Home Page Features in More Detail

Recent News

News items are intended to be used for short items of project news that can be stored in a small text field.

Each news item has the following properties assigned to it:

• Title
• Description

Adding News Items

If a user has 'update level' access they would have the ability to add a news item to the database.

The user must click on the 'Add' link on either the 'Recent News' pane on the Home Page, or on the 'Add' link on the 'News' page.

This will then bring up the 'Add a News Item' page, where the user should enter the appropriate information into the fields outlined above.

If the user wishes to send an email alert about this news item to members of the mailing list appropriate to it's visibility level, the user can click on the checkbox marked 'Send an Alert'.

The user then commits the news item by pressing 'Submit'.

Updating a News Item

The creator of a news item also has the ability to update that item.

To do this, the user mist bring up the 'News Details' page for the relevant item and then click on 'Update'. This brings up a screen similar to the 'Add a News Item' page.

The user can then update any of the fields to reflect any new information and then click on submit. This will store the new version of the item.

Recent E-mails

If a user is a subscriber to the mailing list that has been set to be displayed for the level of the Plato site they are accessing, the recent E-mail pane will be populated with a message summary.

The E-mail pane connects in with The Open Group's Mail Archive system, Sophocles. Clicking on a particular e-mail displays the e-mail stored from the Sophocles database. Asking for the Full Listing Page, brings up a list of e-mails belonging to the particular plato mailing list that exists for each Plato Site.

If a user is logged in the Full Listing Page will also allow the mail item to be resent to the user.

Forthcoming Events

Events can be either single occurrences or repeating events with an assigned frequency. Multiple documents can be associated with each occurrence of an event on an individual basis. It is envisaged that the 4 document/link fields could be used for a meeting's agenda, logistics information, minutes, and perhaps a map of the location.

Each Event has the following properties assigned to it:

• Category - A possible combination of these could be 'conference', 'tele-conference', and 'Meeting.
• Title
• Description
• Visibility
• Date and time
• Repetition and number of repeats
• Created by - This field contains the name of the user who entered the document on to the Document Database.

Adding an Event

If a user has 'update level' access they would have the ability to add an event item to the database.

The user must click on the 'Add' link on either the 'Forthcoming Events' pane on the Plato Home page, or on the 'Add' link on the 'Events' Page.

This will then bring up the 'Add an Event' page, where the user should enter the appropriate information into the fields outlined above.

In the case of the Category field, an alternative can be given to the predetermined options by entering a new category or status into the field beneath the pull down list of options.

The duration and repetition fields allow the user to set an event to occur every week, two weeks or four weeks for up to 12 times. Thus an event scheduled for every 4 weeks for 12 times, would be approximately once a month for a year.

If the user wishes to send an email alert about this document to members of the mailing list appropriate to it's visibility level, the user can click on the checkbox marked 'Send an Alert'.

Once all the fields have been entered, the user can then enter the path to a related document that can be uploaded to the Site. The user can locate the document using the Browse button, which will bring up a file chooser box which can be used to locate the document. Alternatively, the name of a link to the document can be entered.

The user should then click 'submit' to add the event.

Updating an event

The creator of an event, also has the ability to update that event.

To do this, the user mist bring up the 'Event Details' page for the relevant item and then click on 'Update'. This brings up a screen similar to the 'Add an Event' page.

The user can then update any of the fields to reflect any new information and then uses the browser to identify the local location of any updated associated document.

Then the owner clicks on submit and the new version is stored.

When a recurring event is modified, the effect is to delete all future occurrences of the event and recreate a new set of events based on the new parameters. Thus, changes will not affect past events which have already occurred. Individual events within a recurring sequence can be deleted or edited.

Open Actions

Actions items are intended to be used for short actions that need to be carried out that can be described in a small text field.

Each Action has the following properties assigned to it:

• Priority - there are three possible priorities - High, Medium and Low
• Due Date
• Assigned to - this is a list of members on the Mailing List assigned at Working Group level - the action can be assigned to any of the people in this list
• Category - A possible combination of these could be 'minutes', 'agenda', 'white paper' and 'Project Plan'.
• Title
• Description
• Visibility
• Status - There are four possible status - Open, deferred, abandoned and completed
• Created by - This field contains the name of the user who entered the document on to the Document Database.

Adding an Action

If a user has 'update level' access they would have the ability to add an action item to the database.

The user must click on the 'Add' link on either the 'Open Actions' pane on the Plato Home Page, or on the 'Add' link on the 'Actions' Page.

This will then bring up the 'Add an Action' page, where the user should enter the appropriate information into the fields outlined above.

In the case of the Category field, an alternative can be given to the predetermined options by entering a new category or status into the field beneath the pull down list of options.

If the user wishes to send an email alert about this document to members of the mailing list appropriate to it's visibility level, the user can click on the checkbox marked 'Send an Alert'.

Once all the fields have been entered, the user can then enter the path to a related document that can be uploaded to the Plato Site. The user can locate the document using the Browse button, which will bring up a file chooser box which can be used to locate the document. Alternatively, the name of a link to the document can be entered.

The user should then click on the 'Submit' button.

Updating an Action

The creator of an action, also has the ability to update that action.

To do this, the user must bring up the 'Action Details' page for the relevant item and then click on 'Update'. This brings up a screen similar to the 'Add an Event' page.

The user can then update any of the fields to reflect any new information and then uses the browser to identify the local location of the updated associated document.

Then the user clicks on submit and the new version is stored.

Recent Documents

The document facility allows for the uploading, editing, and deletion of documents.

