7.4 Deleting users from Baobab Changing user profiles User profiles Editing user profiles for the entire working group...

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1 1 Contents 2 Introduction to Baobab Structure What is Baobab? Where you find your information? The portal (starting page) The heading area The left hand navigation menu My Baobab My Working Group Appointments My Messages My Favourites My Documents My Contacts The overview list Creating a new contact My Profile General Information Login name Employment details Personal settings Changing your password Add a photo Working groups Creating a working group Editing a working group Users Adding users to a working group Creating a new user in Baobab Deleting users from a working group

2 7.4 Deleting users from Baobab Changing user profiles User profiles Editing user profiles for the entire working group Creating a new user profile Articles Introduction New article The article overview within the folder Actions tab New article Editing an article Commenting on an article Recommending an article Moving a single article to another folder Article folders Adding a new article folder Editing an article folder Deleting an article folder Moving folders and content Editing the folder profile for an entire working group Forum Introduction Creating a new topic in the forum Adding a new entry in the forum Chat Adding a new chat folder to a working group Adding a new chat Using the chat Exporting chat history Calendar Introduction Creating a new appointment

3 13.3 Showing the appointment overview and exporting to Outlook Editing an appointment Deleting an appointment Recommending appointments People and addresses Search DON T PANIC!

4 2 Introduction to Baobab Ever felt lost in the sea of information within the Caritas confederation. Welcome to Caritas Baobab, the internal communication platform for all Caritas staff worldwide. There are over 160 Caritas organisations around the world with over one million paid staff and volunteers. Caritas staff members have a wealth of skills and experience. With this much work being carried out, Caritas members need to be able to collaborate so that their staff and volunteers share knowledge and their work with each other. Working as a team around the world we also need to relay information quickly, especially in times of emergency. Caritas Internationalis aims to provide its members with a knowledge sharing platform that can address all of these needs. Caritas Baobab is a web based, knowledge sharing platform that brings information to its users fingertips. It s available in English, French and Spanish. Caritas Baobab doesn t require any software installation or special IT knowledge. Key articles, documents will be available, as well as projects, events, press releases and contact information. As well as enabling members to receive and search information, the system also allows them to participate in working groups and discussion forums in its password protected areas. Come and sit with us under the Caritas Baobab tree! Share your knowledge and learn from others. Let s work in partnership. This manual helps familiarise you with Caritas Baobab and resolve any user glitches. 3 Structure 3.1 What is Baobab? Baobab is a private area on the internet that helps the employees of Caritas Internationalis member organisations in two ways: 4

5 1. Enhancing performance through research Baobab makes the whole organisation s knowledge quickly and easily available throughout the organisation. Baobab content helps users keep up to date in their specialised areas, as well as assisting those seeking information. Professionals and experts from the entire Caritas network have contributed their experience to Baobab. All Caritas employees can benefit from this vast store of knowledge. 2. Supporting internal communication Baobab has closed data areas and working groups, where working group members can communicate with without risk. Each user who publishes within Baobab can decide whether or not the content of these closed data areas is made available to the entire community. 3.2 Where you find your information? You will find all information organised in working groups on the left panel (see chapter Working group ).Working groups are created on request to Caritas Internationalis. Every staff member of a Caritas organisation member has access to the public part ( Caritas Baobab ) after they register. Select this folder on the left of the list. You will find now several working groups (e.g. Emergencies, General Assembly). We will add more topics as more people join. Here you can find information (messages, documents and appointments) added by the General Secretariat (see chapters Articles and Calendar ). If you are part of a closed working group, you will find at working groups another folder (e.g. Caritas Internationalis ) with the sub working group you have access to. Closed working groups will be created, when members of a committee or project group or a member organisation wish to exchange information within the confederation or on a national/regional level. To search for a closed working group in your field of work, use the search (see chapter Search ). If there is one, you will receive the name of the administrator of that working group and could ask him to become a member of that group. For further information on using or creating a closed working group contact us at baobab@caritas.va. 4 The portal (starting page) 5

