hae uploaded and shared with your community. Managing the Files widget After adding the Files widget to a community, you can refresh the widget to display the latest file updates, hide the widget, or remoe it from the community if it is no longer needed. Before you begin You must be a community owner to hide, moe, or remoe the Files widget from your community. To manage the Files widget, perform the following steps. From the community's Oeriew page, click the Actions icon in the Files widget title bar, and select from the menu that displays. To expand or collapse the widget content, select Maximize or Minimize as appropriate. To refresh the widget and see all the latest files uploaded to the community or updated in the community, choose Refresh. To moe the Files widget up or down the Oeriew page, choose Moe Up or Moe Down as appropriate. To hide the Files widget, choose Hide and confirm that you want to temporarily hide files from the community. When you are ready to resume file sharing, select Community Actions > Customize to open the content palette, and select Files from the Hidden section of the palette. All content is restored. To permanently remoe the Files widget, choose Remoe and confirm that you want to permanently remoe the widget. Notes: Choosing this option permanently deletes all the files preiously added to the community. If your community has a media gallery, you cannot remoe the Files widget from your community because the widget is used to store the media gallery files. Howeer, you can hide the Files widget if you do not want your members to be able to use it. See the preious bullet point for details. To access help documentation for the widget, select Help. Related tasks Editing communities on page 89 If you are a community owner, you can edit information about the community. Working with community actiities Use actiities to organize information and tasks relating to the community. Chapter 3. Communities 119

124 Related tasks Creating communities of colleagues with similar interests on page 70 Start a community to encourage people in your organization who hae similar interests or goals to collaborate with one another. Working with community widgets on page 88 Use the options aailable from the widget action menu to interact with the widgets in your community. The actions that you can perform depend on your role within the community. Related reference Chapter 3, LotusLie Communities, on page 65 Get together with people who share your interests. What can I do as a community owner? on page 83 Find out what actions you can perform in a community when you are a community owner. What can I do as a community member? on page 85 Find out what actions you can perform in a community when you are a community member. Adding an actiity widget so you can track goals and assign to-do items Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Widgets are self-contained, HTML-based representations of software applications. When you add a widget to a community, you create an association between that community and the widget application. Membership between the community and the widget application is synchronized, and links to the full widget application are created in the community's user interface so that you can easily find and work with the full application. A summary of the latest actiity is posted on the community's Oeriew page, and you can access the full application at any time by clicking the corresponding link in the left naigation bar. When you first create a community, it displays the Files widget by default. You can customize your community by adding extra widgets. For example, adding the Forums widget gies members a place to post discussion topics and share ideas. The content palette displays the full selection of widgets that your administrator has made aailable for use in communities. To add a widget to your community, complete the following steps. 1. From the community's Oeriew page, select Community Actions > Customize to open the content palette. 2. Click a widget to add it to the community. 120 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

125 3. Optional: Click Close palette in the top right corner to close the palette. Results A section containing the widget is added to the main pane of the Oeriew page, and a link to the full widget application displays in the naigation sidebar. Creating a community actiity Add actiities to your community to proide community members with a place to assign tasks and to share information and resources. When you start an actiity from a community, you can grant access to the actiity to all community members, or you can restrict access to a subset of members. Before you begin For community members to create actiities, a community owner must first add the Actiities widget to the community. Creating an actiity is a useful way to share to-do items, post eent information, and organize meetings within a community. Creating an actiity is easy: Just click a button and fill out a form. There are no required fields. You can edit the actiity later to add or change information. If you want, you can create an actiity from a template. A template captures the tasks required to complete a specific job. For example, a patent template might link to the files, databases, tools, or websites that an inentor seeking a patent would need. It might also capture a list of to-do items that an inentor would need to complete as part of the patent application process. Actiity owners can also share actiities with a community from the Actiities application. When an actiity owner shares an actiity with a community, a link to the actiity displays in the community. A linked icon displays next to the actiity title to indicate that it is a shared actiity. To create a community actiity, complete the following steps. 1. On the community's Oeriew page, click Start an Actiity in the Actiities area. When you are creating the first community actiity, the link displays as Create Your First Actiity. 2. In the Name field, type a short name that describes the purpose of the actiity. Chapter 3. Communities 121

126 3. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas. 4. Add members to the actiity by doing one of the following: To add all members of the community to the actiity as authors, accept the default option, Allow all members of this community access in the actiity as Author. To add a subset of community members to the actiity as authors: a. Select Allow only the following community members access in the actiity as, and ensure that Author is selected from the drop-down list. To add all community members or a subset of members to the actiity in a role other than author: a. Select Allow only the following community members access in the actiity as. b. Click the Down arrow next to the Author field, and then select Owner or Reader. c. Select the check box next to each member who you want to add to the actiity. Note: Community owners are not listed because they are automatically added to community actiities by default. 5. In the Actiity goal field, enter a description of the actiity. Proide a sentence or two that summarizes the goal of the actiity, its audience, or the type of content that you want members to add to it. 6. In the Due date field, add the date by which this actiity must be completed. Type the date, or select it from the calendar control proided. 7. To create the actiity from a template: a. Expand Template options. b. Click Pick an actiity template to see a list of aailable templates. When you select a template, a description of the template is displayed. If you choose not to use a template, select None from the list. 122 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

127 8. Click Sae to finish creating the actiity. Results After you sae the actiity, it opens in the Actiities user interface where you can start to add entries and to-do items. What to do next From the community, you can do the following: Click Start an Actiity to create another actiity. Click Actiities to display the full list of actiities associated with the community. Related tasks Adding widgets to your community to make more functionality aailable on page 86 Add widgets to your community to make extra functionality aailable to community members. You must be a community owner to add or remoe widgets from a community. Managing community actiities After adding the Actiities widget to your community, you can edit actiity details, moe or hide the widget, or remoe it from the community if it is no longer needed. Managing community actiities After adding the Actiities widget to your community, you can edit actiity details, moe or hide the widget, or remoe it from the community if it is no longer needed. Before you begin You must be a community owner to edit community actiities, or to hide, moe, or remoe the Actiities widget. To edit information about a community actiity, such as the actiity title, goal, tags, and so on, you must edit the actiity in the Actiities application. Community owners cannot perform management tasks for any actiities that hae been shared with a community. Only the actiity owner who shared the actiity with the community can manage that actiity. If your community no longer uses actiities, you can remoe the Actiities widget from the community, or you can hide it temporarily until it is needed again using the options aailable from the widget action menu. To manage community actiities, open the community and complete the following tasks as needed. To edit basic information about an actiity, such as its title, goal, and tags, click the actiity title to open it in Actiities application. From there, select More Actions > Edit Actiity to edit the actiity. Chapter 3. Communities 123

