Using%20eRoom%207

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Using eRoom 7

• A Guide for Bain Teams

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What is eRoom?

• eRoom, Bains extranet, is a secure web-based
  collaboration tool that enables teams to work
  more effectively with clients
• An extranet exists outside a companys firewall
  (unlike an intranet), but may only be accessed by
  users with a membership (unlike the Internet)
• eRoom benefits include
• Shared network drive and central repository
• Remote access without logging in to the Bain
  network
• Access control at folder and document level for
  viewing and editing of documents
• Version control with change tracking
• Team calendars, contact databases, templates,
  polls, project plans and discussion forums
• Secure location for files, using Secure Socket
  Layer (SSL) technology

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How to access your eRoom
All users

• URL (https address)
• Go to www.Bain.com and click on the Extranet
  link in the top right corner type in the name of
  your Extranet

Bain members only
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Agenda

• Manage content and find information
• Collaborate
• Manage work flow

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Manage content and find information
eRoom has a number of tools and functions to help
you manage content and find information,
including

• Clear user interface
• Member roles
• Member information
• My eRooms page
• Edit personal info
• Reset passwords
• Plug-in software
• Folders
• Add/edit files
• Access control

• Hidden items
• Version tracking
• Change notification
• Comments
• Links
• Notes
• Template items
• Searching feature
• Recycle bin

NEW!
UPDATED!
NEW!
NEW!
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User interface
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Four primary eRoom member roles
Role capabilities Observer Participant Coordinator Administrator
Open and view items
Create new items
Edit items and change access control settings
View/edit items regardless of access control settings
Override/change access control settings
Change the role of an eRoom member
Add new members
Edit eRoom settings
Create a new eRoom

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Member information My eRooms
NEW!
New My eRooms feature allows you to have one
place to visit for all your eRooms and new a
location to updateyour member information.
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Member information Edit personal info
UPDATED!

1. Select My Member Info from your My eRooms page

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Member information Reset password
NEW!
All non-Bain users can now directly recover a
lost or forgotten password instead of contacting
the eRoom Administrator. Bain users will still
use their network login info.
To reset a NON-BAIN password

1. Go to login page
2. Click Forget yourpassword?
3. Enter your email address
4. Click OK
5. eRoom will email you alink with instructions
   tofollow

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Member information Plug-in software
NEW!
eRoom now allows the user to select the
plug-in software via their membership info.
Note All Bain users should be using this
software!
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Folders
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Add a file
Note You can add a file by dragging from your
desktop however, you must be using the plug-in
software.
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Edit a file
Note If you click the file icon or the file
name, you will open a read only copy of the
file.
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Access control default settings
There are two types of access control
Open
Edit

Default

• Any member who can get to it

• Only the member who created it and the Coordinator

Explanation

• Open access allows members to open and view or
  read an item. If a member does not have Open
  access, then Edit access is not available.

• Edit access is required to modify or delete
  pre-existing items.

Note An item will appear grayed out if you have
no access rights.
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Setting access control
Optional
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Hidden items
You can hide items so that members who do not
have access to these items do not see them.
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Version tracking
Note If you want to revert to an earlier version
of the document, go to the Version History page
and click on the edit pencil. You will have the
option to make that version the most current one.
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Notification settings
Your eRoom will be set up to send you a nightly
email about any changes in your eRoom. In
addition, you can request to be notified of
changes to a specific item at a specific time for
any item you have access rights to.
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Comments
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Links
A link is a convenient way to access information
in another location either within or outside of
your eRoom.
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Notes
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Template items
Using a template is an easy way to standardize
and reproduce common items.
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Searching an eRoom
You can search across your eRooms within one
Extranet or you can search within an individual
eRoom.
Note You can also select Search to replace the
navigation map within the sidebar
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Recycle bin
Each eRoom has a Recycle bin. Any item that is
deleted by a user is moved to the Recycle bin.
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Agenda

• Manage content and find information
• Collaborate
• Manage work flow
• Coordinators only

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Collaborate
eRoom has several tools that allow teams to
collaborate

• Polls
• Discussions
• Inboxes

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Polls (1 of 2)
Use the eRoom polling option to obtain feedback
or to vote on a topic.
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Polls (2 of 2)
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Discussions
Use the discussions option to have conversations
over an extended period of time. Each discussion
is a collection of individual conversations
called topics. The discussion board will display
the comments as nested responses.
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Inboxes
Use your eRoom inbox to email something (i.e. Dow
Jones or Reuters reports team inquiries)
directly to one central location that the entire
team can access.
Contact the Extranet Administrator to activate an
inbox at eRoom.Support_at_bain.com
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Agenda

• Manage content and find information
• Collaborate
• Manage work flow
• Coordinators only

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Manage work flow
eRoom allows you to manage work flow with the
following tools
NEW!

• Project Plans
• Calendars
• Databases
• Routing buttons

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Project Plans
NEW!
The Project Plan, a NEW eRoom item, can be used
to organize, manage and report on complex and
interdependent project tasks and milestones and
can be set up like a gantt chart.
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Project Plans
NEW!
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Project Plans Create edit a new task
NEW!

1. Fill out all the fields in the Create Task field
2. Click OK

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Calendars
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Calendars Create an event
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Databases (1 of 4)
Use the database feature for creating contact
lists, managing your Workplan, or tracking
information.
(Continued on next page)
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Databases (2 of 4)

• In the Database Field Types section, select the
  data type for each field from the drop-down menu.
  
• Note An explanation of the available field types
  is listed below the fields for your reference
• Click Next

(Continued on next page)
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Databases (3 of 4)
To create a database(continued)

1. In the Database Field Options, review the
   additional options for each field. The options
   vary based on the data type for that field.
2. Click Next

(Continued on next page)
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Databases (4 of 4)
To create a database (continued)

• In the Database Summary Options page, choose the
  fields you want to use for each summary-page
  option
• Note an explanation of the options is listed
• Click Next
• In the Database Instructions screen, you may opt
  to include a welcome message or instructions
• Click OK the database will be created for you

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Databases Add an entry
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Routing buttons
Routing buttons are helpful when you have working
documents in a folder that you would like to move
to another folder later on. Your team can work on
the documents in one folder and move the finished
documents to another folder by clicking the Route
button.
Note You can only add routing buttons to the
Folder and Inbox items.
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Index

• What is eRoom?
• How to access your eRoom

Collaborate

• Polls
• Discussions
• Inboxes

Manage content and find information

• User interface
• Member roles
• Member information
• Folders
• Add/edit files
• Access control
• Hidden items
• Version tracking
• Notification settings
• Comments
• Links
• Notes
• Template items
• Searching an eRoom
• Recycle bin

NEW!
Manage work flow
NEW!

• Project Plans
• Calendars
• Databases
• Routing buttons