Each document has the following properties assigned to it:

• Category - A possible combination of these could be 'minutes', 'agenda', 'white paper' and 'Project Plan'.
• Version
• Title
• Description
• Format - each document can be stored in up to four different formats, for instance HTML, pdf and as a word document.
• Visibility
• Status - For documents a possible combination of these could be 'draft' and 'final'.
• Created by - This field contains the name of the user who entered the document on to the Document Database.

Adding a document

If a user has 'update level' access they would have the ability to add a document item to the database.

The user must click on the 'Add' link on either the 'Recent Documents Header' on the main Plato page, or on the 'Add' link on the Full Documents List Page.

This will then bring up the Add a Document page, where the user should enter the appropriate information into the fields outlined above.

In the case of the Category and Status fields, an alternative can be given to the predetermined options by entering a new category or status into the field beneath the pull down list of options.

If the user wishes to send an email alert about this document to members of the mailing list appropriate to it's visibility level, the user can click on the checkbox marked 'Send an Alert'.

Once all the necessary fields have been entered, the user must then enter the document path and name that they wish to place in Plato. The user can locate the document using the Browse button, which will bring up a file chooser box which can be used to locate the document. Alternatively, the name of a link to the document can be entered.

The document can be stored in up to four formats.

Update

The document creator also has the ability to update a document.

After changes have been made to a local copy of the document, the user clicks on the 'Update' on the relevant 'Document Details' view.

This brings up a screen similar to the 'Add a Document' view. The user updates any of the fields to reflect any new information and then uses the browser to identify the local location of the updated document.

Then the user clicks on submit and the new version is stored.

Version Control

An important feature of the document store is the ability to store multiple version behind a single link. Documents have an attribute 'Version', which is a free-form field.

To create a new version of a document, select 'Version' in the 'Document details' view. This allows you to upload a new version of the document and assign it a new version attribute.

The title and category of the original document are used for all version, but the status and visibility can be varied.

When viewing a document's details, multiple versions will be listed against the version attribute as links. It is also possible to have the details of all versions displayed on the same page.

Document versions are organized according to their creation date - the system does not attempt to parse the version numbers or attach any significance to them. visibility of the item.

Current Polls

The Polls facility allows for voting on a particular topic. One or more options for voting can defined and a user can select a choice from them. A Poll is defined in a similar way to other items, such as events or actions.

Each poll item has the following properties assigned to it:

• Title
• Description
• Up to 4 attached documents

There is no choice of user-defined category or status.

Adding a Poll

If a user has 'update level' access they would have the ability to add a poll item to the database.

The user must click on the 'Add' link on either the 'Current Polls' pnae on the Plato Home page, or on the 'Add' link on the 'Polls' Page.

This will then bring up the 'Add a Poll' page, where the user should enter the appropriate information into the fields outlined above.

There is a choice between a simple "Yes/No/Abstain" set of options or defining them individually.

The Polling period can either be defined by start date and end date, or start date and number of days for the Poll to run.

The Poll can be configured to allow or prevent a user from changing their vote.

The Poll can be also configured to allow or prevent the current results from being viewed.

The Poll can be configured to allow access to the usual visibility levels, or to a specific mailing list (which would of course need to be a subset of those able to access the selected visibility level).

Updating a Poll

The creator of a poll item also has the ability to update that item.

To do this, the user mist bring up the 'Polls' page for the relevant poll and then click on 'Update'. This brings up a screen similar to the 'Add a Poll' page.

The user can then update any of the fields to reflect any new information and then click on submit. This will store the new version of the poll.

Review Documents

The Open Group's online document review system is integrated to allow authorized users to add comments in context and view all comments with the authors' names. This allows an authorized user to upload an HTML file for review. Links are automatically inserted at regular tag points in the text where reviewers may add a comment. As each comment is made it is included in-line in the visible text. Summary tables of comments are also available.

A review document is defined in a similar way to other items, such as a document. It can have a title, version, description and have up to 6 attached files. There are two user-definable qualifications - category and status. You can also define its visibility. Finally, the review has a mandatory start and end dates.

Summary Tables of Comments

For each comment the user identification, severity (critical,major/minor), nature (editorial/technical), title,rationale and the text of the comment are given. A link takes the user directly to the comment within the HTML file.

Types of Reviews

A reviewdocument can be defined as having one of three required comment styles:

Informal comments	The input form will just require the text of the comment
Formal Review	The comment will also require a title and rationale
Company Review	The comment will also require a company identifier

Glossary Items

A glossary allows the author to produce a table of codes, abbreviations or phrases, together with a corresponding definition or description for each code.

Each news item has the following properties assigned to it:

• Key
• Definition
• Details (optional)

Adding A Glossary Item

The user must click on the 'Add' link on either the 'Glossary' pane on the Home Page, or on the 'Add' link on the 'Glossary' page.

This will then bring up the 'Add a Glossary Item' page, where the user should enter the appropriate information as above.

If the user wishes to send an email alert about this glossary item to members of the mailing list appropriate to it's visibility level, the user can click on the checkbox marked 'Send an Alert'.

The user then commits the glossary item by pressing 'Submit'.

Updating a Glossary Item

The creator of a glossary item also has the ability to update that item.

To do this, the user mist bring up the 'Glossary items' page for the relevant item and then click on 'Update'. This brings up a screen similar to the 'Add a Glossary Item' page.

The user can then update any of the fields to reflect any new information and then click on submit. This will store the new version of the item.

User Guide Part 4 - Access Levels