128 You can also perform the following widget management tasks by clicking the Actions icon in the widget title bar and selecting from the menu that displays: To moe the widget up or down the Oeriew page, choose Moe Up or Moe Down as appropriate. To hide the widget, choose Hide and confirm that you want to temporarily remoe the widget from the community. Hiding the Actiities widget does not delete any actiity content. When you are ready to continue using actiities, select Community Actions > Customize to open the content palette, click Hidden, and select Actiities to restore the widget to the community. Any content preiously added to the widget is restored. To permanently remoe the widget, choose Remoe and confirm that you want to remoe the widget. Important: Choosing this option permanently deletes any community actiities. This content cannot be recoered once it is deleted. For actiities that hae been shared with the community, remoing the Actiities widget only remoes community access. The actiities still exist in the Actiities application, but they are no longer shared with the community. Related tasks Editing communities on page 89 If you are a community owner, you can edit information about the community. Creating a community actiity on page 121 Add actiities to your community to proide community members with a place to assign tasks and to share information and resources. When you start an actiity from a community, you can grant access to the actiity to all community members, or you can restrict access to a subset of members. Searching within a community Search a community for a gien keyword to return all of the community content that contains that keyword. This includes content from any features that hae been added to the community, for example, actiities, but it does not include content from community files or folders. Before you begin You must open a community before you can search the content within that community. Content is indexed by LotusLie on a periodic basis, so new content that has been added to a community may not appear in search results immediately. To search the content of a community, complete the following steps. 1. Click the Down arrow next to the search control and ensure that This Community is selected. This option is selected by default. 2. Enter one or more keywords to search for in the text field. 3. Click the search icon. 124 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

129 Related tasks Reiewing your search results Use the options aailable for filtering your search results to find the information that interests you most. Reiewing your search results Use the options aailable for filtering your search results to find the information that interests you most. When you search the content within a community, the results are returned to you in a tabbed iew, with each tab corresponding to an application in the community. The order of the tabs corresponds to the order in which the applications are displayed in the community. This means that if you hae prioritized a certain application by placing it at the top of the community page, the search results for that application are also prioritized in the search results tabbed iew. Reiew your search results by doing the following. Click the title of one of the results to open it and reiew it in more detail. Click a tab to display the results from a specific application. Use the Tags search control to search the results for specific tags or keywords. Click a tag in the tag cloud to display only content tagged with the selected tag. What to do next If there are too many results, you can search again. To search on a single keyword, enter a search term into the You searched for field and click Search Again. Related tasks Searching within a community on page 124 Search a community for a gien keyword to return all of the community content that contains that keyword. This includes content from any features that hae been added to the community, for example, actiities, but it does not include content from community files or folders. Chapter 3. Communities 125

130 126 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

131 Chapter 4. LotusLie Files Welcome to Files Share and collaborate on files. New to Files? Watch a ideo to learn more about Files. Recent updates Find out what features hae been added since the last update. Use Files Add your own files Find files Edit, comment on, and recommend files Click topics in the table of contents to get help with other tasks. Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Files proides a simple way to share files, information, communications, and ideas with other members of your team without sending files through . You only need to understand a few concepts to use Files: Uploading files Upload files from your computer by logging in and clicking Upload Files from anywhere in Files. See How do I add my own files?. Sharing files Keep files priate so that only you can read and work with them. Share files with specific people or communities, and allow them to share the files with others. Or make files isible to eeryone in your organization. See How do I share files?. Finding files Find files by looking through lists of files in different iews. Sort iews with columns. Filter iews to narrow the lists by date, by how they are shared, or by access leel. Search for files or find them using tags. Pin files you work with to quickly find them when you need them. Finally, organize files in folders to find them more easily. See How do I find files?. Following files Open a file and click Follow to receie notification when the file is edited or commented on. See How do I track file and folder changes?. Access leels Copyright IBM Corp. 2010,

132 When you share your files with people or communities you can gie them Reader or Editor access to the file. When you share your folders with people or communities you can gie them Reader, Contributor, or Owner access to the folder. When you share your files with eeryone in your organization, you gie them Reader access. See How do I share files?. Recommending and commenting Recommend and comment on files. See What can I do with other people's files?. Tags Tags are keywords that you assign to files that make the files easier to find later. See What can I do with tags in Files?. Organizing files in folders Organize your files in folders. Like files, you can follow folders to receie notification when they are updated. Folders can be priate, shared, or aailable to eeryone in your organization. Keep folders priate so that only you can work with them. Share folders with specific people or groups and choose their access. Or make folders aailable so that eeryone in the organization can see them. See How do I create folders?. Versions When you add a file it becomes the first ersion of the file. When the file is edited and saed that becomes the second ersion, and so on. If you hae enough access to read a file, you can see its ersions. If you are the owner of a file you can delete ersions. See What happens to my file when someone edits it?. Trash Moe files to the trash to remoe them from Files. Files in trash are not yet permanently deleted. To find a files that you hae moed to the trash click Trash in the naigation box. Other people cannot see or link files that are in your trash. See How does trash work?. 128 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

133 Related concepts Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. Related tasks How do I add my own files? on page 136 To add files you upload them from your computer. How do I share files? on page 138 Share your files with people and communities or make them isible to eeryone in your organization. What can I do with people's files? on page 134 What you can do with your or other people's files depends on the access that has been gien to those files. To work with someone's file they must share it with you or make it aailable to people within the organization. How do I create folders? on page 142 Folders enable you to group files together in a meaningful way. Folders can be designated as priate, shared, or aailable to eeryone in your organization. What can I do with tags? on page 151 Tagging enables you to assign searchable keywords to files, that you and others can later use to find or group files. You can search for files by tag by selecting one or more tag names from a list of by typing a tag name. How do I find files? on page 131 There are many different ways to see lists of files. You can sort, filter, switch between different presentations, and search for specific keywords. How do I track file and folder changes? on page 149 You can request notification when changes are made to a file, folder, or iew. How does trash work? on page 152 Moe your files to trash to remoe them from Files. You can then either restore or permanently delete your files from trash. What can I accomplish with file sharing? The Files application enables you and others to upload files for central storage and for sharing with those you designate. Sharing files enables you to collaborate with others. Controlling access to files enables you to be specific about who can see and act on files that you share and on files that are shared with you. File sharing enables you to collaborate with others on specific files and groups of files.the types of files that can be shared include the following: Documents and spreadsheets Presentations Videos, oice tracks, images Code and programmatic source files Design and functional specs, whitepapers Layouts and designs Chapter 4. Files 129

