How do I use the BeehiveOnline Administration Tool

Contents How do I use the BeehiveOnline Administration Tool .............................................................................. 1

Overview ................................................................................................................................................... 2

Changing my Display Name................................................................................................................... 2

Group Administration ............................................................................................................................... 3

Changing Roles ...................................................................................................................................... 4

Deleting a User from the Group............................................................................................................ 6

Deleting a Group including users .......................................................................................................... 7

My “Owned” Workspaces Management .................................................................................................. 9

Requesting more Workspace Quota ................................................................................................... 10

Requesting a Workspace Archive........................................................................................................ 11

Checking Group Member Subscription Status .................................................................................... 12

Downloadable Workspace Reports ..................................................................................................... 13

All Workspaces Management ................................................................................................................. 14

Setting Subscriptions........................................................................................................................... 14

Overview Once you have decided how you need the group configured go to

https://beehiveonline.oracle.com/BOLAdmin.html and log in as your Oracle Websites username (the

one you use for OTN/OPN/Metalink). This will bring up a page which displays your list of groups.

As a normal user you will not be able to see the membership of groups you are also a member but the

system can offer some useful functionality from the first page.

Changing my Display Name

The display name is drawn from the WWLDAP directory and can sometimes have unusual characters in

it due to encoding issues. This can be irritating if the username is not clear in the Workspace

membership or document ownership so there is a facility to set the Display name and some other values

to assist with identification. To access the Display Name modification system, click on the icon on

the top line of the page. This will bring up a screen to allow you to fill in your Display Name, Company

and Job Title. Once completed click the Submit Change button. NOTE: If you change your Display name

to Chinese or Cyrillic characters this may not be readable by other members of the systems from other

countries so care should be taken to0 make the Display name useful to all members of the system

Group Administration If you have the Group Administration role you can click on the group and it will bring up a list of users

and allow the configuration of the group. If not you will be informed that you do not have the necessary

privileges and the email address of the Administrator will be displayed to allow you to request access.

Changing Roles

This display gives a summary of the group Status and roles. To manage the properties of an individual

user move the cursor to the user record and double click. This will open a new window allowing the

details of the user to be adjusted.

If a Group Administrator decides to remove the Group Administrator role from Phil, they would click in

the check box and click the Apply Changes button. Multiple changes can be made at the same time by

making the changes and clicking Save.

This will make the change and report the change – or any error making the change in an alert box. It may

take a few moments and the display will show the User details are being updated.

If a mass change is required the entire Group membership can be edited by clicking the Edit Group

button. This brings up a page with check boxes to set/unset the roles and to lock/unlock the account.

Multiple changes can be made and the Save button will make the changes. The Cancel goes back to the

main Summary page and the Discard Changes will reset the display to the current active values.

The same procedure can be used to revoke the role or add other roles – multiple checkboxes can be set

or unset at the same time and the system will do the operations in sequence. This may take some time

as the commands for setting/revoking Workspace Creator and Group Administrator are run separately.

Deleting a User from the Group

If you need to remove a user from the group this can be a simple or complex process depending on the

roles the user has been granted during their membership of the group. The process the system will go

through when a user is removed is as follows:

1. Remove the Group Administrator role if granted

2. Remove the user’s membership from all of their Workspaces.

a. If the user is a Workspace Owner the Administrator removing them will be given

Ownership of the Workspace and the user will be removed.

3. Remove the user from the Group.

4. Remove the user from the APEX based Group Creation tool.

Step 2 will report if the user has any owned Workspaces. At this point the Administrator decides

whether they want to accept ownership of the Workspaces or to defer the removal of the user until they

can re-distribute the ownership of their Workspaces themselves.

To remove a user, click on the user and then click the Delete User button.

If Adrian, in this case, has created workspaces at some time they will be displayed in the Alert box

warning.

Click OK to continue with the removal of the user from the group. Once the user has been removed and

the workspaces ownership transferred to the Group Administrator, they will be removed from the APEX

based Group Creation tool, if required the user can be re-added to the group via this tool and re-

provisioning will work as normal.

Deleting a Group including users

Groups that are no longer required can be deleted from the system using this screen. The process is that

all the necessary Access Controls for the group will be removed, the Admin roles for the group will be

removed and all the members of the group removed before the group is removed and purged from the

system. In addition the system will make a call back into the APEX-based Group Creation application and

remove the group and all the members from the system – this allows the group to be reused if required

in the future.

Clicking on the Delete Group button will pop-up a window asking for a confirmation of the action with

an explanation of what will happen.

If the Delete Group action is confirmed the system will carry out the actions and report the status of

each of the commands in a return window – this will also report any errors in the process which should

be reported in the BeehiveOnline forum.

My “Owned” Workspaces Management This area allows Workspace Coordinators, this maybe multiple members of the Workspace, to request

more quota, to see the membership of the workspace. In addition, these users can also access several

reports of the Membership, the content of the workspace and the access as recorded by the Apache

logs on the system.

