ࡱ>  !# #` ُbjbj\.\. 7H>D>DD 2228"37 2:zN"NNbO=P,| ˉh$h6VAd=P=PddANbOVd`NbOdf+pN: `+ /2ĕDl08p3V}A#333AA2X333dddd   #,D   ,      A People, Document and Event Management System Developed by  User Guide 3rd January 2007 Version 1.0 info@coldrose.com Table of Contents  TOC \o "1-4" \h \z \u  HYPERLINK \l "_Toc155628188" Introduction  PAGEREF _Toc155628188 \h 6  HYPERLINK \l "_Toc155628189" What is Paperclip?  PAGEREF _Toc155628189 \h 6  HYPERLINK \l "_Toc155628190" Features of Paperclip  PAGEREF _Toc155628190 \h 6  HYPERLINK \l "_Toc155628191" System Requirements  PAGEREF _Toc155628191 \h 8  HYPERLINK \l "_Toc155628192" Using the System  PAGEREF _Toc155628192 \h 9  HYPERLINK \l "_Toc155628193" Integration into the Website  PAGEREF _Toc155628193 \h 9  HYPERLINK \l "_Toc155628194" Logging In  PAGEREF _Toc155628194 \h 9  HYPERLINK \l "_Toc155628195" Logging Out  PAGEREF _Toc155628195 \h 9  HYPERLINK \l "_Toc155628196" Forgotten Passwords  PAGEREF _Toc155628196 \h 9  HYPERLINK \l "_Toc155628197" Changing Your Password  PAGEREF _Toc155628197 \h 10  HYPERLINK \l "_Toc155628198" The Member Options Page  PAGEREF _Toc155628198 \h 10  HYPERLINK \l "_Toc155628199" Basic Concepts  PAGEREF _Toc155628199 \h 13  HYPERLINK \l "_Toc155628200" Searching  PAGEREF _Toc155628200 \h 13  HYPERLINK \l "_Toc155628201" Quick Search  PAGEREF _Toc155628201 \h 13  HYPERLINK \l "_Toc155628202" Advanced Search  PAGEREF _Toc155628202 \h 13  HYPERLINK \l "_Toc155628203" Search Results  PAGEREF _Toc155628203 \h 14  HYPERLINK \l "_Toc155628204" Printable Versions of People Search Results  PAGEREF _Toc155628204 \h 14  HYPERLINK \l "_Toc155628205" Sending a Message to all People Returned by a Search  PAGEREF _Toc155628205 \h 14  HYPERLINK \l "_Toc155628206" Groups  PAGEREF _Toc155628206 \h 16  HYPERLINK \l "_Toc155628207" Creating a Group  PAGEREF _Toc155628207 \h 16  HYPERLINK \l "_Toc155628208" The Create a New Group Page  PAGEREF _Toc155628208 \h 16  HYPERLINK \l "_Toc155628209" Viewing the Groups Present in the System  PAGEREF _Toc155628209 \h 17  HYPERLINK \l "_Toc155628210" The Group Details Page  PAGEREF _Toc155628210 \h 18  HYPERLINK \l "_Toc155628211" Editing a Group  PAGEREF _Toc155628211 \h 19  HYPERLINK \l "_Toc155628212" Deleting a Group  PAGEREF _Toc155628212 \h 19  HYPERLINK \l "_Toc155628213" Permissions  PAGEREF _Toc155628213 \h 21  HYPERLINK \l "_Toc155628214" Administrators  PAGEREF _Toc155628214 \h 21  HYPERLINK \l "_Toc155628215" Types of Administrator  PAGEREF _Toc155628215 \h 21  HYPERLINK \l "_Toc155628216" Determining whether you are an Administrator  PAGEREF _Toc155628216 \h 22  HYPERLINK \l "_Toc155628217" Becoming an Administrator  PAGEREF _Toc155628217 \h 22  HYPERLINK \l "_Toc155628218" The Approval System  PAGEREF _Toc155628218 \h 22  HYPERLINK \l "_Toc155628219" Approving or Denying a Person, Document, Event, Institution or Message  PAGEREF _Toc155628219 \h 23  HYPERLINK \l "_Toc155628220" Preventing Spam  PAGEREF _Toc155628220 \h 23  HYPERLINK \l "_Toc155628221" People  PAGEREF _Toc155628221 \h 25  HYPERLINK \l "_Toc155628222" Registering (Signing-up)  PAGEREF _Toc155628222 \h 26  HYPERLINK \l "_Toc155628223" Registering Yourself (Signing Yourself Up)  PAGEREF _Toc155628223 \h 26  HYPERLINK \l "_Toc155628224" Inviting Someone Else to Register  PAGEREF _Toc155628224 \h 26  HYPERLINK \l "_Toc155628225" Registering Someone Else Yourself  PAGEREF _Toc155628225 \h 27  HYPERLINK \l "_Toc155628226" The Registration Page  PAGEREF _Toc155628226 \h 27  HYPERLINK \l "_Toc155628227" Photos of people  PAGEREF _Toc155628227 \h 31  HYPERLINK \l "_Toc155628228" Adding, Editing and Removing Photos  PAGEREF _Toc155628228 \h 31  HYPERLINK \l "_Toc155628229" The Photo Management Page  PAGEREF _Toc155628229 \h 31  HYPERLINK \l "_Toc155628230" Searching for People  PAGEREF _Toc155628230 \h 33  HYPERLINK \l "_Toc155628231" Quick People Search  PAGEREF _Toc155628231 \h 33  HYPERLINK \l "_Toc155628232" Advanced People Search  PAGEREF _Toc155628232 \h 33  HYPERLINK \l "_Toc155628233" Browsing People by Group  PAGEREF _Toc155628233 \h 35  HYPERLINK \l "_Toc155628234" Viewing a Persons Details  PAGEREF _Toc155628234 \h 36  HYPERLINK \l "_Toc155628235" Editing a Persons Details  PAGEREF _Toc155628235 \h 39  HYPERLINK \l "_Toc155628236" Editing your Own Details  PAGEREF _Toc155628236 \h 39  HYPERLINK \l "_Toc155628237" Editing Someone Elses Details  PAGEREF _Toc155628237 \h 39  HYPERLINK \l "_Toc155628238" The Edit Member Page  PAGEREF _Toc155628238 \h 39  HYPERLINK \l "_Toc155628239" Notification of when your Details are Changed  PAGEREF _Toc155628239 \h 39  HYPERLINK \l "_Toc155628240" Deleting a Persons Details  PAGEREF _Toc155628240 \h 40  HYPERLINK \l "_Toc155628241" Deleting your Own Details (Removing Yourself from the System)  PAGEREF _Toc155628241 \h 40  HYPERLINK \l "_Toc155628242" Deleting Someone Elses Details  PAGEREF _Toc155628242 \h 40  HYPERLINK \l "_Toc155628243" Disactivation of People  PAGEREF _Toc155628243 \h 41  HYPERLINK \l "_Toc155628244" Disactivating a Person  PAGEREF _Toc155628244 \h 41  HYPERLINK \l "_Toc155628245" Reactivating a Person  PAGEREF _Toc155628245 \h 41  HYPERLINK \l "_Toc155628246" Getting Peoples Details to Use in Other Documents  PAGEREF _Toc155628246 \h 42  HYPERLINK \l "_Toc155628247" Sending Messages to People  PAGEREF _Toc155628247 \h 43  HYPERLINK \l "_Toc155628248" Sending a Message to Everyone in a Certain Group  PAGEREF _Toc155628248 \h 43  HYPERLINK \l "_Toc155628249" Sending Messages to Everyone Returned by a People Search  PAGEREF _Toc155628249 \h 43  HYPERLINK \l "_Toc155628250" The Message Composition Page  PAGEREF _Toc155628250 \h 44  HYPERLINK \l "_Toc155628251" Associating People with an Event  PAGEREF _Toc155628251 \h 45  HYPERLINK \l "_Toc155628252" Finding out Which Events a Particular Person is / has been Involved In  PAGEREF _Toc155628252 \h 45  HYPERLINK \l "_Toc155628253" The Choose People Popup  PAGEREF _Toc155628253 \h 46  HYPERLINK \l "_Toc155628254" Institutions  PAGEREF _Toc155628254 \h 48  HYPERLINK \l "_Toc155628255" Creating an Institution  PAGEREF _Toc155628255 \h 48  HYPERLINK \l "_Toc155628256" The Add Institution Page  PAGEREF _Toc155628256 \h 48  HYPERLINK \l "_Toc155628257" Searching for Institutions  PAGEREF _Toc155628257 \h 51  HYPERLINK \l "_Toc155628258" Quick Institution Search  PAGEREF _Toc155628258 \h 51  HYPERLINK \l "_Toc155628259" Advanced Institution Search  PAGEREF _Toc155628259 \h 51  HYPERLINK \l "_Toc155628260" Viewing an Institutions Details  PAGEREF _Toc155628260 \h 53  HYPERLINK \l "_Toc155628261" Editing an Institutions Details  PAGEREF _Toc155628261 \h 55  HYPERLINK \l "_Toc155628262" The Edit Institution Page  PAGEREF _Toc155628262 \h 55  HYPERLINK \l "_Toc155628263" Deleting an Institutions Details  PAGEREF _Toc155628263 \h 56  HYPERLINK \l "_Toc155628264" The Choose Institution Popup  PAGEREF _Toc155628264 \h 57  HYPERLINK \l "_Toc155628265" Documents  PAGEREF _Toc155628265 \h 58  HYPERLINK \l "_Toc155628266" Document Types  PAGEREF _Toc155628266 \h 58  HYPERLINK \l "_Toc155628267" Supported File Formats  PAGEREF _Toc155628267 \h 59  HYPERLINK \l "_Toc155628268" Creating / Uploading a document  PAGEREF _Toc155628268 \h 60  HYPERLINK \l "_Toc155628269" The Add a Document Page  PAGEREF _Toc155628269 \h 60  