Manage collaborations as host

As the collaboration host, you can manage the workspaces, guest participants, and details of your collaborations. Collaboration hosts can edit the properties of their collaborations or delete a collaboration entirely. The host can also add additional workspaces to existing collaborations. Instructions for these tasks are below. You can also change the sharing schedule for a collaboration workspace. For more information, see Configure sync settings.

Edit a collaboration

Edit your collaboration to change any of the following properties:

• Collaboration Name
• Description of the collaboration
• Full name of the contact person for the collaboration host
• Email address of the contact person
• Collaborated content deletion policy when removing a workspace or collaboration

To edit a collaboration, complete the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Locate the name of the collaboration you want to edit in the table, click the Action button drop-down arrow, and choose Edit Collaboration.
4. On the Edit Collaboration dialog box, do the following:
   • Enter a collaboration Name.
   • Enter a Description of the collaboration.
   • Enter the Full name of the contact person for the collaboration host.
   • Enter an Email address of the contact person.
5. Click Next.
6. Use the sent parameter to specify what will happen to collaboration items sent from your organization when a collaboration or any of its workspaces are deleted. You have the following two options:
   • Removed from all participants upon deletion of a workspace or collaboration.
   • Retained for all participants. When selecting this option, participants decide whether they want to keep the collaborated items when the workspace or collaboration is deleted. This is the default configuration.
7. Use the received parameter to specify what will happen to collaboration items received in your organization when a collaboration or any of its workspaces are deleted. You have the following two options:
   • Removed from all participants upon deletion of a workspace or collaboration.
   • Retained for all participants. When selecting this option, you can keep the collaborated items as long as the sending participant permits. This is the default configuration.

Note:

The content deletion policy is configured at the collaboration level and is applied to all associated collaboration workspaces.

8. Click Save.

Edit host contact person

To edit the contact person for your collaboration, complete the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration you want to edit in the table, and click the Edit button next to the Contact Person in the collaboration summary.
4. Edit the Full name of the contact person and the Email address of the contact person options and click Save.

Delete a collaboration

You can delete a collaboration by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Locate the name of the collaboration you want to delete in the table, click the Action button drop-down arrow, and choose Delete Collaboration.
4. Once the Delete Collaboration dialog box appears, select Delete Collaboration to delete the collaboration.

Note:

The Delete Collaboration dialog box displays a summary of the content deletion policy and indicates how sent and received content will be maintained in the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

Guest participant administrators will receive a notification that the collaboration has been deleted.

Edit a collaboration workspace

You can edit the group associated with a collaboration workspace using the steps below, as well as edit the Name and Description options of the workspace.

1. Sign in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose workspaces you want to view.
4. Locate the name of the workspace you want to edit in the table, click the Action button drop-down arrow, and choose Edit Workspace.
5. Once the Edit Workspace dialog box appears, you can edit the Workspace Name and Workspace Description options. Click Next.
6. Optionally create a new group or choose a different existing group to link to the workspace and click Next.
7. If you are the collaboration host administrator, you will see the option to change how guest participants access the collaboration workspace. Optionally choose the new access mode from the drop-down menu, and click Save.
You can also edit guest participant access by clicking the name of a workspace in the list of workspaces for the collaboration. You will see the guest participant access mode and can choose a new one from the drop-down menu.

Add a collaboration workspace

You can add additional workspaces to a collaboration by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration where you will add a workspace.
4. Click Create Workspace.
5. Provide a name and description for the collaboration workspace, and click Next.
6. Choose the group that will be associated with the workspace. This can be an existing group, or you can create a new group for this purpose. A group can only be associated with one collaboration workspace.
   • If you create a new group, it will be a private group where all group members can contribute content to the group. You can change the status and contribution settings after the group has been created if necessary. See Create Groups for more information about these settings. When you create a new group for a collaboration, you must specify tags for the group to proceed.
   • If you choose to link an existing group, the drop-down menu will show a list of all the groups in the portal, including private groups.
7. Choose the access mode from the drop-down menu for each collaboration participant, and click Save.

Guest participant administrators will receive a notification that a new collaboration workspace has been added.

Delete a collaboration workspace

You can delete a collaboration workspace by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration that contains the workspace you want to delete.
4. Locate the name of the collaboration workspace you want to delete in the table, click the Action button drop-down arrow, and choose Delete Workspace.
5. On the Delete Workspace dialog box, click Delete Workspace.

Note:

The Delete Workspace dialog box displays a summary of the content deletion policy and indicates how sent and received content will be maintained in the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

View collaboration participants

You can view the list of other participants by completing the following steps:

1. Sign in to the organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration that contains the participants you want to view.

