How to get started

It is strongly recommended to act step by step:

1. Request an eRoom
2. Request the eRoom members
3. Define the eRoom structure (this is very important as later changes would cause much more effort & misunderstandings)
4. Care for member management
5. Inform all eRoom members about the new mode of collaboration (e.g. in the project kick-off meeting; topics: presentation of eRoom structure and project internal use, where to find what, etc.)

  • Each eRoom has to be requested and approved. This process ensures the intended usage of eRoom.
    A web form and additional information is available in the Request section of the eRoom homepage.
  • The eRoom Coordinator will be informed about the successful creation of his new eRoom.
  • For each eRoom at least two Coordinators have to be defined.

 

The eRoom Coordinator has to invite the designated members to his eRoom. In that context he is able to invite only those users, who have an active eRoom user account.
Users without an account (or who have a deactivated account) need to be requested first.

Invitation steps:

  • Open the eRoom.
  • Click the tab members, then add the new eRoom user.
  • Afterwards click invite. Automatically an invitation email including the respective eRoom URL will pop up. After clicking OK the email will be sent to the new eRoom member.

The initial password has to be sent to this new eRoom user via a separate email with sensitivity-option “private” in Microsoft Outlook.

  • Each eRoom user has to be requested and approved.
  • A web form is available in the Request section of the eRoom homepage.
  • The eRoom Coordinator will be informed about the successful creation of new eRoom users.

Important information: Automatic deletion of eRoom users
When an eRoom user is created in eRoom and doesn’t login within the next two months, the user will be deleted automatically in the eRoom system. If the user will need his eRoom user after two months, the eRoom user has to be requested again.

  • It is recommended to start with a simple structure.
  • Define sub structure step by step
  • Discuss your structure with the other eRoom coordinators

TIPS and usage recommendations
A „Sample eRoom“ which gives you an idea how to structure your eRoom is available in the „All my eRooms“ section on the „My eRooms“ page. To use certain elements of this room copy the relevant items (e.g. by selecting „copy“ in the context menue of the item). Afterwards you can paste them into your eRoom.
Rethink your structure periodically if it is still suitable.