6 After the login process your personal portal will be displayed. You will see the heading area, the left hand navigation bar and a choice of function boxes. On the left is articles from the Caritas Internationalis General Secretariat. In the middle and right hand columns you will see a choice of function boxes that give information about new messages, new articles and new appointments in your working groups. For details see My Baobab. 4.1 The heading area The heading area is always visible. It includes the following functions: On the far left you will find a house symbol 1with the current date. This symbol is a link and will take you back to your portal page. By using the person symbol 2 identified with your name you can edit your details, for example changing your password or address. With one click on the Favourites button 3 you can jump to your favourite articles, working groups, appointments, etc. For details see My Baobab. The search window 4in the heading area enables a quick search of all the information in Baobab. Enter your search term and click on the "Search" button. By clicking on the logout button 5you can log out of Baobab. 6

7 4.2 The left hand navigation menu The left hand navigation menu gives you access to different areas. The first button is My Baobab 1. Only you have access to this area. Here you can open your messages, edit your favourites, view your contact list and edit your profile. Within the Working groups button 2 you can access your working groups as well as fully open working groups. Within the working groups you will find folders with articles, forums and calendars. Within the People and Addresses button 3 you can search through all member and partner organisations. Within Search 4 you can search articles and appointments, and also search for working groups as well as people and addresses. 7

8 5 My Baobab 5.1 My Working Group Appointments Here you find an overview of all your appointments in all of your working groups sorted by date. You can transfer all the working group appointments into Outlook on your Personal Computer (PC), please use the "export" button at the top. You can also export individual appointments into Outlook. First change into calendar view ( show calendar ). In the calendar view you can view all the appointments for the day, week or month. If you wish to see further appointments, scroll through the calendar (month) by using the arrows (forwards or backwards) or by choosing a month/day by using the downward pointing arrow. To export an individual appointment use the yellow export sign, which is added to each appointment. Unfortunately, synchronizing with Outlook is not possible yet. Appointments are created within working groups. To create a new appointment first go to the relevant working group under working groups on the left hand menu (see chapter Calendar ). To edit an existing appointment, click on the title, but you need administration authorization to do so. 5.2 My Messages 8

9 Here you see the overview of your received messages, including those sent directly from the system. For example, a message stating that a new article has been published in a working group, as well as messages sent from other Baobab users. The message overview structure includes: Status: Read or unread if the envelope is closed, it means the message hasn t been opened. If the envelope is open, it means the message has been opened. Subject: If the subject is appears in bold type, the message has not been opened. You can also see the sender, the date and time, and the priority. Messages sent via the Baobab system are labelled with [baobab]. Delete: If you wish to delete a message, click on the trashcan symbol. You can sort the contents of each column by clicking on the column title. Send a new message: To send a new message click on the New message button in the action tab. A new message window will open. To send a message, type a name or address in the "Recipient" field. A drop down list will open automatically including all the Baobab users that were found. Select an entry from the list and click on the "Add" button. If you wish to send the message to multiple users, then repeat this step. If you wish to send an to someone who is not registered as a Baobab user, then simply type their address and click on "Add". Should you wish to delete a recipient from the recipient list, then click on the trashcan symbol behind the name of the relevant user. The "Subject" and "Text" fields are compulsory. Add the message s priority. Enter the message text in the text field. Now you can attach documents to your message. There are two ways to do this: 1. You can upload a document or file from your local hard drive or computer. Choose a name for the document. Click on the Select button. Here you see the overview of your own documents on your hard drive. Choose the relevant file and highlight it. Now you can upload the document from your local drive. Click on Upload document to do this. A progress bar shows you how long this will take. When the upload is finished the attached document will be shown. If you want to add multiple documents, you just repeat this step. 2. You can use a document from the My Documents area of My Baobab. Click on the button Add from My Documents. Here you see the overview of the My Documents area which you have already created within Baobab. Choose the relevant file and highlight it. Now you can upload the file from your personal My Documents area into the working group. To do this, click on the Add document button. When the upload is finished the document will be shown. If you want to add multiple documents, you just repeat this step. 9

