https://help.etsi.org/api.php?action=feedcontributions&user=Lasnier&feedformat=atomHelp - User contributions [en]2024-03-29T05:25:11ZUser contributionsMediaWiki 1.39.3https://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1903Remote Consensus(OLD)2013-01-31T15:16:03Z<p>Lasnier: /* How to identify a contribution under Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
<br />
NOTE: The contribution removed from an active Remote Consensus will be noted as "ABORTED".<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.<br />
<br />
== How to identify a contribution under Remote Consensus ==<br />
<br />
<br />
The contributions added to a Remote Consensus are flagged with a little hammer icon.<br />
<br />
This icon is visible in the Contribution applications:<br />
<br />
:[[File: Hammer_active.png|30px]] when the contribution is ADDED or ACTIVE in a Remote consensus which is in PLANNED, FROZEN, STARTED status.<br />
<br />
:[[File:Hammer_ratified.png|30px]] when the contribution has been RATIFIED or REVIEWED in the latest remote consensus it’s been in.<br />
<br />
:[[File:Hammer_aborted.png|30px]] when the contribution is in status ABORTED in the latest remote consensus it’s been in.<br />
<br />
<br />
===In the Contributions application ===<br />
<br />
<br />
[[File: Hammer_icon_in_Contrib_example1.png|700px]]<br />
<br />
<br />
[[File:Hammer_icon_in_Contrib_example2.png|700px]]<br />
<br />
<br />
=== In the contribution details page ===<br />
<br />
<br />
The hammer is visible next to the UID number on the details page:<br />
<br />
<br />
[[File:Contrib_details_page_with_hammer.png|500px]]</div>Lasnierhttps://help.etsi.org/index.php?title=File:Hammer_ratified.png&diff=1902File:Hammer ratified.png2013-01-31T15:15:50Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1901Remote Consensus(OLD)2013-01-31T15:14:44Z<p>Lasnier: /* How to identify a contribution under Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
<br />
NOTE: The contribution removed from an active Remote Consensus will be noted as "ABORTED".<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.<br />
<br />
== How to identify a contribution under Remote Consensus ==<br />
<br />
<br />
The contributions added to a Remote Consensus are flagged with a little hammer icon.<br />
<br />
This icon is visible in the Contribution applications:<br />
<br />
:[[File: Hammer_active.png|15px]] when the contribution is ADDED or ACTIVE in a Remote consensus which is in PLANNED, FROZEN, STARTED status.<br />
<br />
:[[File: when the contribution has been RATIFIED or REVIEWED in the latest remote consensus it’s been in.<br />
<br />
:[[File:Hammer_aborted.png|15px]] when the contribution is in status ABORTED in the latest remote consensus it’s been in.<br />
<br />
<br />
===In the Contributions application ===<br />
<br />
<br />
[[File: Hammer_icon_in_Contrib_example1.png|700px]]<br />
<br />
<br />
[[File:Hammer_icon_in_Contrib_example2.png|700px]]<br />
<br />
<br />
=== In the contribution details page ===<br />
<br />
<br />
The hammer is visible next to the UID number on the details page:<br />
<br />
<br />
[[File:Contrib_details_page_with_hammer.png|500px]]</div>Lasnierhttps://help.etsi.org/index.php?title=File:Hammer_aborted.png&diff=1900File:Hammer aborted.png2013-01-31T15:14:25Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=File:Hammer_active.png&diff=1899File:Hammer active.png2013-01-31T15:13:32Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1898Remote Consensus(OLD)2013-01-31T15:12:41Z<p>Lasnier: /* How to identify a contribution under Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
<br />
NOTE: The contribution removed from an active Remote Consensus will be noted as "ABORTED".<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.<br />
<br />
== How to identify a contribution under Remote Consensus ==<br />
<br />
<br />
The contributions added to a Remote Consensus are flagged with a little hammer icon.<br />
<br />
This icon is visible in the Contribution applications:<br />
<br />
:[[File: when the contribution is ADDED or ACTIVE in a Remote consensus which is in PLANNED, FROZEN, STARTED status<br />
<br />
<br />
:[[File: when the contribution has been RATIFIED or REVIEWED in the latest remote consensus it’s been in.<br />
<br />
<br />
:[[File: when the contribution is in status ABORTED in the latest remote consensus it’s been in.<br />
<br />
<br />
===In the Contributions application ===<br />
<br />
<br />
[[File: Hammer_icon_in_Contrib_example1.png|700px]]<br />
<br />
<br />
[[File:Hammer_icon_in_Contrib_example2.png|700px]]<br />
<br />
<br />
=== In the contribution details page ===<br />
<br />
<br />
The hammer is visible next to the UID number on the details page:<br />
<br />
<br />
[[File:Contrib_details_page_with_hammer.png|500px]]</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1897Remote Consensus(OLD)2013-01-31T15:12:22Z<p>Lasnier: /* How to identify a contribution under Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
<br />
NOTE: The contribution removed from an active Remote Consensus will be noted as "ABORTED".<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.<br />
<br />
== How to identify a contribution under Remote Consensus ==<br />
<br />
<br />
The contributions added to a Remote Consensus are flagged with a little hammer icon.<br />
<br />
This icon is visible in the Contribution applications:<br />
<br />
:[[File: when the contribution is ADDED or ACTIVE in a Remote consensus which is in PLANNED, FROZEN, STARTED status<br />
<br />
<br />
:[[File: when the contribution has been RATIFIED or REVIEWED in the latest remote consensus it’s been in.<br />
<br />
<br />
:[[File: when the contribution is in status ABORTED in the latest remote consensus it’s been in.<br />
<br />
<br />
===In the Contributions application ===<br />
<br />
<br />
[[File: Hammer_icon_in_Contrib_example1.png|600px]]<br />
<br />
<br />
[[File:Hammer_icon_in_Contrib_example2.png|600px]]<br />
<br />
<br />
=== In the contribution details page ===<br />
<br />
<br />
The hammer is visible next to the UID number on the details page:<br />
<br />
<br />
[[File:Contrib_details_page_with_hammer.png|450px]]</div>Lasnierhttps://help.etsi.org/index.php?title=File:Contrib_details_page_with_hammer.png&diff=1896File:Contrib details page with hammer.png2013-01-31T15:09:24Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=File:Hammer_icon_in_Contrib_example2.png&diff=1895File:Hammer icon in Contrib example2.png2013-01-31T15:06:43Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=File:Hammer_icon_in_Contrib_example1.png&diff=1894File:Hammer icon in Contrib example1.png2013-01-31T15:04:39Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1893Remote Consensus(OLD)2013-01-31T14:51:50Z<p>Lasnier: /* Remove contributions from a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
<br />
NOTE: The contribution removed from an active Remote Consensus will be noted as "ABORTED".<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.<br />
<br />
== How to identify a contribution under Remote Consensus ==</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1892Remote Consensus(OLD)2013-01-31T14:39:21Z<p>Lasnier: /* Ratify contribution in a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.<br />
<br />
== How to identify a contribution under Remote Consensus ==</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1891Remote Consensus(OLD)2013-01-31T14:37:37Z<p>Lasnier: /* Ratify contribution in a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
::: '' Important: with this status, the next uploaded revision will be '''automatically "ACCEPTED"''' as the revision was pre-approved.<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1890Remote Consensus(OLD)2013-01-31T14:30:43Z<p>Lasnier: /* Ratify contribution in a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’TO BE RATIFIED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. <br />
<br />
'''If the Remote Consensus type is Consensus Measuring ("-DEC")''', then the system displays the following possible status:<br />
<br />
::- ACCEPTED<br />
<br />
::- REJECTED<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
<br />
'''If the Remote Consensus type is Comment Collecting ("-DIS")''', then the system displays the following possible status:<br />
<br />
::- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
::- NOTED<br />
<br />
::- NOTED with revision requested<br />
<br />
::- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’RATIFIED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1889Remote Consensus(OLD)2013-01-31T14:22:23Z<p>Lasnier: /* Remove contributions from a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1888Remote Consensus(OLD)2013-01-31T14:22:05Z<p>Lasnier: /* Status of contribution in a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
:: NOTE: The history tab of the contributions keeps track of the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1887Remote Consensus(OLD)2013-01-31T14:21:42Z<p>Lasnier: /* Add contribution(s) to a Remote Consensus from the contribution application */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
<br />
:: NOTE: The history tab of the contributions traces the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1886Remote Consensus(OLD)2013-01-31T14:21:26Z<p>Lasnier: /* Status of contribution in a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in '''status “AVAILABLE”''' in the contribution process '''will be set to “ACTIVE”''' in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
<br />
* The contributions in '''status “RESERVED”''' in the contribution process '''will be set to “NO SHOW”''' in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
<br />
* If the Remote Consensus contains '''only contributions with status "RESERVED"''', then the Remote Consensus '''will be set to "CANCELLED"''' and the contributions will be released for a future Remote Consensus.<br />
<br />
<br />
:: NOTE: The history tab of the contributions traces the differents steps and events.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1885Remote Consensus(OLD)2013-01-31T14:10:42Z<p>Lasnier: /* Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1884Remote Consensus(OLD)2013-01-31T14:10:21Z<p>Lasnier: /* Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1883Remote Consensus(OLD)2013-01-31T14:10:02Z<p>Lasnier: /* Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: ERM(13)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1882Remote Consensus(OLD)2013-01-31T14:09:36Z<p>Lasnier: /* Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
After saving your newly created Remote Consensus, click on "Add contributions" link: <br />
<br />
[[File:Add_contrib_from_RC_creation.png|500px]]<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: TISPAN(11)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=File:Add_contrib_from_RC_creation.png&diff=1881File:Add contrib from RC creation.png2013-01-31T14:08:57Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1880Remote Consensus(OLD)2013-01-31T14:07:02Z<p>Lasnier: /* Add contributions to a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen===<br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: TISPAN(11)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus creation screen<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
From this step, you can refer to the paragrah above "Adding a contribution from the Remote Consensus creation screen".<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1879Remote Consensus(OLD)2013-01-31T14:02:31Z<p>Lasnier: /* Add contributions to a Remote Consensus */</p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: TISPAN(11)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus(OLD)&diff=1878Remote Consensus(OLD)2013-01-31T13:59:58Z<p>Lasnier: </p>
<hr />
<div>==Scope of the Remote Consensus Application==<br />
<br />
This application aims at providing a comprehensive online tool to collect comments and measure consensus for contributions during given period as opposed to during a face-to face meeting.<br />
This application focuses on:<br />
<br />
- The collection of members views recorded as ''comments'', and the ability to present these comments in clear reports.<br />
<br />
- The measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
- The final interpretation of the consensus is the responsibility of chairman. After the end of the consensus measurement period, the chairman of the TB/WG/TG will take the final decision on contribution(s) and ratify the remote consensus.<br />
<br />
The announcement of remote consensuses measuring period, and the results are disseminated on the TB mailing list by the system.<br />
<br />
NOTE: It is recommended to group contributions in one Remote consensus on which decision needs to be taken. <br />
One of this application aim is to help TBs to structure and organize their work between meetings: TBs would group their documents for remote decisions in one or two RCs per month for instance.<br />
Normally, a Remote Consensus is planned well before it starts, and delegates can add their documents to the RC by themselves. Then the Remote Consensus starts, and no more than ONE notification per week is sent to the mailing list.<br />
<br />
==Create a new Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
Note: Only Officials can create a Remote Consensus for the TB he chairs and also for its WGs. <br />
<br />
In order to be able to create a remote consensus you first need to be logged in to the portal. Click on the ‘’create new’’ link in the portlet.<br />
The following creation screen is displayed:<br />
<br />
[[File:Create_a_RC.png|450px|center]]<br />
<br />
The system displays an empty form which you are asked to fill in. Some of the attributes are mandatory:<br />
<br />
- '''Community''': this field automatically shows your TB/WG, however it is possible to change to another <br />
<br />
- '''Type''': There are 2 types of Remote Consensus:<br />
<br />
1) '''''Consensus measuring "– DEC"''''': This type of Remote Consensus allows the measurement of consensus by counting the number of ‘’oppositions’’ raised during the approval period and maintained by its author at the end of that period<br />
<br />
2)'' '''Comment collecting "– DIS"''''': This type of Remote Consensus allows the collection of members views recorded as ‘’comments’’, and the ability to present these comments in clear reports.<br />
<br />
- '''Description''': You can type text to give information on the Remote Consensus you intend to create. This field is optional.<br />
<br />
- '''Status''': In creation mode the status ‘’PLANNED’’ is automatically set and cannot be changed<br />
<br />
- '''Start date''': Select the date when the Remote Consensus will start and therefore comments will be allowed. '''Start time will always be 12:00 CET.'''<br />
Note: Start Date must be greater than Now, greater than Freeze date and smaller than End date.<br />
<br />
- '''End Date''': Select the date when the Remote Consensus will end and when comments will not be longer be allowed. '''End Time will always be midnight CET.''' <br />
Note: End Date must be greater than Start date. <br />
<br />
- '''Freeze Date''': Should you wish to, you can set a freeze date for contribution submission. This means that TC members will not be able to add a contribution to a Planned Remote Consensus from the freeze date. If selected, this date must be greater than Now and smaller than the Start date. <br />
<br />
-'''Status Report Date''': This indicates if a weekly status report shall be sent for this Remote Consensus. If this option is ticked then the system asks you to indicate which day this Report shall be sent to the list. <br />
<br />
<br />
When all mandatory fields are filled, click on the button ‘’Save’’. The system displays a creation confirmation pop-up summarising the Remote Consensus properties and the Remote Consensus portlet is refreshed with the newly created item.<br />
<br />
==Update the details of a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff<br />
<br />
To update properties of remote consensus, go to the Remote Consensus portlet and click on the [[File:Portlet_view_details.png|15px]] on the line of the Remote Consensus you intend to update.<br />
<br />
The system displays the detailed view for the chosen Remote Consensus<br />
<br />
<br />
[[File:RC_view_details.jpg|450px]] <br />
<br />
<br />
Then, click on the "Edit" button and update the Remote Consensus information. Ensure that you don’t leave a mandatory field blank. <br />
<br />
Note: You can decide to change the status from PLANNED to FROZEN manually on this page. <br />
<br />
The FROZEN status can be used should you wish to stop the addition of contribution in a Remote Consensus; the reason for freezing a Remote Consensus may be that you are in line with what you were expected for this Remote Consensus or that you need to check the added contributions. <br />
<br />
The FROZEN status can be removed manually by changing the status from FROZEN to PLANNED in the status drop down menu otherwise it will be changed automatically by the system at the Start date of the Remote Consensus. <br />
<br />
When you have finished updating the Remote Consensus properties, click on the ‘’SAVE’’ button. The system updates the information and refreshes the Remote Consensus portlet.<br />
<br />
==Add contributions to a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
Access rights note: You need to subscribe to the TB membership list to be able to use the Remote Consensus application. Should you wish to subscribe please go to:[http://webapp.etsi.org/TBMembershipList]<br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/YVbtF85rstk" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
===Add contribution(s) to a Remote Consensus from the contribution application===<br />
<br />
Context: You are logged in and a list of contribution(s)is diplayed<br />
<br />
To add a contribution to a Remote Consensus, select it in the contributions list and then click on the "Actions button" in the top bar. The “Actions” button unfolds and displays the menu of actions that you can perform on this contribution, including those related to Remote Consensus. <br />
<br />
Click on "Remote Consensus", then "Send to Remote Consensus".<br />
<br />
The system then displays a listing of the Remote Consensuses in “PLANNED” or “FROZEN” status of the contribution's community. Select the Remote Consensus to which you wish to add the selected contribution.<br />
<br />
[[File:Add_contrib_in_RC_from_Contrib.png|550px|center]]<br />
<br />
<br />
The system then displays the message: Your contribution has been added to the chosen Remote Consensus. <br />
<br />
<br />
'''Important Note:''' <br />
<br />
'''- Contributions uploaded for Information/Discussion may only be added to Remote Consensus Type DIS: “Comments Collecting”.'''<br />
<br />
'''- Contributions uploaded for Decision may only be added to Remote Consensus Type DEC: “Consensus Measuring”.'''<br />
<br />
<br />
Note: Contributions added to a remote consensus are locked in the contribution application and this lock is visually materialized by the following icon: [[File:Hammer.png|20px]].<br />
It is not possible to perform actions on this contribution during the Remote Consensus, such as changing the status or uploading a revision.<br />
<br />
===Add contribution(s) to a Remote Consensus from the Remote Consensus portlet===<br />
<br />
The remote consensuses are listed in the Remote Consensus portlet, to add contribution(s) to one of the available Remote Consensus, click on the [[File:Add_contrib_from_portlet.png|20px]] icon. <br />
<br />
The system displays a pop-up window with a search box for contributions:<br />
<br />
[[File:Pop-up_add_contrib_to_RC.png|550px]]<br />
<br />
You may search with the contribution Unique Identifying number (UID). <br />
Note: This field does not contain a wildcard function. You will need to include the zeros contained in the UID. For example: TISPAN(11)'''000'''025.<br />
<br />
You may also search by keywords in the contribution title. <br />
If you do not know the UID nor the title, just click on "Filter".<br />
<br />
Contributions are taken from the same community as the Remote Consensus and not from its subgroups. <br />
<br />
<br />
To add contributions to a Remote Consensus, select one or several contributions in the filtered list and click on the “Add” button, or double-click on a single contribution and click on “Done” once you have added all your contributions. <br />
<br />
You can also add contributions from the Remote Consensus detailed view, by clicking on the [[File:Portlet_view_details.png|15px]] and select the “Add contribution”. The system will redirect to the contributions window above.<br />
<br />
==Status of contribution in a Remote Consensus==<br />
<br />
You can add one or more contributions that are in Status “Reserved” or “Available” to a Remote Consensus. From the Remote Consensus portlet, the system only displays only contributions which can be added to the Remote Consensus you have selected. <br />
<br />
* Remote Consensus of Type '''consensus measuring''': you can add to this type of Remote Consensus only '''contributions which are for Decision.'''<br />
<br />
* Remote Consensus of Type '''comment collecting''': you can add to this type of Remote Consensus only '''contributions which are for Discussion.'''<br />
<br />
The contribution in a Remote Consensus which has not yet started has the status “ADDED” in a Remote Consensus. <br />
<br />
<br />
Once the Remote Consensus has started:<br />
* The contributions in status “AVAILABLE” in the contribution process will be set to “ACTIVE” in the Remote Consensus. Note: This “ACTIVE” Contribution is still available on the server but locked in the contribution process as it is in Remote Consensus. <br />
<br />
* The contributions in status “RESERVED” in the contribution process will be set to “NO SHOW” in the Remote Consensus. Note: This “NO SHOW” Contribution is still in a “RESERVED” status in the contribution application and can eventually be added to another Remote Consensus in “RESERVED” or “AVAILABLE” status.<br />
<br />
==Remove contributions from a Remote Consensus==<br />
<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary; TB support staff. The TB Membership list Members can remove a contribution only when the Remote Consensus is in a PLANNED Status. <br />
<br />
<html><br />
<iframe width="420" height="345" src="http://www.youtube.com/embed/zEdTzlFDt28" frameborder="0" allowfullscreen></iframe><br />
</html><br />
<br />
A contribution can be removed from a PLANNED Remote Consensus by any user who has added it. Nevertheless, if a Remote Consensus has STARTED then only the TB/WG/TG Chairman and Vice-Chairman can remove it from the Remote Consensus.<br />
<br />
You can remove the contribution by clicking on the “view details” of the contribution, the system will open the usual contribution detailed view, select the tab “Remote Consensus” and click on the link “remove”.<br />
<br />
[[File:Contrib_details_remove.png|550px|center]]<br />
<br />
==Post a comment on a contribution in a Remote Consensus==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
'''Context''': You are in the contribution application. You see the list of contributions that are on Remote Consensus.<br />
<br />
<br />
You can post a comment on a specific contribution in a Remote Consensus by selecting the action ‘’Comment’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
<br />
[[File:Comment_window.png|550px]]<br />
<br />
<br />
<br />
Then, the system enables the comment text box and you can start typing your comment and validates it by clicking on the ‘’Comment’’ button.<br />
<br />
Your comment will be displayed at the top of the comment screen. The action of commenting to a contribution in a Remote Consensus will automatically subscribe you to the contribution, this means that you are monitoring the contribution and that you will receive email notifications related to this contribution. Nevertheless you have the possibility to unsubscribe to the notification on this contribution by either clicking on the link ‘’Stop Monitoring’’ or by clicking on the ‘’More’’ button in the list of contribution and select ‘’Remote Consensus’’ and then ‘’Stop Monitoring’’<br />
<br />
Note: The only way to comment is to enter text in the comment box; it is not possible to comment by uploading a file.<br />
<br />
==Oppose to a contribution in a Remote Consensus (only for RC type "-DEC")==<br />
<br />
'''Actors''': TB Membership list member, TB/WG/TG Chairman, Vice-Chairman and Secretary, TB support staff<br />
<br />
<br />
You can indicate your wish to oppose to a contribution in a remote consensus by selecting the action ‘’Raise an Opposition’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
[[File:Raise_opposition.png|550px]]<br />
<br />
<br />
When you raise an opposition, you are asked to enter justification comment. A red bullet appears next to your comment and the general information panel at the top of the pop-up indicates then that CONSENSUS= NO and the counter of the number of opposition is refreshed.<br />
<br />
Only one opposition per delegate can be posted. As soon as you raise your opposition the action becomes ‘’Clear my opposition’’ which you can use at any time to remove your opposition on a contribution.<br />
<br />
==Ratify contribution in a Remote Consensus==<br />
'''Actors''': TB/WG/TG Chairman, Vice-Chairman and Secretary<br />
<br />
When the Remote Consensus End Date is reached, then the Remote consensus passes in status ‘’ENDED’’. It is no longer possible to comment or to raise oppositions. The TB/WG/TG chairman, Vice Chairman or Secretary decides on the final result of the Remote Consensus for a particular contribution. This result will update the status of the contribution accordingly.<br />
<br />
You can indicate your wish to ratify a contribution in a remote consensus by selecting the action ‘’Ratify’’ from the ‘’Remote Consensus’’ tab of the contribution detailed view.<br />
<br />
Then the following screen is displayed:<br />
<br />
[[File:Ratification.png|550px]]<br />
<br />
On this screen you are asked to indicate the result status of the contribution. If the Remote Consensus type is Consensus Measuring ("-DEC"), then the system displays the following possible status:<br />
<br />
- ACCEPTED<br />
<br />
- REJECTED<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
<br />
If the Remote Consensus type is Comment Collecting ("-DIS"), then the system displays the following possible status:<br />
<br />
- AVAILABLE (which would allow you to add the contribution to another Remote Consensus)<br />
<br />
- NOTED<br />
<br />
- NOTED with revision requested<br />
<br />
- NOTED with revision pre-approved<br />
<br />
After having indicated the result status of the contribution you may add a ratification comment in the text box at the bottom of the window. This ratification comment is not mandatory unless the output status of the contribution is ‘’REJECTED’’.<br />
<br />
Note: A TB official can decide to ACCEPT a contribution even if consensus was not reached<br />
<br />
A ratified contribution is then unlocked in the contribution application. <br />
<br />
After the last contribution in a Remote Consensus has been ratified then the remote consensus is set to ‘’CLOSED’’.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus_Portlet&diff=1877Remote Consensus Portlet2013-01-31T13:57:45Z<p>Lasnier: </p>
<hr />
<div>The remote consensus portlet is available for each TB/WG and displays remote consensuses for selected group(s) in the body selector.<br />
<br />
[[File:New_RC_portlet_view.png|450px]]<br />
<br />
==List of Remote Consensuses==<br />
The following information is displayed in the list of remote consensuses:<br />
<br />
:- [[File:Portlet_view_details.png|15px]] View details of a Remote Consensus<br />
<br />
