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Indico User Guide

1. Required itl Question whicl transport do you use ence Description Help Position in form Chaice Items 9 modify question cancel 8 3 Interface 97 Indico User Guide Release 0 97 When adding a Select Radio Checkbox you have the above screen Note that some fields have already been described above that s why they are not explained here e Choice Items Choice items are answers that can be selected Note Check the box next to a choice item to set it to be a default answer On the following picture you can see the result of the manipulation 6 Which transport do you use f foot I bus train hame 1 H Dax 1 what is your name something feedback 2 Do you have some feedbacks something pass 3 Fl lax 3 What s the password given during eee the event children 4 how many children do you have z president 5 El AX 5 Who is the president of the USA george washington bill clinton l gore Transport 6 Which transport do you use F foot F bus F train After having first added some questions here is an example of the questions overview see above picture You can change the position of a question within the form by clicking on 1 Press Lu to edit a question and H to remove it Preview In Preview you can see what your evaluation really looks like in the display area Feel free to play with this form submitted information won t be
2. get PDF of selected abstracts When you click on an abstract s title you will be taken to the abstracts view This shows all the details of the abstract Overview Scientific Programme Call for Abstracts i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference Book of abstracts Registration i Registration Form You can print the details of this abstract as a PDF using the icon in the top right corner Abstract 1 Abstract ID 1 Content Abstract content Summary Primary authors USER User user1b Co Authors none Presenters USER User Track classification none Submitted by ANGELO Submitted on 03 July 2 A Csvetelina 009 11 50 Last modified on 03 July 2009 11 50 Status SUBMITTED Comments 2 5 Conference Display Area p 45 Indico User Guide Release 0 97 2 5 4 Author Index The Author Index shows all the authors with contributions in the conference the authors can be searched for by name Display options Overview z Scientific Programme view mode use contribution ids and titles apply Call for Abstracts i View my abstracts gt O S i Submit a new abstract Authc I s i albilcidlelflgIihlililkl imIinlolplqirisitlulviwixlytz al Timetable Contribution List AUTHOR 1 0 Conrtibution 1 Author index My conference Book of abstracts Registration Registra
3. In order to modify sessions and breaks you need to click on the entry and an edition balloon will be displayed For sessions you can edit their inner timetable with their own contributions and breaks from the edition balloon and the link View and edit current interval timetable Adding Contributions to a Timetable To add a contribution to your timetable use the option Add new gt Contribution Here there are two possible situations 1 If there are already some unscheduled contributions see Contributions Management Indico will show a list of then in which you can select the contribution s you want to add Also you can choose to create a new one 24 Chapter 2 Conferences Indico User Guide Release 0 97 Add Contribution You may choose to Create a new one Choose one or more unscheduled dasdasasd 22 dasdasdaasd 2 Add selected 2 If there are not unscheduled contributions the form for the creation of a new contribution will be shown Add Contribution x nasie astnors aavance Place Location Room Inherit from parent aaaa Address Date Time 13 09 2012 14 00 Duration min Presenter s Grant all these users with privileges submission rights 2 4 Conference Management Area 25 Indico User Guide Release 0 97 As for sessions and breaks you can edit a contribution by clicking on its entry box and using the edition balloon Session Management You can access the Manage
4. Room booking Programme Code cl Abstracts Title Computing E Contributions Description This is a track about computing _modify Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs e Coordination Control Assign Track Manager s who can decide what is accepted into their Track Track Managers do not have modification access to the rest of the conference they have access only to the modi fication of their Track 2 4 Conference Management Area 11 Indico User Guide Release 0 97 The Test Conference 13 September N Created by FERREIRA Jose Pedro View event page General settings Timetable Material Room booking Programme Abstracts Contributions Registration Video Services Layout Evaluation Advanced options Protection Tools Logs Track Computing Go back to Track list Coordination control Users allowed to coordinate this track amp GUINEA Pig test cern ch xX e Abstracts Show any abstracts which have been submitted to the Track the Track Manager can then propose to accept or reject it Only the Conference Manager can have the final say in whether an abstract is accepted or rejected see Abstracts Management e Contributions Show any contributions that belong to that Track see Contributions Management 2 4 3 Contributions Management The Contributions menu shows all the contributions to the conference These may be either accepted a
5. Session Co ordination by using the modification icon on the left of the title 48 Chapter 2 Conferences My Conference Session Co ordination Indico User Guide Release 0 97 The session Modification accessible from My conference is slightly different from the Main Session Modification as you are restricted to the Main tab and adding removing contributions and breaks View event page Go back to Timetable cy Faas al O aaa m Session Session Main Files Contributions Comment Code Title Description Place Start date End date Contribution duration Time table type Background Color Text Color Conveners 0 Session 1 aaa Monday 06 July 2009 08 00 Monday 06 July 2009 10 20 00h20 standard e31203 WR 77777 CO Ms Referee11 anna 2 5 7 Registration Area remove search The Registration Area shows you the dates in which you are able to register the maximum number of registrants allowed and any contact information Overview Scientific Programme Call for Abstracts View my abstracts Submit a new abstract Timetable Contribution List Author index My conference My session Book of abstracts Registration Registration Form 2 5 Conference Display Area Registration Registration opening day 03 July 2009 03 July 2009 Max No of registrants 100 Registration deadline 49 Indico User Guide Release 0 97 New Registrant From the New Regis
6. e Anonymous When anonymous logged submitters send their form anonymously Otherwise their identity is known by the surveyor Note Users not logged in can always send their form anonymously If you really need to know the identity of all your submitters you have to check Must have an account e Special Actions export evaluation Export the evaluation with its questions to an XML file Useful for backing up or transporting Note If the file is directly shown in Firefox InternetExplorer6 save it with File gt Save as To solve the same problem in InternetExplorer7 Page gt Save as Import evaluation Import an evaluation from an XML file Evaluation importation e main setup configuration P keep current one overwrite with Imported one loss of data questions g keep only current ones keep only imported anes closs of datat keep both Import cancel Concerning the main setup configuration all the main information e g title announcement etc you can choose to keep your current one or to overwrite it with an imported one For the questions you can keep only your current ones or only imported ones or have both imported ones just after current ones Advice We suggest that you back up your current evaluation with export feature before importing in order to prevent loss of data Notes In order to prevent some misunderstanding the status and the dates are not imported Be aware that as que
7. 13 17 September 2012 Overview This is the description of the programme that will be displayed in the web portal of Scientific Programme Fi Computing Manage my track This is a track about computing Call for Abstracts X L View my abstracts 4 Hardware Submit a new abstract This is a track about Hardware Timetable Contribution List f Physics i Track about Physics Author index My conference My track Book of abstracts Registration i Modify my registration Evaluation L Evaluation Form You can create a PDF document of all the tracks using the PDF icon in the top right hand corner If you are a Co ordinator of any tracks you will have the modification logo next to that track and a Manage my track option in the menu as in the picture above 2 5 10 Timetable Area The Timetable area shows all the session contributions and breaks for the conference You can access each session content by clicking on the session name This will show you any contributions breaks inside this session 2 5 Conference Display Area 53 Indico User Guide Release 0 97 axos GREECE Search E Print Detailed view 10 00 11 00 13 00 14 00 15 00 Clicking on a contribution name will take you to the display view of that contribution see Contribution Display You can display the timetable for certain days or sessions and choose the detail level using the Filter options Session View Session View allo
8. Title Accommodation Programme Description Contributions Proposed Arrival 04 July 2009 gt 10 July 2009 dates Registration Proposed OF July 2009 gt 13 July 2009 Video Services Departure dates i remove add Layout Accommodation a tvoes CICERN Hostel unlimited places Evaluation YP T CII prefer to book a room in a Geneva hotel unlimited places Advanced options Ol will arrange my own accommodation unlimited places Lists Protection Tools Social Events The Social Events form allows you to add remove any social events for which registrants can register When you add an event you add the title of this event View event page General settings D i Jamain an aa Ca Registration form sec ction Social Events Go back to Registration form setup Timetable Material San Room bookin g Title Social Events Programme Description Contributions Introduction Select the social events you would like to attend and how many places you will need sentence Registration Selection type Multiple choice Video Services Layout Evaluation Social event entries remove emove add 2 4 Conference Management Area 33 Indico User Guide Release 0 97 Further Information The Further Information form gives you the opportunity to add any additional information for the registrants vevent page Registration jorm Section Further mformation General settings Go back to Regist
9. Evaluation end Sunday 26 December 2010 date Title Evaluation for Important Meeting Contact info me mail com Announcement Evaluation for an example Max number No limit of submissions Notifications start of evaluation To me mail com Cc new submission To meG mail com Ce Must have an No account Anonymous No modify Spe cial export evaluation Export the evaluation with its questions to an XML file Actions import evaluation Import an evaluation from an XML file remove submissions All collected answers will be erased remove questions All questions will be erased As the submissions are connected to them they will also be removed e Curent status When an evaluation is HIDDEN default it is not shown in the Display Area and guests cannot answer it On the other hand it is shown if set to VISIBLE But be aware that if you want your survey to work properly it must be open and contain some questions To show hide it simply click on CsHow J CADE e Notifications You can set email addresses of people you want to be notified when the evaluation starts and or when someone answers the form Advice In the modification panel check Add current registrants if you want your event participants to be notified of the start of the evaluation 94 Chapter 8 Event Evaluation Indico User Guide Release 0 97 e Must have an account If an account is needed visitors must first log in before accessing the form
10. Images Created by ANGELOVA Csvetelina Stylesheets Apply stylesheet Upload your own Color customization Currently used stylesheet No stylesheet has been applied Click here in order to select one of the default stylesheets if you want to fully customize your conference page you can create your own stylesheet stylesheet and upload it An example stylesheet can be downloaded here Browse Conference header Conference header background color Conference logo text color Cim Aeey coor Cim Aeey cotor Upload a logo Browse Preview No logo has been saved for this conference Display Menu Customization View event page General settings Timetable Material Room booking Programme Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs Menu Display Layout customization Conference header Menu Images S Overview S Scientific Programme S Timetable S Contribution List S Author index S Speaker index disabled S My conference S My sessions My contributions Manage Abstract Reviewing Manage Paper Reviewing Contributions to judge Assign contributions S Registration 5 Modify my registration S Registration Form S List of registrants disabled S Evaluation S Evaluation Form S Modify my evaluation add link add page S System link P Page link
11. E External link onowond na System link Name Status Position Registration Activated move the link up move the link down The menu customization allows you to activate or disable menu items and move them up or down the list You may add your own external links using the button add link create a new page for your conference home page add page or just customize the already existing system links 36 Chapter 2 Conferences View event page General settings Timetable Material Room booking Programme Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs If you want to add spaces between items in your menu you can use the add space option View event page General settings Timetable Material Room booking Programme Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs Layout customization Conference header Menu Images Indico User Guide Release 0 97 S Overview S Scientific Programme S Timetable Create external link S Contribution List Name S Author index URL S Speaker index disabled S My conference Display target S My sessions My contributions Manage Abstract Reviewing Manage Paper Reviewing Contributions to judge Assign contributions S Registration S Modify my registration S Registration Form S List of registrants disabled S
12. Your new booking now appears on the list 7 2 The Tutorial 87 Indico User Guide Release 0 97 Note some rooms require confirmation These rooms are usually coded in orange Conflicts 6conflict s with other bookings Conflict Dates 06072009 Ob 2009 070r i2009 08 07 2009 09072009 10072009 Conflict Hours 06 30 00 14 00 00 14 30 00 16 00 00 08 30 00 08 30 00 11 00 00 15 30 00 17 00 00 17 30 00 17 30 00 10 30 00 Already booked for MADDEN Joanne PLANE David HALLMAN Jodie kiMi Ayunchul DUPONT SAGORIN Miels OORTMAN GERLUNGS Paul Availability for Conf Room 57 2 Key Date Os 07 2009 040r 2008 O5 07 2009 06 07 2009 OF 07 2008 08 07 2009 09 07 2009 10072009 Booking PRE Booking OE oo Mew Booking Conflict Contlict vith PRE Booking Concurrent PRE Bookings O00 1000 12700 1400 1600 1500 z0 2200 F400 10 12 14 16 ig x 2 24 06 10 12 id 16 is z pa 3 Ta 10 12 i4 16 E z 2 2 c P 12 Ps is i z pa 24 w 10 12 Di 18 a 4 w 10 12 14 nn e xa 2 24 a 20 2 24 e m 12 i4 16 is xO x 24 In this case you cannot directly book them You can only PRE book such a room PRE booking works exactly the same way as booking The only difference is that you must wait for acceptance from the room manager Note you can always modify your booking or PRE booking It will again be checked for conflicts Note you can always browse your own bookings and PRE booking
