About Bookmark Roots

A Bookmark Root includes:

Bookmark Root Component	Description
Bookmarks and Sub Bookmarks	Collections of documents and other items, such as RFQs and quotations, that concern a particular subject. Important: Bookmarks created from Collaboration and Approvals do not follow the baseline sharing rules (for more information, see About Sharing Content). Anyone with access to the Bookmark can add content to that Bookmark depending on their access to the content and the sharing defined for the Bookmark. Users with the Leader or Contributor access role can share content of the Bookmark. If you want to enforce baseline sharing rules for Bookmarks, use Bookmark Editor to create them.
Members	People who can access the Bookmark Root. Access can be defined at the Bookmark Root level, or the individual Bookmark level.
Routes	Set of tasks that members of a Bookmark Root complete to accomplish a business activity. Routes can contain any item added to the Bookmarks in the Bookmark Root, including documents and other items such as RFQs and quotations. You can save routes that you use frequently as templates that contain the commonly reused components of a route, such as the description, route members, instructions, and task actions.
Meetings	Bookmark Root members can create and manage meetings, including adding attachments, agenda items, and attendees.

The Sharing page lists the members for a Bookmark Root or Bookmark. Members include people added individually, people added because they are assigned to an associated Buyer Desk, people who belong to a user group added to the Bookmark Root, and people assigned to an organization and collaborative space added to the Bookmark Root.

The Buyer Desk and the people that belong to it do not show in the Sharing list. Use the properties page for the Bookmark Root to add a Buyer Desk to the Bookmark Root.

For a Bookmark Root, use the Sharing page to add people and assign them access levels. Any person can be added individually and can participate fully in the Bookmark Root: they can be assigned individually to routes, added as meeting attendees, assigned as a Bookmark Root owner, and so on.

When you create a Bookmark in a Bookmark Root, you choose a value for Inherit Access, either Yes or No. If you choose Yes, all members of the parent Bookmark Root or Bookmark are granted the same access levels to this Bookmark. If you choose No for Inherit Access, no members are automatically added to this page for the Bookmark. You can then manually add the required users and define accesses. Inherited access for user groups works the same as for individual persons.

To add a person from another company to a Bookmark Root, there must be a collaboration partnership established between the two companies. For information on establishing collaboration partnerships, see Collaboration Partners Page.

When you add a set of credentials (combination of access role, organization, and collaborative space) to a Bookmark Root, all people assigned to the organization and collaborative space have access to the Bookmark Root. These members cannot participate as fully in the Bookmark Root as those assigned individually. Specifically, these users cannot be:

• Assigned a route task
• Assigned to meetings
• Given full access

The Sharing page for a Bookmark Root or Bookmark defines who can access content, and what types of actions they can take. For a Bookmark, the actions on this page are controlled by the Inherit Access option chosen when creating the Bookmark. After creating a Bookmark, you cannot change the Inherit Access type.

When you create a Bookmark, you define the access to either inherit from the Bookmarks' parent, or to be specifically defined for that Bookmark. When inheriting access (Inherit Access is set to Yes), a member's access set at the Bookmark Root level defines the access that person/role has for the Bookmark. For Bookmarks that inherit access, you cannot change any accesses for any of the members, and you cannot add or remove members.

When the Bookmark uses specific access (Inherit Access is set to No), only the people explicitly added to the Bookmark can access it, and only with the access level for that Bookmark. None of the people added to the Bookmark Root are automatically added to the Bookmark.

For descriptions of the available access levels, see Sharing Page.

A person's Bookmark Root access also affects their access to other items related to the Bookmark Root.

Item	Description
Discussions	All the members who have at least Read access to the item being discussed can access the discussion. The discussion creator can remove people from the access list as required.
Routes	Routes do not inherit accesses from the Bookmark Root or Bookmark. The access levels assigned for a route are for the route itself (such as the ability to add and remove content from the route) and are separate from accesses for the route content. The access a person has to each content item in the route depends on the access assigned within the item's Bookmark. This access is independent of the route access
Content	You cannot define access per content item. The Bookmark access defines the content access. Collaboration and Approvals accesses add to accesses given by RFQ Management. They do not restrict access given by RFQ Management. If you add someone to a Bookmark Root after a document has been revised, the user is granted access to the document's current revision (and any revisions that occur while the user is still a member of the Bookmark Root), but not to any previous revisions of that document. These accesses apply even if the member accesses the item from a route or from another app. These minimum accesses can be added to but cannot be removed except by removing access from the parent item.

When you remove a member from a Bookmark Root, access to objects within the Bookmark Root is also removed, except for routes.

Specifically:

• If the person is a member of a route that has not been started, the task for the person is removed from the route. To prevent the task from being removed, reassign the task to another route member before removing the person from the Bookmark Root.
• If the person owns a route that has not been started, that person can view the route and start it at any time, plus save the route as a template and create a new route based on the template.
• If the person owns a completed route, the person, along with the other route members can continue to view the route.
• If the person owns a Bookmark, the Bookmark Root owner can still edit and manage the Bookmark content.
• If the person owns a document, anyone with the appropriate access to the document can still work with it. For example, anyone with Write access can lock it for edit and anyone with remove access can remove it. Since only the document owner can edit its details and accesses, nobody can make these changes for that version of the document. Anyone with Write access to the document can check in a new version, which makes that person the version owner, and then edit details and accesses as required.

The only way to remove a Buyer Desk person is to remove the person from the Buyer Desk through RFQ Management, or to remove the Buyer Desk from the Bookmark Root. For information about removing a person from the Buyer Desk, see the RFQ Management User's Guide.

When RFQ Management is used, Buyer Desks can be included in Bookmark Root.

You can add persons to a Bookmark Root by selecting a Buyer Desk on the Bookmark Root properties page. All buyers in the Buyer Desk are added as members of the Bookmark Root. The system automatically updates the membership list as buyers are added and removed from the Buyer Desk. (Buyers are added and removed from a Buyer Desk from within RFQ Management.) The Buyers are not listed as members on the Sharing page.

There is one important difference between Person members and Buyer Desk Persons. People added individually can be removed individually, as long as the person is not the Bookmark Root owner or a member of a route. People added because they belong to the associated Buyer Desk cannot be removed individually from the Bookmark Root except by removing the person from the Buyer Desk. The Bookmark Root owner can remove all Buyer Desk Persons by removing its association with the Buyer Desk. If a Buyer Desk Person is removed from the Buyer Desk or the Buyer Desk is disconnected from the Bookmark Root and the person is the Bookmark Root owner or a member of a route, the system changes the person's member type to Person and does not remove the person from the Bookmark Root.

If a person is added individually to a Bookmark Root and also is a member of the associated Buyer Desk, the system treats the person as a Buyer Desk person.

See the RFQ Management User's Guide for information about working with Buyer Desks.

When two companies are set up as collaborative partners under a host company, Bookmark Roots can be created to include members from both companies. Any object in the Bookmark Root can be viewed by authorized members from both companies.

Alternately, you can set up sharing of types in Engineering BOM Management. When setting up collaboration between two companies, the second page lets you specify types that will be shared in Engineering BOM Management.

The shared types selected will only be accessible from Engineering BOM Management.

See the Engineering BOM Management User's Guide for information about sharing types.