Managing members

This topic is organized into the following sections:

About eRoom membership

eRoom users are called members. An eRoom member can be an individual user, or a set of eRoom users in a named group. All the members of an eRoom site are organized and managed in the context of communities. Members are either created in a community as local members, or brought into a community as external members by way of external-membership directories connected to the community -- both are native members of that community, and that community is their home community. Each eRoom member has just one home community in their site, but can belong to other communities as a guest member. eRooms derive their members from the native and guest members of the community in which they are located.

See also:

Individual member information

eRoom keeps member information about all of its members. You can change your own information, but unless you are an administrator, or have appropriate permissions, you can only look at this information about other members.

See also: In "Logging in to eRoom", the following procedures:

To get member information:

Member Information page

On a Member Information page, you can edit any field that provides an editing control (a text box for a text field, a check box for an option, and so forth). See Modifying member information (below) for information about who can change what settings and under what conditions.

Note: At the top of the Member Information page, site administrators only can see a "Member ID" field (also called the User ID, or UID field) that uniquely identifies community members. eRoom uses member UIDs to keep track of new, merged, and deleted community members.

Fields in Member Information pages are as follows:

Note: Clearing the Content Server user name field, and saving your eRoom member information, erases your Content Server user name for all repositories. The next time you access a repository while these fields are blank, you are prompted for your user name and password. If you successfully log in, your Content Server user name is saved with your eRoom member information, and it is validated for that repository, and for all repositories currently visible to you, for which you have the same user name and password. Unless the user name field is blank, however, it is never overwritten automatically when you specify different login credentials in a login dialog for a repository.

The information you see in the Permissions section depends on your membership status (administrator or regular member) and whether you are looking at your own or another member's information.

When a member has a permission due to membership in a group, the text "(via the <group name> group)" appears after the name of the permission.

If you are a site administrator viewing a Member Information, you can click "See permissions for all communities" (a button only available to site administrators) to see a table listing the member's permissions in all communities to which they belong. To switch back to viewing the member's permissions just in their native community, click "See permissions for native community only".

Here are the results of showing your own member information:

Who

Member Information from

Results

"Permissions for all communities" button?

Site administrator

My eRooms "My member info"

your permissions in native community

No

Site member list

your permissions in native community

Yes

Community member list

your permissions in current community

Yes

eRoom member list

your permissions in current community

Yes

Community administrator

My eRooms "My member info"

your permissions in native community

No

Community member list

your permissions in current community

No

eRoom member list

your permissions in current community

No

Regular member

 

My eRooms "My member info"

your permissions in native community

No

Community member list (only if you have "Can see community member list" permission

your permissions in native community

No

eRoom member list

your permissions in current community

No

Here are the results of showing another member's information:

Who

Member Information from

See

"Permissions for all communities" button?

Site administrator

Site member list

member's permissions in native community

Yes

Community member list

member's permissions in current community

Yes

eRoom member list

member's permissions in current community

Yes

Community administrator

Community member list

member's permissions in current community

No

eRoom member list

member's permissions in current community

No

Regular member

 

Community member list (only if you have "Can see community member list" permission

member's permissions in native community

No

eRoom member list

member's permissions in current community

No

Modifying member information

Your ability to modify member information depends on your role, the permissions you have, and the site and community options in effect. Member information tasks and corresponding requirements are summarized in the table below.

Note: Changing a member's permissions on a Member Information page adds or removes the member to or from the corresponding permission group in the corresponding community. The reverse is also true (changing group membership modifies member information).

Member information task

Who

Related setting (if any)

Grant permissions on Member Information page

  • Site administrators -- all permissions

 

  • Community administrators in the member's home community can grant all permissions except "Site administrator" and "SecurID".

Change roles

  • Site administrators

 

  • Community administrators

  • eRoom coordinators

Change email address by editing text box on Member Information page.

  • Site administrators

 

 

  • Members can change their own email addresses.

Community option that "requires email addresses to be used as login names" -- OFF

Change email address by clicking Email "Change" button on Member Information page.

 

Members can change their own email addresses.

Community option that "requires email addresses to be used as login names" -- OFF

...and...

Site-wide password rule for local community members: "Members can change their own passwords later." -- ON

...and...

Site-wide password rule for local community members: "Members can recover their own passwords" -- ON

Change password

Note: This button is disabled if the member is authenticated using SecurID.

  • Site administrators

 

  • Community administrators in the member's home community

  • Members can change their own passwords.

Site-wide password rule for local community members: "Members can change their own passwords later." -- ON

Change personal question

  • Members can change their own personal questions.

