IMS Admin

ShareNet – IMS (Information Management System)

IMS Training:

Admin Workshop

ShareNet-IMS IMS Training: Admin Workshop

All rights reserved – For internal use only – Copyright © Nokia Siemens Networks GmbH & Co. KG 2009

Author: NSN ShareNet-IMS Team page 2 from 43 status: March 2009

Issued by NSN ShareNet-IMS Team

D-81379 Munich

Copyright © Nokia Siemens Networks GmbH & Co. KG 2009

The reproduction, transmission or use of this documentation or its contents is not permitted without express written authority. Offenders will be liable for damages. All rights, including rights created by patent grant or registration of a utility model or design, are reserved.

Technical modification possible.

Technical specifications and features are binding only insofar as they are specifically and expressly agreed upon in a written contract.




Contents: 1. Introduction.......................................................................................................................................................... 5 1.1 The ShareNet-IMS Concept of Roles ............................................................................................................... 5 1.1.1 ShareNet-IMS Standard Roles ......................................................................................................................... 5 1.2 Hierarchy of the Content and Access Management in ShareNet-IMS .......................................................... 5 2. Structure of Data Storage ................................................................................................................................... 6 2.1 The ShareNet-IMS Enterprise Level ................................................................................................................. 6 2.2 The Area Level ................................................................................................................................................... 6 2.3 Access to Information....................................................................................................................................... 7 2.4 Generating References ..................................................................................................................................... 7 2.4.1 The Shortcut Object Type................................................................................................................................. 7 2.4.2 The Generation Object Type ............................................................................................................................ 7 2.4.3 The URL object................................................................................................................................................. 8 2.4.4 Short Link Object Type ..................................................................................................................................... 8 3. Different Types of Information Storage Systems ............................................................................................. 9 3.1 Where to store what type of information......................................................................................................... 9 3.2 Criteria of using the Storage and Distribution Systems................................................................................ 9 3.2.1 Permission Mechanisms................................................................................................................................... 9 3.2.2 Secured Access (to the Contents and Objects)................................................................................................ 9 3.2.3 Transport (of objects into the system and out of the system) ......................................................................... 10 3.2.4 Availability of the Storage and Distribution System ........................................................................................ 10 3.3 Interplay of ShareNet-IMS and the NSN Intranet (WWW)............................................................................. 11 4. Attributes............................................................................................................................................................ 12 4.1 General Information......................................................................................................................................... 12 4.2 Definition of new Attributes and Categories................................................................................................. 12 4.3 Naming Conventions for Categories and Attributes.................................................................................... 12 4.4 Inheritance of Attributes ................................................................................................................................. 13 5. The ShareNet-IMS Concept of Groups ............................................................................................................ 14 5.1 General Information on Users and Groups................................................................................................... 14 5.2 Basegroups...................................................................................................................................................... 14 5.3 Area Groups..................................................................................................................................................... 14 5.4 How to Create Groups..................................................................................................................................... 15 5.4.1 Privileges ........................................................................................................................................................ 15 5.4.2 Creating Groups ............................................................................................................................................. 15 5.4.3 Defining the Group Leader ............................................................................................................................. 16 5.4.4 Including Users and Groups to Existing Groups............................................................................................. 17 5.5 Additional Functions....................................................................................................................................... 18 6. General Information on Permissions............................................................................................................... 19 6.1 The Access Control List (ACL) of the ShareNet-IMS Objects ..................................................................... 19 6.2 Permissions of the Items in the ACL ............................................................................................................. 20 6.2.1 Simple Permissions ........................................................................................................................................ 20 6.2.2 Standard Permissions..................................................................................................................................... 20 6.3 Inheritance of Access Rights ......................................................................................................................... 21 6.4 Permissions of the Objects with Copy/Move................................................................................................ 21 6.5 Change Owner ................................................................................................................................................. 22 6.5.1 Options of the Change Owner Function ......................................................................................................... 22 6.6 Apply to Subitems ........................................................................................................................................... 23 6.6.1 Apply to Subitems for a Selected ACL Entry .................................................................................................. 24 6.6.2 Remove Permissions from Subitems.............................................................................................................. 24




6.6.3 Edit Permissions of Subitems......................................................................................................................... 25 6.7 Assigning the Permissions to the Roles....................................................................................................... 26 6.7.1 Owner ............................................................................................................................................................. 26 6.7.2 NSN Access.................................................................................................................................................... 26 6.7.3 Content- and Access Manager (Admin).......................................................................................................... 26 6.7.4 Content- and Access Manager (CoAdmin) ..................................................................................................... 26 6.7.5 Information Provider (Write)............................................................................................................................ 27 6.7.6 Information User (Read) ................................................................................................................................. 27 6.8 Overview of Rights and Privileges................................................................................................................. 27 7. Interplay of Storage Structure and Permissions ............................................................................................ 28 7.1 The ShareNet-IMS Group Hierarchy............................................................................................................... 28 7.1.1 The ShareNet-IMS Admin-Group Structure.................................................................................................... 28 7.1.2 The ShareNet-IMS Read-Group Structure ..................................................................................................... 29 7.1.3 The ShareNet-IMS Write-Group Structure...................................................................................................... 29 7.2 Group Leaders of the Groups Admin, CoAdmin, Write and Read .............................................................. 29 7.3 Examples on how to privide information to different target groups (reading) .......................................... 30 8. How to use the Presentation and Communication Features of the ShareNet-IMS...................................... 32 8.1 Overview........................................................................................................................................................... 32 8.2 Communication Features................................................................................................................................ 32 8.2.1 Task Lists........................................................................................................................................................ 32 8.2.2 Mailing Lists .................................................................................................................................................... 33 8.2.3 Discussions..................................................................................................................................................... 33 8.2.4 Channels/ News.............................................................................................................................................. 33 8.3 Presentation Possibilities...............................................................................................................................33 8.3.1 News Players and Tickers .............................................................................................................................. 33 8.3.2 Custom View................................................................................................................................................... 33 8.3.3 Including Graphics .......................................................................................................................................... 33 8.3.4 Featured, List and Hidden Representation..................................................................................................... 33 9. Projects............................................................................................................................................................... 34 9.1 Project Overview.............................................................................................................................................. 34 9.2 Project or Folder?............................................................................................................................................ 34 9.3 Public Areas in Projects.................................................................................................................................. 34 10. Mass Data Transfer.......................................................................................................................................... 35 10.1 Secure File Transfer Protocol (SFTP) .......................................................................................................... 35 10.2 IMS Import ...................................................................................................................................................... 35 10.2.1 Overview of the Procedure ........................................................................................................................... 35 10.2.2 Feature Overview ShareNet-IMS Import ...................................................................................................... 37 10.3 ShareNet-IMS Export ..................................................................................................................................... 37 10.4 ZIP Composer ................................................................................................................................................ 38 10.5 Livelink Explorer............................................................................................................................................ 39 10.5.1 Explorer Integration ...................................................................................................................................... 39 10.5.2 Office Integration .......................................................................................................................................... 39 11. LiveReports...................................................................................................................................................... 41 11.1 General Information on LiveReports ........................................................................................................... 41 11.2 Standard LiveReports ................................................................................................................................... 41 11.3 LiveReports for ShareNet-IMS Admins........................................................................................................ 41 12. Attachment: Checklist on the creation of a new workspace in ShareNet-IMS .......................................... 42 13. ShareNet-IMS Contacts ................................................................................................................................... 43




1. Introduction

Please be aware that this document does not handle any community-related object types and concepts.

1.1 The ShareNet-IMS Concept of Roles

1.1.1 ShareNet-IMS Standard Roles Content- and Access-Manager (Role Admin): - Creates access groups and assigns them - Responsible for a specific area Content Manager (Role CoAdmin): - Generates directories and structures - Maintains access groups - Designates and supervises Information Providers - Designates other CoAdmins Information Provider (Role Write): - Provides information in ShareNet-IMS Information User (Role Read): - Uses information (read access)

1.2 Hierarchy of the Content and Access Management in ShareNet-IMS

...

...

ShareNet-IMS Admins

Admins of Divisions

CoAdmins or Admins of Subject

Add. Admins or CoAdmins of Sub-Sub Subjects

Information, Conventions, Know How, Requests, Support, .....

Enquiries, Requests, Problems, .....