13. i 1 r AT EEE T E TET Institution Phone City Country Paid ats das das PORTUGAL No c41376rl asdfasdf asdfas BRAZIL No c4137 6r8 asdfas asfdsas BURKINA No c41376r9 FASO dasdsa asdas BAHRAIN No c41376r5 CERN yrryyr BARBADOS No c413 6r So a TE eS Th h rE T r aa mrm m Clicking on the registrant s name will show you all his details and the information he provided in response to the form s questions Registrant Mr GUINEA Pig Go back to Registrants list as Registrant ID Title Family Name First Name Position Institution Address City Country Phone Fax Personal Homepage Registration date Registration Fee 3 Mr Guinea Pig CERN asdas BARBADOS test cern ch 10 December 2008 14 31 Europe Zurich Both days no value selected dinner nn vahie cealearted 2 4 Conference Management Area modify 35 Indico User Guide Release 0 97 2 4 8 Layout Management The display area allows you to customize your conference You can customize the menu that will be shown in the conference display see Conference Display change the colours of the conference background text add a logo and much more Conference 1 06 July J View event page General settings Timetable Material Room booking Programme Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs Layout customization Conference header Menu
14. 20 You can access the display of each contribution by clicking on its name You can also create a PDF of either selected contributions or all of them Contribution Display In the Contribution Display you can see all the details of the contribution including the description the author the session if any it is included any material see Contribution Material Display it has and any sub contributions that belong to it You can also access those details by clicking on their names You can also print the contribution in PDF XML or iCal format by using the icons in the top right hand corner 4 ae a Overview Scientific Programme Call for Abstracts i view my abstracts i Submit a new abstract Timetable Contribution List Author index My conference Book of abstracts Id Place Starting date Duration Primary Authors Material W Conrtibution 1 CE R iv Room TE Auditorium 06 Jul 2009 08 00 Europe Zurich a qn aU Mr AUTHOR 1 Existing material Add Material Registration i Registration Form Sub contributions W sub contribution 1 If you have modification rights you will have the modification icon next to the print formats and you can access the Contribution Modification Area Contribution Material Display The material that belongs to a contribution can be viewed by accessing the Contribution Display see Contribution Display Here there is a section Materia
15. 6 2 0086 CERN b 2 U24 BE Auditorium Meyrin apati CERN 7 1 0122 84 Chapter 7 Conference Room Booking Indico User Guide Release 0 97 7 2 5 Three Kinds of Room There are three kinds of room They determine how much freedom users have e Public rooms which do not require confirmation black green colour This means all bookings are con sidered accepted Public rooms which do require confirmation orange colour You can PRE book them and wait for ac ceptance or rejection e Private rooms which cannot be booked at all red colour Only the room manager can book his her private room If you need such a room you should ask this person to insert a booking for you Room Location CERN j i pma Name 1 1 025 B KE ee site Meyrin a m Building 1 Floor 1 Room O25 Responsible BARRAS Suzanne Contact Where iskey 70026 CF Room tel 73365 Capacity SUpeople Cepatment PH AG5 5 Information Surface area 40 m Comments Bookings for this room are automatically accepted Live Web gast documentation Custom attributes Simba Lit ph abs secretariat regional bldg 13 Booking Simba List Equipment Room has Blackboard Ethernet Telephone conference capability Wireless 7 2 6 Six Types of Booking There are six types of booking They allow you to define different types of recurring reservation A common example is a weekly meeting which takes place at the same time every week You can choose from e Single d
16. A session is essentially a time interval within which you organise many presentations of your conference You can create sessions base on different reasons e You could use a session for each track for example e There can also be more than one session scheduled at the same time parallel sessions e The same session can also be happing in different time intervals For example you may have a morning interval then a break and then an afternoon interval within the same session Also one day you have a session on a particular subject for a couple of hours and then two days later you may have another session on that subject This can be done using Add new gt Session gt Add interval to an already existing session see previous image Adding Sessions and Breaks to a Timetable To add a session to your timetable use the menu Add new and the option Session gt Create a new session at the top of the timetable This will present you with a form that you fill in with the details of your session Once the session is created it will appear in your timetable 2 4 Conference Management Area 23 Indico User Guide Release 0 97 Add Session nee ooo Ba o Place Location Room Inherit from parent aaaa Address Oo Date 2012 09 15 Time 14 00 500 EER ERNS eee noose a Color a es Bit aie Convener s Session type Ostandard Poster From the same menu Add new but in the option Break you can add a break
17. E Allow multiple tracks selection E Make track selection mandatory Oo Content mandatory no char limit o O Summary optional no char limit Add user to list remove add remove add Notification Template A notification template is an email template that the conference organizer can pre defined and that will be auto matically used by Indico under certain circumstances when an abstract is accepted rejected or merged In order to create a Notification Template you have to 1 Go to Abstracts menu Setup tab and scroll down in that page You will see the section Notification tem plates 2 Click in add button and fill up the form Here the definition for each field a Title This is just a title for the notification template It is just a definition of the template It will not be used in the email b Description This is just a description for the notification template It will not be used in the email c From address the FROM address in the automatic email d To addresses who will receive the email submitters and or primary authors of the abstracts e CC addresses extra email addresses that will receive the notification f Subject subject of the email g Body body of the email You can customize the body by adding special tags on it This tags will be replaced with the information of the abstract like title id URL submitter family name etc Be careful to write perfectly the tags or
18. Evaluation S Evaluation Form S Modify my evaluation add link add page S System link P Page link E External link owwo w Layout customization Conference header Menu Images Menu Display Display in a NEW window Display in the SAME window S Overview S Scientific Programme S Timetable S Contribution List Spacer S Author index Name spacer 26 S Speaker index disabled Status Activated S My conference 5 My sessions Manage Abstract Reviewing Position move up the spacer My contributions move down the spacer Manage Paper Reviewing Contributions to judge Assign contributions 5 Registration S Modify my registration S Registration Form S List of registrants disabled S Evaluation S Evaluation Form S Modify my evaluation Spacer 26 add link add page S System link P Page link E External link onoww oo remove this spacer Colour Customization You can change the background colour of the conference header by using the Conference header background color option 2 4 Conference Management Area 37 Indico User Guide Release 0 97 Color customization Conference header ail Apply color text color Conference header ss background color The same can be done for the text colour by using the Conference header text colour option Logo Customization If you want to add your own logo to the conference display you can add it from the logo a
19. Material i Upload Material Upload Protection Uoload Protection Location Local file Allowed it dep O Extemal resource hyperlink p GUINEA Fig groups name pterreirfiDesktop test Browse E Conver to PDF when applicable Description a test file Add Existing _ Yisibilit The link for this material will visible fram the event Material type Document or other i o page to everyone The link will be invisible by defaull only people You re about te create a new maternal type Please select who can wha can access the material will be able io see t access Ii C same people as parent Subcontnbution cwreniiy open io key A weyong bt can change Only me and the users specify Everyone Creste Resource 2 4 4 Abstracts Management The Abstracts Management in Indico has four tabs e Setup configuration of the call for abstracts e Preview preview of the submission form e List of Abstracts all the abstracts that have been submitted or created by the organizers e Book of Abstracts Setup Call for Abstracts Setup The call for abstracts needs to be enabled first from the Setup tab From here you can set e Submission period dates between authors can submit abstracts e Modification deadline deadline for any abstract modification e Announcement information displayed in the home page of the event when accessing the call for
20. Optional booking moderation Each room may work in one of the following modes Bookings require explicit confirmation of room manager or Bookings are automatically accepted User e Book a room e Manage own bookings track modify cancel e Search for rooms e Search for bookings including archival Room Manager e Accept and reject PRE bookings for his room e Reject bookings for his room Indico Administrator e Switch on off Room Booking Module e Configure room booking plugins in admin section e Add remove location e Define room attributes specific to the location e Define possible room equipment specific to the location e Manage meeting rooms add modify remove 7 3 3 Constraints The room must have its manager It is not possible to define multiple managers for a single room you can work around this by creating an Indico account shared by several people The room must have a defined building which must be a number This is mandatory If you do not need building put any number there like O If your building naming scheme has letters we are sorry the software is not flexible enough for you The room must have defined floor alphanumerical and room number alphanumerical in fact 90 Chapter 7 Conference Room Booking Indico User Guide Release 0 97 7 4 Dictionary Room meeting or conference room Please note that the software is not suitable for managing other rooms like of
21. Registration keywords Video Services Presenters Layout Evaluation Advanced options Lists Report numbers Protection g selectasystem add Tools Logs From inside each sub contribution you can modify the general details add or remove presenters and attach ma terial in the same way as you can for contributions From the Tools tab in a sub contribution you can delete that sub contribution or write the minutes for it these will be attached to the material for the sub contribution 2 4 Conference Management Area 15 Indico User Guide Release 0 97 Material Material can be submitted by a user once the abstract has been accepted and made into a contribution Material can also be added by the Conference Manager directly to the conference or to a contribution or sub contribution You can upload files or simply add URL links Upload Material K Upload Location Local file O Extemal resource hyperlink at al E E Conven to PDF when applicable Description A test file Material type Document oor other Youre about fo create 4 new matena type Please select who can access IT came people as parent Subcontibution fowreniy open to everyone bul can changa O Only mea and the users specify O Everyone Access rights can be set for each material From inside Access Control you can list those users that can view the material 16 Chapter 2 Conferences Indico User Guide Release 0 97 Upload
22. a category to allow access to the Management Area for modification Category managers are either those listed in the modification control list or Indico administrators The creator of a category will be able to modify it without being listed Access Control A category can be public or private Public Anyone can view a public category and any user can add events to it However users will only be able to see the events inside the category to which they have access Private Only those users in the access list or administrators can access the category and add events When a Category is made private the option for domain control is omitted and any event or category made inside it will also be private The category will be displayed with protected after its name to show it is private Domain Control The access to the Category can be restricted by domain Therefore just the users from the chosen domain will be able to access e g If we choose the domain CERN just users from inside CERN will be able to access the category and its content Conference Creation Tool You can restrict who is able to add events to the category If you restrict it you need to add users or groups to the list in order to allow them to add events Conference creation control Current status OPENED _RESTRICTit_ Users allowed to create conferences Add user to list Notify event creation to email addresses separated by semi colons _ S VE See Protect
23. abstracts menu e Submission notification email addresses that will receive an email every time someone submits an abstract You can also add any e Misc options in the abstract submission the author must choose the tracks or topics for his abstract The conference organizer can make the choice mandatory and multiple e Abstract fields you can add remove more fields to the abstract submission form e Late submission authorised users users that can submit abstracts after the deadline Notification templates see Notification Template 2 4 Conference Management Area 17 Indico User Guide Release 0 97 View event page General settings Timetable Material Room booking Programme Abstracts Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs Setup Preview List of Abstracts Book of Abstracts Setup Current status Submission start date Submission end date Modification deadline Announcement Submission notification Misc Options Abstract fields E Enabled field E disabled field Late submission authorised users Notification templates ENABLED Monday 25 May 2009 Thursday 26 May 2009 Monday 01 June 2009 fdfdf sdfsdf dfsdf fdsf To List no TO list Cc List no CC list mail is automatically sent to the submitter after their abstract submission This email will also be sent to the email addresses above this line
24. attending your conference Here you can give the registrants options such as accommodation or any specific needs The Registration Management comes in two parts the Registration Form and the Registrants Registration Form You can access the registration module from the option Registration in the menu of the left From the Setup tab you can enable or disable the registration You can also modify the start end dates of registra tion the maximum number of registrants you will take any announcements and if you want to receive an email when a new registrant applies 2 4 Conference Management Area 31 Indico User Guide Release 0 97 View event page General settings Timetable Material Room booking Programme Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs Setup Registrants Preview Current status ENABLED Registration start Thursday 02 July 2009 date Registration end Thursday 02 July 2009 date Modification end date Title Registration Form Contact info Announcement Max No of No limit registrants Notification new registrations Must have account Currency Personal Data Ld Enabled field E Disabled field Sections of the form LI Enabled section E Disabled section Statuses definition To List no TO list Cc List no CC list Yes not selected m Title optional First Name mandatory Surname mandatory Positio
