Working with communities These are some common tasks that the administrator performs for communities. Assigning permissions to groups of communities Making groups of users members of communities Changing the expiry period of community content Checking for community ownership before deleting user accounts Assigning permissions to groups of communities There are several types of communities, each associated with permissions that control what users can do in a community of that type, and whether they can access it. You can assign permissions to a group of communities by making them all the same community type. This is done by means of container templates, which function like user groups for users. Warning Don't attempt to adjust the permissions on any of the container templates. Doing so may result in unexpected behavior. Container templates, like user groups, are in the Groups folder on the administrator's Desktop. Container templates can also be used to restrict or limit the Directory view for a group of users. Open Text Social Workplace container templates These are the container templates you can use with Open Text Social Workplace: Template Description All Profiles Controls permissions for all user profiles. The owner of the profile is the controller. Regular users are permitted to view all user profiles and to contribute to all users' blogs. Remote users can't do either of those things. All Communities Sets the view properties for all communities and applies to all communities. The rest of the templates assign the community type. The behavior of each type is described below. The following container templates represent community types. Public Community Makes all communities using this template Public communities. All users in this community can view and contribute to the community. Public (Read Only) Community Makes all communities using this template Public (Read Only) communities. All users in this community can view the community but cannot contribute to it. Private Community Makes all communities using this template Private communities. Only community members can open the community. Nonmembers must request a membership if they wish to view content. Secret Community Makes all communities using this template Secret communities. Users who are not part of this community cannot find the community as it is limited to a specific group of users who must be invited to join. Top Making groups of users members of communities Administrators can "push out" communities to a group of users so that those users are automatically members and see the communities on their home pages. Perhaps you have a group of users who are in your Human Resources department. They all have been added to a custom group and you want to make that group a member of a Human Resources-specific community. This can be done by locating the original community and placing a link to the community on the model Desktop for that group. The user Desktops that you can open using the FirstClass client correspond to the home pages in Open Text Social Workplace, and the model Desktop lays out the default home page view for everyone in the group. The community will then be available to all current members of that group, and to anyone who is added to the group. How it's done 1       Find out who owns the community. You can either log in as custodian and search for the user or ask your custodian for this information. 2       Log in as administrator. 3       Click List Directory. 4       List and select the community owner. 5       Click Desktop to open this user's Desktop. Leave this Desktop open while you perform the next steps. 6       Open the Groups folder on the administrator's Desktop. 7       Open the group that you want to make a member of this community. 8       Click Model Desktop on the group form. 9       Shift-click and drag the community icon from the owner's Desktop to the group's model Desktop. This creates a link to the community on the group's model Desktop. 10      Close both Desktops to initiate the modelling. Note If the Custodian application is used to rename a community or change its icon, this won't make the same changes on the group's model Desktop. All new group members will receive the previous name and icon. You will have to manually change the name and icon on the group's model Desktop by selecting the community there, choosing File > Properties, and making your changes on the community's Info form. Top Changing the expiry period of community content Uploaded documents and wikis in communities never expire and must be manually deleted by the owner or moderator of the community, or by the person who uploaded the document or created the wiki. Community topic posts, however, have an expiry period that is controlled by the All Communities container template. By default, the expiry is set to Never. If you want the posts in a particular community to expire (and therefore automatically be removed from the community), you can adjust the expiry period at the community level. This will override the setting that is set at the template level. To adjust the expiry period for an individual community: 1       Find out who owns the community. You can either log in as custodian and search for the user or ask your custodian for this information. 2       Log in as administrator. 3       Click List Directory. 4       List and select the community owner. 5       Click Desktop to open this user's Desktop. 6       Select the community. 7       Choose Collaborate > Permissions. 8       Click the triangle on the left to open the Permissions form fully. 9       Enter your preferred expiry period at Message expiry (days). Your change is saved when you close this form. Top Checking for community ownership before deleting user accounts Normally, user accounts are suspended using the Custodian application. This doesn't delete any content that may be owned by that user. It just prevents the user from accessing the account. There may be times when you need to delete an account completely. Before you delete an account, you must first make sure that the account doesn't own any communities. If you just go ahead and delete such an account, all of the content in the community owned by that account will no longer be available to community members. For instructions on how to check for community ownership, click here. If the user owns any communities that you want to keep, you or the custodian can change ownership to someone else. This is described here. Top