134 Who can work with files? File sharing is particularly useful during the project or design planning stage when it is critical that multiple team members be able to see and act on ideas in a way that all team members can see and respond to. Control elements include person and community-leel access settings such as read and edit or read only. Files can optionally be grouped by folder, and folders can also be designated with specific access settings, including a contributor access leel. If you hae owner or editor access to a file you can download and make changes to the file and upload new ersions of the file. If you hae reader access to a file, you can download the file but not upload new ersions of it to that file page. File tracking capabilities include the following: Versioning Each time a new ersion of a file is uploaded, the ersion number increments. Commenting Commenting is aailable to all people who hae access to the file. Feed reader subscription and update notification People receie notification when updates are made to a file that they own or that has been shared with them. People can optionally create a feed to receie update notification in their feed reader of choice. Related tasks How do I share files? on page 138 Share your files with people and communities or make them isible to eeryone in your organization. How do I share folders? on page 145 Share your folders with people and communities or make them public. File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. The person who uploads a file for the first time is its owner. If the owner does not share or make the file aailable to eeryone in the organization, the file is priate, and only the owner can read and edit it. Owners can share their files with people or communities and assign Reader or Editor access to the file. Reader access: Readers can read, comment on, download, and recommend a file, be notified of changes to the file, and share the file. They can add a file to one of their folders, or to a folder to which they hae Contributor access. Editor access: Editors can read, edit, comment on, download, recommend, upload a new ersion of, and set properties on the file. They can be notified of changes to the file, and share it. Editors can also add a file to a folder of theirs, or to a folder to which they hae Contributor access. Owners can also make a file aailable to eeryone in the organization, meaning eeryone within the organization who can access Files can read the file. When uploading a file, the owner can optionally enable others to share the file. 130 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

135 How do I find files? If a file is both aailable to eeryone in the organization and shared, it is marked with a public icon. Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Related tasks How do I add my own files? on page 136 To add files you upload them from your computer. How do I share files? on page 138 Share your files with people and communities or make them isible to eeryone in your organization. What can I do with people's files? on page 134 What you can do with your or other people's files depends on the access that has been gien to those files. To work with someone's file they must share it with you or make it aailable to people within the organization. How do I create folders? on page 142 Folders enable you to group files together in a meaningful way. Folders can be designated as priate, shared, or aailable to eeryone in your organization. What can I do with tags? on page 151 Tagging enables you to assign searchable keywords to files, that you and others can later use to find or group files. You can search for files by tag by selecting one or more tag names from a list of by typing a tag name. How do I find files? There are many different ways to see lists of files. You can sort, filter, switch between different presentations, and search for specific keywords. How do I track file and folder changes? on page 149 You can request notification when changes are made to a file, folder, or iew. How does trash work? on page 152 Moe your files to trash to remoe them from Files. You can then either restore or permanently delete your files from trash. There are many different ways to see lists of files. You can sort, filter, switch between different presentations, and search for specific keywords. You can list files you hae pinned, your own files, files shared with you, files shared by you, community files you hae access to, files that are aailable to eeryone in your organization, and files in the trash folder. Switch between detailed and compact ersions of lists by clicking the Display icons aboe the list. Chapter 4. Files 131

136 1. Do any one of the following to find files: Option To find files you pinned Description Click Pinned Files in the naigation box. To pin a file, click the thumbtack icon next to the file in a list, or open the file and click the pin icon. To find files you uploaded To find files people shared with you Click My Files in the naigation box. Click Shared With Me in the naigation box. These are files shared by other people specifically with you. Files shared with you might also be public. To find files you shared with people Click Shared By Me in the naigation box. These are files you shared with specific people. Files shared by you might also be public. To find community files you hae access to see Click Community Files in the naigation box. To find files that are aailable to eeryone in your organization Click Company name's Files in the naigation box. To search for files Select an item in the search menu, such as All Files or People, type characters into the search field such as the file name or person's name, and then click the search icon. 2. Do any of the following to further filter or access files: Option To show files by tag Description Expand the Tags or Public Tags section and click a tag in the tag cloud. Or type a tag into the field and click the search icon to return files with that tag. You can also open a file to which you hae access and see the assigned tags. To show how a file is shared Open a file in one of the following folder sections and select Sharing to iew its sharing characteristics: Pinned Files My Files Files Shared With Me Company name's Files 132 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

137 Option To show files by date To show other people's files you can edit To show your files other people can edit To add columns to a iew To download all of the files in a iew To receie feed notifications when changes are made to the iew Description Expand the Date updated section and click any of the following links: Today Last 7 days Last 30 days Last 365 days File dates also appear in the arious file list iews. In the Shared With Me iew, expand the Role section, and then click editor. In the Shared By Me iew, expand the Role section, and then click editor. In any folder iew, click Customize. Select data to display in columns in the iew, and then click Show. At the bottom of the iew click Download all files to download a zip file containing all of the files in the iew, including files not on the current page. The zip file can be a maximum of 4GB. Note: If you perform multiple zip downloads, the first downloaded zip file is named files.zip. Subsequent downloads are named the same but with numbers appended, such as files(1).zip, files(2).zip. You can rename the zip files later. If any of the file names you are downloading to the zip file contain non-english characters, you can use the Global (default) setting. The Global (default) setting informs the zip program to use UTF-8 characters so that all file name characters can be properly processed during the zip operation. If the file names inside the zip file are not displayed correctly after choosing the Global (default) setting, click Global (default), specify a language alue when prompted, and reprocess the download. At the bottom of the iew click Feed for these files and create a feed reader subscription as prompted. Chapter 4. Files 133

138 Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. What can I do with people's files? What you can do with your or other people's files depends on the access that has been gien to those files. To work with someone's file they must share it with you or make it aailable to people within the organization. When a file is aailable to eeryone in the organization, they can open and download the file. They can share the file, add it to a folder, comment on it, and receie notification when someone edits it or comments on it. When someone shares a file with you, they can gie you Reader or Editor access: Reader access: Readers can read, comment on, download, and recommend a file, be notified of changes to the file, and share the file. They can add a file to one of their folders, or to a folder to which they hae Contributor access. Editor access: Editors can read, edit, comment on, download, recommend, upload a new ersion of, and set properties on the file. They can be notified of changes to the file, and share it. Editors can also add a file to a folder of theirs, or to a folder to which they hae Contributor access. File owners can choose to not allow other people to share files. If the file cannot be shared, you cannot share it with people or communities, or add it to folders. To see what access you hae to a file, open the file page and click the Sharing tab. Look for your name in the Reader or Editor list. If your company name is in the Reader list, the file is aailable to eeryone in your organization. Open the file page and perform one or more of the following file actions. Option To recommend files Description In any list of files, find a file and click the recommend icon (a star) in its row to recommend the file. Click the star again and click You hae recommended to remoe your recommendation. You can also click the star icon in the file page, below the file title. 134 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

139 Option To comment on files Description Open the file page, click the Comments tab, and then click Add a comment. Type your comment, and then click Sae. To download files To download a single file open the file page and click Download this file. To download one or more files, open a files or folder iew, check the box next to the file or files you want to download, and click Download. To download all of the files in a iew, at the bottom of the list click Download all files to download a zip file containing all the files, including files not on the current page. The zip file can be a maximum of 4GB Note: If you perform multiple zip downloads, the first downloaded zip file is named files.zip. Subsequent downloads are named the same but with numbers appended, such as files(1).zip, files(2).zip. You can rename the zip files later. To edit file properties To add files to folders If any of the file names you are downloading to the zip file contain non-english characters, you can use the Global (default) setting. The Global (default) setting informs the zip program to use UTF-8 characters so that all file name characters can be properly processed during the zip operation. If the file names inside the zip file are not displayed correctly after choosing the Global (default) setting, click Global (default), specify a language alue when prompted, and reprocess the download. Open the file page, and then click More Actions > Edit Properties. Change the file name, description or file extension and then click Sae. You must be an owner or hae Editor access to edit the properties of someone's file. Open the file page, and then click Add to Folders. Select a folder, and then click Add to Folders. See How do I add files to folders? Chapter 4. Files 135