Add. Admins or CoAdmins of Sub Subjects

Tasks: The ShareNet-IMS Content and Access Management is organized in hierarchical form, just like the storage structure of the data itself. This is to ensure that all ShareNet-IMS Content- and Access-Managers (in the following named Admin) are provided with up-to-date information (new features, new conventions, new procedures, transfer of know-how etc.) and that each Admin has one specific superior Admin he can contact in case of questions, problems and new requirements.

1.2.1 Contact Persons / Local Concept Owners / List of all Admins

In All about ShareNet-IMS, the ShareNet-IMS contains a list with all Top Level Content- and Access Managers of the individual areas: https://sharenet-ims.inside.nokiasiemensnetworks.com/open/330896629 Selecting the business unit allows you to find the respective person responsible for the area.

https://sharenet-ims.inside.nokiasiemensnetworks.com/open/330896629




2. Structure of Data Storage

2.1 The ShareNet-IMS Enterprise Level

ShareNet-IMS Homepage

• In the branch ShareNet-IMS data is stored according to areas (business areas, central units etc.) or subjects.

• The integration of other items on the enterprise level depends on what information they include for the majority of ShareNet-IMS users and how they fit into the organizational chart.

Definition: An Area is a business unit or an application which has a start up folder on the Homepage.

2.2 The Area Level

• Within the areas data should be stored according to topics if possible.

• For internal department documents a branch called e.g. “Department-Specific Information” can be opened.

• Each area is responsible for organizing the internal structure of its data. It must ensure, however, that users are able to find information as easy as possible.

Example of Top Levels of an Area Storage Structure:




2.3 Access to Information

There are three basic possibilities for users to access information in ShareNet-IMS:

• Navigation via Web Browser or usage of Livelink Explorer

• Search

• Direct URL / Shortlink

Navigation: The user navigates along the storage structure down to the desired information via the ShareNet-IMS Homepage. Alternatively the user can use the Livelink Atlas within the Tools menu (Tools-Toggle Livelink Atlas). A frame is included on the left hand side of the ShareNet-IMS GUI (Graphical User Interface). The user can now navigate the same way he would do in a file system. Installation of the Livelink Explorer also allows to navigate in the MS-Windows filesystem. Please note: Read access (see & see contents) must be granted on the entire navigation path!

Search: The user searches for specific keywords and then accesses the desired information directly via the search result. Please note: Every user with read access on the specific item may search for it and will get a result, even though he might not have sufficient permissions to objects of the corresponding navigation path!

Direct URL (Uniform Resource Locator) / Shortlink: The user knows the URL/Shortlink of the object in the ShareNet-IMS (e.g. because he received it with an e-mail) and accesses this information directly via the URL/Shortlink. Please note: Every user with read access to a specific item can access this item via the URL/Shortlink, even though he might not have the sufficient permissions to objects of the corresponding navigation path! Of course, combinations of these three methods are possible as well (e.g. calling a URL to a folder and then navigating further).

2.4 Generating References

2.4.1 The Shortcut Object Type A Shortcut refers to another object in ShareNet-IMS. The Shortcut always points to the latest version of a document the user has access to. For documents with advanced versioning users need at least Reserve permissions to access the minor versions. A Shortcut is an independent ShareNet-IMS object with access rights and attributes. Activating a Shortcut opens the corresponding target object in the browser window. The latest version is always opened for documents the user has access to. Each Shortcut can be found within the “References” tab of the target , it is added automatically. If a Shortcut is deleted, this entry will be removed (or, if the Shortcut is still in the Recycle Bin, the name of the Shortcut will be replaced by the item ID). If the target item is deleted, the Shortcut will generate an error message when activated. Find detailed information on how to create a Shortcut in the Basic Training manual: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/SN_IMSI1

2.4.2 The Generation Object Type A Generation refers to a particular version of an object, regardless of other changes being done on this object. The Generation always points to this version. A generation is therefore only available for the object types Document, Text Document and Compound Document. Apart from this the functions of Generation items are identical with those of Shortcut items. Please be aware that the version with the attached Generation can only be deleted by SysAdmins ([email protected]). Find detailed information on how to create a Generation in the Basic Training manual: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/SN_IMSI1

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/SN_IMSI1


mailto:[email protected]







Shortcut and Generation are suitable for defining views of information. You can provide a specific target group of Information Users with selected information by generating references to the corresponding objects in the ShareNet-IMS storage structure. However, the users must have the respective rights to the target items (not only to the Shortcut or Generation item)!

2.4.3 The URL object “URLs” (Uniform Resource Locators) are objects which refer to specific sources in the Internet or Intranet (hyperlinks). If you click on an URL-object the target object is opened.

In the ShareNet-IMS you can use URLs to refer to information stored in the Internet or Intranet without loading the sources. Using this way you can avoid any redundancy (data occurance more than once).

2.4.4 Short Link Object Type Every item in ShareNet-IMS has it’s unique address (Short Link). You can send this address to e.g. specific information users via e-mail (instead of an attachment) or integrate it on the Intranet or Internet pages as a reference to objects within the ShareNet-IMS. Find detailed information on how to create a Short Link in the Basic Training manual: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/SN_IMSI1 Or here: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/321868477

Please be aware though that not all ShareNet-IMS users have access to the NSN Intranet.

Please be aware of the Validity of Short Links in ShareNet-IMS:

The Short Link contains a unique object ID, therefore the link remains valid, even if the original item is moved within ShareNet-IMS (Move) or a new version is added (Add Version). If there are several versions of a document, the link always refers to the latest standard version and the latest major version. Please do not copy the object to another location and delete the original one, the object ID would change and the Short Link would not be available any longer.

The function Short Links displays different options:

Applicable for documents only.

The Login dialog is opened. The user needs to enter his login name and password. Permissions are now checked (and if sufficient) the user can view the respective object.

The system will link the user immediately to the object. The user is logged in as “Guest”. If the user is already logged in, the login remains.

Please ensure you assign the correct access rights if you mark a Short Link with the comment “as Guest”. Grant read rights (see & see content) to the group NSN Access within the Permission frame. If the Short Link is a reference to a document and the open action has been selected, the document will open in the appropriate application (e.g. MS-Word) after the successful login. If guest login was chosen, the user will not see that the document is stored in ShareNet-IMS because he/she will be logged in automatically as Guest in the background.



https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/321868477




3. Different Types of Information Storage Systems

3.1 Where to store what type of information

With NSN there are different storage systems (ShareNet-IMS, NSN Intranet Server etc.). Therefore it is not always clear to the persons responsible (IT Managers, Content Managers, Information Providers) which type of information is to be stored where. The usage concept introduces the types of storage and distribution systems which are currently most used:

• Intranet,

• ShareNet-IMS

3.2 Criteria of using the Storage and Distribution Systems

• Local: A local storage and distribution system is a service or an application provided by local administration which is accessible only to those users who report to this administration. (Example: network drives of the network in Munich Perlach.)

• Regional: A regional storage and distribution system is available beyond a specific location, but not globally.

• Global: This storage and distribution system is available at all NSN locations worldwide (e.g. the NSN Intranet, in majority shareholder sites as well as plants) or additionally for external companies (e.g. ShareNet-IMS).

3.2.1 Permission Mechanisms For all internal information the rules of information security must be respected. This means that protectable information (information Security level higher than “for internal use”) may not be stored in storage and distribution systems which have only simple authorization mechanism or none.

• None: No rights can be assigned which control access to the items managed by the system for users and/or

user groups. This means that all contents are available to all users. • Simple: Simple (structured) rights can be assigned. Example: For the Intranet the administration can grant

or deny access to a user (or his logins) to the first level below the page. • Complex: Dedicated authorization mechanism can be installed. Example: in ShareNet-IMS people

authorized for this purpose can grant or deny different types of rights for each item (read item, adjust item, change access rights to item) to users and user groups.

3.2.2 Secured Access (to the Contents and Objects) Access protection for the objects managed by storage and distribution systems ranges from “none” (NSN Intranet) to “ID and password”, shared and communicated freely among several people, and all the way to “SecurID-Card” which provides access by this ID and password to only one person.

• Browser Access via Computer in the Intranet: If a person has access to a computer in the NSN Intranet

and can start a browser there, or use the one which is already started, normally this person has access to all information in the NSN Intranet storage and distribution system. A special area (NSN-Intranet Repository) within the ShareNet-IMS is stored in such a way that it is visible with the guest login. This means that access protection for these items corresponds to access without login and password, e.g. access to the NSN Intranet.

