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Printable Help Pamphlet Word Document

by admin — last modified 2007-04-04 13:18

Word document used to produce Pamphlet.pdf

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Size 124.0 kB - File type text/plain

File contents

ࡱ>	`	jbjb	*ddsX$$$$$$$DPQPQPQQ|R,eSl U:ZUZUZUZU>UUzb|b|b|b|b|b|b,gR]ilb$UZUZUUUb_$$ZUZU9e___U$ZU$ZUzb_h$$$$Uzb__$$_SyPQZJ__|Oe0e_i_i__$D,1D 1Help Pamphlet for OurGAP.org				                      Seth Powsner, MD

AddChange/EditDeleteMoveRenameComment Typing Comments 3 Document Type or Upload  2 Editing Text 3 Delete Items  4Move Items  4 Rename Items  4 Event Dates Events 5Dates Events 5 File Type or Upload  2 Editing Text  3 Delete Items  4 Move Items  4 Rename Items  4 Folder Delete Items  4 Move Items  4 Rename Items  4 Link URL links 4Delete Items  4 Move Items  4Rename Items  4NewsNews Items  5Password User Settings  6 User Register User 7Remove User  8Rename User  8Wiki (blog) Wiki Starts  8Delete Items  4Move Items  4Rename Items  4  
















Background: This website allows GAP members to add (upload) new material for consideration by their committee members, for revision, and for publication. It can be used like a regular web site. But, it also offers special tabs when you are viewing your committee's material: tabs to let you add and edit, not just view.
    Comments and short text can be typed directly. HYPERLINK "http://plone.org/documentation-old/howto/UsingStructuredText"Structured text conventions convert simple typing into reasonably formatted web pages. The basic conventions are:
	 % 	  put blank lines between paragraphs
	 % 	  indent one space at the beginning of
        each paragraph
    Unfortunately, spell checking is not built into this web software. You might look into activating or adding spell checking to your browser.
    This web site will hold Word files in a committee folder. Just remember this is considered adding a file not a document (though these terms are used interchangeably around most offices).
    Material added to this web site is visible to all members (once they log in). Material is not visible to the general public unless it is explicitly marked published by a designated reviewer (eg, Publications Board for professional information, office staff for organizational material).
    Plone, which is built on Zope, is the software behind this web site. More information is available at HYPERLINK "http://www.plone.org"www.plone.org and HYPERLINK "http://www.zope.org"www.zope.org.
 - - - - - - -

Log in: Go to HYPERLINK "http://www.ourgap.org/"OurGAP.org and use the log in box at the lower left of the page. For Name, type your assigned user name, typically something like JoanSmith with capital letters, but no spaces or punctionation. For Password you must type your assigned password. It should have been sent to you by email shortly after you were registered at OurGAP.org.
    If you do not know your password, OurGAP.org will email it to you. Select its Forgot your password option, at bottom of its log in area. You will have to provide a user name; for registered user names, the password will be sent to the registered email address.
    If you are having trouble logging-in, check with GAP office staff. (FrancesM.Roton, Executive Director 972-613-3044 tel, 972-613-5532 fax, HYPERLINK "mailto:frda1@airmail.net"frad1@airmail.net) - - - - - - 
Typing or Uploading are the two approaches to adding new material to this web site. Before choosing, there are some critical questions:
	% 	Where does this material belong? A committee (group) folder? A personal member's folder? A comment tagged onto an existing document? (see typing comments on pp.3)
	% 	How long will it be? Few lines? Few paragraphs? Few pages? Full length article? Training manual?
	% 	Will it require complicated tables and figures?
	% 	Will it require editing? Complicated editing?
	% 	Should it be visible to all members, if they go searching for it, or private for a committee or member?

%Typing structured text    (or copy and paste)  Text with simple formating requirements can be entered directly from a web browser. It is very convenient for entering, reviewing, and editing. Moderately large documents can be typed and spell checked first in your favorite word processor, then copied and pasted into the text area. Other members can tag-on comments, or they can edit these documents directly.

%Uploading a word processor file    Large or complicated text documents can be uploaded and kept as word processor files on this web site. (Spreadsheets, image files, etc, can also be uploaded.) Other members can download such files for review. Indeed, the only way to review or revise such files is to download them to a personal computer and use the appropriate software package. Revisions can then be uploaded to replace the original file.