140 How do I add my own files? Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. Related tasks How do I add files to folders? on page 143 Folders contain and organize files. Add files to folders that you hae Contributor or Owner access to. To add files you upload them from your computer. Your administrator determines who can upload files, so you might not be able to do this. Your administrator limits the amount of space that you hae for storing files. When you reach that limit you cannot add anything new to Files. Stored files include all ersions of uploaded files. The amount of space you hae used is displayed in the My Files iew, at the bottom of the list of files. You can delete old ersions of your files to create space. Your administrator also limits the size of a single file. You can upload any type of file that your administrator has allowed. 1. Click Upload Files. 2. Click Browse, select one or more files, and click Open. 3. Optional: In the list of files to be uploaded, click the file to edit the file name, or click x to delete it from the list. 4. Optional: Type tags, separated by a space. 5. Select any of the following choices: Option No one Description Make the files priate. Only the owner can see and edit them. 136 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

141 Option People or Communities Eeryone in Company name Allow others to share this file Allow files to be shared with people outside my company Security: Encrypt the content of these files Description Share the files with specific people or communities. Perform these steps: 1. Select a Person or a Community. 2. Select the as Reader or as Editor access leel: Readers can read, comment on, download, and recommend a file. They can add files to folders to which they hae Contributor access, be notified of changes to the file, and share the file with other people. Editors can read, edit, comment on, download, recommend, upload a new ersion, and set properties on the file. They can add files to folders to which they hae Contributor access, be notified of changes to the file, and share it with other people. 3. Perform one of the following tasks: To share with a Person, start typing the name of the person, and then select the person name when it displays. To share with a Community, start typing the name of the community, and then select the community name when it displays. Note: When you share a file with a public community the file becomes public. 4. Add an optional message for people with whom you hae shared the file. Make the file aailable to eeryone in your organization. This setting proides Reader access. Allow people or communities you share the file with to share it with others. Allow the file to be shared externally. This option is only aailable when you upload the file and cannot be changed after file upload. If your administrator has enabled this option you can specify that the files you add be encrypted. 6. Click Upload. Chapter 4. Files 137

142 How do I share files? Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. Share your files with people and communities or make them isible to eeryone in your organization. You can gie people and communities Reader or Editor access. You can gie read access to eeryone in your organization. Reader access: Readers can read, comment on, download, and recommend a file. Readers can also add files to folders to which they hae Contributor access, be notified of changes to files, and share files with other people. Editor access: Editors can read, edit, comment on, download, recommend, upload a new ersion, and set properties on the file. Editors can also add files to folders to which they hae Contributor access, be notified of changes to the file, and share it with other people. People are notified when a file is shared with them and when updates are made to its file page. To stop following updates, open the file page and click More Actions > Stop Following. You can also share files that hae been shared with you if the owner allows it. Only owners can make a file aailable to all users in the company. To see who a file is shared with, open the file page and click the Sharing tab. Note: You can share a file with a non-lotuslie user; the guest must accept the initation to join LotusLie before they can access the shared file. When you include a non-lotuslie user's in your share list you are prompted to specify the person's name. The person receies an to join LotusLie; upon doing so they can access the shared file. 138 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

143 Share a file as follows. Option To share a file when you upload it To make a file aailable to eeryone in your organization when you upload it Description 1. Click Upload Files. 2. Type the file path or browse for the file. 3. Type a file name. 4. Optional: Type tags, separated by a space. 5. Select People or Communities. 6. Select a Person or a Community. 7. Select as Reader or as Editor to assign access. 8. Perform one of the following tasks: To share with a person, start typing the name of the person, and then select the person name when it displays. To share with a community, start typing the name of the community, and then select the community name when it displays. 9. Optional: Uncheck Allow others to share this file to preent people you share the file with from sharing with new people. 10. Optional: Uncheck Allow files to be shared with people outside my organization to preent people from sharing the file externally. 11. Add an optional message for people with whom you hae shared the file. 12. Click Upload. 1. Click Upload Files. 2. Type the file path or browse for the file. 3. Type a file name. 4. Optional: Type tags, separated by a space. 5. Select Eeryone in Company name. 6. Optional: Uncheck Allow others to share this file to preent people you share the file with from sharing with new people. 7. Optional: Uncheck Allow files to be shared with people outside my organization to preent people from sharing the file externally. 8. Click Upload. Chapter 4. Files 139

144 Option To share a file that is already uploaded To make a file aailable to eeryone in your organization after you upload it To copy a file to a community To make a file that is aailable to eeryone in your organization no longer aailable to eeryone in your organization Description 1. Open the file page. 2. Click Share. 3. Select a Person or a Community. 4. Select as Reader or as Editor to assign access. 5. Perform one of the following tasks: To share with people, click in the field to display the names of people you hae recently shared files with. If the person you are looking for is displayed, select them. If they are not displayed, type a name or address, and then select the person. If the name you want does not display, click Person not listed? Use full search... to search for them. To share with a communities, start typing the name of the community, and then select the community when it displays. Note: When you share a file with a public community the file becomes public. 6. Optional: Add an optional message for people with whom you hae shared the file. 7. Click Share. 1. Open the file page. 2. Click Share. 3. Select Eeryone in Company name. 4. Click Share. Instead of sharing, you can copy the latest ersion of a file to a community. Only an owner can copy a file to a community, and the community must hae a Files widget. 1. Open the file page. 2. Click More Actions > Gie Copy to Community. 3. Start typing the name of the community, and then select the community when it displays. 4. Optionally change the file name. 5. Optionally tag the file. 6. Click Copy. 1. Open the file page. 2. Click the Sharing tab at the bottom. 3. Click the x next to Eeryone and click OK. People and communities you hae specifically shared the file with can still see and work with it. 140 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

145 Option To make a shared file priate Description 1. Open the file page. 2. Click the Sharing tab at the bottom. 3. Click the Stop sharing link. 4. Click OK. This makes you the only person who can see or work with the file. To demote someone's access to a shared file To stop sharing files that were shared with you 1. Open the file page. 2. Click the Sharing tab at the bottom. 3. Click the x next to a person or community. 4. Select a new access leel and then click OK. 1. Open the file page. 2. Click the Sharing tab at the bottom. 3. Do one of the following tasks: To stop sharing with eeryone, click Stop my shares, and then click OK. To stop sharing with a person or community, click the x next to a name, and then click OK. Related concepts What can I accomplish with file sharing? on page 129 The Files application enables you and others to upload files for central storage and for sharing with those you designate. Sharing files enables you to collaborate with others. Controlling access to files enables you to be specific about who can see and act on files that you share and on files that are shared with you. Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. What happens to my file when someone edits it? When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. To access ersions of a file, open the file page and click the Versions tab. You can see information including the ersion number, when it was edited, and the person who made the edits. You can download ersions of the file, and if you own the file or hae Editor access, you can restore a preious ersion to make it the latest ersion. Only an owner or administrator can delete a ersion of the file. Chapter 4. Files 141