10 If you wish, you can also delete the attached document. To do this click on the delete button the trashcan in the overview screen of the attached documents. If you want to add multiple documents to an article, you can compress them and then add them as a zip file. The zip file format is a data compression and archive format. A zip file contains one or more files that have been compressed, to reduce file size. Therefore you need a special programme. There are a number of excellent zip utilities available, e.g. WinZip. If you add your documents compressed in a zipfile, the recipient will receive this message with all attachments automatically extracted (unzipped) in single documents. To send the message click on the Send button in the action tab. You will receive confirmation that the message has been sent. The message overview will be displayed again. 5.3 My Favourites If you often use a special working group, you can choose this as a favourite. This means with one click you can get to the exact place. You can create a favourite from anywhere in Baobab. Your Baobab favourites allow you to navigate quickly within certain areas in Baobab. To add a favourite, click on the Add to favourites button under the actions tab. After clicking this a form opens. This form helps you to describe the new favourite. Give the favourite a relevant title and description, and then save these details by clicking on Save in the actions tab. The title and description are then shown under My Baobab. Your favourites can also be shown on your portal page. Under My Favourites you can see the overview of your favourites. In the first column you can see a symbol that shows you which area the favourite came from (e.g. articles, messages, forums). In the second column you can view the title you have given the favourite. The title contains a link and by clicking on it you can go directly to the relevant area in the system. The description is shown in the next column. The paintbrush symbol represents the edit function. If you want to change the title or description of the favourite, click on this symbol. 5.4 My Documents You can upload personal documents here. The documents can only be viewed by you. You can also use these documents in other areas, (e.g. articles), and then make them publicly available. To upload, use the Upload new document button. Type in the title of the document. Click on the Browse button. Here you see the overview of your own documents on your hard drive. Choose the relevant file and highlight it. Now you can upload the 10

11 document from your local drive. Click on Upload document to do this. A progress bar shows you how long this will take. When the upload is finished the attached document will be shown. 5.5 My Contacts Do you often work together with several colleagues who also have access to Baobab? If so, you can add your colleagues contact details to your personal contact list. You can then see all the colleagues you have added to your contacts in My Contacts The overview list In the second column of the overview list you can see the online status of your contacts. If a colleague from your contact list is online in Baobab at the same time as you, their status symbol will be coloured. By clicking on this symbol you can send an invitation to chat to this contact. When your contacts are offline, their status symbol is grey. The second column shows the names of your contacts followed by their addresses. In the last column is the delete symbol the trashcan. Use this to delete a contact from your contact list Creating a new contact To add a new contact to your contacts list, follow these steps: Step 1: In the search window in the heading area type the name of the contact you wish to add and click on the search button. Step 2: From the results list select the desired contact. The details of the contact will then be shown. Step 3: Click on the Add to contact list button within the action tab. You will receive confirmation that the contact has been added to your contact list. 5.6 My Profile In this area you can change your personal details. 11

12 5.6.1 General Information 1 When you open your profile, the first tab shows your general information, such as title, name, position, address and language selection. If you need to make changes here, edit the relevant details and then click on Save within the actions tab Login name 2 Here you find your personal login name Employment details 3 Here you find your member organisation. You could add additional information such as your phone number, fax, another address, your area of operations and your foreign language competence Personal settings 4 In your personal settings you could choose several options: a) notification: administrators in your working groups could send to all users in the group an , informing them about new articles or new appointments. Each user can decide whether he wants to receive this notification or not. The notification will be sent to the address you have under General Information b) Online status: your friends in My contacts list will receive a message, if you are entering Baobab so that they could go for example for an online chat with you (See chapter My Baobab/My Contacts ). If you don t want to be disturbed, choose the option invisible c) Show Tooltip: The tooltip (or infotip) shows additional information or special reference by putting the mouse cursor over (put the cursor over a title or user name without clicking) Changing your password 5 If you wish to change your password, click on Change password in the action tab. You can now give yourself a new password. Your password must consist of at least 6 characters. For security reasons you must use a mixture of small and large letters as well as at least one number. 12

13 5.6.6 Add a photo 6 If you like to add a photo to your user account, press Edit photo, go on Browse, choose the relevant photo from your local drive and highlight it. Now you can upload the photo. Click on Upload. A progress bar shows you how long this will take. When the upload is finished the photo will be shown. Now save this step. 6 Working groups The extranet contains various parts, either open for all Baobab users or only accessible for a selected working group. Working groups in Caritas Baobab are created by the General Secretariat to share information within the confederation and to give colleagues around the world the opportunity to come together and share knowledge and experience. Working groups will also be created when members of a work group or project group or member organisations wish to exchange information within the confederation or on a national/regional level. There is no limit on the number of working groups. By creating a working group, the members of the working group can network in a protected environment. They can publish articles and attached documents, they can comment on these articles, appointments can be published and the members can discuss issues in the forum and chat room. All content is only visible to the members of that single working group. Each working group must have at least one administrator to coordinates content within the working group. He or she is responsible for adding or deleting users for this working group, creating user profiles, classifying articles within folders, creating bulletin boards and posting articles and appointments. All users have access to public working groups that have been created in the system (except for any users marked as externals, see Users/Creating a new user in Baobab ). Within each working group, different folders correspond to different functions: In the article folder you can add new articles 1 In the calendar folder you can publish new appointments 2 In the forum folder you can discuss issues with other members of the working group 3 (if required) in the chat folder you can discuss live with members of your working group 13