%Submitting for publication    If a document is meant for public web viewing, or traditional publication, it must be submitted to the HYPERLINK "http://ourgap.org/groups/PublicationsBoard/"Publications Board. It is best to approach one of the Board members directly. (They also have a committee listserv HYPERLINK "mailto:PubBoard@Stargate.net"PubBoard@Stargate.net). Selecting the mail envelope icon at the upper right of a display will prepare an email message that includes an appropriate web link. Switching your file's / document's state to submit by selecting the state option at upper right make it easier for Board members to find your material

%NB   Members (users) must coordinate their efforts. If Joan creates a new document (or file), then both Jane and Bob simultaneously start to edit that document, our web site will retain only one revision. Someone's work will be lost. (Jane and Bob can safely enter comments simultaneously. They may or may not duplicate each-other's efforts, but our site will tag both sets of comments onto Joan's document.)
     Redlining is not built-in to our site's editing software. HYPERLINK "http://ourgap.org/Help/Plone"PloneHYPERLINK "http://ourgap.org/Help/Zope"Zope Groups (committees) requiring such features will have to agree upon a common word processor, download drafts, and upload revised drafts.
    Interactive co-authoring is possible using Wiki folders. Within a Wiki, a number of members (users) can add comments at the same time. They can link their text to other pieces of text. They can reorganize / re-link their text. However, Wiki text may require a good deal of editing to produce a traditional manuscript. Wiki's can degenerate into group blogs. (see Wiki starts, pp. 8)
- - - - - - -

Structured Text: HYPERLINK "http://plone.org/documentation-old/howto/UsingStructuredText"Structured text conventions convert simple typing into reasonably formatted web pages. Basic conventions:
	  % 	start each paragraph by indenting one space
	  % 	leave a blank line between paragraphs
  	% 	*Italics words*  ( Italic words
	  % 	_underlined_  _words_   ( underlined words
	  % 	**bold words**  ( bold words

Numbered or bullet lists are typed as a sequence of one line paragraphs, indented, but each starting with a digit or an asterisk. The digits will be replaced by the correct numbers. 
EG, "1 line one, 1 line two, * line with asterisk," is assumed to be a list. 
	 1.  	line one
	 2.  	line two
  	% 	line with an asterisk

URL links to other pages, such as "structured text conventions" at top are typed as follows:
  "Structuredtextconventions":http://plone.org/docu
       mentation-old/howto/UsingStructuredText
Within a Wiki folder, a link to a nearby page, eg, Plone, the Help page about Plone web site software, can be generated by simply by typing " [Plone] ". If such a link is typed before the page has been created, a ? will appear, eg, Plone?, signaling a link to a empty page. Selecting the ? will activate a form to allow you to type-in the missing page.
    Wiki structured text also assumes words with mixed UpperAndLowercase refer to nearby Wiki pages. Place an exclamation point in front of such a word, eg,
" !UpperAndLowercase " to keep it from being interpreted as a link.
- - - - - - -

Editing Text: Documents (structured text) can be edited directly through your web browser. Files (eg, word processor documents) have to be downloaded to your personal computer, edited there, and put back in place (uploaded).
    For both documents and files, you start by going to the appropriate folder, then selecting its contents tab. Next, click the document or file's name. (Documents and files are treated differently from this step forward.)
    Document contents will be displayed. Assuming this is the document you want, select the edit tab. The document will be placed in a browser form that allows text changes.
    Save your document revisions by selecting the Save button at bottom of the form. (Abandon your revisions by selecting the Cancel button.)
    File contents may or may not be displayed, depending on current software capabilities. However, a link will be displayed click here to download file. Download to your personal computer. Edit there using your word processor.
    When done editing with your word processor, be sure to save the revised file on your disk. Then, go back to the browser display and select the file's edit tab. Select the Choose file button to specify the revised file (likely has same name as before, but this is not assumed). Finally, select the Save button to upload your revised file.
    Documents and files both have other information associated with them, some of which you are allowed to edit. Both have a title which is displayed as at top or when either is included in a list. Both have a description which is displayed when space permits.
    Documents have a short name to serve in place of a file's file name. It will be part of the document's URL if the document is ever published, and thus available for linking by other web sites. (Files retain their file name.) Appropriate short names are "Minutes2004Nov" or "ssriReview". Do not use spaces or special characters.
- - - - - - -

