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Indico User Guide

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1. Contributions MEN E E A 08 00 View and edit this block timetable 2 bb Paper Reviewing Chat Rooms 09 00 Video Services Evaluation aaa Advanced options e E A CR SPACE AMC APCE PES FER rE A rE er On 10 00 CERN 09 20 fe 10 20 Lists Protection 11 00 Tools Layout Logs 12 00 CERN 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 Modify the inner timetable for that session Write some comments that other session coordinators can read Attach files e Set its protection and the coordinators people with rights to schedule talks Event actions Conference 1 19 July 25 July Created by Anamaria Costache Clone Lock General settings Session A Timetable Go back to Timetable Material Programme Contributions Session timetable Files Protection Registration Call for Abstracts Code no code Contributions Tite A T Description PaE ol Default place CERN Chat Rooms Default contribution duration 00h20 Video Services Time table type standard Pirkei Background Color E DFE555 Text Color E 202020 Advanced options Protection To edit a session click on its entry in the timetable and an edition balloon will show up From this you can add a
2. Main Contributions Session timetable Comment Files Protection eh Importing contributions to a session Contribution with ids All contributions from track none v Selected contributions from the following list jF 0 contribution E 1 contribution 2 2 4 Conference Management Area Indico User Guide Release 0 98 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 K Move Edit Delete Contribution 1 Timetable from Wed 20 07 to Wed 20 07 edit f Duration 08 00 08 20 Room Location CERN Fa 08 00 0 Contribution 1 CERN 09 00 10 00 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 booked room is green it means it 1s 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 24 Chapter 2 Conferences Indico User Guide Release 0 98 Add contrib
3. Children 4 X 4 How many children do you have President BR 5 Who is the president of the USA George W Bush Bill Clinton Barack Obama Transport 6 le T X 6 Which transport will you be using Walking Bike Public transport Car 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 recorded 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 anna peter SOMeONe Graphs shown for Select Radio Checkbox 460 2 Chapter 8 Event Evaluation Indico User Guide Release 0 98 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
4. 3 What is the conference password Ee Select ZE selec Select A drop down list which lets the submitter select one answer Children el A X 4 How many children do you have f Radio Radio A group of radio buttons which lets the submitter select one answer President AX 5 Who is the president of the USA George W Bush Bill Clinton Barack Obama Checkbox than one answer Transport A X Checkbox This type is suitable for multiple choice questions You can check more 6 Which transport will you be using Walking Bike Public transport Car When adding a Textbox Textarea Password you have the screen below Required E Question What is your name Keyword Name 3 Description Description Help Type your name Default answer Position in form 7 modify question cancel e Required If checked an answer for this question is mandatory e Question Enter your question W400 2 Chapter8 Event Evaluation Indico User Guide Release 0 98 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 qu
5. Session 1 last modified 20 July 2011 09 57 Sssisis Main Resource Get only main resources from each material Get material get only files added since dd mm yyyy 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 108 Chapter 3 Meetings Indico User Guide Release 0 98 Alarms Clone Event Posters Lock Delete Material Package Create a new alarm email When to send the alarm At this date 20 July 2011 00H Europe Zurich Day before the beginning of the event D 1 v Hours before the beginning of the Tr s event From address select a from address v Send alarm to A Send alarm to all participants of the event A Define recipients comma separated list of email addresses Additional Note E Include a text version of the agenda in the email send this alarm email now send me this alarm email as a test Posters You have the possibility of creating posters for your meetings You can create your own or create one from a template Clone Event oster Material Package Poster Printing Create poster Based on AB seminar global Create Poster From Template PDF Options Minimal horizontal margin cm 0 Minimal vertical margin cm 0 Page size Ad Local poster templates templates attached to this specific
6. e Social Events The Social Events form allows you to add remove any social events for which registrants can sign up When you add an event you need to add the title of this event Registration form Section Social Events Go back to Registration form setup Title Social Events Description Introduction Select the social events you would like to attend and how many places you will need sentence Selection type Multiple choice modify Social event entries e Further Information The Further Information form gives you the opportunity to add any additional infor mation for the registrants Registration form Section Further information Go back to Registration form setup rc 7 Title Further information Content e 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 of different kinds text textarea checkbox etc Also these fields will have the option to be billable meaning that they can have a price attached Therefore the form can be used with an online payment system Registration form Section Registration Fee Go back to Registration form setup Main Title Registration Fee Description General Fields 1 l Both days Multiple options One choice 2 JLunch Yes No Billable 50 add The last part of this tab is Custom statuses This is the status of the registrant you can add or delete s
7. Alarms Clone Event Posters Lock Delete Material Package Create a new alarm email When to send the alarm At this date 20 July 2011 OOH Europe Zurich Day before the beginning of the event D 1 v Hours before the beginning of the H 1 event From address select a from address T Send alarm to m Send alarm to all participants of the event Define recipients comma separated list of email addresses Additional Note E include a text version of the agenda in the email save the alarm send this alarm email now send me this alarm email as a test cancel 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 120 Chapter 4 Lectures Indico User Guide Release 0 98 Clone Event Posters Lock Delete Material Package Clone the event Lecture 1 Step 1 What to clone Choose elements to clone Main information C Attached materials W Access and management privileges W Alerts C Participants send email to the participants of the created event C Evaluation Step 2 When to clone 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 28 07 2011 Clone the event with a fixed interval every 1 week s v starti
8. 4 Evaluation Advanced options 4 2 E Track 3 This track is about computing Lists Protection remove selected add track Tools Layout Logs Tracks are parts of the conference to which abstracts and contributions can belong For more on tracks see indico_glossary section about tracks 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 long titles These codes will be used in listings for contributions and abstracts Modify the Title and the Description of the track Conference 1 19 July Crested by Anamaria Costache Clone Lock Switch to event page Event actions General settings Track Track 1 Timetable Go back to Track list Material Programme Bist Coordination control Abstracts Contributions Registration Call for Abstracts Code Contributions Title Track 1 Description This track is about nuclear physics Paper Reviewing Chat Rooms Video Services e Coordination Control Assign Track Manager s who can propose what is accepted into their Track Track Managers do not have modification access to the rest of the conference they only have access to the modi fication of their Track see track_coordinators_guide Event actions Conference 1 19 July Tested by Anamaria Costacne Clone Lock Switch to event page General settings Track Trac
9. Apply filters Clicking on this link will open a box with many filters Enabling or disabling any of them will have an impact on the abstracts shown in the list below For example you can choose to display only the abstracts belonging to a particular track or session Columns to display Clicking on this link will open a box with the columns to display for each abstract Add New Submit a new abstract When you click on this a window will open 44 Chapter 2 Conferences Indico User Guide Release 0 98 Preview List of Abstracts Book of Abstracts Setup I Reviewing Setup Abstract Title E Abstract content ts Summary th Presentation type _not specified Y Attached files Attach a file Primary Authors Add primary author Co Authors Add co author Comments th submit cancel You will need to fill in the form and click on submit e Accept If you have the correct rights you can accept abstracts if not you can only propose to accept Tick the corresponding box and then click on Accept A new page will appear where you can choose the destination track session the type of contribution and if you wish to send an email notification or not Once you have chosen all the options click on accept 2 4 Conference Management Area 45 Indico User Guide Release 0 98 Accepting 1 abstracts Click here to see the list of the abstracts you are accepting Comments Dest
10. To create a new session click on Add new and Session at the top right of the timetable When doing so you have the option to create a new session or add a block to an already existing session if there is already at least one session in your timetable e Create a new session You will need to give it a title choose the duration and a date and time You can then complete the following criteria optional you can add a description change the location add conveners etc 2 4 Conference Management Area 15 Indico User Guide Release 0 98 Add Session Title Description Date 25 07 2011 Time 1100 1200 Place i Location Room DESS S Inherit from parent CERN Address color RISES Convener s Session type e Add another block to You can choose to add another block to an already existing session You will first need to choose to what session you want to add a block You can then choose the time date location add a convener etc This means the same session will be happening in different time intervals For example you can have a morning interval then a break then an afternoon interval within the same session Another example is having a session on a particular subject one day and on another subject a few days later 16 Chapter 2 Conferences Indico User Guide Release 0 98 Add session block Date 25 07 2011 Time 11 00 1200 Place p Location Room Po Inherit from parent CERN Ad
11. none Protection change Tools Session Layout gt cha Logs noe Primary authors remove to co author new search Co authors remove meas new search Presenters remove z add mn Report numbers select a system w add withdraw 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 52 Chapter 2 Conferences Indico User Guide Release 0 98 e Add change authors and co authors e Add change the presenters of the contribution e Withdraw the contribution from the Conference From the Material tab you can access the material of the contribution and add or remove documents see Material Contribution Contribution 1 Go back to Contributions list Main Material Sub Contribution Protection Tools Upload Material Bxashing Matt asic Advances Add Material i Location s Local file External resource hyperlink Choose File No file chosen more iM Convert to PDF Material Slides or other type This will be the first resource of type Slides Please select who will be able to access this material type Inherit from parent Contribution currently open to everyone but can change gt Restricted Can only be viewed by you and users groups chosen by you from the list of use
12. 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 it is possible to book rooms without associating the booking to an event 7 3 2 Core Features General General features are e Stand alone and in conference mode 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 conferences lectures meetings sessions contributions or breaks 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 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 Options available to regular users e Book a room e Manage own bookings track modify cancel e Search for rooms e Search for bookings including archival e View existing room blockings 138 Chapter 7 Conference Room Booking Indico User Guide Release 0 98 Room Manager In
13. Looking forward to meeting you at Meeting 2 Your Indico on behalf of Event manager When they will open the link the following window will appear 102 Chapter 3 Meetings Indico User Guide Release 0 98 Meeting 2 30 July 2011 CERN Europe Zurich timezone CONFIRMATION Please indicate whether you want to accept or reject the invitation to the Meeting 2 They will then need to click on Accept or Reject Pending list As explained in Setup you can setup the approval to be made by the event managers Users will be able to apply from the event page by clicking on Apply here v nalish v ge ee ostache v Meeting 2 Saturday 30 July 2011 from 08 00 to 18 00 Europe Zurich n CDA at CERN Manage v Participants Anamaria Costache Registration Want to participate Apply here A window will appear Apply for participation Title Last Name Costache First Name Anamaria Email anamaria costache cem ch Address Affiliation Telephone 41227677159 Fax care To apply you will need to click on Ok If the manager chooses to approve the requests for participation he will see the tab Pending highlighted 3 3 Meeting Management Area 103 Indico User Guide Release 0 98 Setup Participants Statistics Pending Participation setup When a participant is added an email notification will be sent to him LI The list of participants is displayed on the event page LI Users
14. 10 Chapter 1 Categories CHAPTER TWO CONFERENCES 2 1 Conference A conference is the most complex form of 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 customizable e the programme definition with themes topics tracks e aregistration form with e payment capabilities e possibility to print badges from the list of participants Indico initializes badges for each of them e acall for abstracts to be submitted an abstract review process a timetable with many sessions and presentations slides and papers submission by authors e an evaluation form in order to get feedback after the conference e notification emails to participants e paper reviewing 2 2 Creating a Conference In order to create a conference you just need to click on Create event and Create conference in the 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 to inheriting public or private see Access Control Policy Once this is done your conference will be created and you will be redirected to its Management Area If you want to see the Home page of your conference click on the button Switch to event page on the top right of the page The creator o
15. Clone 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 on the Show All History link Additional information about a particular entry can be viewed by clicking the More Info link 7 2 9 Blocking a Room As aroom manager you may create room blockings which prevent regular users from booking certain rooms This feature can be used for special events during which only a few people should be allowed to create bookings for some rooms To create such a blocking go to Block rooms in the Room Booking side menu and follow these steps e Choose the period during which the rooms should be blocked by clicking the start and end date on the calendars e Enter a reason for the blocking it will be displayed to users trying to book one of the blocked rooms e Add some rooms to the Rooms list Those will be affected by the blocking e Unless you want to be the only one to be able to book the blocked rooms you can add other users or groupe to the Allowed users groups list e Submit the
16. Current status RESTRICTED Users allowed to create conferences Add user to list Notify event creation by email to fy a email addresses separated by semi colons save See Protection System in order to know more about Protection in Indico 1 4 4 Detail Modification amp Sub Category Event Organisation The details of a Category can be modified and sub categories can be organised from the option General settings in the management area Details can be modified by clicking on modify inside the main menu 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 Wo Category name E 1 Sub category1 E 2 Sub category2 add subcateg sort alphabetically 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 confirmation of the deletion 1 4 5 Deleting a Category To delete the current category you can go to the Tools menu in the Management Area and select Delete this category There is no undo tool so far but you will be asked to confirm the deletion first 1 4 Category Management Area 9 Indico User Guide Release 0 98
17. PDF Options Page size Ad Font size normal Begin page numbers with number 7 Once you have chosen all your options click on get pdf e Full screen Click on this to get a full screen view of the timetable To exit simply click on Go back on the top right of the page e Detailed view Clicking on this will show what happens inside the sessions as opposed to just the sessions For example if a session has an inner timetable clicking on Detailed view will display it In this conference this is the normal view 09 00 01 Early 04 Hadronic 02 The 08 Heavy Ion 05 Heavy Structure Standard Collisions and Quarks Parton Model and Soft Physics at Properties Distributions Electroweak Hadron experiment 10 00 soft OCD Symmetry Colliders and theory Maillot Spectroscopy Breaking 10 30 11 00 And this is the detailed view 94 Chapter 2 Conferences Indico User Guide Release 0 98 03 00 Optimisation O W Z 5 Extraction gt Quarkonium of LHC beam production of Compton production conditions at HERA Form Factor at the Tevatr Jet medium nis ned D On i aime interactions PE ee chiral odd cesar EE in heavy ion collisions an Coneralized production at collisions the LHC Salle 253 Salle 242 W and Z The 5G Prompt boson nucleon s J psi and b production a transversity gt J psi X pr Jets and B Deeply B 5 Jet like virtual Correlations Measurement Exclusive Re piper peat
18. The link will be invisible by default only people who can access the material will be able to see it seale Resource Protection e Allowed users and groups When you set the material to be private enter there the users or groups that are allowed to consult it e Visibility Set the visibility of the material see Category overview e Access Key You can choose to protect the material with an access key This means anyone who has the access key has access to the material Advanced e Description You can enter a description of the material e Display Name You can choose a display name for the material you upload This name will be showed instead of the file name 2 4 8 Paper reviewing When you click on this option and if you haven t chosen the type of reviewing yet you will see this Conference 1 26 July 29 July Event actions Created by Anamaria Costache Switch to event page General settings Timetable ae Competences Assign papers Material Programme p Step 1 Choose type of paper reviewing Registration haia aa ee Oe e ee s Call for Abstracts Type of reviewing 7 eee No reviewing edit Paper Reviewing You will therefore need to choose a type of reviewing process There are four options e No reviewing This means the conference will have no reviewing process 2 4 Conference Management Area 57 Indico User Guide Release 0 98 e Content reviewing This means only the content of
19. The options are broken into two tabs e Template settings Including dimensions name e Element settings When an element is selected this pane is auto enabled and permits you to modify font styles and sizes and if the element is a fixed text item you can edit its value here For the latter double clicking the element directly will prompt you to change its value Badges Tablesigns From the list of participants Indico automatically generates printable badges for each of them You can customize them in this tab and then print them 2 4 Conference Management Area 69 Indico User Guide Release 0 98 As for posters you have the option to create a new template or to upload an already existing one Lock You can lock the event If you do so you will not be able to change its details anymore Only the creator of the event or an administrator of the system category can lock unlock an event You will be asked to confirm Alarms Clone Event Posters Badges Tablesigns Lock Delete Material Package CONFIRMATION REQUIRED Are you sure that you want to lock the event Real World Applications of Nanotechnology Note that if you lock the event you will not be able to change its details any more Only the creator of the event or an administrator of the system category can unlock an event Yes No Delete Delete the conference There is no undo tool so far but you will be asked to confirm deletion Alarms Clone Event Posters Bad
20. Where you set the basic details such as evaluation start end date max number of submissions etc You enable and disable the form by clicking on Show Hide You also have special actions such as export or import the evaluation etc e Edit This is where you create the evaluation form You can add a textbox textarea password select radio or checkbox question e Preview This shows you a preview of your evaluation form Feel free to try it any form submitted from here will not be taken into account e Results Results of the evaluation For more on the evaluation process go to Event Evaluation 4 3 7 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 118 Chapter 4 Lectures Indico User Guide Release 0 98 Europe Zurich v J Gonzalez Lopez v integrated Digital NDIO Fd Home Create event v Room booking Administration v My profile Help v Home zzzz Lecture 1 L ct 1 Event actions ecture 26 Feb C
