12 Managing Group Space Members and Roles

12.1.1 Managing Self-Subscription and Membership Changes for a Group Space

As a group space moderator, you may want to limit access to a group space, or allow WebCenter users to self-subscribe to a group space without an invitation.

Additionally, you may allow WebCenter users to join a group space or change their group space membership without approval, or require approval for certain roles. When membership requests require approval, new members do not automatically gain access when they subscribe to a group space. Instead, the moderator receives a subscription notification to either accept or reject.

To manage self-subscription and membership changes for a group space:

1. Click the Settings tab, then the General tab.

2. On the General page, under Self-Subscription / Change Membership:

   • To disallow non-members from subscribing to the group space and members requesting changes to their current membership, select Do Not Allow Self-Subscription and Change Membership (Figure 12-1).

     Figure 12-1 Disabling Self-Subscription

     
     Description of "Figure 12-1 Disabling Self-Subscription"
     
     

   • To allow non-members to subscribe to the group space and members to request changes to their current membership, select Make All Roles Available on Self-Subscription and Change Membership.

     Note:

     If you select this option, ensure that Discoverable is also selected to make the group space known to people through searches and on their Group Spaces page (see Section 10.12.1, "Making a Group Space Known (Discoverable)").

     When you select this option, the following additional options become available for the group space on the Group Spaces page in My Group Spaces:

     • Group spaces that allow self-subscription display a Join Space button in the Group Space Information dialog box (click the Actions icon for the group space, then select About Group Space, as described in Section 9.3, "Subscribing to a Group Space").

     • Click the Actions icon for the group space, then select Change Roles/Unsubscribe.

3. To be notified of self-subscription requests to approve them before users become members of the group space, select Moderator Approval Required.

4. To specify which roles users see on the Self-Subscription page and the Change Membership page, select Select Roles Available on Self-Subscription and Change Membership to display a table showing all the roles available (Figure 12-2).

   • Select Enable to offer the role on the Self-Subscription or Change Membership pages. Clear Enable to hide a role.

   • Select Approval Required to specify that moderator approval is required before the request is granted. The request is sent to the moderator's Worklist to approve or reject (if the group space has multiple moderators, all moderators receive the request; only one moderator must process the request). Clear Approval Required to allow the change without moderator approval.

   Figure 12-2 Customizing Member Roles

   
   Description of "Figure 12-2 Customizing Member Roles"
   
   

5. Click Apply to save.

New members can now subscribe to this group space. For more information, see Section 9.3, "Subscribing to a Group Space".

12.1.2 Managing Approval Requirements for Group Space Unsubscription

If moderator approval is required to unsubscribe from a group space, an unsubscription request is sent to the moderator's Worklist when a member unsubscribes to either accept or reject.

To configure approval options for group space unsubscription:

1. Click the Settings tab, then the General tab.

2. On the General page, under Self-Subscription / Change Membership (Figure 12-3):

   • To specify that moderator approval is required before unsubscription requests are granted, select Require Moderator Approval to Unsubscribe.

   • To allow unsubscription without approval, clear Require Moderator Approval to Unsubscribe.

   Figure 12-3 Specifying Unsubscribe Request Approval Requirements

   
   Description of "Figure 12-3 Specifying Unsubscribe Request Approval Requirements"
   
   

3. Click Apply to save.

12.2.1 What You Should Know About Group Space Roles and Permissions

When a group space moderator creates a new group space, WebCenter Spaces automatically creates defaults roles, each assigned default permissions. If the default roles do not meet the needs of the group space, the group space moderator can define custom roles. This section provides the following information:

• Understanding the Default Group Space Roles

• Understanding Group Space Permissions

• Understanding Custom Group Space Roles

Moderator

Participant
Viewer
Public-User

Moderator

Moderator
Participant

Moderator
Participant

Moderator
Participant
Viewer
Public-User

Moderator

Participant

Participant
Viewer

Moderator

Participant

Participant
Viewer

Moderator

Moderator
Participant

Moderator
Participant
Viewer

Moderator
Participant

12.2.2 Defining Custom Group Space Roles

If the default roles provided by WebCenter Spaces do not meet the needs of the group space, you can define custom roles to better suit the requirements of the group space members.

To create a group space role:

1. Click the Settings tab, then the Roles tab.

   On the Roles page, current roles defined for this group space display as columns in the table.

2. To define a new role for this group space, click Create Role.

   The Create Role dialog box opens (Figure 12-4).

   Figure 12-4 Creating a New Group Space Role

   
   Description of "Figure 12-4 Creating a New Group Space Role"
   
   

3. Enter a suitable Role Name. Names can contain only alphanumeric characters and underscores. Ensure that role names are self-descriptive to make it as obvious as possible which group space member should belong to which roles.

4. Optionally, choose a Template Role.

   The new role inherits permissions from the template role. You can modify these permissions in the next step. If you do not choose a template role, the new role is created with no permissions.

   Choose Moderator to create a role that inherits full administrative group space privileges. Choose Viewer (if available) to create a role starting with minimal, view-only privileges.

5. Click OK.

   The new role appears as a column in the table on the Roles page. The permissions list shows which actions users with this role can perform.