 

Site-wide password rule for local community members: "Members can change their own passwords later." -- ON

...and...

Site-wide password rule for local community members: "Members can recover their own passwords" -- ON

Deactivate account

  • Site administrators

 

  • Community administrators in the member's home community

Unlock accounts

  • Site administrators

 

  • Community administrators in the member's home community

Edit member fields

  • Site administrators

 

  • Community administrators in the member's home community

  • Member List Modifiers in the member's home community can change all fields except for password and permissions.

  • Members can change their own organization, web page, other info, and time zone.

Member groups

eRoom groups collect multiple members into a logical set so they can be referred to indirectly. Groups exist in the context of communities. Administrators and members with Can create groups or Can modify the community member list permission can create eRoom groups.

User-defined and built-in groups

Groups can be user-defined to collect members according to organizational or functional lines, for example. Suppose you create a group for the Sales team, and then add the "Sales" group as a member of all sales-related eRooms. By adding each new sales person to the "Sales" group, he or she becomes a member of all sales-related eRooms. Names of user-defined groups must be unique only in the community in which they are created.

eRoom also collects members in groups according to the kind of permissions they have, and the kind of community membership they have. These are called built-in groups because eRoom automatically creates them. Names of built-in groups do not conflict with names of other groups in the same community. There are two kinds of built-in eRoom groups: permission groups and non-permission groups.

Permission groups

Permission groups grant specific permissions to members of those groups. Only site administrators can modify the "Site Administrators" group, but site and community administrators can modify all of the others.

Group name

Permission

eRoom Creators

Can create eRooms

Group Creators

Can create groups

Community Member List Viewers

Can see the community member list

Community Member List Modifiers

Can modify the community member list

Password Modifiers

Can set passwords

Community Administrators

all of the above permissions, and can add or remove members from the corresponding permission groups (including this group)

Site Administrators

all of the above permissions, and can add or remove members in this group

Note: The SecurID built-in group is a site-wide permission group for specifying members who must log in using RSA SecurID®. This group is only accessible via the site member list.

Non-permission groups

Non-permission groups collect members according to their type of community membership.

Group name

Who

All

All community members and guests, including groups.

Native Members

All native community members. Contains the following two groups.

Directory Connection

All the members from a single directory connection. Each directory connection has its own directory group, named for the connection.

Local Members

All native members who were created in eRoom (not brought in from a directory connection). All members that are created in a community are, by default, added to this group. When members are removed from this group, they are removed from the site.

Guests

All guest members and groups.

Group properties

In addition to the members a group has, a group also has properties that include its name, an Edit list of who can modify its member list and properties, and which permissions its members have. Depending on your role and permissions, you can edit these properties for user-defined groups. For non-permission groups, you can edit their permissions just as you can for other members. None of the properties of permission groups, however, are editable.  

Member lists

At each level of an eRoom site, members and groups are organized into member lists.

Member list

Description

To open

Site member list

Lists all members and groups in all communities in the site. Also includes a Communities section, which contains links to the member list for each community in the site. Managed by the site administrator.

On the Members page of Site Settings, click .

Community member list

Lists all native and guest members. Managed by administrators and members with Can modify the community member list permission.

On the Members page of Community Settings, click .

...or...

On the Communities tab in the site member list, click the name of a community.

...or...

If you have Can modify the community member list permission but are not an administrator, on your My eRooms page, click the "Community Member List" link under the Administration heading.

eRoom member list

Lists members of an eRoom (the list is a subset of the community member list). Managed by the eRoom's coordinators (or by administrators). The list is divided into "Groups & Roles" and "Members".

On the front page of your eRoom, click in the button bar.

Group member list

Lists the constituent members of a group. Managed by administrators and members with Can create groups permission.

Click the group's name in a member list.

Member picker

Lists the pool of members available for performing a particular member action.

Click to open a member picker for tasks like setting access control, adding members to a group, assigning members to roles, selecting members for database member fields, and so on.

...or...

In member lists, command buttons open member pickers for tasks such as adding guests to a community, moving members to a different community, or deleting local members from a community.

See also: Working with member lists for information about how eRoom displays member lists, how you can adjust the display of information in member lists, and how you can find members in large member lists.

Member list information

In member lists other than member pickers, symbols in columns to the left of member names (individuals and groups) are as follows:

Symbol

Description

, or

(individual members only) Indicates whether an individual member has logged in () or has not (), or whether the account has any errors (). Point at the symbol to see a ToolTip with more information.

If you have rights to edit member information (always your own, and other members' only if you have the appropriate permission), click to edit the member's information. For a group, click to edit the group's properties, including its name and Edit list.