146 How do I create folders? Note: When you restore an older ersion of the file, only the content of the file is restored. The title, tags, and other properties on a file page do not change. Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Related tasks How do I add my own files? on page 136 To add files you upload them from your computer. How do I share files? on page 138 Share your files with people and communities or make them isible to eeryone in your organization. What can I do with people's files? on page 134 What you can do with your or other people's files depends on the access that has been gien to those files. To work with someone's file they must share it with you or make it aailable to people within the organization. How do I create folders? Folders enable you to group files together in a meaningful way. Folders can be designated as priate, shared, or aailable to eeryone in your organization. What can I do with tags? on page 151 Tagging enables you to assign searchable keywords to files, that you and others can later use to find or group files. You can search for files by tag by selecting one or more tag names from a list of by typing a tag name. How do I find files? on page 131 There are many different ways to see lists of files. You can sort, filter, switch between different presentations, and search for specific keywords. How do I track file and folder changes? on page 149 You can request notification when changes are made to a file, folder, or iew. How does trash work? on page 152 Moe your files to trash to remoe them from Files. You can then either restore or permanently delete your files from trash. Folders enable you to group files together in a meaningful way. Folders can be designated as priate, shared, or aailable to eeryone in your organization. Files in priate folders can only be read and worked with by their owner. If you make a priate folder into a folder that is aailable to eeryone in your company, files that are not designated as aailable to eeryone in your company are remoed from the folder. Files in shared folders can be read and worked with by people and communities with whom the folder has been shared. People and communities can hae Reader, Contributor or Owner access to a folder. Readers can read files in the folder. Contributors can add files to the folder, delete files they hae added, and see information about files in the folder. Owners hae ownership of the folder along with the original owner. They can share the folder with other people, and delete any file. When you share a folder with people and communities, they can see the files in that folder. But they cannot see those same files anywhere else unless you explicitly share the files with them. For example, if you add a file to a folder and 142 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

147 share the folder with Cathy but hae not shared the file with Cathy, she can see and open the file in the folder, but cannot see it in any other list. When you share a folder with people or change their role, those people are notified. A folder owner can enable Eeryone can contribute to this folder to also allow others to add files to the folder. 1. Click New Folder. 2. Type a name for the folder. 3. Optional: Optional: Type a description. 4. Select any of the following options: Select No one to make the folder priate. Only the owner can see and edit it. Select People or Communities to share the file with specific people. Perform these steps: a. Select a Person or a Community. b. Assign an access leel of Owner, Contributor, or Reader. c. Start typing a name or address, then select that name or address when it displays. Select Eeryone in Company name to make the folder isible to eeryone in your organization. Read access is made aailable. 5. Click Allow folder to be shared with people outside of my company to make the folder public and anyone to iew and download files in the folder. 6. If you hae specified that the folder is public you can click Eeryone can contribute to this folder to allow all users to add files to it. 7. Click Sae to create the folder. Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. How do I add files to folders? Folders contain and organize files. Add files to folders that you hae Contributor or Owner access to. You can open a folder and add files, open a file and add it to folders, or drag and drop files into folders. 1. Follow these steps to open a folder and add files: a. Open the folder. Chapter 4. Files 143

148 b. Click Add Files. c. Find files in any of the following ways: Choice Browse files on my computer Recent Files Description Upload files from your computer to the folder. Uploading a file to a public folder makes the file public. Uploading a file to a shared folder means the file is shared with whoeer the folder is shared with. Select files that were recently uploaded or recently shared with you. To search across all files, type characters in the search field and click the search icon. All files include your files, public files, and files shared with you. Pinned Files My Files Select from a list of your pinned files. Select files you uploaded. To search across your files, type characters in the search field and click the search icon. Shared With Me Select files people hae shared with you. To search across files shared with you, type characters in the search field and click the search icon. Other People's Files Select other peoples' indiidually files that are public or shared with you. Start typing a name or address in the search field and then select it. If the name or address does not display, click the search icon. My Folders Select files from your folders. Expand My Folders, click a folder, and then select files from that folder. To search across all files, type characters in the search field and click the search icon. All files include your files, public files, and files shared with you. Shared Folders Select files from folders shared with you. Expand Shared Folders, click a folder, and then select files from that folder. To search across all files, type characters in the search field and click the search icon. All files include your files, public files, and files shared with you. d. Click Add Files. e. Optionally check the box to allow members of the folder to edit any files you own. 2. Follow these steps to open a file and add it to folders: a. Open the file. b. Click Add to Folders. 144 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

149 c. Find folders in any of the following ways: Choice Recent Folders Description Below Folders I Recently Added to, select folders that you recently added files to. Below Recently Updated Folders, select folders you recently created, folders other people recently shared with you, and folders other people recently added files to. To search across all of these folders, type characters in the search field and click the search icon. My Folders Select folders you created. To search across all of these folders, type characters in the search field and click the search icon. Folders Shared with Me Select folders people hae shared with you. To search across all of these folders, type characters in the search field and click the search icon. Company name Folders Select folders that are isible to people in your organization. To search across all of these folders, type characters in the search field and click the search icon. d. Click Add to Folders. What to do next How do I share folders? To remoe files from folders, open the file, click the Folders tab, click the x next to the folder you want to remoe the file from, and then click OK. Related tasks What can I do with people's files? on page 134 What you can do with your or other people's files depends on the access that has been gien to those files. To work with someone's file they must share it with you or make it aailable to people within the organization. Share your folders with people and communities or make them public. You can gie people, groups, and communities Reader, Contributor, or Owner access. Reader access: Readers can read files in the folder. Contributor access: Contributors can add files to the folder, delete files they hae added, and see information about files in the folder. Owner access: Owners hae ownership of the folder along with the original owner. They can share the folder with other people, and delete any file. The owner of a file can delete it, or remoe it, from a folder. Chapter 4. Files 145

150 People and communities with whom you share folders are notified in their Updates section. To see who has access to your folders, open the folder page and click the Sharing tab. Option To share a folder when you create it Description 1. Click New Folder. 2. Type a name. 3. Type a description. 4. Do one of the following: Select People or Communities to share with specific people and communities. Select a Person or a Community, and then select an access leel (described in this topic). Then start typing a name or address and select that name or address when it displays. You only see the people and communities aailable in your enterprise directory. Select Eeryone in Company name to gie eeryone Reader access. Select Eeryone can contribute to this folder to gie eeryone Contributor access. When you make a folder aailable to eeryone in your organization, files that hae not been made aailable to eeryone in your organization are remoed from the folder. 5. Click Sae. Note: You cannot share a priate folder with a public community. 146 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