:- [[File:Add_contrib_from_portlet.png|20px]] Add contributions to this Remote Consensus]]<br />
<br />
:- [[File:View_report_icon.png|13px]] Access to the Report/Journal of the Remote Consensus<br />
<br />
:- The remote consensus reference, with link to the contributions.<br />
<br />
:- A quick access to the contributions under remote consensus.<br />
<br />
:- The title of the remote consensus<br />
<br />
:- The remote consensus start date.<br />
<br />
: - The remote consensus end date.<br />
<br />
: - The remote consensus status.<br />
<br />
<br />
<br />
<br />
<br />
==Access to the list of contributions in a Remote Consensus==<br />
<br />
The list of contributions under Remote consensus is visible by clicking on the + icon underneath the Remote Consensus reference. <br />
<br />
<br />
It displays the number and reference of the contributions: <br />
<br />
[[File:Fold_out_contrib_list_in_RC.png]]<br />
<br />
This allows to view at a glance the title of the contribution, the number of comments and/oppositions. <br />
<br />
<br />
<br />
==View the comments/oppositions and comment direclty from the Remote Consensus portlet==<br />
<br />
Click on the glasses icon next to the contributions. <br />
<br />
A new window will open direclty in the Remote Consensus tab of the contributions.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus_Portlet&diff=1876Remote Consensus Portlet2013-01-31T13:46:23Z<p>Lasnier: </p>
<hr />
<div>The remote consensus portlet is available for each TB/WG and displays remote consensuses for selected group(s) in the body selector.<br />
<br />
[[File:New_RC_portlet_view.png|450px]]<br />
<br />
==List of Remote Consensuses==<br />
The following information is displayed in the list of remote consensuses:<br />
<br />
:- [[File:Portlet_view_details.png|15px]] View details of a Remote Consensus<br />
<br />
:- [[File:Add_contrib_from_portlet.png|20px]] Add contributions to this Remote Consensus]]<br />
<br />
:- [[File:View_report_icon.png|13px]] Access to the Report/Journal of the Remote Consensus<br />
<br />
:- The remote consensus reference, with link to the contributions.<br />
<br />
:- A quick access to the contributions under remote consensus.<br />
<br />
:- The title of the remote consensus<br />
<br />
:- The remote consensus start date.<br />
<br />
: - The remote consensus end date.<br />
<br />
: - The remote consensus status.<br />
<br />
<br />
<br />
<br />
<br />
==Access to the list of contributions in a Remote Consensus==<br />
<br />
The list of contributions under Remote consensus is visible by clicking on the + icon underneath the Remote Consensus reference. <br />
<br />
<br />
It displays the number and reference of the contributions: <br />
<br />
[[File:Fold_out_contrib_list_in_RC.png]]<br />
<br />
This allows to view at a glance the title of the contribution, the number of comments and/oppositions. <br />
<br />
There is a direct link to download the contribution and a link to view the comments details.<br />
<br />
<br />
<br />
==View the comments/oppositions and comment direclty from the Remote Consensus portlet==<br />
<br />
Click on the glasses icon next to the contributions. <br />
<br />
A new window will open direclty in the Remote Consensus tab of the contributions.</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus_Portlet&diff=1875Remote Consensus Portlet2013-01-31T13:39:06Z<p>Lasnier: </p>
<hr />
<div>The remote consensus portlet is available for each TB/WG and displays remote consensuses for selected group(s) in the body selector.<br />
<br />
[[File:New_RC_portlet_view.png|450px]]<br />
<br />
==List of Remote Consensuses==<br />
The following information is displayed in the list of remote consensuses:<br />
<br />
:- [[File:Portlet_view_details.png|15px]] View details of a Remote Consensus<br />
<br />
:- [[File:Add_contrib_from_portlet.png|20px]] Add contributions to this Remote Consensus]]<br />
<br />
:- [[File:View_report_icon.png|13px]] Access to the Report/Journal of the Remote Consensus<br />
<br />
:- The remote consensus reference, with link to the contributions.<br />
<br />
:- A quick access to the contributions under remote consensus.<br />
<br />
:- The title of the remote consensus<br />
<br />
:- The remote consensus start date.<br />
<br />
: - The remote consensus end date.<br />
<br />
: - The remote consensus status.<br />
<br />
<br />
<br />
<br />
<br />
==Access to the list of contributions in a Remote Consensus==<br />
<br />
The list of contributions under Remote consensus is visible by clicking on the + icon underneath the Remote Consensus reference. <br />
<br />
<br />
It displays the number and reference of the contributions: <br />
<br />
[[File:Fold_out_contrib_list_in_RC.png]]</div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus_Portlet&diff=1874Remote Consensus Portlet2013-01-31T13:38:44Z<p>Lasnier: </p>
<hr />
<div>The remote consensus portlet is available for each TB/WG and displays remote consensuses for selected group(s) in the body selector.<br />
<br />
[[File:New_RC_portlet_view.png|450px]]<br />
<br />
==List of Remote Consensuses==<br />
The following information is displayed in the list of remote consensuses:<br />
<br />
:- [[File:Portlet_view_details.png|15px]] View details of a Remote Consensus<br />
<br />
:- [[File:Add_contrib_from_portlet.png|20px]] Add contributions to this Remote Consensus]]<br />
<br />
:- [[File:View_report_icon.png|13px]] Access to the Report/Journal of the Remote Consensus<br />
<br />
:- the remote consensus reference, with link to the contributions.<br />
<br />
:- A quick access to the contributions under remote consensus.<br />
<br />
:- the title of the remote consensus<br />
<br />
:- the remote consensus start date.<br />
<br />
: - the remote consensus end date.<br />
<br />
: - the remote consensus status.<br />
<br />
<br />
<br />
<br />
<br />
==Access to the list of contributions in a Remote Consensus==<br />
<br />
The list of contributions under Remote consensus is visible by clicking on the + icon underneath the Remote Consensus reference. <br />
<br />
<br />
It displays the number and reference of the contributions: <br />
<br />
[[File:Fold_out_contrib_list_in_RC.png]]</div>Lasnierhttps://help.etsi.org/index.php?title=File:Fold_out_contrib_list_in_RC.png&diff=1873File:Fold out contrib list in RC.png2013-01-31T13:31:01Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus_Portlet&diff=1872Remote Consensus Portlet2013-01-31T13:28:49Z<p>Lasnier: </p>
<hr />
<div>The remote consensus portlet is available for each TB/WG and displays remote consensuses for selected group(s) in the body selector.<br />
<br />
[[File:New_RC_portlet_view.png|450px]]<br />
<br />
==List of Remote Consensuses==<br />
The following information is displayed in the list of remote consensuses:<br />
<br />
[[File:Portlet_view_details.png|15px]] View details of a Remote Consensus<br />
<br />
[[File:Add_contrib_from_portlet.png|20px]] Add contributions to this Remote Consensus]]<br />
<br />
[[File:View_report_icon.png|13px]] Access to the Report/Journal of the Remote Consensus<br />
<br />
- Remote Consensus Start date<br />
<br />
- Remote Consensus end date<br />
<br />
- Remote Consensus status<br />
<br />
- Contribution: Number of contributions added to this remote consensus<br />
<br />
- Description<br />
<br />
==Access to the list of contributions in a Remote Consensus==<br />
<br />
List of contributions in Remote consensus can always be seen by clicking on the remote consensus UID on the remote consensus portlet</div>Lasnierhttps://help.etsi.org/index.php?title=File:New_RC_portlet_view.png&diff=1871File:New RC portlet view.png2013-01-31T13:28:16Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Remote_Consensus_Portlet&diff=1870Remote Consensus Portlet2013-01-31T13:14:32Z<p>Lasnier: </p>
<hr />
<div>The remote consensus portlet is available for each TB/WG and displays remote consensuses for selected group(s) in the body selector.<br />
<br />
[[File:Portlet_RC.png|450px]]<br />
<br />
==List of Remote Consensuses==<br />
The following information is displayed in the list of remote consensuses:<br />
<br />
[[File:Portlet_view_details.png|15px]] View details of a Remote Consensus<br />
<br />
[[File:Add_contrib_from_portlet.png|20px]][[Remote_Consensus#Add contribution(s) to a Remote Consensus from the Remote Consensus Portlet|Add contributions to this Remote Consensus]]<br />
<br />
[[File:View_report_icon.png|13px]] Access to the Report/Journal of the Remote Consensus<br />
<br />
- Remote Consensus Start date<br />
<br />
- Remote Consensus end date<br />
<br />
- Remote Consensus status<br />
<br />
- Contribution: Number of contributions added to this remote consensus<br />
<br />
- Description<br />
<br />
==Access to the list of contributions in a Remote Consensus==<br />
<br />
List of contributions in Remote consensus can always be seen by clicking on the remote consensus UID on the remote consensus portlet</div>Lasnierhttps://help.etsi.org/index.php?title=ChangeLog&diff=1869ChangeLog2013-01-10T07:34:43Z<p>Lasnier: </p>
<hr />
<div>'''9th January 2013 NGPP 1.4 Build 5: Meeting Calendar enhancements'''<br />
<br />
* Enhancements:<br />
** Rework of the meeting calendar portlet<br />
** Rework of the registration information <br />
** Integration of different meeting types (face-to-face, conferences or both)<br />
** New link to Advanced query on the portlet <br />
* Introduction of new features:<br />
** Easy upload of the meeting invitations and details<br />
** Ability for external users to register to meetings (if allowed by meeting settings)<br />
** Management of participants presence type and status<br />
** Handling of registration of non-ETSI members<br />
** iCal reminders to add meetings to mail client calendars<br />
** Ability to send emails to registered participants via the application<br />
<br />
<br />
'''3th October 2012 NGPP 1.4 Build 4: New Work Item & Latest Drafts enhancements'''<br />
<br />
* Enhancements on the New Work Item proposal<br />
** Dynamic check of the Work Item proposal. New feature on the top right corner of the proposal to check automatically if NWI proposal is complete (mouse over with instructions).<br />
** Deliverable type is now a mandatory field to create the NWI proposal. <br />
** PWI reference number is simplified to "PWI_TBName_YY_sequencenumber_version".<br />
** The requested WI reference field is automatically pre-filled with the next number available.<br />
** Possibility to make available the NWI proposal in 1 click when complete.<br />
** Possibility to progress accepted WIs on WG level to the TB parent for approval in 1 click. <br />
** Autocomplete menu for the Rapporteur field.<br />
<br />
* Enhancements on the Latest Drafts application<br />
** Automatic path attribution for the first draft version.<br />
** Draft tab in the contribution contains the Work Item details.<br />
** Progress bar while drafts download.<br />
** Ability to contritube uplaoded draft in 1 click.<br />
** Expandable list of all versions for Work Items with more than one version. <br />
** Possibility to erase non-contributed versions from the portlet (staff reserved).<br />
<br />
<br />
'''14th April 2012 NGPP 1.4 Build 3: Access Control & State Machine enhancements'''<br />
<br />
* Simplification of Access Rights<br />
Any user can now EDIT, UPLOAD or REVISE a contribution even if he's not its main contact. In such a case, a notification e-mail is sent to the main contact.<br />
<br />
* Navigation enhancements<br />
Upon login, the user is not redirected to the portal home page anymore but stays on current page.<br />
<br />
* State Machine modifications<br />
It is now possible to withdraw a Revised contribution.<br />
<br />
* Remote Consensus notifications<br />
In notifications, hyperlinks were added to point to contribution details.<br />
<br />
<br />
'''29th February 2012 NGPP 1.4 Build 2: New features added to the contribution application'''<br />
<br />
* Late contribution threshold<br />
This feature allows to flag as "Late" any contribution reserved or uploaded after a defined Late Threshold Date.<br />
This information only exists for contribution allocated to a meeting. <br />
<br />
* Block Reservation<br />
Contribution "Block Reservation" is a functionality that allows to pre-reserve a range of contributions for a targeted meeting by re-using and copying the general fields/information (title, source, …) of existing contributions from previous meetings. <br />
This will typically be used when TB meetings have a recurring pattern for their first n contributions (invitation, agenda, IPR call, Status of WPM, WG reports, etc).<br />
<br />
* VIP Mode<br />
Only active TB support staff and active Officials of the concerned TB have Write access to the Contribution objects of a community for which the "VIP mode" has been enabled, other users have Read access only i.e. Board and General Assembly. <br />
<br />
<br />
'''30th November2011 NGPP 1.4 Build 1: Additional enhancements to the Contribution application'''<br />
<br />
* Evolution of the Contribution numbering scheme<br />
Starting from 2012 contributions and for contributions created in 2011 and attached to a 2012 meeting the new numbering scheme will be as the following:<br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingID><contribSeqNb><br />
<br />
Meeting ID: optional can be defined to reflect the Meeting reference. Otherwise for the Comittees who wish to keep the yearly contributions numbering scheme, THEN the ''XXX'' will be set to ''000'' <br />
<br />
ContribSeqNb: <br />
<br />
IF Meeting ID defined THEN starts at 1 until last contribution linked to this meeting is reserved and/or <ReservationEndDate> is reached<br />
<br />
IF Meeting ID not defined THEN the contribution numbering system takes over and allocates an automatic yearly numbering scheme <br />
<br />
<br />
* Contributions can be assigned to several meetings<br />
<br />
* Contributions assigned to a meeting and postponed to another meeting will keep its UID origin <br />
<br />
* Possibility to set Reservation Start and End Dates with the option to block upload outside of the reservation range<br />
<br />
* The Contribution File Name can now be changed in the contribution detailed view. <br />
<br />
<br />
<br />
'''20th October 2011 NGPP 1.3 Build 5: Ergonomics enhancements'''<br />
<br />
<u>Changes to the portal screen</u><br />
<br />
* New contribution link allows to choose the type from the portlet<br />
<br />
* A new search box allows you to enter text and perform search on titles, contacts, and sources of the contributions. <br />
<br />
<br />
<u>Contribution list Main Screen</u><br />
<br />
* New quick access panel divided in 3 parts <br />
** Access to saved queries<br />
** Access to contributions which have been linked to recent, on-going and future meetings<br />
** Access to contributions associated to preferred committees<br />
<br />
* NEW: Simple/Advanced search panels<br />
<br />
* UPDATED: Enhanced contribution list<br />
** Statuses and UID are now displayed in different colours depending on their status<br />
** The most usual actions are now displayed as Icons <br />
<br />
* UPDATED: “New contribution” button which unfolds allowing to choose the type of contribution<br />
<br />
<br />
<u>Contribution details Windows</u><br />
* Reviewed to match with the look and feel of the contribution cover page<br />
* The main contact for a contribution is now a single person and you can retrieve his contact details by clicking on the link. <br />
* The related WIs tab has been replaced by in line information display..</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1868Meeting Management2013-01-10T07:34:29Z<p>Lasnier: /* Chat room */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
The Meeting Management application is accessible here: http://webapp.etsi.org/MeetingManagement/ <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: - Face to Face only<br />
::: - Online only<br />
::: - Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
<br />
:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
<br />
:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
<br />
:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
<br />
'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
<br />
<br />
Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png|center]]<br />
<br />
<br />
From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
<br />
<br />
'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Make the appropriate changes and click “Update Meeting”.<br />
<br />
<br />
<br />
<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
'''Select the meeting''' in the Meeting Calendar. <br />
<br />
<br />
'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
<br />
[[File: Cancelmeeting_screen.png|center]]<br />
<br />
<br />
The system will show a confirmation screen as such:<br />
<br />
[[File: Cancelmeeting_confirmation.png|center]]<br />
<br />
<br />
<br />
A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
<br />
[[File: Cancelmeeting_viewonportlet.png|center]]<br />
<br />
<br />
The cancellation information also appears on the meeting details page:<br />
<br />
[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
<br />
<br />
<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
<br />
You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
<br />
<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
<br />
<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
<br />
<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
<br />
[[File: Room_allocation_search.png]]<br />
<br />
:* Enter the date, the tool will display the corresponding week. <br />
<br />
:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query.<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
<br />
<br />
<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
<br />
'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
<br />
[[File: Meetingcalendar_ical.png|center]]<br />
<br />
<br />
You will see a new page (or window depending on your browser settings) as such:<br />
<br />
[[File: Meeting_details_page.png|center]]<br />
<br />
<br />
The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
<br />
<br />
:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
<br />
<br />
:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
<br />
:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
<br />
<br />
:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
<br />
<br />
:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
<br />
<br />
:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
<br />
<br />
:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
<br />
<br />
:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
<br />
<br />
:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
<br />
<br />
:* '''Host details''': Link to the host website or relevant website address.<br />
<br />
<br />
:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
<br />
<br />
:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
<br />
<br />
:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
<br />
<br />
:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
<br />
<br />
:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
<br />
<br />
<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
<br />
''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
<br />
'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
<br />
'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
<br />
<br />
In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
<br />
<br />
Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
<br />
<br />
=== Define the meeting contributions settings === <br />
<br />
The interface is accessible from the meeting details page.<br />
<br />
:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
[[File:Meeting_details_page.png|center]]<br />
<br />
<br />
'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
<br />
<br />
:* A new screen appears with all the parameters. <br />
<br />
<br />
<br />
====General Contributions Settings==== <br />
<br />
The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
<br />
<br />
::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
<br />
:::Note: By default, it is set to finish one month after the end of the meeting. <br />
<br />
<br />
::*Block upload outside reservation date range: Tick to enable this feature. <br />
<br />
<br />
::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
<br />
:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
<br />
<br />
<br />
Here below is a figure explaining the "contribution period".<br />
<br />
[[File: Contribution period.png|650px|center]]<br />
<br />
<br />
Flags are automatically calculated by the system. <br />
<br />
If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
<br />
<br />
:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
<br />
[[File:Red_flag.png|600px]]<br />
<br />
<br />
<br />
====Contribution Numbering Settings==== <br />
<br />
The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
<br />
:* '''Contribution Numbering Model: '''<br />
<br />
::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
<br />
<br />
::*Meeting Prefix: Optional.<br />
<br />
:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
<br />
<br />
::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
<br />
<br />
Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
<br />
<br />
<br />
A screen will confirm the settings that have entered. <br />
<br />
[[File: Defined_contributions_settings.png|center]]<br />
<br />
<br />
From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
<br />
<br />
::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
<br />
<br />
<br />
===Modify the meeting contributions settings ===<br />
<br />
From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
<br />
[[File: Changecontribsettingsscreen.png|center]]<br />
<br />
<br />
See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
<br />
Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
<br />
<br />
<br />
===Contribution block reservation ===<br />
<br />
Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
<br />
To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
<br />
[[File:General_properties.png|center|600px]]<br />
<br />
[[File:Block_reservation_link.png|300px]]<br />
<br />
<br />
The system opens the block reserve screen:<br />
<br />
[[File:Blobk_resa_screen.png|600px]]<br />
<br />
Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
<br />
The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
<br />
Use the red cross to delete an entry.<br />
<br />
NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
<br />
'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
<br />
In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
<br />
[[File:Start_numbering_at.png|400px]]<br />
<br />
In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
<br />
Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
<br />
To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
<br />
<br />
<br />
===Manage Meeting Allocations ===<br />
<br />
To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
<br />
[[File:Manage_allocations.png|300px]]<br />
<br />
<br />
<br />
==== Create a meeting allocation ====<br />
<br />
To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
<br />
[[File: New_meeting_allocations_screen.png|center]]<br />
<br />
:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
<br />
<br />
====Export/Import Allocations ====<br />
<br />
It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
<br />
:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
<br />
<br />
To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
<br />
<br />
==Registration ==<br />
===Register yourself to a meeting ===<br />
<br />
You can register yourself directly from the Meeting Calendar portlet. <br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
Click on the "Not registered" link of the meeting.<br />
<br />
<br />
On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
[[File:Registration_screen.png|center]]<br />
<br />
For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
<br />
A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
<br />
[[File: Registration_screen_confirmation.png|center]] <br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. <br />
TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
<br />
'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
<br />
<br />
Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
<br />
[[File: Registration_external_with_EOL.png|center]]<br />
<br />
Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
<br />
[[File: Registration_external_without_EOL.png|center]]<br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
===Unregister to a meeting=== <br />
<br />
There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
<br />
A screen will confirm that you are unregistered for the meeting<br />
<br />
[[File: Registration_cancellation_confirmation.png|center]]<br />
<br />
<br />
::* ''' From your registration confirmation email: '''<br />
<br />
Click on the Cancel Registration link provided. <br />
<br />
<br />
===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
<br />
On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
<br />
[[File: List_of_participants_link.png]]<br />
<br />
A new screen shows the list of participants currently registered. <br />
<br />
[[File: List_of_participants_screen.png|center]]<br />
<br />
<br />
Click on the “Actions” button, it will open a drop down list: <br />
<br />
[[File: Participants_action_button.png]]<br />
<br />
Click on «Register a new user »<br />
<br />
A new tab or window will open with an empty form. <br />
<br />
Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
<br />
If so, select the name from the drop down list: <br />
<br />
[[File: Adding_user_by_name.png|center]]<br />
<br />
<br />
If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
<br />
A screen will confirm the registration of this participant. <br />
<br />
'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
<br />
<br />
<br />
==Meeting participants management ==<br />
<br />
In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
<br />
===Participants' list ===<br />
<br />
The list of participants to restricted to users with EOL account <br />
<br />
To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
<br />
[[File:List_of_participants_screen_2.png|center]]<br />
<br />
===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
<br />
'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
<br />
'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
<br />
Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
<br />
'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
<br />
<br />
'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
<br />
====Update your presence status (for Users) ====<br />
<br />
Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
<br />
There are two ways for the user to update his/her presence status. <br />
<br />
::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
<br />
::* '''From the link received in the “Presence confirmation request” email: '''<br />
<br />
Follow the link on the email and refer to instructions listed above.<br />
<br />
<br />
<br />
====Update a participant's presence status and type (for Super-Users) ====<br />
<br />
'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
<br />
<br />
<br />
==== Request presence confirmation to participants (for Super-Users) ====<br />
<br />
During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
<br />
'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
<br />
[[File:Actions_list_send_user_presence_email.png|center]]<br />
<br />
<br />
A pop-up window will display important information.<br />
<br />
[[File: Popup_presence_request_email.png|center]] <br />
<br />
There is a box to enter a short note if necessary. <br />
<br />