Typing Comments: Short comments (additions, corrections, recommendations) can easily be tagged onto a documents (files, new items, etc). Go to the appropriate folder, select its contents tab, and then select the document or other item of interest. An addcomment button should be available below your selected item. Select add comment. A form should appear, allowing you to type your comment. (Or, you can copy and paste from your word processor.)
    Prior comments will be presented, if any have been entered. You can reply to them individually.
    Comments are most easily collected using your computer's copy and paste abilities. See Downloading Documents (below) for more details.
    If you select a folder's view tab, rather than its contents tab, you should still find the item you seek. However, if it is a file, eg, an uploaded word processor file, downloading will begin automatically: there will be no opportunity to add comments.
    Wiki pages are inherently designed to accept commentary. There is little point in adding a comment to a Wiki folder. (Overall comments should probably be added to the Wiki front page.)
- - - - - - -

Delete Items: Documents, files, and other items are all deleted the same way: HYPERLINK "http://ourgap.org/Help/Plone"Plone's approach is very similar to the one used by web based email systems (eg, Yahoo Mail). Checkboxes on the left side of a list are used to signal those items affected. An action button towards the bottom signals which action to perform on items checked, eg, delete.
	% 	Go to the appropriate folder, select its contents tab.
	% 	Select the checkbox on the left of the document(s) or other item(s).
	% 	Select the Delete button below the folder's contents list.
- - - - - - -

Move Items: Very similar to Delete Items above. Checkboxes on the left side of a list are used to signal those items to be moved. The cut button towards the bottom signals which action to perform on items checked.
	% 	Go to the appropriate folder, select its contents tab.
	% 	Select the checkbox on the left of the document(s) or other item(s).
	% 	Select the Cut button below the folder's contents list. (No change will occur until later, after a paste is completed.)
	% 	Go to your target folder, select its contents tab if a Paste button is not immediately visible.
	% 	Select the Paste button toward the bottom. Your item will now be moved from its original folder to your target folder.
NB: If Copy is selected instead of Cut, a copy will be placed in your target folder; the original will remain in place.
- - - - - - -

Rename Items: Very similar to Delete Items above. Checkboxes on the left side of a list are used to signal those items to be renamed. An action button towards the bottom signals which action to perform on items checked, eg, rename.
	% 	Go to the appropriate folder, select its contents tab.
	% 	Select the checkbox on the left of the document(s) or other item(s).
	% 	Select the Rename button below the folder's contents list.
	% 	A form will be offered which allows you to type in a new name for each item selected.
- - - - - - -