151 Option To share a folder after you create it To make a folder that is aailable to eeryone in your organization no longer aailable to eeryone in your organization To make a shared folder priate To demote someone's access to a shared folder Description 1. Open the folder. 2. Click Share. 3. Do one of the following: Select People or Communities to share with specific people and communities. Select a Person or a Community, and then select an access leel (described in this topic). Then start typing a name or address and select that name or address when it displays. You only see the people and communities aailable in your enterprise directory. Select Eeryone in Company name to gie eeryone in your organization Reader access. Select Eeryone can contribute to this folder to gie eeryone in your organization Contributor access. When you make a folder aailable to eeryone in your organization, files that hae not been made aailable to eeryone in your organization are remoed from the folder. 4. Click Share. Note: You cannot share a priate folder with a public community. 1. Open the folder page. 2. Click the Sharing tab at the bottom. 3. Click the x next to Eeryone. People and communities you hae specifically shared the folder with can still see and work with it. 1. Open the folder page. 2. Click the Sharing tab at the bottom. 3. Click the Stop sharing link. 4. Click OK. This makes you the only person who can see or work with the folder. 1. Open the folder page. 2. Click the Sharing tab at the bottom. 3. Click the x next to a person, group, or community. 4. Select a new access leel and then click OK. Chapter 4. Files 147

152 How do I find folders? Related concepts What can I accomplish with file sharing? on page 129 The Files application enables you and others to upload files for central storage and for sharing with those you designate. Sharing files enables you to collaborate with others. Controlling access to files enables you to be specific about who can see and act on files that you share and on files that are shared with you. There are many different ways to see lists of folders. You can sort, filter, switch between different presentations, and search for specific keywords. You can find pinned folders, your own folders, folders shared with you, and folders that are isible to your organization. 1. Do any one of the following to find folders: Option To find folders you pinned Description Click Pinned Folders in the naigation box. To pin a folder, click the thumbtack icon next to the folder. To find folders you created To find folders people shared with you Click My Folders in the naigation box. Click Folders Shared With Me in the naigation box. These are folders shared by other people specifically with you. To find folders aailable for your company Click Company name Folders in the naigation box. 2. Do any of the following to further filter or access folders: Option Description To search for folders Select an item in the search menu, such as All Folders or People, type characters into the search field such as the folder name or person's name, and then click the search icon. To show how a folder is shared Open a folder in one of the following folder sections and select Sharing to iew its sharing characteristics: Pinned Folders My Folders Folders Shared With Me Company name's Folders 148 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

153 Option Description To download the files in a folder To receie notifications when changes are made to the iew At the bottom of the iew click Download all files to download a zip file containing all of the files in the folder, including files not on the current page. The zip file can be a maximum of 4GB. Note: If you perform multiple zip downloads, the first downloaded zip file is named files.zip. Subsequent downloads are named the same but with numbers appended, such as files(1).zip, files(2).zip. You can rename the zip files later. If any of the file names you are downloading to the zip file contain non-english characters, you can use the Global (default) setting. The Global (default) setting informs the zip program to use UTF-8 characters so that all file name characters can be properly processed during the zip operation. If the file names inside the zip file are not displayed correctly after choosing the Global (default) setting, click Global (default), specify a language alue when prompted, and reprocess the download. At the bottom of the iew click Feed for these files and create a feed reader subscription as prompted. How do I track file and folder changes? You can request notification when changes are made to a file, folder, or iew. When you follow a file or folder, notifications are sent to your home page when the file or folder is updated. Folders, files, and file lists proide feed links. You can subscribe to these feeds to receie update notifications in your feed reader. See Subscribing to a feed. Note: When you subscribe to a feed you receie an Atom feed, so you must hae a feed reader on your computer that supports Atom feeds. When the list changes, your feed is updated. Chapter 4. Files 149

154 Perform any of these tasks to track file and folder changes: Option To be notified when a file is added to a folder To be notified when a file is edited or commented on To subscribe to a list feed To subscribe to a single file feed (comments or ersions) To iew information about a file Description Open a folder and click Follow. By default this is selected for folders that you own and deselected for public folders and folders you are a member of. Open the file page and click More Actions > Follow. By default this is selected for files that you own and deselected for public files and files you are a member of. You can subscribe to a file list or a folder. Open the list and at the bottom of the page click the feed link, for example Feed for public files or Feed for these folders. Open the file page. To subscribe to comment updates, click the Comments tag and then click Feed for these comments. To subscribe to ersion updates, click the Versions tag and then click Feed for these ersions. Open the file page and click the About this File tab at the bottom of the page. You can see when the files was added and last updated; how large it is; and how many times a file has been recommended and downloaded, and how many of those downloads were anonymous users. You can also see which users downloaded the file. To learn about ersions that hae been uploaded, click the Versions tab. To learn about comments that hae been posted, click the Comments tab. To learn about how the file is shared, click the Sharing tab. To learn which folders contain links to the file, click the Folders tab. 150 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

155 What can I do with tags? Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. Related tasks Subscribing to feeds on page 153 Subscribe to a feed of IBM LotusLie data to get updates sent to your feed reader. The feed reader automatically deliers updates to you when the Feeds subscription page is changed. Tagging enables you to assign searchable keywords to files, that you and others can later use to find or group files. You can search for files by tag by selecting one or more tag names from a list of by typing a tag name. You can tag files you own or to which you hae been gien Editor access. You can also search for files by tag name. Tag a single file Follow these steps to add a tag to a file: 1. Open the file page. 2. Click Add tags. 3. Type tags, separated by a single space. 4. Click Sae. Tag multiple files Follow these steps to tag multiple files at once: 1. Open the My Files or Shared By Me iew. 2. Check the boxes next to files. 3. Click Add Tags. 4. Type tags, separated by a single space. 5. Click OK. Search for files by tag name Follow these steps to find files using tags: 1. Open any folder or list of files. 2. In the Tags filter on the left, click a tag in the tag cloud or click Find a Tag, type the tag name and click the search icon. Chapter 4. Files 151

156 How does trash work? Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. Moe your files to trash to remoe them from Files. You can then either restore or permanently delete your files from trash. Before you begin Moing a file to the trash hides it from all folders and it no longer appears in searches. When you moe a file to trash, all of the file's ersions, recommendations, and comments moe to trash, and the file is hidden from people with whom you hae shared it. If a file is restored from the trash, it is added back to the folders it was preiously in, and all data is restored. When you restore a file from trash, all ersions, recommendations, and comments are restored, and people with whom you hae shared the file can see it again. Bookmarks to a file stop working when the file is in the trash, but work again if the file is restored. Files in trash count toward your size quota. When you reach your quota limit you can delete files in trash to make space. You can moe one or more files to Trash and then either restore or delete them. 1. Open a file page. 2. Click More Actions > Moe to Trash, and then click OK. Note: To moe multiple files to trash, open a iew (such as My Files), check the boxes next to files to moe and then click Moe to Trash and then click OK. You can only moe files you own to the trash. 3. Optional: To restore or delete files in trash, click Trash in the naigation box and then do one of the following actions: To restore the file, click the arrow icon next to its name and select Restore. To permanently delete the file, click the arrow icon next to its name and select Delete. 4. Optional: To permanently delete all files in the trash, click Empty trash. 152 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

