Collaboration tools keep projects on track

eRoom 7 provides the ability to select users from a variety of different directory sources, including Active Directory, NT Domains, or LDAP directories. Access permissions are granular enough to provide good security and enough options to suit most administrators.

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Users, groups, or roles can be given read, read/edit or full control rights, among others. Areas can be designated private or public, so some documents or information can be published as read-only for the entire company, but only authorized users may view other private documents.

eRoom 7 integrates well with any POP3 e-mail application. Messages can be sent to an entire eRoom or to specific users. Many events, such as the addition of new documents to an eRoom, can automatically generate e-mail notifications to users.

 Microsoft Office poses no challenge for eRoom 7. Files can be opened in an eRoom and saved directly; users don’t have to save a file, exit the application, and then move the file into an eRoom. Links to an eRoom can be included in Outlook (or other) e-mails, and Outlook can be used as a front end for an eRoom to access mail, tasks, contacts, and calendar information.

On the client side, eRoom includes a small and unobtrusive browser plug-in for additional functionality, enabling synchronization of eRoom files with those on the user’s computer. The plug-in also adds functionality to Outlook, adding tasks and calendar items automatically. Using the browser plug-in automatically creates a local folder in My Documents, called “eRoom Files for Off-Line Editing.”

The default installation includes comprehensive documentation and tutorials for both users and administrators. eRoom also ships with source code and APIs for XML and SOAP, enabling customization to any degree required.

SiteScapeEnterprise Forum 7.0

SiteScape Enterprise Forum 7.0 is a versatile collaboration environment that supports a variety of server platforms, in the operating systems, the databases, and Web and portal servers supported. Like eRoom, SiteScape offers collaboration features and excellent integration with Office.

SiteScape Enterprise Forum’s simple installation procedure supports Linux, Windows 2000/2003 server, or Solaris. It includes a basic database, but it also supports the SQL server of your choice, as well as a wide variety of Web servers and portal servers.

The eMeeting module requires Windows 2000 Server. Other optional Solution Modules include Proposal Collaboration, Partner Collaboration, HR Collaboration, and Program Management. SiteScape’s modules provide preconfigured templates to meet specific business needs.

After installing the server, you must create a zone, either companywide or departmental. Zones are containers for any number of workspaces. SiteScape includes a very nice set of wizards that simplify workspace creation and maintenance. Each workspace can contain calendars, task lists, chat rooms, work flows, databases, and a variety of forums (a standard discussion forum, filtered discussion , a help desk, a moderated discussion, and more).

SiteScape also can add some noteworthy capabilities to some forums, including a CAD file viewer and an instant polling facility that allows surveys of all users accessing the workspace.

As with eRoom, I created a small department with 12 users involved in several types of activities, including an engineering change-management process and a purchase-order approval process. Creating the users and workflows was fairly simple, and the permission structure was sufficiently granular for me to create a flexible collaboration environment. SiteScape can add users from an NT Domain, Active Directory, or any LDAP directory.

SiteScape is completely browser-based and includes utilities to optimize access via PDAs or cell phones. Each workspace includes a user dashboard with a master calendar, status information, and links to the forums in the workspace. Custom workflows, commands, attributes and filters may be added to the dashboard so that users can choose default views of all the data, depending on their roles. Users can host discussions; share, review, or revise documents; create and enter chat sessions in real time; schedule meetings using shared calendars; and create task lists. SiteScape supports the iCal standard for sending calendar requests via e-mail, has a power indexing and search engine, includes an online survey function, and has a nice version control setup.

An optional eMeeting Web Conferencing Module provides instant messaging, audio and video conferencing, handy in a help desk, demo or classroom environment. Source code is included, along with APIs for custom development. A nice reporting tool in SiteScape captures usage metrics, and both forum administrators and users will appreciate the utility library tutorials and forums.

eRoom and SiteScape provide all the functionality most companies will need to create collaborative environments. The purchase decision probably will come down to issues other than functionality, including the desired platform, pricing, and aesthetics.