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ManageCenterStageSpaces
• ChangePermissions
• ChangeLocation
• ChangeState
• ChangeFolderLinks
Inaddition,coordinatorscanalwaysmanagemembers,andcreate/deletecustomroles.
SecureSocketsLayer(SSL)
Bydefault,SSLisnotenabledinCenterStage.OverHTTP,passwordsaresentincleartextwhenSSL
isnotenabled. EMCrecommendsthatcustomersenableSSLtoprovidesecuretransmissionof
sensitivedatasuchasauthenticationcredentials.
Formoreinformation,seetheEMCDocumentumContentServerAdministrationGuide,Managing
UserAuthentication.
Understandingtemplates
CenterStageincludesastartersetoftemplates.Table11,page31describestemplatetypes.
Table11. Templatetypes
Templatetype
Description
Spacetemplate
Spacetemplatesarecollectionsofpages,widgets,layouts,
businesslogic,andcontenttailoredtoaddresstheneedsand
requirementsofaspecificbusinessprocessortaskset.
Wikitemplate
Wikitemplatesprovidepagesandcontentfornewsections.A
wikitemplateistailoredtoaparticularpurpose,suchasproject
management,projectspecification,documentation,etc.
Pagetemplate
Pagetemplatesprovidelayout,widgets,content,attachments,
tags,andpropertiesfornewpages. Templatescanincludea
valueforthelayouttypeproperty,determiningwhetherusers
canchangethelayoutofanewpage.
Whenapagecannotbechanged,userscannotadd,remove,
reposition,orre-sizewidgets,norcantheychangethenumber
ofcolumns.
EMCDocumentumCenterStageProAdministrationGuide
31
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ManageCenterStageSpaces
32
EMCDocumentumCenterStageProAdministrationGuide
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Appendix A
Best Practices for Building a
Community
Thisappendixdescribessomebestpracticesforcreatingacommunityofspacestoachieveabusiness
solution.
Inthisappendix,thetermcommunitymeansagroupofspacescreatedforacommonbusiness
solution. Thisdiffersfromtheterm’smeaningintheCenterStageinterface,whereMyCommunities
meansallthespacesontheCenterStagesite.
Creatinga community: acasestudy
Thechallenge
ScratchBonnetSoftware,International,isstuckinarut.Discretebusinessunitsarepursuingproduct
linesandmarketingsolutionsthatmakeacertainamountofsensewhentakeninisolation,butare
creatingconflictandredundancywhentakenasawhole.
DonaldCanard,aninhousebusinessexpert,pulledtogetheracross-functionalteamincluding
engineers,technicalwriters,usersupport,andproductmanagementtoaddresstheseissues.
ThesearetheissuesandproposedsolutionsfacingScratchBonnetSoftware.
TheChallenge
Cross-teamcollaborationislow. Thereisanairofmistrustbetween
workinggroups,andlittleopportunityforinteraction.
TheTheme
Pullvariousproductgroupstogetherasateamtoadvanceenterprisegoals.
EMCDocumentumCenterStageProAdministrationGuide
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BestPracticesforBuildingaCommunity
TheObjectives
• Fosternewideasforcross-productcollaboration
• Develop,discuss,andchallengethem
• Turnviableideasintosalableproducts.
TheParticipants
Architects—offertechnicalsolutions,debatefeasibility,seekopportunities
forsynergy;innovatorswiththeexpertiseandauthoritytolaunchnew
projects
Builders—engineersdiscussthenuts-and-boltsimplementationofthe
visionprovidedbythearchitects
Advocates—intelligentusersofthesystemssuchasuserexperience
designers,technicalwriters,andproductmanagerswhocancommenton
ease-of-useandfeaturecompleteness
Consumers—providefeedbackontheideaspresentedandtheirrelative
value
Thesetup
Donaldcreatesacommunityforideadevelopmentandinviteskeypeoplefromwithinthe
organization—thosewithexpertise,withinnovativestrengths,andwithauthoritytolaunchnew
projects—andfromwithout,includingkeycustomersandsuppliers.
Donaldworkswiththearchitectstoassignareasofinterestandexpertise. Knowingthatitis
importanttokeepthenumberofspacesandtopicssmallattheoutset,Donaldsuggeststhree
keyinitiativesonwhichtofocus:MiguelRatontakesonrapiddeployment,HoracePferdkragen
volunteerstochampionmobileapplications,andManfredWunderhundsignsuptotackle
cross-productefficiencies.