21. categ categ categ categ As you can see in the previous image it allows you to see all the events happening in one specific day You can then view the other days by clicking on the arrows on top or by choosing the day on the calendar on the left Underneath the calendar you can also choose the display options You can choose to display the events over a day a week or a month You can also choose the detail level agenda will show you all the events occuring over that period of time sessions will only display the sessions and contributions will only display the contributions Home calendar overview Go back to category page Options Number of months 3 Starting month 7 Number of columns 3 apply July 2011 August 2011 September 2011 Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Lil 4 ee Be E ees a AEE E vy 2011 E TA a e S 0 nB 14 Gs a B 9 o a AT 52 FS EE 5 16 T BETERA 24 12 13 14 15 16 17 18 te 49 20 21 22 23 28 22 23 72A 25 2r 2 r ME eraa A 25 Color legend Home Multiple 2 20 27 28 29 a0 31 ee AS EE TE MPE Technical Meeting TE MPE Technical Meeting Neutrino Factory Near Detector Workshop OSCT Security operations meeting phone Top like BSM 26 27 28 29 30 Calendar overview webpage Another option for View is the calendar view It gives you an overview of all the events over several months You can access it by clicking on View gt
22. new block to the session which you can also do by clicking on Add new gt session gt Add another block to You can delete the session but please note that if you do so it will not remain anywhere else unlike contributions You will however be asked to confirm deletion first From the edition balloon still you can change the color of 2 4 Conference Management Area 21 Indico User Guide Release 0 98 the entry in the timetable or change the duration and location of the session by clicking on the pencil to the right of Duration Room Location By clicking on Edit in the edition balloon you have three options that appear e Block timetable You can edit the timetable of this block i e you can add contributions and breaks inside the session itself e Block properties You can edit all the information given when you created the session You will be presented with exactly the same form e Session properties You will be presented with six tabs main contributions session timetable comment files protection and tools All these tabs are explained below Main Tab From the Main tab in Session you can modify the general session information You can modify the code title description default place default duration and layout in the timetable of the session You can also add remove any conveners In this tab all the default values will be used as default values when creating a new block for the session This default values are t
23. 3 Category overview In the display page of the categories the option View gt Today s events allows you to see the category s event overview Events that belong to the category and its subcategories from the specified period will be displayed It is possible to exclude some categories from the event overview and hence control the visibility of the events belonging to the category in General settings See General Settings Categories have three event visibility levels e Everywhere events are shown in the event overview webpage for this category and the parent categories e Category name events are shown only in the overview webpage for current category e Nowhere events are not shown in any overview webpage 4 Chapter 1 Categories Indico User Guide Release 0 98 Home events overview July 2011 lt Today gt gt Mon Tue Wed Thu Fri Sat Sun 1 2 4567 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 2 27 28 29 30 31 Select date Display options Period day Detail level agenda v Legend Florida Internationa Schools Seminars an NA49 ALICE Meetings CMS meetings lt lt lt Friday 22 July 2011 gt gt gt Go back to category page 08 00 HEP 2011 The 2011 Europhysics Conference on High Energy Physics 21 27 July 2011 GRENOBLE RH NE ALPES CERN 08 00 IJCAI 2011 o CERN 08 00 TE MPE Technical Meeting o CERN 08 00 International Vacuum Nanoele
24. Anamaria Timetable Contribution 2011 07 26 16 32 51 Deleted session COSTACHE Anamaria imetable Session 2011 07 26 16 32 49 Unscheduled contribution contribution 2 COSTACHE Anamaria imetable Contribution 2011 07 26 16 32 41 Unscheduled contribution aaa COSTACHE Anamaria Timetable Contribution 2011 2011 2011 07 26 16 32 39 07 26 16 32 37 07 26 16 32 35 Deleted session Deleted session Deleted session COSTACHE Anamari COSTACHE Anamaria la lal Timetab imetab imetab le Session le Session le Session COSTACHE Anamaria 2011 07 20 09 15 28 Create new session dfew 2011 07 19 17 20 02 Create new session bb COSTACHE Anamaria imetable Session 2011 07 19 17 19 45 Create new session b COSTACHE Anamaria Timetable Session 2011 07 19 17 19 06 Create new session A COSTACHE Anamaria Timetable Session 2011 07 19 17 17 33 Unscheduled contribution contribution COSTACHE Anamaria imetable Contribution 2011 07 19 16 47 42 Create new subcontribution Sub contribution 3 COSTACHE Anamaria Timetable SubContribution 2011 07 19 16 33 56 Create new subcontribution Sub contribution 2 COSTACHE Anamaria Timetable SubContribution T T T COSTACHE Anamaria Timetable Session COSTACHE Anamaria T T 2011 07 19 16 33 50 Create new subcontribution Sub contribution 1 COSTACHE Anamaria Timetable SubContribution 2 5 Conference Display Area The Conf
25. Calendar You can see all the events happening in one specific day by pointing with your mouse on the day you wish to view see image above On the left menu you can choose the number of months you wish to view up to 12 the starting month and the number of colums displayed You can also change to color legend 1 4 Category Management Area 1 4 1 General settings In the Category Management Area the first option in the menu is General settings 1 4 Category Management Area Indico User Guide Release 0 98 You can modify the details of the category e Name e Description e Timezone e Icon e Default style layout for meetings created within this category see Meetings Default style layout for lectures created within this category see Lectures e Event visibility for this category See Category overview and you can modify its content e Add a new sub category e Re allocate move to another category some events or categories e Remove the inner events or categories Category Category 1 View category General Settings General settings Name Description Default Timezone Files Protection Icon Tools Default lectures style Default meetings style Events visibility Contents 1 4 2 Files Category 1 Europe Zurich None Lecture Indico style Everywhere add subcateg re allocate remove MWI Start date End date Conference title E 2011 07 19 2011 07 19 Lecture 1 20
26. Category Management Area 7 Indico User Guide Release 0 98 Europe Zurich v J Gonzalez Lopez v INDICO integrated Digital Conference F Home Create event v Room booking Administration v My profile Help v Home zzzz Category zzzz View category Modification control General settings Files Managers users allowed to modify Add manager Protection Tools Access control Current status Your category is currently PUBLIC f its parent category Mome Modify status Make it RESTRICTED viewable only by the users you choose regardless of the access protection of the parent category Home Make it INHERITING the access protection from its parent category Home PUBLIC for the moment Domain control Accessible from everywhere To restrict access to this event only to certain IP addresses choose at least one of the networks below CERN _ LNF test myname Conference creation control Current status RESTRICTED openit Users allowed to create conferences Add user Notify event creation by email to email addresses separated by semi colons save Modification Control Category Managers can be added to 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 its category without being listed Access Control A cat
27. Event actions Created by Anamaria Costache Clone Lock Switch to event page General settings Timetable Timetable from Tue 19 07 to Mon 25 07 edit Timezone Europe Zurich Material f ili Thu 24 07 Fri 22 07 Tue 19 07 Wed 20 07 Sat 23 07 Sun 24 07 Mon 25 07 Programme Registration Call for Abstracts Contributions 08 00 Paper Reviewing Chat Rooms Video Services Evaluation 09 00 Advanced options Lists Protection Tools Layout 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 Timetable from Tue 19 07 to Mon 25 07 edit Timezone Europe Zurich j f Tue 19 07 Wed 20 07 Thu 21 07 Fri 22 07 Sat 23 07 Sun 24 07 Mon 25 07 a Add new v Reschedule Create a new session 08 00 Add another block to Contribution ia Break E 09 00 10 00 CERN 09 20 10 20 11 00 CERN 12 00 CERN 08 00 12 20 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 A session is essentially a time interval within which you organise many presentations of your conference You can create sessions based 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
28. July 2011 CERN Europe Zurich timezone Overview Scientific Programme This is an announcement Call for Abstracts i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference i My contributions Paper Reviewing i Upload paper i Download Template Book of abstracts Registration i Registration Form conferencel e Add spacer You can add a spacer between two options in the even page menu You first need to choose where to place it while creating it you need to click on the arrows move up down the spacer It will appear on the left menu with all the options circled in red below 2 4 Conference Management Area 77 Indico User Guide Release 0 98 Once you have created the spacer the result will look as following in the event page 78 Menu Display S Overview S Scientific Programme S Manage my track S Call for Abstracts 3 View my abstracts 3 Submit a new abstract S Timetable S Contribution List S Author index S Speaker index disabled S My conference S My tracks S My sessions S My contributions S Paper Reviewing S Manage Paper Reviewing Assign papers Referee Area Content Reviewer Area Layout Reviewer Area noo 0 0 Upload paper S Download Template S Book of abstracts S Registration S Modify my registration S Registration Form S List of registrants disabled S Evaluation Evaluation Form S Modify my eva
29. Once logged in you can fill in the form to submit your abstract 82 Chapter 2 Conferences Indico User Guide Release 0 98 Abstract Title FE o o A a Presentation type _not specified Attached files Attach a file Primary Authors Add primary author Mr CASTILLA Alexis CERN La x Co Authors Add co author Track classification Internet Business Intelligent I Data Mining Comments 0 Conference Display Area 83 ve submit cancel Indico User Guide Release 0 98 You need to fill in the title content and the mandatory fields specified Gf any You have to add select at least one primary author If you need to you can add any co authors It is possible to move authors and co authors by doing drag and drop Sometimes will be possible to attach files to the abstract if the option has been set by the manager 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 Export to PDF Conference webpage Indico new abstract UI Overview id 558 Status Submitted Last modified 18 Apr 2012 16 42 Scientific Programme Call for Abstracts
30. Please let us know why you are interested to participate in our event modify e 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 Registration form Section Sessions Go back to Registration form setup Title Sessions Description Type of sessions 2 choices session billing not possible form how many sessions the registrant can choose modify Sessions remove None selected add You can change the price and billable flag of a session in the session properties e Accommodation The Accommodation form lets you add or remove the different types of accommodation available to your registrants You can also add a maximum number of places price etc 2 4 Conference Management Area 35 Indico User Guide Release 0 98 Registration form Section Accommodation Go back to Registration form setup Title Accommodation Description Proposed Arrival 16 July 2011 gt 16 July 2011 dates Proposed 19 July 2011 gt 21 July 2011 Departure dates modify Accommodation types F CERN Hostel unlimited places E prefer to book a room in a Geneva hotel f unlimited places will arrange my own accommodation unlimited places
31. Slides 3 4 4 Compact Style The Compact style a Dilie veep 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 You can pass extra parameters to this compact style in order to choose the amount of days to display in one row and the start and end date The parameters are e daysPerRow number of days that you want to show per row as a table row e firstDay first day to be shown must have the format 1 January 2010 Indico User Guide Release 0 98 e lastDay last day to be shown must have the format 3 January 2010 Let s suppose you have a 2 weeks meeting http indico cern ch conferenceDisplay py confld XX XX amp view nicecompact where XXXX is the ID of your meeting and you want to display in the 1st row the Ist week and just underneath the second week you can do it adding the extra paramenter daysPerRow as follows http indico cern ch conferenceDisplay py confld XX XX amp view nicecompact amp daysPerRow 7 where XXXX is the ID of your meeting 3 4 5 Parellel Style The Parellel style a Filter More w UTC English v Login Fri 19 02 08 00 Contribution 1 08 00 08 20 09 00 OOO O 10 00 3 4 Meeting Display Area 113 Indico User Guide Release 0 98 4 1 CHAPTER FOUR LECTURES Lecture A Lecture is the simplest form of event within Indico The following modules c
32. addition to what a user has access to a room manager can e Accept and reject PRE bookings for his room s e Reject bookings for his room s e Block rooms from being booked with confirmation from the room owner e Accept blocking requests for his room s Indico Administrator In addition to what a room manager has access to an Indico Administrator can 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 7 4 Dictionary Room meeting or conference room Please note that the software is not suitable for managing other rooms like offices corridors etc Location physical location of rooms Room custom attributes and possible equipment are defined on a location basis Example rooms
33. at 15 00 i Download Template lt a Analysing ATLAS user behaviour for improved a mass storage performance Type poster Session Postersession Track Grid Middleware and Networking Technologies Support More Presented by Mr Mario LASSNIG on 26 Mar 2009 at 08 00 You can access the display of each contribution by clicking on its name You can also create a PDF of either displayed contributions or all of them Contribution Display In the Contribution Display you can see all the details of the contribution including the description the primary and co authors the session if any it is included the track the contribution type 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 links in the top right hand corner 2 5 Conference Display Area o 87 Indico User Guide Release 0 98 Edit PDF XML iCal Indico Central Events Organisation Ergonomics and Collaboration Tools Integration Presented by Mr Jose Benito GONZALEZ LOPEZ on 24 Mar 2009 14 00 14 20 Type oral Session Collaborative Tools m Track Collaborative Tools Content While the remote collaboration services at CERN slowly aggregate around the Indico event management software its new version which is the result of a careful maturation process includes improvements which will
34. 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 Europe Zurich v J Gonzalez Lopez v integrated Digital NDIO s 2 Home Create event w Room booking Administration w My profile Help w Home zzzz Meeting 1 Meeting 1 26 Feb TEREPEN Created by Jose Benito GONZALEZ LOPEZ jose benito gonzalez cern ch Clone Lock _ Switch to event page General settings Timetable Modification control Material Managers users allowed to modify Add manager Room booking Modification key change Note It is more secure to use the manager list instead of a modification key Video Services Participants Evaluation ESEA Access control Advanced options Current status Your event is currently INHERITING from a PUBLIC category This means that it has the same access protection as its parent category l Lists zzzz Which is currently PUBLIC but this may change Protection f Tool Modify status Make it puguc viewable by all the users regardless of the access protection of the parent category zzzz ools L Make it RESTRICTED viewable only by the users you choose regardless of the access protection of the parent category zzzz ogs er Domain control Accessible from everywhere To restrict access to this event only to certain IP a
35. event can create a survey modify it 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 141 Indico User Guide Release 0 98 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 running HIDE Evaluation start date Tuesday 19 July 2011 Evaluation end date Tuesday 26 July 2011 Title
36. header text colour option Color customization Conference header text color ly color Conference header background ply color color L e Logo customization If you want to add your own logo to the conference display you can add it from the logo area in display In the Layout customozation tab you can browse for your logo save it and see it in the preview box Conference logo Ypload a logo Browse J Upload logo Preview remove Conference header This tab has two main parts e Announcement You can enable and disable this option by clicking on the buttons Enable Disable Below this you can type your announcement This announcement will appear below the title and date of the conference in the event page as you can see below 72 Chapter 2 Conferences Indico User Guide Release 0 98 Europe Zurich v English v Logged in as Costache A Login as Logout Conference 1 25 July 2011 CERN Europe Zurich timezone Overview Dates 25 July 2011 08 00 18 00 Scientific Programme Timezone Europe Zurich Call for Abstracts Location CERN i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference i My contributions Paper Reviewing i Upload paper i Download Template Book of abstracts Registration i Registration Form e Conference header features you can choose what will appear in the header To enable disable an option m
37. i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference Book of abstracts Registration i Registration Form Streaming Paper Reviewing i Manage Paper Reviewing i Assign papers i Download Template Abstract Display When you click on an abstract s title you will be taken to the abstracts view This shows all the details of the abstract 84 Chapter 2 Conferences Conference webpage 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 Streaming Paper Reviewing i Upload paper i Download Template E amp I Support Indico User Guide Release 0 98 PDF Indico Central Events Organisation Ergonomics and Collaboration Tools Integration Submitted by Thomas Baron on 31 Oct 2008 at 11 01 Abstract status Id 13 Last modification 5 Dec 2008 11 41 ACCEPTED as oral Contribution type oral Primary authors Jose Benito Gonzalez Lopez CERN Content While the remote collaboration services at CERN slowly aggregate around the Indico event Co authors management software its new version which is the result of a careful maturation process Thomas Baron CERN includes improvements which will set a new reference in its domain The presentation will focus on the description of the new features of the to
38. in the events overview If you choose everywhere the event will be visible eveywhere Choosing a category will make it visible only in the category s events overview Choosing nowhere means that the event won t be visible in any events overview see Category overview Event type Changes the event type You can choose between lecture meeting and conference The difference lies in the different features which are accessible to you A conference has more features than a meeting a meeting has more features than a lecture Keywords Keywords of the conference Short display URL Create a URL shortcut to the event page for instance http indico event my conf Chairpersons Add or remove the chairpersons of the conference Screen dates 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 Types of contributions Create all the types of contributions for your conference for example oral pre sentation and poster This contribution type can be chosen for any abstracts or contributions added to the conference 2 4 2 Timetable Management You can organise your conference from the Timetable tab in the conferece management area When you start with a timetable it will look like this 14 Wn Chapter 2 Conferences Indico User Guide Release 0 98 Conference 1 19 July 25 July
39. margin 1 0 H 1 25 Right margin 1 2 Bottom margin 7 Margin between columns 7 1 0 Margin between rows F 0 0 Values are in cm decimals are allowed 7 Tip if your printer does not align the badges correctly you can tweak the margins Example lf your left and right margins are 1 5 cm each but your printer prints everything 1 mm to the left you could use a left margin of 1 6 cm and a right margin of 1 4 cm to compensate If you increase a margin do not forget to decrease the opposing one to avoid Indico thinking there is less space for printing badges and the number of rows columns will change e Show stats It will show the statistics about the registrants 2 4 Conference Management Area 39 Indico User Guide Release 0 98 Registrants Registrants Statistics Accommodation 1 CERN Hostel 0 prefer to book a room ina Geneva hotel 1 will arrange my own accommodation 0 Social Events 0 Sessions 0 lt lt back to registrants list e Excel icon It will create a CSV file with the selected registrants and the columns displayed e PDF icon It will allow you to create a PDF in two styles Table style and Book style If you want to print a large quantity of fields the Book Style is recommended Also beware that clicking on Select All or None will select or unselect all the registrants checkboxes Moreover clicking on the registrant s name will show you all his details and the information he
40. the contributions will be reviewed and not the layout You will only be able to appoint Referees and Content reviewers e Layout reviewing This means only the layout of the contributions will be reviewed and not the content You will only be able to appoint Layout reviewers e Content and Layout reviewing This means both the layout and content of the in the conference will be reviewed You will be able to appoint Referees Content reviewers and Layout reviewers For more information about Referee see referee_guide Layout reviewer see layout_reviewer Content reviewer see content_reviewer Content reviewing e Setup tab 58 Chapter 2 Conferences Indico User Guide Release 0 98 Setup Team Competences Assign papers Step 1 Choose type of paper reviewing Type of reviewing Content reviewing edit Step 2 Set up the options for content reviewing team Add your own statuses for the paper reviewing The default statuses are Accept To be corrected and Reject Add status Add the questions that the referees and the content reviewers must answer Add question Default deadlines for the assessments Referee Deadline None edit Content Reviewer Deadline None edit Automatic e mails can be sent To the Paper Review Managers when are added to removed from the conference To the Referees when C are added to removed from the conference _ have been assigned to unassi
