elo collaboration · port decentralized, computer-aided cooperation within and between teams....

ELO CollaborationWhite paper

Hagen Glänzel · Product Manager · Products & Processes · Last updated: 2016-06-15

ELO Collaboration/white paper

ELO Digital Office GmbH www.elo.com

1.0 Introduction 03 2.0 Background 04 3.0 Technical description 04 3.1 My ELO 05 3.1.1 Functions in the "My ELO" area 06 3.1.2 "My ELO" – the filter options 06 3.1.3 "My ELO" – workflow activities 07 3.2 The "ELO feed" 08 3.2.1 The feed functions at a glance 09 3.2.1.1 Feed posts 09 3.2.1.2 Feed functions 10 3.2.1.3 Feed comments 11 4.0 Customer benefits/scenarios 12 5.0 Technical requirements 14 5.1 General requirements 14 5.2 Configuration options for the "My ELO" area 16 6.0 Conclusion 17



Within the context of electronic data processing, collaboration covers a range of measures to sup-port decentralized, computer-aided cooperation within and between teams. Often, teams work on a common task or project at different times or locations. While tools like e-mail and shared calendars were once used for teamwork, now, special collaboration tools such as wikis or SlideShare are available.

With these collaboration tools and other functions in ELO ECM Suite 10, ELO Digital Office GmbH aims to support team and group collaboration with different roles and tasks within company processes, as well as to cover any associated or resulting docu-mentation and to provide support for the long term. The collaboration functions in ELO ECM Suite 10 were realized knowing that not only documents and their contents are important carriers of infor-mation. Accompanying information, discussions, and transparent decision-making processes are also crucial and quite beneficial.

Take the ELO feed function for example. The ELO feed has a different objective than other social feed applications. User posts, entries automatically generated from automated processes, and system events are all saved. These system events include, for example, actions such as filing documents and document versions, status changes, and workflow events, e.g. inform/distribute, approval, etc.

1.0 ELO Collaboration

This information does not have to be recorded actively by the user. Generally, a company's organi-zational requirements determine the use, application, and therefore the content of the posts in the ELO feed and thus collaboration within the company.

ELO ECM Suite 10 features various collabo-ration tools whose function and added val-ue are described in this white paper. This white paper provides an overview of the collaboration options offered by ELO to anyone interested in the technical back-ground information and exactly how the collaboration tools work.



After speaking with ELO Business Partners and their customers, we took up a range of concrete wishes and requests, assessed them internally, and imple-mented them on a large scale.

Our focus was to create actual added value and provide long-term customer benefits. Examples include restricting the visibility of defined feed posts, the ability to search feed posts and feed comments, and "mentioning" specific users or user groups in a post or comment.

Furthermore, ELO is intended as an information platform that users can open at any time featuring what they need as well as custom, relevant, useful, and structured information.

2.0 Background

In addition to optimal user-friendliness, all the functions were designed and implemented to enable, support, and promote intuitive working. Furthermore, certain functions from established social media platforms have been adapted for a standard ECM/DMS software context. This includes the use of hashtags or subscribing to documents or posts. These functions are well-known and famil-iar to a number of users, which is why they support our intuitive approach.

ELO collaboration primarily includes the following collaboration tools:

My ELO: The "My ELO" information hub is an aggregation of individual feed posts for the respective user.

ELO Feed: The "ELO feed" displays all posts and comments related to a folder or document in chronological order.

This section describes the collaboration tools, their functions, and their added value.

3.0 Technical description



3.1 My ELO

The many advantages of the ELO collaboration tools are especially clear in the "My ELO" area, which forms the information hub for all users. In the "My ELO" area, all users are shown information on documents, posts, and comments relevant to them in a clear, structured manner. No matter whether this is documents the user has subscribed to in order to track them, or whether the user was mentioned in a feed entry/comment directly or via a user group.

The posts are shown in chronological order (newest first). They are grouped and shown based on the set filter options – new since "today", "yesterday", "one week", or "one month". The information hub is refreshed with just one click of the mouse.