(eRoom member list only) If you are an administrator or an Room coordinator, click to change a member's role. In the Groups & Roles list, click to edit a custom role's settings.

Click to remove the member (or group) from the list of members. This symbol does not appear for directory members in community or site member lists -- you can only remove these members by removing them from the directory, or removing the directory connection. You can, however, remove directory members from eRoom member lists.

Click to send email to a member.

Information for members is as follows:

Column

Description

name

The member's name, the group name, or the name of the custom role, and whether their membership is deactivated (in parentheses next to their name). If you have rights to edit member information, click to edit the member's information, or to modify the group's membership.

role

(eRoom member list only) Indicates the eRoom role the member has (standard or custom), which specifies the set of rights a member has. If a member has multiple roles in the eRoom, this column lists them all.

organization

The organization with which the member is associated (if any).

community

The member's home community. This lets you identify guests from other communities and groups with the same name but from different communities. This column is empty if the current community is the member's home community.

directory

The external-membership directory connection, if any, through which the individual or group is a member of the community/eRoom, or against which the member is authenticated. This column is empty for local community members. For a member who belongs to a different NT Domain than the one to which the external-directory connection points (for example, eRoom is connected to Domain1, and User1 belongs to Domain2, but is included in Domain1 via a group), the member's domain name appears in parentheses next to the directory name like this: Connection1 (Domain2).

via group

With "show via group members" on, the group or groups through which the individual or group is a member of the community/eRoom. This column is empty for explicit members (those who are not members via groups), and is absent when "hide via group members" is on.

 

Note: Depending on the member field customization settings in Site Settings, the following fields might also be shown in member lists: login name, email, and other info (possibly renamed).

Working with member lists

You can change the order of entries on the Members page by clicking a column title to sort entries in ascending or descending order according to the values in that column.

In community and eRoom member lists, groups (or in eRoom member lists, groups and roles) and individual members are listed in separate sections that you can expand or collapse.

In eRoom member lists and group member lists, you can view the list as either a flat list that shows all members including members of groups (the name of each group appears in the "via group" column), or as a hierarchical list that only shows explicit list members (that is, members not part of a group). In a hierarchical view, you can see group members in the group lists. To switch from a flat to hierarchical member list view, click "hide via group members". To reverse this switch, click "show via group members".

See also:

Large member lists

Many organizations use NT Domain or LDAP directories to manage thousands of user accounts. Since eRoom integrates with these directories, eRoom member lists can also be very large. When member lists reach a certain size, eRoom provides more streamlined ways to navigate them -- by constructing "Rolodextm-style" tabbed pages and a search form, or for the largest lists, just a search form. eRoom provides two incremental threshold numbers (specified in Site Settings) above which the member lists become increasingly compact so you can navigate them more efficiently:

Members per page limit

When a member list page has more than 500 members (the initial limit, which can be changed in Site Settings), eRoom divides it into tabbed sub-pages. The tabs are labeled with characters distinguishing the names of the first and last members on each sub-page.

The tab labels have the form Name1-Name2, where Name1 and Name2 are the distinguished names of the first and last members on the page, separated by a hyphen. For example, if the last name of the first member on the first page is Aarons, and the last name of the last member is Adkins, the tab for the first page shows Aar-Adk. If the last name of the last member on the first page is Adams, and the last name of the first member on the second page is Adamson, then the tab for the first page shows Aar-Adams, and the tab for page two shows Adamso-Atk.

To navigate between tabbed sub-pages, click the corresponding links at the bottom or top of each page.

Second-level tabs for groups are constructed the same way as for members, except that built-in groups have their own tab, which always appears first. This tab always shows all built-in groups, even if there are more than the per-page maximum of 500. The groups are initially sorted alphabetically by group name, with a secondary sort by community name.

Searching large member lists

Use the member search form to filter a large member list to show just those members or groups that match your criteria.

To search for and select members or groups in large member lists:

  1. If present, click "show search" in the button bar at the top of a large member list (or a member picker, such as when you delete members or send an alert). For the largest lists, the search form is always displayed.

  2. In the simple search form, pick Last name to locate a member by last name, or Groups (in a community or site) or Groups/Roles (in an eRoom) to find particular groups or roles.

    Or, in the expanded search form, which is shown when you click "more options" on the abbreviated form, specify search criteria as follows:

  3. Type as much or as little search criteria as appropriate to filter the member list. The more criteria you specify, the narrower the search, and the fewer the results.

  1. Once you specify your criteria, click "Find" to filter the member list or member picker.

    eRoom lists only the members who match your criteria. In a member list, click a member's name to display their member information; click the name of a group to display its constituent members.

