||General Advice for Oracle Group Sponsors
Q. What is Oracle BeehiveOnline?
A. Oracle BeehiveOnline is a normal Oracle Beehive environment, with enhanced security measures, provided to Oracle staff to enable them to collaborate securely with external agencies, Partners or customers. Oracle BeehiveOnline provides:
- Workspaces to allow team collaboration
- Time management - Calendar to schedule meetings
- Task management - create and assign tasks to team members
- Online Conferencing - Real-Time conferencing with desktop sharing
- Zimbra - Web based Calendar, Task and Email system
- Integration into the Desktop via Extensions for Windows Explorer
BeehiveOnline does not provide the following services:
- Personal Email stored on the Beehive Online server - All user accounts will be configured to have email sent out to their external email address, i.e. if you have an email of firstname.lastname@example.org then email sent to you as a workspace/group member will be routed to email@example.com.
- Instant Messaging - the facility to take part in chat sessions on the BeehiveOnline system is not available.
Q. What is different about BeehiveOnline?
A. BeehiveOnline has the following extra security changes from a normal Beehive system so ALL users have to be specifically added to the system to be able to access it.
- The user has to be in a group to be able to log into BeehiveOnline. The user can have a valid SSO account in the system but if they are not a member of a group they will not have access. The Oracle Sponsor, or their internal delegate, has the ability to remove users from the group as they leave the project or the company.
- The user accounts have been set to forward all the email generated on the BeehiveOnline system to their home email accounts, e.g. if a user has an email address of firstname.lastname@example.org that will be the address that receives all email sent to the user from BeehiveOnline. This means that the personal INBOX within the Zimbra web client and Outlook with (OBEO installed) will be empty.
- The system has 2 roles that have been especially created for BeehiveOnline
- Create Workspace Privilege – this can be granted to members of the Group and it gives them the ability to create workspaces on BeehiveOnline.
- Administer Group Privilege – this can be granted to members of the Group and will give them the ability to mange the group membership and grant or revoke the 2 privileges.
Q. How do I get started?
A. First thing to do is decide how you want to use the system.
If you just want a workspace to collaborate with a group of internal and external users then it is simple, if you need a more complex environment then the Administrators can help - Contact them via email@example.com and they can advise the best approach.
If you are an Oracle employee with access to the Internal network you can create or manage a group so once you have decided what you need you can get started immediately.
Go to the main page https://beehiveonline.oracle.com and click on the left-hand button "Create Group or Add New Members" - fill in the group details, remembering to add more internal users email addresses to the Group manager;s Email field if you need more than one person to manage the group, and then add the internal and external users. Groups will not be created until members are added to the group. The user guide is here. Once the group is created and the usersare added it will go for approval, normally a quick process but may take up to 24 hours, the workspace will be in place and usable within 10 minutes of approval.
If the external user does not have an account they will be show in the user list as having a status of "Pending_Informed" - this means they have been sent an email telling them to create an account via the https://profile.oracle.com page and once done they will be provisioned.
If they have missed out their first or last name then they will be shown as "Awaiting_Fix" - they will have been sent an email asking tem to complete their details and once done they will be provisioned.
Q. How do I start administering the group?
A. The Oracle Sponsor/ Group Manager will initially be set up as the Group Administrator and have workspace creator rights for the group. The group Administration is via a UserAdmin tool accessible once you are provisioned into BeehiveOnline via https://beehiveonline.oracle.com/BOLAdmin.html or via the FAQ pages associated with BeehiveOnline Administration. The FAQ pages give some advice on basic questions.
If you have a group start by deciding 2 things:
- Do I need to devolve Administration rights to anyone else, perhaps to cover for my absences or to allow a member of a group at a partner to be the local administrator.
- Which members, if any, of the group require the create Workspace role. It is wise to use this sparingly to maintain efficient use of the space, not everyone needs to be able to make workspaces and perhaps if the site is mostly a delivery site it could be that no-one needs the role bar the maintenance staff controlling the content.
Deciding the above should be you first job as Group Administrator.
Q. When should I have separate Groups?
A. Separate groups are needed when the community needs to be split down for security, commercial confidentiality, or privacy reasons. It should be used when the presence of a user from company A within the group would cause problems for the users from Company B or the Sponsor. Cases where this may be necessary are, e.g. Account Management where the group is used to manage a relationship with a specific company and may have multiple members or Development where the Oracle Developers are working with many separate partners on perhaps competing products.
Q. Group vs. Workspace
A. The system is designed to ensure that ONLY members of a group can see each other and collaborate. If someone needs to be added to a Workspace they must firstbe members of a shared group.
The default setup for BeehiveOn,ine is to have a Group AND an associated Workspace. The 2 entities are not connected within the system so we have devised a way of making the group relate to the Workspace. By default a group called "Acme Industries" will have a workspace called ACME_Industries_Workspace" and all the members of the Group will be added to the associated workspace if the "Default Workspace Required" state is Yes.
N.B. If you change the name of the Workspace - by perhaps removing the underscores you will break the connection and new members will not be added to the workspace - instead a new workspace with underscores will be created and the user added to thet empty Workspace. You will have to fix the relationship before continuing - the following guide will outline the ways the disconnect can be resolved: BeehiveOnline Troubleshooting Guide
To collaborate on a project a workspace has to be created and the members of the workspace added to it. The members of a workspace can be the entire group or a single member and it should be remembered the basic rule of Beehive Workspaces – if you are not a member of a workspace you cannot see the Workspace. So, for example, you could have a Group that has a wide expertise and set up Workspaces for Management Reporting, Document Production and Management, and smaller specific-issue Workspaces and add small sub-sets of the main group to the participant list. As a manager I might just see the Management Reporting workspace but a project manager may see several Workspaces.
The system also provides an email facility that can be used as a Distribution List or as an archive facility.
- The system will create a group email address for any grouop in the format Groupname@beehiveonline.oracle.com with the Groupname having the spaces replaced by underscores, e.g. Acme Industries would have an email firstname.lastname@example.org. Emails to this address will be forwarded to all members.
- If the group has an associated workspace then the INBOX of the Workspace will also have an email in the same form but with "_Workspace" after the group name, i.e. acme_industries_Workspace@beehiveonline.oracle.com . Emails to this address will NOT be forwarded to the group but will be delivered to the INBOX of the Workspace.
The diagram show this in a Venn-diagram style showing the following:
- Groups cannot see each other, however members who are in multiple groups will be able to see all the members of all of their groups.
- Within a group, authorized users can create Workspaces and invite other members of the group to join.
- If you are not a member of the Workspace it is invisible to you.
The key takeaway is that small groups, which have to be managed individually, may not be necessary as the Workspace visibility can be used to partition the activities within the group.
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