25. booked room 1s green it means it is not used in any other event in the current conference Otherwise the name will turn red and information about event using this room will be shown while pointing this name Add contribution Basic Authors Advanced Place Room Location 1 1 1 My Office at CERM CERN 11 025 CERN CERM 7 7 7 My Office at CERAN 1 4 7 test J M 4 3 04 Start time 4 5 0132 Date Presenter s 4 1 0021 Add a differant one Grant all these users with privileges v submission rights 2 4 6 Protection Management Protection in a conference is similar to that in a Category see Protection There is Modification Control Domain Control and Access Control When adding to the Access and Modification lists you can also add Groups of users if any have been defined by Administration Modification Control Only the Managers listed in the Modification Control the Creator of the conference and any Administrators can access the Management Area of the conference However you can add a Modification Key which means anyone with this key can modify the conference without logging in Access Control When the conference is public anyone can view the conference including the programme timetable abstracts etc When the conference is private only those in the Access List Conference Managers and Administrators can view the conference 30 Chapter 2 Conferences Indico User Guide Release 0 97 Conference
26. can edit and modify an object Therefore people in this list will be the managers for the object and they can access all the pages related to it and the objects under it e Access control setup by default an object is public but we can make it private and add restrictions as shown in the section Access Control Policy e Domain control one can protect an Indico object to be accessed only by users who are connected from some given IPs see Domain Control Policy 9 2 Basic Concepts 103 Indico User Guide Release 0 97 9 3 Access Control Policy By default all the objects category event session contribution material file and link in Indico are PUBLIC We can set an object as PRIVATE and this means that all the objects under it will be PRIVATE as well If an object is PRIVATE nobody can access it but the managers the users groups in the access list named Users allowed to access and those who know the access key if set If an object is PRIVATE by inheritance e Nobody can access it but the managers and the users groups in the access list Users allowed to access of its father as example see section Inheritance Schema e We can set the PRIVATE object as PRIVATE by itself which means that Indico checks only its protection policy and not the father s protection policy Access List Category A PRIVATE Conference 1 PRIVATE by itself In the graphic User 1 and User 2 can acc
27. can see a bunch of additional buttons next to the navigation options on the top left of the page This will print a printable version of the display area Filter Filter This will let you set filters to focus on events depending on their date or the session they are included in Wore This button allows you to use the following additional features e Export to Calendar of PDF formats e Download a package with all the material linked to the meeting e Change the style of the display The following sections give you some examples of available styles 3 4 2 IT Style The IT style Europe Zurich English v Logged in a nn Logout Document w 6 Paper ia Slides TR ans Test meeting pM Description This is a test meeting Programme Friday 28 May 2010 Chaired by John Doe Somewhere Company Friday 28 May 2010 top Time Organizer Theme Topic CERN speakers participants Min Place 08 00 09 00 Session 1 Contribution 4 CERN 20 1 1 1 SOROEN sonny inate am 1 laa nnn i Sub Contribution 1 15 Slides fs Q Ed Office at CERN 3 4 Meeting Display Area 65 Indico User Guide Release 0 97 3 4 3 Simple Text Style The simple text style UTC English v Login amp Filter More w Meeting 1 Friday 19 February 2010 0 08 00 Contribution 1 o Sub Contribution 1 Session 1 08 20 Contribution 2 o Sub Contribution 2 3 4 4 Administrative Style The Administrative s
28. categories e Remove the inner events or categories Taoroa General Settings General settings Name Category 1 Files Description Protection Default Timezone Europe Zurich Tool Icon None a Default lectures Lecture style Default meetings Indico style style Default events Everywhere visibility penance wr sort alphabetically v Start date End date Conference title E 2009 07 01 2009 07 01 Meeting 1 re allocate F 2009 07 01 2009 07 01 Lecture 1 add subcateg 1 3 2 Protection From the Management Area you can protect your category using the three controls for access levels Modification control Access control and Domain control You can add Users or Groups to the Modification and Access control lists 4 Chapter 1 Categories Indico User Guide Release 0 97 View category General settings Modification control Files Managers Protection users allowed to modify E EE Tools Access control Current status PUBLIC make it PRIVATE by itself make it ABSOLUTELY PUBLIC Users allowed to access Add user to list Domain control Allowed domains n remove Select lt add lt if no domain is selected LE no control is applied Conference creation control Current status OPENED c _RESTRICTi_ Users alowed to create conferences Add user to list Notify event creation to email addresses separated by semi colons Save Modification Control Category Managers can be added to
29. error please inform Immediately Thank you We look forward to seeing you at modify Conditions Ss C ACCEPTED a Any track any a Mill type y y in status ACCEPTED create new condition List of Abstracts Tab The List of Abstracts tab shows all the abstracts that have been submitted to the conference 2 4 Conference Management Area 19 Indico User Guide Release 0 97 View event page Setup Preview List of Abstracts Book of Abstracts Setup General settings Timetable Quick search Abstract ID seekit Material Room booking Filtering criteria Programme Note that you can open the filtering criteria by clicking in the icon which is above this line Abstracts Contributions a Pegisiration Found Abstracts 3 PDF ofall XML ofall author list of all Video Services ID Title Primary Author s Tracks Type Status Acc Track Acc Type Submission date Layout 2 El Abstract 1 not specified PE 02 July 2009 Evaluation 3 Cl Abstract 2 not specified as 02 July 2009 Advancec 4 Cl Abstract 3 not specified as 02 July 2009 Lists merge selected abstracts Protection get PDF of selected abstracts Total 3 abstract s Tools get author list of selected abstracts Logs From the List of Abstracts tab you can add new abstracts create PDFs of the abstracts create an XML file of abstracts and obtain the authors list You can also access each abstract see Abstracts an abs
30. for your convenience These data come from the searching form After filling in the form click the Re check for conflicts button e Scroll the page down to have a look at conflicts Scroll more to see the room availability calendar Your booking is represented by a green bar or dark red bar if it overlaps with existing bookings which are pink by the way This graphical room preview is useful mainly when you do a recurring booking Give it a try set the when type attribute to Repeat once a week set the end date to be at least 2 months after the start date and click the Re check for conflicts again See the room calendar in its full glory e If your booking conflicts with others you have two options In general you will prefer to resolve conflicts manually by changing dates hours or maybe trying another room The alternative is to automatically book everything except conflicting days This may be useful if you do long term recurring booking for example whole year every week Imagine everything looks perfect except for several weeks when the room is not available In this case check the skip conflicting dates option to book everything except problematic dates e Click the Book button e If your form is OK the system will ensure your new booking does not conflict with others When no conflicts are found you will be shown the confirmation page which lists details of your booking e Click My bookings from the menu
31. not need to log in to view the lecture It is also the area in which you can access the modification areas if you have access rights There are various views in which the lecture can be displayed the following sections show the different views and displays of the different parts of a lecture 4 4 1 Lecture Style This is the default view for lectures in Indico If you have modification rights to any parts in the lecture you will be able to access the Management Area by clicking the modification icon 74 Chapter 4 Lectures Indico User Guide Release 0 97 You can also do some management actions from the tab Manage on the right of the title j Europe Zurich English v ogg Logout 4 we je Wore w Test lecture by Mr John Doe Somewhere Company Friday 28 May 2010 from 08 00 to 09 00 Europe Zurich at CERN 1 1 1 My Office at CERN Manage v Description Description of the Lecture goes here Material Document Slides 4 4 2 IT Style The IT style l More Europe Zurich English Logged inas Doe d egemen Document Gill sws A Test lecture oM Description Description of the Lecture goes here Programme Chaired by John Doe Somewhere Company 4 4 3 CDS Agenda Style The CDS Agenda style Europefurich English Logged in az Doe d Logout More Test lecture 4 4 Lecture Display Area Indico User Guide Release 0 97 4 4 4 Static Style The Static style rarer Fu m a gt Europe
32. setup Timetable Material Main Room booking Title Reason for participation Programme Description Please let us know why you are interested on participate in our event eee modi Contributions Registration Video Services Layout Evaluation 32 Chapter 2 Conferences Indico User Guide Release 0 97 Sessions The Sessions form allows you to add which sessions from your conference you would like people to register for From the form you can also change the title description and the type of session s form 2 choices they can choose just two sessions multiple they can choose any session View event page General settings Timetable Material Room booking Danietyntinn Tarm Sortian Qaanin m Registration form Section Sessions Go back to Registration form setup Main Title Sessions Programme Description Contributions Type of sessions 2 choices form Registration how many sessions s the Video Services agitant can i Layout choose modify Evaluation Sessions C Session 1 remove Advanced options C Session 2 go Session 3 add Lists Protection Accommodation The Accommodation form lets you add or remove the different types of accommodation available to your regis trants or give them the choice to book their own es Registration jorm Section Accommodation Go back to Registration form setup General settings Timetable Material Room booking Main
33. siza An Tools Local poster templates templates attached to this specific event Logs Blank Page Deleting a Lecture The Delete this lecture option will delete the whole lecture You will be asked to confirm deletion beforehand Clone Event Delete Material Package CONFIRMATION Are you sure that you want to DELETE the conference Lecture 1 Mote that if you delete the conference all the tems below it will also be deleted Cloning a Lecture Clone the lecture if you would like to make another lecture exactly the same You have the option to clone it once at fixed intervals or on certain dates 72 Chapter 4 Lectures Indico User Guide Release 0 97 Clone Event Posters Badges Tablesigns Close Delete Material Package Clone the conference Lecture 1 Choose elements to clone Main information CO Attached materials Access and management privileges Alerts E Tracks O Full timetable O Sessions O Registration O Evaluation You have the possibility to clone the event once clone it using a specific interval or specific days Clone the event only once at the specified date Clone the event with a fixed interval until inclusive O 1 timers Clone the agenda on given days on the every month s starting until FJ inctusive 1 times Packaging Material Using the Material Package option you can create a package of all the materials that have been used in the le
34. status PUBLIC F make it by itself Protection Tools Users allowed to access Logs Add user to list Access key geeeee ane Domain control Allowed domains if no domain is selected control is applied 4 3 Lecture Management Area 71 Indico User Guide Release 0 97 Access Control When the lecture is public anyone can view the lecture When the lecture is private only those in the access list lecture managers and administrators can view the lecture Home Create event v Room booking My profile Help v This event is protected with a modification key Please enter it here When private you can also add an Access Key which means anyone with this key can access the lecture without logging in Domain Control This is available when the lecture is public You can specify which domain can access the lecture For instance users accessing from a computer in the CERN domain will be able to access 4 3 3 Tools Management The lecture Tools allow you to carry out certain actions on the whole of the lecture View event page Alarms Clone Event Posters Close Delete Material Package f General settings Material Poster Printing Room booking Video Services Create poster Paticpants Saeed on 9 Gest Poser Fom Temas Evaluation PDF Options Minimal horizontal margin cm 0 Advanced options Minimal vertical margin cm 0 Protection aua
35. the email will not work The format is something like this conference title s 1 Save the template You will see your template in the list 2 Click in the title of the template and access its management area 3 Set the condition under with the email will be sent a choose the condition in status ACCEPTED REJECTED or MERGED b click create new condition 18 Chapter 2 Conferences Indico User Guide Release 0 97 c For ACCEPTED and REJECTED you need to specify if this applies to any contribution type and track or just to a concrete one d submit the condition 4 Done This template will be used under the condition that you have chosen on the step 5 Therefore Indico will automatically send the email of step 2 to the email address specified on step 2 4 and 2 5 Notification Template accepted Go back to Call for abstracts setup Name accepted Description For accepted Abstracts Fr To addresses Submitters Cc addresses subject Abstract Yo abstract_id s Body Hello This is an automated email message to inform you about the acceptance of your abstract So Your abstract number abstract id s titled abstract title s has been accepted as a contribution type s in the abstract track s track You can view your abstract at abstract URL s The submitter was o submitter title s submitter first name s submitter family name s If you feel any aspect of this mail to be in
36. to the conference 2 4 2 Programme Management From the Programme menu on the left menu you can add remove tracks and access each of the tracks see Tracks below The Test Conference 13 September Created by FERREIRA Jose Pedro View event page eee cr nre eee Program desc ripti on General settings Timetable This is the description of the programme that will be displayed in Modify the web portal of this conference i Material Room booking Programme Tracks Abstracts Contributions 7 _ cl Computing This is a track about computing Registration Video Services O hl Hardware This is a track about Hardware Layout Evaluation O pl Physi Track about Physics Advanced options _ on aaa aa Lists Protection remove selected add track Tools Logs 10 Chapter 2 Conferences Indico User Guide Release 0 97 Tracks Tracks are parts of the conference to which abstracts and contributions can belong Inside tracks you can do the following e General settings Modify the Code a code can be used if you prefer to use codes as opposed to using long titles This codes will be used in listings for contributions and abstracts Modify the Title and the Description of the track The Test Conference 13 September Created by FERREIRA Jose Pedro View event page Track Computing General settings Go back to Track list Timetable K Material Main Coordination control Abstracts Contributions
