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
Quickr additional features
eRoom
eRoom 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 Overview
Creating 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.
Features Overview
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 Room
A 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
Tasks
Tasks 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
Library
Users 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.
Unite Share Incident Management Process
uniShare Incident Management Process
Version: 1.0 (DRAFT)
Service Desk (Help Desk)
Escalation Routes
1. POC reports uniShare issue to
Help Desk
POC: (Customer) Point Of Contact
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 #.
4. Help Desk agent checks FAQs and/
or determines escalation required.
5. Is the issue desktop
related?
(OICT Help Desk Technicians)
4.A. Agent
Resolved or
Escalation
Required?
Go to p.7
Escalate
6. Is this a uniShare (nondesktop) Issue?
·
Password Resets
·
How to
·
Inaccessible
(OICT uniShare)
Resolved
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).
No
8.A. Customer
confirms
Resolved?
Yes
9. Help Desk updates
&
closes SR.
10.
Survey
Go to p.7
Unite Share Request Fulfillment Process
uniShare Request Fulfillment Process
Version: 1.0 (DRAFT)
Service Desk (RFS)
Fulfillment Routes
1. POC submits uniShare Request Form
POC: (Customer) Point Of Contact
2. RFS logs & categorizes (open SR)
3. RFS submits request in iNeed, POC
receives auto-notification of SR #
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?
Yes
No
No
Request
Additional Info
from POC.
Yes
4.C. Attach
electronic copy of
form to SR/WO &
Proceed to
Fulfillment Route
5. Request for Creation/Deletion
of uniShare Place.
Go to p.7
4.B. Did POC
provide
requested info?
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 autonotification to confirm completion).
7.A. POC
confirms
completed?
No
Yes
8. RFS closes SR.
9.
Survey
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.
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