41. to the event page If the Call for Abstracts has been enabled under the Call for Abstracts option there will be a sub option Submit a new abstract Click on this link complete the form and then click on Submit The abstract will need to belong to a track if you want to use the review process 3 The abstracts are now reviewed by the track coordinators Each Track Coordinator has a list of abstracts to review He will propose to accept merge or reject each abstract 4 The final decision belongs to the event organizer He will decide whether to confirm the track coordinator s decision or to do otherwise 2 Authors submit their abstracts 1 Setup 4 Final decision Indico Event organizer Track N 3 Track coordinators propose abstracts for approval le DI C integrated Digital Conference 42 Chapter 2 Conferences Indico User Guide Release 0 98 Call for Abstracts Setup General settings p Setup Preview List of Abstracts Book of Abstracts Setup Reviewing Timetable Material Current status Programme ENABLED DISABLE Registration Submission start date Tuesday 26 July 2011 Call for Abstracts Submission end date Wednesday 31 August 2011 Contributions Paper Reviewing Modification deadline not specified Announcement Evaluation TIET Email notification on To List no TO list eae submission ae i En ai Cc List no CC list Lists T will a ail a i modify Protection Tool Late submission CAS
42. top menu Meeting 1 Friday 03 July 2009 from 08 00 to 18 00 UTC Manage Y Material Evaluation Evaluate this event 83 Interface tg Indico User Guide Release 0 98 480 0 2 0 Chapter8 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 Graphic You can set up a protection 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 149 Indico User Guide Release 0 98 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 RESTRICTED and because of this Conference 1 becomes RESTRICTED too As User 1 and User 2 are in the access list for Category A they can also access
43. 0 98 3 3 1 General Settings Management In General Settings you can edit the title description place start end date timezone default style event type You can add a support e mail and modify its caption it will be displayed in the event page It is also possible to create a short display URL used as a shortcut to the event page You have the possibility of changing the default style see Meeting Display Area To edit the visibility see visibility in General Settings for conferences Finally you can add or remove any chairpersons Meeting 1 20 July namaria Costache Clone Lock Switch to event page General settings Event actions General Settings Timetable Material Title Meeting 1 edit Room booking Description No description Chat Rooms Video Services Participants Evaluation edit aig ge Se Place Location CERN Advanced options ee Room i Address Lists edit Protection Start End date Starts 20 07 2011 08 00 Ends 20 07 2011 18 00 Tools edit Logs Timezone Europe Zurich Support Caption Support Email edit Default style Visibility Event type Indico style edit Everywhere edit meeting edit Keywords Short display There is not any short url yet Click Modify to setup URL modify Chairpersons new search Report numbers p select a system v add 3 3 2 Timetable Management The Timetable Management allows you to organize your meeting by using ses
44. 11 07 20 2011 07 20 No Title add subcateg re allocate remove modify In this option you can add material to a category To do so click on the link Add Material A window will appear Chapter 1 Categories Indico User Guide Release 0 98 Upload Material Basic Advanced Location Local file _ External resource hyperlink Choose File No file chosen more Convert to PDF Material Slides or other type This will be the first resource of type Slides Please select who will be able to access this matenal type Inherit from parent Category currently open fo everyone but can change gt Restricted Can only be viewed by you and users groups chosen by you from the list of users _ Public Can be viewed by everyone Create Resource Cancel When uploading material in the Basic tab you can select its access protection and set it to inheriting private or public for more details see Access Control Policy In the Advanced tab you can add a description and a display name The display name will be used instead of the original name of the file 1 4 3 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 Conference creation control controls the users who are able to add events to this category 1 4
45. 115 DSGesheaeeet aut eaeeeeeeac ss 123 127 PEMD ER EO HERE RE BEG E ERSTE eee 127 Cu ee hee oe eae see Aes eee ee eee 128 129 eee ee ee eee ee eS See ee 129 bbe be eee eee rae eee ee eee eee 130 Seve heaeeet ashe tee eaeaeae ee 130 See SPS e ees Fe See eeeeeehese eae eee bee 130 131 Se eeoee ht eee eee eee eee RERET 131 Beeb eercee ee eee eres ease eee 131 Tee eee See eee ee ee ee ee ee ee 138 SeeRptee ee ee tee tebe eee anes ee 139 9 e cu aae ae GREASE RE REE RRR EERE EEEREE EEE RHEE 142 Protection System 149 OA WOU 224 ok ew eee oe ee ee ee a ee ee ee a 149 Oo Bose tC Ole ob coe aed eee oe eee Skee ae ee a ee we 149 93 Access Control Poly 24ne26e54 6644646844 ebateko EE REE HEE SEEMS 151 94 Domain Control Policy 242464246 sexis ssdada sad aaia 6 oe Egter AGS 154 Indico User Guide Release 0 98 Contents Sr Indico User Guide Release 0 98 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 accessible through the menu Manage you must be logged in and with modification rights in order to see it th
46. Abstracts Contributions Paper Reviewing Chat Rooms Video Services Evaluation Advanced options Lists Protection Tools Layout Logs Layout customization Conference header Menu Images Event actions Lock switch to eventpage Clone Stylesheets Currently used stylesheet Apply stylesheet Upload your own 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 and upload it An example stylesheet can be downloaded here Upload stylesheet Color customization Conference header text color Conference header background color Cm Ceo Cm Copco Conference logo Upload a logo Preview Layout customization Upload logo No logo has been saved for this conference 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 2 4 Conference Management Area 71 Indico User Guide Release 0 98 e Stylesheets CSS e Color customization You can change the background colour of the conference header by using the Confer ence header background color option in the Layout customizantion tab The same can be done for the text colour by using the Conference
47. Add new Reschedule Upon clicking this button the previous action will be totally reversed and you may proceed to continue with the originally intended action Note The undo function supports only the last operation applied you cannot step through this session s interac tion history with the button 2 4 3 Material Management This is where you upload and manage the material attached to the conference The material can be minutes papers posters slides etc You can control the access protection of the material by choosing it to be public private or inheriting see Access Control Policy Conference 1 26 July 29 July Anamariz Clone Lock Switch to event page General settings Timetable Existing material aisa Add Material Programme Registration Call for Abstracts 2 4 4 Programme Management Tracks From the programme option on the left menu you can add remove tracks and access each of them by clicking on their name 2 4 Conference Management Area 29 Indico User Guide Release 0 98 Event actions Conference 1 19 July Created by Anamaria Costache Clone Lock Switch to event page General settings a Timetable Program description Material Programme Registration Call for Abstracts jag m 99 O PT N Contributions Paper Reviewing ea Track 1 This track is about nuclear physics Chat Rooms Video Services Track 2 This track is about mechanics
48. Conference 1 The rest of Indico users cannot access Category A and Conference 1 150 Chapter 9 Protection System Indico User Guide Release 0 98 Category A y A Access List PRIVATE Conference 1 PRIVATE by inheritance 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 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 inheriting but we can make it public or 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 3 Access Control Policy In Indico an object can be a category an event a session a contribution material files and links You need to assign a level of protection to all of these events There are three different kinds of events in Indico 9 3 Access Control Policy 151 Indico User Guide Release 0 98 Public Making an object public will make it accessible and visible to anyone For example suppose conference A belongs t
49. Evaluation for Conference 1 Contact info Announcement Max number of No limit submissions Email notifications start of evaluation To Ce new submission To Ce Must have an account No 142 Anonymous Yes modify Special Actions export evaluation Export the evaluation with its questions to an XML file 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 reinit evaluation Delete all evaluation informations its questions and its submissions Curent status When an evaluation is HIDDEN default it is not shown in the Display Area and guests cannot answer it You can show the evaluation by setting it 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 C stow CADE 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 Click on modify and then check Add current registrants if you want your event participants to be notified of the start of the evaluation Must have an account If an account is needed visitors must first log in before accessing the form Anonymous When anonymous logged submitters send their form
50. I D Nuclear Fusion Experiment ACTIS Oxana RWTH Aachen University Visual Physics Analysis VISPA B Visualization of the CMS Python Configuration System ADAM Kornafeld MTA SZTAKI LPDS EDGeS The art of bridging EGEE to BOINC and XtremWeb ADAMCZEWSKI MUSCH J rn GSI Darmstadt Integration of CBM readout controller into DABC framework ADAMCZEWSKI MUSCH J rn GSI Data Acquisition Backbone Core DABC Release v1 0 B ADAMOVA Dagmar Nuclear Physics Institute AS CR Status of the Grid Computing for the ALICE Experiment in the Czech Republic B Am ALACIIA ee ee ee ee ee ee 2 5 Conference Display Area 85 Indico User Guide Release 0 98 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 Conference webpage Overview Scientific Programme Call for Abstracts i View my abstracts i Submit a new abstract Timetable Contribution List Author index Book of abstracts Registration i Registration Form Streaming Support Details for Mr GONZALEZ LOPEZ Jose Benito Affiliation CERN Address Telephone Fax Author in the following contribution s Indico Central Events Organisation Ergonomics and Collaboration Tools Integration B 2 5 5 Contribution Area Contribution Lis
51. Indico User Guide Release 0 98 Indico Team February 26 2013 Categories EI Catro s 6 2 wae oP eee we ew 1 2 Creating a Category lt 4 68 64 eee an 1 3 Category overview 2 62648 h eews 1 4 Category Management Area Conferences 2A COMMENCES 4444246 644866 betas 2 2 Creating a Conference 2 646 424 82s 2 3 Setting up a Conference 224i eee de G4 2 4 Conference Management Area 2 5 Conference Display Area Meetings si MeNi on kg eee oe oa eee ee es 3 2 CreaungaMeetng 2225 4 46444 a 22 3 3 Meeting Management Area 3 4 Meeting Display Area Lectures ae LEU oc a eS ee ee 4 2 Creating a Lecture 241 22 84 266464 4 3 Lecture Management Area anaana 4 4 Lecture Display Area Users and Groups St Vee seater ee ne hoa eye eu ee 5 2 MONO 244 cab Bee eee ee Exporting Indico Data 6 1 To Personal Scheduler Tools Outlook iCal korganizer Or Pole se ek aa eRe ae ORE e Be 6 3 Sharepoint 4 few bbb dee eee ee bes 6 4 Using the HTTP Export API Conference Room Booking Ai ntioducton 24 66 ee ha Bas os oS 7 2 The Tuto ial lt lt cis sa wang amp Se amp 4 7 3 Core Features and Constraints 7 4 Dictionary 2 22 6 ee bee eee eee ED Event Evaluation 8 1 Introduction 262 224 6834 e448 545 8 2 Functional goals CONTENTS 115 EEEE EEEE EEEE EER E EET 115 Pee ese eu esee ese eG eke ee ee Ges 115 Sew oe ee ee eet eae eee ee ae ae a ee
52. Insert registrant_id Insert registrant_first_name Insert registrant_family_name Insert registrant_title Insert registrant_accommodation Insert registrant_social_events Insert registrant_sessions Insert registrant_arrival_ date Insert registrant_departure_date Insert pandas SENN canoe e Print badges It will open a new page that will allow you to print the badges of the selected registrants 2 4 Conference Management Area 37 Indico User Guide Release 0 98 Alarms Clone Event Posters Badges Tablesigns Lock Delete Material Package Create a New Template Based on Blank Page Create New Template Available Templates Select the required template below then you may click the download button to obtain the generated PDF Normal Badges bD 0 Staff Badges 20 Do l Download Badges PDF Q Layout Settings You may then select which template you which to use for your PDF by selecting the radio button to the left of it and then clicking Download Badges PDF You also have the option to edit clone and delete the templates you have stored at will Furthermore clicking the PDF Layout Options button provides access to further fine tune your badges before downloading 38 Chapter 2 Conferences it en al Indico User Guide Release 0 98 PDF Options _ Keep these values for next time Draw a dashed rectangle around each badge Page size A4 Top margin 1 5 i 7 Left
53. OM address in the automatic email e To address who will receive the notification You have to choose between the submitters and the primary authors or both e CC addresses additional people who will receive the notification 48 Chapter 2 Conferences Indico User Guide Release 0 98 e Subject subject of the notification e 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 the email will not work Step 3 e Choose the condition that triggers the email This can be if it is in status ACCEPTED REJECTED or MERGED e Click on the save button e If the condition is ACCEPTED you need to specify if this appplies to any contribution type and track none or a specific one and then click on the button submit Click on preview to preview the template e If the condition is REJECTED or MERGED or if you have done step 3 you are finished This template will be sent under condition chosen at 2 3 1 Therefore Indico will automatically send the email when accepting rejecting and merging abstracts Main Preview Name Accepted abstract Description This template is for the emails which will be sent to the submitters and primary authors when their abstracts are accepted From acastill cern ch Toaddresses Submitters Primary authors Cc addresses exa
54. Rooms g Slides t Ca Video Services a Participants E partt png 38 CA Evaluation The material can be files or links You also protect the material to control who has access to view it Indico User Guide Release 0 98 4 3 3 Chat room If the Indico administrators have enabled the chat room module you can create chat rooms for your lecture For more information see chat_guide Chat room creation Advanced Server used Default A Custom server iabber cerm ch Chat room name Lecture 128 07 2011 Description Save Cancel 4 3 4 Video Services If the Indico administrators have enabled the Video Services functionality you can have access to the Video Services option The tabs in Video Services are e Videoconferencing Set up a videoconference e Recording request Once you ve set up the location of the lecture you can do a recording request You will be presented to a form to complete and you will need to ensure that all speakers have given their permission to have their talks recorded e Webcast request You can do a webcast request You need to complete a form select a room capable of webcasting and ensure that all speakers give their permission to have their talks webcasted e Managers Here you add video services managers and managers for individual systems For more information see video_guide 4 3 5 Participants You can view here a list of all the participants One can add or remove partic
55. Session View allows you to see any contributions or breaks within each session 2 5 Conference Display Area 95 Indico User Guide Release 0 98 uf TAB 01 Early Experience and Results from LHC Place Room Salle Maillot Dates from Thursday 22 July 2010 09 00 to Friday 23 July 2010 12 30 Conveners Hoecker Andreas Ruf Thomas Dissertori Guenther 22 Jul 10 09 00 22 Jul 10 10 30 Dissertori Guenther 22 Jul 10 11 00 22 Jul 10 12 30 Ruf Thomas 22 Jul 10 14 00 22 Jul 10 15 45 Dissertori Guenther 22 Jul 10 16 15 22 Jul 10 18 15 Ruf Thomas 23 Jul 10 09 00 23 Jul 10 10 30 Hoecker Andreas 23 Jul 10 11 00 23 Jul 10 12 30 Hoecker Andreas Time Table Thu 22 07 Fri 23 07 All days E Print Full screen 09 00 10 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 96 Chapter 2 Conferences 3 1 CHAPTER THREE MEETINGS Meeting A Meeting is not as in depth as a Conference and is made for smaller events Within a Meeting you can find the modules 3 2 General settings Where you can manage the general settings of the meeting e g title location etc Timetable In which you can directly add Sessions Contributions and Breaks Material Where you can upload material that will be attache
56. TILLA Alexis alexis castilla hemandez cem ch amp x ools authorised users Layout HOUSE Charles acastill cem ch w x Logs Add user to list Misc Options Allow multiple tracks selection E Make track selection mandatory E Allow to attach files Abstract fields E Content mandatory no limited H Enabled field E Summary optional max 100 chars E Disabled field a aabbb mandatory max 10 words o eeeee mandatory max 4 words remove add The different tabs are explained below Setup The options you can find inside the setup tab are the following Current status From here you can enable and disable the call for abtracts Dates Choose the submission start and end dates Modification deadline You can let the users modify their abstract after they ve submitted it You can choose the modification deadline to be after the submission end date which means the users will still be able to modify their abstract once submitted after the submission deadline Announcement Any comments you wish to make that will appear in the event page under the option Call for Abstracts Email notification on submission An email message is automatically sent to the submitter after submitting an abstract You can specify other email addresses you wish to receive a notification Late submission authorised users If you want you can allow certain users to submit their abstracts after the deadline Misc Options Other options
57. User Guide Release 0 98 modify the timing or the whole contribution Session Management See Session Management for Conferences Contribution Management See Contribution Management for Conferences 3 3 3 Material Here you can upload any material you wish to attach to the meeting The material can be video slides minutes etc You can modify the material by clicking on F or to delete it by clicking on H Meeting 1 27 July General settings tvent actions Clone Lock Switch to event page Timetable Existing material coop Add Material Chat Rooms Slides 5 Minutes docx A Video Services Participants Evaluation Advanced options Lists Protection Tools Logs 3 3 4 Chat rooms Similar to lectures see Chat room for lectures 3 3 5 Video Services Similar to lectures see Video Services for lectures 100 Chapter 3 Meetings Indico User Guide Release 0 98 3 3 6 Participants You can access the participation module from the option Participants in the menu on the left The module is divided in different tabs more detailed in the following subsections e Setup configuration of the participation module e Participants it shows the list of participants Managers can perform several actions on the list such as adding new participants removing inviting etc e Statistics it shows the number of participants that have attended declined participation pending etc e Pen
58. access protection of the lecture If the lecture access is PRIVATE the event manager will be able to set a Contact in case of no access so users with no access will know who to contact in order to request access Also when private you can also add an Access Key which means anyone with this key can access the lecture without logging in Home Create event v Room booking My profile Help v This event is protected with a modification key Please enter it here Lge If the lecture is PUBLIC and has some element that is RESTRICTED there will show a message Some parts of it are however protected Which ones If you click in Which ones it will show a popup with the children protected The same works when the lecture access is RESTRICTED and has PUBLIC elements Protected children list slides Slides Edit protection Domain Control This is available when the lecture is public You can specify which domain can access the lecture For instance choosing CERN as a domain means only users accessing from a computer in the CERN domain will be able to access 4 3 8 Tools Management The lecture Tools allow you to carry out certain actions on the whole of the lecture 4 3 Lecture Management Area 119 Indico User Guide Release 0 98 Alarm Control You can set an alarm reminder to alert people about the lecture the alert will be in the form of an email To do so click on the button add new alarm in the Alarms tab
59. aken from the creation of the first block for the session 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 Here you can also add contributions to your session If you know the contribution s ID you can make use of the Quick search option type in the ID and then click on seek it Otherwise you can search for it You can search by author or by any of the filtering criteria It is also possible to import a contribution to get the PDF or author list of selected contributions You can also remove contributions by selecting them and then clicking on remove selected Session timetable Tab Each session can have an inner timetable You can add new blocks contributions and breaks inside this timetable Files Tab This is the tab where you can view all the material belonging to the session You can add remove edit or delete any material 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 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 the timetable of that particular session 22 Chapter 2 Conferences Tool