37. 009 09 00 to 25 July 2009 20 30 List of registrants Location internationales Wissenschafttsforum Heidelberg IWH Hauptstrasse 242 Homepage 69117 Heidelberg Germany Chairs Lendermann Victor E support Groot Nibbelink Stefan Additional info Participation by invitation only Further information at the homepage 42 Chapter 2 Conferences Indico User Guide Release 0 97 2 5 3 Call for Abstracts Area The Call for abstracts view will show the range of dates during which an abstract can be submitted Europe Athens English v Login 9th Quattor Workshop SE ta aL en SL ee ee ger 17 19 March 2010 Aristotle University of Thessaloniki Po Sesrch Overview Abstract submission opening day 08 February 2010 Po Abstract submission deadline 16 March 2010 Scientific Programme Call for Abstracts Call for abstracts for the 9th Quattor Workshop 17th and 19th March in L view my abstracts Thessaloniki i Submit a new abstract Timetable Contribution List Author index Book of abstracts Registration i Registration Form List of registrants Getting there Hotels Remote access From within the Call for abstracts a user can submit an abstract and view the abstracts they have submitted Submitting an Abstract You need to be logged in as a user and the dates of submission must be in the time range to allow you to submit an abstract Once logged in you can fill in the form to submit your abstract 2 5 Conference Dis
38. 1 06 July Created by ANGELOVA Csvetelina View event page Geheral settings Modification control Timetable i ee l users allowed to Jmedify waniisertailict Material Room booking Modification key eececee Programme leis Registration modification control Video Services Registrars Layout users allowed to modify registration Add user to list Evaluation Advanced options Ac C e S S C ontr ol Advanced OPUOTIS ne Current status PUBLIC fie make it by itself Protection make it _ ABSOLUTELY PuBLic Tools Users allowed to access Logs Add user to list Access key eeeeee _ change Domain control Allowed domains ee if no domain is selected Select no control is applied Tools Grant submission rights to all speakers Remove all submission rights Grant modification rights to all session conveners When private you can also add an Access Key which means anyone with this key can access the conference without logging in Users will get a message as the following Home Create event v Room booking My profile Help v This event is protected with a modification key Please enter it here i Domain Control This option is only for public events It allows to specify which domain e g CERN can access the conference Therefore just people from inside this domain will be able to access 2 4 7 Registration Management You may wish to have some kind of registration process for those
39. 7 pow ee eee ae tee ee eee eee oe ee 64 69 a eee ey Be Ge e Be See 69 ee ee ee ee ee ee ee ee 69 Pee ese eu esee ese eG eke ee ee Ge 69 bbe Peete es eee eae eee eee ee ae es 74 79 ee ee foe BSG heed eee oe ee 79 ee ee ee ee ee eee ee ee 79 81 ee eee ee ee ee ee ee 81 Chk Pte eee eek edee eee e eee ee ee 81 Cie eee eee see ree ase ee ae eee es 81 SGeeheaneeteoteteseeeeaeaeed 82 83 CMDS EEO RS AER BEG ER SD Se ae 83 Se oot eet eee ee eee eee ees eae w 83 4 Gk eee oh esa eeeeee tease eeee deaeeens 89 See ee eee ee ee oe 6a eee hee ee ee 91 9 Protection System 101 9r JOUUCHOM 4 cede ee age ede eo eR SCRE eR eee eee ee ee ee eS 101 Or BC COoncepiS 6 o 6 3 6b oO hee E GEO Rhee EERE eee ee eeeeeeea real 101 93 CCess Contool PONG se ent 5a ee hoe OED SEE eee ee ee ee ee wD 104 9 4 Domain Control Policy o oo a a 25 bed eadbGe be bew de be ebb Gaun een de 105 Indico User Guide Release 0 97 Contents Sr Indico User Guide Release 0 97 20 CONTENTS CHAPTER ONE CATEGORIES 1 1 Category A Category is a means of grouping your events or other Categories together In Indico Home is the top level category from where you start Inside a category you can e add events or other sub categories e set access rights to say who can access or modify e re allocate the sub categories e remove the sub categories e and also delete the current category and everything inside it These features are accessi
40. C wireless m O need Special attributes p hi Auto confirm On the main Indico page click the Room Booking menu option This is your entrance to the Room Booking Module Click the Book a Room menu option If you know which room you want simply select it and click Choose You will be taken directly to the booking form If you don t know take advantage of room searching Specify dates click the orange calendar icon to choose the day with a mouse Specify hours and booking type single day or repeating Specify also other criteria the room must meet like capacity and necessary equipment Then click the Search button there are two for convenience both will do the same You will be presented with a list of available rooms meeting your criteria Click the Book link on for the room of your choice Chapter 7 Conference Room Booking Indico User Guide Release 0 97 NewBooking Name Conf Room 57 2 Interior Tig B Room Room key r 460 Stat Date 372 009 End Date 3 7 2004 when Hours 08 30 1730 Type Single day Name ANGELOVA Csvetelina 2 E mail csvetelina anqelovatacern ch g Teepe o y y Booked for Reason Actions Re check tor conflicts Book Cl skip conflicting dates Conflicts Mo conflicts with confirmed bookings press the Book button to save your booking e Fill in a booking form If you have searched for rooms most fields are already filled in
41. Indico User Guide Release 0 97 Indico Team September 16 2010 Categories LI Catron sa 4 2 ye ae oP ae ye ew Hs 1 2 Creating a Category 2 4 44 64 eee ar 1 3 Category Management Area Conferences 2 1 Conference s ne ae he eS EERE Ee 2 2 Creating a Conference a 44 464 2444 2 3 Setting up a Conference 2a 4 4 ea wd 2 4 Conference Management Area 2 5 Conference Display Area Meetings Sub MOMs s cece ae eb eeeae kee ee 3 2 Creating a Meeting 2 443426 e684 4 3 3 Meeting Management Area 3 4 Meeting Display Area Lectures Me LEC amp yw wb we ee ee lee Ba Be 4 2 Creating a Lecture 26 426655444 4 3 Lecture Management Area 4 4 Lecture Display Area Users and Groups a ee Os a ee a a oe a ee a er er 5 2 Groups cae auree eae eodeeueeues Exporting Indico Data 6 1 To Personal Scheduler Tools Outlook iCal korganizer 62 RSS feeds 2d dekh eo eR eR OHS 6 3 Sharepoint lt co sesse erent eeu BS 6 4 Using the export py script Conference Room Booking 7 1 Introduction 0 0 7 2 The TWOfal s asss eee ae we Se oe 7 3 Core Features and Constraints 7 4 Dictionary 2 2 a2 od ow ee ee Ea SR Event Evaluation 8 1 Introduction lt 244 84 2456868 88 8 2 Functional goals 8 3 Interface oaoa a a CONTENTS 57 Soe eee eee SEee ee ee eee ee gee ee 57 eee Se eee eee ee eee ee 57 ee ee ee ee ee ee ee 5
42. L export URL from indico eg http indico cern ch tools export py fid 2112 amp date today amp days 1000 amp o0f xml and in the XSL link part add this URL http indico cern ch export xsl The result should look like this Coming UDS meetings 2007 05 02 14 00 AVC sechon meeting e C E R N 2007 05 09 14 00 AVG s chon meeting Sharepoint Services 2007 05 21 10 30 IT UDS Group Meeting 81 Indico User Guide Release 0 97 6 4 Using the export py script Indico allows you to programmatically access the content of its database by exposing its events through a web service the export py script A typical example of how to use this script is http my indico server tools export py fid 2112 amp date today amp days 1000 amp of xml where e fid is the category from which you want to extract the events can be a separated list e date is the starting date of the event format yyyy mm dd or today e days is the number of days to export the events starting on date e of is the output format one of xml html ical rss 82 Chapter 6 Exporting Indico Data CHAPTER SEVEN CONFERENCE ROOM BOOKING 7 1 Introduction This chapter describes the Indico module for booking conference rooms Indico users can book conference rooms for their conference and meeting purposes Bookings can also be stan dalone they do not have to be bound to any event Room managers can monitor and moderate all bookings Indico administrators can cre
43. URL Chairpersons Report numbers Meeting Visibility selecta system new search This option allows you to choose up to which level your meeting will be visible in the overview pages 3 3 2 Timetable Management The Timetable Management allows you to organize your meeting by using sessions groups of contributions contributions presentations and breaks The management of the timetable is the same as for conferences The only difference is while adding contribu tions In conferences you can add unscheduled contributions to the timetable On the other hand in meetings unscheduled contributions don t exist you need always to create the contribution Here we will just explain how to create contributions For more details and further explanations about the Timetable Management see Timetable Management for Conferences Adding Contributions You can directly add contributions into your timetable using the Add new gt Contribution at the top of the timetable This will open a pop up with a form to create a new contribution 58 Chapter 3 Meetings Indico User Guide Release 0 97 Add Contribution mite o i Place Location Room Inherit from parent aaaa Address Date Time 13 09 2012 14 00 Duration min Presenter s Grant all these users with privileges submission rights Within this form you can define the name description location presenters and the starting time and duratio
44. aluation You have the possibility to clone the event once clone it using a specific interval or specific days Clone the event only once at the specified date clone once Clone the event with a fixed interval O unt O 1 timecs inclusive Clone the agenda on given days on the first v Monday v every 1 months starting O i timers Packaging Material Using the Material package option you can create a package of all the materials that have been used in the meeting 62 Chapter 3 Meetings Indico User Guide Release 0 97 P a Alarms Clone Event Close f Delete Material Package Get file package Contributions scheduled on Mo3 July 2009 Material type Sessions Papers VT Slides M Session 1 last modified 03 July 2009 12 48 Videos Posters Minutes Other types Main Resource C Get only main resources from each material Get material get only files added since dd L Imm L yyy Alarm Control You can set an alarm reminder to alert people about the meeting The alert will be in the form of an email and in the date that you have selected 3 3 Meeting Management Area 63 Indico User Guide Release 0 97 Alarms Clone Event Close Delete Material Package Create a new alarm email When to send the alarm At this date 00H cuTCy D Day before the beginning of the ewent Hours before
45. ate rooms and manage their data Instead of being a boring manual no one ever reads this file is an introduction This assumes you have some intuition of how the web works The suggested way of learning is to start with a tutorial then play with the module on your own Simply use the software as any other Web page Read context help along the way Finally come back for some tips 7 2 The Tutorial You may want to read the Core Features listing to grasp the capabilities of the room booking module capabilities To summarize it is for booking conference rooms Europe Zurich English USA v Logged inas Angelova C Login as Logout Ped DI C The indico tool allows you to manage complex e integrated Digital Conferenc conferences workshops and meetings Home Create event v Room booking Administration v My profile Help v a Main categories View Create Manage News Click on a category to start browsing through the hierarchy Write a title Material text Posted on 10 06 2009 72 06 7 new4 Category 1 3 Posted on 10 06 2009 11 52 TESTING with IE 7 new3 Posted on 10 06 2009 11 52 The title fixing 17 sub category 0 View news history Fix 9 Upcoming events Testing development 1 19 trainning with the reviewing 2 EN Powered by CERN Indico 0 96 1 20080530 83 Indico User Guide Release 0 97 7 2 1 Getting into Room Booking Module To use Indico CRBS directly just click Room Booking on Indico home pag
46. ay not recurring one time event e Repeat daily use if you want to book many subsequent days like the whole week e Repeat once a week the booking will take place every week always on the same day e Repeat once every two weeks as above but repeats every two weeks 7 2 The Tutorial 85 Indico User Guide Release 0 97 e Repeat once every three weeks as above but repeats every three weeks e Repeat every month allows you to do bookings like first Friday of each month second Wednesday of each month fourth Saturday of each month etc 7 2 7 Booking a Room Basically there are two steps selecting a room and filling in a booking form More detailed steps are View Rooms Search for a room Search rooms Choose a room View Bookings Room CERN 1 1 025 Room details Book a Room Search bookings Search for a room Calendar Location My bookings My PRE bookings Room description Availability Location Must contain hiust be Start Date f Si Available Booked Dont care 3 7 2009 37 2008 08 30 17 30 Single day E PRE Bookings _ Check conflicts against pre bookings people End Date Hours Type Capacity About Required equipment Fl Blackboard C Computer Projector CJ Ethernet Cl Microphone Opec CJ Telephone conference capability C video conference
47. ble through the menu Manage you must be logged in and with modification rights in order to see it that you can find close to the big orange category name After clicking Manage more specifically its inner option Edit category you will be accessing the Management area for Category 1 2 Creating a Category From the menu Manage more specifically its inner option Add subcategory you can create a new category You will need to have an Administrator s account or be listed in the modification list see Protection for the category Also you can create it from the Management area from the menu General settings See General Settings and by clicking the button add subcateg View category Creation of a new sub category General settings Files Mami Protection Description Tools I Default lectures style Lecture Default meetings style Indico style Ww Default Timezone Evrope Zurich ok cancel Indico User Guide Release 0 97 1 3 Category Management Area 1 3 1 General settings In the Category Management Area the first option in the menu is General settings You can modify the details of the category e Name e Description e Timezone e Icon Default style layout for meetings created within this category see Meetings e Default style layout for lectures created within this category see Lectures and you can modify its content e Add a new sub category e Re allocate move to another category some events or
48. bstracts or abstracts added by the Conference Managers View event page General settings Timetable Material Room booking Programme Abstracts Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Logs Quick search contribution 1D seekit Filtering criteria PDF of all author list of all material package of all Found contributions 2 Id Date Duration Type Title Presenter Session Track Status Material oOo o0 23 May 2009 08 00 00h20 Contribution 1 S O 1 23 May 2009 08 20 00h20 Contribution 2 S Total Duration of Selected Oh40m PDF of selected author list of selected material package of selected From the Contributions menu you can e Create new contributions e Access contributions see Contributions 12 Chapter 2 Conferences Indico User Guide Release 0 97 Search for certain contributions e Move contributions Create a PDF of contributions Show the authors of contributions Create a zip file of material from contributions Create a zip file of the whole proceedings You can also filter the list of contributions by session track contribution type status scheduled not scheduled withdrawn and material In order to open the filtering criteria you must click in the small arrow close to Filtering criteria choose the options you want to match and press the button apply filter Contributions Each contribution
49. cify it e List the users that can modify the contributions e Make the contribution Public or Private Public Any user can view not modify the contributions Private Only users listed in the access modification submission control can access the contribution 4 Chapter 2 Conferences Indico User Guide Release 0 97 e List the domains e g CERN domain that can access the contribution this is only available if the contribu tion is public From the Tools tab you can View event page Pb abet his imide Fe i Pag Contribution Contribution 1 General settings Go back to Timetable Timetable Material Main Material Sub Contribution Protection Tools Room booking Programme e Delete this contribution Abstracts Contributions D Move this contribution Registration Video Services Write minutes for this contribution Layout Evaluation e Delete the contribution e Move the contribution e Write the minutes for the contribution these will be attached to the material for the contribution see Mate rial Sub contributions Sub contributions can be added to a contribution to organize the contribution further Uo SubContribution sub contribution General settings Go back to Contribution fGontibuttonl gt Timetable Timetable E Material Main Material Tools Room booking Programme Tithe sub contribution 1 a Description Sub contribution description Place Contributions Duration 00h15