Figure 1: "My ELO" information hub



"Remove from My ELO" – Docu-ments and folders listed in the "My ELO" area can be removed. One reason for this may be that they are no longer rele-vant for the respective user.

"Unsubscribe" – Subscriptions to doc-uments and folders can be ended (either manually, or by using the option in the ELO configuration menu, see 5.2 Configuration options for the "My ELO" area). These documents and folders are then no longer shown in the "My ELO" area unless the user subscribes to them again.

The "My ELO" area features various functions to dis-play posts or documents in a structured and organ-ized manner by using filter options:

3.1.2 "My ELO" – the filter options

"My ELO" offers different filter options that users can tailor to their needs and according to different roles and tasks. The filter options can be applied to a specific task or selected entries for documents or posts that were made with a specific keywording form (e.g. Invoice incoming). The entry can also be filtered by age or a period.

Furthermore, users can also filter specific hashtags and post types, e.g. free posts/comments or auto-matically generated posts. They can also display posts of specific users.

All feed posts and comments can now be searched. If a user has permission to read an entry, it is shown in the described chronology (see "Visibility" in chap-ter 3.2.1.2 Feed functions).

Figure 2: Filter options

3.1.1 Functions in the "My ELO" area

"Mark as important" – Documents and folders listed in the "My ELO" area can be marked as "important" and are thus displayed grouped in a clear man-ner using the corresponding filter option.



In addition to an overview of all relevant feed entries and the described filter options, another important function is the display of the latest work-flow activities.

A prominent display of possible escalated work-flows – workflows in which individual processing steps have exceeded their time limit – makes it easier for all those involved in the process to respond quickly and efficiently. Clicking the corresponding workflow opens it in the task overview, and the intended actions and tasks can be comple-ted. This can range from an "inform/distribute" task to mandatory approval. This supports process automation in and between all areas within the company. Quick access to the most recently started workflow is essential for comprehensive, clear task management and thus also an important compo-nent of the "My ELO" information hub.

3.1.3 "My ELO" – Workflow activities

Figure 3: Workflow activities

Of course, information on current workflows and, in particular, time-critical workflows is also display-ed to users via the navigation menu. Here, badges indicate the number of tasks to be processed. Furthermore, the "Diagram view" option also points out any urgent tasks once more.

Generally, it is possible to skip to a document linked to the "ELO feed" at any time by clicking it. It is also possible to mark documents as important, subscribe to them, or to delete individual posts from the overview (and only from the overview) within the My ELO area.



The "ELO feed" provides users with a platform for exchanging information and documents in a chat format. Users can create posts in the "ELO feed," link documents, and mention colleagues. A document can be discussed directly using the comment func-tion, for example. The "ELO feed" thus represents a complete chronological presentation of all posts and comments related to a folder or document.

What is important when using any of these collab-oration tools is to clearly define any "rules" for using them. What can the "ELO feed" do and what should the "ELO feed" do? What rules should be followed and what effect does using the "ELO feed" have on existing company communication?

For example, does the "ELO feed" replace communi-cation via e-mail when clearing up certain ques-tions on an invoice, an order, or a personnel document, or is it used as a supporting tool? From our perspective, it is vastly more important to focus on the increased requirements for informa-tion and organization than by focusing on the pure technical aspects of the solution.

With regard to the content and structure of the "ELO feed", there are two different levels – feed posts and feed comments. Feed posts form the top level. Feed comments are one level below and always refer to a concrete feed post.

3.2 The "ELO feed"

Figure 4: Example structure for the "ELO feed"

At first glance, the "ELO feed" is very similar to the "My ELO" information hub. This is intended in order to help users get the hang of using the function quickly while being able to use the features and functions of the "ELO feed" intuitively.

This hierarchy becomes clear in the illustration:



3.2.1.1 Feed posts

Feed posts can be created automatically or by users. User entries are generally free, unstructured information concerning the document or the folder. Entries created automatically are system events, such as status changes that are initiated by a process/workflow and summarize the selected information in a structured feed post. To name an example: initial filing of a document in the reposi-tory structure. The first feed post is always generat-ed automatically. It contains information on the user who created the document as well as when this action was completed.