60. an be found in a lecture 4 2 General settings Set the general settings of the conference Material Attach material to the lecture slides videos etc Participants You can add all the participants for the Meeting or you can open the participation so users can apply for it Evaluation You can set an evaluation form to be completed by the participants Protection Set the access protection of the lecture Tools Where you can set alarms lock delete clone the lecture etc Logs List of all the actions performed on the whole of the lecture Creating a Lecture If you have the correct access rights within a category you can create a new lecture by clicking on Create event then Lecture from the blue top bar You will be presented with a form similar to that for a Meeting You will need to choose a category in which to create your lectures then the basic information you can choose the default style in which the Lecture will be displayed See Lecture Display Area Set the access protection and click on Create lecture you are done You will be redirected to the Lecture 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 all the options in the Lecture Management Area 115 Indico User Guide Release 0 98 4 3 1 General Settings Management In General settings you can edit the title place start end date timezone default sty
61. 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 click on modify then check Must have an ac count Special Actions Chapter 8 Event Evaluation Indico User Guide Release 0 98 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 keep current one overwrite with imported one loss of data questions F keep only current ones D keep only imported ones loss of data keep both 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 Note In order to prevent some misunderstanding the status and the dates are not imported Be aware that as q
62. ant to assign the team for paper reviewing Please click on the next tab Team and follow the steps This is where you set up the layout reviewing You can add the questions that must be answered by the layout reviewers set the default deadlines for the judgments set automatic email notifications and upload a template e Other tabs See Content reviewing Content and Layout reviewing This is where you set up the reviewing for the conference The tabs contain all the options described above put together see Content reviewing and Layout reviewing 2 4 9 Chat room See Chat room in Lectures 2 4 Conference Management Area 63 Indico User Guide Release 0 98 2 4 10 Video Services See Video Services in Lectures 2 4 11 Evaluation You can set up an evaluation form to be completed by the participants To enable disable click on Show Hide For more on the evaluation process see Event Evaluation This area gives you access to all the lists of pending users dependent upon their pending actions The default view presented is that of all contribution speakers 2 4 12 List Management List of all contributions speakers You are again presented with the corresponding list of users You can send e mails to selected users All Contribution Speakers All Session Conveners People Pending 2 speakers x MCDONALD Ronald Contribution 2 Dr SMITH John Contribution 1 The same options are available in the three different tab
63. ase 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 the browser menu bar 3 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 XML export URL from indico e g http indico cern ch tools export py fid 2112 amp date today amp days 1000 amp of 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 r 2007 05 02 14 00 AVC sechon meeting i ox C E R N 2007 05 09 14 00 AVE sechon meeting Sharepoint Services 2007 05 21 10 36 IT UDS Group Meeting 6 4 Using the HTTP Export API Indico has an export API which allows you to export categories events rooms and room bookings in various form
64. 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 manager the person who accepts rejects bookings Each room has exactly one person respon sible A person may be responsible for any number of rooms Room blocking a restriction created by a room manager which prevents users from booking the rooms listed in the blocking unless they have explicit permission to override the permission or own the rooms 7 4 Dictionary 139 Indico User Guide Release 0 98 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 to and fill in the evaluation form The survey can only be altered in the Management Area This means that only users who are already allowed to edit an
65. at you can find to the right of the title Main categories After clicking Manage more specifically its inner option Edit category you will be accessing the Management area for Category 1 2 Creating a Category You can create a new category from the menu Manage and then by clicking on Add subcategory You will need to have an Administrator s account or be listed in the modification list see Protection for the category You can also create a subcategory from the Management area which you access from the menu Manage option Edit category In General settings See General Settings click on the button add subcateg Indico User Guide Release 0 98 Europe Zurich v J Gonzalez Lopez v INDICO Integrated Digital Conference X P Home Create event v Room booking Administration v My profile Help v Home Departments Category Departments View category Creation of a new sub category General settings Name Files Description Protection Tools Default lectures style Lecture Default meetings style Indico style Default Timezone Europe Zurich Protection Same as for parent category Departments public for the moment but it may change C Restricted Can only be viewed by you and users groups chosen by you from the list of users Create Sub Category Cancel Setting the protection for your category is important You can set it to Inheriting Restricted or Public see Access Control Policy 1
66. ats such as JSON XML iCal and Atom For details no how to use this API see ExportAPI index 130 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 create rooms and manage their data Instead of being a boring manual no one ever reads this file is an introduction and it 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 can read the Core Features listings in order to get a full overview of the options of the room booking modules It allows you to assign a room to a particular event a talk or simply to book a room on its own without attaching it to a event The booking can then be managed from the administration area Europe Zurich v English v Loggedin as Costache A Login as Logout N Di Ko The Indico tool allows you to manage complex e conferences workshops and meetings v Search ntegrated Digital Conference Home Create event v Roo
67. available such as enable disable multiple track selection Abstract fields The fields that will appear in the form to submit abstracts You can add more and also select the order in which they appear Preview Click on this tab to get a preview of the abstract submission form Feel free to try this form any submitted abstract from this tab will not be recorded 2 4 Conference Management Area 43 Indico User Guide Release 0 98 List of Abstracts The List of Abstracts tab shows all the abstracts that have been submitted to the conference General settings Setup Preview List of Abstracts Book of Abstracts Setup Reviewing Timetable f Quick search Abstract ID seek it Material i Displaying 3 abstracts Room booking Apply filters Columns to display Programme Add new Accept Reject Merge Author list Download attachments Export to avs 3 f Registration Call for Abstracts Select All None Contributions IDW Title Primary Author s Tracks Type Status Rating Acc Track Acc Type Submission date Modification date __ 1 Abstract 1 None S 11 December 2012 11 December 2012 Paper Reviewing 2 Abstract 2 None WS 11 December 2012 11 December 2012 Video Services 3 Abstract 3 None WS 11 December 2012 11 December 2012 Evaluation e Quick Search If you are looking for an abstract and know its ID type it in the box next to Abstract ID and click on seek it this will get you directly to the abstract you are looking for
68. bcast Recording Wireless v 1 On the Indico main page click the Room Booking menu option This is how you access 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 make use of the room searching Specify dates click the calendar icon to choose the day with your mouse You need to select hours and booking type single day repeating etc Also select other criteria the room must meet such as capacity and necessary equipment blackboard computer projector etc Then click the Search button You will be presented with a list of available rooms meeting your criteria Choose the room you wish to book then click on the button Book You can also view the stats of the room by clocking on the button Stats If you have the correct rights it is possible for you to modify the details of the room or to delete it by clicking on Modify or Delete Chapter 7 Conference Room Booking Indico User Guide Release 0 98 New Booking Name 4 4 0002 Interior a Room Room key 72656 Stat Date 20 7 2011 End Date 20 7 2011 Hours 08 30 17 30 Type Single day T When Name COSTACHE Anamaria E mail snamaria costache cer ch Telephone 441227677159 Reason O 9 O Booked for 3 Actions Re check for conflicts E skip conflicting dates Confli
69. blocking after confirming that the chosen period is correct Once you have created the blocking the dates cannot be changed When trying to book a blocked room users in the Allowed users groups list will see that the room is blocked and the reason why but will be able to create bookings anyway You as the creator of the blocking will always be able to override your blocking so you don t have to add yourself to the list The same applies to the owners of blocked rooms They will see the blocking and a warning that the room has been blocked but they are able to override the blocking You can also create blockings for rooms you don t own These blockings will have to be approved be the respective owners until they do so other users trying to create a booking on that room will see the pending blocking request but will be able to carry on with their booking As soon as the blocking for a room has been approved blockings for your own rooms are immediately approved when creating the blocking all bookings colliding with the blocking are automatically rejected 7 2 The Tutorial 137 Indico User Guide Release 0 98 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
70. butions Add Existing Once this step is done you may want fo assign competences for the members of the team Please click on fhe next fab Competences fo continue the process This is where you can assign managers referees and content reviewers e Competences tab 60 Chapter 2 Conferences Indico User Guide Release 0 98 Competences Team competences To define competences for each user could help you fo choose better the user when you assign contnbutions Id Name Responsibilities Competences 45130 COSTACHE Content Reviewer Add Saved Anamaria Knows mathematics 3 Once this step is done you may want fo assign papers fo review Please click on the next fab Assign Papers fo continue the process Here you can define competences for each user This can be helpful while assigning contributions e Assign papers 2 4 Conference Management Area 61 Indico User Guide Release 0 98 Assign papers Show Filters Displaying 4 papers Referee Assign Assign per Content Reviewers Assign Assign per Select All None Id Title Type Track Session A o Track 4 contribution ri 5 aaa Contribution E 6 Referee Assign Content Reviewers Assign Assign per Assign per Remove 7 v Remove RemoveAll Status Reviewing team Deadline ley Referee No referee y Content reviewers No TERRE content reviewers submitted yet 7 7 7 7 pra Referee No re
71. cess protection of the parent category zzzz Domain control Accessible from everywhere To restrict access to this event only to certain IP addresses choose at least one of the networks below O myname Tools Grant submission rights to all speakers Remove all submission rights Grant modification rights to all session conveners Session coordinator s rights Basic Rights Always available Restricted session timetable management add contributions create breaks View comments from the conference manager no modifications e View contribution list no modifications View session main data no modifications Optional Rights Click on the icon in order to enable disable X Modify the contributions XxX Unrestricted session timetable management Restricted events can have an Access Key meaning that anyone with this key will be able to access the conference without logging in Users will see a message such 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 Whenever an event contains elements sessions contributions that have different protection statuses 1 e the even is private but there is a protected element within or conversely a corresponding warning message will be shown Protected children list Contribution Contrib 1 Edit protection Slides Slides Edit prot
72. choose a start and end date e g every 3 weeks from 01 01 2012 to 01 08 2012 or a number of times e g beginning on 01 01 2012 clone the event every 3 weeks 10 times e Clone on given days This allows you to clone your event on given days You will need to fix an interval every x months and give a start end date or a start date and the number of times you wish to clone the event e g beginning on 01 01 2012 every 2 months until 01 01 2013 or beginning on 01 01 2012 every 2 months 10 times 2 4 Conference Management Area 67 Indico User Guide Release 0 98 Delete Material Package Posters Badges Tablesigns Lock Clone Event Clone the event Conference 1 Step 1 What to clone Choose elements to clone Main information Attached materials Access and management privileges Alerts Tracks C Full timetable C Sessions C Registration l Evaluation ols S Step 2 When to clone 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 zon Clone the event with a fixed interval every 1 week s v starting 28 07 2011 until inclusive clone with interval Clone the agenda on given days on the first Monday vevey 1 month s starting 28 07 2011 until inclusive 1 time s clone given days Posters It is possible to create your own posters for the con
73. click on When it is green the option is enabled when red it is disabled Menu This is where you can customize the menu that will appear in the event page You can choose what options to display add spacers or URL links 2 4 Conference Management Area 73 Indico User Guide Release 0 98 74 Conference header Menu Display 5 Overview S Scientific Programme S Manage my tracks S Call for Abstracts S View my abstracts S Submit a new abstract S Timetable S Contribution List S Author index S Speaker index disabled S My conference 3 Mytrack S My session 3S My contributions S Paper Reviewing 5 Manage Paper Reviewing Assign papers Referee Area Content Reviewer Area Layout Reviewer Area Upload paper 5 Download Template S Book of abstracts 3 Registration S Modify my registration 3 Registration Form S List of registrants disabled S Evaluation S Evaluation Form 5 Modify my evaluation S5 Video Services 5 Chat Rooms now oo of add link add spacer S System link F Page link E External link Images Click on an item of the menu to edit it Add link You can add any link you wish to appear in the event page You can select if you wish the link to appear in a new or in the same window In the example below we have added a link to Indico Clicking on it will open a new Indico page Chapter 2 Conferences Indico User Guide Release 0 98 Create external link Name Indico URL
74. clicking in Edit files is possible manage the material attached It will open a popup and by clicking in Add Material is possible to upload more in the edit icon to modify and in the red cross to remove it 88 Chapter 2 Conferences Indico User Guide Release 0 98 Edit Materials Add Material 5 Slides 3 chep2009 pdf DA chep2009 pptx 3 La Close l 2 5 6 My Conference Area The My conference area gives you access to those areas for which you have co ordinator or 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 Same thing if you are submitter for a contribution eee Sessions Scientific Programme sessionl Call for Shstracts Ff n view my abstracts i Submit a new abstract Timetable Contribution List Author index hy conference i My session Book of abstracts Registration Registration Form More information here e Tracks Modification see Tracks e Session Modification see My Conference Session Co ordination 2 5 Conference Display Area 89 Indico User Guide Release 0 98 2 5 7 Registration Area The Registration Area shows you the dates in which you are able to register the maximum number of registrants allowed and any contact information Registration Overview Scientific Programme Registration opening day 18 July 2011 Timetable Registrati
75. contribution You can upload files or simply add URL links 2 4 Conference Management Area 55 Indico User Guide Release 0 98 Basic Protection Advanced Location Local file External resource hyperlink Choose File No file chosen more WM Convert to PDF Material Slides or other type This will be the first resource of type Slides Please select who will be able to access this matenal type gt Inherit from parent Conference currently open to everyone but can change Restricted Can only be viewed by you and users groups 1 chosen by you from the list of users C Public Can be viewed by everyone Create Resource Cancel e Location Choose the type of location of your file and upload it e Material type Select the material type e g slides poster etc e Access Control Choose the protection for the file You can choose between inheriting public and private for more information see Access Control Policy Access rights can be set for each material From inside Access Control you can list those users that can view the material 56 Chapter 2 Conferences Indico User Guide Release 0 98 Upload Material Upload Material Protection Pe Allowed users and groups Description Display Name Display name will be used instead of the original file name Add Existing Visibility _ The link for this material will visible from the event page to everyone
76. ctly 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 bookings 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 136 Chapter 7 Conference Room Booking Indico User Guide Release 0 98 Booking Search rooms You have successfully made a booking NOTE Your booking is complete However be aware that in special cases the person responsible for a room may reject your booking In that case you would be instantly notified by Map of rooms e mail Name 14 4 002 Book a Room interior Search bookings Room Calendar Roomkey 72656 My bookings pf E Dates 20 07 2011 20 07 2011 When Hours 08 30 17 30 Type Single day Name COSTACHE Anamaria Booked for E mail anamaria costache cern ch ae Telephone Administration ephone 41227677159 By COSTACHE Anamaria Date 20 07 2011 15 28 Reason tfdr6 Status Valid Live Created Actions Cancel Booking Reject Modify Delete
77. ctronics Conference 2011 o Wuppertal 08 00 TE MPE Technical Meeting o CERN 08 00 High Energy Physics HEP2011 Grenoble France 21 27 7 2011 CERN 08 00 Group Leaders Meeting 25 07 2011 om Carena Wisla CERN 160 R 009 08 00 MPI Meeting QCD 10 010 post FR actions and QCD 10 039 DPS 3jet gamma o CERN Room D 08 00 OSCT Security operations meeting phone CERN phone onty 08 30 International Neutrino Summer School Cartigny 09 00 ALICE Week 18 22 July 2011 o CERN 09 00 Collaboration Board o Braun Munzinger Peter CERN 160 1 009 09 00 High School Teachers 2011 CERN 09 00 Upgrade Phase Il Plenary o CERN Salle Bohr 09 00 TRD Weekly Meeting o Dr Oyama Ken Miskowiec Dariusz CERN 3294 R 008 09 00 CLIC Meeting Module micro precision supporting system Tecker Frank CERN BE Auditorium Meyrin 09 00 Tracker Week Meetings o Gill Karl Dominguez Aaron Hartmann Frank CERN 09 15 From raw data to physics Experimental Physics 3 3 Boyd Jamie CERN CERN Main Auditorium 10 00 Dark Matter underground and in the heavens DMUH11 CERN TH Theory Conference Room 10 00 HIN East Meeting o Granier De Cassagnac Raphael Veres Gabor CERN 40 2 A01 10 00 DCS bi weekly meeting Glege Frank CERN 40 R A10 10 15 Triggers for LHC physics Experimental Physics 2 2 Dahmes Bryan University of Minnesota CERN Main Auditorium categ categ categ categ categ categ categ categ categ
78. cts No conflicts with confirmed bookings press the Book button to save your booking Availability for 14 4 002 Key Booking PRE Booking New Booking Conflict Conflict with PRE Booking Concurrent PRE Bookings Date 06 00 08 00 10 00 12 00 14 00 16 00 18 00 20 00 22 00 24 00 20 07 2011 08 o8 10 12 14 16 18 20 n 24 e Fill in a booking form If you have searched for rooms most fields are already filled in for your convenience this data comes 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 This graphical room preview is useful especially when doing 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 it is better 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 t
79. d end times of the session blocks occurring on that specific day in order to fit their respective content before performing the rescheduling Drag amp Drop You may also manipulate existing entries in the timetable by interacting with them directly using your mouse pointer various functions are available to you whilst using this tool 26 Chapter 2 Conferences Indico User Guide Release 0 98 Moving a Contribution Break or Session By clicking on the desired contribution break or session slot and dragging it around the timetable area you will notice that the selected item moves with your pointer whilst showing where the new start time will be once the movement ends Fri 26 09 ts 09 00 10 00 11 00 The proposed new Start time of the item item is displayed to the left whilst dragging it Upon releasing the mouse button the item dragged will have its start time and subsequently its end time altered to where it has since been positioned Note The duration of the event is not modified in this operation Moving Multiple Contributions Breaks or Sessions Whilst performing a move of a contribution break or session item as denoted above you may also hold the SHIFT key to modify all following contributions breaks and sessions with the same difference applied to the item being dragged For example if you were to drag an contribution starting at 10 00 to start an hour earlier at 09 00 and the SHIFT key was held the dif
