by Steve Gillmor If you want to employ groupware on the Web, and you're in a Microsoft-centric shop, you're in for a surprise: the best tool today may come from IBM's Lotus division, not Microsoft. But don't worry. I'm not saying that you have to adopt Lotus Domino/Notes and their somewhat arcane development environment. But you might want to try Lotus QuickPlace. Limitations notwithstanding (more on those later), it will get your Web-based groupware up and running with dispatch, just as the name implies.
Figure 1. Clean up discussions in a hurry.Click here.
As projects expand or divide into subgroups, rooms can be added to limit access to certain pages and folders to a particular subset of the site's members. For example, you might want to encourage company-wide discussion on an important issue in a top-level room, but limit access to another room where management can discuss the feedback privately. Once the new room is created and secured, you can move folders and pages into the room and rearrange them (see Figure 1). If you later need to make the room's information available to a different or wider audience, you can move the room to wherever you have manager rights. Both the host QuickPlace and its interior rooms can be customized to reflect a common look, or to give each room a unique character. Managers can choose from 20 different decoration themes, 15 of which are customizable. After applying a theme, you can tweak color, texture, font, and highlight characteristics of a room's logo, sidebar, items, page, and buttons. Each room can be decorated in a different style, and you can apply changes at any time that immediately take effect globally.
Figure 2. Customize new forms with a click. Click here.
QuickPlace authors can create and edit forms to control the type of information people can enter in pages (see Figure 2). The name of the new form then appears on the list of objects presented when an author clicks the New button. For example, you can create an expense report form by choosing from 15 field typesplain and rich text, name, date, time, calendar, page author, serial number, and others. You can set up several types of review cycles where forms are sent to members for approval before final processing. The Editor-in-Chief review cycle allows a single member to review each page created with the form, while the Approval type provides for two or more reviewers. The Multiple Editors option grants all members author privileges in the current room, enabling them to edit each page. When an author submits a page, he can create a note about the page to be e-mailed to the editor(s). QuickPlace handles the security details behind the scenes, temporarily transferring the right to edit the page from creator to editor, who then has the option to edit, publish, or reject the page, all with appropriate e-mail notification. Authors can also save the page under construction and start the review process later. QuickPlace employs Notes replication technology to let users take team rooms on the road or minimize delays on slow connections. Installing an Offline QuickPlace copies information from your online QuickPlace to the local hard drive, adds the QuickPlace-Sync ActiveX component or Navigator plug-in, and synchronizes the two versions of your site for the first time. A "Go Offline" link appears at the top of the QuickPlace window; clicking it opens the local version in the browser and changes the link to reflect where you are. The QuickPlace-Sync program automatically updates changes with the host server on a default interval of 60 minutes; you can also click the icon in the Task bar at the bottom of the Windows desktop and choose Synchronize Now from the menu. Most features work identically on- or offline, but you must wait until reconnecting with the server to trigger e-mail notification of new documents. Offline installation requires at least 66 MB, plus 40 MB for each additional site. How I made QuickPlace pay off Larger companies may be more attuned to Instinctive eRoom's structured top-down management style. But I think more entrepreneurial businesses will lean toward QuickPlace's low cost and rapid development model that supports bringing virtual projects up and down quickly. That describes my client Jobscope Corporation, which provides ERP software for the make-to-order, repair and maintenance business. It offers separate versions of its product for Windows NT running SQL Server and AS/400 running DB2. The Greenville, South Carolina company uses a mix of Microsoft and IBM/Lotus technologies internally, with Office 2000 on the desktop, NT 4's IIS hosting the corporate Web site, and Domino/Notes Release 4.6 for messaging and groupware.
New QuickPlace projects are a SNAP
QuickPlace shows its greatest promise in leveraging the robust programmability of the underlying Domino architecture ...
"Domino is used for all our internal communications," says Hunter Park, Jobscope's president. "We have databases that track our implementation process, request system, expense reports, competitor information, skills inventory, and prospects. Externally, we are working with customers on tools such as proposal tracking and our Salescope prospect tracking product." Park plans to open up elements of the request system for access by customers over the Internet, and in general make the company's Web site more interactive for existing and potential customers. Park thought about creating a team room to jumpstart work on enhancing the Web site, but he didn't want to upgrade Domino server to Release 5 just in order to utilize the Teamroom template or QuickPlace. "Getting across the idea that information needs to be shared is extremely difficult," says Park. "The easier you can make it for people to set up team discussionseven in an informal waythe more effectively they begin to work." As a consultant to Jobscope, I suggested deploying a QuickPlace on my Southern Digital server. The project manager in Greenville would administer it, using ADSL and frame relay Internet connections at each end. To anticipate the eventual transition to the Jobscope server once Domino was upgraded, I installed Domino Release 5 on an NT 4 server (Service Pack 4), then overlaid the QuickPlace code. At first I recommended using the default site without making structural changes. The manager invited comment on a series of topics, using the threaded discussion folder to collect responses. Participants were encouraged to upload examples of forms and documents that might be exposed to customers on the Web. An archive folder housed discussion threads once decisions were made and sent to the Web development team for implementation. Multiple editor workflow routing kept marketing, development, and sales in the loop. QuickPlace's browser-based authentication made it easy to distribute team room access to Jobscope employees in the California branch office, and members could log in at home or on the road to keep the process on track. Some users had difficulty accessing the site due to Internet slowdowns; they used the offline capability and synchronization to guarantee performance throughout the day. I also boosted the server RAM from 128 MB to 256 MB to improve response. Jobscope hopes to extend QuickPlace to provide a forum for direct communication with customers. QuickPlace fit into the company's infrastructure without antagonizing employees or making IT's life more complicated. "Our organization may be different from others, but we are not very dictatorial around here," says Park. "We don't have a lot of rules: 'You will do this and this now.' Being able to set up a database relatively quickly and easily among a number of people both inside and outside the companyand not having to go to the database administrator or managerthat's what's going to help in the long term." Steve Gillmor is director of Souther Digital Inc., a Charleston, S.C., IT consulting firm; he can be reachedat email@example.com