HYPERLINK \l "_Toc155628270" Searching for Documents  PAGEREF _Toc155628270 \h 63  HYPERLINK \l "_Toc155628271" Quick Document Search  PAGEREF _Toc155628271 \h 63  HYPERLINK \l "_Toc155628272" Advanced Document Search  PAGEREF _Toc155628272 \h 63  HYPERLINK \l "_Toc155628273" Browsing Documents  PAGEREF _Toc155628273 \h 65  HYPERLINK \l "_Toc155628274" Viewing a Documents Details  PAGEREF _Toc155628274 \h 66  HYPERLINK \l "_Toc155628275" Editing / Updating a Document  PAGEREF _Toc155628275 \h 68  HYPERLINK \l "_Toc155628276" The Edit Document Page  PAGEREF _Toc155628276 \h 68  HYPERLINK \l "_Toc155628277" Deleting a Document  PAGEREF _Toc155628277 \h 69  HYPERLINK \l "_Toc155628278" Document Lists  PAGEREF _Toc155628278 \h 70  HYPERLINK \l "_Toc155628279" Creating a Document List  PAGEREF _Toc155628279 \h 70  HYPERLINK \l "_Toc155628280" The Create a Document List Page  PAGEREF _Toc155628280 \h 70  HYPERLINK \l "_Toc155628281" Browsing the Document Lists in the System  PAGEREF _Toc155628281 \h 71  HYPERLINK \l "_Toc155628282" Viewing a Document Lists Details  PAGEREF _Toc155628282 \h 71  HYPERLINK \l "_Toc155628283" Editing a Document List  PAGEREF _Toc155628283 \h 72  HYPERLINK \l "_Toc155628284" The Edit Document List Page  PAGEREF _Toc155628284 \h 72  HYPERLINK \l "_Toc155628285" Deleting a Document List  PAGEREF _Toc155628285 \h 73  HYPERLINK \l "_Toc155628286" Associating a Document with an Event  PAGEREF _Toc155628286 \h 73  HYPERLINK \l "_Toc155628287" The Choose Document Popup  PAGEREF _Toc155628287 \h 74  HYPERLINK \l "_Toc155628288" Events  PAGEREF _Toc155628288 \h 75  HYPERLINK \l "_Toc155628289" Event People  PAGEREF _Toc155628289 \h 75  HYPERLINK \l "_Toc155628290" Event Organisers  PAGEREF _Toc155628290 \h 75  HYPERLINK \l "_Toc155628291" Event Staff  PAGEREF _Toc155628291 \h 75  HYPERLINK \l "_Toc155628292" Event Participants  PAGEREF _Toc155628292 \h 75  HYPERLINK \l "_Toc155628293" Participant Settings  PAGEREF _Toc155628293 \h 75  HYPERLINK \l "_Toc155628294" The Participant Registration Process  PAGEREF _Toc155628294 \h 76  HYPERLINK \l "_Toc155628295" The Event Agenda  PAGEREF _Toc155628295 \h 79  HYPERLINK \l "_Toc155628296" Event Documents  PAGEREF _Toc155628296 \h 80  HYPERLINK \l "_Toc155628297" Creating an Event  PAGEREF _Toc155628297 \h 81  HYPERLINK \l "_Toc155628298" The Add Event Page  PAGEREF _Toc155628298 \h 81  HYPERLINK \l "_Toc155628299" Adding / Editing Event People  PAGEREF _Toc155628299 \h 83  HYPERLINK \l "_Toc155628300" The Roles of Event Participants Page  PAGEREF _Toc155628300 \h 83  HYPERLINK \l "_Toc155628301" The People Involved in this Event Page  PAGEREF _Toc155628301 \h 85  HYPERLINK \l "_Toc155628302" Adding an Event Agenda and Documents  PAGEREF _Toc155628302 \h 87  HYPERLINK \l "_Toc155628303" The Agenda & Documents for this Event Page  PAGEREF _Toc155628303 \h 88  HYPERLINK \l "_Toc155628304" The Check Event Submission Page  PAGEREF _Toc155628304 \h 89  HYPERLINK \l "_Toc155628305" Searching for Events  PAGEREF _Toc155628305 \h 90  HYPERLINK \l "_Toc155628306" Quick Event Search  PAGEREF _Toc155628306 \h 90  HYPERLINK \l "_Toc155628307" Advanced Event Search  PAGEREF _Toc155628307 \h 90  HYPERLINK \l "_Toc155628308" Browsing Events  PAGEREF _Toc155628308 \h 92  HYPERLINK \l "_Toc155628309" Viewing an Events Details  PAGEREF _Toc155628309 \h 93  HYPERLINK \l "_Toc155628310" The Event Details Page  PAGEREF _Toc155628310 \h 93  HYPERLINK \l "_Toc155628311" The Event Participants Display Page  PAGEREF _Toc155628311 \h 95  HYPERLINK \l "_Toc155628312" The Event Agenda Pages  PAGEREF _Toc155628312 \h 96  HYPERLINK \l "_Toc155628313" The