When ready, click on “Send Now”.<br />
<br />
<br />
<br />
=== Send emails to meeting participants === <br />
<br />
In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
<br />
<br />
:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
<br />
: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
<br />
<br />
:*The '''list of authorised senders can be configured'''.<br />
<br />
<br />
:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
<br />
<br />
==== Define the authorized sender(s) ====<br />
<br />
::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
<br />
<br />
::* '''''After the meeting has been created: '''''<br />
<br />
Go to the meeting details page and click on the link Administration > Update Meeting.<br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Scroll down to the Additional meeting options section and follow the explanations given above. <br />
<br />
<br />
==== How to send an email to the meeting participants ====<br />
<br />
In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
<br />
'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
<br />
<br />
'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
<br />
A pop-up window will open to write the email subject and body.<br />
<br />
'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
<br />
<br />
<br />
<br />
==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
<br />
On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
<br />
A new tab or window will open (depending on your browser settings) with the questionnaire.</div>Lasnierhttps://help.etsi.org/index.php?title=ChangeLog&diff=1867ChangeLog2013-01-09T15:26:05Z<p>Lasnier: </p>
<hr />
<div>'''9th January 2013 NGPP 1.4 Build 5: Meeting Calendar enhancements'''<br />
<br />
* Enhancements:<br />
** Rework of the meeting calendar portlet<br />
** Rework of the registration information <br />
** Integration of different meeting types (face-to-face, conferences or both)<br />
** New link to Advanced query on the portlet <br />
* Introduction of new features:<br />
** Easy upload of the meeting invitations and details<br />
** Ability for external users to register to meetings (if allowed by meeting settings)<br />
** Management of participants presence type and status<br />
** Handling of registration of non-ETSI members<br />
** iCal reminders to add meetings to mail client calendars<br />
** Ability to send emails to registered participants via the application<br />
** Chat room during the meeting<br />
<br />
<br />
'''3th October 2012 NGPP 1.4 Build 4: New Work Item & Latest Drafts enhancements'''<br />
<br />
* Enhancements on the New Work Item proposal<br />
** Dynamic check of the Work Item proposal. New feature on the top right corner of the proposal to check automatically if NWI proposal is complete (mouse over with instructions).<br />
** Deliverable type is now a mandatory field to create the NWI proposal. <br />
** PWI reference number is simplified to "PWI_TBName_YY_sequencenumber_version".<br />
** The requested WI reference field is automatically pre-filled with the next number available.<br />
** Possibility to make available the NWI proposal in 1 click when complete.<br />
** Possibility to progress accepted WIs on WG level to the TB parent for approval in 1 click. <br />
** Autocomplete menu for the Rapporteur field.<br />
<br />
* Enhancements on the Latest Drafts application<br />
** Automatic path attribution for the first draft version.<br />
** Draft tab in the contribution contains the Work Item details.<br />
** Progress bar while drafts download.<br />
** Ability to contritube uplaoded draft in 1 click.<br />
** Expandable list of all versions for Work Items with more than one version. <br />
** Possibility to erase non-contributed versions from the portlet (staff reserved).<br />
<br />
<br />
'''14th April 2012 NGPP 1.4 Build 3: Access Control & State Machine enhancements'''<br />
<br />
* Simplification of Access Rights<br />
Any user can now EDIT, UPLOAD or REVISE a contribution even if he's not its main contact. In such a case, a notification e-mail is sent to the main contact.<br />
<br />
* Navigation enhancements<br />
Upon login, the user is not redirected to the portal home page anymore but stays on current page.<br />
<br />
* State Machine modifications<br />
It is now possible to withdraw a Revised contribution.<br />
<br />
* Remote Consensus notifications<br />
In notifications, hyperlinks were added to point to contribution details.<br />
<br />
<br />
'''29th February 2012 NGPP 1.4 Build 2: New features added to the contribution application'''<br />
<br />
* Late contribution threshold<br />
This feature allows to flag as "Late" any contribution reserved or uploaded after a defined Late Threshold Date.<br />
This information only exists for contribution allocated to a meeting. <br />
<br />
* Block Reservation<br />
Contribution "Block Reservation" is a functionality that allows to pre-reserve a range of contributions for a targeted meeting by re-using and copying the general fields/information (title, source, …) of existing contributions from previous meetings. <br />
This will typically be used when TB meetings have a recurring pattern for their first n contributions (invitation, agenda, IPR call, Status of WPM, WG reports, etc).<br />
<br />
* VIP Mode<br />
Only active TB support staff and active Officials of the concerned TB have Write access to the Contribution objects of a community for which the "VIP mode" has been enabled, other users have Read access only i.e. Board and General Assembly. <br />
<br />
<br />
'''30th November2011 NGPP 1.4 Build 1: Additional enhancements to the Contribution application'''<br />
<br />
* Evolution of the Contribution numbering scheme<br />
Starting from 2012 contributions and for contributions created in 2011 and attached to a 2012 meeting the new numbering scheme will be as the following:<br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingID><contribSeqNb><br />
<br />
Meeting ID: optional can be defined to reflect the Meeting reference. Otherwise for the Comittees who wish to keep the yearly contributions numbering scheme, THEN the ''XXX'' will be set to ''000'' <br />
<br />
ContribSeqNb: <br />
<br />
IF Meeting ID defined THEN starts at 1 until last contribution linked to this meeting is reserved and/or <ReservationEndDate> is reached<br />
<br />
IF Meeting ID not defined THEN the contribution numbering system takes over and allocates an automatic yearly numbering scheme <br />
<br />
<br />
* Contributions can be assigned to several meetings<br />
<br />
* Contributions assigned to a meeting and postponed to another meeting will keep its UID origin <br />
<br />
* Possibility to set Reservation Start and End Dates with the option to block upload outside of the reservation range<br />
<br />
* The Contribution File Name can now be changed in the contribution detailed view. <br />
<br />
<br />
<br />
'''20th October 2011 NGPP 1.3 Build 5: Ergonomics enhancements'''<br />
<br />
<u>Changes to the portal screen</u><br />
<br />
* New contribution link allows to choose the type from the portlet<br />
<br />
* A new search box allows you to enter text and perform search on titles, contacts, and sources of the contributions. <br />
<br />
<br />
<u>Contribution list Main Screen</u><br />
<br />
* New quick access panel divided in 3 parts <br />
** Access to saved queries<br />
** Access to contributions which have been linked to recent, on-going and future meetings<br />
** Access to contributions associated to preferred committees<br />
<br />
* NEW: Simple/Advanced search panels<br />
<br />
* UPDATED: Enhanced contribution list<br />
** Statuses and UID are now displayed in different colours depending on their status<br />
** The most usual actions are now displayed as Icons <br />
<br />
* UPDATED: “New contribution” button which unfolds allowing to choose the type of contribution<br />
<br />
<br />
<u>Contribution details Windows</u><br />
* Reviewed to match with the look and feel of the contribution cover page<br />
* The main contact for a contribution is now a single person and you can retrieve his contact details by clicking on the link. <br />
* The related WIs tab has been replaced by in line information display..</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Calendar&diff=1866Meeting Calendar2013-01-09T15:23:39Z<p>Lasnier: /* Search/Navigation in the Meeting Calendar on the TB page */</p>
<hr />
<div>== General description ==<br />
The Meeting Calendar service allows you to view the meetings of your chosen ETSI Body and/or its Sub-Groups, according to the selection you have previously made (see Body Selector). <br />
<br />
Moreover, this service allows you to register / un-register for some of the meetings, contribute to a given meeting and search for <br />
The following information is displayed for each meeting in the list:<br />
:* Start/End date <br />
:* [[File: Ical_icon.png|20px]] Link to add an iCalendar reminder <br />
:* Meeting title / reference, clickable to access more details <br />
:* Information icons for the meeting:<br />
::* [[File:Newmeeting_icon.png |20px]] New meeting. <br />
::* [[File:Meeting_Cancelled.gif|15px]] Meeting cancelled. <br />
::* [[File:Meeting_Modified.gif|15px]] Meeting modified.<br />
:* [[File:Meeting_ContribList.png|15px]] Link to list of contributions assigned to this meeting.<br />
:* Number of contributions assigned to the meeting.<br />
:* [[File:Meeting_Contribute.png|15px]] Link to contribute to this meeting (visible when the contribution period is open).<br />
:* Link to register to this meeting, with information on the meeting type into brackets. The meeting may be “F2F” face-to-face, “Online” or both.<br />
:* [[File:Participants_icon.png|20px]] or [[File:Phone_icon.png|20px]]: Link to the list of registered participants with number of registered participants in brackets.<br />
:* City and country code where the meeting is taking place.<br />
<br />
<br />
All meetings are ordered by date.<br />
The meeting calendar shows all the meetings taking place for the next two years for: <br />
:* The whole of ETSI when displaying the Portal home page. <br />
:* Your chosen Body after having selected an ETSI Body. <br />
It includes meetings hosted at both the ETSI Secretariat and elsewhere.<br />
<br />
<br />
The following action can be performed from the top banner of the meeting calendar portlet: <br />
:* Link to create a new meeting.<br />
:* Link to search/browse meetings using the advanced query.<br />
These links will re-direct you to the meeting calendar standalone application.<br />
Please go to [[Meeting_Management#General_information|Meeting Calendar and Management HelpFiles]] to have more information. <br />
<br />
<br />
== Search/Navigation in the Meeting Calendar on the ETSI portal home page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a two year period; for example from 1st January 2013 until 1st February 2015.<br />
Meeting are grouped by Technical Body in an alphabetical order, and then listed by meeting date. <br />
[[File: Meetingcalendar_portalhomepage.png|center|550px]]<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
<br />
It is possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates. <br />
<br />
== Search/Navigation in the Meeting Calendar on the TB page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a period of two years. <br />
<br />
Meetings are '''grouped by Working Groups or Task Groups''' (if any) in an alphabetical order, and then listed by meeting date. <br />
<br />
[[File:DECT_and_WGs_MCportlet.png|center]]<br />
<br />
'''Note''': To view only meeting groups of a given Task Group /Working Group, select the TG/WG in the top banner of the ETSI portal. <br />
<br />
[[File:Topbanner_DECT.png|center]]<br />
<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
It is also possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates.<br />
<br />
== Registration ==<br />
The registration column contains: <br />
:* In anonymous mode: a button to allow you to register for this meeting. <br />
:* In logged-in mode: an indication whether you are registered to this meeting or not (i.e. Registered = you are registered, Not Registered = you are not registered).<br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
You can register by clicking on “Not Registered” or cancel your registration by clicking on “Registered” and follow the instructions on the next screen. <br />
<br />
To refresh the portlet, click on the refresh icon [[File:Refresh_icon.png]].</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Calendar&diff=1865Meeting Calendar2013-01-09T15:23:21Z<p>Lasnier: /* Search/Navigation in the Meeting Calendar on the TB page */</p>
<hr />
<div>== General description ==<br />
The Meeting Calendar service allows you to view the meetings of your chosen ETSI Body and/or its Sub-Groups, according to the selection you have previously made (see Body Selector). <br />
<br />
Moreover, this service allows you to register / un-register for some of the meetings, contribute to a given meeting and search for <br />
The following information is displayed for each meeting in the list:<br />
:* Start/End date <br />
:* [[File: Ical_icon.png|20px]] Link to add an iCalendar reminder <br />
:* Meeting title / reference, clickable to access more details <br />
:* Information icons for the meeting:<br />
::* [[File:Newmeeting_icon.png |20px]] New meeting. <br />
::* [[File:Meeting_Cancelled.gif|15px]] Meeting cancelled. <br />
::* [[File:Meeting_Modified.gif|15px]] Meeting modified.<br />
:* [[File:Meeting_ContribList.png|15px]] Link to list of contributions assigned to this meeting.<br />
:* Number of contributions assigned to the meeting.<br />
:* [[File:Meeting_Contribute.png|15px]] Link to contribute to this meeting (visible when the contribution period is open).<br />
:* Link to register to this meeting, with information on the meeting type into brackets. The meeting may be “F2F” face-to-face, “Online” or both.<br />
:* [[File:Participants_icon.png|20px]] or [[File:Phone_icon.png|20px]]: Link to the list of registered participants with number of registered participants in brackets.<br />
:* City and country code where the meeting is taking place.<br />
<br />
<br />
All meetings are ordered by date.<br />
The meeting calendar shows all the meetings taking place for the next two years for: <br />
:* The whole of ETSI when displaying the Portal home page. <br />
:* Your chosen Body after having selected an ETSI Body. <br />
It includes meetings hosted at both the ETSI Secretariat and elsewhere.<br />
<br />
<br />
The following action can be performed from the top banner of the meeting calendar portlet: <br />
:* Link to create a new meeting.<br />
:* Link to search/browse meetings using the advanced query.<br />
These links will re-direct you to the meeting calendar standalone application.<br />
Please go to [[Meeting_Management#General_information|Meeting Calendar and Management HelpFiles]] to have more information. <br />
<br />
<br />
== Search/Navigation in the Meeting Calendar on the ETSI portal home page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a two year period; for example from 1st January 2013 until 1st February 2015.<br />
Meeting are grouped by Technical Body in an alphabetical order, and then listed by meeting date. <br />
[[File: Meetingcalendar_portalhomepage.png|center|550px]]<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
<br />
It is possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates. <br />
<br />
== Search/Navigation in the Meeting Calendar on the TB page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a period of two years. <br />
<br />
Meetings are '''grouped by Working Groups or Task Groups''' (if any) in an alphabetical order, and then listed by meeting date. <br />
<br />
[[File:DECT_and_WGs_MCportlet.png|center]]<br />
<br />
'''Note''': To view only meeting groups of a given Task Group /Working Group, select the TG/WG in the top banner of the ETSI portal. <br />
[[File:Topbanner_DECT.png|center]<br />
<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
It is also possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates.<br />
<br />
== Registration ==<br />
The registration column contains: <br />
:* In anonymous mode: a button to allow you to register for this meeting. <br />
:* In logged-in mode: an indication whether you are registered to this meeting or not (i.e. Registered = you are registered, Not Registered = you are not registered).<br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
You can register by clicking on “Not Registered” or cancel your registration by clicking on “Registered” and follow the instructions on the next screen. <br />
<br />
To refresh the portlet, click on the refresh icon [[File:Refresh_icon.png]].</div>Lasnierhttps://help.etsi.org/index.php?title=File:Topbanner_DECT.png&diff=1864File:Topbanner DECT.png2013-01-09T15:23:07Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=File:DECT_and_WGs_MCportlet.png&diff=1863File:DECT and WGs MCportlet.png2013-01-09T15:21:21Z<p>Lasnier: </p>
<hr />
<div></div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Calendar&diff=1862Meeting Calendar2013-01-09T15:19:46Z<p>Lasnier: /* Search/Navigation in the Meeting Calendar on the TB page */</p>
<hr />
<div>== General description ==<br />
The Meeting Calendar service allows you to view the meetings of your chosen ETSI Body and/or its Sub-Groups, according to the selection you have previously made (see Body Selector). <br />
<br />
Moreover, this service allows you to register / un-register for some of the meetings, contribute to a given meeting and search for <br />
The following information is displayed for each meeting in the list:<br />
:* Start/End date <br />
:* [[File: Ical_icon.png|20px]] Link to add an iCalendar reminder <br />
:* Meeting title / reference, clickable to access more details <br />
:* Information icons for the meeting:<br />
::* [[File:Newmeeting_icon.png |20px]] New meeting. <br />
::* [[File:Meeting_Cancelled.gif|15px]] Meeting cancelled. <br />
::* [[File:Meeting_Modified.gif|15px]] Meeting modified.<br />
:* [[File:Meeting_ContribList.png|15px]] Link to list of contributions assigned to this meeting.<br />
:* Number of contributions assigned to the meeting.<br />
:* [[File:Meeting_Contribute.png|15px]] Link to contribute to this meeting (visible when the contribution period is open).<br />
:* Link to register to this meeting, with information on the meeting type into brackets. The meeting may be “F2F” face-to-face, “Online” or both.<br />
:* [[File:Participants_icon.png|20px]] or [[File:Phone_icon.png|20px]]: Link to the list of registered participants with number of registered participants in brackets.<br />
:* City and country code where the meeting is taking place.<br />
<br />
<br />
All meetings are ordered by date.<br />
The meeting calendar shows all the meetings taking place for the next two years for: <br />
:* The whole of ETSI when displaying the Portal home page. <br />
:* Your chosen Body after having selected an ETSI Body. <br />
It includes meetings hosted at both the ETSI Secretariat and elsewhere.<br />
<br />
<br />
The following action can be performed from the top banner of the meeting calendar portlet: <br />
:* Link to create a new meeting.<br />
:* Link to search/browse meetings using the advanced query.<br />
These links will re-direct you to the meeting calendar standalone application.<br />
Please go to [[Meeting_Management#General_information|Meeting Calendar and Management HelpFiles]] to have more information. <br />
<br />
<br />
== Search/Navigation in the Meeting Calendar on the ETSI portal home page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a two year period; for example from 1st January 2013 until 1st February 2015.<br />
Meeting are grouped by Technical Body in an alphabetical order, and then listed by meeting date. <br />
[[File: Meetingcalendar_portalhomepage.png|center|550px]]<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
<br />
It is possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates. <br />
<br />
== Search/Navigation in the Meeting Calendar on the TB page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a period of two years. <br />
<br />
Meetings are '''grouped by Working Groups or Task Groups''' (if any) in an alphabetical order, and then listed by meeting date. <br />
<br />
[[File:Meetingcalendar_portletTBpage |center|800px]]<br />
SCREEN OF ERM + WGs MTG CALENDAR<br />
<br />
'''Note''': To view only meeting groups of a given Task Group /Working Group, select the TG/WG in the top banner of the ETSI portal. <br />
[[File:Topbanner_ERM.png|center|1000px]]<br />
<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
It is also possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates.<br />
<br />
== Registration ==<br />
The registration column contains: <br />
:* In anonymous mode: a button to allow you to register for this meeting. <br />
:* In logged-in mode: an indication whether you are registered to this meeting or not (i.e. Registered = you are registered, Not Registered = you are not registered).<br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
You can register by clicking on “Not Registered” or cancel your registration by clicking on “Registered” and follow the instructions on the next screen. <br />
<br />
To refresh the portlet, click on the refresh icon [[File:Refresh_icon.png]].</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Calendar&diff=1861Meeting Calendar2013-01-09T15:19:06Z<p>Lasnier: </p>
<hr />
<div>== General description ==<br />
The Meeting Calendar service allows you to view the meetings of your chosen ETSI Body and/or its Sub-Groups, according to the selection you have previously made (see Body Selector). <br />
<br />
Moreover, this service allows you to register / un-register for some of the meetings, contribute to a given meeting and search for <br />
The following information is displayed for each meeting in the list:<br />
:* Start/End date <br />
:* [[File: Ical_icon.png|20px]] Link to add an iCalendar reminder <br />
:* Meeting title / reference, clickable to access more details <br />
:* Information icons for the meeting:<br />
::* [[File:Newmeeting_icon.png |20px]] New meeting. <br />
::* [[File:Meeting_Cancelled.gif|15px]] Meeting cancelled. <br />
::* [[File:Meeting_Modified.gif|15px]] Meeting modified.<br />
:* [[File:Meeting_ContribList.png|15px]] Link to list of contributions assigned to this meeting.<br />
:* Number of contributions assigned to the meeting.<br />
:* [[File:Meeting_Contribute.png|15px]] Link to contribute to this meeting (visible when the contribution period is open).<br />
:* Link to register to this meeting, with information on the meeting type into brackets. The meeting may be “F2F” face-to-face, “Online” or both.<br />
:* [[File:Participants_icon.png|20px]] or [[File:Phone_icon.png|20px]]: Link to the list of registered participants with number of registered participants in brackets.<br />
:* City and country code where the meeting is taking place.<br />
<br />
<br />
All meetings are ordered by date.<br />
The meeting calendar shows all the meetings taking place for the next two years for: <br />
:* The whole of ETSI when displaying the Portal home page. <br />
:* Your chosen Body after having selected an ETSI Body. <br />
It includes meetings hosted at both the ETSI Secretariat and elsewhere.<br />
<br />
<br />
The following action can be performed from the top banner of the meeting calendar portlet: <br />
:* Link to create a new meeting.<br />
:* Link to search/browse meetings using the advanced query.<br />
These links will re-direct you to the meeting calendar standalone application.<br />
Please go to [[Meeting_Management#General_information|Meeting Calendar and Management HelpFiles]] to have more information. <br />
<br />
<br />
== Search/Navigation in the Meeting Calendar on the ETSI portal home page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a two year period; for example from 1st January 2013 until 1st February 2015.<br />
Meeting are grouped by Technical Body in an alphabetical order, and then listed by meeting date. <br />
[[File: Meetingcalendar_portalhomepage.png|center|550px]]<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
<br />
It is possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates. <br />
<br />
== Search/Navigation in the Meeting Calendar on the TB page ==<br />
On the ETSI home portal, the Meeting Calendar show by default meetings for a period of two years. <br />
<br />
Meetings are '''grouped by Working Groups or Task Groups''' (if any) in an alphabetical order, and then listed by meeting date. <br />
<br />
[[File:Meetingcalendar_portletTBpage |center|800px]]<br />
SCREEN OF ERM + WGs MTG CALENDAR<br />
'''Note''': To view only meeting groups of a given Task Group /Working Group, select the TG/WG in the top banner of the ETSI portal. <br />
[[File:Topbanner_ERM.png|center|1000px]]<br />
<br />
<br />
=== Browsing with a Date ===<br />
'''By default, meetings are displayed for a period of two years. '''<br />
It is also possible to enter a Start date in the following format YYYY-MM-DD or '''click on the [[File:Calendar_icon.png|20px]] to select the starting date and ending date of your query'''. <br />
<br />
Click OK to validate the dates and refresh the portlet.<br />
<br />
<br />
The meeting calendar will display meetings starting on or after this date. <br />
<br />
All meetings are listed in alphabetical order by TB and by dates. <br />
<br />
== Registration ==<br />
The registration column contains: <br />
:* In anonymous mode: a button to allow you to register for this meeting. <br />
:* In logged-in mode: an indication whether you are registered to this meeting or not (i.e. Registered = you are registered, Not Registered = you are not registered).<br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
You can register by clicking on “Not Registered” or cancel your registration by clicking on “Registered” and follow the instructions on the next screen. <br />
<br />
To refresh the portlet, click on the refresh icon [[File:Refresh_icon.png]].</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1860Meeting Management2013-01-09T15:18:30Z<p>Lasnier: /* Meeting management */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
The Meeting Management application is accessible here: http://webapp.etsi.org/MeetingManagement/ <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: - Face to Face only<br />
::: - Online only<br />
::: - Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
<br />
:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
<br />
:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
<br />
:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
<br />
'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
<br />
<br />
Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png|center]]<br />
<br />
<br />
From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
<br />
<br />
'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Make the appropriate changes and click “Update Meeting”.<br />
<br />
<br />
<br />
<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
'''Select the meeting''' in the Meeting Calendar. <br />
<br />
<br />
'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
<br />
[[File: Cancelmeeting_screen.png|center]]<br />
<br />
<br />
The system will show a confirmation screen as such:<br />
<br />
[[File: Cancelmeeting_confirmation.png|center]]<br />
<br />
<br />
<br />
A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
<br />
[[File: Cancelmeeting_viewonportlet.png|center]]<br />
<br />
<br />
The cancellation information also appears on the meeting details page:<br />
<br />
[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
<br />
<br />
<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
<br />
You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
<br />