• Login and Password: if a person has access to a computer in the administration area as well as the ID and

password for the service/storage/distribution system, this person can access all information released for this login and password. In this way information in the storage system “network drives” is protected. This is the standard access protection for information in the ShareNet-IMS.

• Confidential (Portal Users, Collaborators): For specific groups of people access to information in the

ShareNet-IMS storage and distribution system from the Internet can be protected by the Collaborator Access. You will find the application form here: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/AccessviaInternet

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/AccessviaInternet




3.2.3 Transport (of objects into the system and out of the system) In order to store confidential information in a storage system and reading this information out, a secure transport must be guaranteed. Since the tapping of lines cannot be prevented with absolute certainty – especially in the case of global distribution – it is necessary to encode the information. The larger the code, the more difficult it is to obtain the readable content in case of tapping.

• Uncoded: Items are transported to and from the system without coding.

• 40-Bit Encoding: During the transfer of items to and from the system the information is encoded with a 40-bit code during transport outside the storage system.

• 128-Bit Encoding: During the transfer of items to and from the system, data transport is encoded with a

128-bit code. ShareNet-IMS currently uses 128-bit encoding for the Hypertext Transfer Protocol (=> https), e.g. for normal access via the Web browser. Import and Export are uncoded for reasons which lie within the system itself; therefore they are only offered to a limited group of users. For special procedures, there is an access via S-FTP. See chapter Mass Data Transfer.

3.2.4 Availability of the Storage and Distribution System Depending on the target group a storage and distribution system which is only available in the Intranet may not be sufficient. NSN subsidiaries, External customers and the service staff based in different parts of the world may not have access to this system.

• Throughout the Intranet: The storage and distribution system is available in the Intranet. This means all

NSN units (subsidiaries and plants) having access to the NSN Intranet also have access to ShareNet-IMS.

• Throughout the Extranet/Portal: Subsidiaries with no access to the Intranet still have access to ShareNet-IMS. This requires fixed routing via the network operator. ShareNet-IMS makes use of this possible.

• Throughout the Internet: The storage system can be accessed from the Internet. This is of special interest to service technicians and sales staff who can connect to the Internet via any Internet provider from any point on the earth and gain access to their work documents in the storage and distribution system. You can access ShareNet-IMS throughout the Internet with a Collaborator Access.




3.3 Interplay of ShareNet-IMS and the NSN Intranet (WWW)

The possibility of linking the Intranet with ShareNet-IMS (see Short Link) enables the user to combine these two storage systems. In this regard the Intranet is suitable for that part of information which

• is rarely changed (presentation “frame”) and maintained by a central editorial department • is open to all Intranet users • does not require any document management features (see features of the ShareNet-IMS: Versioning

etc.)

In the ShareNet-IMS documents are stored which

• are supplied by Information Providers distributed all over the world • are updated frequently • use the document management features of the ShareNet-IMS • must be accessible from the Internet or Extranet or require limited access rights • etc. (see utilization concept)

To implement the connection between Intranet and ShareNet-IMS, links to the respective documents or folders in the ShareNet-IMS are placed in suitable positions on the Intranet pages.




4. Attributes

4.1 General Information

For each item additional information is managed. These information fields are called attributes. They enable the user to search for specific data.

In addition to the standard attributes, you can also assign special attributes summarized within the option “Category“.

For all attributes the inheritance concept applies, which means when creating a new object it inherits the attributes of the folder above.

4.2 Definition of new Attributes and Categories

Users who want to set up a new category or new attributes will contact

• the Admin on the next higher level or • the ShareNet-IMS TopLevel Admin.

The global ShareNet-IMS Content- and Access Manager will then discuss the request with the other TopLevel Admin and integrate the new categories or attributes into the ShareNet-IMS.

The following rules must be observed:

• The displayed names of the categories or attributes should be unique throughout the system. • Please consider whether the attributes you want will really be maintained by the Information Providers (->

required attributes?). • Attributes must not be interpreted differently by the various areas. • Attributes which clearly belong only to one special procedure should be used exclusively by this procedure

since they must be deleted together with the latter! 4.3 Naming Conventions for Categories and Attributes

There have been no decisions in terms of naming conventions for categories and attributes. However, the names should be easily understandable in order to avoid misinterpretations. For categories and attributes which obviously belong to only one procedure, the database names should contain a clear reference to this procedure (the database names of the attributes are only required for importing data into ShareNet-IMS). If necessary, the applicant, the responsible TopLevel Admins and the ShareNet-IMS Content- and Access Management will all agree on the names of the requested categories and attributes.




4.4 Inheritance of Attributes

Selecting Functions menu of a folder and then the function Properties - Edit Attribute Values opens the item’s attribute form.

From there you reach another window which enables you to apply individual attributes or the entire set of attributes to the subitems subsequently.

Choose if same or all.

If you choose if same, the new attribute value (New Value) will only be applied to those subitems which before had the indicated old attribute value (Base Value). If you choose All, the selected New Value will be applied to all subitems, regardless of the Base Value.




5. The ShareNet-IMS Concept of Groups

5.1 General Information on Users and Groups

A user requests an account for the ShareNet-IMS. He opens the registration form on the ShareNet-IMS Login page, enters his details and submits it. The account will be created automatically and the user will be informed about his username and password via e-mail. 5.2 Basegroups

When a user account is created, the user is assigned a specific group (Basegroup). This group corresponds to the user’s organizational unit. The entire organizational structure within ShareNet-IMS is set up in form of groups. Basegroups are always created and maintained by the ShareNet-IMS 2nd Tier Support. If a Content- and Access Manager notices that group members have been assigned to the wrong basegroup, or that people who have changed departments or company have not yet been removed from the organizational groups of their old departments, they must submit this information to the ShareNet-IMS 2nd Tier Support. The Support will perform these changes accordingly. The ShareNet-IMS is also linked to the MD (Meta Directory-Information coming from P23). With this connection specific user data (name and e-mail address) is adapted every weekend. Thus, the user does not have to do anything when he changes, e.g. the department, or his e-mail. Content- and Access Managers can use basegroups in order to grant access rights to a specific location for the whole department, using the basegroup. Usually however, the Basegroups are not included directly in the ACL (Access Control List) of the object, but in an Area Group which is assigned on the object. 5.3 Area Groups

In order to set up access rights for the individual ShareNet-IMS objects, additional thematic groups (Area Groups) are created. These structures, e.g. the groups and their users, are not generated. Instead they are created either by the responsible Admin or by the ShareNet-IMS 2nd Tier Support if asked for. For these groups special naming conventions exist, which must be adhered to.

Convention for Group Naming (Area Groups) in the ShareNet-IMS

Convention: A-[company] [area] [role] [item ID for the content]

[company]:= NSN | external company [area] := IMS (only for system purposes)| COO | CMO | CEF | CFO |... [role] := CoAdmin | Admin | Write | Read | WFlow | Role [item ID for the content] := meaningful descriptive term indicating content of folder. Underscores and double spaces should be avoided.

Explanation:

CoAdmin = Content- and Accessmanager, no right to change permission though Admin = Administrator - overall responsible for an area, may change permission sets Write = Information Provider Read = Information User WF/ WFlow = Workflow Role = no role or multi role Version = Information User who needs access to minor document versions, not only major

ones (role is in use with approval workflow for documents)

Examples: A-NSN COO Admin CC BMM - Network Integration A-NSN CDO CoAdmin IT Access Competition A-NSN CMO Read Regions C=AT Projects VAR

The name is preceded by the string 'A-' in order to differentiate clearly between ShareNet-IMS thematical groups (Area Groups) and basegroups. This is important, especially because groups are synchronized with the Meta Directory (MD) and ShareNet-IMS-internal tools. When creating new groups please note that the following rules must be ahered to:

A-NSN XX at the beginning of the group name has to be written in capital letters The spelling of the role in the group name should not differ from the syntax quoted in the explanation

above.




5.4 How to create Groups

5.4.1 Privileges A user who wants to create new groups in the ShareNet-IMS needs the privilege Can create/modify groups. This privilege allows him to set up, modify or delete groups which he originally created. He cannot modify groups he has not created or which have a different leader (privilege User administration rights is required). The ShareNet-IMS 2nd Tier Support may assign the privilege Can create/modify groups after the user has participated in the Admin workshop and the responsible Top Level Admin of the area has given his ok (and only then). Once the Top Level Admin has agreed on the request, a new Admin group (e.g. A-NSN COO Admin CC …) with the requestor as a member will be created and assigned with Edit Permission right on the area the new Admin is now responsible for. Ideally all Admins should also have the privilege to create their own area groups. Booking information for the Admin workshop: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/91505141).

