In many organizations, there are URLs that are useful to many people. Using the added capabilities in WebBank Administrator, an Administrator can create create and maintain a Workgroup Bank and a Workgroup User File. The User File designates who has access to the Workgroup Bank and where it is located (normally on a server on the local area network or Intranet.)
The Workgroup Bank can be used alone or concurrently with a Personal Bank. This provides personal flexibility while minimizing the cost of providing shared URLs to the group -- maintain once, use many times.
Administrator
The Administrator maintains both the Workgroup Bank and the WorkGroup User File. The Workgroup Bank is
maintained with WebBank and is just like a local bank except that it has been designated as a WorkGroup Bank
during a Save or Save As operation. Administrator designation enables the
additional features in WebBank.
The Workgroup User File is maintained with
WebBank Administrator. The User File specifies the access path for the WorkGroup
Bank and contains an entry for each member of the workgroup. The Workgroup User File also
specifies which Workgroup member(s) are WebBank Administrators.
Server
The Workgroup Bank and the Workgroup User File are
stored on the file server in a common folder (directory.) Members of the workgroup must have access
privileges to this folder, as well as the physical connectivity to reach it. The access path for the
Workgroup User File is specified in each user's WebBank settings, along with their User Name which must agree
with the entry in the Workgroup User File. (This is done in the Configuration pulldown menu in WebBank.)
Workgroup Member
To access the Workgroup Bank, a member must configure WebBank with a User Name that has been entered in the
Workgroup User File, and the access path for the WorkGroup User File. This is done with
Configuration | Workgroup Configuration in WebBank. The access path may be a mapped drive path (if all members
have consistent drive mapping) or a UNC-compliant path such as
\\OurServer\WebBank\WrkGrpUsers.wbu.
When members request loading the Workgroup Bank, their User Name is checked against the entries in the
WorkGroup User File. If present, the Workgroup Bank, as defined by the path in the Workgroup User File, is
loaded in WebBank. It is then available for concurrent use with the local (personal) bank.
Workgroup members have complete control over their personal Bank. However, the Workgroup Bank may be
changed, saved, or exported only by an Administrator. This is to ensure consistency and protect the integrity
of the common information.
Creating and Operating the Workgroup Environment
Only a few simple steps are necessary to create the Workgroup environment.
1. Designate an Administrator. The Administrator has responsibility for controlling access to and
coordinating the content of the Workgroup Bank. For this example, our Administrator will be Mary Smith.
2. Install WebBank and WebBank Administrator software for use by the Administrator.
3. Select a location for the Workgroup User File and the Workgroup Bank. This typically will be a file share
(folder) to which the members of the Workgroup have access privileges. (WebBank does not provide login
facilities so these must be part of the existing operating environment.) Workgroup members must also
have physical access via a LAN (local area network) or
Intranet connection.
For this example, assume that the WorkGroup User File is referenced by
\\OurServer\WebBank\WrkGrpUsers.wbu
and the Workgroup Bank by
\\OurServer\WebBank\Workgroup.bnk
4. Define the members of the Workgroup and create the Workgroup User File. This task is done with WebBank
Administrator. The Workgroup User File contains the User Names of Workgroup members, defines who has
Administrator privileges, and specifies the the location and file name of the Workgroup Bank. In this
example, it is as above
\\OurServer\WebBank\Workgroup.bnk
Members of the Workgroup and their User Names in this example are:
Mary Smith MaryS (Administrator)
John Jones JohnJones
John James JohnJames
Bob Brown BobB
Kathy Clark Kathy
5. Create the initial Workgroup Bank using the Administrator's copy of WebBank. (Be sure to use "Save
As" and to select the "Workgroup Bank" option under "How To Save?".) This Bank will grow over time as the
needs and discoveries of the Workgroup expand. Decisions about the content of the Workgroup Bank are a
function of the operating style of the Workgroup and management controls. (See 8. below.)
6. Install WebBank software for members of the Workgroup. WebBank may be installed on individual PCs
or on a file server in their "personal" share. Until you perform the next step, the installation will only
include the programs and files to enable them to use WebBank on a personal (local) basis.
7. Configure WebBank software for members of the Workgroup to enable access to the Workgroup User File
(and the Workgroup Bank.) This must be done locally at each PC running WebBank. Use the Workgroup
Configuration function in WebBank to enter the identification of the Workgroup File
\\OurServer\WebBank\WrkGrpUsers.wbu
and the User Name of the WorkGroup member
MaryS, JohnJones, JohnJames, BobB, Kathy
Workgroup members will now be able to load and use the Workgroup Bank
\\OurServer\WebBank\Workgroup.bnk
that is defined in the WorkGroup User File.
7. The final step is to define and implement the on-going process which will be used to control the
content of the Workgroup Bank. While the Administrator is responsible for the maintenance of the Workgroup
Bank, members of the Workgroup will have good suggestions for what should be included. Subject to the
operating policies of the Workgroup, these can be
submitted to the Administrator for review and inclusion in the Workgroup Bank. The export and import functions
available in WebBank make this a simple and easy task for both the Workgroup member and the Administrator.