Agenda

What is Unite Share

Features of Unite Share

Quickr and eRoom – Similarities

Features of Unite Share and eRoom

Using Unite Share Connectors

FAQs and Documentation

Integration between Unite Share and Unite Connect

Features Overview

Unite Share Incident Management Process (Helpdesk)

Unite Share Request Fulfillment Process (RFS)

Unite Share Team

Questions

Unite Share

Unite Share is an IBM team collaboration tool named Lotus Quickr 8.5 that can help you access and interact with the people, information, and project materials you need to get your work done. It offers team spaces, content libraries, team discussion forums, wikis, and connectors to make it easy to share documents and information amongst a team. This software works with enterprise content management systems, Lotus Notes, Sametime, Microsoft Office and Windows Explorer.

OICT currently houses the Unite Share team collaboration application on https://unishare.un.org/. Unite Share has replaced Quickplace, Quickr 8.2 and eventually will replace eRoom and Xythos also.

In Q1 of 2012, Unite Share will become part of Unite Connect.

Features of Unite Share

Shared Content libraries

Team places

Connectors to applications

Content repositories

Ready to user templates

Wiki

Blogs

RSS

Quickr and eRoom – Similarities

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

Features of Quickr and eRoom

Quickr eRoom

eRoom additional featuresQuickr additional features

Using Unite Share Connectors

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

FAQs and Documentation

Unite Share related FAQs and User Documentation is available under place named Welcome to Unite Share. The URL of this place is:

https://unishare.un.org/welcometounishare

The place is open/visible to all but the users have to login in order to access the content.

Unite Share and Unite Connect Integration

Available Q1 - 2012

In Unite Connect, while creating a new community

In Unite Share, once the community has been created in Unite Connect

Features OverviewCreating a place

Only OICT KMS has the rights to create new place in Unite Share. The places are of two types:

Public Place:

Public without login – These places are visible to all and doesn’t require any login to view the content.

Public with login – These places are visible to all but in order to access the content, the users should log in with their credentials.

Private Place:

These places are visible only to those who are members and users have to log in using their credentials in order to access the contents.

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

Features Overview

Creating a RoomA room contains folders and documents but can also contain other Rooms. Each Room has a Members folder that defines who can enter the room and what they can do once inside.

If you create a Room within a Room, the new (child) Room automatically takes on the theme that you established for the first (parent) Room. You can then change the characteristics for the new room, if you choose to.

Once the room is created, you can customize it by selecting Customize option available within that Room.

Features Overview

Different Room Actions

The following different room actions can be performed within a Room:

• New Room (sub room)

• Page

• Imported File / Upload

• Link

• List

•Folder

Features Overview

Forums (Discussions)

A forum is an online discussion site or place where people can hold conversations in the form of posted messages. A place owner or manager can create discussion forums within a place in Unite Share. Any Unite Share place member with the appropriate access can post a topic to the forum and post replies to a topic.

Creating a New Forum

Features Overview

Calendar

Unite Share Calendar can be integrated with Lotus Notes Calendar.

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

Features Overview

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

Features Overview

TasksTasks are used to help place members collaborate effectively on shared endeavors that need to be completed on time. Once logged into Unite Share, if the owner of your place chose this option upon creation, Tasks menu item can be found on the left side of team place screen under main menu.

In order for task assignees to receive notice that they have task responsibilities, the place manager needs to ensure that the place's notification preference Notify those responsible when tasks are assigned and completed is enabled. To enable this preference, click on Customize - Basics - Notify those responsible when tasks are assigned and completed.

Features Overview

Tasks

Features Overview

LibraryUsers can create a Unite Share place document library for storing content that pertains to team activities. The place members can upload new pages and create new folders also.

Users can add content to a library such as rooms, folders, files, a new page, links, a customer list etc. based on the form defined for the library by the place owner/manager. They can also add content through any of the Unite Share Connectors.

Features Overview

Trash

Trash is a functionality that provides the user with greater control of information they want to retain or delete permanently. There are different levels of access to a place. Not all users have the access to move documents to the trash folders or have the visibility of all the documents in the trash folder.

Reader - cannot move or delete or view any documents in trash.

Author - can move any document/folder which they created to trash or delete it permanently.

Editor - can move a document/folder which they and/or any other user created to trash except documents with restricted access or other user’s folders.

Manager - full access to any document/folder created including restricted documents/folders. A manager can restore or delete any item in the trash folder.

Owner - same access as manager. They can move, delete or restore any item in the trash folder including restricted documents/folders.

Features Overview

Unite Share Incident Management Process

uniShare Incident Management Process

Escalation RoutesService Desk (Help Desk)

1. POC reports uniShare issue to Help Desk

2. Help Desk agent opens a SR Incident (entails identification, logging,

categorization, prioritization & initial diagnosis.

3. Help Desk agent submits request in iNeed, POC receives auto-notification

of SR #.

Version: 1.0 (DRAFT)

7. Help Desk receives notification of WO closure or email from [Service Owner/Support

Admin] & informs customer of resolution.

8. SR placed in Resolved status (POC receives auto-notification that Incident resolved).

9. Help Desk updates &

closes SR.

POC: (Customer) Point Of Contact

4. Help Desk agent checks FAQs and/or determines escalation required.

4.A. Agent Resolved or Escalation Required?

8.A. Customer confirms

Resolved?

Yes

Resolved

Escalate

No

5. Is the issue desktop related?

(OICT Help Desk Technicians)

Go to p.7

6. Is this a uniShare (non-desktop) Issue?· Password Resets· How to· Inaccessible (OICT uniShare)

Go to p.7

10. Survey

Unite Share Request Fulfillment Process

uniShare Request Fulfillment Process

Fulfillment RoutesService Desk (RFS)

1. POC submits uniShare Request Form

2. RFS logs & categorizes (open SR)

3. RFS submits request in iNeed, POC receives auto-notification of SR #

Version: 1.0 (DRAFT)

6. RFS receives notification of WO completion or email from OICT uniShare & informs customer of request

completion.

7. SR placed in Resolved status (POC receives auto-notification to confirm completion).

8. RFS closes SR.

POC: (Customer) Point Of Contact

4. RFS validates the request:

· Ensures Focal Points and / or Certifying Officers signed and dated the form.

· Ensures account code included (if applicable).· Review Instructions/Appendix on the form which contains

instructions on what is required and ensure requirements met.

4.A. Additional Info Required or Missing?

5. Request for Creation/Deletion of uniShare Place.

Go to p.7Request

Additional Info from POC.

4.B. Did POC provide

requested info?

Yes

No4.C. Attach

electronic copy of form to SR/WO &

Proceed to Fulfillment Route

No

Yes

Customer Cancellations received by RFS: If at anytime throughout the Request Life Cycle the customer should cancel the request:-RFS will notify all Assigned To Groups with a WO assigned to them to undo any fulfilled WO.-After Assigned To Group closes/cancels their WO, RFS will update and cancel the SR.

9. Survey

7.A. POC confirms

completed?

Yes

No

Unite Share Team

Any questions/concerns/inquiries can be sent to Unite Share team at

unite-admin@un.org.

Unite Share Team

The members of Unite Share Team are:

Curtis Hendricks

Glenda Garrido

Maria Venezia

Navjot Kaur

Questions