  1. To act on members in a member picker, select their check boxes.

    As you navigate multiple pages in a member picker (complete or filtered), eRoom keeps a list of the members you select in a "Selected Members" area at the bottom of the page. Your member selections are persistent throughout the list.

  2. To select all members on all tabs, click "Select All".

Note: Member search results are capped at 5,000. If your search produces more than 5,000 results, specify more search criteria to narrow the results. If there are fewer than 5,000 results, eRoom divides the results onto sub-pages, using the lower of the two large member list thresholds to determine the number of members per page. Instead of the Rolodex-style tabs, eRoom constructs tabs for search results sub-pages using the form Name1-Name2, as described above. In the results for searches for groups, eRoom shows built-in groups first, sorted alphabetically by group name, followed by member groups, sorted alphabetically be group name.

Managing community membership

Membership is managed at the community level (adding/deleting members and groups, adding/deleting directory connections, and adding/deleting guests). Your ability to modify community membership depends on your role, the permissions you have, and the community options in effect. These actions and requirements are summarized here.

Membership task

Who

Related setting

Create local members

  • Site Administrators

 

  • Community Administrators

Community "can have local members" -- ON

  • Community Member List Modifiers

Community "can have local members" -- ON

Create local groups

  • Site Administrators

 

  • Community Administrators

 

  • Community Member List Modifiers
    -or-

    Group Creators

 

Edit local group membership or properties

  • Site Administrators

 

  • Community Administrators

 

  • the group's creator

 

  • Members on group's Edit list who are also Community Member List Viewers

 

Create directory connections

  • Site Administrators

 

  • Community Administrators in communities they administer

Community administrator can "create directory connections" -- ON

Set default member permissions

  • Site Administrators at both site and community levels

 

  • Community Administrators for the communities they administer

 

Merge members

Site Administrators only

 

Move members

Site Administrators only

 

Managing local members and groups

All members must have passwords in order to log in to the site. You can create new local members with or without passwords, depending on the site setting for who can create members' initial passwords.

See also:

To create new local members, one at a time:

  1. Open the community member list and click "new member".

    Or, from a community-level member picker, such as the Choose Members page when you are adding members to a group, click "new member".

    The
    Member Information page opens.

  1. If member creators must supply initial passwords for new members at your site, enter a password (twice to verify).

    Or, if member creators
    or the members themselves can supply initial passwords at your site, the password boxes are preceded by the option to "let the member choose their own password (requires invitation)".

  1. Complete the Member Information page and click "OK" or "Add Another" for each new member.

    When you return to the community member list or the community-level member picker, the newly created members are listed in the usual way.

 To create a batch of new local members:

  1. Open the community member list and click "new members...".

    Or, from a community-level member picker, such as the Choose Members page when you are adding members to a group, click "new members...".

    The "New Members, step 1 of 2" page opens.

  1. Specify an email address for each new member you want to create, and click "Next".

  2. On the "New Members, step 2 of 2" page of the wizard, edit any of these values for each member (default values are taken from the email addresses you enter in the first step):

  1. On the Confirmation page, decide if you want to send invitations to the site now, or wait until members are added to an eRoom and invited from there.

  1. If you send invitations now, you see the "Message Sent" page. Otherwise, you return to the community member list or the community-level member picker, where the newly created members are listed in the usual way.

To create new local groups:

  1. Open the community member list, and click "new group". (If you have "Can create groups" permission, but are not an administrator or coordinator, you can open the community member list from your My eRooms page.)

    Or, if you are adding members to a group, you can click "New Group" on the Choose Members page.

  1. Type a name for the new group and click "OK".

  1. On the Members of the Group page (which is initially empty for a new group), click "add" to open the Choose Members page.

  2. Either search for or pick the members you want in the group.

    When you are populating a group, and you create a new group from the Choose Members page, that newest group is initially empty. You can still add the empty group to the group you are populating. Just add members to the empty group later.

  1. Click "OK" when you are finished adding members.

    Repeat these steps for each new group you want to create.

See also: To create a new group and add it as a member to your eRoom for how an eRoom coordinator with the "Can modify the community member list" permission can create a new group in the course of adding members to the eRoom.

To delete local members or groups:

  1. Open the community member list, and click "delete" to open the Choose Members page (the community member picker), which lists all local members and groups, including guests. 

  2. Either search for or pick the members or groups you want to remove.

    Or, to delete all local members and groups, on the Choose Members page, click "Delete All".

    Before eRoom removes the members or groups, you must click "OK" to confirm the deletions. When you do, eRoom updates the member list accordingly.