80. d to the meeting The material can be slides videos minutes etc Participants you can add all the participants for the Meeting or you can open the participation so users can apply for it Evaluation You can submit an evaluation form to be completed by the participants You can set the ques tions edit the form and the results and preview it in the different tabs available Lists Relevant lists of users such as list of all sessions conveners etc Protection Set the access control for the meeting Tools Where you can set alarms clone the conference etc Logs List of all the actions performed on the whole of the meeting Creating a Meeting To create a meeting click on Create gt Meeting in the top blue menu bar You will be presented with a form you need to complete First you need to choose the category in which your meeting will be created Then enter the basic information title start end date etc you can choose the default style in which the Meeting will be displayed see Meeting Display Area Finally set the access protection Click on Create meeting You will be redirected to the meeting s 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 option of the Meeting Management Area Clicking on the link Switch to event page will take you to the event page of the meeting 97 Indico User Guide Release
81. ddresses choose at least one of the networks below _ myname _ LNF J test _ CERN 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 When it is inheriting its access protection will be the same as its parent category Changing the access protection of the parent category will change the access protection of the meeting see Access Control Policy Home Create event v Room booking My profile Help v This event is protected with a modification key Please enter it here ge If the meeting is PUBLIC and has some element that is RESTRICTED there will show a message Some parts of it are however protected Which ones If you click in Which ones it will show a popup with the children protected The same works when the meeting access is RESTRICTED and has PUBLIC elements Protected children list Contribution Contrib 1 Edit protection Slides Slides Edit protection If the meeting access is RESTRICTED the event manager will be able to set a Contact in case of no access so 3 3 Meeting Management Area 105 Indico User Guide Release 0 98 users with no access will know w
82. ding list of all the users that have applied for participation and awaiting the approval or refusal e Declined list of the participants that have been declined for the event Setup In this tab you can setup the participation module The options that you can enable disable by clicking in the red green squares are the listed below e If a participant is added by the event managers an email notification will be sent to him e Show the list of participants in the event page e Allow the users to participate in this event by showing a link in the event page e Approve the participation request by the event managers e Activate notification by email when a new participant applies with no need to be approved e Setup the maximum numbers of participants where 0 means unlimited Setup Participants Statistics Declined Participation setup When a participant is added an email notification will be sent to him mm The list of participants is displayed on the event page Em Users may apply to participate in this event E Participation requests must be approved by the event managers you m Notify the managers by email when a new participant applies E Maximum number of participants 0 means unlimited 0 edit Participant list In this tab one can view the list of all the participants You can add or remove participants as a manager mark as present absent ask for excuse send email etc You can also export the list of partic
83. dress Convener s Session Blocks A session can happen in different intervals of time If you already have a session which will be like the first block and you want to add more blocks for that session you can do it from the menu in the top bar of the timetable Add new gt Session gt Add another block to an already existing session However this is optional blocks can be used when the session takes place over more than one period of time For example you may have a morning block then a break and then an afternoon block 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 Adding Breaks to a Timetable To add a break to your timetable use the menu Add new gt Break at the top right of the timetable You will be presented with a form where you can modify the name description date and time of the break You can also modify the address where the break will take place and the color in which it will appear in the timetable Once the break is created it will appear in your timetable 2 4 Conference Management Area 17 Indico User Guide Release 0 98 Add Break Title Description Location Inherit from parent CERN Address Date 25 07 2011 Start tme 1100 Duration 20 Color F Cancel In order to modi
84. e 0 98 Add Contribution Title Place Location CERN Inherit from parent CERN Address Date 20 07 2011 Start time 08 00 Duration 20 min Presenter s Grant all these users with privileges V submission rights If you choose to delete a contribution and this contribution has been created added from the Contributions option on the left menu then it will be deleted from the timetable but will remain in the contributions list under the Contributions option To edit a contribution Click on the entry in the timetable an edition balloon will show up You then need to click on Edit You will be redirected to the contribution s page where you have six tabs where you can edit the main options the material the sub contributions the protection the tools and the paper reviewing You can also choose in the edition balloon to Move the contribution This allows you to move the contribution into a session or to another day Session Management You can access the Management 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 20 Chapter 2 Conferences Indico User Guide Release 0 98 Conference 1 19 July 25 July Created by Anamaria Costache General settings Edit TARTANE Block timetable Material Block properties Programme Session properties Registration aes aes This session is empty
85. e from the option Registration in the menu on 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 wish to receive an email when a new registrant applies 2 4 Conference Management Area 33 Indico User Guide Release 0 98 Setup Registrants Preview e payment Current status DISABLED ENABLE Registration start date Registration end date Modification end date Title Contact info Announcement Max No of registrants Email notification sender address modify Email notification on new registrations Email registrant Must have account Currency Personal Data E Title optional First Name mandatory E Enabled field _ ee ieii Surname mandatory m Position optional m Institution mandatory m Address optional m City mandatory m Country Region mandatory m Phone optional E Fax optional Email mandatory m Personal homepage optional Sections of the form Biv Reason for participation E Enabled section E2 v Sessions P E remove sect Disabled section B34 Accommodation A new sec E 4 v Social Events E 5 v Further information Custom statuses addstatus e No statuses defined yet 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 yo
86. e this contribution Video Services Evaluation Write minutes for this contribution Arhrancad antinne Advanced options e Delete the contribution e Assign the contribution to a session 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 Foe ele SubContribution Sub contribution 1 a Go back to contribution Contribution Timetable Material Programme Main Material Tools Registration Call for Abstracts Title Sub contribution 1 Contributions a Description Paper Reviewing Place CERN eat eee Duration 00h15 modify Video Services Keywords Evaluation Presenters ST i i remove ACvanced opti ons new Lists search Protection anach Tools ve Layout ieee selectasystem v add 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 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
87. ection 66 Chapter 2 Conferences Indico User Guide Release 0 98 Domain Control This option is only for public events It allows to specify which domain e g CERN can access the conference Therefore only users from inside this domain will be able to access Session coordinator s rights This informs you of the basic rights which are always available and allow you to modify the optional rights the session coordinators have 2 4 14 Conference Tools The conference Tools allow you to carry out certain actions on the whole of the conference Clone event 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 You must clone a conference in two steps Step 1 Choose what to clone Firstly you need to choose what you wish to clone i e the attached material the tracks the alerts etc To choose any of this options tick its corresponding box Step 2 When to clone You have three possibilities e Cloning the event once If you only need to clone the conference once do Step 1 and then choose the date on which you wish to have another conference as this one then click on clone once e Clone the event with a fixed interval If your event is regularly occurring then you can choose this option You have the choice to clone it every x weeks months or years To determine the number of times the conference will be cloned you can
88. egory can be public inheriting 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 Restricted 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 As well if the category access is RESTRICTED the category manager will be able to set a Contact in case of no access so users with no access will know who to contact in order to request access Inheriting The category will have the same access protection as its parent category This means that changing the parent s protection will change the protection of tha category 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 control You can restrict who is able to add events to the category If you do so you will need to add users or groups to the list in order to allow them to add events 8 Chapter 1 Categories Indico User Guide Release 0 98 Conference creation control
89. ere re avout Europef urich English USA lt xml version 1 0 7 gt ziconf lt D gt fo lt 1D 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 timezone 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
90. erence 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 from 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 it 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 A This is placed at the top left of the display view and will take you back to home page of 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 80 Chapter 2 Conferences Indico User Guide Release 0 98 Ba gu BRO i 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 45454 alpi p More w i urope Buchares RECFA Meeting Bucharest Romania 15 16 July 2011 JFIN B
91. essage Currently this email is DISABLED You can change this in the registration form setup Please see the summary of your order Success Email Message Currently this email is DISABLED You can change this in the registration form setup Congratulations your payment was successful OK cancel 2 4 6 Abstracts Management The Call For Abstracts option has 5 tabs e Setup Where you can enable disable the call for abstracts change the start end submission dates set a modification deadline enable email notifications etc e Preview Preview of the submission form with the content the author and co author but also other options such as track classification etc List of Abstracts Display the list of abstracts Here you can add delete abstracts apply filters in order to view certain abstracts only etc Book of Abstract Setup Where you can customize the book of abstract and print it too 2 4 Conference Management Area 41 Indico User Guide Release 0 98 e Reviewing Where you can set questions assign reviewers by track and set notification templates See below for more details about each tab Call for Abstracts Setup Call for Abstracts The Call for Abstracts process works in the following way 1 The event organizer needs to enable the call for abstracts You can do in the Call for Abstracts option in the tab Setup see Call for Abstracts Setup 2 All the authors submit their abstract To do so they need to go
92. estion 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 Name T What is your Type your name Description When adding a Select Radio Checkbox you have the screen below Note that some fields have already been described above which is why they are not explained here Required Question Which transport will you be using Keyword Transport Description Help Position in form 6 Choice Items 9 W Walking Bike E Public transport E Car F modify question cancel 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 President P X 5 Who is the president of the USA George W Bush Bill Clinton Barack Obama After having first added some questions here is an example of the questions overview see picture below You can change the position of a question within the form by clicking on 1 l Press Ls to edit a question and Hy to remove it 8 3 Interface 145 Indico User Guide Release 0 98 Name 1 What is your name Description Comments 2 Write here any comments you have Password 3 What is the conference password
93. et a zip file with all the papers and a table of contents To generate this the conference organiser should go through all contributions and mark the wanted papers as main resource click on the w icon When the star is yellow the material is marked as main resource Once this is done Indico will generate a table of contents for all the papers and organize all PDF files by chapters into a zip file PDF icon This will create a PDF of the contributions in the three following ways you can export it as a contribution list which contains more details as a book of abstracts with less details or as a book of abstracts which is sorted by board number useful for posters To select a contribution you wish to export you must first tick the corresponding box clicking on the name will redirect you to the contribution s page and then on the PDF icon Contributions Each contribution has its own From inside the Main tab you General settings management area Can Contribution contribution Timetable Go back to Timetable Material Programme Main Material Sub Contribution Protection Tools Registration Call for Abstracts Contribution ID 9g as Contributions Title contribution1 Content Paper Reviewing Summary Chat Rooms Place CERN f Date time Tuesday 19 July 2011 08 00 n Video Services Duration Omar Evaluation Type Keywords Lists Taki v
94. event Blank Page 3 3 Meeting Management Area 109 Indico User Guide Release 0 98 Lock It is possible to lock the meeting If you lock the event you won t be able to change its details anymore Only the creator of the meetings or an administrator of the system category can unlock an event You will be asked to confirm Alarms Clone Event Posters Delete Material Package CONFIRMATION Are you sure that you want to LOCK the event Meeting 1 Note that if you lock the event you will not be able to change its details any more Only the creator of the event or an administrator of the system category can unlock an event 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 it 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 PRIP RIEN l Filter iCalexport More w Restricted Europe Zurich v J Gonzalez Lopez v Indico developers review meeting chaired by Jose Benito Gonzalez Lopez CERN Wednesday 14 No
95. f 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 11 Indico User Guide Release 0 98 To access the Management Area of a conference you need to click on the modification icon Ea in the top bar of the event home page 2 3 Setting up a Conference Once your conference has been created the Conference Manager can start setting up the conference from the Management Area Set up your Access Control to restrict or allow users the rights to access or modify the conference see Access Control Management Look at customizing the look of your conference when users come to view it see Layout Management 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 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 Start looking at which submitted abstracts you wish to accept into your conference they will then become contributions see Contributions Management Start setting
96. feree yi e S Content reviewers No STEGE content reviewers submitted yet 7 0 7 7 T Referee No referee a a Content reviewers No SERR content reviewers submitted yet 7 n pi ije Referee No referee Content reviewers No a content reviewers submitted yet 7 Remove G Remove Remove All Here you have a list of all the contributions and their information Depending on your role you can assign them to reviewers referee or remove them manager Layout reviewing e Setup tab 62 Chapter 2 Conferences Indico User Guide Release 0 98 Setup Team Competences Assign papers Step 1 Choose type of paper reviewing Type of reviewing 7 Layout reviewing edit Step 2 Set up the options for layout reviewing team Add the questions that the layout reviewers must answer Add question Default deadlines for the assessments Layout Reviewer Deadline None edit Automatic e mails can be sent To the Paper Review Managers when are added to removed from the conference To the Layout Reviewers when J are added to removed from the conference _ have been assigned to unassigned from contributions the author submits a paper To the Author of the paper when an assessment is submitted by _ Layout Reviewer for assessments that imply corrections Upload a template No templates have been uploaded yet Upload Template Once this step is done you may w
97. ference in Indico You can either generate one of the pre existing templates offered by your installation or generate event specific templates either using the aforementioned ones as a basis or something entirely new 68 Chapter 2 Conferences Indico User Guide Release 0 98 Alarms Clone Event Posters Badges Tablesigns Lock Delete Material Package Create a New Template Based on Academic Training Create New Template Available Templates Select the required template below then you may click the download button to obtain the generated PDF HEP Conference Poster 2b l Download Poster PDF 1X Layout Settings As with Badge Tablesigns you are permitted to alter the resultant PDF options by clicking the PDF Layout Options button and setting the parameters as required beforehand The list of event templates are templates which are only available for this event you may freely edit clone or delete these poster templates at will Editing poster template Once you have finished designing you may either save or discard your changes here 7 General Settings amp Layout Element Formatting Template Name Width 214 Choose File No file chosen 2 e Height 29 68 Stretch Center Dimensions are in cm decimals are allowed Snap to grid Insert Elements Lecture Category a Le cture Name Selected Element a Lecture Name The Poster design page is very similar to the Badge Tablesigns design page
98. ference of one hour earlier would be applied to all and only contributions and sessions of the same day Changing Contribution Break or Session Duration Positioning your pointer at the lower edge of any contribution break or session item will display the resizing cur sor clicking here and dragging the line in an upward or downward direction will alter the end time by decreasing or increasing the item s duration respectively 2 4 Conference Management Area 27 Indico User Guide Release 0 98 08 00 0 Talk 1 03 CERN 04 35 ammm 09 00 Moving a Contribution or Break into a Session It is possible to move a contribution or a break into a session slot by simply dragging the contribution break in question over the session slow into which it is desired to go 12 20 12 40 Drop to move block inside session Once the contribution break is over the session slot the contribution s break s size will change to indicate that it may be moved into the session slot designated Simply releasing the mouse button will commit the action and perform the move Undo Action As all interactions performed via the drag and drop interface are instantly written to Indico the facility exists to Undo any incorrect action simply by pressing the Undo last operation button which appears at the top of the timetable following any such action 28 Chapter 2 Conferences Indico User Guide Release 0 98 G Undo as egperation
99. for Abstracts 2 8 ee Title My new test ontributions Content my new test Paper Reviewing Summary xxx Evaluation Primary authors GONZALEZ Jose cern Co authors Mr CASTILLA Alexis CERN Advanced options Presenters Mr CASTILLA Alexis CERN Lists Contribution type A Attached files template odt Protection edit_13 png Tools edit_16 png modify Layout Track classification Logs change track assignment view details Status SUBMITTED Average rating No rating yet Submitted bY Mr ALEXIS Alexis cern change submitter Submitted on 22 August 2011 13 23 Last modified on 23 August 2011 10 01 Comments yyyyyy Contribution accept reject mark as duplicated merge into propose to accept propose to reject withdraw lt lt back to the abstract list e Track judgments Any comments made by the Track Manager or Conference Manager while changing the status of the abstract can be viewed from this tab Abstract Abstract 1 Go back to Abstracts list Track judgments Internal comments Notification log Judgement details Rating per question 7 Average j Comments rating Track Judgment Judged by Date Track 1 Proposed to reject COSTACHE Anamaria CERN IT UDS 13 July 2011 17 13 Change text format e Internal comments Here conference organizers can add any comments they may have about the abstract Abstract Abstract 3 Go back to Abstracts list Track judgments Internal comments Not