5.4.2 Creating Groups

There are two options to get to the Users & Groups frame: Either via the Enterprise pull-down menu or the direct link to the frame. Both can be found in the ShareNet-IMS header. The link for your Favorites is: Hhttps://sharenet-ims.inside.nokiasiemensnetworks.com/livelink/livelink?func=user.listusersH

From the „Add Item“ menu you can now select „Group“.

Enter the group name (remember naming convention!) and press the Submit button.

Adding users to the newly created group

1. Search for user, group, e-mail, etc. and press the Find button.

2. Select the respective users, groups.

3. Press the Submit button. The user, group is now added to the group.

https://sharenet-ims.nokiasiemensnetworks.com/Open/91505141




5.4.2.1 Adding users from other groups You may also include other users from other groups to your group (only makes sense if it concerns more than one person from this group, e.g. a department).

Select the group first, here COO CC CIC Program Management basegroup. Click the Find button. Once the group is displayed click on the group name.

Now all members of this group are displayed. Select the ones you need and press the Submit button.

Please be conscientious about creating groups and including users or groups in these groups. Needless or complicated nested groups have an overall effect on the performance of the entire system!

5.4.3 Defining the Group Leader One member (preferbly a group, but it could also be a user) of a group can be a designated Group Leader. This person or group may then edit the respective group. The person or group is marked by a flag at the beginning of the line.

• The Group Leader can add and/or remove people or groups from the group even if he does not have the can create/modify groups privilege.

• The Group Leader can change the name of the group. • The Group Leader can delete the group. • Only one user or one group can be the designated Group Leader. The Group Leader can pass the

leadership to another group member or group. In both cases the former leader will lose the leading rights of the group, unless the user is member of the group he/she assigns the leadership to.

• No Group Leader is defined when the group is created. It needs to be set by the person creating the group. This means that the group can only be modified by the group creator, the administrator or a person with the user administration rights privilege.

Select the user or group in the left frame and choose Set as Group Leader. The group will get the red flag next to it.




5.4.4 Including Users and Groups to Existing Groups If you are the creator or leader of a group you can assign access rights to an object or an entire object tree to other people or groups by adding them in the group which has the access right to the respective object or object tree.

Go to Users & Groups and search for the group to be maintained.

Select Edit for this group.

Add the necessary group or user and finish off with Submit.

Search for the user or group.

Please note that access rights are always assigned in form of groups. Assignment or granting access to an object for individual users is no longer possible (since ShareNet-IMS Version 4).

Assigning access rights by area-group

Assigning access rights by Basegroup

Assigning new rights for a tree

-> The group is created. -> The user is added to the group. -> The group is added to the permissions scheme of the folder. -> Apply to subitems one time for the group

-> The Basegroup is included

-> Apply to Sub-Items for each Basegroup -> great disadvantage in terms of performance!

Deleting rights ->Remove user from the group.

-> Delete all Basegroups no longer needed -> Apply to Sub-Items for each Basegroup -> great disadvantage in terms of performance! Delete rights for a single user is not possible.

Setting rights -> The user is included in the group.

-> The Basegroup is included -> Apply to Sub-Items for each Basegroup -> great disadvantage in terms of performance!

Overview -> If the role concept is observed, the rights can be seen clearly (can be read implicitly from the group name).

-> No coherent concept of rights (permissions must be examined explicitly) Usually in itself interlocked basegroups are repeatedly added, as a result performance problems may occur due to multiple and unnecessary permission verification.




5.5 Additional Functions

Click here to get the search frame.

Here the group name can be changed.

Deletes the whole group, if chosen, please ensure the group has been removed from the permissions of the objects.

Choose once you are finished with the maintenance.

Shows modifications of users and groups together with the person who modified. Only a specific number of entries is displayed; call more remote time periods with the Show Next button.

Would only apply to newly created users who are added to a basegroup and this basegroup has a Notification set.

View the notification default settings here. These are the “original” settings, the user himself may have changed these, e.g. report names are changed, etc.




6. General Information on Permissions

6.1 The Access Control List (ACL) of the ShareNet-IMS Objects

By default objects in the ShareNet-IMS Enterprise Workspace have at least two ACL entries: • Owner

The creator of the item. Can be changed with the function Change Owner. • NSN Access

Object is released for all NSN Employees, External Partners with Intranet Access and the GUEST user (user without a ShareNet-IMS account). The NSN Access may be removed by an Admin, however, only a SysAdmin can add the group again to the object.

Edit Permissions of Sub-Items. Change Permissions all at once, rather than doing it one by one.

Owner

Change the Ownership of a folder here. Only users with Edit Permission rights may change the owner (Admin).

NSN Access Add other ACL entries (Grant Access).

Assigned Access rights for the object.

With the button Grant Access in the permissions form, other groups can be added to the access control list.

Projects have a slightly different permissions form:

• Coordinators

Corresponds to the Content and Access Manager in the ShareNet-IMS concept of roles • Members

Corresponds to the Information Provider (Write) in the ShareNet-IMS concept of roles • Guests

Corresponds to the Information User (Read) in the ShareNet-IMS concept of roles




6.2 Permissions of the Items in the ACL

6.2.1 Simple Permissions Mailing Lists, Channels, Discussion Lists and Task Lists have only simple rights (None, Read, Write, Administer). Items created below these (News Items, Tasks, Attachments, ...) have no rights to themselves. The permissions of the parent object apply.

6.2.2 Standard Permissions All other items (Document, Folder, Text Document, Compound Document, Workflow, URL, Shortcut, Generation) have a more comprehensive ACL:

Below you will find explanations of the individual rights:

Right Explanation See Members of the group can see (but not edit) the object in the Browse view. See Contents Members of the group can see the content of the object (the content of a folder or

of a document = Open). Modify Members of the group can change the name and description of the object. Edit Attributes Members of the group can edit the attributes of the object. Add Items Members of the group can add objects to this object (only for Folders and

Compound Documents). Delete Versions Members of the group can delete versions of the object. Delete Members of the group can delete the object. Reserve Members of the group may reserve the object exclusively in order to work on it.

Unreserve it again in order to add new versions or just release it. During the reservation other users may read, but not amend the object.

Edit Permissions Members of this group may work in the ACL of the object, assign or remove access rights.




6.3 Inheritance of Access Rights

• When an object is generated, it inherits the access rights of its “parent” object, e.g. of the higher-level object. • The only exception is the entry Owner. Here the Owner himself (the person generating the item (e.g. a

document in a folder)) is listed in the ACL. • Since permissions are inherited by all subfolders, the user must take great care in setting these permissions

on the higher levels. It should also be taken into account that the Owner rights assigned on the folder level are inherited by a creator of objects in this folder (or on a lower level in the hierarchy).

6.4 Permissions of the Objects with Copy/Move

Copy: The copied item inherits the rights from the “parent” object (folder/container) of the target location (default), however, when performing the copy action also destination permissions can be chosen (except copying between workspaces (Enterprise, Personal, Projects).

Move: The permissions depend on the source and target locations, again here the move operation can be carried out with the choice of original permission set or destination set.

Moving an object (default)

From To Folder in Enterprise

Workspace Folder in Personal Workspace

Project

Folder in Enterprise Workspace

The old permissions of the item are maintained after moving.

The permissions of the item are overwritten by those of the target “parent” item.


Folder in Personal Workspace


The old permissions of the item are maintained after moving.


Project The permissions of the item are overwritten by those of the target “parent” item.


Within the project: The permissions of the item are maintained. Between different projects: The permissions of the item are overwritten by those of the target “parent” item.




6.5 Change Owner

With the function Change Owner you can change the Owner of an object. The function can be called from the Functions menu – Permissions if you have the Edit Permissions right (Admin) for the object. To execute the function for entire structures you need the Edit Permissions (Admin) right for all subitems as well. If you do not have the right for some subitems the ACL will not be changed for these items.

In order to change the owner, select the Functions menu of the object and Permissions.

Change Owner

6.5.1 Options of the Change Owner Function The operation is

carried out for the one object only.

This function is executed for the entire subtree. All items belonging to the user selected as Old Owner will pass to the New Owner.

This function is executed for the entire subtree. All items will pass to the New Owner, independently of their Old Owner.

Select any other old Owner via the Select Old Owner button.