14 The starting page of each working group shows the user The several above named folders Information about other users in the working group 4 The administrators of that working group, who is/are responsible for that group and who is/are your contact Creating a working group Establishment of a single working group is carried out by the Caritas Internationalis General Secretariat. If you want to administrate your own working group please contact us at: baobab@caritas.va 6.2 Editing a working group In order to use these functions you need to have administration authorization for the working group. Select the working group and click on "Manage working group" within the action tab. In this view you can see all the options available for use with regards to this working group. Go to Edit working group within the work area. Here you can add translations of the working group name by clicking on the language tab. 14

15 If you want people to be able to find additional information on your working group (target group, kind of information, etc.) you can add a descriptive text, which will be shown on the hit list in the search function (left hand navigation tab Search, for working groups). When you have completed all the details, save the changes by clicking on the Save button within the action tab. If you want to give a short note to the users in your working group, add this to short note, which is shown on the starting page of your working group. 7 Users 7.1 Adding users to a working group In order to use these functions you need to have administration authorization for the working group. Select the working group to which you want to add a new user. Click on "Manage working group" within the action tab. In this view you can see all the options available for use with regards to this working group. Go to User within the work area: Step 1: In the work area select the "New user" button. A new screen will open. Step 2: Type the last name of the user in the search window. Make sure you use the correct spelling. Depending on the situation, the "Auto complete" function will offer you a choice of names, from which you can select one by clicking on the appropriate name. Step 3: Activate the search. Please note that a check will first be made to see if the user already has access within Baobab. Step 4: You will receive an overview of all the Baobab users with the searched for name. You can then check which of the displayed users is the one you re looking for. (N.B.: if the user you re looking for is not on the list, you have to create a new user account. See Users/Creating a new user in Baobab ) Step 5: Add the user to the working group by clicking on the "Accept user" button. Step 6: Now you give the user a profile authorization level. Select the desired profile and click on the "Accept profile" button. Three standard profiles are available within a working group: 15

16 Administrator: administrate, read and write Editor: read and write Standard user: read Step 7: Save this user. 7.2 Creating a new user in Baobab In order to use these functions you need to have administration authorization for the working group. Select the working group to which you want to add a new user. Click on "Manage working group" within the action tab. In this view you can see all the options available for use with regards to this working group. Go to "User" within the work area: Step 1: Select the "New user" button in the work area. A new window will open. Step 2: Type the last name of the user in the search window. Make sure you use the correct spelling. Activate the search. Please note that a check will first be made to see if the user already has access within Baobab. Step 3: If the desired user does not have Baobab access you will receive a message stating so. Click on the "Next" button to add the user for the first time ( User not found? Add a new user here ). Step 4: A form will now open. Type in the user s title, and first and last names, as well as their address and their desired username. The username is part of the login details that the new user will need (combined with their password, which the user receives by see Step 8) in order to log into Baobab. If you click on the "Suggest usernames" button, Baobab will suggest an appropriate username. However, this suggestion is optional. Baobab is available in three languages (English, French and Spanish). Please choose a language for the new user. He or she will receive the password in an in the selected language and the user guidance for the first login will be in that language, which users may change themselves. Last name, first name, address and user name are mandatory fields. When you have filled in all the fields, click on the "Next" button in the action tab. 16

17 Step 5: Assign the user an institution. To do this you have to search for the relevant member organisation. The quickest way to find the relevant institution is to enter the country name in the search window and click on "Search". N.B.: If the user is NOT an employee of a member organisation, then please enter the postcode (external organisation) or ask the Baobab team (baobab@caritas.va) for help. External users are only members of their working group. They could not visit the open working groups and couldn t search for documents and users outside their group. Step 6: Now you see a results list. Select the relevant institution and click on the "Confirm institution" button. Step 7: Now you can apply an authorization profile to the user. Select the relevant profile and click on the "Accept profile" button. Three standard profiles are available within a working group: Administrator: administrate, read and write Editor: read and write Standard user: read Step 8: Save this user. After saving, the new user will receive an with his or her access data (login name and password). The password will be automatically generated by the system. 7.3 Deleting users from a working group In order to use these functions you need to have administration authorization for the working group. Select the working group from which you want delete a user. Click on "Manage working group" within the action tab. In this view you can see all options available for use with regards to this working group. Go to "User" within the work area. You will find a list of all users in your working group by clicking Show all users from this working group. If you want to create an Excel list with all these names, click on export of users list in the action tab. The Excel list will be sent to you. You can find it in the list in My messages. To delete an user please go on with the following steps: 17