<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
<br />
<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
<br />
<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
<br />
[[File: Room_allocation_search.png]]<br />
<br />
:* Enter the date, the tool will display the corresponding week. <br />
<br />
:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query.<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
<br />
<br />
<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
<br />
'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
<br />
[[File: Meetingcalendar_ical.png|center]]<br />
<br />
<br />
You will see a new page (or window depending on your browser settings) as such:<br />
<br />
[[File: Meeting_details_page.png|center]]<br />
<br />
<br />
The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
<br />
<br />
:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
<br />
<br />
:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
<br />
:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
<br />
<br />
:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
<br />
<br />
:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
<br />
<br />
:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
<br />
<br />
:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
<br />
<br />
:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
<br />
<br />
:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
<br />
<br />
:* '''Host details''': Link to the host website or relevant website address.<br />
<br />
<br />
:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
<br />
<br />
:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
<br />
<br />
:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
<br />
<br />
:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
<br />
<br />
:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
<br />
<br />
<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
<br />
''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
<br />
'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
<br />
'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
<br />
<br />
In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
<br />
<br />
Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
<br />
<br />
=== Define the meeting contributions settings === <br />
<br />
The interface is accessible from the meeting details page.<br />
<br />
:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
[[File:Meeting_details_page.png|center]]<br />
<br />
<br />
'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
<br />
<br />
:* A new screen appears with all the parameters. <br />
<br />
<br />
<br />
====General Contributions Settings==== <br />
<br />
The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
<br />
<br />
::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
<br />
:::Note: By default, it is set to finish one month after the end of the meeting. <br />
<br />
<br />
::*Block upload outside reservation date range: Tick to enable this feature. <br />
<br />
<br />
::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
<br />
:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
<br />
<br />
<br />
Here below is a figure explaining the "contribution period".<br />
<br />
[[File: Contribution period.png|650px|center]]<br />
<br />
<br />
Flags are automatically calculated by the system. <br />
<br />
If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
<br />
<br />
:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
<br />
[[File:Red_flag.png|600px]]<br />
<br />
<br />
<br />
====Contribution Numbering Settings==== <br />
<br />
The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
<br />
:* '''Contribution Numbering Model: '''<br />
<br />
::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
<br />
<br />
::*Meeting Prefix: Optional.<br />
<br />
:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
<br />
<br />
::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
<br />
<br />
Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
<br />
<br />
<br />
A screen will confirm the settings that have entered. <br />
<br />
[[File: Defined_contributions_settings.png|center]]<br />
<br />
<br />
From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
<br />
<br />
::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
<br />
<br />
<br />
===Modify the meeting contributions settings ===<br />
<br />
From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
<br />
[[File: Changecontribsettingsscreen.png|center]]<br />
<br />
<br />
See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
<br />
Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
<br />
<br />
<br />
===Contribution block reservation ===<br />
<br />
Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
<br />
To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
<br />
[[File:General_properties.png|center|600px]]<br />
<br />
[[File:Block_reservation_link.png|300px]]<br />
<br />
<br />
The system opens the block reserve screen:<br />
<br />
[[File:Blobk_resa_screen.png|600px]]<br />
<br />
Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
<br />
The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
<br />
Use the red cross to delete an entry.<br />
<br />
NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
<br />
'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
<br />
In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
<br />
[[File:Start_numbering_at.png|400px]]<br />
<br />
In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
<br />
Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
<br />
To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
<br />
<br />
<br />
===Manage Meeting Allocations ===<br />
<br />
To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
<br />
[[File:Manage_allocations.png|300px]]<br />
<br />
<br />
<br />
==== Create a meeting allocation ====<br />
<br />
To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
<br />
[[File: New_meeting_allocations_screen.png|center]]<br />
<br />
:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
<br />
<br />
====Export/Import Allocations ====<br />
<br />
It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
<br />
:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
<br />
<br />
To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
<br />
<br />
==Registration ==<br />
===Register yourself to a meeting ===<br />
<br />
You can register yourself directly from the Meeting Calendar portlet. <br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
Click on the "Not registered" link of the meeting.<br />
<br />
<br />
On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
[[File:Registration_screen.png|center]]<br />
<br />
For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
<br />
A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
<br />
[[File: Registration_screen_confirmation.png|center]] <br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. <br />
TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
<br />
'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
<br />
<br />
Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
<br />
[[File: Registration_external_with_EOL.png|center]]<br />
<br />
Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
<br />
[[File: Registration_external_without_EOL.png|center]]<br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
===Unregister to a meeting=== <br />
<br />
There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
<br />
A screen will confirm that you are unregistered for the meeting<br />
<br />
[[File: Registration_cancellation_confirmation.png|center]]<br />
<br />
<br />
::* ''' From your registration confirmation email: '''<br />
<br />
Click on the Cancel Registration link provided. <br />
<br />
<br />
===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
<br />
On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
<br />
[[File: List_of_participants_link.png]]<br />
<br />
A new screen shows the list of participants currently registered. <br />
<br />
[[File: List_of_participants_screen.png|center]]<br />
<br />
<br />
Click on the “Actions” button, it will open a drop down list: <br />
<br />
[[File: Participants_action_button.png]]<br />
<br />
Click on «Register a new user »<br />
<br />
A new tab or window will open with an empty form. <br />
<br />
Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
<br />
If so, select the name from the drop down list: <br />
<br />
[[File: Adding_user_by_name.png|center]]<br />
<br />
<br />
If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
<br />
A screen will confirm the registration of this participant. <br />
<br />
'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
<br />
<br />
<br />
==Meeting participants management ==<br />
<br />
In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
<br />
===Participants' list ===<br />
<br />
The list of participants to restricted to users with EOL account <br />
<br />
To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
<br />
[[File:List_of_participants_screen_2.png|center]]<br />
<br />
===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
<br />
'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
<br />
'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
<br />
Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
<br />
'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
<br />
<br />
'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
<br />
====Update your presence status (for Users) ====<br />
<br />
Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
<br />
There are two ways for the user to update his/her presence status. <br />
<br />
::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
<br />
::* '''From the link received in the “Presence confirmation request” email: '''<br />
<br />
Follow the link on the email and refer to instructions listed above.<br />
<br />
<br />
<br />
====Update a participant's presence status and type (for Super-Users) ====<br />
<br />
'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
<br />
<br />
<br />
==== Request presence confirmation to participants (for Super-Users) ====<br />
<br />
During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
<br />
'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
<br />
[[File:Actions_list_send_user_presence_email.png|center]]<br />
<br />
<br />
A pop-up window will display important information.<br />
<br />
[[File: Popup_presence_request_email.png|center]] <br />
<br />
There is a box to enter a short note if necessary. <br />
<br />
When ready, click on “Send Now”.<br />
<br />
<br />
<br />
=== Send emails to meeting participants === <br />
<br />
In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
<br />
<br />
:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
<br />
: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
<br />
<br />
:*The '''list of authorised senders can be configured'''.<br />
<br />
<br />
:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
<br />
<br />
==== Define the authorized sender(s) ====<br />
<br />
::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
<br />
<br />
::* '''''After the meeting has been created: '''''<br />
<br />
Go to the meeting details page and click on the link Administration > Update Meeting.<br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Scroll down to the Additional meeting options section and follow the explanations given above. <br />
<br />
<br />
==== How to send an email to the meeting participants ====<br />
<br />
In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
<br />
'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
<br />
<br />
'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
<br />
A pop-up window will open to write the email subject and body.<br />
<br />
'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
<br />
<br />
<br />
<br />
==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
<br />
On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
<br />
A new tab or window will open (depending on your browser settings) with the questionnaire. <br />
<br />
<br />
<br />
<br />
===Chat room===<br />
<br />
The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.<br />
<br />
'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''. <br />
<br />
<br />
====Enable/Disable the Chat Room feature====<br />
<br />
Go to the meeting details page and click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
<br />
In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.<br />
<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
<br />
<br />
====Log in the Chat Room====<br />
<br />
On the meeting details page, click on the '''link “Chat Room” ''': <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code. <br />
<br />
<br />
The chat room will load. On the right part of the screen is the list of users connected.<br />
<br />
[[File: Chatroom_window.png|center]]<br />
<br />
<br />
====Change the topic in the Chat Room====<br />
<br />
To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).<br />
<br />
[[File: Chatroom_new_topic_popup.png|center]]<br />
<br />
<br />
Enter the new topic in the pop-up window and click OK.<br />
<br />
[[File: Chatroom_new_topic_inserted.png|center]]<br />
<br />
<br />
'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits).</div>Lasnierhttps://help.etsi.org/index.php?title=ChangeLog&diff=1859ChangeLog2013-01-09T15:05:22Z<p>Lasnier: </p>
<hr />
<div>'''9th January 2013 NGPP 1.4 Build 5: Meeting Calendar enhancements'''<br />
<br />
* Enhancements:<br />
** Rework of the meeting calendar portlet<br />
** Rework of the registration information <br />
** Integration of different meeting types (face-to-face, conferences or both)<br />
** Link to the Meeting Calendar application via the Advanced query<br />
* Introduction of new features:<br />
** Easy upload of the meeting invitations and details<br />
** Ability for external users to register to meetings (if allowed by meeting settings)<br />
** Management of participants presence type and status<br />
** Handling of registration of non-ETSI members<br />
** iCal reminders to add meetings to mail client calendars<br />
** Ability to send emails to registered participants via the application<br />
** Chat room during the meeting<br />
<br />
<br />
'''3th October 2012 NGPP 1.4 Build 4: New Work Item & Latest Drafts enhancements'''<br />
<br />
* Enhancements on the New Work Item proposal<br />
** Dynamic check of the Work Item proposal. New feature on the top right corner of the proposal to check automatically if NWI proposal is complete (mouse over with instructions).<br />
** Deliverable type is now a mandatory field to create the NWI proposal. <br />
** PWI reference number is simplified to "PWI_TBName_YY_sequencenumber_version".<br />
** The requested WI reference field is automatically pre-filled with the next number available.<br />
** Possibility to make available the NWI proposal in 1 click when complete.<br />
** Possibility to progress accepted WIs on WG level to the TB parent for approval in 1 click. <br />
** Autocomplete menu for the Rapporteur field.<br />
<br />
* Enhancements on the Latest Drafts application<br />
** Automatic path attribution for the first draft version.<br />
** Draft tab in the contribution contains the Work Item details.<br />
** Progress bar while drafts download.<br />
** Ability to contritube uplaoded draft in 1 click.<br />
** Expandable list of all versions for Work Items with more than one version. <br />
** Possibility to erase non-contributed versions from the portlet (staff reserved).<br />
<br />
<br />
'''14th April 2012 NGPP 1.4 Build 3: Access Control & State Machine enhancements'''<br />
<br />
* Simplification of Access Rights<br />
Any user can now EDIT, UPLOAD or REVISE a contribution even if he's not its main contact. In such a case, a notification e-mail is sent to the main contact.<br />
<br />
* Navigation enhancements<br />
Upon login, the user is not redirected to the portal home page anymore but stays on current page.<br />
<br />
* State Machine modifications<br />
It is now possible to withdraw a Revised contribution.<br />
<br />
* Remote Consensus notifications<br />
In notifications, hyperlinks were added to point to contribution details.<br />
<br />
<br />
'''29th February 2012 NGPP 1.4 Build 2: New features added to the contribution application'''<br />
<br />
* Late contribution threshold<br />
This feature allows to flag as "Late" any contribution reserved or uploaded after a defined Late Threshold Date.<br />
This information only exists for contribution allocated to a meeting. <br />
<br />
* Block Reservation<br />
Contribution "Block Reservation" is a functionality that allows to pre-reserve a range of contributions for a targeted meeting by re-using and copying the general fields/information (title, source, …) of existing contributions from previous meetings. <br />
This will typically be used when TB meetings have a recurring pattern for their first n contributions (invitation, agenda, IPR call, Status of WPM, WG reports, etc).<br />
<br />
* VIP Mode<br />
Only active TB support staff and active Officials of the concerned TB have Write access to the Contribution objects of a community for which the "VIP mode" has been enabled, other users have Read access only i.e. Board and General Assembly. <br />
<br />
<br />
'''30th November2011 NGPP 1.4 Build 1: Additional enhancements to the Contribution application'''<br />
<br />
* Evolution of the Contribution numbering scheme<br />
Starting from 2012 contributions and for contributions created in 2011 and attached to a 2012 meeting the new numbering scheme will be as the following:<br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingID><contribSeqNb><br />
<br />
Meeting ID: optional can be defined to reflect the Meeting reference. Otherwise for the Comittees who wish to keep the yearly contributions numbering scheme, THEN the ''XXX'' will be set to ''000'' <br />
<br />
ContribSeqNb: <br />
<br />
IF Meeting ID defined THEN starts at 1 until last contribution linked to this meeting is reserved and/or <ReservationEndDate> is reached<br />
<br />
IF Meeting ID not defined THEN the contribution numbering system takes over and allocates an automatic yearly numbering scheme <br />
<br />
<br />
* Contributions can be assigned to several meetings<br />
<br />
* Contributions assigned to a meeting and postponed to another meeting will keep its UID origin <br />
<br />
* Possibility to set Reservation Start and End Dates with the option to block upload outside of the reservation range<br />
<br />
* The Contribution File Name can now be changed in the contribution detailed view. <br />
<br />
<br />
<br />
'''20th October 2011 NGPP 1.3 Build 5: Ergonomics enhancements'''<br />
<br />
<u>Changes to the portal screen</u><br />
<br />
* New contribution link allows to choose the type from the portlet<br />
<br />
* A new search box allows you to enter text and perform search on titles, contacts, and sources of the contributions. <br />
<br />
<br />
<u>Contribution list Main Screen</u><br />
<br />
* New quick access panel divided in 3 parts <br />
** Access to saved queries<br />
** Access to contributions which have been linked to recent, on-going and future meetings<br />
** Access to contributions associated to preferred committees<br />
<br />
* NEW: Simple/Advanced search panels<br />
<br />
* UPDATED: Enhanced contribution list<br />
** Statuses and UID are now displayed in different colours depending on their status<br />
** The most usual actions are now displayed as Icons <br />
<br />
* UPDATED: “New contribution” button which unfolds allowing to choose the type of contribution<br />
<br />
<br />
<u>Contribution details Windows</u><br />
* Reviewed to match with the look and feel of the contribution cover page<br />
* The main contact for a contribution is now a single person and you can retrieve his contact details by clicking on the link. <br />
* The related WIs tab has been replaced by in line information display..</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1858Meeting Management2013-01-09T15:03:06Z<p>Lasnier: /* Registration for non ETSI members */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: - Face to Face only<br />
::: - Online only<br />
::: - Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
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:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
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:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
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:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
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:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
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'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
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Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
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:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png|center]]<br />
<br />
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From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
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[[File: Meetingmgmtmenu.png]]<br />
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In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
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'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
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[[File: Administrationmeeting_button.png]]<br />
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Make the appropriate changes and click “Update Meeting”.<br />
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<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
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[[File: Meetingmgmtmenu.png]]<br />
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'''Select the meeting''' in the Meeting Calendar. <br />
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'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
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[[File: Cancelmeeting_screen.png|center]]<br />
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The system will show a confirmation screen as such:<br />
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[[File: Cancelmeeting_confirmation.png|center]]<br />
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A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
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[[File: Cancelmeeting_viewonportlet.png|center]]<br />
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The cancellation information also appears on the meeting details page:<br />
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[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
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<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
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[[File: Meetingmgmtmenu.png]]<br />
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The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
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You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
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<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
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<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
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<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
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[[File: Room_allocation_search.png]]<br />
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:* Enter the date, the tool will display the corresponding week. <br />
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:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query.<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
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[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
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:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
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<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
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<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
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'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
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[[File:Meetingcalendarportlet.PNG|center]]<br />
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'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
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[[File: Meetingcalendar_ical.png|center]]<br />
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You will see a new page (or window depending on your browser settings) as such:<br />
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[[File: Meeting_details_page.png|center]]<br />
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The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
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:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
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:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
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:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
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:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
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:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
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:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
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:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
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:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
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:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
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:* '''Host details''': Link to the host website or relevant website address.<br />
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:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
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:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
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:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
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:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
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:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
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<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
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:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
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The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
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'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
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:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
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:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
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'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
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''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
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'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
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'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