157 How do I lock files? Subscribing to feeds Related concepts Welcome to Files on page 127 Files is a collaboration tool in which you can upload files and let other people see and work with them. You can also see and work with other people's files. Who can work with files? on page 130 File owners can keep their files priate, share them with people and communities, or make them public to users within the organization. What happens to my file when someone edits it? on page 141 When you upload a file an initial ersion of that file is created. Your original work is saed in that first ersion until you delete it. When you or someone with Editor access edits your file and uploads it again, a new ersion is created. Lock files to preent people from editing them. The Owners and Editors of files can lock and unlock those files. For example, if you upload a file you are the owner and can lock and unlock that file. If you gie a person Editor access to the file, they can also lock and unlock it. When you lock a file, people can still download and read it, but only you can upload new ersions of it. When a file is locked it cannot be edited, but it can still be moed to the trash and deleted, and commented on and recommended. 1. Open the file page. 2. Click More Actions > Lock File. 3. To unlock the file, click More Actions > Unlock File Subscribe to a feed of IBM LotusLie data to get updates sent to your feed reader. The feed reader automatically deliers updates to you when the Feeds subscription page is changed. Before you begin You must hae a feed reader installed on your computer that supports Atom feeds. Atom is an XML-based file format that is used to syndicate web content, such as news headlines, blogs, or websites. Atom feeds perform the same function as rich site summary (RSS) feeds, but do so using an alternatie method. Subscribing to a feed simplifies the task of monitoring the actiity taking place in LotusLie because your feed reader automatically checks for and retriees content updates for each feed. See Working with feeds for more information. 1. Go to the page with the content that you want to subscribe to. Chapter 4. Files 153

158 For example, filter the bookmarks list to display a set of bookmarks associated with a person, a tag, or with some other selection criteria. 2. Click Feed for these files beside the feed icon to subscribe to the currently displayed content. 3. Add the feed to your preferred feed reader. The steps that you must complete to do so ary depending on the web browser and feed reader that you are using. See the web browser or feed reader documentation for details. Communities only: When specifying the web address of the feed, you can enter a parameter to specify a different page size for the feed. By default, feeds in Communities display 10 entries per page. Specify a different page size using the ps parameter. The first page of 10 entries is fetched by default. Howeer, you can use the page parameter to fetch subsequent pages. For example, you might use the following web address to fetch the second page of the My Communities feed where the page size is set to 20 entries: lotuslie.example.com/communities/serice/atom/communities/my?page=2 &ps=20 Related tasks How do I track file and folder changes? on page 149 You can request notification when changes are made to a file, folder, or iew. How do I change the display language? Accessibility Change the language used in the user interface so that your applications display in your preferred language. Before you begin Changing the display language of Files does not affect the language of the titles displayed in the lists or the content of the files themseles. For example, if a file's title is English and you change the display language to French, the title continues to display in English in lists. Only the user interface is displayed in French. 1. Click My Dashboard > My Account Settings. 2. In the Localization section, click Change. 3. In the Language section, select the language to display and then click Sae Changes. Results The page is refreshed and the user interface is displayed in the selected language. Accessibility applications help users who hae a physical disability, such as restricted mobility or limited ision, to use information technology products successfully. When using Files with the JAWS screen reader you must turn off the JAWS Virtual PC cursor mode. The Files architecture uses Dojo components that perform incremental rendering. This is implemented through full AJAX mode with an ARIA 154 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

159 role that automatically turns the JAWS Virtual PC cursor mode off in Firefox browsers. On other browsers, users must manually turn irtual PC cursor mode off by pressing Insert+Z. Chapter 4. Files 155

160 156 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

161 Chapter 5. Working with People in LotusLie Managing your information Manage your LotusLie contacts, update your profile, or modify your account settings. Stay social by updating your profile and iewing your organization's page. Also update your account settings. By specifying settings for your profile and your account, the information that is displayed to other LotusLie users stays accurate and current. Account Settings stores information specific to your account, including your address, password, and language preference. From here, you can edit the name that is displayed for you in LotusLie. My Profile contains information about you that you want displayed to other users, including your picture and contact information. Modifying your account settings Updating your account settings keeps information about you current. Update your name, password, preferred language, and time zone. The name you specify here is displayed throughout LotusLie, including in your profile. The address is used wheneer system s are sent, or other LotusLie users send you mail. 1. From the naigation bar, click your name, and then select My Account Settings 2. Click Change on the item to update. 3. Edit the fields that contain the information you want to change. 4. Click Sae Changes when you're done. Results You hae modified your personal settings. If you want to modify your address, role, or enable integrated applications, you must contact your account administrator by using the Contact Account Administrator link at the bottom of the page. About profiles You can modify your profile to include information about yourself. Your organization profile displays information about your organization and can only be modified by the account administrator for the organization. Your Profile A profile contains information that you proide about yourself, which is isible to others. Only you can edit your profile. Copyright IBM Corp. 2010,

162 Your profile is your professional identity on the site and includes your name, information about you, and a photograph. If you hae elected to be publicly searchable in LotusLie, colleagues searching for you will only see your name, job title, organization name, and photo, unless you are in their network. Organization Profile Your Organization Profile can be found by any registered LotusLie user. Because information on the Organization Profile is intended for public display, only an account administrator can edit the organization profile page. Your account administrator may allow the Organization Directory to display on the organization Profile. Common Network Contacts When you're iewing another user's profile, any shared contacts between you and this person will be displayed on the right side of their profile under the Common Network Contacts header. This is a list of people that you both know and hae inited to join your networks. Common Communities If you're iewing another user's profile, the list of communities that you both belong to will be listed on the right side of the profile under the heading Communities. Editing your profile Personalize your profile to edit the information that other LotusLie users see about you. 1. From the naigation bar click People > My Profile. 2. Click Edit My Profile 3. Select whether you want to be included in the public directory. If you are listed in the public directory, other users can find your profile. 4. Select whether other users can tag your profile. You can remoe unwanted tags at any time. 5. Proide your contact information, such as your job title, country, , and phone numbers. 158 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

163 6. Edit About Meto tell others about yourself. Information that you might want to share in the About Me field includes professional experiences, projects, and inolement with organizations. Additionally, you can share your education history and interests, such as hobbies or clubs. 7. Upload a photo of yourself. Look for the Change link under the photo placeholder. Browse for an image on your computer. The image can be in.jpeg or.gif, format. There are no file size restrictions. Note: The larger the file you upload, the longer the time the serer takes to process the image. 8. Click Sae Changes. Remoing tags from your profile You can remoe tags that others hae created on your profile. If you hae allowed others to tag your profile, you can remoe these tags from the My Profile tab in the People section. 1. Go to People > My Profile. 2. The Tags area is below the profile picture. 3. Click the X next to the tag that you want to remoe. Editing your account information You can modify your profile name, password, and localization. Perform the following steps to edit your account information: 1. On the top naigation bar, click your name. 2. Click My Account Settings on the drop down menu. The My Account Settings page appears. Chapter 5. Working with People in LotusLie 159