100. form e Max no of registrants You can limit the number of users who can register for your conference e Email notification sender address The FROM address that will appear in any email notification sent e Email notification If you wish a notification to be sent when a registration is submitted enter here the addresses of the persons you want to receive the notification e Email registrant Choose when if to email a registrant e g after registration after successful payment etc e Must have account You can choose if the registrants to your conference must have an account or not to be able to register You can then choose what personal data to ask for in your form title position institution etc To enable or T disable one of these sections click on the it is green it is enabled image next to that section when it is red it is disabled and when You can also choose which sections your form will contain reason for participation social events etc You can also remove add a section by clicking on the buttons remove sect and new sect Enabling and disabling sections works as above e Reason for Participation The Reason for participation form allows you to ask the registrant why he or she wants to participate From this page you can modify the question and title of the form Registration form Section Reason for participation Go back to Registration form setup Main f Title Reason for participation Description
101. fy your breaks you need to click on the entry and an edition balloon will be displayed Click on Edit to access the edit menu By doing so you can edit all the informations entered in the form when you created the break If you quickly want to modify the duration or location of the break click on the pencil to the right of Duration Room and Location You can also click on Move in the edition balloon From this option you can choose to move the break inside a session or to another day If you delete a break unlike a contribution it will not remain anywhere You will however be asked to confirm deletion 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 the contributions in which you select the one s you want to add You can also choose to create a new one 18 Chapter 2 Conferences Indico User Guide Release 0 98 Add Contribution You may choose to e Create a new one Choose one or more unscheduled contribution 2 7 contrbutiont 0 Add selected 2 If there are no unscheduled contributions a form for the creation of a new contribution will appear 2 4 Conference Management Area 19 Indico User Guide Releas
102. g one time event e Repeat daily use if you want to book many subsequent days like an entire 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 133 Indico User Guide Release 0 98 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 Essentially there are two steps selecting a room and filling in a booking form More detailed steps are 134 View Rooms Search rooms Map of rooms D View DOOKINOS Book a Room Search for a room Choose a room Room CERN 1 1 025 Search for a room Book Location n Search bookings Location CERN Calendar Room description Must contain My bookings ilahili any Must be Available Booked Don tcare My PRE bookings Start Date 20 7 2011 End Date 20 7 2011 Hours 08 30 17 30 Administration Type Single day i PRE Bookings V Check conflicts against pre bookings Administration Capacity About people Required equipment i need Blackboard Special attributes Is public Auto confirm A ct Iv e Computer Projector Ethernet Microphone PC Telephone conference capability Video conference We
103. ges Tablesigns Lock Delete Material Package CONFIRMATION REQUIRED Are you sure that you want to delete the conference Examining Real World Implications of Nuclear Power Note that if you delete the conference all the items below it will also be deleted Yes No Material Package Using the Material package option you can create a package of all the material that has been used in the conference 70 Chapter 2 Conferences Clone Event Posters Badges Tablesigns Lock Delete Material Package Indico User Guide Release 0 98 Get file package Contributions scheduled on W 18 July 2011 Material type Sessions v Papers Vv Wi Slides V session 2 last modified 20 July 2011 08 46 V Videos session 1 last modified 20 July 2011 08 45 v Posters WI Minutes v Other types Main Resource E Get only main resources from each material Get material get only files added since dd mm yyyy 2 4 15 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 It contains four tabs that are explained below Conference 1 Created by Anamaria Costache General settings Timetable Material Room booking Programme Registration Call for
104. gned from contributions _ the author submits a paper a a content reviewer submits an assesment To the Content Reviewers when _ are added to removed from the conference C have been assigned to unassigned from contributions _ the author submits a paper To the Author of the paper when an assessment is submitted by _ Referee for any assessment C Content Reviewer for assessments that imply corrections Upload a template No templates have been uploaded yet Upload Template Once this step is done you may want to assign the team for paper reviewing Please click on the next tab Team and follow the steps This is where you set up the options for the content reviewing Here you can add your own statuses questions that referees must answer set default deadlines set automatic email notifications and upload templates e Team tab 2 4 Conference Management Area 59 Indico User Guide Release 0 98 Competences Assign papers Step 1 Assign managers of paper reviewing An automatically generated e mail will be sent to newly assigned Paper Review Managers You can modify this from the Paper Reviewing Setup Managers Responsibilities Setup assign contributions to Referees define team competences Step 2 Assign Reviewers Referees Responsibilities Assign contributions to reviewers and give final judgement Content Reviewers Responsibility Judge content verification of contri
105. h Tools me Additional info No description Layout Logs edit Support Caption Support Email edit Default style edit Visibility Everywhere edit Event type conference edit Keywords modify Short display There is not any short url yet Click Modify to setup Chairpersons j aaa Screen dates Tuesday 19 July 2011 08 00 normal gt Tuesday 19 July 2011 18 00 normal modify Types of nat contributions remove ada e Title Title of the conference e Description The description that will appear on the event page e Place Edit the location address and room of the conference e Start End Date Edit the start and end dates of the conference e Timezone Timezone of the conference e Additional info Additional information that will appear on the event page overview e Support 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 13 Indico User Guide Release 0 98 Book of abstracts Registration Registration Form EJ Contact us Default style Choose the default layout style for the timetable Visibility This changes the visibility of the event
106. he 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 When it is inheriting it will have the same access protection as its parent categoy Changing the parent s access protection will change the conference s access protection accord ingly see Access Control Policy 2 4 Conference Management Area 65 Indico User Guide Release 0 98 If the conference access is RESTRICTED the event manager will be able to set a Contact in case of no access so users with no access will know who to contact in order to request access Modification control Managers users allowed to modify Add manager lt n i Co Modification key change Note It is more secure to use the manager list instead of a modification key Registration modification control Registrars aeee users allowed to modify registration Add registrar Access control Current status Your event is currently INHERITING from a PUBLIC category This means that it has the same access protection as its parent category zzzz which is currently PUBLIC but this may change Modify status Make it puBLic viewable by all the users regardless of the access protection of the parent category zzzz Make it RESTRICTED viewable only by the users you choose regardless of the ac
107. he room is not available In this case check the skip conflicting dates option to book everything except problematic dates 7 2 The Tutorial 135 Indico User Guide Release 0 98 e Click the Book button e If your form is corectly filled 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 the details of your booking e Click My bookings from the menu Your new booking now appears on the list Conflicts 6conflict s with other bookings Already booked for Conflict Dates Conflict Hours 06 07 2009 06 30 00 11 00 00 MADDEN Joanne OB 2009 14 00 00 15 30 00 PLANE David OF 07 2008 14 30 00 17 00 00 HALLMAN Jodie 08 07 2009 16 00 00 17 30 00 Kihi Hyunchul 09 07 2009 08 30 00 17 30 00 DUPONT SAGORIN Niels 100772009 08 30 00 10 30 00 OJRTMAN GERLINGS Paul Availability for Conf Room 57 2 ker Booking PRE Booking Mew Booking Conflict Conflict with PRE Booking Concurrent PRE Booking Date OG 00 OS x 10m 200 14i 160 180 70m 220 24m 030r 2009 06 E i 12 i 16 E x 2 4 EENIRAA TES 06 08 10 E i 16 E 0 2 4 05072009 5 o8 10 12 i 16 i 0 os 4 Ob 2009 o c 12 E 18 a 2 24 OFF 2008 o 08 10 12 0lUlUt S 18 w 2 4 080772009 08 06 10 E i4 a x 2 4 03072003 065 lS 20 2 z 10072009 5 c m 12 i 16 i 0 os 4 Note some rooms require confirmation These rooms are usually coded in orange In this case you cannot dire
108. ho to contact in order to request access Also 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 choosing CERN will mean the meeting is only accessible for people inside the CERN domain 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 11 Tools Tab The meeting Tools allow you to make certain actions on the whole of the meeting See following sub sections Deleting a Meeting The Delete meeting option will delete the whole meeting You will be asked to confirm deletion beforehand Alarms Clone Event Posters Lock Delete Material Package CONFIRMATION Are you sure that you want to DELETE the conference Meeting 1 Note that if you delete the conference all the items below it will also be deleted Yes No 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 For more on cloning
109. http indico cern ch Display target Display in a NEW window Display in the SAME window Conference 1 25 July 2011 CERN Europe Zurich timezone This is an announcement Overview Dates 25 July 2011 08 00 18 00 Scientific Programme Timezone Europe Zurich Call for Abstracts n View my abstracts Submit a new abstract Timetable Contribution List Author index My conference My contributions Paper Reviewing Upload paper Download Template Book of abstracts Registration Registration Form conferencel 2 4 Conference Management Area 75 Indico User Guide Release 0 98 e Add page You can add a new page in the event page Click on Add page and you will be presented with the following form Menu Images Modify internal page link Conference 1 Name Conference 1 Content Source QA Bak amp E He Go Br use x x zE ELEI ECE E 2 a BE OOA Styles i Format i Fon f sief A A EA f 2 Conference 1 switch to plain text Please note that due to the specific styles used by the Indico software the final web Note page may not look exactly the same as it appears in the embedded design tool Display target Display in a NEW window Display in the SAME window In the image below the title of the page is circled in red and the text typed in the text box is circled in green Chapter 2 Conferences 76 Indico User Guide Release 0 98 Conference 1 25
110. ification log New internal comment Add your comment here e Notification log A notification log with the emails sent to the author can also be viewed from inside this 50 Chapter 2 Conferences Indico User Guide Release 0 98 tab e Tools From here you can delete the abstract Back to submitted When the abstract has been accepted or rejected it exists the possibility of undo the action and come back to the status Submitted It will be shown the button back to submitted in order to make the action Status ACCEPTED for Event Processing as oral by GONZALEZ LOPEZ Jose Benito CERN on 04 December 2012 16 57 back to submitted Average rating No rating yet Submitted by RESCO PEREZ Alberto CERN In case of the status Accepted a popup will open in order to confirm the action because the associated contribution will be deleted Back to submitted status The contribution associated with this abstract and all the existing sub contributions within it will be deleted The abstract will remain and its status will change to submitted Do you want to continue Confirm Cancel 2 4 7 Contributions Management The Contributions menu shows all the contributions to the conference These may be either accepted abstracts or abstracts added by the Conference Managers General settings Quick search contribution ID o seek it Timetable Displaying 2 contributions Material ies ate Apply filters Static URL for this
111. ination track notrack v Destination session nosession v Type of contribution notdefined v Email Notification V Automatic Email Notification accept cancel e Reject If you have the correct rights you can reject abstracts if not you can only propose to reject Tick the corresponding box and then click on Reject A new page will appear you will need to give a reason for rejecting You can also choose whether to send an email notification or not Once you have completed the form click on reject Rejecting 1 abstracts Click here fo see the list of the abstracts you are rejecting Comments Email Notification Automatic Email Notification e Merge If you have the correct rights you can merge abstracts if not you can only propose to merge Tick the corresponding box and then click on Merge You will need to specify the abstract IDs to be merged and the target abstract ID You can choose to include authors in target abstract and whether to send or not an email notification You can also add comments Once you have completed this click on submit 46 Chapter 2 Conferences Indico User Guide Release 0 98 Merging abstracts Abstract ids to be merged 19 Target abstract id I Include authors in target abstract Automatic email notification Comments cancel submit e Author List You can get an author list for the abstracts You first need to select at least an abstract by ticking the correspond
112. ing boxes A list will then be displayed showing the submitters primary authors and co authors e Export to You can export the abstracts of your choice You can choose between XML PDF or Excel You can also access each abstract by clicking on its name see Abstracts An abstract can be in one of 10 states e Submitted 5 Abstract has no judgement yet e Under Review UF Abstract has at least one judgement but not for all tracks e Proposed Acceptation i PA Abstract has at least one judgement for each track and exectly one track has all proposals for accep tance e Proposed Rejection K PR Abstract has at least one judgement for each track and there is proposal for reject and there are no proposals for acceptance e Accepted lll 4 Abstract has been accepted e Rejected X R Abstract has been rejected Withdrawn 0 Abstract has been withdrawn e Duplicated D Abstract has been marked as duplicated 2 4 Conference Management Area 47 Indico User Guide Release 0 98 e Merged m Abstract has been merged with another Conflict C Abstract has at least one judgement for each track and there is more then one track proposed for acceptance Abstract has different judgments within at least one track e g one reviewer proposed to accept abstract and another proposed to reject it Reallocation proposals are in conflict for the abstract Boo
113. ion View details that will take you to the display view of that contribution see Contribution Display On the top right of the timetable there are different options available to you e Print Click here if you wish to print the timetable You will be redirected to a preview of the printed timetable If you wish to print click on Print Otherwise click on Go back e PDF Get a PDF document of the timetable Click on this and you will be presented with a form where you can customize the document by choosing Normal timetable Simplified timetable and their inner options see below You can also choose the PDF options i e page font size and the page numbering 2 5 Conference Display Area 93 Indico User Guide Release 0 98 PDF timetable customization Normal timetable Print cover page Print Table of Contents Show sessions in the Table Of Contents Print the ID of the contribution Print ABSTRACT CONTENT of ALL the contributions Do NOT print the ABSTRACT CONTENT of poster sessions Show length of each contribution Print the TITLE of the speakers Print the affiliation of the speakers conveners Print each session on a new page Use session color codes Print contributions which are not within any session Print breaks which are not within any session Print the starting date close to sessions title Simplified timetable Print contributions which are not within any session Print breaks which are not within any session
114. ion List Author index My conference My contributions Paper Reviewing Upload paper i Download Template Book of abstracts Registrati Registration Form This form is set by the conference manager see below He can choose all the options that will be available to registrants such as social events accommodation etc The conference manager will have the option to make certain events billable such as lunches expeditions organized within the conference etc and then to enable the e payment E payment can be enabled in the Registration option in the left menu under the tab e payment see E payment 32 Chapter 2 Conferences Indico User Guide Release 0 98 3 The conference manager has access to the final list of participants which he can manage 4 Once the list of participants has been established Indico automatically generates printable badges for each participants The conference manager can customize them by going to the tab Registrants selecting registrants and then clicking on Print badges see Registrants section Print badges sending emails exporting to excel pdf etc 2 Registrants apply for participation payment 1 Setup of registration 3 List of registrants Indico Event organizer iN Registration Form Personal data Sections e TF Accommodation Social events INDICO integrated Digital Conference Registration Form You can access the registration modul
115. ipants as a manager mark as present absent ask for excuse send email export the list of participants to Excel among other options For more info see Meeting participants 4 3 Lecture Management Area 117 Indico User Guide Release 0 98 4 3 6 Evaluation You can set an evaluation form to be completed by the participants There are four tabs in this option Lecture 1 l Ji a General settings Material Chat Rooms Video Services Participants Evaluation Advanced options Protection Tools Logs Event actions Clone Lock Switch to event page Current status Evaluation start date Evaluation end date Title Contact info Announcement Max number of submissions Email notifications Must have an account Anonymous Special Actions Setup Edit Preview Results HIDDEN sHOW Evaluation for Lecture 1 No limit start of evaluation To Ce new submission To Ge No Yes export evaluation import evaluation remove submissions remove questions reinit evaluaton modify Export the evalustion with its questions to an XML file Import an evslustion from an XML file All collected answers will be erased All questions will be erased As the submissions are connected to them they will also be removed Delete all evalustion informations its questions and its submissions e Setup
116. ipants to Excel by clicking on the Excel icon on the button bar The event manager can add participants in the two following ways 3 3 Meeting Management Area 101 Indico User Guide Release 0 98 Manager adds participants In order to add participants click on e Add gt Indico User Group if the participant or the e group exists in Indico database e Otherwise click on Add gt New user Setup Participants Statistics Declined Displaying 0 participants Add Remove Email Export to Indico User Group i yet New user Invite Manager invites participants To do so click on Add gt Invite The participant s invited will receive an email informing them they have been invited to an event This email will contain a link they will have to use to accept reject the invitation Content Type text plain charset utf 8 From anamaria costache cern ch To anamaria costache cern ch Subject Invitation to Meeting 2 Dear Anamaria Costache Event manager vent manager of Meeting 2 would like to invite you to take part in this event which will take place on 2011 07 30 08 00 00702 00 in CERN Further information on this event are available at http indicodeyv 2 cern ch conferenceDisplay py confIld 137363 You are kindly requested to accept or decline your participation in this event by clicking on the link below http indicodev cern ch confModifParticipants py invitation participantid l icontId 137263
117. k 1 Timetable Go backto Track list Material Programme Main Coordination control Abstracts Contributions a p Registration Call for Abstracts Users allowed to coordinate this track Contributions amp GUINEA Pig test cern ch x Paper Reviewing Chat Rooms Add user to list 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 30 Chapter 2 Conferences Indico User Guide Release 0 98 Track Physics Go back to Track list Main Coordination control Abstracts Contributions Quick search Abstract ID seek it Displaying 29 abstracts Apply filters Participant list Export to T Go to all abstracts Select All None ID Title Type Status Acc Type Submission date 2 0 abstract 1 not WE accepted for other track 17 March 2011 specified a 9 abstract to review not 4 submitted 28 March 2011 specified e 15 fhegfhjtr not a submitted 13 April 2011 specified 5 16 test not H accepted presentation 15 April 2011 specified amp 17 123 not submitted 18 April 2011 specified 4 19 9988 not 4 submitted 18 April 2011 specified e Contributions Show any contributions that belong to the Track see Contributions Management Track Track 1 Go back to Track list C
118. k of Abstracts Setup From here you can customize the book of abstract e Additional comments for the fist page e Enable showing Abstract ID in the table of contents e Sort by id name session etc You can also generate the PDF Book of abstracts Also this is PDF file will be available from the conference home page see Conference Display containing all the abstracts unless you disable it from the Layout menu the Menu tab Reviewing e Settings You can add questions you wish abstracts reviewers to answer the number of answers per question and the scale for each answer e g 1 to 10 There is also a preview of the question box on the left e Team This is where you assign reviewers to each track Click on Add Indico User a search box will appear Search for the user s you wish to add select them and click on Add e Notification Template A notification template is an email template that the conference organizer can pre define and that will be automat ically used by Indico under certain circumstances when an abstract is accepted rejected or merged In order to create a Notification Template you have to e Go to call for abstracts menu click on the tab Reviewing and then on the option notification templates beneath it e Click on the add button and fill the form as following Step 1 e Title title of the notification template e Description write a description of the notification template Step 2 e From address the FR