URL links: Links to other web sites, or pages within this web site, can easily be added to a folder (provided you have appropriate permissions / access).
	% 	be sure you have the correct URL (eg,  HYPERLINK "http://www.ncbi.nlm.nih.gov/entrez/query.f" http://www.ncbi.nlm.nih.gov/entrez/query.fcgi for PubMed, perhaps copied from another browser window)
	% 	go to the folder which is to hold this link
	% 	select the folder's contents tab at its top
	% 	select its add item drop-down menu
	% 	select link, and an Edit Link form appears
	% 	fill in the entries
	% 	 Short Name   a name with no spaces or punctuation for the tiny, virtual file within which the link will be stored; eg, PubMed
	% 	Title   longer, more readable name, which will be used whenever space permits; eg,  PubMed: Medline direct from NLM 
	% 	Description   paragraph or so of explanation, if appropriate; eg,  The National Library of Medicine offers free Medline searchs via the web. Abstracts are usually available. Full text viewing usually requires access through another, paid site. 
	% 	URL   the link itself; eg, http://www.ncbi.nlm.nih.gov/entrez/query.fcgi
	% 	select Save button (or Cancel)
- - - - - - -
Dates & Events can be posted on our web site. Upcoming entries will be displayed on the right below News Items and above a calendar.
    Entries of interest to all members should be stored in our Events folder, within the appropriate year subfolder. (Click on Events under Navigation on the left. Then select the year.)
    Entries of interest of a specific committee should be stored in that committee's group folder. (Click on Groups under Navigation on the left. If a committee intends to keep record of a number of entries, it would be useful to create a subfolder labeled Events.)
    An event may be added to a group folder or a member folder and moved later to the main Events folder. This could be done by office staff or web staff else with appropriate manager status.
    %To Add  a date or event entry, go to the appropriate folder, select its contents tab, then select its add new item drop down menu (near its tabs). Select event. Fill-out the form presented and select its Save button at bottom (or Cancel to abandon this effort).
   %To Edit  a date or event entry, select the event itself (from within the folder which holds the event). Its edit tab will be displayed above, if you have permission to edit the event.
    %NB  An event must be published to show up on our site's calendar. Published also means it will be seen by all browsers, even non-members who are just viewing our front, home page. See state below.
    %NB  Events can not be edited directly from upcoming events because upcoming events they have been marked published: published items must be retracted before they may be edited.
      The critical items to enter are:
   Title  a very short title, eg, "GAP meeting" or "Int'l Psych Conf", are most effective for the small display area available. Put specifics in description below.
   Location  city and state, eg, "White Plains, NY", or city and country are most appropriate for the small display column available. Put specifics in description below.
   Event starts  year / month / day hour:minute (It may help your colleagues' travel plans to know exactly when a conference begins and ends. Holidays usually start at 00:00, though some religious events start at sundown.)
   Event ends  year / month / day hour:minute (Holidays effectively end at 23:55, though some religious events end at sundown.)
   State  Mark an event for the calendar and publication by selecting its state drop down menu towards the upper right (visible is normal state), then select submit. After you have finished entering your event, send email to our office staff or Publications Board or web master so they will be sure to review this event and mark it published.

It's also helpful to enter:
   Event URL  web site that provides most useful information about this event, eg, http://www.ourgap.org for GAP meetings.
   Contact Name, Email, Phone  especially helpful for meetings which require advance registration.
   Description  All the other information that might prove useful, eg, links to hotel web sites for a meeting, speaker lists, etc. This information is only displayed if a viewer selects events.
   Event type  eg, meeting, holiday, etc. Helps refine searches within our web site.
   Short name  eg, GAPmtgFall05, or IntlPsy07, or some such. This will appear in URL and Event folder content listings as if it were a file name (much more meaningful than default web site names like event.2004-11-26.8861752864).
- - - - - -

News Items  can be posted on our web site. Recent items will be displayed on the right above Date Events and the calendar.
    Entries of interest to all members should be stored in our News folder, within the appropriate year subfolder. (Click on News under Navigation on the left. Then select the year.)
    Entries of interest of a specific committee should be stored in that committee's group folder. (Click on Groups under Navigation on the left. If a committee intends to keep record of a number of entries, it would be useful to create a subfolder labeled News.)
    An event may be added to a group folder or a member folder and moved later to the main News folder. This could be done by GAP office staff or web staff else with appropriate manager status.
    %To Add  a new item, go to the appropriate folder, select its contents tab, then select its add new item drop down menu (near its tabs). Select news item. Fill-out the form presented and select its Save button at bottom (or Cancel to abandon this effort).
    %To Edit  a date or event entry, select the news item itself (from within the folder which holds the item). Its edit tab will be displayed above, if you have permission to edit the event.
    %NB  A news item must be published to show up on our site. Published also means it will be seen by all browsers, even non-members who are just viewing our front, home page. See state below.
    News items can not be edited directly from upcoming events because upcoming events they have been marked published: published items must be retracted before they may be edited.