Figure 5: Creating a feed post, functions

The feed posts can be commented and supple-mented with specific structured information as described in the following.

Feed posts and feed comments have virtually the same functions. The only major difference is that the visibility of feed comments can be restricted (see also the "Visibility" function, 3.2.1.2 Feed func-tions). Restrictions to visibility always apply to a feed post and the associated feed comments.

3.2.1 The feed functions at a glance

The "ELO feed" provides users with all the options they need to record not only metadata on a document – the keywording information – but also further messages, instructions, or important notes. This information is maintained over the entire life cycle of a document and is linked to the respective document.



"Mention" – Entering the "@ symbol" opens a dialog box in which users can select all users or user groups (combina-

tion and multiple selection possible) to be "men-tioned" in the comment text, e.g. to notify them of the document itself or a circumstance in the com-ment text.

Users or user groups mentioned in this way are shown the feed post or feed entry in which they were mentioned in their "My ELO" area.

"Reference" – Here, users can link to oth-er objects, folders, or documents in the repository relevant within the context of

the entry or document. Either in connection with the entered comment or the commented object, folder, or document. Here, selections are also made in a dialog box showing the repository tree.

Clicking a generated reference works in the same way as the "Go to" function from earlier ELO ver-sions. Simply clicking within the "My ELO" area or the "ELO feed" switches to the view filter, the docu-ment filing location, or the respective folder.

"Hashtag" – Here, users can create new hashtags or add existing hashtags to their comment. These can be selected from a

list which shows users the existing hashtags as well as how often they have been used. New hashtags can also be entered here using the known and established syntax "#wordswithoutspaces".

To make the hashtags easier to read, CamelCase is used in place of spaces. For example, the text "#words without spaces" turns into the hashtag "#WordsWithoutSpaces."

"Visibility" – This function is only availa-ble when creating feed posts, and not when adding comments. Users can

change the visibility of posts in addition to the permissions to a folder or document.

For example, if a user does not have permission to view a folder or document, the corresponding feed posts are also hidden. However, if the user has the corresponding permissions, they can be restricted from viewing posts.

3.2.1.2 Feed functions



In this input field, the available user groups can also be narrowed down by entering a name. This makes it easier to make a selection when there are many user groups (in large organizational units).

This may be useful and necessary e.g. for comments on personnel documents. Here, users can view their own personnel documents but not certain comments with restricted visibility. Annotations marked in this way and notes from the HR depart-ment must not be displayed here.

Clicking the corresponding icon shows an input field. Here, user groups can be entered directly or selected from a list.

Figure 6: Selection menu for feed post visibility

Figure 7: Selection menu for feed post visibility – group selection

3.2.1.3 Feed comments

Commenting feed posts is an essential component of the communication options offered by the "ELO feed". The comment field can contain both free text entries and structured components, including within a text.

"Comment" – Free text field where relevant comments, notes, questions, etc. can be entered. This comment field can be combined with all other functions. You can edit your own comments at any time.

Figure 8: Creating a feed comments, functions



4.0 Customer benefits/scenarios

Figure 9: People in the example scenario

Using collaboration tools in everyday work offers real added value, e.g. easier communication and quicker completion of tasks. There are various application scenarios for companies. The following presents concrete uses for the ELO collaboration tools.

Contelo GmbH is holding a meeting among multi-ple employees from the Sales, Procurement, and Production Preparation departments.

In our example, these employees are:

A report is created that logs all information, tasks, and deadlines. Mr. Eichner from production prepa-ration is tasked with creating this report, present-ing it to all participants for approval, and informing accounting once all participants have granted their approval.