18 Step 1: Type the last name of the user in the search window at Search for user in your working group. Make sure to use the correct spelling. The "Auto complete function will offer you a choice of names, from which you can select one by clicking on the appropriate name. Step 2: To remove a user from your working group first select the relevant user from the left hand overview and then click on "Remove/Delete" on the right hand side. To view additional information regarding the user you can click on the "Show user" button on the righthand side. By clicking on the "Back" button you can see the overview screen again. Step 3: You will now be asked if the user should be removed from the working group. Select "Delete from working group only". The user then has no further access to your working group, but still has access to his or her other Baobab working groups. 7.4 Deleting users from Baobab Users should be permanently removed from Baobab for the following reasons only: The user no longer works for Caritas (resignation or retirement) The user has died. Please note: Should a user marry and change their name or address, then users themselves can update their information (see My Baobab/My profile). It s not necessary to delete the account and create a new one. If you want to delete a user from the system, please contact the Baobab team (baobab@caritas.va) and send us the user s first and last name and address and the reason for deletion. 7.5 Changing user profiles In order to use these functions you need to have administration authorization for the working group. Select the working group from which you want delete an user. Click on "Manage working group" within the action tab. In this view you can see all options available for use with regards to this working group. Go to "User" within the work area. 18

19 Step 1: Type the user s last name in the search window at Show all users in working group. Make sure to use the correct spelling. The "Auto complete" function will offer you a choice of names, from which you can select one by clicking on the appropriate name. Step 2: Click on "Edit profile" on the right hand side. Step 3: Remove the tick from the current profile box, then choose the new profile. Don t forget to save. 8 User profiles Three standard profiles are available within a working group: Administrator: administrate, read and write Editor: read and write Standard user: read 8.1 Editing user profiles for the entire working group In the work area go to Profiles where you can modify existing profiles and add new profiles. A new view will open. In the left section of the work area you will see all the profiles that exist for this working group. In the right section you will see additional information regarding each profile, as well as about which users are assigned to this profile. If you want to limit or upgrade an existing profile for all users in your working group who have this profile (e.g. limit the editor profile and delete the write privilege), use the following steps: Step 1: Go to Profiles in the work area. In the section of the overview page click on the profile you want to change, e.g. the editor profile. Step 2: The authorization for this profile will be shown In the right hand section. Step 3: Click on the "Edit" button. Step 4: You now see a new view. The various authorization levels are displayed. To eliminate the "write" authorization, remove the tick from the box next to it. Now save the profile. 19

20 N.B.: Saving this profile prevents all users within this working group who have an "editor" profile from writing anything within any folder (articles, forums, appointments). If you only want to change the profile of a single user, please see Users/Changing user profiles 8.2 Creating a new user profile It s not usually necessary to create a new profile because the three standard profiles allow for all possibilities. However, if you wish to add external users (e.g. experts, consultants or partners who are not Caritas employees) to your working group, it s probably easier to differentiate between internal and external users if you want to change the profile, and thus you could create a new profile. Step 1: If you want to create a new user profile, go to Profiles in the work area and click on the "New profile" button in the left hand section. Step 2: A new view opens. Enter the name of the new profile (e.g. external user) in the appropriate field and select the authorization level by choosing what the user has access to. Save the profile by clicking on the "Save" button in the action tab. Step 3: After an overview page has been saved, a list of all the profiles for this working group is displayed. The newly created profile is also visible. 9 Articles 9.1 Introduction Being able to post articles within a working group is one of Baobab s most important functions. By posting articles and documents on the Baobab site you make them available to your working group. Depending on choice, articles can be commented on and/or recommended to other users. Articles can also be easily made available outside the working group, for the benefit of all Baobab users. The message function makes it possible to inform all working group members about a new article. In this tutorial we will give you a step by step explanation of how to post an article. Choosing data area and working group In the working group area, choose your working group. Within the data area, you can see the available working groups by clicking on the plus sign in front of the data area s name, or by clicking on the data area s name. 20