Detailed Online Event Agenda Page  PAGEREF _Toc155628313 \h 96  HYPERLINK \l "_Toc155628314" The Basic Printable Agenda Page  PAGEREF _Toc155628314 \h 97  HYPERLINK \l "_Toc155628315" The Annotated Printable Agenda Page  PAGEREF _Toc155628315 \h 97  HYPERLINK \l "_Toc155628316" The Event Documents Display Page  PAGEREF _Toc155628316 \h 97  HYPERLINK \l "_Toc155628317" Editing / Updating an Event  PAGEREF _Toc155628317 \h 98  HYPERLINK \l "_Toc155628318" The Edit Event Page  PAGEREF _Toc155628318 \h 98  HYPERLINK \l "_Toc155628319" Editing Event People  PAGEREF _Toc155628319 \h 98  HYPERLINK \l "_Toc155628320" Editing the Event Agenda  PAGEREF _Toc155628320 \h 98  HYPERLINK \l "_Toc155628321" Editing the Event Documents  PAGEREF _Toc155628321 \h 99  HYPERLINK \l "_Toc155628322" Deleting an event  PAGEREF _Toc155628322 \h 100  HYPERLINK \l "_Toc155628323" The Calendar  PAGEREF _Toc155628323 \h 101  HYPERLINK \l "_Toc155628324" The Event Calendar Page  PAGEREF _Toc155628324 \h 101  HYPERLINK \l "_Toc155628325" Including Events in the Event Calendar  PAGEREF _Toc155628325 \h 101  HYPERLINK \l "_Toc155628326" Shortcuts  PAGEREF _Toc155628326 \h 102  HYPERLINK \l "_Toc155628327" Predefined Shortcuts  PAGEREF _Toc155628327 \h 102  HYPERLINK \l "_Toc155628328" Shortcut Implementation (Order of Precedence of Different Shortcuts)  PAGEREF _Toc155628328 \h 103  HYPERLINK \l "_Toc155628329" Creating/Deleting a Shortcut  PAGEREF _Toc155628329 \h 103  HYPERLINK \l "_Toc155628330" Integration with OceanExpert  PAGEREF _Toc155628330 \h 104  HYPERLINK \l "_Toc155628331" Sharing Information between Multiple Sites  PAGEREF _Toc155628331 \h 105  HYPERLINK \l "_Toc155628332" Future Features / Bugs  PAGEREF _Toc155628332 \h 106  Introduction This document outlines the features of the Paperclip system and explains how to use them. What is Paperclip? Paperclip is an easy-to-use system for managing the details of the people, documents and events associated with an organisation. It can be integrated with the organisations website in order to make this information easily accessible to all members of the organisation, and also the public. By centralising this information in one easily accessible place, you provide a single authoritative source, which can be viewed and updated by anyone and from anywhere with an internet connection. Gone are the days of everyone having to compile their own set of information on their personal computer, and having it go out of date. Whats more, because all your people, document and event information is held in the same place, you can exploit the relationships between them. For example, you can email all the members of a committee, or view all the documents of a meeting with a couple of clicks of your mouse. Features of Paperclip The features of Paperclip include: A single, centralised place to store information about the people, institutions, documents and events of your organisation, accessible to all, which can be updated by any of your staff An easy to use interface which makes it as easy as possible to access information, paired with security that ensures only approved people can edit that information The ability to organise people into (hierarchical) groups that reflect the structure of your organisation The option of letting your contacts update their information themselves, saving staff work The ability to format lists of peoples details for easy pasting into documents (the participants of an event for that events report, for example) The ability to email lists of people with a couple of clicks of your mouse, without ever having to know the contact details of all of them The