Assigningaccessandsecurity
DonalddefinesthefollowingrolesandaccessrightsfortheInitiativespaces.
Role
AccessRights
Architect
Delete
Builder
Edit
Advocate
Edit
Consumer
Read
Wheninvitingoutsiders,Donaldprotectsinhouseinformationbyrestrictingaccessonallsensitive
documentsanddiscussionthreads.ConsumerscanreadthepublicCenterStageinformation,andcan
commentonit,buttheycannoteditoriginalinformationpostedbyinternalsources.
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EMCDocumentumCenterStageProAdministrationGuide
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BestPracticesforBuildingaCommunity
Definingcommunityroles
AlthoughDonaldwastheinstigatoroftheInitiativessite,mostsuccessfulcommunitieshaveSpace
coordinators,twoorthreemanagerswhodivideresponsibilitiesandwhohaveavestedinterestin
makingspacessuccessful.DonaldasksMiguel,Horace,andManfredtoassumetheseroles.
Spacecoordinatorsdothefollowing:
• Createspacesandtemplates
• Setrulesandbestpractices
• Encourageparticipationandkeepconversationsontrack
• Brainstormandsolicitnewideasforgrowth
• Updatethesite
• Answertechnicalquestions
TheAdvocatesandBuildersinthecommunityareContentproviderswhodrivethecommunity’s
conversations. Theyaskthequestionsthatgetpeopletalking.BoththeyandtheArchitectscanalso
actassubjectmatterexpertstoprovideauthoritativevoicesonspecifictopics.
Definingthespacetemplate
Eachofthespaceswillstartwiththesameessentialelements:
• Anarchitect’sblog
• Adiscussionarea
• Awikiforcollaboration
• Collateralfoldersforstaticinformation
Ratherthanrecreatethespacesforeachinitiative,Donaldcreatesonegenericspacewiththese
elements,andsavesitasatemplatenamedInitiative.
Inthetemplate,Donaldcreatestherolesandsetspermissionsforeachelementinthespace.These
settingsarecarriedforwardintoeachofthenewspaces.TheonechangethatDonaldintroducesinto
thetemplateistosetthepermissionforConsumerstoNone.Architects,Builders,andAdvocateswill
havetheopportunitytocreatecontentandpopulatetheirdiscussions,wikis,blogs,andcollateral
folders. Whenthespaceinformationreachescriticalmass,theArchitectschangethepermissions
settingforConsumersintheirspacetoRead.
Createspaces
BasedontheInitiativetemplate,heandtheArchitectscreatefourinitialspaces:RapidDeployment,
MobileApplications,Cross-productEfficiency,andaSynergyspacethatconsolidatescommon
themesandprovidesafeedbackmechanismfortheinitiativespacesoverall.
EMCDocumentumCenterStageProAdministrationGuide
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BestPracticesforBuildingaCommunity
Createwikis
Attheheartofeachofthespacesisawiki,whereparticipantswrite,challenge,anddefendproofs
ofconceptforproducts.Eachwikiisallowedtogrow“organically,”basedontheinterestsand
contributionsoftheArchitect,Advocates,andBuilders.
Specificsectionsineachwikihaveindividualswhoareresponsibleformaintainingthecontent.
BuildersandAdvocatestakeownershipofelementsoftheoverallinitiative,effectivelybecoming
architectsintheirownareas.Eachmemberunderstandsthattheareaistheirstoupdateandmaintain,
andtimeandresourcesareallocatedtoensurethattheinformationiscurrent.
Specialattentionispaidtothetitlesofthewikipages,tomakesurethattheyaremeaningfuland
giveaclearindicationofthepagecontent.Pagetitlesappearinanumberofplaces,includinglistsof
newandupdatedfiles,andcangenerateagooddealofinterest.
Donaldcautionscontributorstoavoidpostingquestionsinwikis:readersaremorelikelytorespond
toapostwithusefulcontentandalternativeideas.
Createblogs
Horace,Miguel,andManfred,asteamleads,allhavetheirownblogswheretheyareabletowax
philosophicalabouttheirproductinitiatives,goals,potentialsolutions,oranythingelsetheyfeelwill
beofinteresttotheircollaborators.