Select the new Owner via the Select New Owner button.




6.6 Apply to Subitems

When you set Permissions for an item, it only has an effect on the item itself and on items created as "child objects" (->inheritance) at some later stage. If you change the access rights on a folder or compound document, it has NO direct effect on items already located in this container item (e.g. folder) (except for the ability to navigate, for example). If, however, you want to assign the modified rights to subitems subsequently, there are two versions of the function Apply to Sub-Items available to you.

Both functions have a great impact on the performance, therefore kindly consider the number of items you wish to apply the function to. In case of large number of items you should carry out the function only when there is little load on the system (e.g. 7 a.m. or after 7 p.m. CET).

With Edit Permissions of Sub-Items you can copy an entire ACL to all sub items of the container. Please be aware that all access rights which were set previously for all sub items in the container can be overwritten here. See also chapter 6.6.3

Select an option here: - This Item, applies to the one object only. - Sub-Items, applies to the sub items, but not

to the object started from. - This Item & Sub-Items, applies the permissions to this and all sub items.




6.6.1 Apply to Subitems for a Selected ACL Entry

Access rights for the write

Click on an ACL entry to view the corresponding permissions.

Select the option where the permissions should be applied to, here the sub items only, since the group is already permitted on this folder. If all objects below should have this group permitted, this option should be chosen.

Mark all boxes for the Sub-Item Options, or the ones you wish to have the group permitted on.

Update: Start the operation Remove: Remove the group from the Permissions Reset:: Undo any changes

Once the Update button has been selected a separate window opens which shows the result of the operation. It also shows if an item was skipped (only if Sub-Item Options have not been marked) and the Status. Confirm with Ok to close the window. Please do not close the window while the system is still updating, otherwise the update will not be performed!

- If a subitem already has this group entry but has other permissions, the permissions will be adapted

according to your settings. - If a subitem does not have this entry yet, it will be added to the ACL with the permissions set by you.

6.6.2 Remove Permissions from Subitems Clicking the Remove button in the window displayed above, you can remove the indicated group from ACL, thus preventing access.

Please note that the system does not warn you if you remove your own access rights in this process. If this is the case the rights can be assigned again by Systemadmins ([email protected]).

Again, here a separate window opens which shows the result of the operation. Do not close this window, otherwise the update will not be performed.





6.6.3 Edit Permissions of Subitems

Edit Permissions of Sub-Items: Here the system allows you to change the access rights for more than one group at the same time. Only access rights for the subitems are edited, e.g. for the objects within the container, but not the container itself.

Adjustment of Owner rights: Select the standard owner rights (Write) and choose Replace. Different Owners will be kept but all of them get the correct combination of access rights.

None: No changes will be made for the respective group. Add: The group should be added with the access rights defined here. If the group already exists in an ACL the permissions will NOT be changed. Replace: Apply or Remove the rights for a group (usually used for owner and NSN Access only). Add & Replace: The group will be copied down with the permission set to all sub items (objects). Remove Group: Removes the group from all sub items.

The option Add and Remove is not available for the owner and the NSN Access, these are specified by the system are can neither be added nor removed.

Like Grant Access also Edit Sub-Items Permissions allows you to include different Sub-Items.

This option removes all groups on the sub item level, except the ones you have marked with Add & Replace! Be aware also that your own Admin group has the correct permission action set, otherwise you may loose your own access rights.

Mark the box if the current owner should be owner of all sub items as well.

Finish off with Update. A separate window with the update process will be displayed. Please do not close this window.




6.7 Assigning the Permissions to the Roles

6.7.1 Owner The owner is assigned the rights of an Information Provider (Write). He may not be assigned the right Edit Permissions since the owner may change to people unknown to you in the depths of the structure and all owners will then have the Edit Permissions right

6.7.2 NSN Access Setting the NSN Access in the ACL allows you to release the object for all NSN employees, as well as the GUEST Login (user without a ShareNet-IMS account, but Intranet Access) and the External Partner with Intranet Access. For this group, you should assign no more than Information User Rights (See and See Contents).

Please contact the IT-Support 2nd Tier ([email protected]) if the NSN Access is not available within the Permissions frame.

6.7.3 Content- and Access Manager (Admin)

Creating new Areas with Permission Concept The Admin accepts requests on an ShareNet-IMS storage area, discusses implementation possibilities in ShareNet-IMS with the requester and finally sets up the area with the corresponding permission concept. For this purpose, he needs all rights (especially the Edit Permissions right) as well as the Can create/modify Groups privilege. In accordance with the permission concept, the Admin creates the required Write- and Read-groups and assigns them to the folders with the rights corresponding to the roles (see below).

Designating Content-and Access Manager (CoAdmin) He designates the CoAdmin of the new area as group leader of the CoAdmin group. These people are group leaders but do not have the Edit Permissions right. They will receive their necessary rights to the objects indirectly via the Write- or Read-group, respectively.

Designating Admins (with full Permissions) If the Content- and Access Managers responsible for the new area should have to install permission concepts themselves, the permission CoAdmin is not sufficient. They will then also need Edit Permission rights for their area as well as the Can create/modify Groups privilege. In this case the superordinate Admin installs a new Admin group with Edit Permission rights for the new area. Since, however, the superordinate Admin is to maintain the Admin rights in the new area, the superordinate Admin group will be included in the new Admin group (-> hierarchy of the Content- and Access Managers). Please note: An Admin cannot pass on the Can create/modify groups privilege to somebody else (to do this, he would need the right to edit the user data of the new Admins). Therefore, he must request this privilege for the new Admins from his Top Level Admin or the ShareNet-IMS 2nd Tier Support. The privilege will only be granted after the user has successfully participated in the Admin workshop.

Designating Information Provider and Information User A Content- and Access Manager designates Information Provider and Information Users by including them in read- and write groups.

Creating Projects The possibility of creating projects has been limited by the administrator. Only those people who have been enabled to do this may create projects. Contact the ShareNet-IMS 2nd Tier Support in order to receive the right to create projects.

6.7.4 Content- and Access Manager (CoAdmin) A Content-and Access Manager is a member of a read- and write group. He can create substructures in his area. Other than the rest of the Information Provider, however, he is the leader of the read- and write group. This means that he can include other users to the read- and write group and thus enable read and write access to the storage structure for them.





6.7.5 Information Provider (Write) An Information Provider is a member of a write group and has all rights except the Edit Permission right.

The Information Provider has the Add Items right, but the ShareNet-IMS Administration (ShareNet-IMS operation) has limited this right to specific items types only. Currently the creation of LiveReports, Knowledge Base, Projects, Classification and Categories is not possible with Write rights.

6.7.6 Information User (Read) An Information User is a member of a read group and has See and See Contents rights.

6.8 Overview of Rights and Privileges

Right/privilege Owner NSN Access Read1 Write2 CoAdmin Admin

Rights See x x x x x x See Contents x x x x x x Modify x - - x x x Edit Attributes x - - x x x Add Items x - - x x x Reserve x - - x x x Delete Versions x - - x x x Delete x - - x x x Edit Permissions - - - - - X Privileges Can create/modify Users - - - - - -

Can create/modify Groups - - - - - x

User Administrator Access - - - - - -

1 Former Information User (IU) 2 Former Information Provider (IP)




7. Interplay of Storage Structure and Permissions

7.1 The ShareNet-IMS Group Hierarchy

In this context levels are levels of permission. When a folder has a subfolder which is supposed to have the same permission structure as it’s “parent” folder, no additional measures (such as creating and assigning groups etc.) are necessary. The folder inherits the permission structure from it’s “parent” folder. The steps described here for the folder and the different role group(s) must be performed only if the subfolder has different permission structures in terms of CoAdmin, Read and/or Write than the parent folder.

7.1.1 The ShareNet-IMS Admin-Group Structure When you create a new level (existing level here X+1 for the new sub-level) with new responsibilities in Content- and Access Management you have to:

a) Create a new (Co) Admin group or ask for it to be created. b) Include the (Co) Admin group of level X in the new (Co) Admin group. c) Set the (Co) Admin group of level X as the group leader in the newly created (Co) Admin group. d) If the newly created group is an Admin group assign it to the new folder with the correct permission set

(including Edit Permission right). Only then remove the old Admin group of level X (inherited) from the ACL of the new folder.

Performing step d) ensures the Admin of level X still has Admin rights on all other levels within his area of responsibility.