ability to upload a document in different formats, languages and versions and make it available for download on your website immediately The ability to associate people and documents with an event, and display this information in a clear and concise way The ability to define the agenda for an event and then display it in different ways A sophisticated and powerful process for adding participants to your event, or letting them register themselves for it The ability to automatically generate a calendar for your organisation from those events Seamless integration with your organisations website System Requirements Paperclip is a web-based system, so it is accessed through the internet using a browser. As such, there is no special software that must be installed by people wishing to use the system; all they need is a web browser. Supported browsers are: Mozilla Firefox 1.0 or higher Microsoft Internet Explorer 6 or higher Safari 2.0 or higher Other browsers or browser versions may well work with the system, however they are not actively supported. Important note: Browsers must have cookies and Javascript enabled in order to use the system. Paperclip will not function correctly if these features are not present. Using the System Integration into the Website The Paperclip system is designed to be integrated seamlessly into your organisations website. By adding a few extra links to your sites menu, such as People, Documents and Calendar you can display the information contained in Paperclip in the same style as the rest of your site. By being web-based, Paperclip lets you reach as many people as possible. Information is accessible to anyone with an internet connection, regardless of what type of computer they may be using. More sensitive information can be restricted to authorized personnel, but they can still access it from anywhere, which is very useful on trips overseas. Paperclip has been designed to interface with the Joomla content management system. Logging In In order to access certain features of Paperclip, the system must know who you are. Everyone who is registered in the system is assigned a user name and password which they can use to log in and thus identify themselves to the system. Once logged in, extra features are enabled and appear on certain pages, most notably the member options page. As a general rule, you can view information without being logged in, but to add, edit or delete information you must be logged in. Note that you must be registered in the system to be able to log in. Logging Out To log out, click on the Member Options link in the main menu (it will only be visible if you are logged in), then click on the Logout link. Forgotten Passwords If you are registered in the system (i.e. your details appear on the site) and have forgotten your user name and/or password, you can find them out via the forgotten password page. You enter your name and email address, and your user name and password is sent to that email address. Note that for this feature to work, you must spell your name exactly as it is entered in the system, and use the email address that is contained in the system also. If for some reason you cannot recover your user name and password using this method, please contact an administrator. Changing Your Password To change your password, login and go to your member options page by clicking on the Member Options link in the main menu. Once there, click on the Edit Your Details link. At the bottom of the page you can define a new password. For more information, see the Editing your Own Details section. The Member Options Page The member options page serves as