164 3. Click Change on the line next to the setting that you want to modify. 4. Indicate the items that you want to change and click Sae Changes. Viewing your organization's information All of the basic contact information for your organization is on your company page. Managing your contacts The company page can be reached by clicking your company logo when you are logged in to LotusLie. This page is the internal iew of the Company Page. The account administrator determines what additional information is isible on the Company Page. The company profile is the public iew of the company page. Any LotusLie user searching for your company can find the company profile. Only the account administrator can edit the company profile and determines if the company profile is isible on the company profile. Organize your contacts, making them easier to find. About contacts A contact is like an address-book entry. You create, edit, and own contact information about others. Only you can iew your contacts. The following list highlights things that you can do with contact: Keep track of ital information for customers, colleagues, business partners, friends and family. 160 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

165 Keep contacts synchronized with your Lotus Notes or Microsoft Outlook contacts. Import existing contacts from other applications. Inite someone to join your network directly from a contact record. Forward a contact record to share it with your colleagues. Share a file with someone directly from a contact record. Start an actiity and include a person as a member of an actiity directly from a contact record. Company directory The company directory is a listing of the people on your account and is only isible to your organization. You can access profiles for each person in your company from the directory. An account administrator manages the users displayed on the company directory page. The administrator can enable the company directory to display on the company profile page. Tagging contacts You can add tags to your contacts to help you find them in a search. These tags will only be isible to you. Perform the following steps to add tags to a contact: 1. Go to People > Contacts 2. Open a contact you want to tag. 3. Click Edit underneath the name of the contact and next to the Tags label. 4. Enter one word tags, separating them with a comma. 5. Click Sae when finished. Results The tags you hae entered will appear below the contact's name. Chapter 5. Working with People in LotusLie 161

166 Tagging profiles You can add tags to profiles in order to proide more information about that profile and make it easier to find in a search. If a user has allowed others to tag their profiles, you can add a tag to their profile. Any user can see the tag you add. The profile owner can edit the tags that hae been attached to their profile. 1. Go to People > Contacts. 2. Open a contact whose profile you want to tag. 3. If the profile owner allows tagging, Tags appears below their picture. 4. Enter a tag and click +. A tag cannot contain a space. Adding people to your network When you inite someone into your network, you get an enhanced iew of their profile, and you get notified when they update their contact information. In time, you'll get access to een more collaboration capability with other users in your network making it easier than eer to work with the people and companies that matter most to your business. You'll know if someone is already in your network when you see the network contact label next to their name in your contact list. Each user has a unique address. If a contact record that you add or import includes the address of a registered user, then you will get an initation to join that person's network. Inite people outside of LotusLie to join Your Network You can extend collaboration serices to anyone with whom you do business. This includes external people who are not members of LotusLie. Each external colleague or customer can become a guest user and interact with you. Importing Contacts from Lotus Notes Populate your LotusLie contact list with the contacts you already hae in IBM Lotus Notes. By importing your existing Lotus Notes contacts, you populate your LotusLie address book without haing to enter contacts in indiidually. Only Lotus Notes 8 or later is supported. To import contacts from Lotus Notes to LotusLie, perform the following steps: 1. In Lotus Notes, go to File Export. Select where to export the file and the file name. Note: If you export contacts from Lotus Notes 8.5, select the option to export only basic fields. 162 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

167 2. Select comma separated alue for Sae as type. 3. In LotusLie, open People > Contacts > Import. 4. Select Lotus Notes for Which contacts do you want to import?. 5. Browse for your.cs file, then click Continue. 6. Check off the number of records you want to import. 7. Click Import to begin the import process. Note: When importing contacts from Lotus Notes, any record that does not hae an address entry is not imported. Importing contacts from Microsoft Outlook If you hae existing contacts in Microsoft Outlook, you can import them to LotusLie contacts. To import contacts from Microsoft Outlook, perform the following steps: 1. In Microsoft Outlook, go to File Import/Export to get into the Import and Export Wizard. 2. Select Export to a file then click Next. 3. Select comma separated alue as your file type, then click Next. 4. Choose Contacts from the folders to export from list. 5. Browse to the location you want to sae the file to, then name your file. 6. Click Next. 7. The Export to a File window will show you what will be exported. Click Finish when you're ready to export. 8. In LotusLie, open People > Contacts > Import. 9. From Which contacts do you want to import? select Microsoft Outlook. 10. Browse for your.cs file, then click Continue. 11. Check off the number of records you want to import. 12. Click Import to begin the import process. Synching contacts After you enable synchronization of your contacts, your contacts are automatically kept up-to-date within LotusLie. When you enable synchronization, all contacts from other applications are added to your contact list. The contacts are then stored for each subsequent synchronization. After that initial synchronization, the following happens each time you synchronize: Any contacts that are not already present in your contacts will be added. Contacts that are the same between another application and your contacts will be updated with contacts information from the other application. Existing contacts that were deleted in the other application will be deleted from your contacts. Chapter 5. Working with People in LotusLie 163

168 Enabling synchronization for Microsoft Outlook You can enable software to synchronize your contacts from Microsoft Outlook to LotusLie 1. Click the link below to download the.zip file to your computer com.lotuslie.plugin.outlook.zip 2. Run the application once it has downloaded 3. Follow the instructions proided by the InstallShield Wizard. Enabling synchronization for Lotus Notes You can enable software to synchronize your contacts from Lotus Notes 8 or higher to LotusLie. 1. On the workstation where you hae Lotus Notes installed, use a text editor to open the following file: [Notes Install Directory]\framework\rcp\plugin_customization.ini The [Notes Install Directory] i 2. Perform one of the following steps: a. If the following line is not present, then add it to the end of the file: com.ibm.notes.branding/enable.update.ui=true b. If the line is present, make sure that the alue is equal to true 3. Sae the file and close your text editor. 4. Stop and restart Lotus Notes, if it is running. 5. Open Lotus Notes. 6. Click File > Application > Install. The Features Update box displays. 7. Select Search for new features to install and click Next. The Application Location box displays. 8. Click Add Remote Location Add the following information: Name: LotusLie Updates URL: Click OK to continue. LotusLie Updates displays in the list of locations. 11. Click Finish. A new window displays. 12. Select LotusLie Updates and click Next. 13. To continue, you must accept the license agreement by clicking Next. 14. Click Finish. If a window displays about trusted signers, you must click Install this plug-in and OK to continue. 15. Click Yes when to restart Lotus Notes. Forwarding contact information You can share a contact with a colleague by forwarding the contact information to them. Perform the following steps to share a contact with a colleague: 164 LotusLie: LotusLie Engage and LotusLie Connections User's Guide

169 1. On the Contacts tab, select the contact name that you want to send. 2. Click Forward at the top of the screen. 3. The Forward Contacts window will open. Finding people in LotusLie 4. Type in the name of the person you are forwarding this contact to. Separate multiple addresses with a comma. 5. Add a personal message to the recipient. For example, tell them why you are forwarding this contact to them. Search profiles and find contact information. Searching profiles Use the profile search to find people or companies in LotusLie. Chapter 5. Working with People in LotusLie 165