Managing project information successfully means having good communication
with other project members and staying on top of new and changing information.
With eRoom, you can
Receive notification
when items in your eRooms are modified.
Make announcements
(if you are a coordinator) on the front page of your eRoom.
Use the intercom to hold
text conversations with other members present in your eRoom.
Follow unread marks ()
that point you to new or changed information.
Alerts
You can alert other members about new or changed items in your eRoom,
either by email, or, if you have eRoom
Instant Messaging Integration Services, by instant message. When you
send an alert about an item, eRoom sends the alert even if recipients
have notification for the item
turned off. The message (email or instant message) includes a link to
the item and a link to the item's notification settings.
In order to receive alerts in email,
members need email addresses.
In an eRoom, click ("send an alert") in the eRoom
control
bar.
The Choose Members page opens.
Pick or search for the member(s)
you want to alert and click "OK".
The Alert page opens.
If instant messaging is available,
you can pick how you want to sent the alert, either by email,
or by instant message.
Customize the Subject
and Message if appropriate. The
default message includes a link to the page from which you are sending
the alert.
Click "OK" to send
the alert.
If some of all of your recipients can receive alerts in the manner
you specified, a message confirms that your alert was sent; click "OK"
to return to your eRoom.
Note: From the intercom,
you can send email directly to a member by clicking their name in the
list of members present.
Notifications
Whenever a particular item changes, or anything in an eRoom changes,
you can receive notification by email, or, if you have eRoom Instant Messaging
Integration Services, by instant message.
You can receive notification either instantly or overnight. For immediate
notification, you can choose to be sent an instant message
if all of the following are true:
You can choose to receive your email notification messages in HTML format
or in plain text format, depending on how this option
is set in Community Settings.
Note: Users are not notified about all operations when
multiple operations are performed in quick succession. This behavior is
by design. For example, when you create a folder, and then create sub-folders
within it in quick succession, the system notifies you about the creation
of the parent folder only, and fails to notify the creation of the sub-folders.
After you create a folder, it is recommended that you create the sub-folders
in it after the notifier service has run (the service runs every 5 minutes)
for the creation of the parent folder.
To change notification
settings:
In the map or in the item box, right-click an item's
icon and pick "Notification" from the pop-up menu.
To change notification settings for an entire eRoom, go to the map
and right-click the icon to the left of the eRoom's name. Pick "Notification"
from the pop-up menu.
Or, select an item's check box and click "notification" in
the command bar.
Or, in an email change report, click the link to change notification
settings.
On the Notification page, choose whether you want to
be notified about changes as they happen, just once a day, or not at all.
If the choice is available,
pick whether you want notifications by email or by instant message.
If you want email
notification sent in HTML format, select that check box on the Notification
page.
Click "OK" to put your settings into effect.
Note: If you turn off notification for the entire eRoom,
you can limit change reports to the selected item.
In addition to standard notification
settings, a dashboard has one of the following notification options, depending
on the item type:
show in My eRooms
(for a dashboard item)
summarize this
{database | calendar | project plan} in My eRooms
summarize these
items in My eRooms (for a multiple selection)
If selected, the dashboard appears
on the Dashboards
tab of My eRooms.
Change reports
Information in a nightly change
report includes:
the eRoom or
item name, the notification date, traffic light and status summary (for
eRooms, but not for items), plus a link to where you can modify your notification
settings for the eRoom or item being reported on
names of database
entries that are waiting for your approval or that are overdue
your upcoming
calendar events
any other changes
within the scope of the report (eRoom or item)
In general, the changes eRoom
reports are when an item is created or edited. For some items, however,
eRoom reports additional change information:
Polls -- eRoom
reports when a poll closes, reopens, is reset, or when its display settings
are changed. eRoom reports changes to votes as long as you can see poll
results; if you can see results and
votes, you can see voter names too.
Databases --
If more than 100 entries in a database change between notification reports,
eRoom reports the number of entries that changed instead of their individual
titles. Entries moved into an approval-process step are reported as "new"
in that step. Detailed change information at the database-field level
is only reported in database-specific notification reports (as well as
database change logs).
Files -- eRoom
reports new file versions when version tracking is turned on for a file.
Using unread
marks
When you enter an eRoom, you see unread marks () in the eRoom map, and on each
individual item. Click on a map icon to go directly to a changed item,
or use the "next unread" button () in the control bar to read through all new
and changed items in the eRoom.
If you don't plan to read an item, you can flag it as read. If you read
an item and want a visual reminder to return to it, you can flag it as
unread.
To mark an item as read
or unread:
Right-click the item and pick "Mark Read"
or "Mark Unread" from the pop-up menu.
Or, in the item box, select the check box next to the item. Then, in
the command bar, click or .
Note: If you
click or when no items are selected in the item box, the command applies
to all items on the page.
)
that point you to new or changed information.
("send an alert") in the eRoom
Note: 
) in the control bar to read through all new
and changed items in the eRoom.
or 
.