Note: In the community member list, you can click the delete icon () next to the name of the member or group that you want to remove from the member list.

To add or remove local group members:

  1. Open the community member list, and click the name of the group whose membership you want to modify.  

  1. On the group's Members page, click "add" or "remove" to open the Choose Members page.

  2. Either search for or pick the members or groups you want to add to or remove from the group, and then click "OK".

    (Before removing members or groups from a group, eRoom asks you to confirm their removal.)

Note: On the group Members page, you can click the delete icon () next to the name of the member or group that you want to remove from the group's membership.

To edit local group membership or properties:

  1. Open the community member list, and click the name of the group whose membership or properties you want to modify.

  2. On the group Members page, click .

  3. On the Edit Group page, modify properties as appropriate.

The properties of a group are as follows:

Property

Description

Name

The name of the group. (Non-editable for built-in groups.)

Description

Optional text that appears below the page title on the group's Member page. (Non-editable for built-in groups.)

Edit

The group's access control for who can edit the group's member list and its properties. Click the member picker and pick either administrators or administrators, plus the selected members. If the former, only administrators and Community Member List Modifiers can modify the group's membership and properties. If the latter, the group's creator (if other than administrator) is initially selected in the Edit list. Click the member picker to specify the set of members in addition to administrators who can modify the group's membership and properties. Note that members on the group's Edit list must have Can see community member list permission.

Permissions

The permissions that members of the group have. These are the same permissions as for individual members. Granting or revoking permissions for a group causes the corresponding permission to be turned on or off on Member Information pages for each of the group's constituent members, and also modifies the member list for the corresponding permission group in the community. (Non-editable for built-in permission groups.)

When a site administrator views the Edit Group page from the site member list, the permissions for the group's native community are shown along with a "permissions for all communities" button (as with a Member Information page).

eRooms and Groups Membership

The eRooms and groups the group belongs to in each community. (Non-editable for any group -- eRoom membership is handled in an eRoom member list, and group membership is handled in a group member list.)

Managing community guest membership

Site members can belong to multiple communities, each having just one home community. Membership in other communities is guest membership. You can manage guest membership in communities according to your role and permissions, as well as the privacy status of each community (public, private, restricted). Guest membership tasks are summarized here:

Guest action

Who

Related setting

add guests to a community

  • Site Administrators

 

  • Community Administrators in communities they administer

Community administrators and members with "can modify community member list" permission can "add/remove guests" -- ON

  • Member List Modifiers

Community administrators and members with "can modify community member list" permission can "add/remove guests" -- ON

add guests from public communities

Any member who can add guests to a community (as in the preceding action).

 

add guests from restricted communities

  • Explicitly: Site Administrators, the restricted community's administrators, and other members for whom the community is effectively public, if allowed.

 

  • Implicitly (by name): Site Administrators, and members for whom the community is restricted, if allowed in their community.

 

add guests from private communities

  • Site Administrators

 

  • Members for whom the community is effectively public, if allowed in their community.

 

To add guests:

Open the community member list and click "add a guest".

To remove guests:

You remove guests the same way you delete local members and groups.

Managing members as site administrator

As site administrator, you can move local community members and groups (not members brought in via directory connections), and merge duplicate accounts.

To move local members from one community to another:

  1. Open the community member list and click "move members".

  2. On the Choose Members page (the community member picker), which lists all local members and groups (including guests), either search for or pick the members or groups you want to move.

    Or, to select all local members and groups, on the Choose Members page, click "Select All".

  1. Click "Next".

  2. On the Choose Community page, pick the community to which you want to move the selected members.

  3. Click "Next", and confirm that you want to move the selected members to the selected community.

  4. If there are any group-name conflicts, decide whether to Stop the move or to Have eRoom make the names unique. If you go ahead with the move, when you click "OK", eRoom renames the moved groups in order to make them unique by adding "_n" (where n is a numeral) to each group name that matches a group name in the new community.

When you move members/groups

After the move, you return to the community member list page you started from.

To merge duplicate member accounts:

  1. Open the site member list and click "merge members".

    The Choose Members page opens, which lists all duplicate accounts (individual members only), including deleted members and members from deleted communities and directory connections.

  1. Pick two or more accounts you want to merge, including the account into which you want to merge all the accounts, and click "Next".

    The Choose Members page opens and displays the members you selected.

  1. From the list of members you selected, pick the account into which you want to merge all the selected accounts. This account will become the "surviving" member.

  2. Click "Next".

  3. On the Merge member page, confirm that all the listed accounts will be purged from the site and merged with the surviving member you picked.

When you merge two or more accounts