6. To modify permissions for the role, select or clear each permission check box.

   Take care to assign appropriate access rights when assigning permissions for new roles. Do not allow users to perform more actions than are necessary for the role but at the same time, try not to inadvertently restrict them from activities they must perform.

7. Click Apply to save the custom role.

12.2.3 Viewing and Editing Permissions of a Group Space Role

The Roles page lists permissions available for the group space, the group space pages, and services that have been enabled for the group space. If a service is not shown, then either no permissions are required for that service (for example, the Mail service), or the service is disabled in the group space. For more information, see Section 11.3.1, "Enabling and Disabling Services Available to a Group Space".

If the default permissions assigned by WebCenter Spaces do not meet the needs of the group space, or you want to change previously assigned group space permissions, you can modify the permissions to better suit the requirements of the group space roles.

To change the permissions assigned to a group space role:

1. Click the Settings tab, then the Roles tab.

2. On the Roles page, select or clear the check boxes to enable or disable permissions for a role (Figure 12-5).

   Figure 12-5 Modifying Group Space Permissions

   
   Description of "Figure 12-5 Modifying Group Space Permissions"
   
   

3. Click Apply to save.

New permissions are effective immediately.

12.2.4 Deleting a Group Space Role

When a group space role is no longer required, the group space moderator can remove it from the group space. This helps maintain a valid role list and prevents inappropriate role assignment.

To delete a group space role:

1. Click the Settings tab, then the Roles tab.

2. On the Roles page, click the Delete icon next to the role you want to delete (Figure 12-6).

   Figure 12-6 Deleting a Group Space Role

   
   Description of "Figure 12-6 Deleting a Group Space Role"
   
   

3. In the Delete Role confirmation dialog box, click Delete to confirm that you want to delete the role.

12.3.1 What You Should Know About Group Space Membership

Member participation is central to any group space. It is the group space moderator's responsibility to manage group space membership and determine member participation through the permissions assigned to the various roles defined for the group space. A group space can gather members in several ways:

• If a group space is marked as discoverable (see Section 10.12.1, "Making a Group Space Known (Discoverable)"), it can be made known to anyone logged in to WebCenter Spaces through searches and on the Group Spaces page in My Group Spaces.

• If a group space is made public (see Section 10.12.3.1, "Making a Group Space Public"), it is available to anyone with access to the WebCenter Spaces instance that contains the group space if the Public-User role has been granted the appropriate permissions.

• A group space moderator can add or invite individual members or groups at the time a group space is created, or later (see Section 12.3.4, "Adding Members to a Group Space").

12.3.2 Viewing Group Space Members

To review current membership for a group space:

1. Click the Settings tab, then the Members tab.

2. In the Manage Group Space Members section, review the current list of members and their current role assignment.

3. Click Switch to Icon View or Switch to List View to see member details.

12.3.3 Composing Messages to New Members

When you add or invite someone to your group space, they receive a message through the Mail service (if configured) and through their Worklist (if Worklists are set up). Before you start recruiting new members, take some time to compose suitable greetings and messages for the following scenarios:

• Adding a WebCenter Spaces user as a member of your group space.

• Inviting a WebCenter Spaces user to join your group space.

• Inviting someone to register with WebCenter Spaces and join your group space.

To compose messages sent out to new members:

1. Click the Settings tab, then the Members tab.

2. On the Members page, click Edit Notification Messages (Figure 12-7).

   Figure 12-7 Editing Messages to New Members

   
   Description of "Figure 12-7 Editing Messages to New Members"
   
   

3. Enter a short message to include in group space membership notifications or invitations in the appropriate sections, as required (Figure 12-8). Use the message text to describe the group space and how it might be of use to new members.

   Figure 12-8 Composing Messages to New Members

   
   Description of "Figure 12-8 Composing Messages to New Members"
   
   

4. Click OK to save.

12.3.4 Adding Members to a Group Space

This section describes various ways that a group space moderator can enlist group space members:

• Adding or Inviting a WebCenter Spaces User

• Allowing a WebCenter Spaces User to Self-Subscribe

• Inviting a Non-WebCenter Spaces User

12.3.5 Changing Member Role Assignments

Moderators can change a member's role at any time. Users are notified of membership changes through their Worklist.

To change a member's current role:

1. Click the Settings tab, then the Members tab.

2. Display group space member details in list view:

   Switch to List View - Displays detailed information for each group space member and an Action icon that enables you to change their group space role assignment or revoke their group space membership.

   Switch to Icon View - Displays the name, role, and a small picture for each group space member. Click the member's name to access their full profile.

3. Click the Actions icon for the appropriate member, and select Change Role (Figure 12-11).

   Figure 12-11 Changing a Member Role

   
   Description of "Figure 12-11 Changing a Member Role"
   
   

4. In the Change Role dialog box, choose a role from the Change Role To list, which includes all the roles shown on the Roles page, except Public-User and Spaces-User.

   If you are not sure which role to choose, click the Roles tab to determine the range of actions that current roles allow (see Section 12.2.3, "Viewing and Editing Permissions of a Group Space Role"). If the existing roles do not meet your requirements, consider creating a new role (see Section 12.2.2, "Defining Custom Group Space Roles").