7.1.2 The ShareNet-IMS Read-Group Structure When you create a new level (existing level here X+1 for the new sub-level) with a new circle of people with read access rights you have to:

a) Create a new read group or ask for it to be created. b) Include the (Co) Admin group of level X +1 and set it as the group leader. c) Include the newly created read group in the read group of level X if the members of the newly created

group do not have access to level X. d) Assign the new read group to the new folder with the correct permission set (see and see contents). e) Now remove the old read group of level X (inherited) from the ACL of the new folder.

Performing step c) ensures the members of the new group for level X +1 can navigate (read) through the entire ShareNet-IMS storage structure from the Enterprise level down to the new folder.

7.1.3 The ShareNet-IMS Write-Group Structure When you create a new level (existing level here X+1 for the new sub-level) with a new circle of people with write access rights you have to:

a) Create a new write group or ask for it to be created. b) Include the (Co) Admin group of level X +1 and set it as the group leader. c) Include the newly created write group in the read group of level X if the members of the newly created

group do not have access to level X. d) Assign the new write group to the new folder with the correct permission set (Everything except Edit

Permission right). e) Now remove the old write group of level X (inherited) from the ACL of the new folder.

Performing step c) ensures the members of the new group for level X +1 can navigate (read) through the entire ShareNet-IMS storage structure from the Enterprise level down to the new folder where he is then allowed to create new objects (via the write group).

7.2 Group Leaders of the Groups Admin, CoAdmin, Write and Read

Group Leaders of the groups Admin or CoAdmin on level X+1 (existing level here X+1 for the new sub-level) Possibility no. 1: The group leader is the Content- and Access Manager on the sub-level. Consequence: The Content- and Access Manager on the sub-level can designate his representatives himself

or pass the leadership to a representative or successor, which will cause him to lose his own leadership. However, he can also remove the Admin/CoAdmin of level X from his group.

Possibility no. 2: The group leader is the Content- and Access Manager group from level X. Consequence: The Content- and Access Manager on the sub-level as well as his representatives are

included in the Admin/CoAdmin-group by the greater Admin/CoAdmin. Management effort is greater for the Admin/CoAdmin of level X, but he maintains the supervision over the Admins/CoAdmins on the level below. The Content or Access Manager of the sub-level cannot remove the Admin/CoAdmin of level X from his group.

Group Leader of the Read- and Write Group on the sub-level The group leader of the read- and write group on the sub-level is the Admin/CoAdmin group of the sub-level; according to the concept of roles members of this group decide who should view (read) or provide (write) the information.




7.3 Examples on how to privide information to different target groups (reading)

Example: Managing specifications for a system Problem: You have a large number of specifications for a system and want to store them in ShareNet-IMS.

There are two user groups for these documents: • All development engineers who are allowed to see all specifications. • Members of the sales staff who may only read specifications of the status “reviewed and

released”.

Solution 1: The most obvious solution:

• You create a “Specifications” directory where you store all documents. • You create two Read-groups: one for the developers and one for the sales staff. • You assign the authorized read groups to each document individually.

Assessment: This solution is not to be recommended since it does not correspond to the ShareNet-IMS concept. You lose track of who is allowed to read which document. Permissions need to be checked each time a new document is included (inheritance, both groups have read access!). This is not in accordance with the ShareNet-IMS concept of roles, the person providing the document does not have the Edit Permission right to check and change the Permissions. He needs to contact the Admin who will then set the permissions. This will take a substantial amount of time. Solution 2: Thematic structuring of the data

• You create two directories: One for the reviewed and released specifications and one for the documents with the status “in review”.

• You create two Read-groups: One for the developers and one for the sales staff: e.g.: A-NSN XY Read Product AB Specs in Review A-NSN XY Read Product AB Specs Released Development and sales are both assigned read access to the “released Specs“folder, whereas only the developers are assigned read access to the “in review“ folder.

Assessment: This might be a good solution, the person providing the document stores it in the correct folder. The document inherits the rights from the folder thus it is automatically released to the correct circle of users. In this case the development engineer knows where to look in order to find the respective document. Solution 3: Solution 2 is extended with Role Groups: Support of release Processes

• Developers and sales staff members are not included in a read group but in separate role

groups; for instance: A-NSN XY Role Product AB Developers, A-NSN XY Role Product AB Sales

• Create the folder (for released Specs)

Product AB Specs V1.0 with a new read group: A-NSN XY Read Product AB Specs V1.0 and include both role groups

• You create the folder (for Specs in review) Product AB Specs V1.1 with the read group: A-NSN XY Read Product AB Specs V1.1 and include the Developer role group

Assessment: This is a very good solution. It requires a little more effort to set up. But it offers maximum flexibility.




Advantages:

• The group A-NSN XY Role product AB Developers can be used to grant developers read access to the specs V1.0 (developers are included in the read group of the corresponding folder) and write access to the specs V1.1 (developers are included in the write group of the corresponding folder).

• Minimum effort for release of V1.1:

• Setup of the folder V1.2 corresponds to the procedure for V1.1

• Removal of the developer group from the write group and inclution in the read group of the folder for V1.1 (set “read only“)

• The sales group is included in the read group of the folder V1.1 (thus, the specs are released.)

A well thought-out structure and permissions concept can simplify release processes.

Solution 4: Data structuring according to the target group: Creation of views

• You create two directories: One for the developers: Product AB specs for Developers with the read group A-NSN XY Read Product AB Specs for Developers (contains the Role developer group) and One for the sales staff: Product AB specs for sales with the read group A-NSN XY Read Product AB Specs for Sales (contains the Role developer group and the Role sales group)

• Documents for the sales staff are stored in the sales folder. The developer folder contains those documents which are exclusively for the developers. In addition, Shortcuts to the corresponding sales folder are stored so that the development engineers have the entire set of documents in their folder, but these documents are stored only once (no redundancies).

Assessment: In this case solution 3 is recommended (-> release of new versions). The developer knows where to look for what documents, e.g. the Shortcuts are not necessary. There are other cases, however, where this is not clear since the information is distributed within different folders. In these cases Shortcuts may create views for specific target groups.

Conclusion: It is essential to consider your demands for the time being and the near future (in the example: Version 1.2 will definitely come…) before you create the structure in ShareNet-IMS. A little extra effort in the beginning can save a lot of time later on.




8. How to use the Presentation and Communication Features of the ShareNet-IMS

8.1 Overview

Menu News Player

1st Banner 2nd Banner

Featured Items and featured sub-items presentation

Folder

Document

Discussion

Knowledge Folder

Project

List Presentation

Workflow

Task List

8.2 Communication Features

8.2.1 Task Lists A ShareNet-IMS Task List helps you to easily manage individual and commonly assigned tasks and keep track of the details. A Task List consists of specific tasks and subtasks and can be created on any ShareNet-IMS level. Task Lists greatly simplify work, especially in connection with a project. They will keep all participants informed of the status, milestones reached, delays for agreed deadlines and any problems encountered.

Task Lists are usually used within projects, which can be represented in the ShareNet-IMS both as “Project” object/item and as a folder. The Admin/CoAdmin of the folder or object creates the Task Lists, the Project Manager is responsible for content and maintenance.




8.2.2 Mailing Lists In a Mailing List you can manage any number of users and user groups from the ShareNet-IMS and provide them with information by e-mail.

Mailing Lists are used to distribute information about specific subjects. They are created by the responsible CoAdmin/Admin or can be created by any person with write access in the relevant storage area.

8.2.3 Discussions A Discussion offers a forum to easily communicate. You can generate Discussions in any ShareNet-IMS location, but they are especially useful in connection with projects. By using Discussions, team members can “meet” every day without leaving their workplace. Project guests can view all topics and replies. Project coordinators and members can send topics and replies to them. Discussions offer team members a forum for brainstorming and troubleshooting. When the course of the project takes an unexpected turn, the coordinator only needs to publish a discussion topic to inform all team members of this change. Members can announce successes and milestones in the course of a project. In case of setbacks or delays members can open discussions about how to best proceed. Discussions are communication areas for specific subjects. They are created by the responsible Co/Admin or anybody with write access in that area. Discussions can only be deleted with Admin rights. Discussions can also be eLink enabled.

8.2.4 Channels/ News With a Channel you can provide information to other ShareNet-IMS users. The concept is similar to that of radio channels and cable TV. You can subscribe to each Channel that is listed on your News page (e.g. each Channel to which you have read access). All users with write access to a Channel can write News articles and publish them in the Channel. If you have administration rights for a Channel you can also remove or modify News items. Channels/News are collections of information in a specific topic. They are created by the responsible Co/Admin. He is also the person to delete it again if it is no longer needed.