21 9.2 New article Within a working group, different folders have different functions. To publish an article, select the Article folder/subfolder. Open the chosen folder by clicking on the name of the folder The article overview within the folder Now you can see an overview of the articles that have already been placed in the folder. In this overview you can see: the title of the article, the author, the publisher (person who posted), the number of attached documents, any comments, the number of hits and the date first posted. You can sort the columns individually, either alphabetically or chronologically Actions tab New article The next step is to choose New article on the actions tab. The article assistant will now guide you through the various steps. Step 1: Type in the title of your article. Step 2: If you want to publish the article in other working groups or folders, you can select these now. Only the folders and working groups for which you have publishing authorization are shown. Select the relevant working group and folder and then tick the folders in which you wish to publish. Click on Next on the action tab. Step 3: Typing in the article text. The date and title fields are already completed and are automatically shown. In the text field you can now type in the article text. In this field, as in a word processor, you may use various text tools (such as underlining) and apply formatting. By running the cursor over the various symbols you can see what functions are available. If you ve already written the text in another programme, you can use the copy and paste function. The length of the text is unlimited. Please consider that it may be easier for your working group users if you just write a short description in the text field, and then attach the complete text of this article in a separate document. Click on Next on the action tab. Step 4: Adding documents. Now you can add documents to your article. There are two ways to do this: you can upload a document from your local hard drive or computer. Type in the title of the document and click on the Browse button. Here you see the overview of your own documents on your hard drive. Choose the relevant file and highlight it. Now you can upload the document from your local drive. Click on Upload document to do this. A progress bar shows you how long this will take. When the upload is finished the document will be shown. If you want to add multiple documents, just repeat this step. 21

22 You can also use a document from the My Documents area of Baobab (see My Baobab/My documents ). If you wish, you can also delete the attached document. To do this click on the delete button the trashcan in the overview screen of the attached documents. N.B.: the deleted documents are only deleted from the article and not from My Documents within Baobab. If you want to add multiple documents to an article, you can compress them and then add them as a zip file. Step 5 : Select author. Now you can select the author. By default, you are already selected as the author. If you are not the author, here you can select the author from among your working group s members. Type the name of the author in the field. The author will then be shown; click on their name to confirm. If the author does not have access to Baobab or is not a member of your working group, then you cannot select the author at this stage. We would then recommend that you name the author in the text field. Tip: If you are publishing an article by an author who doesn t have access to your working group, you can ask the working group administrator to allow the author access. Access is also possible for people who are not part of the Caritas organisation. Ask your administrator for more details. Step 6: Type in a time period for the article. Type in a time period for the article. You can do this using the calendar or by typing in the date. The time period of the article defines the time frame during which the article is visible within the working group and may be searched. Once the time period has expired, the article is only available to the administrator(s) of the working group and the author. If you wish to permanently remove the article from the system, you have to edit the article and click on the Delete article button. Step 7: Visibility within searches. Visibility within the search process determines the extent to which the article may be viewed by Baobab users. The various status options are: a) Visible only for users of that working group: The article is not visible for all Baobab users it is only visible to members of your working group. b) Bibliographical information: All Baobab users can search for the author and the title of an article. If a user is interested in an article, he or she can ask for access by sending a message to the author. The author can then decide whether or not to make the article available to the user. c) Complete: The entire contents, including attached documents, can be found via the search process. Tip: We recommend that any articles or documents that might interest other Baobab users be made freely available. This creates a worldwide exchange and enhances the synergy effect. If the article cannot be made freely available, the availability of bibliographical information can still be very helpful for those searching. The author can then decide on a case by case basis whether an article should be made available to the user. 22