The critical items to enter are:
   Headline  eg, Proposition 63 Passed in California. Very short headlines are most effective for the small display area available. Put specifics in lead-in.
   Lead-in  one or two lines that will be displayed in bold type when someone selects a particular news item.
   Body text  All the rest of the information, quotes, etc that are of interest. It is also useful to include HYPERLINK "http://ourgap.org/Help/URLlinks"URLlinks to websites of organizations involved or news sites.
   Short name  eg, prop63wins, or CalifProp63HYPERLINK "http://ourgap.org/Help/NewsItems/createform?page=CalifProp63"?, or some such. This will appear in URL and News folder content listings as if it were a file name (much more meaningful than default web site names like news.2004-11-04.8861752864).
   State  Mark a news item for publication in our home page news column by selecting its state drop down menu towards the upper right (visible is normal state), then select submit. After you have finished entering your item, send email to our HYPERLINK "http://ourgap.org/Help/GAPoffice"GAPoffice staff or Publications Board or web master so they will be sure to review this event and mark it published.
- - - - - - -

User Settings: Users (GAP members) can update their password, their email address, their full name, and their portrait. Changing user names for log-in or group / committee membership requires action by HYPERLINK "http://ourgap.org/Help/GAPoffice"GAPoffice staff.

To change your
	1.  Password
 % 	select my preferences towards the upper right
	%  	select Change Password towards left
	%  	type your Current password
	%  	type your New password
	%  	type your new password again to Confirm password
	%  	select Change Password button at bottom (or Cancel)

	2.  Other personal information
	%  	select my preferences towards the upper right
	%  	select Personal Preferences towards left
	%  	type new information in Full name or E-mail as appropriate
	%  	towards the bottom you can select Chose File button if you have a small (75x100 pixel) JPEG or PNG file of yourself you would like to have displayed in member lists. (GIF and TIFF files would probably work.) Or, select Delete Portrait to eliminate an image currently kept.
	%  	select Save button at bottom to finalize your changes (or Cancel)
	% 	We do not recommend turning off Listed in Searches or Allow Editing of Short Names among the Personal Preferences; although, neither setting will cause any serious harm.
- - - - - - -

Register User: Registering a new user requires manager status; e.g., members of our OfficeStaff or WebStaff groups. Registration is normally handled by FrancesRoton or one of her assistants.

Steps office staff use to register a user (GAP member, fellow, consultant, etc):
	1.  	Note user's full name and degrees, email address, initial password, and committee appointment. A user's user name for web site purposes will be something like "JoanSmith", ie, first name followed by last name, with capitals, but no spaces or punctuation. Full name and degrees will display most of the time, but when space is tight, a user name should clearly identify the person.
	2.  	Log in at http://www.ourgap.com
	3.  	Select plone setup (upper right of home page)
	4.  	Select Users and Groups Administration about halfway down Plone Setup page
	5.  	At Users Overview, select users tab (probably already selected)
	6.  	Make sure the proposed user name is unique  Type proposed new user name into user search box and select Search. There should be "No matches" unless this name is already assigned to someone, or this user has already been registered).
	7.  	Select Add New User button.
	8.  	Fill in Registration Form 
	% 	Full name, eg, Joan A. Smith, M.D., Ph.D.
	% 	User name, eg, JoanSmith
	% 	E-mail, eg, jsmith@med.university.edu (lowercase only)
	% 	Password, eg, 93jo34s
	% 	Confirm password (retype to avoid errors)
	% 	Send email with password: select check box to automatically generate a message informing DrSmith she's been registered (see below).
	% 	Select Register button to complete first part of process. Errors will be presented for correction. Finally, you will return to the Users Overview page.
	9.  	Committee / Group membership: this new user should be marked as a member of the appropriate committee(s) / group(s). Find your new registration entry by again typing their user name into user search box and select Search. (Do not select groups tab: it is for creating entirely new groups / committees.) Now there should be a match. Select it.
	10.  	Your freshly typed registration information should reappear. Now select group memberships tab. This will present the first 20 or so committees / groups to which this new user could be listed. Select all that apply. Select Add user to selected groups button towards the bottom. (Most new registrations will either be fellows, select Fellows, or new GAP members, select GAPmembers, in addition to their other committee affiliations.)
 			If this user's committee is not displayed on the first page of groups, select next 20 items at lower right of page. Keep repeating this step until this user has been added to all relevant committees.
 			If you make a mistake, and add this user to an extra committee, check the Current Group Memberships list at page end. Select the erroneous entry and then select the Remove selected groups button.
	11.  	Done. You may logout (upper right on the page). Or, you may start over and register another user: Users and Group Administration (middle left of navigation area.