8.3 Presentation Possibilities

8.3.1 News Players and Tickers You can store the current News headers of a Channel in a News Player or a movable News Ticker whithin a location of your choice (e.g. in a workspace, folder or project).

8.3.2 Custom View This feature allows you to integrate an entire HTML page into your presentation. If you use the object type Custom View, the “Featured” and “List” display of your items below the HTML page is maintained (unless the items are set as “hidden“). Users must be added to a specific group in order to create Custom View. Please contact the ShareNet-IMS 2nd Tier Support ([email protected].

8.3.3 Including Graphics Below Properties -> Presentation of a folder you have the option to include two graphics in your presentation (1st and 2nd banner), which also can be connected with links. Please ensure pictures are not too large (-> loading time) when including graphics.

8.3.4 Featured, List and Hidden Representation On the Properties -> Configure page of your folder you can choose between “List“ and “Featured“ for each item or switch it to “Hidden“. Featured, List and Order-Numbers enable you to structure your presentation. Use Hidden to conceal individual items, such as graphics, from a user. Using the Functions button allows you to access the above functions. The Short Links and the Search functions also work with “hidden” objects. You may also use the order-numbers to structure your presentation.





9. Projects 9.1 Project Overview

Projects are storage sites for documents with the following properties:

• A simple role concept (Guest, Member, Coordinator) • Projects can be reached via the navigation within the Enterprise Workspace, as well as by directly accessing

them by the Project Workspace. • Projects are intended for a limited number of users (Closed User Group). • Projects are supposed to exist for only a limited period of time. • Projects can only be created by specific people (Users need to be member of a specific group).

9.2 Project or Folder? A project should be used if the data to be stored has the conditions listed above.

A project has a role concept which is automatically initialized during project creation (Coordinator, Member, Guest corresponding to Admin, Information Provider (Write), Information User (Read) within a folder structure. This is of use especially if the Admin or project coordinator knows little or nothing of the ShareNet-IMS role concept and it’s conventions. The availability via the Project Workspace makes it easy for project members to find the project. This is an advantage, especially if the project is located on a deep level within the Enterprise Workspace. By clicking on Personal and then on Project within the ShareNet-IMS menu bar users will only see projects they are members of guests of.

9.3 Public Areas in Projects Generally speaking projects are intended for a Closed User Group. Therefore you should not include large groups (e.g. NSN COO or NSN) in the participants list of your project. Kindly remove the groups if you do find them.

There are two reasons for this: 1.) The security of information (should all people in the group, e.g. NSN (all NSN employees) really be allowed to read your entire project information?) 2.) For the users concerned it is a nuisance to find a large number of projects in their Project Workspace they have nothing to do with. This only makes it more difficult for users to find their central projects.

However, you can publish individual subfolders in a project. In this case you have to set the permissions of the folder accordingly. If users are to find the released information other than via a Shortlink you have to set a link to this project information in a Public area (e.g. Shortcut from the ShareNet-IMS or a link from a different WWW server).

Find detailed information on how to set up a project in the Basic Manual for ShareNet-IMS:






10. Mass Data Transfer

10.1 Secure File Transfer Protocol (SFTP)

Information can be maintained in ShareNet-IMS or pulled from ShareNet-IMS via a relevant command line-program (free of cost license fee SecureFTPclient of Glub) and a script. Deleting files with “SecureFTP” is not possible. Attributes (like author, keywords, description etc.) are not planned in the FTP-protocol, and are therefore adapted from “parent”- objects within ShareNet-IMS. Sometimes they have to be adapted manually.

The SecureFTP-access to ShareNet-IMS allows only a relatively slight capacity regarding parallel connections and therefore supports only tools for procedures, for which a transposition to other interfaces (usually ShareNet-IMS Import/Export) either means unacceptable performance losses or high expenses!

It can not be guaranteed that other FTP-clients/applications than the recommended command line-program support this encoded access since the “SecureFTP” is not a real standard.

Find more information under:

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/FTP

10.2 IMS Import

The import function described in the following is mainly used for importing mass data in ShareNet-IMS.

10.2.1 Overview of the Procedure • A special transfer drive (TAS) available via NT or UNIX supplies the data to be imported. • One (or more) control files in the XML format (“xmlinterlinks.xml“) define which data is to be imported wheree

to and in what way. • An import is either started manually or automatically at a defined time each day/week.

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/FTP










10.2.2 Feature Overview ShareNet-IMS Import Feature Description Import of entire folder structures 1:1

Beginning with a specific starting directory all directories and files below it are transferred to a desired location in ShareNet-IMS.

Import of items with control procedures

Since the import is using a control file with a XML format, data can be processed from any type of procedure and imported in ShareNet-IMS with the necessary meta data.

Import of different ShareNet-IMS object/item types

Possible types of objects/items: Shortcut, Compound Document, Document, Folder, URL, Project, WorkFlow Maps, Discussion, News.

Creation of folder structures

Either by the import of an (empty) directory structure or by an explicit creation of container items (Folder or Compound Document)

Assignment of meta data

For each item or structure meta data (e.g. title, owner, version number) can be stored.

Assignment of Categories and Attribute Values

For each item or structure categories and attribute values (e.g. keywords, validity IS classification etc.) can be stored.

Assignment of access rights

For each item access rights can be set (as in the “Edit Permissions“ form).

Editing existing items

Items of the types Compound Document, Document or Folder, for instance, can be edited without being replaced by other items or new versions of the items. Using this way attributes, access rights, etc. can be changed.

Creating the XML file and performing the import is not an easy task and will not be discussed in detail here. If you need the ShareNet-IMS import function or would like to have data imported into ShareNet-IMS, please contact the Admin of your area. For more information about Import/Export please see: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ImpExp

10.3 ShareNet-IMS Export

ShareNet-IMS export allows you to export a user-defined amount of objects, especially documents, from the ShareNet-IMS repository to a file system on which the ShareNet-IMS export is running. Depending on the software type the exported files can then be encoded, compressed and burned onto a CD-ROM. In this definition “Export” does not include the functionalities of encoding, compressing and CD-ROM burning. Kindly contact the Admin of your area if you do need the ShareNet-IMS Export function or want to have data exported from the ShareNet-IMS. For more information about Import/Export please see: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ImpExp

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ImpExp

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ImpExp




10.4 ZIP Composer

The Zip Composer is used to combine different files in a zip file similar to a shopping cart. It is suitable especially for large amounts of data (several files) and for slow or weak connections (-> Regional Companies).

Depending on the size of the files to be packed it might take some time. Once the zip file is created you will be informed via e-Mail. In addition to the zip file a setting file will be created and stored in the Personal Workspace. The setting file enables you to call the zip request again.

The zip file should be deleted after the download, however, it will be deleted automatically after 7 days; the settings file will not be deleted though.

Deatailed information can be found here :

Scheduled Download: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ScheduledDownload

Zip Composer: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ZipComposer

or within the Basic Manual: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/SN_IMSI1

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ScheduledDownload

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/ZipComposer





10.5 Livelink Explorer

The Livelink (LL) Explorer allows you to integrate ShareNet-IMS into standard Windows applications. It makes working with documents in connection with ShareNet-IMS easier and enables quick navigation. It’s most important features are:

• Integrating Livelink (ShareNet-IMS) into the Windows Explorer • Integrating Livelink (ShareNet-IMS) into Microsoft Word, Excel and PowerPoint • Exporting and synchronizing functions for working offline on mobile appliances (e.g. Notebooks)

The LL Explorer is not meant to replace the ShareNet-IMS web interface! Certain tasks are quicker and easier using the LL Explorer, and others are easier with the ShareNet-IMS web interface.

10.5.1 Explorer Integration

• Displays ShareNet-IMS structures as file hierarchies in the Windows Explorer • Full permissions-based access to entire contents • Supports drag&drop

Copy or move files and folders within ShareNet-IMS or between ShareNet-IMS and local drives, you may only copy information out of ShareNet-IMS though

• Automatic user login when starting Computer • All functions can be called via the context menu by clicking the right mouse key

Possibility to Edit and Finish Edit (reserve and release, several documents simultaneously • Upload triggers all settings (attributes, permissions) automatically • “Explore from here” function within the Functions menu in ShareNet-IMS web interface allows quick

access to Livelink Explorer • High level of security thanks to SSL via HTTPS Encryption

10.5.2 Office Integration You can use LL Explorer to save a new Word-, Excel- or PowerPoint document directly to ShareNet-IMS, thus it is no longer necessary to first store it to a local drive and later upload it to ShareNet-IMS. If you want to change something you no longer first need to download the document in question, make changes to it locally, and then upload it again. Instead just open it directly in ShareNet-IMS, make your changes and then save it back to ShareNet-IMS. (The individual steps still occur, e.g. system makes changes in LokalDataStore– but LL Explorer takes care of the intermediate steps for you.)