119. le see Lecture Display Area visibility see General Settings for conferences event type keywords You can add a description to your lecture a support email and its caption which will appear on the event page organizers and a short display URL used as a shortcut to the lecture s event page You can also add or remove speakers Lecture 1 20 July ne created by Anamaria Costache Clone Lock General settings Material General Settings Room booking Title Lecture 1 edit Chat Rooms Description No description Video Services Participants Evaluation Advanced options edit Place Location CERN Protection Room Address Tools edit Logs Start End date Starts 20 07 2011 08 00 Ends 20 07 2011 09 00 edit Timezone Europe Zurich Support Caption Support Email edit Organisers None edit Default style Lecture edit Visibility Everywhere edit Event type lecture edit Keywords Short display There is not any short url yet Click Modify to setup URL Speakers new search Clicking on the button Switch to event page will take you to the home page of your event 4 3 2 Material 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 Lecture 1 20 Jul y Event actions Created by Anamaria Costache Clone Lock 2 General settings Material Existing material Room booking Add Material Chat
120. licy 153 Indico User Guide Release 0 98 Category C PROTECTION STATUS X Transmets Conference C PROTECTION STATUS X inherited from Category C 4 In this graph we see how Category C transmets its access protection to Conference C which is included in it 1 e how Conference C inherits its access protection from its parent category Category C By default all objects in Indico are INHERITING 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 RESTRICTED this checking will not be applied If itis INHERITING it will have the same access protection as its parent Its access protection status will therefore change whenever the parent s access protection changes 154 Chapter 9 Protection System
121. ll delete the whole lecture There is no undo tool so far but you will be asked to confirm deletion beforehand Alarms Clone Event Posters Lock Delete Material Package r CONFIRMATION Are you sure that you want to DELETE the conference Lecture 1 Note that if you delete the conference all the items below it will also be deleted Material Package Using the Material Package option you can create a package of all the materials that have been used in the lecture 122 Chapter 4 Lectures Indico User Guide Release 0 98 General settings Material Alarms Clone Event Posters Lock Delete Material Package Room booking Chat Rooms Get file package Video Services Participants Contributions scheduled on Evaluation 7 20 July 2011 Advanced options Protection Material type Sessions Tools 7 Papers Vv Logs 7 Slides No session in this event v Videos v Posters 7 Minutes 7 Other types Main Resource El Get only main resources from each material Get material get only files added since dd mm yyyy get package back 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 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 foll
122. luation S Video Senices Chat Rooms E conference P Conference 1 add link Spacer Name spacer 37 Status Activated Disable Position move up the spacer move down the spacer remove this spacer Chapter 2 Conferences Indico User Guide Release 0 98 Overview Dates 25 July 2011 08 00 18 00 Scientific Programme Timezone Europe Zurich Call for Abstracts Location CERN View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference i My contributions Paper Reviewing i Upload paper i Download Template Book of abstracts Registration Conference 1 Images In this tab you can upload iamges This will give you a link for the given image When you need to make use of this image copy and paste this link Clicking on it will redirect you to the image To upload an image click on and then on Browse Once you have found the picture in your documents click on Upload Layout customization Conference header Images Picture Uploader 2 4 Conference Management Area 79 Indico User Guide Release 0 98 2 4 16 Logs Management This shows you a list of all the actions performed on the whole of the conference It shows the date subject responsible and module Event Log Show standard views General Log Email Log Apply custom filter Date Module 2011 07 26 16 32 53 Subject Responsible Unscheduled contribution contribution COSTACHE
123. m booking Administration w My profile Help v ULL Main categories View v Create w Manage v News Click on a category to start browsing through the hierarchy New Webcast Recording Room Search Posted on 15 06 2011 CERN Related Clubs Associations and Forums 1156 New Usability Survey Posted on 07 06 2011 Category 1 3 View news history Committees 1857 Upcoming events Conferences Workshops and Events 1690 Dark Matter underground and in Departments 12073 ongoing till 29 Jul Experiments 108184 TBA WIMP detection ongoing till today 15 00 Projects 10647 Recent Advances in the theory Schools Seminars and Courses 7344 ongoing till today 15 10 From raw data to physics Expe starts tomorrow 09 15 TEST Category 924 Triggers for LHC physics Expe starts tomorrow 10 15 LHC Grid Computing starts tomorrow 11 13 131 Indico User Guide Release 0 98 7 2 1 Getting into Room Booking Module To use Indico CRBS directly just click on Room Booking in the Indico home page in the top blue bar To book rooms for your event go to the event management page and click on the Room Booking option In both cases you will be asked to sign in Use your Indico login 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
124. manage so they can have a quick overview If you are a room manager use the Bookings option in My rooms menu to show the page again this is only available for room manangers 7 2 3 The Most Important Tip If you require it point at the question mark icon with your mouse to see context help Context help is meant to answer most of your questions along the way 7 2 4 Room Names If a room does not have a name the default name is built in the following way location building floor room Examples CERN 304 1 001 Sheraton 0 34 013 Choose a room Room CERN 1 1 025 gt CERN 1 1 025 CERN 2 1 0354 Search for a rodcern 2 R 030 CERN 3 R 002 Location CERN 4 1 0214 CERN 4 2 011 TH common room Room description CERN 4 3 004 CERN 4 3 006 TH Theory Conference Room Availability CERN 4 3 0217 CERN 5 1 0017 CERN 5 1 015 CERN 5 1 0350 eu CERN 6 2 024 BE Auditorium Meyrin CERN 6 R 012 CERN 6 R 018 CERN 13 1 017 Capacity 13 2 005 132 Chapter 7 Conference Room Booking Indico User Guide Release 0 98 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 ac cepted e 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 a
125. 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 4 4 Lecture Display Area 125 Indico User Guide Release 0 98 4 4 6 Event Style The Event style Europe Zurich 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 Description Description of the Lecture goes here Material Document amp Slides 126 English v edina y Logout Manage v Chapter 4 Lectures CHAPTER FIVE USERS AND GROUPS 5 1 Users Recognised users are Indico users or users belonging to an external database When searching for an Indico user filling any of the criteria and then clicking on the button Search will do If you are looking for someone and not finding that person he or she might not have an Indico account In that case you may want to tick the checkbox option to search for users in an external database e g at CERN you will see something like Search CERN user database Moreover clicking on Ww at the right of the name will add the person to your favourites which means you won t have to search for them next time they will appear at the right of the search box instead in the Suggested users area a Add Users and G
126. may apply to participate in this event E Participation requests must be approved by the event managers you Maximum number of participants 0 means unlimited O edit To accept or reject a request he will need to click on the tab and the following window will appear where he can manage the requests When you reject an application you can choose whether to send an email or not Setup Participants Statistics Pending Displaying 1 pending participants Accept Reject Select All E With email notification Affiliation Email Nal No email notification Declined list This tab shows the list of the participants that applied for participation and their applications were declined Setup Participants Statistics Declined Displaying 1 declined participant Name Affiliation Email Mr Alberto Resco Perez CERN alberto resco perez cem ch 3 3 Evaluation Same as for lectures see Evaluation 3 3 8 Lists See lists_management for Conferences 3 3 9 Logs See Logs Management for Conferences 104 Chapter 3 Meetings Indico User Guide Release 0 98 3 3 10 Protection Management Protection in a meeting is the same as 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
127. mpleaddress cern ch exampleaddress2 cern ch Subject Your abstract abstract_title has been accepted Body Dear s primary_authors submitter _family_name We are pleased to inform you that your abstract abstract_title has been fully accepted inside the track abstract_track for the conference conference title You will find more details here conference URL Sincerely Conference Coordinator Modify Conditions ACCEPTED type any track any Add Abstracts An abstract is either submitted by an author or manually added by a Abstract Manager conference organizers It is then reviewed by the track coordinator of the track it belongs to The track coordinator will propose to accept reject or merge the abstract If it is accepted it will automatically become a contribution see Contributions Management which you can then place in the timetable see Timetable Management Here are the different tabs e Main From here you can change the main information about the abstract such as the author co author contribution type etc The Conference Manager can change the status of an abstract for example by accepting it or marking it as a duplicate 2 4 Conference Management Area 49 Indico User Guide Release 0 98 General settings Abstract My new test Timetable Go back to Abstracts list Material Programme Main Track judgments internal comments Notification log Tools Registration Call
128. ng 28 07 2011 until inclusive 1 time s Clone the agenda on given days on the first bi Monday v every 1 month s serina 28 07 2011 nti inclusive Ba time s clone given days For more explanation on the cloning process see Clone event for conferences Posters As for meetings you can create posters for your lecture You can either create your own or use a local template Clone Event Posters Material Package Poster Printing Create poster Based on AB seminar global Create Poster From Template PDF Options Minimal horizontal margin cm o Minimal vertical margin cm 0 Page size A Local poster templates templates attached to this specific event BlankPage 4 3 Lecture Management Area 121 Indico User Guide Release 0 98 Lock It is possible to lock the lecture If you lock the event you won t be able to change its details anymore Only the creator of the lecture or an administrator of the system category can unlock an event You will be asked to confirm Alarms Clone Event Posters Lock Delete Material Package CONFIRMATION Are you sure that you want to LOCK the event Lecture 1 Note that if you lock the event you will not be able to change its details any more Only the creator of the event or an administrator of the system category can unlock an event Yes Deleting a Lecture The Delete option wi
129. nt event Meeting 1 Domain control Accessible from everywhere To restrict access to this event only to certain IP addresses choose at least one of the networks below LNF CERN test myname Submission control Submitters users allowed to submit material for this contribution Add submitter e List the users that can submit material see Material to the contributions By default nobody can submit material it needs to be specified e List the users that can modify the contributions e Make the contribution Public Restricted or Inheriting see Access Control Policy Public Any user can view not modify the contribution Restricted Only users listed in the access modification submission control can access the contribution Inheriting It will have the same access protection as its parent event Changing the access protection of the parent event will change the access protection of the contribution 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 54 Chapter 2 Conferences Indico User Guide Release 0 98 setti a n si a Contribution contribution 1 Timetable Go back to Timetable Material Programme i Main Material Sub Contribution Protection Tools Registration Call for Abstracts Contributions I Delete this contribution Paper Reviewing Chat Rooms D Mov
130. o category A If the category A is private but the conference A is public then only allowed users will be able to access the category A but everyone can access conference A Restricted Conference A PUBLIC In this graph only restricted users have access to Category A but everyone can access Conference A as it 1s public Restricted Making an object private will make it invisible to all users You will then need to set the users which will have access to it For example suppose category B is public and conference B is private and you allow users 1 and 2 to access the conference Then everyone will have access to category B but only users 1 and 2 will be able to see conference B 152 Chapter 9 Protection System Indico User Guide Release 0 98 Category B PUBLIC In this graph everyone can access Category B but only restricted users can access Conference B as it has been made private Inheriting Making an object inheriting makes it inherit the access protection of its parent Changing the protec tion of the parent will change the protection of the object For example suppose conference C belongs to category C If you make category C private then conference C will be private if category C is public then conference C will be public Making a category which belongs to the category Home inheriting will make the category public by default Here is a graph that illustrates the inheriting example 9 3 Access Control Po
131. of W and Z b of J psi Upsi 10 00 l Deeply BG Study of Performance Wand2 virtual Jpsi of the CMS Hi boson Compton Sca production a production a LHCb trigger Medium G Initial system Modification state of Vector radiation pro Coffee Break Jet B reconstruction in heavy ion Perturbative Quantum Gravity from Gauge Theory Salle 252A B Monodromies and the struc Bounds on O Anomalous Dimensions Scattering amplitudes in maximal Determination of the Luminosity by the LHC Experiments Salle Maillot B Performance RAK Jan First glance Phase T diagram of hot QCD in a 10 30 11 00 In this detailed view you can click on the icon H to get all the material belonging to the contribution If you click on the contribution a balloon will appear Click on View details to access the contribution s page You can export this contribution by clicking on Export in the balloon You can export it as a PDF calendar or XML file e Filter You can filter the information displayed in the timetable For example you can choose to display only certain sessions or sort the timetable by rooms only display events happening in certain rooms e Tabs You can choose to view all the events in one specific day or view all days on the same page To view a single day click on its corresponding tab To view all days click on the tab All days Session View
132. ol the user feedback process which resulted in a new record of usability We will also describe the interactions with the worldwide community of users and server administrators and the impact this has had on our development process as well as the tools setin place to streamline the work between the different collaborating sites Alast part will be dedicated to the use of Indico as a central hub for operating other local services around the event organisation registration epayment audiovisual recording webcast room booking and videoconference support Presenters Jose Benito Gonzalez Lopez CERN You can print the details of this abstract as a PDF using the link in the top right corner 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 Conference webpage Overview Scientific Programme Call for Abstracts i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference i My contributions Book of abstracts Registration i Registration Form Streaming E41 Support Search in authors Displaying 1791 authors out of 1791 ABBOTT David JEFFERSON LAB Control Oriented Ontology Language ABEL Norbert Kirchhoff Institut fir Physik Heidelberg Integration of CBM readout controller into DABC framework B ABLA Gheni Genera Atomics Customizable Scientific Web Portal for DII
133. on deadline 18 July 2011 2 eia Max No of registrants 20 Contribution List Author index My conference i My session Registration i Registration Form New Registrant From the New Registrant 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 90 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 98 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 h
134. ontributions that are scheduled 2 5 9 Scientific Programme Area The Scientific Programme shows all the tracks with their descriptions 92 Chapter 2 Conferences Indico User Guide Release 0 98 from 15 June 2012 to 15 October 2012 UTC CERN UTC timezone Overview Scientific Programme Scientific Programme Donde esta Macho Fantastico ahora Call for Abstracts i View my abstracts Physics i Submit a new abstract Timetable Computing Contribution List Author index My conference i My contributions Paper Reviewing i Upload paper i Download template Book of abstracts 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 You can access the conference s timetable from the event page by clicking on the Timetable link 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 Mon 18 07 amp Print PDF Full screen Detailed view 08 00 session 1 parallel session 1 2 CERN 08 00 09 00 09 00 a 1 CERN 08 00 10 00 10 00 Clicking on a contribution will open a popup with the opt
135. oordination control Abstracts Contributions Quick search contribution ID Filtering criteria Author search types sessions status not specified not specified 3 scheduled no code session 1 NS not scheduled no code Session 4 W withdrawn Found contributions 1 Id Date Duration Type Title Presenter Session Status 0 00h20 Contribution 1 NS Total Duration of Selected 0h20m 2 4 Conference Management Area 31 Indico User Guide Release 0 98 2 4 5 Registration Management You may wish to have some kind of registration process for those 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 These are the steps in the registration process 1 The conference manager enables the registration To do so go on the Registration option in the left menu and click on the button Enable He can set the registration deadline the maximum number of participants to set e mail notifications etc see Setup tab 2 The registrants apply for participation To do so they fill in a form that is found on the event s page Conference 1 25 July 2011 CERN Europe Zurich timezone Overview Dates 25 July 2011 08 00 18 00 Scientific Programme Timezone Europe Zurich Call for Abstracts aon View my abstracts i Submit a new abstract Timetable Contribut
136. ow 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 Conference Display Area 91 Indico User Guide Release 0 98 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 c
137. owing 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 You can also do some management actions from the tab Manage on the right of the title 4 4 Lecture Display Area 123 Indico User Guide Release 0 98 Europe Zurich English v oge 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 v Slides j 4 4 2 IT Style The IT style d EFurope furich English Logged in as Doe d Logout Nore Document Gil sas A Test lecture oM Description Description of the Lecture goes here Programme Chaired by Jo Doe Somewhere Company 4 4 3 CDS Agenda Style The CDS Agenda style Europefurich English Logged in as Doe d Logout More Test lecture Document W Slides E gt FR 124 Chapter 4 Lectures Indico User Guide Release 0 98 4 4 4 Static Style The Static style rarer Fu m a gt EuroperZurich English Logged in as Doe d Logout F EVENT Friday 28 May 2010 08 00 09 00 Europe Zurich hil 4 4 5 Simple XML Style The Simple XML style r
138. provided in response to the form s questions And you can also modify them Registrant Mr GUINEA Pig Go back to Registrants list Main RegistrantID 3 Tithe Mr Family Name Guinea First Name Pig Position Institution CERN Address City asdas Country BARBADOS Phone Fax Email test cern ch Personal Homepage Registration 10 December 2008 14 31 Europe Zurich date Registration Both days no value selected Fee 40 dinner nn vahie calarted modify Chapter 2 Conferences Indico User Guide Release 0 98 Preview A preview of the registration form you have set Feel free to try it no registration submitted from this tab will be recorded E payment You can choose to enable or disable e payment by clicking on Enable Disable From this tab you can customize the text to display in the payment page the payment conditions the email bodies related to epayment and the currency to use See in the image below all the options Setup Registrants Preview e payment l Configuration of pay later Currency 7 Detail of payment Enable conditions Check the box to activate the conditions Mandatory Conditions Conference Secretary as soon as possible The Conference committee reserves the right to refuse reimbursement of part or all of the fee in the case of late cancellation However each case of cancellation would be considered individually Conditions Payment Summary Email M