<br />
<br />
In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
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Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
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=== Define the meeting contributions settings === <br />
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The interface is accessible from the meeting details page.<br />
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:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
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[[File:Meeting_details_page.png|center]]<br />
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'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
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:* A new screen appears with all the parameters. <br />
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====General Contributions Settings==== <br />
<br />
The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
<br />
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::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
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:::Note: By default, it is set to finish one month after the end of the meeting. <br />
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::*Block upload outside reservation date range: Tick to enable this feature. <br />
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::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
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:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
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Here below is a figure explaining the "contribution period".<br />
<br />
[[File: Contribution period.png|650px|center]]<br />
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Flags are automatically calculated by the system. <br />
<br />
If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
<br />
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:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
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[[File:Red_flag.png|600px]]<br />
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====Contribution Numbering Settings==== <br />
<br />
The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
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:* '''Contribution Numbering Model: '''<br />
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::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
<br />
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::*Meeting Prefix: Optional.<br />
<br />
:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
<br />
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::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
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Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
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A screen will confirm the settings that have entered. <br />
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[[File: Defined_contributions_settings.png|center]]<br />
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From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
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::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
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===Modify the meeting contributions settings ===<br />
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From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
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[[File: Changemeeting_contributions.png|center]]<br />
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On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
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[[File: Changecontribsettingsscreen.png|center]]<br />
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See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
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Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
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<br />
===Contribution block reservation ===<br />
<br />
Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
<br />
To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
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[[File:General_properties.png|center|600px]]<br />
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[[File:Block_reservation_link.png|300px]]<br />
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The system opens the block reserve screen:<br />
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[[File:Blobk_resa_screen.png|600px]]<br />
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Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
<br />
The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
<br />
Use the red cross to delete an entry.<br />
<br />
NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
<br />
'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
<br />
In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
<br />
[[File:Start_numbering_at.png|400px]]<br />
<br />
In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
<br />
Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
<br />
To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
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<br />
<br />
===Manage Meeting Allocations ===<br />
<br />
To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
<br />
[[File:Manage_allocations.png|300px]]<br />
<br />
<br />
<br />
==== Create a meeting allocation ====<br />
<br />
To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
<br />
[[File: New_meeting_allocations_screen.png|center]]<br />
<br />
:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
<br />
<br />
====Export/Import Allocations ====<br />
<br />
It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
<br />
:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
<br />
<br />
To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
<br />
<br />
==Registration ==<br />
===Register yourself to a meeting ===<br />
<br />
You can register yourself directly from the Meeting Calendar portlet. <br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
Click on the "Not registered" link of the meeting.<br />
<br />
<br />
On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
[[File:Registration_screen.png|center]]<br />
<br />
For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
<br />
A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
<br />
[[File: Registration_screen_confirmation.png|center]] <br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. <br />
TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
<br />
'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
<br />
<br />
Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
<br />
[[File: Registration_external_with_EOL.png|center]]<br />
<br />
Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
<br />
[[File: Registration_external_without_EOL.png|center]]<br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
===Unregister to a meeting=== <br />
<br />
There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
<br />
A screen will confirm that you are unregistered for the meeting<br />
<br />
[[File: Registration_cancellation_confirmation.png|center]]<br />
<br />
<br />
::* ''' From your registration confirmation email: '''<br />
<br />
Click on the Cancel Registration link provided. <br />
<br />
<br />
===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
<br />
On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
<br />
[[File: List_of_participants_link.png]]<br />
<br />
A new screen shows the list of participants currently registered. <br />
<br />
[[File: List_of_participants_screen.png|center]]<br />
<br />
<br />
Click on the “Actions” button, it will open a drop down list: <br />
<br />
[[File: Participants_action_button.png]]<br />
<br />
Click on «Register a new user »<br />
<br />
A new tab or window will open with an empty form. <br />
<br />
Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
<br />
If so, select the name from the drop down list: <br />
<br />
[[File: Adding_user_by_name.png|center]]<br />
<br />
<br />
If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
<br />
A screen will confirm the registration of this participant. <br />
<br />
'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
<br />
<br />
<br />
==Meeting participants management ==<br />
<br />
In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
<br />
===Participants' list ===<br />
<br />
The list of participants to restricted to users with EOL account <br />
<br />
To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
<br />
[[File:List_of_participants_screen_2.png|center]]<br />
<br />
===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
<br />
'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
<br />
'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
<br />
Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
<br />
'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
<br />
<br />
'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
<br />
====Update your presence status (for Users) ====<br />
<br />
Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
<br />
There are two ways for the user to update his/her presence status. <br />
<br />
::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
<br />
::* '''From the link received in the “Presence confirmation request” email: '''<br />
<br />
Follow the link on the email and refer to instructions listed above.<br />
<br />
<br />
<br />
====Update a participant's presence status and type (for Super-Users) ====<br />
<br />
'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
<br />
<br />
<br />
==== Request presence confirmation to participants (for Super-Users) ====<br />
<br />
During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
<br />
'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
<br />
[[File:Actions_list_send_user_presence_email.png|center]]<br />
<br />
<br />
A pop-up window will display important information.<br />
<br />
[[File: Popup_presence_request_email.png|center]] <br />
<br />
There is a box to enter a short note if necessary. <br />
<br />
When ready, click on “Send Now”.<br />
<br />
<br />
<br />
=== Send emails to meeting participants === <br />
<br />
In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
<br />
<br />
:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
<br />
: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
<br />
<br />
:*The '''list of authorised senders can be configured'''.<br />
<br />
<br />
:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
<br />
<br />
==== Define the authorized sender(s) ====<br />
<br />
::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
<br />
<br />
::* '''''After the meeting has been created: '''''<br />
<br />
Go to the meeting details page and click on the link Administration > Update Meeting.<br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Scroll down to the Additional meeting options section and follow the explanations given above. <br />
<br />
<br />
==== How to send an email to the meeting participants ====<br />
<br />
In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
<br />
'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
<br />
<br />
'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
<br />
A pop-up window will open to write the email subject and body.<br />
<br />
'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
<br />
<br />
<br />
<br />
==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
<br />
On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
<br />
A new tab or window will open (depending on your browser settings) with the questionnaire. <br />
<br />
<br />
<br />
<br />
===Chat room===<br />
<br />
The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.<br />
<br />
'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''. <br />
<br />
<br />
====Enable/Disable the Chat Room feature====<br />
<br />
Go to the meeting details page and click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
<br />
In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.<br />
<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
<br />
<br />
====Log in the Chat Room====<br />
<br />
On the meeting details page, click on the '''link “Chat Room” ''': <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code. <br />
<br />
<br />
The chat room will load. On the right part of the screen is the list of users connected.<br />
<br />
[[File: Chatroom_window.png|center]]<br />
<br />
<br />
====Change the topic in the Chat Room====<br />
<br />
To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).<br />
<br />
[[File: Chatroom_new_topic_popup.png|center]]<br />
<br />
<br />
Enter the new topic in the pop-up window and click OK.<br />
<br />
[[File: Chatroom_new_topic_inserted.png|center]]<br />
<br />
<br />
'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits).</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1857Meeting Management2013-01-09T15:01:01Z<p>Lasnier: /* View the ETSI room allocation */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: - Face to Face only<br />
::: - Online only<br />
::: - Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
<br />
:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
<br />
:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
<br />
:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
<br />
'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
<br />
<br />
Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png|center]]<br />
<br />
<br />
From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
<br />
<br />
'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Make the appropriate changes and click “Update Meeting”.<br />
<br />
<br />
<br />
<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
'''Select the meeting''' in the Meeting Calendar. <br />
<br />
<br />
'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
<br />
[[File: Cancelmeeting_screen.png|center]]<br />
<br />
<br />
The system will show a confirmation screen as such:<br />
<br />
[[File: Cancelmeeting_confirmation.png|center]]<br />
<br />
<br />
<br />
A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
<br />
[[File: Cancelmeeting_viewonportlet.png|center]]<br />
<br />
<br />
The cancellation information also appears on the meeting details page:<br />
<br />
[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
<br />
<br />
<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
<br />
You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
<br />
<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
<br />
<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
<br />
<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
<br />
[[File: Room_allocation_search.png]]<br />
<br />
:* Enter the date, the tool will display the corresponding week. <br />
<br />
:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query.<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
<br />
<br />
<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
<br />
'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
<br />
[[File: Meetingcalendar_ical.png|center]]<br />
<br />
<br />
You will see a new page (or window depending on your browser settings) as such:<br />
<br />
[[File: Meeting_details_page.png|center]]<br />
<br />
<br />
The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
<br />
<br />
:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
<br />
<br />
:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
<br />
:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
<br />
<br />
:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
<br />
<br />
:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
<br />
<br />
:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
<br />
<br />
:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
<br />
<br />
:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
<br />
<br />
:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
<br />
<br />
:* '''Host details''': Link to the host website or relevant website address.<br />
<br />
<br />
:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
<br />
<br />
:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
<br />
<br />
:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
<br />
<br />
:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
<br />
<br />
:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
<br />
<br />
<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
<br />
''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
<br />
'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
<br />
'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
<br />
<br />
In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
<br />
<br />
Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
<br />
<br />
=== Define the meeting contributions settings === <br />
<br />
The interface is accessible from the meeting details page.<br />
<br />
:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
[[File:Meeting_details_page.png|center]]<br />
<br />
<br />
'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
<br />
<br />
:* A new screen appears with all the parameters. <br />
<br />
<br />
<br />
====General Contributions Settings==== <br />
<br />
The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
<br />
<br />
::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
<br />
:::Note: By default, it is set to finish one month after the end of the meeting. <br />
<br />
<br />
::*Block upload outside reservation date range: Tick to enable this feature. <br />
<br />
<br />
::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
<br />
:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
<br />
<br />
<br />
Here below is a figure explaining the "contribution period".<br />
<br />
[[File: Contribution period.png|650px|center]]<br />
<br />
<br />
Flags are automatically calculated by the system. <br />
<br />
If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
<br />
<br />
:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
<br />
[[File:Red_flag.png|600px]]<br />
<br />
<br />
<br />
====Contribution Numbering Settings==== <br />
<br />
The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
<br />
:* '''Contribution Numbering Model: '''<br />
<br />
::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
<br />
<br />
::*Meeting Prefix: Optional.<br />
<br />
:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
<br />
<br />
::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
<br />
<br />
Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
<br />
<br />
<br />
A screen will confirm the settings that have entered. <br />
<br />
[[File: Defined_contributions_settings.png|center]]<br />
<br />
<br />
From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
<br />
<br />
::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
<br />
<br />
<br />
===Modify the meeting contributions settings ===<br />
<br />
From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
<br />
[[File: Changecontribsettingsscreen.png|center]]<br />
<br />
<br />
See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
<br />
Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
<br />
<br />
<br />
===Contribution block reservation ===<br />
<br />
Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
<br />
To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
<br />
[[File:General_properties.png|center|600px]]<br />
<br />
[[File:Block_reservation_link.png|300px]]<br />
<br />
<br />
The system opens the block reserve screen:<br />
<br />
[[File:Blobk_resa_screen.png|600px]]<br />
<br />
Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
<br />
The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
<br />
Use the red cross to delete an entry.<br />
<br />
NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
<br />
'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
<br />
In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
<br />
[[File:Start_numbering_at.png|400px]]<br />
<br />
In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
<br />
Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
<br />
To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
<br />
<br />
<br />
===Manage Meeting Allocations ===<br />
<br />
To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
<br />
[[File:Manage_allocations.png|300px]]<br />
<br />
<br />
<br />
==== Create a meeting allocation ====<br />
<br />
To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
<br />
[[File: New_meeting_allocations_screen.png|center]]<br />
<br />
:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
<br />
<br />
====Export/Import Allocations ====<br />
<br />
It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
<br />
:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
<br />
<br />
To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
<br />
<br />
==Registration ==<br />
===Register yourself to a meeting ===<br />
<br />
You can register yourself directly from the Meeting Calendar portlet. <br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
Click on the "Not registered" link of the meeting.<br />
<br />
<br />
On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
[[File:Registration_screen.png|center]]<br />
<br />
For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
<br />
A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
<br />
[[File: Registration_screen_confirmation.png|center]] <br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
<br />
'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
<br />
<br />
Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
<br />
[[File: Registration_external_with_EOL.png|center]]<br />
<br />
Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
<br />
[[File: Registration_external_without_EOL.png|center]]<br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
===Unregister to a meeting=== <br />
<br />
There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
<br />
A screen will confirm that you are unregistered for the meeting<br />
<br />
[[File: Registration_cancellation_confirmation.png|center]]<br />
<br />
<br />
::* ''' From your registration confirmation email: '''<br />
<br />
Click on the Cancel Registration link provided. <br />
<br />
<br />
===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
<br />
On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
<br />
[[File: List_of_participants_link.png]]<br />
<br />
A new screen shows the list of participants currently registered. <br />
<br />
[[File: List_of_participants_screen.png|center]]<br />
<br />
<br />
Click on the “Actions” button, it will open a drop down list: <br />
<br />
[[File: Participants_action_button.png]]<br />
<br />
Click on «Register a new user »<br />
<br />
A new tab or window will open with an empty form. <br />
<br />
Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
<br />
If so, select the name from the drop down list: <br />
<br />
[[File: Adding_user_by_name.png|center]]<br />
<br />
<br />
If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
<br />
A screen will confirm the registration of this participant. <br />
<br />
'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
<br />
<br />
<br />
==Meeting participants management ==<br />
<br />
In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
<br />
===Participants' list ===<br />
<br />
The list of participants to restricted to users with EOL account <br />
<br />
To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
<br />
[[File:List_of_participants_screen_2.png|center]]<br />
<br />
===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
<br />
'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
<br />
'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
<br />
Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
<br />
'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
<br />
<br />
'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
<br />
====Update your presence status (for Users) ====<br />
<br />
Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
<br />
There are two ways for the user to update his/her presence status. <br />
<br />
::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
<br />
::* '''From the link received in the “Presence confirmation request” email: '''<br />
<br />
Follow the link on the email and refer to instructions listed above.<br />
<br />
<br />
<br />
====Update a participant's presence status and type (for Super-Users) ====<br />
<br />
'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
<br />
<br />
<br />
==== Request presence confirmation to participants (for Super-Users) ====<br />
<br />
During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
<br />
'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
<br />
[[File:Actions_list_send_user_presence_email.png|center]]<br />
<br />
<br />
A pop-up window will display important information.<br />
<br />
[[File: Popup_presence_request_email.png|center]] <br />
<br />
There is a box to enter a short note if necessary. <br />
<br />
When ready, click on “Send Now”.<br />
<br />
<br />
<br />
=== Send emails to meeting participants === <br />
<br />
In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
<br />
<br />
:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
<br />
: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
<br />
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:*The '''list of authorised senders can be configured'''.<br />
<br />
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:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
<br />
<br />
==== Define the authorized sender(s) ====<br />
<br />
::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
<br />
<br />
::* '''''After the meeting has been created: '''''<br />
<br />
Go to the meeting details page and click on the link Administration > Update Meeting.<br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Scroll down to the Additional meeting options section and follow the explanations given above. <br />
<br />
<br />
==== How to send an email to the meeting participants ====<br />
<br />
In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
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'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
<br />
<br />
'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
<br />
A pop-up window will open to write the email subject and body.<br />
<br />
'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
<br />
<br />
<br />
<br />
==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
<br />
On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
<br />
A new tab or window will open (depending on your browser settings) with the questionnaire. <br />
<br />
<br />
<br />
<br />
===Chat room===<br />
<br />
The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.<br />
<br />
'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''. <br />
<br />
<br />
====Enable/Disable the Chat Room feature====<br />
<br />
Go to the meeting details page and click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
<br />
In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.<br />
<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
<br />
<br />
====Log in the Chat Room====<br />
<br />
On the meeting details page, click on the '''link “Chat Room” ''': <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code. <br />
<br />
<br />
The chat room will load. On the right part of the screen is the list of users connected.<br />
<br />
[[File: Chatroom_window.png|center]]<br />
<br />
<br />
====Change the topic in the Chat Room====<br />
<br />
To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).<br />
<br />
[[File: Chatroom_new_topic_popup.png|center]]<br />