The log is created by Mr. Eichner and filed in the project folder according to the applicable organi-zational guidelines, keyworded with the necessary information (meeting topic, date/time, partici-pants, etc.). An initial feed post is created when the report is filed. This post indicates who filed the report and when. Mr. Eichner set up his ELO to auto-matically subscribe to all documents he has filed. As a result, any changes or annotations are shown immediately in his personal "My ELO" area. (See 5.2 Configuration options for the "My ELO" area)

Mr. Jan Eichner – Production Preparation

Ms. Sandra Renz - Procurement

Mr. Bodo Kraft - Sales

Mr. Gerd Baum -Accounting



Mr. Eichner also starts an approval workflow. Participants Ms. Renz and Mr. Kraft are requested by this workflow one after another (or in parallel) to check and approve the report.

Mr. Kraft, who is working from home on this day, is notified of the task. Depending on whether he would like to use his mobile device–tablet or smart-phone–or a browser on his laptop, he can open the ELO App for Mobile Devices or the ELO Web Client to access, check, and approve the report.

If participants have questions or annotations and amendments are necessary, you no longer have to switch the application to communicate, e.g. to write an e-mail or make a call. Employees can simply and quickly create a relevant feed com-ment.

They can assign this comment to a company area or a colleague, or mention it. Ms. Renz would like to change a date in the report, for example. She writes a feed comment: "@Eichner: please change the deadline from week 17 to week 18, thank you!". Mr. Eichner is notified in his "My ELO" area that there is a change request, and can make this change accordingly.

Parallel communication using various media is therefore no longer necessary. Ms. Renz' note on this report remains in the ELO feed and all author-ized users can view it, even at a later point in time. Mr. Kraft adds a link to another document, a pres-entation made during the meeting. This reference can be made within a feed comment without hav-ing to e-mail the presentation to the participants again or file a copy to the repository: easy, efficient, and fully transparent with the reference "Roadmap presentation for Contelo GmbH" and the addition-al annotation "see schedule on slide 6!".

Once all content has been approved and agreed on, Mr. Eichner can initiate another workflow to provide the report to other areas within the company, e.g. accounting. For example, Mr. Baum can be informed or mentioned in a feed comment, depending on the organizational regulations in the company.

In every case, communication and decision-making channels remain transparent and dependable. They can also be used as an information source at any time.



5.1 Configuration options for the "My ELO" area

In the ELO Java Client configuration area, the "Advanced settings" area contains various options for the default setting for automatically subscrib-ing to feed posts when filing, checking in, or creat-ing folders and documents.

With these options, users can control whether to subscribe to a document when filing it. The user would then be notified of any changes, comments, or feed posts related to the document in their "My ELO" area. This can be attractive for project manag-ers who would like to first provide templates in the corresponding project directory, for example. Pro-ject members edit the documents, create new ver-sions, and comment them. Project managers are kept up-to-date via their "My ELO".

Figure 10: Configuration options – "My ELO"

The same applies to the "When creating a new folder" option, not only at the document level, but at the folder level as well with all the described advantages.

However, to restrict automatic subscriptions, e.g. for project members, the option "When checking in a new version" makes sense. Here, the user, the project member (etc.), is only informed about news and regarding the document for which the user created and filed a new version. The same goes for "When creating a post or comment the option," depending on the application or task/role of a user.

Of course, combinations using all the options can make sense and are extremely practical when working with documents and/or within processes.

5.0 Technical requirements



5.2 General requirements

ELO ECM Suite 10 includes basic changes to the server structure. Here are the most important changes at a glance:

The server setup for ELO 10 has been completely overhauled:

Run platform-independent in a web browser.A separate, private Java Development Kit (JDK) is included.A separate Tomcat 8 is included.Uniform setup for ELOprofessional and ELOenterprise.Full PostgreSQL support.

Distribution of the server components to three Tomcat servers:

Starting with ELO 10, the ELO Server Setup installs three Apache Tomcat servers for new installations and update installations. The ELO Server Setup determines the distribution of the services to the three Tomcat servers.

New full text service:Textreader and the full text service have been combined.Install and configure the service via the server setup and the ELO Administration Console.

