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The members’ page of a workspace provides a list of the members of the workspace.

• Click the icon next to the workspace name to display the members’ page of the workspace. The icons and indicate that the workspace has a community as member or is allowing public access.

The members’ page lists the users of your BSCW server who are currently members of the workspace. In general, you may also have e-mail addresses, member groups and communities as members of a workspace.

o Persons with pending membership are listed with their e-mail address. A membership

is pending if a person has been invited but has not yet registered as a user of the

BSCW server. This person cannot use the shared workspace until the registration is completed. A person whose membership is pending can be reminded to register:

• Click Access Re-invite to send another invitation to this e-mail address. o Persons who are registered users of the BSCW server are listed as

o user-name (full-name[, organization]) or

o user-name <e-mail-address>.

Entries of the latter form indicate that no further personal information has been made available.

• Click on a user name to have the associated user pop-up displayed. Here you find the user’s organization, e-mail address and phone number (if present in the perso- nal profile) and also the online status of the user (small coloured dot in front of the user name). Using the buttons [Details], [Microblog] and [E-Mail] you can invoke the info page or the personal microblog of the user as well as a form for sending an e-mail message to this user.

The personal info page of a user contains most of the information entered by this workspace member using Options Profile Change . Under ‘Folders in common’

you may have listed all workspaces that you currently have in common with the member shown. The form section ‘Contact details’ shows the information that the member has entered in the ‘Communication’ section of the personal profile. You may contact the member directly by clicking one of the buttons offered. By clicking [More Information] you can learn more about the respective communication service.

o All current members of a workspace form the member group ‘Members of workspace- name’. Member groups may be invited to a workspace as a whole (see above) or may become members implicitly, when a workspace is embedded into another (see 4.1.4.2 “Embedding a workspace into another workspace” on page 85). Groups are listed on the members’ page as ‘Members of workspace-name’ with the icon . Group mem- bers are represented by their groups and are not visible as individual members on the members’ page.

• Click the name of a member group to bring up the members’ page of this group. This is possible only if you are a member of this member group yourself.

Note that member groups of workspaces with a community (not to be confused with the community itself) are indicated by the icon . In this case, the name is ‘Members & Community of workspace-name’. Member groups allowing public access are indi- cated by the icon . In this case, the name is ‘Members & Guest User of workspace-

name’.

o Communities in BSCW allow workspace access for large groups of users equipped with equal access rights keeping performance independent of community size. A workspace can have at most one community as member, shown as in the mem- bers’ page.

A community is listed as ‘Community of community-workspace-name’ where the community workspace is the workspace to which the community belongs – in this case the workspace whose members’ page you just have opened. Community mem- bers are represented by their community and are not visible as individual members. By default, only managers of a community have access to its members’ page.

You may store entries on a members’ page as vCard files (*.vcf) on your local computer. Such vCard files contain the contact information of users and may be imported into local ap- plications like Microsoft Outlook.

• Select File Send to vCard in the top menu, in the multi-selection toolbar or Send to vCard in the action menu to store the entire members’ page, selected

entries or a single entry, respectively, as a vCard file (*.vcf) on your local computer. The members of a workspace listed in the members’ page form the member group ‘Members

of workspace-name’. Vice versa, every member group is associated to a shared workspace,

i.e. there is no workspace without its member group and no member group without its work- space.

Note: Like any other BSCW object, a member group has a history that contains the events of

adding or removing members. You may refer to this history for information about former members of the workspace. Choose Information History to display the entire history of your

workspace group.

The menu bars of the members’ page offer all the functionality you need for membership ad- ministration, which is treated in the next section.

What else you should know about member groups, you will find in the respective section.

4.1.3.1 Membership administration

The members’ page of a workspace lets you manage workspace membership. You can o remove existing members,

o re-invite pending members and o invite new members.

All these actions are by default available not only for managers, but also for normal members of a workspace.

You remove existing members from the workspace as follows.

• Select the entries of members you want to remove and choose from the multi- selection toolbar to remove all members selected from this workspace, or

• choose Access Remove from a member’s action menu to remove a single member

from this workspace.

As a side-effect, the members selected are also removed from any workspace to which they had access by way of being members of this workspace. All other workspaces, your address book and the address books of other registered users that may include the user names selected are not affected by this action.

You re-invite a pending member – indicated by an e-mail address entry – with an additional invitation by

• clicking Access Re-invite in the entry’s action menu.

The members’ page of a workspace lets you also invite additional members to this workspace:

• Choose File Access Invite Member from the top menu bar to bring up the ‘Invite

Member’ form that lets you specify additional members who are to be granted access

to this workspace.

• Continue as explained in 4.1.1 “Creating shared workspaces” on page 79. As an ordi- nary member, you may invite further members only in the roles of Member and Re- stricted Member. Only managers may invite other users as Manager.

4.1.3.2 Member groups

Member groups are a useful tool for the administration of workspace membership and for the management of access rights. In particular, a member group lets you store and update the as- signment of persons to a role – and to the access rights associated with the role – in a single place. This information may be made available to the users of your BSCW server by showing the group as candidate for invitation to shared workspaces. The group may then be invited to arbitrary workspaces as a whole. Changes in group membership and role assignment are auto-

matically updated in all places where the group appears as a whole.

• Create workspaces for smaller groups of users whom you want to treat as groups on their own because of their function or the tasks they work on.

• Select File Access Show Group in the top menu of such a workspace or its mem-

bers’ page in order to make the group as a whole available for invitation to workspaces for all users of your BSCW server. The name of the group is ‘Members of workspace name’. Hit [OK].

Note: This action is by default only allowed for managers of a workspace.

• You (and other users) may now invite such an entire member group as a member to other workspaces. In the ‘Invite Member’ action form choose ‘Search for BSCW groups’, enter a search term and transfer one or more of the groups found to the field ‘Selected users’. The group or groups will become members of the shared workspace. If you want to revoke the availability of a member group for invitation,

• select File Access Hide Group in the top menu of such a workspace or its members’

page.

Note: For member groups of community workspaces, i.e. of workspaces with a community as

member, the availability for invitation to other workspaces is determined by the community’s admission policy. For a hidden community, the member group of the respective workspace is not available for invitation, for closed and open communities, which are visible for other users

anyhow, it is. Consequently, the actions Show Group and Hide Group are not possible for such

member groups.

When you invite the member group of a workspace X to a workspace Y, ‘Members of X’ be- come a member of ‘Members of Y’, i.e. ‘Members of X’ are contained in ‘Members of Y’. This relation between the member groups implies the inverse relation between the workspaces involved: workspace Y is automatically made part of workspace X, i.e. is contained in work- space X (see 4.1.4.2 “Embedding a workspace into another workspace” on page 85 where workspaces are embedded in one another with analogous consequences for the member groups).

Note: All members of an invited group hold the role in which they were invited as a group –

only restricted members become anonymous members. Should members hold several roles due to such a group invitation, they have all rights associated to the different roles.

You can use this mechanism to map a hierarchical organization onto BSCW workspaces and their member groups. Create workspaces for all organizational units, invite the users belong- ing to the lowest level units to the respective workspaces and add the member groups of these workspaces to your address book. Next, invite the member groups of the lowest level units to the workspaces one level higher to which they belong (plus some managers and staff). Work- ing your way upwards in the organizational hierarchy, you create a corresponding hierarchy of member groups and workspaces.

Note: If you plan to create large member groups where the vast majority of members has the

same role, for performance reasons, you should consider using communities.