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Enter the new topic in the pop-up window and click OK.<br />
<br />
[[File: Chatroom_new_topic_inserted.png|center]]<br />
<br />
<br />
'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits).</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1856Meeting Management2013-01-09T15:00:22Z<p>Lasnier: /* Meeting options fields */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: - Face to Face only<br />
::: - Online only<br />
::: - Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
<br />
:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
<br />
:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
<br />
:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
<br />
'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
<br />
<br />
Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png|center]]<br />
<br />
<br />
From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
<br />
<br />
'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Make the appropriate changes and click “Update Meeting”.<br />
<br />
<br />
<br />
<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
'''Select the meeting''' in the Meeting Calendar. <br />
<br />
<br />
'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
<br />
[[File: Cancelmeeting_screen.png|center]]<br />
<br />
<br />
The system will show a confirmation screen as such:<br />
<br />
[[File: Cancelmeeting_confirmation.png|center]]<br />
<br />
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<br />
A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
<br />
[[File: Cancelmeeting_viewonportlet.png|center]]<br />
<br />
<br />
The cancellation information also appears on the meeting details page:<br />
<br />
[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
<br />
<br />
<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
<br />
You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
<br />
<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
<br />
<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
<br />
[[File: Room_allocation_search.png]]<br />
<br />
:* Enter the date, the tool will display the corresponding week. <br />
<br />
:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query. <br />
<br />
<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
<br />
<br />
<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
<br />
'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
<br />
[[File: Meetingcalendar_ical.png|center]]<br />
<br />
<br />
You will see a new page (or window depending on your browser settings) as such:<br />
<br />
[[File: Meeting_details_page.png|center]]<br />
<br />
<br />
The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
<br />
<br />
:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
<br />
<br />
:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
<br />
:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
<br />
<br />
:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
<br />
<br />
:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
<br />
<br />
:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
<br />
<br />
:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
<br />
<br />
:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
<br />
<br />
:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
<br />
<br />
:* '''Host details''': Link to the host website or relevant website address.<br />
<br />
<br />
:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
<br />
<br />
:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
<br />
<br />
:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
<br />
<br />
:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
<br />
<br />
:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
<br />
<br />
<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
<br />
''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
<br />
'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
<br />
'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
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In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
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Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
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=== Define the meeting contributions settings === <br />
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The interface is accessible from the meeting details page.<br />
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:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
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[[File:Meeting_details_page.png|center]]<br />
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'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
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:* A new screen appears with all the parameters. <br />
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====General Contributions Settings==== <br />
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The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
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::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
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:::Note: By default, it is set to finish one month after the end of the meeting. <br />
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::*Block upload outside reservation date range: Tick to enable this feature. <br />
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::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
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:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
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Here below is a figure explaining the "contribution period".<br />
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[[File: Contribution period.png|650px|center]]<br />
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Flags are automatically calculated by the system. <br />
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If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
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:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
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[[File:Red_flag.png|600px]]<br />
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====Contribution Numbering Settings==== <br />
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The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
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:* '''Contribution Numbering Model: '''<br />
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::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
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TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
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::*Meeting Prefix: Optional.<br />
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:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
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::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
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Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
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A screen will confirm the settings that have entered. <br />
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[[File: Defined_contributions_settings.png|center]]<br />
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From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
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::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
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===Modify the meeting contributions settings ===<br />
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From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
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[[File: Changemeeting_contributions.png|center]]<br />
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On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
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[[File: Changecontribsettingsscreen.png|center]]<br />
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See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
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Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
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===Contribution block reservation ===<br />
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Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
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To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
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[[File:General_properties.png|center|600px]]<br />
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[[File:Block_reservation_link.png|300px]]<br />
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The system opens the block reserve screen:<br />
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[[File:Blobk_resa_screen.png|600px]]<br />
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Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
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The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
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Use the red cross to delete an entry.<br />
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NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
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'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
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In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
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[[File:Start_numbering_at.png|400px]]<br />
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In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
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Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
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To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
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===Manage Meeting Allocations ===<br />
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To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
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[[File:Manage_allocations.png|300px]]<br />
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==== Create a meeting allocation ====<br />
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To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
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[[File: New_meeting_allocations_screen.png|center]]<br />
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:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
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====Export/Import Allocations ====<br />
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It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
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:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
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To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
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==Registration ==<br />
===Register yourself to a meeting ===<br />
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You can register yourself directly from the Meeting Calendar portlet. <br />
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[[File:Meetingcalendarportlet.PNG|center]]<br />
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The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
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Click on the "Not registered" link of the meeting.<br />
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On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
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[[File:Registration_screen.png|center]]<br />
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For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
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A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
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[[File: Registration_screen_confirmation.png|center]] <br />
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You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
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You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
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====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
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'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
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Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
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[[File:Meetingcalendarportlet.PNG|center]]<br />
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On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
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[[File: Registration_external_with_EOL.png|center]]<br />
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Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
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'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
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[[File: Registration_external_without_EOL.png|center]]<br />
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You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
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You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
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===Unregister to a meeting=== <br />
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There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
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[[File:Meetingcalendarportlet.PNG|center]]<br />
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'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
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A screen will confirm that you are unregistered for the meeting<br />
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[[File: Registration_cancellation_confirmation.png|center]]<br />
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::* ''' From your registration confirmation email: '''<br />
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Click on the Cancel Registration link provided. <br />
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===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
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On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
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[[File: List_of_participants_link.png]]<br />
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A new screen shows the list of participants currently registered. <br />
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[[File: List_of_participants_screen.png|center]]<br />
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Click on the “Actions” button, it will open a drop down list: <br />
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[[File: Participants_action_button.png]]<br />
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Click on «Register a new user »<br />
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A new tab or window will open with an empty form. <br />
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Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
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If so, select the name from the drop down list: <br />
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[[File: Adding_user_by_name.png|center]]<br />
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If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
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A screen will confirm the registration of this participant. <br />
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'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
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==Meeting participants management ==<br />
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In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
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===Participants' list ===<br />
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The list of participants to restricted to users with EOL account <br />
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To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
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[[File: Changemeeting_contributions.png|center]]<br />
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A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
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[[File:List_of_participants_screen_2.png|center]]<br />
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===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
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'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
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'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
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Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
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'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
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'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
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====Update your presence status (for Users) ====<br />
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Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
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There are two ways for the user to update his/her presence status. <br />
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::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
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Click on the “List of xx Participants”: <br />
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[[File: Changemeeting_contributions.png|center]]<br />
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A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
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[[File:Actions_update_presence_dropdownlist.png|center]]<br />
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Select the appropriate presence type and status. The screen will refresh with the new information.<br />
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::* '''From the link received in the “Presence confirmation request” email: '''<br />
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Follow the link on the email and refer to instructions listed above.<br />
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====Update a participant's presence status and type (for Super-Users) ====<br />
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'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
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::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
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[[File: Changemeeting_contributions.png|center]]<br />
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A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
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[[File:Actions_update_presence_dropdownlist.png|center]]<br />
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Select the appropriate presence type and status. The screen will refresh with the new information.<br />
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:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
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==== Request presence confirmation to participants (for Super-Users) ====<br />
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During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
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'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
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::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
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[[File: Changemeeting_contributions.png|center]]<br />
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A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
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[[File:Actions_list_send_user_presence_email.png|center]]<br />
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A pop-up window will display important information.<br />
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[[File: Popup_presence_request_email.png|center]] <br />
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There is a box to enter a short note if necessary. <br />
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When ready, click on “Send Now”.<br />
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=== Send emails to meeting participants === <br />
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In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
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:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
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: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
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:*The '''list of authorised senders can be configured'''.<br />
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:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
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==== Define the authorized sender(s) ====<br />
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::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
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Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
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::* '''''After the meeting has been created: '''''<br />
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Go to the meeting details page and click on the link Administration > Update Meeting.<br />
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[[File: Administrationmeeting_button.png]]<br />
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Scroll down to the Additional meeting options section and follow the explanations given above. <br />
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==== How to send an email to the meeting participants ====<br />
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In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
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[[File: Changemeeting_contributions.png|center]]<br />
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A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
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'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
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'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
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A pop-up window will open to write the email subject and body.<br />
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'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
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==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
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On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
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A new tab or window will open (depending on your browser settings) with the questionnaire. <br />
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===Chat room===<br />
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The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.<br />
<br />
'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''. <br />
<br />
<br />
====Enable/Disable the Chat Room feature====<br />
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Go to the meeting details page and click on “Administration”, then “Update meeting” links <br />
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[[File: Administrationmeeting_button.png]]<br />
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In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.<br />
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[[File:Meetingcreation_additionalinfo.png|center]]<br />
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====Log in the Chat Room====<br />
<br />
On the meeting details page, click on the '''link “Chat Room” ''': <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code. <br />
<br />
<br />
The chat room will load. On the right part of the screen is the list of users connected.<br />
<br />
[[File: Chatroom_window.png|center]]<br />
<br />
<br />
====Change the topic in the Chat Room====<br />
<br />
To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).<br />
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[[File: Chatroom_new_topic_popup.png|center]]<br />
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Enter the new topic in the pop-up window and click OK.<br />
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[[File: Chatroom_new_topic_inserted.png|center]]<br />
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<br />
'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits).</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1855Meeting Management2013-01-09T14:58:03Z<p>Lasnier: /* Meeting information fields */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: - Face to Face only<br />
::: - Online only<br />
::: - Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
<br />
:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
<br />
:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
<br />
:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
<br />
'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
<br />
<br />
Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png]]<br />
<br />
<br />
From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
<br />
<br />
'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Make the appropriate changes and click “Update Meeting”.<br />
<br />
<br />
<br />
<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
'''Select the meeting''' in the Meeting Calendar. <br />
<br />
<br />
'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
<br />
[[File: Cancelmeeting_screen.png|center]]<br />
<br />
<br />
The system will show a confirmation screen as such:<br />
<br />
[[File: Cancelmeeting_confirmation.png|center]]<br />
<br />
<br />
<br />
A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
<br />
[[File: Cancelmeeting_viewonportlet.png|center]]<br />
<br />
<br />
The cancellation information also appears on the meeting details page:<br />
<br />
[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
<br />
<br />
<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
<br />
You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
<br />
<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
<br />
<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
<br />
[[File: Room_allocation_search.png]]<br />
<br />
:* Enter the date, the tool will display the corresponding week. <br />
<br />
:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query. <br />
<br />
<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
<br />
<br />
<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
<br />
'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
<br />
[[File: Meetingcalendar_ical.png|center]]<br />
<br />
<br />
You will see a new page (or window depending on your browser settings) as such:<br />