   On the Workspaces page, you will see a list of workspaces in the collaboration and your group associated with the workspace, access mode, and status.

4. Click View Guests.

On the collaboration Guests page, collaboration host administrators can choose Invite Guest to invite new guest portals to the collaboration.

Accept a guest participant's response

You can accept guest participant responses to collaboration invitations by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click View Guests.
4. Click the name of the collaboration containing the participants you want to see.
5. On the collaboration Guests page, if a guest portal response has not yet been imported into the collaboration, its Status will be listed as Invitation Pending. To accept a guest participant, click the Action button drop-down arrow for the guest's entry in the table, and choose Accept Guest Organization.
6. On the Accept Guest Organization dialog box, browse to the invitation response file you received from the guest participant, and click Accept Guest Organization.

The administrators in the collaboration will receive a notification that a new guest participant has joined.

Edit a guest participant's information or access mode

You can change guest participants' contact information and access mode by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click View Guests.
4. Click the name of the collaboration containing the guest organization you want to edit.
5. On the collaboration Guests page, if a guest portal's Status is listed as Active, you can edit its details and access mode. To edit a guest portal, click the Action button drop-down arrow for the guest's entry in the table, and choose Edit Guest Organization.
6. On the Edit Guest Organization dialog box, optionally edit the contact information and choose a new access mode from the drop-down menu, and click Save.

Guest participant administrators will receive a notification if their access mode has changed.

Reissue an invitation

If an invitation to collaborate has been lost or has expired, you can reissue an invitation by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click View Guests.
4. Click the name of the collaboration with the invitation you want to reissue.
5. On the collaboration Guests page, if a guest participant response has not yet been imported into the collaboration, its Status will be listed as Invitation Pending. To reissue an invitation for a guest, click the Action button drop-down arrow for the guest's entry in the table, and choose Reissue Invitation.
6. On the Reissue Invitation dialog box, click Reissue Invitation.

Remove an invitation to collaborate

If you no longer want to establish trust with an organization, you can remove an invitation to collaborate by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration with the invitation you want to remove.
4. Click View Guests.
5. On the collaboration Guests page, if a guest participant's response has not yet been imported into the collaboration, its Status will be listed as Invitation Pending. To remove an invitation for a guest participant, click the Action button drop-down arrow for the guest's entry in the table, and choose Remove Invitation.
6. On the Remove Invitation dialog box, click Remove Invitation.

Any existing invitation files for the guest participant will be invalidated. If a guest participant accepts the invitation and sends a response file, the response file will be invalid.

Remove a guest participant from a collaboration

Once a collaboration host has accepted a guest organization into a collaboration, they can remove the guest participant from a collaboration by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration with the guest portal you want to remove.
4. Click View Guests.
5. On the collaboration Guests page, if a guest participant's Status is listed as Active, you can remove them from the collaboration. To remove a guest participant, click the Action button drop-down arrow for the guest's entry in the table, and choose Remove Guest Organization.
6. On the Remove Guest Organization dialog box, click Remove Guest Organization.

Note:

The Remove Guest Organization dialog box displays a summary of the content deletion policy and indicates how sent and received content will be maintained in the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

Collaboration participant administrators will receive a notification that the guest participant has been removed from the collaboration.

View synchronization status

You can view the synchronization status for each collaboration participant by completing the following steps:

1. Sign in to the host organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration you want to view.
4. Click the name of the collaboration workspace for which you want to view the synchronization status.
5. On the collaboration workspace summary page, each guest organization's synchronization status is indicated with an icon. Hover over the icon to view the latest synchronization status. Possible status states are as follows:
   • Succeeded—The synchronization of all items completed successfully.
   • Succeeded with Failures—The synchronization completed, but some items failed to be shared.
   • Failed—The synchronization failed, and no items were shared. Click Failed to view more details.
6. To view synchronization details for a guest organization, click the synchronization button. A pop-up appears and provides further details for both scheduled and immediate syncs:

   Scheduled Syncs:

   • Last Sync—The date and time of the most recently scheduled synchronization.
   • Status—The state of the last scheduled synchronization. Possible status states are as follows:
     • Succeeded—The synchronization of all items completed successfully.
     • Succeeded with Failures—The synchronization completed, but some items failed to be shared.
     • Failed—The synchronization failed, and no items were shared. Click Failed for additional details.

   Immediate Syncs:

   • Last Sync - displays the date and time for the last immediate synchronization.
   • Status - displays the state of the last immediate synchronization. Possible status states are:
     • Succeeded - indicates that the synchronization off all items completed successfully.
     • Succeeded with Failures - displays in cases where the synchronization completed but some items failed to be shared.
     • Failed - displays when the synchronization failed and no items were shared. Click the Failed link for additional details.