23 Step 8: Notification on the portal page. When you tick this box, your working group s members can see on the portal page that the article has been created. This information is displayed on the portal page, with the title of the article shown in the function box ( New article in a closed working group ). Step 9: Allow Recommendation. When you add a tick here, it allows the article to be further recommended to other Baobab users. Step 10: Allow Comments. When you add a tick here, it allow members of your working group to make comments about your article. Tip: Activate the comments function if you would like to receive feedback regarding a certain article. This makes the review process easier. The comments made can be seen by all of the working group s members. In the overview screen of the articles, you can see how many comments have been made regarding a certain article. Step 11: notification to all the working group s members and additional text. When you tick here, all the working group s members will also receive an informing them about the new article, as well as receiving a message in the My messages area. Each user can decide whether they want to receive this notification or not. This option can be selected under options in My Profile/Personal Settings ( notification). If you want to add a piece of text to the notification message, use the additional text box. It should help the users in your working group to receive brief information on the article (and attachments) you add to the working group, as well as to decide whether or not it s important to read the article immediately. Step 12: Save. When you have completed all the details, save the article by clicking on the Save button within the action tab. After saving you will receive a notification message from Baobab informing you that the article has been saved. The function to notify working group members will then be activated. 9.3 Editing an article To edit an article, open the article and click on Edit in the action tab. Now you can add or delete text and attachments, or change the various settings (publication period, visible in search, etc.). When you have completed everything, save the article again. N.B.: The article will be saved with the original date. If you want to save the article with the current date, then change the date on the Description tab. If you wish to completely remove the article from the system, click on the Delete article button within the action tab. 23

24 9.4 Commenting on an article Open the article. In the action tab above click on To Comment. If you cannot see this function it means the author has not allowed comments. Enter your comment in the appropriate field and then click on Save. N.B.: Comments cannot be deleted. Therefore, please only make fair and realistic comments that are related to the article. We also recommend that you contact the author directly before making any negative comments in order to avoid misunderstandings and discrepancies. 9.5 Recommending an article Open the article. In the above action tab you will find the Recommend button. If you cannot see this function, it means the author has not allowed it. Enter another Baobab user as recipient in the relevant field and then click on Add. The recipient will appear in the recipient list. You can add multiple recipients. Click on Send. N.B.: If the author has chosen Visible only for users of that working group under Visibility within searches ( Articles/New article, Step 7), you cannot recommend the article. If the author has chosen Bibliographical information, you can only recommend the author and the title of the article to other users. 9.6 Moving a single article to another folder If you want to move an article to another folder, go to Article. On the far right you will see a yellow symbol. Click on this symbol. Then select the destination folder (working group and article folder) by clicking on the name of the folder. Now click on "Move article to selected folder". 10 Article folders A clearly structured folder system enables easy access to articles for users within the system. Each folder contains an individual privileges profile. This enables allocation of specific privileges to certain users. For example, giving editing privileges only to certain users, or hiding folders from certain user groups Adding a new article folder 24

25 In order to use these functions you need to have administration authorization for the working group. Click on "Manage working group" within the action tab. In this view you can see all the options available for use with regards to this working group. Go to "Folder" within the work area. A new view will open. In the left hand section of the work area you can view all the folders and sub folders that exist for this working group. Sub folders are shown by a plus sign and can be shown by clicking on this sign. In the right hand section of the work area you can see more detailed information for each folder. Step 1: Select the article folder/sub folder in which you wish to create the new article folder by rightclicking on this folder. Step 2: Click on New folder and give the new folder a title. If you want to rename the folder, right click on this new folder once again and select Rename. In order to display the new folder/s in the left hand navigation tab, you must refresh Baobab. You can do this by clicking on the F5 key on your keyboard Editing an article folder If you want to edit an article folder, select the folder/sub folder in the left hand section of the work area. In the right hand section of the work area you can see more detailed information on each folder. Click on Manage, and then select Edit folder. Here you can add translations of the folder name by clicking on the language tab. If you want people to be able to find additional information on your folder (kind of information, material, etc.) you can add a descriptive text, which will be shown on the hit list in the search function (left hand navigation tab Search, for folders). When you have completed all the details, save the changes by clicking on the Save button within the action tab Deleting an article folder 25