50. cture View event page Alarms Clone Event Posters Close Delete Material Package General settings Material Room booking Get file package Video Services 7 f Contributions scheduled on Participants Evaluation M03 July 2009 Advanced options Material type Sessions Protection Papers Mr Tools Slides No session in this event Logs Videos Posters Minutes Other types Main Resource C Get only main resources fram each material Get material get only files added since dd mm YYYY 4 3 Lecture Management Area 73 Indico User Guide Release 0 97 Alarm Control You can set an alarm reminder to alert people about the lecture the alert will be in the form of an email Clone Event Posters Close Delete Material Package Alarms Create a new alarm email When to send the alarm At this date DOH cEuropeZurich Day before the beginning of the event Hours before the beginning of the event From address selectatrom address w Send alarm to c send alarm to all participants of the event c Define recipients comma separated list of email addresses EEE eae Additional Note C Include a text version of the agenda in the email save the alarm send this alarm email now send me this alarm email as atest cancel 4 4 Lecture Display Area The Lecture Display is the view that users of the lecture will see If the lecture is public they will
51. duler Tools Outlook iCal korganizer You can export an event or a set of events to your personal scheduler tool by using the Indico iCal export When you see this icon the link iCal export or the menu More gt Export to Ical you can click on it to export the content of the page you are on to your scheduler tool On an event page the event will be exported on a category page all events in the category will be exported Some scheduler tools recognize multiple events iCal korganizer Outlook 2007 others do not Outlook 2003 in this case only the first event in the list is recognized You can also ask your personal scheduler tool to subscribe to one of these export URLs this is particularly interesting for the Category export For iCal Calendar menu gt menu item Subscribe then enter the URL of the iCal export Finally set the Refresh to Every day Every day your iCal software will update its content with any new event in the Category 6 2 RSS feeds Indico provides RSS feeds on each Category page If your browser is RSS aware you will see an icon like this on N the browser menu bar Click on it to access the RSS feed and subscribe to it using an RSS aggregator 6 3 Sharepoint If you maintain a Sharepoint web site it is very easy to create inside it a web part exposing the forthcoming events from an Indico category First add an XML web part then in the XML link part add the XM
52. e To book rooms for your event go to the event management page and click Room Booking option In both cases you will be asked to sign in Use your Indico credentials 7 2 2 The First Page The Room Booking Module first page depends on who is logged in For most people it will show a list of their bookings The My bookings menu option will give you the same list Room managers will see bookings of rooms they manage so they can quickly see what s going on If you are a room manager use the Bookings in my rooms menu option to show this page again This menu option is not visible for ordinary users 7 2 3 The Most Important Tip Feeling lost Point at the question mark icon 2 with your mouse to see context help Context help is meant to answer most of your questions along the way It is always there waiting for you 7 2 4 Room Names If aroom does not have a name the default one is built according to the following pattern location building floor room Examples CERN 304 1 001 Sheraton 0 34 013 Choose a room soon o 1 1 0256 ss CERN 21 034 E rene roe pee Search for CERN 2 P 030 J CERM 3 R O0e2 Locatli CERN 4 1 021 CERN 4 2 011 TH common room Room descriptic CERN 4 3 004 CERN 4 3 0217 Availabili CERN 4 3 U0b TH Theory Conference Room CERN 4 5 0115 CERN 5 1 0017 CERN 5 1 0715 CERN 5 1 0350 CERN 5 3 004 CERN 5 3 0235 CERM 6 2 0002 CERN amp 2 004 CERN
53. e to accept lt lt back to the abstract list From inside Abstract Management the Conference Manager can change the status of an abstract for example by accepting it or marking it as a duplicate The main details of the abstract can be modified and the track to which it is associated can be changed as well as the user that submitted it Any comments made by the Track Manager or Conference Manager while changing the status of the abstract can be viewed from the tab Track judgements ate event w Room booking My profile Help w Category The Test Conference test abstract st Conference 13 September Clone Lock Delete se Pedro Ferreira tti ai Abstract test abstract Go back to Abstracts list in g Track judgments Internal comments Notification log Tools B Track Judgment Judged by Date Comments MS Computing Proposed to reject GUINEA Pig CERN 19 February 2010 13 14 Review the text format Proposed to accept Oral presentation GONZALEZ LOPEZ Jose Benito CERN 19 February 2010 13 09 ices ations Powered by CDS Indico Internal comments can be made from the tab Internal comments it s like a message box And a notification log with the emails sent to the author can also be viewed from inside the tab Notification log 2 4 Conference Management Area 21 Indico User Guide Release 0 97 Book of Abstracts The Book of Abstracts tab lets you add any additional com
54. efault style in which the Meeting will be displayed see Meeting Display Area When you submit this form the Meeting will be created and you will be redirected to its Management Area 3 3 Meeting Management Area The Management Area allows you to control the different parts of your meeting The following sections will show each area of the Meeting Management Clicking on the link View event page will take you to the management display area for the meeting 3 3 1 General Settings Management From the Main tab you are able to modify the details of the meeting including title description location default style of the display support emails and caption You can also add remove any chairpersons 57 Indico User Guide Release 0 97 Meeting 1 20 February Clone Lock Delete View event page reated by lan Rolewicz General settings Timetable General Settings Material Title Meeting 1 edit Room booking Description This is the description of Meeting 1 Participants Evaluation Advanced options fedit E Place Location Protection Room Address Tools edit Logs Start End Starts 20 02 2010 08 00 date Ends 19 12 2010 18 00 fedit Timezone UTC Support Caption Contact Us Email suppont support ch meeting suppot support ch fedit Default style Indico style edit Visibility Everywhere edit Event type meeting edit Keywords Meeting one Short There is not any short url yet Click Modify to setup display
55. ess Category A but they cannot access Conference 1 Only User 3 can access Conference 1 104 Chapter 9 Protection System Indico User Guide Release 0 97 e We can set the PRIVATE object as ABSOLUTELY PUBLIC which means that Indico skips the protection that was established by inheritance Category A PRIVATE Conference 1 ABSOL PUBLIC In the graphic only User 1 and User 2 can access Category A but everybody can access Conference 1 9 4 Domain Control Policy If an Indico object category event session contribution material file and link is PUBLIC we can restrict the access to users accessing Indico from some given IPs these IPs could be like 127 1 which means that every IP starting like this will be valid If the Indico object is PRIVATE this checking will not be applied If you wish to add special access to some users meaning that the domain control will not be applied for those users you can add them in the Users allowed to access list 9 4 Domain Control Policy 105
56. f Indico Wore w This is also placed at the top left of the display view and allows you to use additional features e g export the details of the conference in iCalendar format bal Su aai ji This will be underneath the display menu and enables you to email the event support if con ference management have entered one Login This is placed at the top right of the screen and is the access for logging in or out 2 5 2 Overview Area The Overview Area shows the main details of the conference including any material that is included and the date and location of the conference More w Europe Berlin English v Login Hengstberger Symposium Extra Dimensions and Mini Black Holes aA AAAA ET A PEE EE All WER FF R ER E AN ALN eRe PENA E Naat Tae m Px 4 2 EJ LI y 2 L 9 fr l ter H ie t oF 1a So ph ADE i lob f ie rts fi Or LY i He ae D g P Search IWH The goal of the Symposium is to bring together theoreticians and experimentalists in the fields of particle physics astrophysics cosmology and gravity in order to discuss the present status of the searches for signatures of extra dimensions The discussion should be held especially Timetable considering the upcoming data taking at the Large Hadron Collider A particular focus will be put on the hypothetic production of mini black holes predicted by models of extra dimensions Overview Registration Registration Form Dates fram 24 July 2
57. ference Display Area 51 Indico User Guide Release 0 97 Thank you for completing the registration form which has been sent to the organisers for their attention Please proceed to the payment of your order by using the Next button down this pape You will then receive the payment details Registrant ID 12 Title First Name Perez Surname Manolo Position Institution CERN Address city Ourense Country ES Phone Fax Email esemanolin gqmail com Registration date 21 January 2010 20 05 Both days full price 445 CHF Registration Fee dinner no 45 CHF Payment summary Quantity Item Unit Price Cost 1 Registration Fee Both days full price 445 0 445 0 CHF TOTAL 445 0 CHF If the epayment is enabled The user will be able to click the button next and proceed with the payment online The menu option which was New registration will also change to Modify my registration This will present you with the form you filled in originally and will allow you to change the information you originally provided 2 5 8 Book of Abstracts The Book of Abstracts selection in the menu will produce a PDF document of all the accepted abstracts abstracts that have become contributions that are scheduled in the conference It also shows any contributions that are scheduled 2 5 9 Scientific Programme Area The Scientific Programme shows all the tracks with their descriptions 52 Chapter 2 Conferences Indico User Guide Release 0 97
58. fices corridors etc Location physical location of rooms Room custom attributes and possible equipment are defined on a location basis Example rooms at CERN may have different attributes and different equipment than rooms in Fermilab Booking final reservation of a room While considered final it still may be rejected in case of emergency PRE booking unconfirmed reservation of a room PRE booking is subject to acceptance or rejection Room responsible the person who accepts rejects bookings Each room has exactly one person responsible A person may be responsible for any number of rooms Room manager room responsible 7 4 Dictionary 91 Indico User Guide Release 0 97 92 Chapter 7 Conference Room Booking 8 1 CHAPTER EIGHT EVENT EVALUATION Introduction With this evaluation module for Indico you can create your own online web survey in order to know participants opinion about the conferences seminars lectures 8 2 Functional goals 8 2 1 Security Survey questions and statistical results are neither vital nor confidential for CERN members We believe standard precautions are enough within this application A survey will inherit access and modification rights from the event it belongs to In other words only users who are allowed to see an event will be able to have access and fill in the evaluation form The survey can only be altered in the Management Area This means that only users who are already a
59. has its own management area From inside the Main tab you can View event page Contribution Contribution 1 General settings Go back to Timetable Timetable Material Main Material Sub Contribution Protection Tools Room booking Contribution ID p BA urane Title Contribution 1 Abstracts Content Contributions summary Regi i Place egistration Date time Saturday 23 May 2009 08 00 Video Services Duration O0h20 Layout Typo i Keywords Evaluation Advanced options Track a ists Protection Session v Tools change Logs Primary authors l o z3 Z o Fa fo o z 3 2 2 oO F Oo ra Lon 4 search Co authors to primary search Presenters remove or new e Modify the main details of the contribution for example name duration etc e Change the track to which this contribution is assigned e Change the session in which this contribution is included see Timetable Management e Add change authors and co authors 2 4 Conference Management Area 1 3 Indico User Guide Release 0 97 e Add change the presenters of the contribution e Withdraw the contribution from the Conference From the Material tab you can add and access the material of the contribution see Material From the Sub contributions tab you can View event page Pimestas hecticans Ue pag Contribution Contribution General settings Go back to Timetable Timetable Material Main Material Sub Contribution Pr
60. in the form of an email and it will be automatically sent when you wish it to happen Clone Event Posters Badges Tablesigns Close Delete Material Package Create a new alarm email When to send the alarm At this date OOH M Europe Zurich Day before the beginning of the event Hours before the beginning of the event From address select a from address 4 Send alarm to o Define recipients comma separated list of email addresses E Additional Note C Include a text version of the agenda in the email save the alarm send this alarm email now send me this alarm email as atest cancel 2 4 Conference Management Area 41 Indico User Guide Release 0 97 2 5 Conference Display Area The Conference Display is the view that users of the conference will see If the conference is public they will not need to log in to view the conference It is also the area in which you can access the modification areas if you have access rights The different areas of the conference can be seen using the left hand Display Menu This menu may be different if the Conference Manager has customized the menu When a conference is accessed the Overview area is shown first 2 5 1 Navigating the Conference Display Area Various parts of the conference display are always present in order for you to navigate or view the display area This is placed at the top left of the display view and will take you back to home page o
61. ion System in order to know more about Protection in Indico 1 3 3 Detail Modification amp Sub Category Event Organisation The details of a Category can be modified and sub categories can be organised from the General settings tab in the management area Details can be modified by clicking on modify inside the main tab Sub categories and events can be organised in the particular order in which you wish to view them by using the order drop down box next to each sub category 1 3 Category Management Area 5 Indico User Guide Release 0 97 Contents d sub category 1 d sub category 2 You can re allocate a sub category or event by selecting the one you wish to move using the tick box and clicking on re allocate you will then be asked to where you would like to reallocate this sub category event To remove a sub category and anything it contains or an event select it and click remove If it contains anything you will be asked if you are sure you want to delete it 1 3 4 Deleting a Category To delete the current category you can go to the Tools menu in the Management Area and select Delete this category you will be asked to confirm the deletion first 6 Chapter 1 Categories CHAPTER TWO CONFERENCES 2 1 Conference A conference is the most comprehensive event in Indico You should be able to manage its complete life cycle for instance among other functionalities you can setup e a conference web portal fully customizab