<br />
[[File: Meeting_details_page.png|center]]<br />
<br />
<br />
The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
<br />
<br />
:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
<br />
<br />
:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
<br />
:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
<br />
<br />
:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
<br />
<br />
:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
<br />
<br />
:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
<br />
<br />
:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
<br />
<br />
:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
<br />
<br />
:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
<br />
<br />
:* '''Host details''': Link to the host website or relevant website address.<br />
<br />
<br />
:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
<br />
<br />
:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
<br />
<br />
:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
<br />
<br />
:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
<br />
<br />
:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
<br />
<br />
<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
<br />
''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
<br />
'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
<br />
'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
<br />
<br />
In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
<br />
<br />
Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
<br />
<br />
=== Define the meeting contributions settings === <br />
<br />
The interface is accessible from the meeting details page.<br />
<br />
:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
[[File:Meeting_details_page.png|center]]<br />
<br />
<br />
'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
<br />
<br />
:* A new screen appears with all the parameters. <br />
<br />
<br />
<br />
====General Contributions Settings==== <br />
<br />
The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
<br />
<br />
::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
<br />
:::Note: By default, it is set to finish one month after the end of the meeting. <br />
<br />
<br />
::*Block upload outside reservation date range: Tick to enable this feature. <br />
<br />
<br />
::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
<br />
:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
<br />
<br />
<br />
Here below is a figure explaining the "contribution period".<br />
<br />
[[File: Contribution period.png|650px|center]]<br />
<br />
<br />
Flags are automatically calculated by the system. <br />
<br />
If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
<br />
<br />
:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
<br />
[[File:Red_flag.png|600px]]<br />
<br />
<br />
<br />
====Contribution Numbering Settings==== <br />
<br />
The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
<br />
:* '''Contribution Numbering Model: '''<br />
<br />
::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
<br />
<br />
::*Meeting Prefix: Optional.<br />
<br />
:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
<br />
<br />
::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
<br />
<br />
Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
<br />
<br />
<br />
A screen will confirm the settings that have entered. <br />
<br />
[[File: Defined_contributions_settings.png|center]]<br />
<br />
<br />
From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
<br />
<br />
::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
<br />
<br />
<br />
===Modify the meeting contributions settings ===<br />
<br />
From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
<br />
[[File: Changecontribsettingsscreen.png|center]]<br />
<br />
<br />
See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
<br />
Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
<br />
<br />
<br />
===Contribution block reservation ===<br />
<br />
Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
<br />
To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
<br />
[[File:General_properties.png|center|600px]]<br />
<br />
[[File:Block_reservation_link.png|300px]]<br />
<br />
<br />
The system opens the block reserve screen:<br />
<br />
[[File:Blobk_resa_screen.png|600px]]<br />
<br />
Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
<br />
The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
<br />
Use the red cross to delete an entry.<br />
<br />
NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
<br />
'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
<br />
In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
<br />
[[File:Start_numbering_at.png|400px]]<br />
<br />
In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
<br />
Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
<br />
To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
<br />
<br />
<br />
===Manage Meeting Allocations ===<br />
<br />
To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
<br />
[[File:Manage_allocations.png|300px]]<br />
<br />
<br />
<br />
==== Create a meeting allocation ====<br />
<br />
To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
<br />
[[File: New_meeting_allocations_screen.png|center]]<br />
<br />
:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
<br />
<br />
====Export/Import Allocations ====<br />
<br />
It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
<br />
:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
<br />
<br />
To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
<br />
<br />
==Registration ==<br />
===Register yourself to a meeting ===<br />
<br />
You can register yourself directly from the Meeting Calendar portlet. <br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
Click on the "Not registered" link of the meeting.<br />
<br />
<br />
On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
[[File:Registration_screen.png|center]]<br />
<br />
For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
<br />
A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
<br />
[[File: Registration_screen_confirmation.png|center]] <br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
<br />
'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
<br />
<br />
Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
<br />
[[File: Registration_external_with_EOL.png|center]]<br />
<br />
Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
<br />
[[File: Registration_external_without_EOL.png|center]]<br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
===Unregister to a meeting=== <br />
<br />
There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
<br />
A screen will confirm that you are unregistered for the meeting<br />
<br />
[[File: Registration_cancellation_confirmation.png|center]]<br />
<br />
<br />
::* ''' From your registration confirmation email: '''<br />
<br />
Click on the Cancel Registration link provided. <br />
<br />
<br />
===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
<br />
On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
<br />
[[File: List_of_participants_link.png]]<br />
<br />
A new screen shows the list of participants currently registered. <br />
<br />
[[File: List_of_participants_screen.png|center]]<br />
<br />
<br />
Click on the “Actions” button, it will open a drop down list: <br />
<br />
[[File: Participants_action_button.png]]<br />
<br />
Click on «Register a new user »<br />
<br />
A new tab or window will open with an empty form. <br />
<br />
Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
<br />
If so, select the name from the drop down list: <br />
<br />
[[File: Adding_user_by_name.png|center]]<br />
<br />
<br />
If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
<br />
A screen will confirm the registration of this participant. <br />
<br />
'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
<br />
<br />
<br />
==Meeting participants management ==<br />
<br />
In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
<br />
===Participants' list ===<br />
<br />
The list of participants to restricted to users with EOL account <br />
<br />
To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
<br />
[[File:List_of_participants_screen_2.png|center]]<br />
<br />
===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
<br />
'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
<br />
'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
<br />
Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
<br />
'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
<br />
<br />
'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
<br />
====Update your presence status (for Users) ====<br />
<br />
Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
<br />
There are two ways for the user to update his/her presence status. <br />
<br />
::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
<br />
::* '''From the link received in the “Presence confirmation request” email: '''<br />
<br />
Follow the link on the email and refer to instructions listed above.<br />
<br />
<br />
<br />
====Update a participant's presence status and type (for Super-Users) ====<br />
<br />
'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
<br />
<br />
<br />
==== Request presence confirmation to participants (for Super-Users) ====<br />
<br />
During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
<br />
'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
<br />
[[File:Actions_list_send_user_presence_email.png|center]]<br />
<br />
<br />
A pop-up window will display important information.<br />
<br />
[[File: Popup_presence_request_email.png|center]] <br />
<br />
There is a box to enter a short note if necessary. <br />
<br />
When ready, click on “Send Now”.<br />
<br />
<br />
<br />
=== Send emails to meeting participants === <br />
<br />
In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
<br />
<br />
:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
<br />
: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
<br />
<br />
:*The '''list of authorised senders can be configured'''.<br />
<br />
<br />
:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
<br />
<br />
==== Define the authorized sender(s) ====<br />
<br />
::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
<br />
<br />
::* '''''After the meeting has been created: '''''<br />
<br />
Go to the meeting details page and click on the link Administration > Update Meeting.<br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Scroll down to the Additional meeting options section and follow the explanations given above. <br />
<br />
<br />
==== How to send an email to the meeting participants ====<br />
<br />
In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
<br />
'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
<br />
<br />
'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
<br />
A pop-up window will open to write the email subject and body.<br />
<br />
'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
<br />
<br />
<br />
<br />
==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
<br />
On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
<br />
A new tab or window will open (depending on your browser settings) with the questionnaire. <br />
<br />
<br />
<br />
<br />
===Chat room===<br />
<br />
The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.<br />
<br />
'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''. <br />
<br />
<br />
====Enable/Disable the Chat Room feature====<br />
<br />
Go to the meeting details page and click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
<br />
In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.<br />
<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
<br />
<br />
====Log in the Chat Room====<br />
<br />
On the meeting details page, click on the '''link “Chat Room” ''': <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code. <br />
<br />
<br />
The chat room will load. On the right part of the screen is the list of users connected.<br />
<br />
[[File: Chatroom_window.png|center]]<br />
<br />
<br />
====Change the topic in the Chat Room====<br />
<br />
To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).<br />
<br />
[[File: Chatroom_new_topic_popup.png|center]]<br />
<br />
<br />
Enter the new topic in the pop-up window and click OK.<br />
<br />
[[File: Chatroom_new_topic_inserted.png|center]]<br />
<br />
<br />
'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits).</div>Lasnierhttps://help.etsi.org/index.php?title=Meeting_Management&diff=1854Meeting Management2013-01-09T14:57:49Z<p>Lasnier: /* Meeting information fields */</p>
<hr />
<div>==General information==<br />
===Types of users and rights===<br />
<br />
:* '''Administrators''':<br />
Administrators are ETSI staff. This group includes the TB support staff (Technical Officer, Support Co-ordinator) and the Meeting support staff.<br />
<br />
<br />
:* '''Super-users''':<br />
They are the TB Officials (TB Chairman, Vice Chair, Secretary) and the Meeting contact(s). <br />
<br />
<br />
:* '''Member users''':<br />
<br />
They are Full Member, Associate, Applicants, Councellor or ETSI. If you do not know whether you company is an ETSI member, you may contact the concerned TB staff team or Membership Care team (LINK OR EMAIL ADDRESS). <br />
<br />
<br />
:* '''External Users''': <br />
External users are person not representing a Full Member, Associate, Applicants, Councellor or ETSI. <br />
They may have an EOL account (i.e ISG or Observers) or not (i.e TB Guest). <br />
<br />
<br />
:* '''Meeting contacts''': <br />
<br />
The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status). <br />
The meeting contact can be changed anytime before, during and after the meeting. <br />
<br />
'''Note''': There can be more than one meeting contact per meeting.<br />
<br />
===EOL account===<br />
An EOL account is the ETSI OnLine login and password credentials that allow access to the ETSI portal features and document repository. <br />
The EOL account is composed of the person name and initials if necessary. The password may be changed at any time. <br />
<br />
<br />
===Meeting types ===<br />
When creating a meeting, there are 14 meeting types available: <br />
:* Ad-hoc<br />
:* Chairmen's meeting <br />
:* Extraordinary<br />
:* Joint meeting<br />
:* Ordinary<br />
:* Plenary <br />
:* Preparatory meeting <br />
:* Rapporteur meeting<br />
:* Resolution meeting<br />
:* Start up meeting<br />
:* Steering group<br />
:* Task group<br />
:* Workshop<br />
:* Working group<br />
<br />
<br />
=== Presences types ===<br />
The presence of a participant can be either: <br />
:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting). <br />
:* Present with face to face participation if the person is physically attending the meeting. <br />
:* Absent<br />
:* Unknown<br />
<br />
==Meeting search/browsing ==<br />
=== Search a meeting using the Advanced query ===<br />
<br />
From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.<br />
[[File:Topbanner_meetingportlet.png|400px|center]]<br />
<br />
This will open a new tab (or window depending on your browser settings) with the different criteria available to build your query/search.<br />
[[File:Advancedquery_emptyscreen.png|center]]<br />
<br />
<br />
The following criteria can be defined and searched: <br />
:* '''Meeting Identifier number''' (unique number composed of 5 digits).<br />
:* '''Meeting reference''' (usually consists of the Body name followed by the # sign and the meeting number. i.e ERM#47). <br />
:* '''Technical Body'''. You may select multiple Technical Bodies holding the CTRL and SHIFT keys while selecting. <br />
:* '''Location''' of the meeting, either located in ETSI premises in Sophia Antipolis or in Other Cities. <br />
:* '''Date range''' <br />
<br />
A [[File:Clearall_button.png|50px]] button allow you to reset all the settings at once. <br />
<br />
'''Note''': Wildcards may not be used with this query search.<br />
<br />
<br />
Results of the query may be presented in two formats, the '''Summarized List''' or the '''Detailed Report'''.<br />
<br />
'''''Summarized List view:'''''<br />
[[File:Summarizedlistview.png|center]]<br />
<br />
<br />
'''''Detailed Report view:'''''<br />
[[File:Detailedreportview.png|center]]<br />
<br />
This view contains more details such as the meeting category, the meeting duration and more information on the location. <br />
<br />
'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.<br />
<br />
=== Export results of the query ===<br />
<br />
It is possible to export and save the results into an Excel document (ASP format).<br />
<br />
Click on the link "Export into an Excel Document" on the top of the list results. <br />
[[File:Exportexcel.PNG|center]]<br />
<br />
<br />
<br />
===iCalendar reminder for the meeting ===<br />
<br />
The iCalendar format is text based and contains basic information of the meeting and gives the ability to add an event to your personal agenda in one click<br />
<br />
<br />
The iCal icon [[File:Ical_icon.png|20px]] can be found in three places: <br />
<br />
:* '''From the meeting calendar portlet'''<br />
[[File:Meetingcalendarportlet.PNG]]<br />
<br />
<br />
:* '''From the meeting details page'''<br />
[[File:Meetingdetails_ical.png]]<br />
<br />
<br />
:* '''From the list of meetings of the Meeting Calendar application''' <br />
[[File: Meetingcalendar_ical.png|450px]]<br />
<br />
'''''Note: In this case, you have the ability to add an iCal reminder for one event or the whole query results list.'''''<br />
<br />
== Meeting management ==<br />
<br />
This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only. <br />
<br />
=== Create a new meeting === <br />
It is possible to create a meeting two different ways.<br />
<br />
'''Note''': This is open to TB Officials, Support Staff and will require an EOL.<br />
<br />
<br />
:* '''From the Meeting Calendar portlet: '''<br />
Click on the link "New Meeting".<br />
<br />
<br />
:* '''From the meeting management application''' http://webapp.etsi.org/MeetingManagement/ <br />
<br />
Click on "Create a New Meeting" <br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will open the meeting creation form.<br />
<br />
[[File:Meetingcreation_form.png|center]]<br />
<br />
<br />
==== Meeting information fields ====<br />
<br />
<br />
:* '''Meeting contact:''' Click to enter the name of the meeting contact(s). It is possible to have more than one meeting contact. By default, it is the person creating the meeting. <br />
<br />
:* '''Technical Body:''' Select an ETSI TB from the drop down list.<br />
<br />
:* '''Title:''' Free text.<br />
<br />
:* '''Sequence number:''' free text, it is a sequence number allocated by the Technical Body (i.e ERM#47, ESI#36, etc). <br />
<br />
:* '''Generated meeting reference:''' unique and automatic number identifying the meeting.<br />
<br />
:* '''TB, Seq and Title boxes:''' Preferences on how the meeting should appear on the portal (Identified by its meeting sequence and/or only the title for example).<br />
<br />
:* '''Meeting type:''' Select the meeting type from the drop down list. See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
:* '''Location:''' Tick either ETSI premises in Sophia Antipolis or in another city, then select the country in the drop down list. For ETSI, the country is set by default. <br />
<br />
:* '''Start and end time of the meeting'''<br />
<br />
:* '''Registration starting time:''' By default, time is set to 30 minutes before the starting of the meeting. (i.e: an update of the meeting start time field will cause an update of the Registration time field)<br />
<br />
:* '''Time zone:''' Select the time zone from the drop down list.<br />
<br />
:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence: <br />
::: Face to Face only<br />
::: Online only<br />
::: Face to Face and Online<br />
<br />
:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.<br />
<br />
:* '''URL for meeting information:''' Free text. You may provide the website address of the host or any other relevant information<br />
<br />
:* '''Additional meeting information:''' Free text.<br />
<br />
====Meeting options fields ====<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
:* '''Record own presence:''' Indicates if registered users have the rights to confirm their own presence information (see more information here)<br />
<br />
:* '''Registration to external users:''' Indicates if the meeting is open to Member users only or if external users are allowed to register as well. By default, ETSI meetings are for Members only. See the ETSI Directives http://portal.etsi.org/Directives/home.asp <br />
<br />
:* '''Email notification to participants:''' This configures which of the 3 groups may send email notifications to registered participants of the meeting. (Administrators, Super-Users, or registered users). Go to [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]] for more information on types of users.<br />
<br />
:* '''Open registration now:''' By default, the registration of the meeting is open right after its creation. It may be unticked to open the registration later on. <br />
<br />
:* '''Chat Room:''' Tick/untick to enable to use of Chat room during the meeting. <br />
<br />
:* '''Notifications to Meeting Contact(s):''' If ticked, Meeting Contact(s) will receive a notification whenever a user registers to the meeting. <br />
<br />
'''''NOTE: There is the possibility to save these options settings as a default options values for this group/TB. Tick the box "Save these values..." '''''<br />
<br />
<br />
Once you have filled all the necessary fields, click on [[File:Createmeeting_button.png]].<br />
<br />
<br />
'''''For meetings in ETSI premises: '''''<br />
<br />
You will have to complete a room reservation form. <br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
'''''For meetings outside ETSI premises: '''''<br />
<br />
The meeting creation will be done. <br />
<br />
A screen will show the Meeting name with a link and the Meeting Identifier. <br />
<br />
[[File:Meetingoutsideetsi_confirm.png]]<br />
<br />
<br />
From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.<br />
<br />
<br />
===Modify/Update a meeting ===<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the "Modify a Meeting" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
In the list of meetings, select the one you wish to modify and change the information accordingly. <br />
<br />
<br />
'''From the Meeting details page: '''<br />
<br />
Click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Make the appropriate changes and click “Update Meeting”.<br />
<br />
<br />
<br />
<br />
=== Cancel a meeting === <br />
<br />
<br />
'''From the Meeting Management menu: '''<br />
<br />
Click on the '''"Cancel a Meeting" link'''.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
'''Select the meeting''' in the Meeting Calendar. <br />
<br />
<br />
'''At the bottom of the screen''', below the meeting details form, '''click the "Cancel Meeting" button'''. <br />
<br />
[[File: Cancelmeeting_screen.png|center]]<br />
<br />
<br />
The system will show a confirmation screen as such:<br />
<br />
[[File: Cancelmeeting_confirmation.png|center]]<br />
<br />
<br />
<br />
A cancelled meeting will be flagged with a red cross icon on the Meeting Calendar portlet, as such:<br />
<br />
[[File: Cancelmeeting_viewonportlet.png|center]]<br />
<br />
<br />
The cancellation information also appears on the meeting details page:<br />
<br />
[[File: Cancelmeeting_viewondetailspage.png|450px|center]]<br />
<br />
<br />
<br />
=== View the ETSI room allocation ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the “View Room Allocation” link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
The Room Allocation table is '''organized per week'''. By default, it will show the current week on 5 days business days (from Monday till Friday).<br />
<br />
You may browse week by week with the buttons "Previous Week" and "Next Week". <br />
<br />
'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''<br />
<br />
[[File: Room_allocation_table.png]]<br />
<br />
It will display the different room available in ETSI with the '''number of seats in brackets''' (i.e. the AMPHI IRIS room may contain 70 participants maximum). <br />
<br />
<br />
It is possible to access the meeting details by clicking on the meeting name.<br />
<br />
<br />
You may customize the search and view of the meeting room allocations:<br />
<br />
Click on the "Selection By Date" button. <br />
<br />
[[File: Room_allocation_search.png]]<br />
<br />
:* Enter the date, the tool will display the corresponding week. <br />
<br />
:* You may select whether to see rooms of the Main or both buildings. <br />
<br />
:* Select if you want to see the 5 business days only or if you want to see the whole 7 days. <br />
<br />
Click on "View" to run your query. <br />
<br />
<br />
<br />
===Reserve an ETSI meeting room ===<br />
This feature is available to Administrators and Super-Users only. <br />
See the different users’ types here: [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]].<br />
<br />
<br />
In the Meeting Management menu, click on the "Room Reservation" link.<br />
<br />
[[File: Meetingmgmtmenu.png]]<br />
<br />
<br />
This will display the current and future meetings being held in ETSI premises only. <br />
<br />
Click on the meeting for which you would like to request or modify the meeting room. <br />
<br />
[[File: Roomrequest_form.png]]<br />
<br />
:* '''''Important''''': Enter the number of estimated participants to the meeting. <br />
The ETSI Meeting Support staff will look at the most suitable meeting based on the estimated number of participants. <br />
<br />
:* Check the meetings dates.<br />
<br />
:* Enter any comments or special requests in the box provided (for delegates with special needs for example).<br />
<br />
<br />
If you need more than one meeting room, click on “Request Another Room”; <br />
<br />
Otherwise, click on “Save Request”.<br />
<br />
<br />
<br />
==Meeting details ==<br />
Each meeting has its own page with details such as location, timing, participants, etc.<br />
<br />
<br />
<br />
===Meeting details page ===<br />
There are different ways to access the meeting details page.<br />
<br />
'''From the Meeting Calendar Portlet, click on the meeting name.'''<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
'''From the Meeting Calendar on the portal home page, click on the meeting name.'''<br />
<br />
[[File: Meetingcalendar_ical.png|center]]<br />
<br />
<br />
You will see a new page (or window depending on your browser settings) as such:<br />
<br />
[[File: Meeting_details_page.png|center]]<br />
<br />
<br />
The following information is displayed: <br />
:* '''Meeting identifier:''' unique 5 digit number.<br />
<br />
<br />
:* '''Meeting contact:''' list of contact person(s) that shall manage the preparation of the meeting (registration, etc) and shall receive notifications.<br />
<br />
<br />
:* '''Meeting reference:''' This is the title and/or sequence number identifying the meeting. (i.e "ERM#47", "AERO TS 102 842 drafting session", etc). <br />
<br />
:* Note: it is possible to add the meeting to your mail client calendar. Simply click on the iCal icon [[File:(ICON TO ADD).<br />
<br />
<br />
:* '''Meeting type:''' See the different meeting types here: [[Meeting_Management#Meeting_types|The different meeting types]].<br />
<br />
<br />
<br />
:* '''Starting & Ending dates:''' Displays the starting and ending dates and time of the meeting, as well as the time zone information.<br />
<br />
<br />
:* '''Registration:''' Displays the time at which the registration on site should start (i.e: distribution of badges). By default, it is set to 30 minutes before the actual start of the meeting. <br />