Theyknowtheiraudienceiscomposedof“clued-in”peoplewhoarefamiliarwiththetechnologiesin
playbutnotnecessarilythedetailsoftheinnerworkings. Itisimportanttodefinejargonthefirst
timethewordsappearontheblog,andpotentiallymorethanonce.Liberaluseofexternallinksto
onlinereferencesreducesredundancy.
Allthreeleadsunderstandtheimportanceofcontinualupdatestotheirrespectiveblogs.Whileno
oneshouldspeakunlessthereissomethingusefultosay,successfulblogsarecontinuallyupdated
withnewinformation. ForMiguelandManfred,thistranslatesintodailyupdatesofabouta
paragraphofmaterial.Horaceismorelikelytoupdateonceortwiceweekly,butwithlongerposts.
Whiletheblogsareconversationalintone,everyoneiswellawarethattheopinionstheypublish
canexertinfluenceonothersandcreatecontroversy.Thepersonalityofeachofthearchitectscomes
through,whichhelpstoengagereadersandgetthemtojoininwithequallyconversationalcomments.
Creatediscussions
IntheSynergyspace,DonaldandtheArchitectsstartthefirstfewdiscussionthreads,proposing
solutionstospecificproblemstogetconversationsstarted.Theyreplytoeachother’sproposalsina
sincere,productive,andprovocativeway.Itisimportantnottosoundforcedorfalsewhenstarting
discussions: potentialcontributorswillshyaway.
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EMCDocumentumCenterStageProAdministrationGuide
BestPracticesforBuildingaCommunity
Seedwithcontent
Paradoxically,asuccessfulCenterStagedeploymentiscreatedasacollaborativeproject,with
informationcontributedbymembers;butmembersareoftenreluctanttocontributetoanemptysite.
Togetthingsstarted,itisimportanttouploadinterestingcontentbeforeusersarrive.
Creatingcontentfolders
ContentfoldersareusedtoorganizestaticinformationinCenterStage.Eachofthespaceshasafolder
namedCollateralthatorganizesbackgroundinformationforeachoftheinitiatives.IntheCollateral
folderarethefoldersWhitepapers,Productspecifications,andProductdocumentation.
Seedingusefulinformation
Inordertoencourageparticipationandstimulateideas,Donald,Miguel,Horace,andManfred
uploadcomplete,up-to-date,usefulcollateralinformationfortheirareas.Bypostingorlinkingthe
latestandgreatestversionsofsupportingdocuments,thenewCenterStageimplementationquickly
becomesthebest“sourceoftruth”forallparticipants.Havinga“one-stopshop”whereuserscan
findtheanswerstheyneedwillquicklymakethesiteindispensable.
Next,AdvocatesandBuildersareinvitedtoaugmenttheexistinginformation,commentonblog
entries,andrespondtodiscussionquestions.Theyaddrelevantlinkswithincontenttoaddvaluefor
readers,includinglinkstocontentinotherspacesortoexternalsources.
Thekickoff
Whentheteamagreesthatthesitehassufficientcontenttogenerateinterestandprovideuseful
information,theArchitectschangethepermissionssettingforConsumersfromNonetoRead,
andthesiteislive.
Donaldandtheteaminvitememberstojointhespaces.Asawaytogettheconversationgoing,they
askthenewmemberstosharetheirthoughtsontheinitialcontent. Thisgivesthenewmembersa
taskthatgetstheminvolvedinthesiteimmediately,andresultsinsomeusefulfeedbackasthe
sitegetsrolling.
Donald,Miguel,Horace,andManfredmonitorthecommunityovertimetoseewhichtypesofpages
bestsuittheusers’preferredwaystocommunicate.Pagesthatdrawfewhitsaredeleted.
Membersusefiltersandadvancedsearchestofindnewsubjectmatterexpertsandnewrelevant
information.Contentcontributorsareencouragedtousetagsasanalternativewayoforganizing
information,creatingtagcloudsoftopicsthatappearmostfrequently.
Individualsmaintaintheirareasofownership,continuallyaddingandupdatinginformation,but
alsocullingpagesthatareoutdatedornolongerpartoftheactiveproject.Archivinganddeleting
informationthatisnolongerofinteresttousersimprovesperformance,andhelpstoensurethatusers
alwaysgetcurrentdataasaresultoftheirsearches.
EMCDocumentumCenterStageProAdministrationGuide
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BestPracticesforBuildingaCommunity
Giventhatthepointofthesiteistogenerateinteraction,theteamleadsareconscientiousabout
checkinginwiththecommunityseveraltimesaday,readingtheboards,andrespondingquicklyto
keeptheconversationlivelyandencourageparticipantstoreturnfrequentlytofollowthethread.