139. reated by Jose Benito GONZALEZ LOPEZ jose benito gonzalez cern ch Clone Lock Switch to event page General settings Material Modification control Room booking Managers users allowed to modify Add manager Video Services Modification key change Note It is more secure to use the manager list instead of a modification key Participants Evaluation Chat Rooms Access control Advanced options Protection Current status Your event is currently INHERITING from a PUBLIC category Tools This means that it has the same access protection as its parent category zzzz which is currently PUBLIC but this may change Logs Modify status Make it pusLic viewable by all the users regardless of the access protection of the parent category zzzz Make it RESTRICTED viewable only by the users you choose regardless of the access protection of the parent category zzzz Domain control Accessible from everywhere To restrict access to this event only to certain IP addresses choose at least one of the networks below _ myname C LNF test CERN 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 When it is inheriting it has the same access protection as its parent category Changing the access protection of its parent category will change the
140. result Room booking Add new Delete Move Author list Material package Proceedings Export to ss Programme Registration Select All None Call for Abstracts Date Duration Type Tite Presenter Session Track Status Material Contributions 0 Indico Present and GONZALEZ LOPEZ Jose NS future Benito ee ee 1 Introduction Mr RESCO PEREZ Alberto NS Chat Rooms Total duration of displayed contributions OhOm Video Services Delete Move Author list Material package Proceedings Export to 0 Evaluation From the contribution menu you can e Apply Filters Clicking on that link will open a list of criteria which allows you to filter the contributions For example you can choose to only display contributions included in one specific track or session e Static URL for this result Gives you the URL to access this page with the filters that you have applied until that moment e Add new Add a new contribution e Delete Delete the selected contributions Beware that once deleted you cannot restore them e Move Assign one or more specific contributions to a session 2 4 Conference Management Area 51 Indico User Guide Release 0 98 Author list This will show you a list of the primary authors the co authors and presenters You need to select at least one contribution before clicking on Author list Material package This allows you to export all the material from the contributions into a zip file Proceedings G
141. roups ee ee Suggested users COSTACHE Anamaria Family name Costache There are no suggested users for you at the moment Why not add some favountes First name E mail Organisation Exact Match COSTACHE Anamaria Add Cancel ONG the access protection from its parent category Sub category PUBLIC for the moment 127 Indico User Guide Release 0 98 5 2 Groups In Indico groups work similarly to users Recognised groups are Indico groups or groups belonging to an external database The searching criteria de scribed above applies to groups if you are not finding a group you may want to tick the option to search in an external database Add Users and Groups Suggested users There are no suggested users for you at the moment Why not add some earch CERN user database favountes Group name jtdep crbs it dep crbs it dep admins ep unit deputy group leaders ep unit deputy group leaders postmasters ep unit deputy group leaders postmasters admins ee it dep adc it deo adc di 128 Chapter 5 Users and Groups CHAPTER SIX EXPORTING INDICO DATA 6 1 To Personal Scheduler 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 There are different ways you can export data into iCal e With the icon which you can find when looking at a category s events This will export the whole even
142. rs _ Public Can be viewed by everyone Create Resource Cancel From the Sub contributions tab you can sao al Contribution contribution 1 Go back to Timetable Timetable Material Pr ogramme z Main Material Sub Contribution Protection Tools Registration Call for Abstracts Contributions Sub Contribution Paper Reviewing E 1 Sub contribution 1 Chat Rooms E 2 Sub contribution 2 Video Services E 3 Sub contribution 3 Evaluation Advanced options remove selected add sub contribution 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 on its title See Sub contributions From the Protection tab you can 2 4 Conference Management Area 53 Indico User Guide Release 0 98 Contribution Contribution 1 Go back to Contributions list Main Material Sub Contribution Protection Tools Modification control Managers users allowed to modify Add manager Access control Current status Your contribution is currently INHERITING from a PUBLIC event nis means that it has the same access protect which is currently PUBLIC but this may change Modify status Makeit puBLIC viewable by all the users regardless of the access protection of the parent event Meeting 1 Make it RESTRICTED viewable only by the users you choose regardless of the access protection of the pare
143. s Pending people to become Indico users By clicking on this link you will be presented with 3 tabs Pending Submitters Pending Managers and Pending Coordinators In each of them you will find a list of the corresponding users From these tabs you can remove selected users or send reminders 64 Chapter 2 Conferences Indico User Guide Release 0 98 All Contribution Speakers All Session Conveners People Pending Pending Submitters Pending Managers Pending Coordinators J Dr SMITH John Contribution 1 Speaker i TOME Agripino Contribution 1 Speaker List of all sessions conveners You are presented with a corresponding list of users You can send e mails to selected users All Contribution Speakers All Session Conveners People Pending 1 conveners Prof Smith John Session 1 Block 0 timetable 2 4 13 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 t
144. s Tab From the Tools tab in Session you can delete close the session or write minutes for it Adding Contributions to Sessions Indico User Guide Release 0 98 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 so use the Contribution tab inside the session Session A Go back to Timetable Main Contributions Session timetable Comment Files Protection Tools Quick search contribution ID Filtering criteria Author search Id Date Duration Type Title Presenter Total Duration of Selected 0h0m remove selected PDF of selected author list of selected types tracks status material V not specified V not specified V S scheduled W Paper W Track 1 V NS not scheduled W Slides v Track 2 v W withdrawn other IY Track 3 W no material Found contributions 0 import contributions PDF ofall author list Status Material Click on import contributions this will take you to a screen where you can select the contributions you want to include in your session Session A Go back to Timetable
145. see Clone event for conferences 106 Chapter 3 Meetings Alarms Clone Clone the Step 1 What to c es ee WT aed Event Posters Lock Delete Material Package Indico User Guide Release 0 98 event Meeting 1 lone Choose elements to clone Main information S S S O E Partici E S Attached materials Access and management privileges Alerts Full timetable Sessions pants send email to the participants of the created event E Evaluation Step 2 When to clone 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 20 07 2011 clone once Clone the event with a fixed interval every 1 week s v starting 20 07 2011 until inclusive 1 time s Clone the agenda on given days onthe first v Monday vevey 1 month s starting 20 07 2011 until inclusive 1 time s clone given days Packaging Material Using the Material package option you can create a package of all the materials that have been used in the meeting 3 3 Meeting Management Area 107 Indico User Guide Release 0 98 Alarms Clone Event Posters Lock Delete Material Package Get file package Contributions scheduled on W 20 July 2011 Material type Sessions Papers Mr Slides Videos Posters Minutes Other types lt v
146. set a new reference in its domain The presentation will focus on the description of the new features of the tool the user feedback process which resulted in a new record of usability We will also describe the interactions with the worldwide community of users and server administrators and the impact this has had on our development process as well as the tools setin place to streamline the work between the different collaborating sites Alast part will be dedicated to the use of Indico as a central hub for operating other local services around the event organisation registration epayment audiovisual recording webcast room booking and videoconference support Call for papers ACCEPTED History View Paper Place Location Prague Address Prague Congress Centre 5 kv ina 65 140 00 Prague 4 Czech Republic Room Club O Primary authors Jose Benito GONZALEZ LOPEZ CERN More Co authors Thomas BARON CERN More Material Slides Edit files chep2009 pdf chep2009 pptx If you have modification rights you will have the modification link 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 Material with all the resources attached Material Slides Edit files chep2009 pdf chep2009 ppt Having the proper access by
147. sions groups of contributions contributions presentations and breaks The management of the timetable is the same as for conferences The only difference is while adding contributions In conferences you can add unscheduled contributions to the timetable In meetings unscheduled contributions don t exist therefore you will always need 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 98 Chapter 3 Meetings Indico User Guide Release 0 98 Add Contribution Location Room CERN M Inherit from parent CERN Address Date 20 07 2011 start time 98 00 Duration 20 min Presenter s Grant all these users with privileges submission rights Within this form you can define the name description location presenters the starting time and duration of this contribution Contribution 1 x Timetable from Wed 20 07 to Wed 20 07 edit ee rare Duration 08 00 08 20 il Room Location 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 3 3 Meeting Management Area 99 Indico
148. t 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 create a booking for you ee Room View Rooms Search rooms Location CERN Name 6 R 012 Map of rooms Site Meyrin Building 6 Location Foor R View Bookings Room 012 Book a Room Latitude 46 2306736028 Longitude 04837664748 Search bookings Calendar Responsible RIVOIRON Delphine Contact l My bookings Where is key My PRE bookings Capacity None people Department BE ASR Surface area 56 m Information Room tel Comments Administration l Unavailable mA l booking periods Administration Bookings for this room are automatically accepted Simba List notification email IP documentation Custom attributes H323 IP Live Webcast Map URL Booking Simba List Equipment Roomhas Blackboard Computer Projector PC Video conference Wireless Actions Book Modify Delete Stats Availability for 6 R 012 show 3 months preview Key Booking PRE Booking New Booking Conflict Conflict with PRE Booking Concurrent PRE Bookings Date 06 00 08 00 10 00 12 00 14 00 16 00 18 00 20 00 22 00 24 00 20 07 2011 08 08 10 12 14 16 18 20 2 24 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 day not recurrin
149. t 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 wish to see e g only those contributions in a specific session You can also filter by a pattern to find in the title or description of the contribution 86 Chapter 2 Conferences Indico User Guide Release 0 98 Hide filters Static URL for this result Export to PDF Conference webpage 3 contribution types selected 14 sessions selected 10 tracks selected Overview Scientific Programme Displaying 544 contributions out of 544 Call for Abstracts Site specific monitoring from shel pi denier e a Project i View my abstracts Type poster Session Postersession Track Grid M are and Networking Technologies i Submit a new abstract Timetable Contribution List Mow 7 Presented by Mr Volker BUEGE on 26 Mar 2009 at 08 00 Author index Migration of Monte Carlo Simulation of High n eS Showers to GRID Infrastructure Type poster Session Poster session Track Distributed Processing and Analy My conference i My contributions Book of abstracts More Registration Presented by Mr Adolfo VAZQUEZ on 26 Mar 2009 at 08 00 L Registration Form Software Valklaiion AE for the ATLAS Trigger l Type oral Session Softw Somponents Tools and Databases Track S are Components Tools and Databases Streaming Paper Reviewing i Upload paper More Presented by Wolfgang EHRENFELD on 26 Mar 2009
150. t into iCal Sub category 1 Go to parent category iCalexport View Create Manage v July 2011 E 26 Jul 29 Jul Conference 1 protected E 20 Jul No Title E J 19 Jul Lecture 1 e From the event page from the menu More gt Export to iCal You have the choice to export the event or the timetable Clicking on Export event will export the event into 1Cal and clicking on Export timetable will export the timetable with all the contributions etc within it Europe Zurich v English v Loggec Login as Logout q 4 pas gt More v Export event to iCal Export timetable to iCal Confersiive Europe Zurich timezone Overview Dates from 26 July 2011 08 00 to 29 July 2011 18 00 Scientific Programme Timezone Europe Zurich Call for Abstracts Location CERN i View my abstracts i Submit a new abstract Timetable Contribution List Author index My conference Book of abstracts e From the category s overview page by clicking on the link iCal export on the top right This will export all the events in the given category 129 Indico User Guide Release 0 98 Sub category 1 Go to parent category iCal eae View Create Manage July 2011 E 26 Jul 29 Jul Conference 1 orctectex E 20Jul No Title E 19Jul Lecture 1 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 c
151. tatuses 36 Chapter 2 Conferences Indico User Guide Release 0 98 Registrants The Registrants tab will show a list of all the registrants for your conference Setup Registrants Preview e payment Displaying 3 registrants Apply filters Columns to display Static URL for this result Add new Remove Email Print Badges Attachments Show stats Export to Th 1 Select All None Name Email Institution Phone City Country Mr DOE John john doe cern ch CERN 41445566 Geneve SWITZERLAND Mr SHELDON Cooper sheldon cooper cern ch Caltech 41123456 Pasadena UNITED STATES OF AMERICA Mr WACHTER Christophe christophe wachter cern ch CERN 412233344 Lausanne SWITZERLAND From this list you can perform several actions on the registrants as for example e Add new It will open the registration form see Registration Form e Remove It will remove the selected registrants e Email It will allow to send an email to the selected registrants Indico will send one email per participant Also you can profit from the Available tags to make it personal Indico will replace the tag with the real value of the registrant e g registrant_family_name will be Smith Setup Registrants Preview e payment Compose the email From address christophe wachter cern ch To address CC addresses Beware addresses in this field will receive one mail per registrant Available tags Body conference title Insert conference_URL
152. u 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 a part of the registration form and it contains many fields 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 Setup tab In here you can control all the features of the registration form To access the following options you need to click on Modify in the first part of the setup tab e Current status this is where you enable disable the registration e Registration start end date choose the registration start and end dates You can also allow late registrations by choosing Allow x days weeks late Modification end date If you want the registrants to be able to modify their registration after the end date of the registration you can set a modification end date Title you can change the title of the registration form Contact info Type here any information you wish to appear under the option Registration in the event page 34 Chapter 2 Conferences Indico User Guide Release 0 98 e Announcement You can enter any announcement that you wish to appear in the registration
153. ucharest Europe Bucharest timezone Overview Dates from 15 July 2011 09 00 to 16 July 2011 18 00 Agenda Timezone Europe Bucharest kana Location IFIN Bucharest Room National Physics Library conference room Registration Form Additional organized by National Institute of Physics and Nuclear Engineering Horia List of registrants Hulubei IFIN HH Travel Information http www nipne ro Accommodation Links Dinner Contact 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 ROC w English v 8th International Hiroshima Symposium on the Development and Application of Semiconductor Tracking Detectors Taipei Taiwan 5 8 December 2011 Academia Sinica Po Search Overview Abstract submission opening day 01 June 2011 aN ae Abstract submission deadline 12 September 2011 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 List of registrants Conference site 2 5 Conference Display Area Indico User Guide Release 0 98 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
154. uestions 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 remove questions All questions will be erased As the submissions are connected to them they will also be removed rent evaluation o OO Ka Delete all evaluation informations its questions and its submissions You will have a brand new evaluation 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 8 3 Interface 143 Indico User Guide Release 0 98 Name 1 What is your name Description H Textarea Textarea Like Textbox but with more capacity for text Suitable for long answers like comments feedbacks etc Comments 2 Write here any comments you have bt Password Password Like Textbox but the answer is hidden For example on the picture below it is recommended that the answer is hidden 1f 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 Password
155. up a Timetable to organize what will be happening where and when and what contributions materials etc will be included see Timetable Management 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 There are options to clone your conference and to perform other tasks on the whole of your 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 Clicking on the link Switch to event page to the top right of the 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 12 Chapter 2 Conferences Indico User Guide Release 0 98 Conference 1 19 July Event actions Clone Lock Switch to event page General settings General Settings Timetable Material Title Conference 1 edit Programme Description No description Registration Call for Abstracts Contributions Paper Reviewing edit Chat Rooms Place Location CERN Video Services _ a Address Evaluation edit Pe EE Start End date Starts 19 07 2011 08 00 Ends 19 07 2011 18 00 Lists edit Protection Timezone Europe Zuric
156. ution Basic Authors Advanced Place Room Location 1 1 1 My Office at CERM CERN 11 025 CERN CERM 1 7 7 My Office at CERN 1 4 7 test J1 M 4 3 04 start time yon Date Presenter s 4 1 U21 Add a different one Grant all these users with privileges v submission rights Rescheduling This option is available on the top right of the timetable to the right of the option Add new Step 1 Choose the type of rescheduling you want e Adjust time of all entries will move all the entries in the specific days by changing their starting times The first entry will start when the event starts and the other will follow consecutively after it The durations will not be changed 2 4 Conference Management Area 25 Indico User Guide Release 0 98 09 30 09 5 10 00 10 15 e Adjust duration of all entries will adjust the duration of the entries of the selected day to fill the gaps between them so that their starting times don t change If a gap time is specifies the duration will be extended up to the value of this time gap before the starting time of the next entry 1000 1015 P 10 00 11 0 Step 2 Choose the time gap between entries You need to type a duration in minutes Step 3 Choose to fit sessions to their content You can choose to tick the option to fit all the sessions contained in the specific day to their content This will change the start an
157. vember 2012 from 15 00 to 16 30 Europe Zurich at CERN 513 R 055 Manage Wednesday 14 November 2012 15 00 15 20 Jose Benito Gonzalez 20 Speaker Jose Benito Gonzalez Lopez CERN Material Minutes Slides A 15 20 15 25 Pedro Ferreira 5 Speaker Jose Pedro Ferreira CERN Material Minutes 15 25 15 30 Alberto Resco 5 Speaker Alberto Resco Perez CERN Material Minutes 15 30 15 35 Jakub Trzaskoma 5 Speaker Jakub Piotr Trzaskoma Warsaw University of Technology PL Material Minutes Indico User Guide Release 0 98 You 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 This will let you set filters to focus on events depending on their date or the session they are included iCal export Opens the popup with all the options to export the agenda to your calendar More w More v This button allows you to use the following additional features e Export to PDF format 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 The other icons are Gets you back to the Indico homepage Eee Brings you to the oldest event in the category your event belongs to Brings you to the previous event in the category your event belongs to Brings you to the category event o
158. verview your event belongs to gt Brings you to the next event in the category your event belongs to Brings you to the newest event in the category your event belongs to Manage Y From Manage you can Edit event this will lead you to the management area of the meeting same as for PENCIL Clone event Leads you to the tab Clone Event in the Tools option see Cloning a Meeting Edit minutes add and edit your minutes When you add minutes the following appears in the event Material Minutes page Clicking on Minutes on the left will open the minutes in the same page clicking on the icon on the right will open the minutes in a new tab Manage material opens a window where you can add edit or delete existing material 3 4 2 Simple Text Style The simple text style Indico User Guide Release 0 98 UTC English v Login S 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 3 Administrative Style The Administrative style Europe Zurich English Logged in as Doe J Logout E Filter More w ORGANISATION EUROP ENNE POUR LA RECHERCHE NUCL AIRE CERN EUROPEAN ORGANIZATION FOR NUCLEAR RESEARCH Test meeting md 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 Z a Sub Contribution 1

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