• Word-, Excel-, and PowerPoint menu bars will have the following additional buttons:

• Save to Livelink • Save as to Livelink • Open from Livelink • Check in to Livelink • Cancel Checkout • Livelink Categories

• Optional automatic Edit (Check out) when you edit documents • Optional automatic Finish Edit (Check in) when you save • Remembers your last position in Livelink Explorer in history list

Find detailed information on how to install LL Explorer: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/LLE_Install

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/LLE_Install




Explorer Integration

Office Integration

Please note the following LL Explorer Features: - There is no Delete function within the Livelink Explorer! The Delete function has been deactivated for security reasons because the deleted objects are removed forever and are not stored in the Trash volume of the user. All other Delete functions in ShareNet-IMS move the objects into the Trash. The Trash allows to retrieve deleted objects within 60 days if necessary. - No Outlook Integration Some clients also wrongfully integrate the Livelink menu into MS Outlook. Functions are sometimes listed (highlighted) and sometimes deactivated (grey background). However, you cannot open, check out or save back from Outlook. Office integration only applies to MS Word, MS Excel and PowerPoint. e-mails and e-mail attachments can be copied to ShareNet-IMS using drag & drop. - Take care when adding new Versions using drag&drop: Please drag&drop the newly edited documents directly onto the document to be updated, instead of just into the folder. Only then an explicit reference can be established to the document in question. This is because different objects in a folder can have the same file name; the Explorer only goes over the title which, in ShareNet-IMS, is usually different to the file name. In this case the system creates a completely new object instead of a new version of an existing object. - Changes to Favorites are performed on the Original object Only the Remove from Favorites function refers to the Favorite object. All other functions such as Rename, Permissions... change the original object! This corresponds to the behavior of the ShareNet-IMS web interface. - Edit and Finish Edit: The functions in ShareNet-IMS known as Reserve/Unreserve are referred to in the LL Explorer as Edit and Finish Edit. This command is also integrated into the browse view of the Function menu if the LL Explorer has been installed.

A detailed presentation of the Livelink Explorer can be found under All About ShareNet-IMS via the link: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/LLE

Click on Livelink in order to open it.

Once Livelink Explorer has been installed, an item called „Livelink“ appears in the drive list of the Windows Explorer.

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/LLE




11. LiveReports

11.1 General Information on LiveReports

LiveReports are short SQL scripts which access the database of ShareNet-IMS. They are suited in particular to extract statistical information about the database content. A LiveReport can list e.g. all objects of which you are owner. There are a some standard LiveReports provided by the system which are available to all ShareNet-IMS users. Other LiveReports are created by the ShareNet-IMS LiveReport providers on request and are then made available to specific target groups (all ShareNet-IMS users, all ShareNet-IMS Admins, ….). Some LiveReports are interactive. When executing them you will be asked to enter a value or to select a specific user, project, folder or another ShareNet-IMS item you want to obtain information about. Find some very useful LiveReports in All about ShareNet-IMS- Feature-specific Instructions – LiveReports: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/LR

11.2 Standard LiveReports

You can reach the standard LiveReports via your Personal Workspace: • On the ShareNet-IMS menu bar Go to the entry Personal and click on Reports within the ShareNet-IMS

menu bar -> your status page will be displayed. • Click on the LiveReports tab -> a list of all LiveReports to which you have access to is displayed.

Examples of Standard LiveReports: • My Bad Shortcuts and Generations • My Late Tasks • My Outstanding Tasks • My Tasks Due Next Week

11.3 LiveReports for ShareNet-IMS Admins

You can find the LiveReports for ShareNet-IMS Admins here: All about ShareNet-IMS- Feature-specific Instructions – LiveReports LiveReports for objects, users, groups, rights, etc. are offered here. Examples of LiveReports for ShareNet-IMS Admins:

• All groups which directly contain the user x • Age of items in a container • Statistics about outdated information under a container to be selected • List of the owners of items in a container • Owners of groups

Please note that some LiveReports are very computationally expensive (usually the description of the LiveReport states the fact). Please call those LiveReports only if it is absolutely necessary and only during times where there is little load on the system (either early in the morning or late in the evening).

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/LR




12. Attachment: Checklist on the creation of a new workspace in ShareNet-IMS

If you have to create a new complex area:

• What are your area’s requirements? Work out the logical storage and permission structure of the data you want to manage.

• How can you best implement this structure in ShareNet-IMS? Please read the Instructions in the chapter, “Interplay of Storage Structure and Permissions“,

page 28

• The Admin on the next higher level (-> Admin hierarchy) will be glad to help you if you have any questions.

If you have to create a new sub-area (folder with different permission sets than the higher-level folder): Please consider first:

• Is a sub-area (folder) in the Enterprise Workspace suitable for solving your problem, or would it be better to use the ShareNet-IMS Feature Project? (See “Project or Folder?“ page 34.)

• Can you create groups yourself or do you need to have them created by a higher-level Admin? (See “How to Create Groups“ page 15.)

• How does the permission structure change? If, for example, you have only one new Write-group, you only have to set up this one group. The new folder will inherit the other groups and their permission sets from the higher-level folder when the new folder is created.

• Do you need a separate CoAdmin group? • What permission sets are assigned to the individual roles in your area? (See also “Assigning the

Permissions to the Roles”, page 25.) • How and where do you keep the Content and Access Manager lists? (See also “Contact Persons / List of all

Admins“ page 5.)

Setup of the Folder:

• Create the Co/Admin group(s). (See also “How to Create Groups“ page 15.) • Create the groups for Information User (Read) and Information Provider (Write). (See also “How to Create

Groups“ page 15.) • Include the members to the groups CoAdmin, Write and Read respectively.

When creating groups do not forget to include the Co/Admin groups of the higher levels in the corresponding group of your folder (CoAdmin/Admin, Write and Read, see also “The ShareNet-IMS Group Hierarchy“ page 28).

Please remove these higher-level groups from the ACL (except Admin group, if no new Admin group has been created) of your new folder (Revoke Access) since you already have the necessary rights via the group hierarchy.

• Set the Group Leaders of the groups CoAdmin/Admin, Write and Read. (See also “Group Leaders of the Groups CoAdmin/Admin, Write and Read “ page 29.)

• Create the new folder • Include the groups in the Assigned Access List (ACL) of the folder. • Set the rights for the individual role groups (Admin, Write, Read). (See also “Assigning the Permissions to

the Roles“, page 26). • Remove unnecessary groups from the ACL of your new folder (e.g. old Read and Write groups inherited

from the higher-level folder). • Please consider if it is needed to include the new Read and/or Write group to the higher-level Read group to

ensure users can navigate.

Organizational Tasks to finish:

• Include the new CoAdmin/Admin in the Content and Access Manager lists of your area. • Inform the new CoAdmin/Admin. • Supervise the new CoAdmin. • Inform the members of the new Read-/Write-group.




13. ShareNet-IMS Contacts

For inquiries regarding ShareNet-IMS content and permission structures please contact:

ShareNet-IMS 2nd Tier Support +49 89 722 37008 mailto: [email protected] Or any of the listed contacts: https://sharenet-ims.inside.nokiasiemensnetworks.com/html/ims_contact.html

Find further information on ShareNet-IMS within All About ShareNet-IMS: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/AllaboutIMS Within the Training section (https://sharenet-ims.inside.nokiasiemensnetworks.com/open/Training) you may register for a Basic Training (End-user Training) or for the Admin Training (ShareNet-IMS Admin Workshop). This document is available in the All About ShareNet-IMS section below Training Information, Admin Trainings, Content- and Access-Manager (Admin) Workshop: https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/325262169


https://sharenet-ims.siemens.com/html/ims_contact.html

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/AllaboutIMS

https://sharenet-ims.inside.nokiasiemensnetworks.com/open/Training

https://sharenet-ims.inside.nokiasiemensnetworks.com/Open/325262169