Whensomeonepostsnewcontentthatisofhighinterest,DonaldoroneoftheArchitectswillsendan
emailwithalinktothecontent,includingnewmembersorinfrequentparticipantsontherecipient
list,andaskfortheirfeedback.
Tomeasurecommunitysuccess,DonaldusestoolssuchasCenterStagereportingservicestorun
reportsonusageandactivitywithinthecommunity.Heusesmetricssuchaslevelsofparticipation
andengagement,pageviews,andblogrepliestogaugewhichareasaremosteffective,andwhich
needmoreattentionorshouldberemoved.Measuringcommunitysuccesshelpshimtomaximize
thereturnoninvestment.
Thepayoff
Overtime,cultivationoftheinformationandideasallowsthecommunitytogrowandchange
accordingtobusinessneeds. Asparticipantsgetcomfortablewithnewwaysofinteracting,the
departmentorcontributorwhoproposesasolutionbecomeslessimportantthanthecollaborative
processthatbringsittomarket.DataDarwinismallowsthemostproductivethreadstothriveand
grow,whilelessinterestingdiscussionsandwikipageswitheranddie.
DonaldispleasetoseetheArchitects,Builders,Advocates,andConsumersworkingtogetheras
asinglecommunity,includingseveralsmallercommunities-within-the-community,nolonger
separatedbyjobtitle,physicallocation,orfunctionalarea.
Processes togovern content
Governingyourcommunitymeanssettinguppoliciesandlifecyclestostorecontentbasedonits
relevanceandtopreventthegrowthofcontentfromslowingsystemperformance.Yourgovernance
strategyshouldbeinlinewithyourorganizationalpoliciesandprocedurestocontrolcontentgrowth.
SuchpoliciesandproceduresaresometimesknownasanInformationLifecycleManagement(ILM)
strategy. WorkwiththoseresponsibleforyourorganizationalILMstrategytomanagethegrowth
andretentionofyourcontent.Determinepoliciesandproceduresthatretaincontentbasedonits
valuetoyourorganization.Youshouldroutinelyrevisitthisquestionasyourcommunitygrows.
Togovernthecommunity,dothefollowing:
• Assigncontentvalueandcreatecontentlifecyclestoretainandretirecontent
Theusefulnessofcontentoftendiminisheswithtime.Toretaincontentforonlyaslongasitis
useful,workwithyourorganizationalILMexpertstocreateawaytoassignvaluetocontent.Then
createretentionpoliciesthatusecontentvaluetopromote,retain,andretirecontent.Keeping
contentupdatedinthiswayincreasesvisibilityofrelevantcontent;givesquickaccesstocritical
information;andpreventsriskstosensitiveinformation.
Asanexample,youcanhaveonespacededicatedtoinnovationandanotherdedicatedtosocial
events.Youcancreateretentionpoliciesthatkeepinformationactiveintheinnovationspacefor
alongertimethantheydoforinformationintheeventspace.
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EMCDocumentumCenterStageProAdministrationGuide
BestPracticesforBuildingaCommunity
Asanexampleofanapproachtoassigncontentvalue,youmightcreatetemplatesthat
automaticallyassignpropertiestoneworimportedcontentbasedoncontenttypeandspace
location.
• Retireinformation
Differentspacesandcommunitieshavedifferentlifespans.Somecommunitiesarepurpose-built
forasingleeventordeliverableandhaveaveryactivebutshortlife. Planaheadforcontent
obsolescence.Uselifecyclesandretentionpoliciestoplanhowtoageinformationandeventually
retireit.
• Extractreusablecontentforfuturespacesandcommunities
Asyoulearnbestapproachesandbestdesignpracticesfromsuccessfulcommunities,youcan
extractreusablecontentforfuturecommunitiesbycreatingtemplatesthatincludesuccessful
practices. Reusingcontentensuresastandardofquality,encouragesthesuccess,andimproves
thespeedofdeliveryofnewefforts.Templatescanleveragetaggingtechniques,classification
systems,andautomaticassigningofcontentpropertiestoconsolidateinformationacrossspacesin
thecommunity.
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BestPracticesforBuildingaCommunity
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EMCDocumentumCenterStageProAdministrationGuide
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