 Sample Registration Notification :
  From: Frances M. Roton, Exec Director
  Subj: Portal Membership Information
  To:   jsmith @ med.university.edu 

  You have been registered as a member of Group for the Advancement of Psychiatry, which allows you to personalize your view of the website and participate in the community.
  Visit us at http://ourgap.org

  Your login name and password are
  Login name : JoanSmith
  Password   : 93jo34s
- - - - - - -


Rename User: A person's user name can not be changed directly. They can be re-registered under a new name, their group / committee memberships re-established, their personal folder items (if any) can be cut and pasted from their old member folder to their new one. Once all of this is done, their old user name should be removed. All of this requires action by GAP office staff (who will likely follow procedures described in register user and finally remove userHYPERLINK "http://ourgap.org/Help/RemoveUser").
- - - - - - -

Remove User: Removing a user requires action by GAP office staff. They should
	  1. log-in at http://www.ourgap.com
	  2. select plone setup (upper right of home page)
	  3. select Users and Groups Administration about halfway down Plone Setup page
	  4. at Users Overview, select users tab (probably already selected)
	  5. type user name into user search box and select Search
	  6. confirm that this is the correct user
	  7. to remove this user from a committee
	  % 	 select his/her name, this brings up a User Properties display
	  % 	select the group membership tab towards the top, this brings up a display that starts with many of the group / committee names
	  % 	look / scroll towards the bottom to the Current Group Membership section
	  % 	select check boxes corresponding to the groups / committees this user is leaving
	  % 	select Remove selected groups button
	8.  to remove this user altogether
	  % 	 select remove user check box at far right
	  % 	select Apply Changes button at bottom
	  % 	Cancel or abandon these procedures simply by leaving the change page.
	  % 	 use the back arrow / control on your browser, or
	  % 	select some other page like home, or
	  % 	start-over by selecting User and Groups Administration on left in the plone setup box at left

	% 	Undo 
	  % 	undo option at upper right may allow you to put a user back, even after Apply Changes or Remove selected groups, if you invoke it right away.
	  % 	undo lists a number of web site actions, hopefully, showing an affected item in 3rd column something like prefs_user_manage near the top (other entries may or may not be meaningful)
	  % 	select the undo check box at left corresponding to the most recent (upper) prefs_user_manage item change
	  % 	go to the bottom and select the undo button
	  % 	you will likely end up at our site's home page
	  % 	confirm this user's reinstatement by:
	  % 	select plone setup (upper right of home page)
	  % 	select Users and Groups Administration about halfway down Plone Setup page
	  % 	at Users Overview, select users tab (probably already selected)
	  % 	type user name into user search box and select Search
	  % 	with any luck, the member will be returned
%   start-over, if necessary, by selecting User and Groups Administration on left in the plone setup box at left
- - - - - -

Wiki Starts: A Wiki is somewhat like a group blog. Each committee has one in a subfolder called notes. Any committee member can add material or comments their Wiki by selecting their committee notes subfolder and following the options offered.
   There can be many pages in a Wiki, so each Wiki is kept each in an individual folder. Wiki's can be set private (to the committee) or visible (to all of GAP) based on their folder setting. The Wiki folders were initially set to private; a committee can change its own notes folder setting if they chose.
    If you need to start a new Wiki, say, for a new topic that needs space separate from ongoing committee notes, contact HYPERLINK "mailto:seth.powsner@aya.yale.edu"Seth.Powsner@aya.Yale.edu"

For more information about Wiki's see
	% 	Wikipedia, the free encyclopedia HYPERLINK "http://en.wikipedia.org/wiki/Wiki"http://en.wikipedia.org/wiki/Wiki, a tour-de-force of web based communal effort.
	% 	What is Wiki HYPERLINK "http://wiki.org/wiki.cgi?WhatIsWiki"http://wiki.org/wiki.cgi?WhatIsWiki by the organization that continues to support Wiki development.

NB: Help for OurGAP.org is a Wiki so that users can add information (and corrections) as required. Help differs from committee Wiki's in only two ways: it's frontpage has been replaced by the help matrix table of contents, and it's visible (open) for all GAP members. (It is not published, so it is not visible to non-members who can view our home page.
- - - - - - -
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