26 If you want to delete an article folder, select the folder/sub folder in the left hand section of the work area. In the right hand section of the work area you can see more detailed information on each folder. N.B.: All documents in the folder will be deleted too, so if you wish to use the documents in the future, first move the documents to another folder (see Article folders/moving folders and content : 3) Move only articles from the selected folder) or move a single document to another folder (see Articles/Moving a single article to another folder ). Click on Delete and confirm with OK Moving folders and content If you want to move a sub folder from one main folder to another, or move content from one folder to another, select the folder/sub folder and make a right click. Choose between: Move folder: move the selected folder, including all sub folders and all content Move sub folders/articles: move only the sub folders of the selected folder and their content Move only articles of the selected folder The system will now ask you to select the destination folder. Select the folder, right click again and insert. If you have authorization for other working groups, you can also move folders to other working groups. Therefore, first open all possible working groups by clicking on Show all working groups, and then start moving folders Editing the folder profile for an entire working group In this tutorial we would like to show you how to adjust user profiles for certain folders. In general, the user profile gives authorization to the entire working group, including article folders, the forum folder and the appointments folder. Usually, it makes sense that users are granted writing authorization within the forum folder. N.B: Changes to user profile (see User profiles ) affect all users within that working group who received that profile. For example, if you change the standard profile for users (read only) to editor profile (read and write), all users will be able to write in all folders. 26

27 If you don t want users in the working group to be able to write in any folders, except in the forum folder, you have to change the settings in the folder profiles. To add writing authorization for a standard user within the forum folder, follow these steps: Step 1: Select the forum folder within the relevant working group from the left hand action tab. In the work area you will now see the forum area. Step 2: The authorization privileges of the standard user profile need to be increased, so click on the Manage folder in the action tab. Step 3: Select the profile area. A new view opens, in which you can change the profiles. To add a new authorization privilege for this folder, select the profile you wish the changes to apply to. You do this by selecting the relevant profile form the drop down menu. In our case, the profile is the standard profile. Select Writing and Allow and then click on Add. You can now see under authorization privileges that the standard user profile has writing authorization. Reading authorization does not have to be actively allowed, as the standard profile already includes this authorization. If you wish to modify additional profiles, repeat these steps accordingly. You can increase or decrease authorization for each individual folder, including sub folders within Articles or Appointments. Tip: In order to encourage sharing within your working group, we recommend that you restrict authorization in a minimal number of cases. In particular, information and knowledge sharing is most beneficial when all working group members have writing authorization. This applies to article, forum and appointments folders. 11 Forum 11.1 Introduction Forums are a slow motion form of a chat (see Chat ) and allows a more structured dialog. Forums are designed to build online communities of people with similar interests. Also known as a "discussion group", "board" or "newsgroup", a forum is an asynchronous (not in real time) service. The other members reply on their own schedule, and do not need to be present while you are sending. Every forum is also dedicated to some specific subject. The forum serves as a consultation process within the working group. Within the forum you can obtain opinions, add clarification to certain working papers or support certain procedures. If a forum folder is added to a working group, it is visible to all working group members. You must also add writing authorization for the users accordingly (see User profiles and Article folders/editing the folder profile for an entire working group ). 27

28 11.2 Creating a new topic in the forum To add a new topic in the forum you need authorization. Select the Forum folder from the left hand navigation tab. Select New topic from the action tab. A form will now open where you can enter the title of the topic as well as a description. The description serves as the basis of discussion for your working group. In a few sentences, explain here what you wish to be discussed in the forum. When you have completed the fields you can save the entry. After saving you will receive confirmation that the topic has been added to the forum. The overview page the start page of the forum within the working group shows the title of the topic, the date, the author, the number of hits, the number of additional related forum entries and when and from whom the last entry was received. You can sort the columns individually, either alphabetically or chronologically. You can create multiple topics in a forum folder. This is recommended when you wish to support an opinion and clarification process for different topics concerning your working group. If this is the case, you can add a forum topic for each topic area Adding a new entry in the forum To add an entry to a forum, first select the relevant topic. You do this by clicking on the title of the topic. If entries have already been made, they will be listed here. You can add a new entry by clicking on the New entry button in the action tab. A form then opens. The title is already shown in the overview, but you can change it if you wish. You can now enter your text in the HTML field. As in a word processor, you can use various text tools (such as underlining) and apply formatting in this field. By running the cursor over the various symbols you can see what functions are available. If you have already written the text in another programme, you can use the copy and paste function to enter the text easily. When you have filled out the fields, click on the Save button in the action tab. You will now receive confirmation that the entry has been saved. The page will then show you the current status of the forum with all published entries. Unlike in a chat, the entries within a forum do not depend on time, which means that each member of the working group can make an entry in the forum at any time. The discussion history is always available for the members of the working group to view. Using a chat makes sense when the members of a working group are logged in to Baobab at the same time. In this case it is recommended that users are notified beforehand. 12 Chat If you like to communicate in a real time online conversation between users, you could also use the Baobab Chat folder. 28