62. ion policy for almost all the objects that you can create within Indico This protection policy is based on an inheritance system meaning that an object is going to inherit the protection from its father e g a contribution can be public but becomes private if we set up its container a meeting as private The protection objects tree is as shown in the following picture 101 Indico User Guide Release 0 97 Category Sub category Event Lecture meeting conference Session Contribution Material File Link As we can see a File inherits the protection policy from Material Material from Contribution Contribution from Session Session from Event Event from Sub category and Sub category from Category The next picture shows an example of this inheritance system Category A is PRIVATE and because of this Conference 1 becomes PRIVATE too As User 1 and User 2 are in the access list for Category A they can also access Conference 1 The rest of Indico users cannot access Category A and Conference 1 102 Chapter 9 Protection System Indico User Guide Release 0 97 Category A PRIVATE 9 2 2 Protection Types For each object category conference contribution session etc in Indico one can set up three kinds of protection modification control list access control setup and domain control e The modification control list contains all the users or groups that
63. ions you want to include in your session 28 Chapter 2 Conferences Indico User Guide Release 0 97 Ory INE Lest CONIETENCE TEST onference 13 September Created by FERREIRA Jose P Session test Go back to Timetable Main Protection Importing contributions to a session Contribution with ids o All contributions from track none Selected contributions fom the following list 21 dasdasdaasd 0g OO 22 dasdasasd submit cancel Once you have selected the contributions they will appear inside the Contributions tab in the session You can then use the option Add new gt Contribution from the Session timetable and select from the contributions you imported When you have added a contribution to your session timetable you can edit the times duration room and location by clicking on the contribution box Timetable from Wed i4 O07 to Wed i 07 edit Timezone Burope gurich Wed 14 07 Contribl Move Edit Delete dg 00 F000 Duration 0 00 Sessiont Room iy Office af GERN Location CERN test CER 03 00 Contribi My Office at CARN CERN 10 00 2 4 Conference Management Area 29 Indico User Guide Release 0 97 Room Booking If there are rooms booked for the conference they will be shown at the top of a selection list during creating editing sessions slots breaks and contributions If the name of the
64. is the Co ordination control in which you can assign someone to be the Co ordinator which means they can add and remove contributions and breaks to that particular session Tools Tab From the Tools tab in Session you can delete that session or write minutes for the session Adding Contributions to Sessions Inside sessions you can create new contributions from the timetable or add unscheduled contributions which have already been created and will be placed in the timetable later on Here we will see how to add import contributions that have already been created To add contributions to a session you first need to import them from the main conference to do this use the Contribution tab inside the session Session test Go back to Timetable Session timetable Files Protection Quick search contribution ID seek it Filtering criteria Author search types tracks status material Ei not specified Pj not specified g S scheduled a Paper Ej ssss 6 cl Computing Gi NS not scheduled j slides Gi hl Hardware e W withdrawn Gi other j pl Physics Gy no material apply Found contributions 2 import contributions PDF of all author list Id Date Duration Type Title Presenter Track Status Material g o 2012 Sep 13 06 00 00h20 adsdas S SA paper E 3 2012 Sep 13 05 40 00h20 test contrib 1 S Click on import contributions this will take you to a screen where you can select the contribut
65. it Default style Parallel edit Visibility Everywhere edit Event type conference edit Keywords my office cern modify Short display There is not any short url yet Click Modify to setup URL Chairpersons mr Bar Ba x new search Screen Thursday 11 February 2010 08 00 normal gt Wednesday 17 March 2010 18 00 fmormah dates modify Types of bare ibuti remove cantai Cl my contribution you bet it s a contribution add e Modify the general information of the conference e g title description dates etc e Modify the support email along with the caption This will change the support email link located at the bottom of the menu that is displayed on the home page of the conference see Conference Display You can specify more than one email address for the support Just make sure of separating each of the addresses by a comma 2 4 Conference Management Area 9 Indico User Guide Release 0 97 Book of abstracts Registration Registration Form EJ Contact us e Add or remove chairpersons to from the conference e Set the Screen dates These are the dates that will be displayed in the home page of the conferences The screen dates are useful when we want to have different dates in the display than in the timetable e Create all the types of contributions for your conference for example oral presentation and poster This contribution type can be chosen for any abstracts or contributions added
66. l Package Clone the conference Conference 1 Choose elements to clone Main information CO Attached materials Access and management privileges Alerts C Tracks O Full timetable O Sessions O Registration O Evaluation You have the possibility to clone the event once clone it using a specific interval or specific days Clone the event only once at the specified date clone once Clone the event with a fixed interval O unt O 1 timecs inclusive Clone the agenda on given days on the first v Monday v every 1 months starting O i timers Packaging Material Using the Material package option you can create a package of all the materials that have been used in the conference 40 Chapter 2 Conferences Indico User Guide Release 0 97 Clone Event Posters Badges Tablesigns Close Delete Material Package Get file package Contributions scheduled on M06 July 2009 Mo July 2009 Mos July 2009 Mo9 July 2009 M10 July 2009 Material type Sessions Papers Mr Slides M Session 2 last modified 02 July 2009 15 11 Videos M Session 1 last modified 02 July 2009 17 03 Posters M Session 3 last modified 02 July 2009 15 12 Minutes Other types Main Resource C Get only main resources from each material Get material get only files added since Alarm Control You can set an alarm reminder to alert people about the conference the alert will be
67. l with all the resources attached 2 5 Conference Display Area 47 Indico User Guide Release 0 97 Overview Scientific Programme Call for Abstracts i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference Book of abstracts Registration i Registration Form F AAE Id Place Starting date Duration Primary Authors Material Sub contributions W Conrtibution 1 0 oI Py CERN Room TE Auditorium 06 Jul 2009 08 00 Europe Zurich 20 Mr AUTHOR 1 Existing material Add Material paper xG File Name Maretial_ _paper docx Size 0 KB C sub contribution 1 5 Maretial_ _paper docx 3 Click in Add Material in order to upload more in the edit icon to modify or in the red cross to remove it 2 5 6 My Conference Area The My conference area gives you access to those areas for which you have Co ordinator modification rights For example if you are a Track Co ordinator or a Session Co coordinator those tracks or sessions will appear under My conference Overview Scientific Programme Call for Abstracts view my abstracts Submit a new abstract Timetable Contribution List Author index hy conference i My session Book of abstracts Registration Registration Form sessions Lf sessionl From here you can access your Tracks Modification see Tracks or Session Modification see My Conference
68. le e the programme definition with themes topics tracks e a registration form with e payment capabilities e acall for abstracts to be submitted e an abstract review process e a timetable with many sessions and presentations e slides and papers submission by authors e an evaluation form in order to get feedback after the conference e emails to participants 2 2 Creating a Conference In order to create a conference you just need to click on Create event and Create conference in blue bar at the top of the page You will be presented with a form in which you 1 choose the category where you want to place your conference 2 fill the details of the conference you wish to create 3 set the access protection of the conference Once this is done your conference will be created and you will be redirected to the Management Area of the conference If you want to see the Home page of your conference click in the link View event page The creator of this conference will by default have modification rights to it and is referred to as a Conference Manager as is anyone else listed in the Modification control list Remember that the category in which you want to create your conference must be public or you must have access rights to it To access the Management Area of a conference you need to click on the modification icon in the top bar of the event home page Indico User Guide Release 0 97 2 3 Setting up a Conference Once you
69. llowed to edit an event can modify the corresponding survey and view the statistical results 8 2 2 Usability The main possible actions for the surveyor management area are the following Create edit an evaluation form concerning an event Edit its options and status visible hidden Possibility of setting that only logged users have access to the form Create edit questions contained in this form Ability to preview a form while editing it Import export an evaluation in order to back it up or facilitate further creations See the statistics of the results Export statistics to a CSV file Possibility of seeing deleting individual answers in the results Ability to send the evaluation link automatically by email to the participants at the start Possibility of editing a survey in process even if some people have already answered it For a submitter display area Access to the survey via the menu of an event 93 Indico User Guide Release 0 97 e Logged users can always modify their already submitted forms 8 3 Interface 8 3 1 Management Area In the Evaluation option we have four tabs Setup Edit Preview Results Setup ad a modi In this section you can set the main information and configuration about the survey Click on to set your options Setup Edit Preview Results Current status VISIBLE not open yet HIDE Evaluation Thursday 18 February 2010 start date
70. me table type standard Background Color FOCO6B0 Text Color i 777777 modify Conveners SS Sy A remove new search Intervals A session can happen in different intervals of time If you already have a session which will be like the first interval and you want to add more intervals for that session you can do it from the menu in the top bar of the timetable Add new gt Session gt Add interval to an already existing session However this is optional intervals can be used when the session takes place over more than one period of time For example if you may have a morning interval then a break and then an afternoon interval within the same session Also you may have one day you have a session on a particular subject for a couple of hours and then two days later you may have another session on that subject Main Tab From the Main tab in Session you can modify the general session information and add conveners Contributions Tab From the Contributions tab you can see all the contributions that are part of your session These contributions will only be shown once they have been added see Adding Contributions to Sessions 2 4 Conference Management Area 27 Indico User Guide Release 0 97 Protection Tab From the Protection tab in Session you can set the access rights for modification access and domain control in the same way as you can for the conference see Protection Management The only difference
71. ment area for a session from the edition balloon this is the balloon that appears when clicking on the entry by clicking Edit gt Session properties The Test Conference 13 September View event page General settings Timetable Material Room booking Programme o3 40 fest contrib 1 osma aAdsdas Abstracts Contributions View and edit current interval timetable Registration Video Services 06 00 Layout gfgddggdgf 1 1 025 CERN 06 00 O Fvaluation Advanced options 07 00 Protection 08 00 Tools Logs 10 00 This new page will allow to modify everything within that Session You will see different tabs from which you can e Edit the general settings e Manage the list of contributions for that session e Modify the inner timetable for that session e Write some comments that other session coordinators can read Attach files e Set its protection and the coordinators people with rights just to schedule talks 26 Chapter 2 Conferences Indico User Guide Release 0 97 Room booking Administration w My profile Help gt The Test Conference test iference 13 September Created by FERREIRA Jose Ped Session test Go back to Timetable Contributions session timetable Comment Protection Code no code Title test Description Place CERN Room 1 1 0253 Start date Thursday 13 September 2012 05 30 End date Thursday 13 September 2012 07 30 Contribution duration O0Oh20 Ti
72. ments that you would like to appear in the first page of the book of Abstracts This is a PDF file which can be generated from the conference home page see Conference Display containing all the abstracts 2 4 5 Timetable Management You can organise your conference from the Timetable tab in a conference When you start with a timetable it will look like this View event page ee aa Timetable from Thu 21 01 to Mon 25 01 edit Timezone Europe Zuric General settings Timetable Thu 21 01 Fri 22 01 Sat 23 01 Sun 24 01 Mon 25 01 Material Room booking Programme 08 00 Contributions Registration Video Services Layout Evaluation 03 00 Advanced options Lists Protection Tools 10 00 Logs 11 00 You can modify the start and end dates of the timetable and you can start adding sessions breaks and contribu tions to your timetable 22 Chapter 2 Conferences Indico User Guide Release 0 97 Timetable from Thu 13 09 to Mon 17 09 edit Timezone Europe Zurich Sat 15 09 Sun 16 09 Mon 17 09 Add new Create a new session 05 00 IPEE EE AT t interval t dasdasdaads Contribution sl a test a 06 00 ses a poster session E sesa E Farallel session w dasdasdasdads E 07 00 06 00 09 00 10 00 In order to edit the entries in the timetable you just need to click on the entry box and edition balloon will show up Sessions
73. n of this contribution Timetable from Wed l amp r F fo Wed I4 0 Jedit Timezone Rurope saurich wed 1407 __ Contribi Move Edit Delete Duration Oooo 7000 08 00 sessioni Room My Office at CERN Location CERN test CER 09 00 Contrib My Offfee at CERN CERN 10 00 In order to edit the contribution you can click on it and a edition balloon will show up In this balloon you can modify the timing or the whole contribution Session Management See Session Management for Conferences 3 3 Meeting Management Area 59 Indico User Guide Release 0 97 Contribution Management See Contribution Management for Conferences 3 3 3 Protection Management Protection in a meeting is the same as that in a Conference There is Modification Control Domain Control and Access Control When adding to the Access and Modification lists you can also add Groups of users if any have been defined by Administration Modification Control Only the managers listed in the modification control the creator of the meeting and any administrators can access the Management Area of the meeting However you can add a Modification Key which means anyone with this key can modify the meeting without logging in View event page Genera a Modification control Timetable users E Material Room booking Modification key es0000 Video Services Participants Access control Evaluation Current status PUBLIC Advanced op