The main page allows a report of all of the Workspace quota values to be generated to allow an

overview of the space status for all your Workspaces.

The system will allow this to be downloaded in csv format for further processing or for reference.

For individual data on any workspace, click on a Workspace and the system will display the details.

As you can see from the display the membership is split into members who are individuals and groups -

with the number of users added as members of the group in brackets, as groups all get the same role if

they are added in this manner there is only one line in this display. (If you are the group administrator

you can access the group membership details from the groups tab).

Requesting more Workspace Quota

If you need more quota, the trash should be emptied before making the request but if this is small the

request can be made via the Request Increased Quota button.

Fill in the required new Quota in Gb ( NOTE: This is the new quota you want to have NOT the increase

from the current level), fill in the justification and, if necessary, explain why the trash needs to remain

undeleted and click Submit Request. The request will be sent to the administrators for action and you

should hear if your request has been granted within a few hours.

Requesting a Workspace Archive

The system has the facility to export all of the contents in a Workspace including all the Metadata, Wiki

pages, Documents, Discussions etc. into a directory structure which can be zipped up and retained for

reference. The metadata is in XML but the readable content, documents, Wiki pages etc. is accessible as

files of readable content.

NOTE: This is not an operation that can be automated due to space concerns so normally this will be a

precursor to the Workspace being deleted and removed from the system. If the Workspace is not to

be deleted afterwards the justification will have to contain a good business case for the request

To request this to be done select the Workspace and click on the Request Workspace Archive button.

A form requesting justification for the Archive creation will be displayed as well as a check box to

indicate if the Workspace can be deleted post archive.

If accepted the request will be processed by the BeehiveOnline Operations staff and the resultant

directory tree will be zipped up and placed in the Public Documents are of the BeehiveOnline Operations

Workspace. The users will be sent the link to the zip file and they can download it to store locally. The

archive will remain available for 30 days before being deleted.

Checking Group Member Subscription Status

There are several groups on the system who use the Subscription facility routinely to ensure all

members get notified of any changes in documents as they may have legal or contractual ramifications.

The subscription can be set on group creation, where there is a default Workspace associated with the

Group, but individuals can chose to unsubscribe from the Workspace as they have individual control

over this facility from the “All Workspace” tab.

Owners of Workspaces can check who is subscribed to the Workspace and verify all the necessary users

are in the list – thus allowing them to contact missing individuals to get them to re-subscribe for legal,

process control reasons. If the Subscription Status tab is clicked the list of subscribed users, the scope of

the subscription and the status are displayed. Due to a functionality gap subscriptions cannot be deleted

from the system so they are disabled instead - a disabled Subscription is inactive.

Downloadable Workspace Reports

The “My Owned Workspace” tab allows reports to be run of the Workspace Membership, the contents

of the Workspace and the access to the contents of the workspace by the users. They download in .csv

format and depending on the browser will either, display on a web page and require to be saved as a

file, or will prompt to be opened by Microsoft Excel. In FireFox, they pop-up in a separate window/tab.

In some browsers the content will be displayed in the window and others like IE will prompt to save the

file. If the file option is not offered then the page can be savedwith a .csv extension by right clicking and

selecting File Save As- or the equivalent.

If you right click or use the File save as option it will attempt to save the file as a .csv type which will

open in Excel

All Workspaces Management

Setting Subscriptions

This section is accessible to everyone who is a member of any workspace – it will get all your

workspaces. As this may be a large number of Workspaces, it can take a little time. Once the list is

available the individual Workspace can be accessed.

Click on a Workspace and the system will show the folder structure and check the Subscription status of

the Workspace. If the lower window is off the bottom of the screen click and hold the panel re-size

handle to allow the windows to be re-sized by dragging then up or down. See inside the

At this point if the subscription is desired to be at the Workspace level the Create Enable button should

be clicked now. The system may show a disabled subscription and the Create/Enable button will either

re-enable disabled subscriptions or create one if not already in place.

The subscription is created/re-enabled – note there are 2 subscriptions because of the way the system

interprets an upload from the teamcollab client and a drag and drop in a webDAV client. If only one was

in place there is a chance that new content uploaded in a different way may not trigger the notification.

Notice the status has changed to show the Workspace level Subscription – meaning that all the

subfolders will have an automatic subscription making any document creation trigger a notification.

Disabling is a similar process – pick the scope and click the Disable button.

Notice the Subscriptions are not removed – merely disabled. This is because of a missing delete user

subscriptions command from this version – enable/disable serves the same function but it can lead to

multiple subscriptions if add commands we used to add subscriptions to a folder which already had

them. All subscription will be Enabled or Disabled so this is cosmetic and should not affect the operation

of the subscription.

The same approach follows for Folder level subscriptions – click on the folder and the system will check

for existing subscriptions and if required they can be Created/Enabled or Disabled on demand.