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Collaborative tools in NICE Alex Lossent - CERN IT/IS Hepix Fall 2005
10 October 2005Alex Lossent2 Agenda Overview of the NICE environment File sharing Sharing information in Outlook Workflow with Office and mail Instant Messenger Future: web-based collaboration
10 October 2005Alex Lossent3 The NICE environment Desktop environment built around Windows Windows XP + MS Office 2003 Single Distributed File System (DFS) Home directories + shared workspaces Outlook/Exchange “collaboration platform” http://www.cern.ch/winservices self-service site Manage user accounts, computers, security groups Instant messenger on internal SIP server.
10 October 2005Alex Lossent4 NICE Environment (2) All features are available on-site or from outside CERN: Web-based or WebDAV remote access to DFS Collaboration platform: Outlook Web Access, Outlook 2003 in mode “RPC over HTTP” Windows Terminal Services Available on other platforms.
10 October 2005Alex Lossent5 File sharing DFS: single unified repository for home directories & shared workspaces Shared Workspaces available on-demand for projects, groups, etc… Self-service management from WinServices web site: Creation of Workspace Security group and permissions management Quota management, shadow copies Accessible from outside CERN Offline folders, Web/WebDAV access
10 October 2005Alex Lossent6 Collaborative work with Outlook 2003 Motivation, typical situation: Administrative assistants organizing the Supervisor’s mailbox and sorting mails Reading the Supervisor’s calendar know where he/she is or his/her availability manage his time take appointments and avoid conflicts People sharing common contacts stored in a single location
10 October 2005Alex Lossent7 Collaborative work with Outlook 2003 (2) Mailbox sharing and Send on behalf Share all mailbox or specific folders Allow selected users to send mail on your behalf Scheduling of meetings Check colleagues’ availability Automated invitations and processing of replies Task assignment Create tasks for oneself or others Due dates, progress reporting, reassignment with automatic follow-up, reminders
10 October 2005Alex Lossent8 Collaborative work with Outlook 2003 (3) All features are available on-site or from outside CERN: Outlook 2003 in mode “RPC over HTTP” Outlook Web Access Windows Terminal Services Mac OS X: Entourage (Office SP2) Available on other platforms Outlook Web Access Windows Terminal Services
10 October 2005Alex Lossent9 Workflow with Office and mail Problem Documents need to be reviewed by other persons Documents need to be edited by several persons Basic document workflow built in Office applications “send for review” feature Recipients receive the document by mail and can modify & annotate it Owner receives updated document by mail and can review & merge changes Keeps track of changes
10 October 2005Alex Lossent10 Instant Messenger Problem Quickly exchange messages with colleagues Exchange files in a click Front-end to NetMeeting Internal “Live Communication Server” Windows Messenger client Solves dependency on external services (ICQ, MSN…) and associated security threats Inside or outside CERN
10 October 2005Alex Lossent11 Future: web-based collaboration “E-groups” Web-hosted collaboration space for a “community” Merge forums, mailing lists, news File exchange, calendar/events Support for “external users” Looking at open-source, customizable tools More advanced workflow management Versioning, concurrent authoring Multiple documents within a workspace
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