74. n optional E Institution mandatory m Address optional m City mandatory E Country mandatory E Phone optional E Fax optional Email mandatory m Personal homepage optional m 1 6 Reason for participation m 2 w Sessions m 3 E Accommodation m 4am Social Events m 5 Further information e No statuses defined yet remove sect new sect remove status You can use this option in order to create general statuses you will be able to use afterwards in the list of registrants For instance you can create a status paid in order to check if someone has paid or not The registration form is split in sections Each section is an part in the registration form with many fields in it You can choose which sections of the form you wish to use see the following sections listed below To enable or disable one of these sections click on the image next to that section when it is red it is disabled and when it is green it is enabled Clicking on the section name will let you modify it to allow the registrants to enter the information you need see Registration Area Reason for Participation The Reason for participation form allows you to ask the registrant why hey wants to participate From this form you can modify the question and title of the form View event page Donietentinn fam Coatians RE Poa aai 4n pag KEGISYAUON fOrM ection Reason tor participation General settings Go back to Registration form
75. n the Show All History link Additional information about a particular entry can be viewed by clicking the More Info link 7 3 Core Features and Constraints 7 3 1 Introduction This section describes core capabilities and constraints of the Room Booking Module It may be useful to assess whether it meets your needs Note that the Room Booking Module is NOT supposed to be a general purpose room management or room booking software It was built with conference rooms in mind Its main purpose is to make conference organization easier We see room booking as a part of conference organization but you can book rooms without defining an event 7 3 2 Core Features General e Stand alone and in conference mode 7 3 Core Features and Constraints 89 Indico User Guide Release 0 97 The stand alone mode allows you to book manage bookings and do administration stuff You don t have to create an Indico event the bookings will not be assigned to any Indico event The In conference mode allows you to book rooms for your event You can assign booked rooms to conference lecture meeting session contribution or break e Recurring bookings every day every week every 3rd Wednesday of a month etc e E mail notifications to users and room managers about every important action e Three user roles 1 Indico administrator 2 room manager and 3 ordinary user e
76. one gt lt chalr gt lt user gt lt tithe gt sname first middle last Speaker 1 gt lt organizations gt zemail lt user gt lt chair gt lt material gt lt ID 0 lt ID gt lt tithe text titlhe gt lt description gt lt types gt lt displayURLehttp pcituds 1indicofmaterialDisplay py maternalld Ueconfld o lt displayURL gt lt files gt lt file gt lt name hlaretial paper docx lt name gt 76 Chapter 4 Lectures Indico User Guide Release 0 97 4 4 6 Event Style The Event style Evrope Zurich English v ged in a y Logout Test lecture by Mr John Doe Somewhere Company Friday 28 May 2010 from 08 00 to 09 00 Europe Zurich at CERN 1 1 1 My Office at CERN Manage v Description Description of the Lecture goes here Material Document amp Slides 4 4 Lecture Display Area ee ssss sSSSS ae Indico User Guide Release 0 97 78 Chapter 4 Lectures CHAPTER FIVE USERS AND GROUPS 5 1 Users Recognized Users are either Indico locally registered users NICE users or users with CERN light weight ac counts 5 2 Groups Recognized Groups are either Indico locally created groups only Administrators can create such groups NICE groups or e groups We strongly recommend the use of SIMBA lists as groups of users in Indico 79 Indico User Guide Release 0 97 80 Chapter 5 Users and Groups CHAPTER SIX EXPORTING INDICO DATA 6 1 To Personal Sche
77. otection Tools Room booking Programme Sub Contribution Abstracts 1 sub contribution 1 Contributions Registration O O 2 sub contribution 2 F 3 sub contribution 3 Video Services Layout add sub contribution Evaluation e Add remove a sub contribution e Change the order of sub contributions by using the drop down priorities e Access each sub contribution by clicking in its title See Sub contributions From the Access Control tab you can View event page Aarati hatina 1 pag Contribution Contribution 1 General settings Go back to Timetable Timetable Main Material Sub Contribution Protection Tools Material l Room booking Programme x E Modification control Contributions Managers Registration users allowed to modify Add userto list Video Services Layout i Access control Evaluation E l Current status PUBLIC Advanced options make it by itself Lists male ABSOLUTELY PUBLE Protection Users allowed to access Tools Add user to list Logs Domain control Allowed domains f ag remove Select lt add lt Cif no domain is selected no control is applied Submission control Submitters users allowed to remove submit material for this Pon add contribution e List the users that can submit material see Material to the contributions by default nobody can submit material we need to spe
78. our conference once you set it up see Conference Tools 2 4 Conference Management Area The Management Area allows you to control manage setup and modify the different parts of your conference The following sections will show each area of the Conference Management oa Contribution Comtibution General settings Go back to Timetable Timetable Material Main Material Sub Contribution Frotection Tools Room booking Programme Sub Contribution Contributions O sub contribution 1 Layout Evaluation add sub contribution Clicking on the link View event page will take you to the home page of the event 2 4 1 General Settings From the option General Settings in the left menu you can 8 Chapter 2 Conferences Indico User Guide Release 0 97 test conference 11 February cione Lock Detete vieweventnaue Created by lan Rolewicz General settings Timetable General Settings Material Title test conference edit Room bookin oe ee 3 Description Description of the test conference Programme Abstracts Contributions Registration l edit Layout Place Location CERN Evaluation Room My Office ee Address My Office CERN Advanced options e dit Lists Start End Starts 11 02 2010 08 00 Protection date Ends 17 03 2010 18 00 Tools edit Logs Timezone Europe Zurich Additional additional info edit info Support Caption Contact us Email support testconf ch testconfi support cern ch ed
79. p down list which lets the submitter select one answer 4 how many children do you have ay f Radio Radio A group of radio buttons which lets the submitter select one answer 5 Who is the president of the USA O george washington bill clinton al gore Checkbox answers Checkbox This type is suitable for multiple choice questions You can check many 6 Whici transport do you use L foot LIbus LItrain When adding a Textbox Textarea Password you have the screen below 96 Chapter 8 Event Evaluation Indico User Guide Release 0 97 Required C 7 Aen Description jg Default answer Position in form modit question e Required If checked an answer for this question is mandatory e Question Enter your question e Keyword A keyword is the summary of the question in one word e g What is your name gt name It s useful when exporting the statistics into a CSV file Instead of writing the full question we just write the keyword so that it takes less place e Description Enter a description optional e Help Enter a help message optional e Default answer The answer to the question will already be filled in with this given default answer op tional e Position in form The position of the question within the form On the following picture you can see the result of the manipulation 1 what is your name EN something a lite description look on your id card
80. play Area 8 Indico User Guide Release 0 97 Main data Abstract cantent Summary o Primary Authors Title Family name First name Affiliation Email Phone PRETEEN userlb useraiuser com Be new primary author remove selected primary authors Co Authors new co author remove selected co authors Track classification Comments Please note that fields marked with are mandatory subrnit cancel 4400 Chapter 2 Conferences Indico User Guide Release 0 97 You need to fill in the title content and author details If you need to you can add any co authors You can also choose which track you would like your abstract to be included in as well as any comments you would like to add You will receive an email notification after submitting Viewing your abstracts You can view and see the status of any abstracts you have submitted You can also create a PDF of your abstracts By clicking on the abstract name you will see the details of the abstract Overview Scientific Programme Call for Abstracts i Yiew my abstracts i Submit a new abstract Timetable Contribution List Author index My conference Book of abstracts Registration i Registration Form Abstract Display Abstracts Click on the title of an abstract to see its details or if you want to modify or withdraw it ID Title Status _ sCModification date 1 O Abstract 1 SUBMITTED 2009 07 03 11 50
81. r conference has been created the Conference Manager can start setting up the conference from the Management Area e Set up your Access Control to restrict or allow users the rights to access or modify the conference see Access Control Management e Look at customizing the look of your conference when users come to view it see Layout Management e Start adding Tracks to your conference to define areas to help with organisation A Track Manager can be assigned to each track to co ordinate which abstracts to accept into these tracks see Programme Manage ment e Start calling for abstracts Abstracts are proposed contributions to your conference By default when you first create a conference calling for abstracts is disabled You can enable this in Abstracts see Abstracts Management e Start looking at which submitted abstracts you wish to accept into your conference they will then become contributions see Contributions Management e Start setting up a Timetable to organize what will be happening where and when and what contributions materials etc will be included see Timetable Management e If those that will attend your conference need to register give details concerning their needs while at the conference or pay the fees you can set up a registration form see Registration Management e There are options to make offline versions of your conference to clone your conference and to perform other tasks on the whole of y
82. rZurich English Logged in as Doe d Logout EVENT Friday 28 May 2010 08 00 09 00 Europe Zurich hil 4 4 5 Simple XML Style The Simple XML style rere re avout Europef urich English USA cexml version 1 0 gt cicont gt lt D gt o lt ID gt lt category gt Category 1 lt category gt lt modity Link http petuds Vindico canferenceModification py canid o lt modityLink gt lt minutesLink gt True lt minutesLink gt lt materialLink gt True lt materialLink gt lt cloneLink http pcituds11findico contModifTools pyfclone confld 6 lt cloneLink gt lt iCalLink gt http ecituds 1 1indicofcanterenceDisplay pyfical confld o lt iCalLink gt lt announcer gt lt user gt lt tithe his lt title gt lt name first Csvetelina middle last Angeloya s gt lt organization gt CERN lt organization gt lt email gt csvetelina angelova cern cheremail gt lt usernd O0 lt userid gt lt user gt lt announcer gt lt title gt Lecture 1 lt title gt lt description Description to Lecture 1 lt description gt lt participantss gt lt location gt lt name gt aaa lt name gt lt address gt lt room gt locatian gt lt starntDate 2009 07 03705 00 00 lt startDate gt lt endDate gt 2009 07 03709 00 00 lt endDate gt lt creationDate gt 2009 07 03716 01 05 lt creationDate gt lt moditicationDate gt 2009 07 03714 20 49 lt modificationDate gt lt timezone gt Europeffurich lt timez
83. ration form setup Timetable Material Room booking Title Further information Programme Content Content of Fiuther information Contributions Registration General Sections From the button New sect you can create a customizable section for your form Inside the section you can create any number of fields from different kinds text textarea checkbox etc Also this fields will have the option to be billable meaning that they can have a price attached Therefore the form can be used with online payment system Registration form Section Registration Fee Go back to Registration form setup Main Title Registration Fee Description modify E 1w L Both days Multiple options One choice Billable remove 2 Cl dinner Yes No Billable 45 Registrants The Registrants tab will show a list of all the registrants for your conference 34 Chapter 2 Conferences Registrants Filtering criteria Note that you can open the filtering criteria by clicking in the icon which is abowe this line Current registrants 6 410 ARE Indico User Guide Release 0 97 Add New Remove Selected Email Selected Print Badges for Selected Personal Data ME H Name Email O Mr ASD as hugo costelha gmail com O ASDFASDF aasdf asdfs asdfasd aaa O ASDFASDF asdfasf asfasf asdfas aa O DASDSA dasdas pferreir cern ch C Mr FERREIRA Jose Pedro jose pedro ferreira cern ch
84. rea in display You can browse for you logo save it and see it in the preview box Conference logo Preview remove 2 4 9 Conference Tools The conference Tools allow you to carry out certain actions on the whole of the conference 38 Chapter 2 Conferences View event page Clone Event Posters Badges Tablesigns Close Indico User Guide Release 0 97 Delete Material Package General settings Timetable Meee List of existing alarms Room booking Date Europe Zurich Programme There are not alarms yet Contributions Registration Video Services Layout Evaluation Advanced options Lists Protection Tools Ans Deleting a Conference Subject To Action The Delete option will delete the whole conference and there is not an undo tool so far You will be asked to confirm deletion first Clone Event Posters Badges Tablesigns Close Delete Material Package CONFIRMATION Are you sure that you want to DELETE the Mote that if you delete the conference all the items below it will also be deleted Cloning a Conference conference Conference 7 Clone the conference if you would like to make another conference exactly the same You have the option to clone it once at fixed intervals or on certain dates 2 4 Conference Management Area 39 Indico User Guide Release 0 97 clone Even Posters Badges Tablesigns Close Delete Materia
85. recorded 98 Chapter 8 Event Evaluation Indico User Guide Release 0 97 Results In this section we have the statistics There are two panels called Options and Statistics In the first one you can select which submissions you want to see remove some of them and export all the results into a CSV file To import a CSV file into Microsoft Office Excel Data gt Import External Data gt Import Data gt select your CSV file gt Next gt Uncheck Tab and check Comma gt Next gt Finish gt OK In the second you see the collected results of your evaluation shown as graphs or as answer lists depending on the question type Answer lists shown for Textbox Textarea Password 1 what is your name ania peter SOMeONE Graphs shown for Select Radio Checkbox 6 whici transport do you use foot Br pus 8 train o 8 3 2 Display Area For a conference you can access an evaluation via the left menu For a meeting lecture you can access it via the top menu Meeting 1 Friday 03 July 2009 from 08 00 to 18 00 UTC Manage Y Material Evaluation Evaluate this event 8 3 Interface 99 Indico User Guide Release 0 97 100 Chapter 8 Event Evaluation CHAPTER NINE PROTECTION SYSTEM 9 1 Introduction This section aims to describe the protection system used by Indico to grant or restrict access to users 9 2 Basic Concepts 9 2 1 Inheritance Schema You can set up a protect