<br />
<br />
:* '''Location:''' Displays the city, zip code if any and country where the meeting is located. If the meeting is in ETSI premises, this field will also specify the ETSI building and meeting room name.<br />
<br />
<br />
:* '''Additional information: ''' This section is not mandatory. It may contain more information on the meeting, the location, a picture of the building or a map, GoToMeeting details, etc.<br />
<br />
<br />
:* '''List of xx participants:''' Link to access the list of participants information. To access this information, the user needs an EOL account. Into brackets is the repartition between the Face-to-Face participants and the online participants (if applicable).<br />
<br />
<br />
:* '''Host details''': Link to the host website or relevant website address.<br />
<br />
<br />
:* '''Meeting details and invitation: ''' Click to download the meeting invitation. <br />
<br />
<br />
:*'''Chat room: ''' Link to access the chat room during the meeting, if enabled.<br />
<br />
<br />
:* '''Administration: ''' To modify the meeting details or manage the Contributions Settings. These features are reserved to Admistrators and Super-Users.<br />
<br />
<br />
:*'''New contribution: ''' Link to create a new contribution, automatically assigned to the said meeting. To access this information, the user needs an EOL account. The link is underlined when the Contributions Settings have been defined (otherwise, the text is greyed out).<br />
<br />
<br />
:*'''List of xx contributions: ''' Link to access the list of meeting contributions. This will re-direct you to the Contributions application For more information on the Contributions application, please refer to page: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]].<br />
:*'''Document area (FTP): ''' Link to the FTP document repository "Docbox". To access this information, the user needs an EOL account.<br />
<br />
<br />
:*'''Meeting survey:''' Link to a quick survey to assess the participants’ satisfaction with the meeting. To access this information, the user needs an EOL account. For more information, go to: [[Meeting_Management#EOL_account|EOL account]]. <br />
<br />
<br />
<br />
== Meeting invitation ==<br />
<br />
==== Upload the meeting invitation and details ====<br />
The meeting invitation can be uploaded at the meeting creation or later on.<br />
<br />
'''To upload the meeting invitation at the meeting creation''':<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''To upload the meeting invitation after the meeting has been created''':<br />
<br />
:* Click on the Administration > Update Meeting link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
:* Click on the [[File: Invitation_upload_button.png]] button on the meeting creation form.<br />
<br />
:* Select the file on your computer. If not zipped already, the system will zip your file and upload automatically.<br />
<br />
The name of the document will appear underneath the upload button.<br />
[[File: Invitation_upload_button_with_invite.png]]<br />
<br />
<br />
'''''IMPORTANT: Information contained in the Additional Information box is NOT retrieved by the system. (such as a picture, map, room number, GoToMeeting details, etc.) '''''<br />
<br />
''''' You MUST include this additional information in the meeting invitation; either in a separate file and zipped with the invite or in the invitation itself. '''''<br />
<br />
<br />
'''NOTE 1: ''' You can overwrite the meeting invitation by following the same instructions above.<br />
<br />
<br />
'''NOTE 2: ''' To remove the meeting invitation completely, please contact the ETSI support staff.<br />
<br />
<br />
<br />
==Meeting contributions settings ==<br />
<br />
This interface is used to define the meeting contributions settings and properties such as:<br />
<br />
:* the '''contribution period''' (reservation date range to contribute to the meeting)<br />
:*the '''handling of late contributions upload'''<br />
:*the '''contribution numbering scheme''' <br />
<br />
<br />
In order for the users to upload a contribution and assign to a given meeting, the settings and properties shall be set. <br />
<br />
<br />
Access to the interface requires an EOL account and is accessible for Super-Users or Admin only. <br />
<br />
<br />
=== Define the meeting contributions settings === <br />
<br />
The interface is accessible from the meeting details page.<br />
<br />
:* Click on the Administration > Define Contributions Settings link [[File: Administrationmeeting_button.png]] on the meeting details page.<br />
<br />
[[File:Meeting_details_page.png|center]]<br />
<br />
<br />
'''NOTE: ''' The link is named "Define Contribution Settings" for meetings whose properties have not been defined yet. <br />
Once the parameters have been set, the link appears as "Meeting Contributions Settings".<br />
<br />
<br />
:* A new screen appears with all the parameters. <br />
<br />
<br />
<br />
====General Contributions Settings==== <br />
<br />
The following General parameters may be set: <br />
[[File: Genaral_Contributions_settings_defining.png |center]]<br />
:* '''General Properties: '''<br />
::*Reservation Start Date: Select the date for the start of the contribution reservation range.<br />
:::Note: By default, it is set to start the current day and time. <br />
<br />
<br />
::*Reservation End Date: Select the date for the end of the contribution reservation range. <br />
<br />
:::Note: By default, it is set to finish one month after the end of the meeting. <br />
<br />
<br />
::*Block upload outside reservation date range: Tick to enable this feature. <br />
<br />
<br />
::*Late Contribution Threshold: Tick the "Enable" box to access this feature. It will allow to flag as "Late" any contribution reserved or uploaded after a defined date.<br />
<br />
:::More information available on the Contributions application: [[Contributions#CONTRIBUTION_SEARCH|Contributions HelpFiles]]. <br />
<br />
<br />
<br />
Here below is a figure explaining the "contribution period".<br />
<br />
[[File: Contribution period.png|650px|center]]<br />
<br />
<br />
Flags are automatically calculated by the system. <br />
<br />
If a Chairman decides to update the Late Contribution Threshold date and that contributions have already been reserved for this meeting then the system will re-calculate all the flags for the existing contributions.<br />
TB Officials and Support staff have the right to manually update the value of the flag by clicking on the flag icon <br />
<br />
<br />
:* '''Red Flag''': The contribution is “late”, If the TB official wish to turn off this “late” indication, he will click on the flag to turn it to white flag (Forced “not late”).<br />
:* '''Green flag''': The contribution has been put on time on the server.<br />
:* '''White flag''': The contribution flag has been forced to “not late”.<br />
Note: To update the value of a flag for a given contribution, go to the contribution details window and click on the EDIT button, click on the flag to change its value from Late to Forced not late<br />
<br />
[[File:Red_flag.png|600px]]<br />
<br />
<br />
<br />
====Contribution Numbering Settings==== <br />
<br />
The following Contribution Numbering parameters may be set: <br />
[[File: Contrib_numbering_parameters.png |center]]<br />
<br />
:* '''Contribution Numbering Model: '''<br />
<br />
::*Contribution Name Structure: The contribution numbering scheme is constructed as indicated below: <br />
<br />
TBName(YY)XXXZZZ --> <CommunityId>(YY)<MeetingPrefix><contribSeqNb><br />
<br />
<br />
::*Meeting Prefix: Optional.<br />
<br />
:::It is defined on a per TB and meeting basis. These 3 characters are alphanumeric. <br />
:::It can either be used to reflect the Meeting reference in the contribution number; or to keep the yearly contributions numbering scheme. <br />
<br />
<br />
::*Contribution Sequence numbering: IF the Meeting Prefix is defined THEN the numbering will start starts at 001 until the last contribution linked to this meeting is reserved and/or the reservation end date is reached.<br />
<br />
<br />
Once set, click on the [[File: Define_contributions_settings_button.png]] button.<br />
<br />
<br />
<br />
A screen will confirm the settings that have entered. <br />
<br />
[[File: Defined_contributions_settings.png|center]]<br />
<br />
<br />
From this screen it is '''possible to go back into the properties by clicking on the [[File: Update_contrib_settings_link.png]] link'''. <br />
<br />
<br />
::'''''It is possible to see when the meeting contributions settings have been parametered: In the meeting calendar portlet, the little [[File:Meeting_Contribute.png|15px]] icon flags meetings for which the contribution is open. '''''<br />
<br />
<br />
<br />
===Modify the meeting contributions settings ===<br />
<br />
From the meeting details pages, click on "Meeting Contributions Seetings" link<br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
On the new screen click on the [[File: Update_contrib_settings_link.png]] link to activate the fields that may be changed.<br />
<br />
[[File: Changecontribsettingsscreen.png|center]]<br />
<br />
<br />
See for more information on the different paramaters: [[Meeting_Management#General_Contributions_Settings|General settings]] and [[Meeting_Management#Contribution_Numbering_Settings|Numbering settings]]. <br />
<br />
Once the changes have been done, click on "Save Changes to Contribution Settings".<br />
<br />
<br />
<br />
===Contribution block reservation ===<br />
<br />
Contribution block reservation is a feature that allows to pre-reserve a range of contributions for a meeting by re-using and copying titles, sources, etc. of existing contributions from previous meetings. <br />
This can be typically used when TB meetings have a recurring pattern for their first contributions (invitation, agenda, IPR call, Status of WPM, WG reports...).<br />
<br />
To open the block reserve contributions screen, click on the link ''Reserve a block of contributions''<br />
<br />
[[File:General_properties.png|center|600px]]<br />
<br />
[[File:Block_reservation_link.png|300px]]<br />
<br />
<br />
The system opens the block reserve screen:<br />
<br />
[[File:Blobk_resa_screen.png|600px]]<br />
<br />
Select the source meeting from which you wish to retrieve the contributions.<br />
The system imports all contributions title from this meeting in the ''FROM'' and ''TO'' drop down menus.<br />
Select from these menus the range of contributions you wish to import and click on the ADD button.<br />
<br />
The system imports all the titles in the Block reservation Range grid.<br />
Use the two arrows on the right hand side of the grid to re-arrange their order.<br />
You can update the title by clicking on a row to edit the content and update it.<br />
<br />
Use the red cross to delete an entry.<br />
<br />
NOTE: you can add as many as contributions as you want. You can select contributions from one to many meetings in a row. <br />
<br />
'''Warning: Contributions of type New Work Item and drafts cannot be imported in the block reservation grid. '''<br />
<br />
In the above example, the contribution numbering starts at number 4 as it was indicated in the meeting settings details screen to start at that number. You can indicate such information by entering your data in the following field:<br />
<br />
[[File:Start_numbering_at.png|400px]]<br />
<br />
In case of joint meetings with TBa and TBb it is possible to contribute from both TBs, and hence the meeting will contain contributions from TBa and TBb. When importing contributions from past TBa meeting to the joint TBa and TBb meeting, the resulting block reserved contributions will have TBa identifiers and when importing contributions from past TBb meeting to the joint TBa-TBb meeting, the resulting block reserved contributions will have TBb identifiers. <br />
<br />
Block reservation is not limited to the contribution reservation period, it can also be done before the meeting reservation period.<br />
<br />
To validate the block reservation range, click on the ''Proceed to block reservation'' button.<br />
<br />
<br />
<br />
===Manage Meeting Allocations ===<br />
<br />
To access the meeting allocation management features, go the meeting details, click on “Administration”, then “Meeting Contributions Settings” and then click on the link "Manage Allocations": <br />
<br />
[[File:Manage_allocations.png|300px]]<br />
<br />
<br />
<br />
==== Create a meeting allocation ====<br />
<br />
To create a new meeting allocation, enter the allocation name and description (this field is optional) and click on the “Add New” button. <br />
<br />
[[File: New_meeting_allocations_screen.png|center]]<br />
<br />
:'''NOTE: ''' This way of entering allocations requires to create them one by one.<br />
<br />
<br />
====Export/Import Allocations ====<br />
<br />
It is possible to export allocations from any past meeting in a text file and to import them in a future meeting. <br />
To import allocations from a previous meeting, click on the import allocation from file" and select the file from your PC. File format may be a .txt or .csv.<br />
<br />
:'''NOTE: ''' For the csv file to be accepted by the system, do not use curly quotes, use straight quotes only.<br />
<br />
<br />
To export allocations into a .txt file, click on "Export allocation to file" and save the document on your drive.<br />
<br />
<br />
==Registration ==<br />
===Register yourself to a meeting ===<br />
<br />
You can register yourself directly from the Meeting Calendar portlet. <br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
<br />
The different registration information are: <br />
:** [[File:Registered_regblack.png]]: You are registered to the meeting, this meeting is now over.<br />
:** [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]] : You are registered to the meeting either for online or face-to-face participation. This meeting is current or in the future.<br />
:** [[File:Notregistered_regblack.png]]: You are not registered to this meeting. Registration for this meeting is not possible (the meeting is over, or registration is not open yet).<br />
:** [[File:Notregistered_boldred.png]]: Registration for this meeting is open. <br />
<br />
<br />
Click on the "Not registered" link of the meeting.<br />
<br />
<br />
On the new screen, select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
[[File:Registration_screen.png|center]]<br />
<br />
For Online only or F2F only meetings, the registration is “one-click only” from the Meeting Calendar portlet.<br />
<br />
A confirmation screen shows your registration has been taken into account. The representing company will show on the screen. <br />
If you wish to represent another organization, click on “sending an email”. Your email will be forwarded to the Meeting Contact. <br />
<br />
[[File: Registration_screen_confirmation.png|center]] <br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
====Registration for non ETSI members====<br />
<br />
ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members. <br />
Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.<br />
The non-members must be recorded in the Guest database. TB Officials are invited to contact the concerned TB support staff with the non-members details. <br />
<br />
'''External users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''<br />
<br />
<br />
Go to the Meeting Calendar Portlet and click on the "Not registered" link of the meeting:<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
On the Registration screen, click on “Register Me” if you have an EOL account (ETSI OnLine Account). <br />
<br />
[[File: Registration_external_with_EOL.png|center]]<br />
<br />
Select whether you will attend remotely or face-to-face (for meetings where allowed) and on click the “Confirm” button.<br />
<br />
<br />
'''If you do not have an EOL account, click on the link “Request an EOL account” and fill out the form on the next page. '''<br />
<br />
[[File: Registration_external_without_EOL.png|center]]<br />
<br />
<br />
You will receive a '''confirmation email of your registration''' with the basic meeting information.<br />
'''From this email, you have the possibility to un-register by following the link provided. '''<br />
<br />
You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png|20px]] ''' contained in the email.<br />
<br />
<br />
===Unregister to a meeting=== <br />
<br />
There two ways to cancel your registration to a meeting. <br />
::* '''From the Meeting Calendar portlet, click on [[File:Registered_boldblue.png]] or [[File: Registered_boldblueonline.png]] or [[File: Registered_boldbluenoindication.png]]<br />
<br />
[[File:Meetingcalendarportlet.PNG|center]]<br />
<br />
'''NOTE: '''The process of unregistering in '''only one click'''. There is no confirmation action needed from you.<br />
<br />
A screen will confirm that you are unregistered for the meeting<br />
<br />
[[File: Registration_cancellation_confirmation.png|center]]<br />
<br />
<br />
::* ''' From your registration confirmation email: '''<br />
<br />
Click on the Cancel Registration link provided. <br />
<br />
<br />
===Register a participant to the meeting (for Super-Users) ===<br />
A meeting contact or TB Official may register an ETSI member on his/her behalf. <br />
<br />
On the meeting details page, '''click on the link “List of xx Participants”. '''<br />
<br />
[[File: List_of_participants_link.png]]<br />
<br />
A new screen shows the list of participants currently registered. <br />
<br />
[[File: List_of_participants_screen.png|center]]<br />
<br />
<br />
Click on the “Actions” button, it will open a drop down list: <br />
<br />
[[File: Participants_action_button.png]]<br />
<br />
Click on «Register a new user »<br />
<br />
A new tab or window will open with an empty form. <br />
<br />
Fill in the name and first name of the person. The system will check the database to see if that person is an ETSI member. <br />
<br />
If so, select the name from the drop down list: <br />
<br />
[[File: Adding_user_by_name.png|center]]<br />
<br />
<br />
If the user is not an ETSI member, complete the form entirely and click on the “Register” button.<br />
<br />
A screen will confirm the registration of this participant. <br />
<br />
'''NOTE: ''' For non ETSI members participants, please send an email to the concerned TB Support staff to inform them of the registration and participation of this person. <br />
<br />
<br />
<br />
==Meeting participants management ==<br />
<br />
In order to record the participants’ information, new features have been introduced such as the participant’s status and presence. <br />
<br />
===Participants' list ===<br />
<br />
The list of participants to restricted to users with EOL account <br />
<br />
To see the list of participants, go the meeting details pages and click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants with their representing company (if applicable), their status and presence type.<br />
<br />
[[File:List_of_participants_screen_2.png|center]]<br />
<br />
===Participants presence and status===<br />
This describes how Users and Super-Users (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) will be allowed to maintain the presence information via the meeting participant lists.<br />
<br />
'''Presence Status: ''' This information confirms the actual user participation to a meeting. It can either be: <br />
:*P for “Present”<br />
:*A for “Absent”<br />
:* “Unknown”.<br />
<br />
'''Presence Type: ''' This information indicates whether the user attendance is (or will be):<br />
:*”Face to Face” (F2F) <br />
:*”Online” (remote online meeting tool such as GoToMeeting). <br />
<br />
Administrators and Super-Users have the right to update the presence information (User presence status AND user presence type) of any registered users via the meeting participants list screen.<br />
<br />
'''NOTE 1: '''” Super Users can update the presence information only during the presence recording period. Administrators can update the presence information at any time<br />
<br />
<br />
'''NOTE 2: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
<br />
====Update your presence status (for Users) ====<br />
<br />
Note: this is only possible if the option “Allow users to record their own presence” is activated. <br />
<br />
There are two ways for the user to update his/her presence status. <br />
<br />
::*'''From the meeting details page: '''<br />
To update your presence type and/or status, go to the meeting details page. <br />
<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick your name and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
<br />
::* '''From the link received in the “Presence confirmation request” email: '''<br />
<br />
Follow the link on the email and refer to instructions listed above.<br />
<br />
<br />
<br />
====Update a participant's presence status and type (for Super-Users) ====<br />
<br />
'''Super-Users and Administrators''' (see [[Meeting_Management#Types_of_users_and_rights|Types of users and rights]]) have the right to '''update other users’ presence information''' .They are even allowed to update the information of '''multiple users at a time'''.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the “List of xx Participants”: <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Tick the name of the person (NOTE: it is possible to update multiple users at once) and click on the button [[File:Actions.png]] and select “Update presence to”.<br />
<br />
[[File:Actions_update_presence_dropdownlist.png|center]]<br />
<br />
Select the appropriate presence type and status. The screen will refresh with the new information.<br />
<br />
:'''NOTE: ''' Super-Users and Administrators can force the presence type to a value that is not allowed in that meeting. For example, the Chairman can mark a participant with Online presence even if the meeting is Face to Face only.<br />
<br />
<br />
<br />
==== Request presence confirmation to participants (for Super-Users) ====<br />
<br />
During the presence recording period, Super-Users and Administrators can request the meeting participants whose presence is “Unknown” to confirm their presence status via an automatic email.<br />
<br />
'''NOTE: ''' The presence recording period is '''from''' ''meeting_start_day'' '''to''' '' (meeting_end_day + 7 days) ''. <br />
<br />
The email will be sent out to meeting participants whose presence is “Unknown”. Other participants will not receive the email.<br />
<br />
::*'''From the meeting details page: '''<br />
Click on the ''' “List of xx Participants” ''': <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants. Click on the button [[File:Actions.png]] and select ''' “Send presence confirmation request” '''.<br />
<br />
[[File:Actions_list_send_user_presence_email.png|center]]<br />
<br />
<br />
A pop-up window will display important information.<br />
<br />
[[File: Popup_presence_request_email.png|center]] <br />
<br />
There is a box to enter a short note if necessary. <br />
<br />
When ready, click on “Send Now”.<br />
<br />
<br />
<br />
=== Send emails to meeting participants === <br />
<br />
In some cases, a meeting organizer, a TB official, a host, or a meeting participant may need to '''send rapidly some information targeting all or some of the registered participants''' to a meeting. <br />
<br />
It could be to inform of the meeting cancellation, or change of meeting room, start time, GoToMeeting URL, etc. <br />
Also, an email can be useful to notify new documents (i.e presentations, draft report, etc.) only to the actual participants rather than the whole Technical Body mailing list. <br />
<br />
<br />
:* The feature is may be '''enable at the meeting creation and updated later on''' via the meeting details page.<br />
<br />
: '''NOTE: ''' It is possible to disable this feature per meeting, and also as a TB preference.<br />
<br />
<br />
:*The '''list of authorised senders can be configured'''.<br />
<br />
<br />
:*This feature is '''available before the meeting and 7 days after the end of the meeting'''. <br />
<br />
<br />
==== Define the authorized sender(s) ====<br />
<br />
::* '''''At the meeting creation: '''''<br />
<br />
In meeting creation form, in the Additional meeting options section: <br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
Choose the authorized senders from: <br />
<br />
:* Administrators (TB support staff)<br />
:* Super-Users (Meeting Contact(s) and TB Officials)<br />
:* Registered participants to the meeting<br />
<br />
You have the possibility to set this setting as the TB preference for future meetings. <br />
<br />
Tick “Save these values as default options for this group”. <br />
<br />
<br />
::* '''''After the meeting has been created: '''''<br />
<br />
Go to the meeting details page and click on the link Administration > Update Meeting.<br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
Scroll down to the Additional meeting options section and follow the explanations given above. <br />
<br />
<br />
==== How to send an email to the meeting participants ====<br />
<br />
In the meeting details page, click on ''' “List of xx Participants”: ''' <br />
<br />
[[File: Changemeeting_contributions.png|center]]<br />
<br />
A new screen displays the list of currently registered participants.<br />
<br />
[[File: Action_select_users_send_email.png|center]]<br />
<br />
'''Select the participants''' you would like to send the email to; or tick the box under the “Actions” button to select them all.<br />
<br />
<br />
'''Click on the “Actions” ''' button and go to “Send a-email”.<br />
<br />
A pop-up window will open to write the email subject and body.<br />
<br />
'''NOTE: ''' By default, the BCC option is enabled. (“Hide list of recipients”).<br />
<br />
<br />
<br />
<br />
==Other features==<br />
===Meeting survey===<br />
<br />
A short survey via Survey Monkey is available to all ETSI meeting participants in order to assess their satisfaction with the meeting and the ability to submit comments or suggestions.<br />
<br />
The survey composed of 10 questions is aimed at assisting better the ETSI members and improving the support of future meetings. <br />
<br />
====Access the survey after meeting ====<br />
<br />
On the meeting details page, click on the link “Meeting Survey”: <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
<br />
A new tab or window will open (depending on your browser settings) with the questionnaire. <br />
<br />
<br />
<br />
<br />
===Chat room===<br />
<br />
The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.<br />
<br />
'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''. <br />
<br />
<br />
====Enable/Disable the Chat Room feature====<br />
<br />
Go to the meeting details page and click on “Administration”, then “Update meeting” links <br />
<br />
[[File: Administrationmeeting_button.png]]<br />
<br />
<br />
In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.<br />
<br />
[[File:Meetingcreation_additionalinfo.png|center]]<br />
<br />
<br />
<br />
====Log in the Chat Room====<br />
<br />
On the meeting details page, click on the '''link “Chat Room” ''': <br />
<br />
[[File: Meeting_details_menu.png|center]]<br />
<br />
A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code. <br />
<br />
<br />
The chat room will load. On the right part of the screen is the list of users connected.<br />
<br />
[[File: Chatroom_window.png|center]]<br />
<br />
<br />
====Change the topic in the Chat Room====<br />
<br />
To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).<br />
<br />
[[File: Chatroom_new_topic_popup.png|center]]<br />
<br />
<br />
Enter the new topic in the pop-up window and click OK.<br />
<br />
[[File: Chatroom_new_topic_inserted.png|center]]<br />
<br />
<br />
'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits).</div>Lasnier