ELO Indexserver:Distribution of the components to different Tomcat servers.ELO iSearch on a separate Tomcat server.Introduction of subworkflows that can be started via the main workflow.

ELO Administration Console:

New interface design (icons, etc.).New ELOas.Revised transport module.Extensions in the area for keywording form management.

ELOwf:Forms can be created automatically from keywording forms in the form designer.Custom CSS styles and links can be easily embedded in forms.Forms support an autofill function with previously entered values Overview of all entries that were marked with a hashtag.Workflows can be linked with ELO Apps.



All the described views, functions, and presenta-tions are individual websites the ELOwf module creates and makes available. The advantage of this single-page website technology is that websites generated in this way only have to be implemented once and can then be used in all ELO clients.

To achieve deeper, cross-client integration, a com-munication interface was developed that allows any client (Java Client, Web Client, and mobile apps) to exchange information with this website. In the "ELO feed" (in this individual website) for exam-ple, you can mention a user or a user group by opening user selection within the client, outside of the website. This communication – requesting of an action via the website and feedback from a selection list – is realized using this communication interface. These can be various events extending far beyond the given example.

This requires the ELOwf module, which is part of the ELO ECM Suite starting with ELO 2011. A corre-sponding repository must be available, as well as the ELO components ELOix, ELOam, and ELOdm.

The Indexserver version should at least match in the major and minor release version. For example, if ELOwf 10.0 is used, the Indexserver most definite-ly corresponds to the 10.0 master version.

The same applies to the client versions used. Under certain circumstances, a Java Client version below 9.03 may not show all web views since new web views were included with later releases, or new communication events may not work.

Generally, a consistency within the client and server module functions is still an essential require-ment for the system environment to remain stable and function without error.

The browser used and its release version should also correspond to the latest release in order to be able to take advantage of the full potential of the program and the desired scope of functions.

All technical requirements and general conditions are always described in the latest version of the technical requirements, which can be found on the homepage of ELO Digital Office GmbH or on the ELO PartnerPortal.



6.0 Conclusion

Productive employees are a company's major advantage over competition. They share valuable information and experiences with others, help shape decisions, and initiate change. They are paid for not only their intellectual work, but also for their successful collaboration with teammates and colleagues, across areas and departments in an increasingly global working world, thus making their contribution to company growth. Collabora-tion across areas and companies/industries is pro-vided with efficient, long-term support!

The collaboration functions in the ELO ECM Suite provide long-term, efficient, reliable support in overcoming these challenges. To ensure that all valuable information and experiences are available to your employees and your company specifically and as needed.

Going back to this idea, communication within and regarding corporate processes as well as any infor-mation accompanying it or resulting thereof is major added value for any company.

“Within the context of electronic data processing, collaboration covers a range of measures to support decentralized, computer-aided cooperation within and between teams and groups at different times or locations.”

ELO Digital Office, the ELO logo, elo.com, ELOoffice, ELOprofessional and ELOenterprise are trademarks of ELO Digital Office GmbH in Germany and/or other countries. Microsoft®, MS®, Windows®, Word® and Excel®, PowerPoint®, SharePoint®, Navision® are registered trademarks of Microsoft Corporation in the USA and/or other countries. Other company, product, or service names may be trademarks of other companies. This publication serves only as non-binding general information and is not a substitute for a detailed, individual consultation. ELO reserves the right to change information in this publication at any time without prior notification. Technical characteristics and functions may vary, particularly from country to country. You can obtain the latest information on ELO products, contract conditions, and prices from the ELO companies and the ELO Business Partners, and/or from the ELO channel partners. The product information reflects the present status. The subject and extent of the services are exclusively defined in the corresponding contracts. ELO does not guarantee, warrant, or assure as specific properties that its products or other services provide compliance with specific laws or regulations. The customer is responsible for the adherence to security regulations and other standards of national and international law. We reserve the right to make changes and assume no liability for errors and misprints. Reproduction and/or distribution, in part or in whole, is only allowed with written consent from ELO Digital Office GmbH.

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