86. s using the menu options My bookings and My PRE bookings 7 2 8 View your Booking You can view the bookings or pre bookings that you made by going under the My bookings and My PRE bookings sections of the Room Booking side menu By selecting one of the bookings in the list you will get the following 88 Chapter 7 Conference Room Booking Indico User Guide Release 0 97 Liew Rooms Booking Search rooms Name hy Office Room Room kew F Map of rooms Dates 27 05 2010 2605 2010 Liew Book ings When Hours 15 30 17 30 Tyee Daily Book a Room Search bookings Hame DOE John Calendar Booked for E mail jdoem cern ch My bookings Telephone 4 22767 RRNA My PRE bookings By DOE John Date 27 05 2010 14 04 Reason fo reason Status Walid Live P Booking modified by DOE John More Info show All History Created Booking History These days are 2705 2010 Cancel Occurrences booked 96 05 2010 Cancel This page contains all the information about a booking and it allows you to modify clone or cancel the booking If the reservation is done for more than a single day each of the occurences of the booking can be canceled individually In addition this page lets you watch the history of the booking i e all the past actions that were performed on this reservation if you are the creator of the booking Only the most recent entry is partially displayed but you can see the rest of it by clicking o
87. stions and submissions are bound you will also lose your current submissions if you get rid of your questions remove submissions All collected answers will be erased remore questions l All questions will be erased As the submissions are connected to them they will also be removed reinit evaluation SE ae Delete all evaluation informations its questions and its submissions You will have a brand new evaluation 8 3 Interface 95 Indico User Guide Release 0 97 Edit In this section you can add edit remove the questions in your form On the left panel you have six different types of question you can add Text box fabl Textbox A standard field where your submitter can enter some text as answer to the provided question Here is a little example of a question of type Textbox Textarea l Textarea Like Textbox but with more capac ity for text Suitable for long answers like comments feedbacks etc 2 Do you have some feedbacks something bt Password Password Like Textbox but the answer is hidden For example on the picture below it is recommended that the answer is hidden if the submitter is in a public area Otherwise anybody next to him would be able to read the password on the screen Note that the evaluation module doesn t use https as all this information is not supposed to be confidential 3 what is the password given during the event ar ES Select m 72er Select A dro
88. the beginning of the event From address select a from address w Send alarm to o Send alarm to all participants of the event c Define recipients comma separated list of email addresses PT Additional Note C Include a text version of the agenda in the email sawe the alarm send this alarm email now seng me this alarm email as a test cancel 3 4 Meeting Display Area The Meeting Display is the view that users of the meeting will see If the meeting is public they will not need to log in to view the meeting It is also the area in which you can access the modification areas if you have access rights There are various views styles in which the meeting can be displayed the following sections show the different views and displays 3 4 1 Indico Style This is the default view for meetings in Indico If you have modification rights to any parts of the meeting you will be able to access the Management Area by clicking the icon S 64 Chapter 3 Meetings Indico User Guide Release 0 97 Europe Zurich English ogged in a J Logout Test meeting chaired by John Doe Somewhere Company Friday 28 May 2010 from 08 00 to 18 00 Europe Zurich at CERN 1 1 1 My Office at CERN Manage v Description This is 2 test meeting Material Document ta M E Paper A Slides is v an Friday 28 May 2010 08 00 09 00 Session 1 08 00 Contribution 1 20 Sub Contribution 1 15 Material Slides E You
89. ting you are able to choose the default style in which the Lecture will be displayed See Lecture Display Area After you submit this form the Lecture will be created and you will be redirected to its Management Area 4 3 Lecture Management Area The Management Area allows you to control the different parts of your lecture The following sections will show each area of the Lecture Management 4 3 1 General Settings Management From the General settings menu you are able to modify the details of the lecture including title description location dates speakers and default style of the display 69 Indico User Guide Release 0 97 lecture test 76 Created by lan Rolewicz General settings Clone Lock Delete General Settings Material Room booking Title lecture test edit Participants Description Here goes the description of the lecture Evaluation Advanced options Protection Tool edit ani Place Location CERN Logs Room My Office Address My Office CERN Meyrin edit Start End Starts 16 02 2010 08 00 date Ends 16 02 2010 09 00 edit Timezone Europe Zurich Support Caption Lecture Support Email lecture support ch support support ch it support support ch edit Organisers None edit Default Lecture edit style Visibility Everywhere edit Event type lecture edit Keywords Short There is not any short url yet Click Modify to setup display URL Speakers Clicking on the link View e
90. tion Form The contribution s see Contribution Display they have written and the details of the author can be accessed by clicking on the name Author Display The Author Display shows the details of the author e g contact details and the contribution s he has authored Overview Details for Mr Mr AUTHOR 1 Scientific Programme Affiliation Califor Gaps Email authori author com D Address view my abstracts l Telephone i Submit a new abstract pay Timetable Contribution List Author in the following contribution s Author index My conference O Conrtibution 1 Book of abstracts Registration i Registration Forrn 2 5 5 Contribution Area Contribution List in the menu takes you to all the contributions in the Conference From here you can see a list of all or just certain types of contributions that you want to see for example only those contributions in a specific session 46 Chapter 2 Conferences Display options Overview Scientific Programme not specified Mo s1 Call for Abstracts i View my abstracts i Submit a new abstract Timetable Contribution List Author index Contribution List 1 Indico User Guide Release 0 97 show sessions showing 1 20 My conference Book of abstracts Id Date Registration Title Presenter Session Files Conrtibution 1 i Registration Form booklet of selected contributions booklet of all contributions showing 1
91. tions make it PRIVATE by itself make it ABSOLUTELY PuBLic Lists Users allowed to access Protection Tools Access key eoccce Logs Domain control Allowed domains a Cif no domain is selected Select s no control is applied Tools Grant submission rights to all speakers Remove all submission rights Grant modification rights to all session conveners Access Control When the meeting is public anyone can view the meeting including the details timetable material etc When the meeting is private only those in the access list meeting managers and administrators can view the meeting Home Create event v Room booking My profile Help v This event is protected with a modification key Please enter it here E When private you can also add an Access Key which means anyone with this key can access the meeting without logging in Domain Control This is available for public meetings It allows you to specify which domain can access the meeting For instance people from inside the CERN domain can access Material Visibility By default a material will always be visible in the timetable even if it is private the user will be redirected to a login screen or access key prompt when clicking on it You can force the material to be hidden for non authorized people by using the Visibility to unauthorized users section in the material access control page 3 3 4 Tools Tab The meeting Tools allow you to make certain ac
92. tions on the whole of the meeting See following sub sections 60 Chapter 3 Meetings Indico User Guide Release 0 97 View event page Alarms Clone Event Close Delete Material Package General settings Timetable Material CONFIRMATION judul Jie Are you sure that you want to CLOSE the eee eee event Meeting 1 Participants _ Note that if you close the event you will not be able to change its details any more Only the administrator of the system can re open an event Evaluation Yi N Advanced options Lists Protection Tools Logs Deleting a Meeting The Delete meeting option will delete the whole meeting You will be asked to confirm deletion beforehand Clone Event Delete Material Package CONFIRMATION Are you sure that you want to DELETE the conference Meeting 7 Mote that if you delete the conference all the items below it will also be deleted Cloning a Meeting Clone the meeting if you would like to make another meeting exactly the same You have the option to clone it once at fixed intervals or on certain dates 3 3 Meeting Management Area 61 Indico User Guide Release 0 97 clone Even Posters Badges Tablesigns Close Delete Material Package Clone the conference Meeting 1 Choose elements to clone Main information CO Attached materials Access and management privileges Alerts C Tracks O Full timetable O Sessions O Registration O Ev
93. tract can be in one of 10 states Accepted W A AR Rejected A PR Proposed Rejection Withdrawn i q m e Merge Submitted 5 e Under Review UR e Duplicated a D e Proposed Acceptation E PA e Conflict LC As for contributions there is a Filtering criteria panel that you can open by clicking in the little gray arrow You can choose the type of abstracts you want to display and apply it to the list Abstracts An abstract is either submitted by a user or manually added by a Abstract Manager conference organizers Once an abstract is accepted it is automatically changed into a contribution and added to the contributions list in the conference see Contributions Management 20 Chapter 2 Conferences View event page General settings Timetable Material Abstract Abstract 1 Go back to Abstracts list Track judgments Internal comments Indico User Guide Release 0 97 panning Abstract ID 2 en Programme Title Abstract 1 Abstracts Content Contributions Senne Primary authors Registration Co authors Video Services Presenters Contribution Layout type Evaluation Track Advanced options dlassification change track assignment po Protection Tool Status SUBMITTED pools Submitted by ts ANGELOVA Csvetelina CERN change g Logs Submitted on 02 July 2009 14 37 Last modified on 02 July 2009 14 37 Comments Contribution mark as duplicated propos
94. trant Area people can fill in the forms that were chosen and customized from the Registration Management see Registration Management The registrant will need to fill in their personal information and anything else in the form that has been asked for 50 Chapter 2 Conferences Overview Scientific Programme Timetable Contribution List Author index My conference i My session Registration i Registration Form support Indico User Guide Release 0 97 Registration Form Please note that fields marked with are mandatory Personal data Title Ms First Name Surname Institution cern Address City Country Select a country v Fax Email dkdkd cern ch SY Reason for participation Please let us know why you are interested on participate in our event Sessions Select your preferred choice Optional Select your second choice Accommodation Arrival date select a date Departure date selectadate Select your accommodation O CERN Hostel None selected None selected O1 prefer to book a room in a Geneva hotel O1 will arrange my own accommodation Social Events Select the social events you would like to attend and how many places you will need Further information Content of Fiuther information Once your registration has been submitted you will be shown a screen to confirm your registration 2 5 Con
95. tyle Europe Zurich English v Logged in as Doe J Logout S Filter More w ORGANISATION EUROP ENNE POUR LA RECHERCHE NUCL AIRE CERN EUROPEAN ORGANIZATION FOR NUCLEAR RESEARCH Test meeting E CERN 1 1 1 My Office at CERN Friday 28 May 2010 08 00 Description This is a test meeting Friday 28 May 2010 Documents l Contribution 1 EA a Sub Contribution 1 v Slides 3 4 5 Compact Style The Compact style a Dilie veo English w Login Meeting 1 Friday 19 February 2010 from 08 00 to 18 00 D i Sessions Talks Breaks Friday 19 February 2010 08 00 Contribution 1 08 20 08 20 Contribution 2 66 Chapter 3 Meetings Indico User Guide Release 0 97 3 4 6 Parellel Style The Parellel style A S Filter More w UTC English v Login Fri 19 02 08 00 Contribution 1 08 00 08 20 09 00 a 10 00 3 4 Meeting Display Area 67 Indico User Guide Release 0 97 68 Chapter 3 Meetings CHAPTER FOUR LECTURES 4 1 Lecture A Lecture is the simplest form of event within Indico A Lecture allows you to add material give details about the lecture and set the access control You also have Tools in which you can remove clone and set alarms 4 2 Creating a Lecture If you have the correct access rights within a Category you can create a new lecture using the Create event gt Lecture from the blue top bar You will be presented with a form similar to that for a Mee
96. vent page will take you to the home page of your event Material new search You can add material to the lecture by using the Material menu and the link Add Material You can then enter the name and description of the material 70 Chapter 4 Lectures View event page TORO General settings Material Room booking VIdEO Services Participants Evaluation Advanced options POR ee Frotection oals Logs Indico User Guide Release 0 97 Existing material Add Material 5 tet x GG Maretial paperdocx 3 DA The material can be files or links You also protect the material to control who has access to view the material 4 3 2 Protection Management Protection Management in a lecture is the same as that in a Meeting There is Modification Control Domain Control and Access Control When adding to the Access and Modification lists you can also add Groups of users if any have been defined by Administration Modification Control Only the managers listed in the modification control the creator of the lecture and any administrators can access the Management Area of the lecture However you can add a Modification Key which means anyone with this key can modify the lecture without logging in View event page E Modification control Material Renguprs users allowed to modify waea Room booking Video Services Modification key eseese Participants Evaluation Access control Advanced options Current
97. ws you to see any contributions or breaks within each session 54 Chapter 2 Conferences Indico User Guide Release 0 97 4 Parallel session B1 Trigger 1 Place Naxos GREECE Dates Tuesday 16 September 2008 09 45 Conveners Petrolo Emilio Contribution List Time Table an Tuesday 16 September 2008 10 00 11 00 12 00 If you are a Session Co ordinator or a Session Manager you will have the modification icon in the top right hand corner as above This will take you to the appropriate Modification area for that session You may also make a PDF of the session 2 5 Conference Display Area 55 Indico User Guide Release 0 97 56 Chapter 2 Conferences CHAPTER THREE MEETINGS 3 1 Meeting A Meeting is not as in depth as a Conference and is made for smaller events Within a Meeting you can find two main modules e Participants you can add all the participants for the Meeting or you can open the participation so users can apply for it e Timetable in which you can directly add Sessions Contributions and Breaks As well as for conferences you can set the Access Control for the meeting and you have Tools in which you can remove clone and set alarms 3 2 Creating a Meeting If you have the correct access rights within a Category you can create a new meeting using the blue top bar Create event option You will be presented with a form similar to that for a Conference you are able to choose the d

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