5. Click OK.

12.3.6 Approving Requests for Group Space Membership

If someone requests membership of your group space or an existing member requests a new role, a notification appears in your Worklist. As group space moderator, you can approve or reject these requests.

The person making the request will receive notification of your decision. If you reject a request, you should explain the reasons why.

For details, see Chapter 28, "Working with the Worklist Service".

12.3.7 Communicating with Moderators and Members of a Group Space

You can send messages to individual group space members, and also to the moderator(s) or all the members of a group space. WebCenter creates a default distribution list for every group space if the Mail Server is Microsoft Exchange and active directory connection details (LDAP) are provided in the mail server connection settings. As members leave or join the group space, WebCenter updates the default distribution list.

For information about setting up a custom group space mail distribution list, see Section 11.3.2, "Configuring a Custom Group Space Mail Distribution List".

There are several ways to communicate with the moderator(s) and members of a group space:

• (Group space moderators/members only) Sending a Message from the Group Spaces Page

• (Group space moderators only) Sending a Message from the Members Page

• (Group space moderators/members and non-members) Contacting the Group Space Moderator(s)

12.3.8 Revoking Group Space Membership

A group space moderator can revoke user membership at any time. Users receive notification through their Worklist when you cancel their membership.

To revoke group space membership:

1. Click the Settings tab, then the Members tab.

2. If necessary, click Switch to Card View.

3. Click the Actions icon (Figure 12-16) for the member you want to remove, and then select Delete Member.

   Figure 12-16 Removing a Group Space Member

   
   Description of "Figure 12-16 Removing a Group Space Member"
   
   

4. In the Delete Member dialog box, click Delete to confirm.

12.4.1 What You Should Know About the Members Task Flow

The Members task flow enables you to get an at-a-glance view of the members of a group space. It lists the members of the group space and also shows each user's role within the group space, for example, Moderator, Participant, and Viewer. The Members task flow also provides a quick way of getting to the group space's Settings page where you can manage group space membership, if you have the appropriate permissions.

12.4.2 Managing Group Space Membership Through the Members Task Flow

Group space moderators can quickly access the tools for managing group space membership from the Members task flow.

To manage group space membership:

1. Log in and locate the Members task flow.

2. In the Members task flow, click the Add icon (Figure 12-17).

   The Add icon only displays to group space moderators or members with the Group Space Access -Manage permission.

   Figure 12-17 The Add Icon in the Members Task Flow

   
   

3. This takes you to the Members tab of the Settings page where you can add members as described in Section 12.3.4.1, "Adding or Inviting a WebCenter Spaces User."

4. On the Members tab, you can also remove members, invite users to join the group space, and edit exiting members' roles within the group space. For more information, see Section 12.3, "Managing Members and Assigning Roles."

12.4.3 Contacting All Group Space Members

If you have a message to send to all members of the group space, you can do this from the Members task flow.

To contact all group space members:

1. Log in and locate the Members task flow.

2. In the Members task flow, click the Send Mail icon (Figure 12-18).

   You may be presented with a login window. If so, then enter your user name and password for your mail application. If your preferences are set up to deliver your login credentials automatically, then you can start your message right away. For more information about login credentials and preferences, see Section 3.2, "Setting Personal Preferences."

   Figure 12-18 Send Mail Icon in the Members Task Flow

   
   

3. Compose your message and click Send.

12.4.4 Contacting Individual Group Space Members

It's easy to contact a group space member from the Members task flow:

To contact a group space member:

1. Log in and locate the Members task flow.

2. In the Members task flow, click the name of the member you want to contact (Figure 12-19).

   Figure 12-19 Contacting a Member Using the Members Task Flow

   
   

   When you click a member's name their profile summary displays. From here, you can contact the member by mail, send them an instant message, and so on. See also, Section 22.2.1.1, "Viewing Profile Details".

12.4.5 Sorting Members

You can sort the list of group space members either by name or by status.

To sort the list of group space members:

1. Log in and locate the Members task flow.

2. In the Members task flow, click the Sorting options icon, and choose a sort option (Figure 12-20).

   Figure 12-20 Sorting Options in the Members Task Flow

   
   

   Choose from:

   • Sort by name—To sort the list alphabetically, from 1 to 9 and a to z

   • Sort by status—To sort by the member's status: online, busy, away, offline

   • Sort by role—To sort by the member's role: Moderator, Participant, Viewer

12.4.6 Filtering Members

Use filtering to help find a particular group space member in the Members task flow.

To filter the list of group space members:

1. Log in and locate the Members task flow.

2. In the Members task flow, enter a full or partial name in the Search field (Figure 12-21), and then click the Search arrow icon to the right of the field.

   Figure 12-21 Search Field in the Members Task Flow

   
   

3. The list of members refreshes, displaying only those members that match the search term.

   Filtering searches against a listed member's user name. For example, if your search criteria is “c”, the search results might include members named “chris”, “vicki”, or “weblogic”.

4. To return the list of members to its default display, click the Clear Search icon (Figure 12-22).

   Figure 12-22 Clear Search Icon in the Members Task Flow