a starting point for accessing many of the advanced features of Paperclip. As many of its features are specific to the person using the system, you must log in to access it. Once logged in, a link named member options will appear in the site menu. Clicking on it will take you to your member options page. If you are a high-level or designated administrator, the text You are an administrator will appear underneath the Member Options for title. The member options page contains the following links: Your Account Logout: Log yourself out of the system. View your details: Display the page containing your details that will be visible to other users. Edit your details: Edit the information that Paperclip has stored about you. Add your photo: Upload a photo of yourself to be displayed next to your information on your details page and in certain search results. Edit/Remove your photo: Change or remove the photo of yourself that is displayed next to your information on your details page and in certain search results. Delete your record: Removes all information about you from the system permanently and logs you out. People Add a new person yourself: Takes you to a page where you can register a new person in the system. Invite people to register themselves: Takes you to a page where you can send emails to people inviting them to register themselves in the system. View people you have added: Displays all the people that you have added to the system yourself View disactivated members (administrators only): Lists the people who were registered on the site but have been disactivated and thus are hidden from other users. Events Post an event: Add a new event to the system. View events you have posted: Show all the events that you have added to the system. View events you are involved in: Show all the events that you are involved in in some way. Institutions Add an institution: Enter the details of a new institution to be added to the system. View institutions you have added: View all the institutions that you have created yourself, ordered chronologically. Documents Post a document on this site: Add/Upload a new document to the system. View documents you have posted: View all the documents that you have created yourself. Create a document list: Add a new document list to the system. View document lists you have created: Show all the document lists that you have added to the system. View all document lists: Show document lists present in the system. If you are an administrator all (public and private) lists are shown, otherwise only public lists are shown Messages Send a message to other users: Page explaining how message sending works and allowing you to send a message to all members of a particular group. View messages you have created: Show all the messages that you have created. View all messages (administrators only): Show all the messages that have been created Misc View groups: Show all groups present in the system. Administrators have the option of editing them as well as just viewing them. Page shortcuts: Show all page shortcuts that have been created for this site and create new ones Add/Edit site content: Link to the Joomla administration interface, where certain users can edit the content of the site. Current Bug/Feature list: A list of the current known issues with the system together with a list of ideas for new features. Administrators will be shown any records (people, documents, events, institutions or messages) awaiting approval at the bottom of their member options page. Basic Concepts Searching Paperclip provides powerful search functionality that enables you to find information quickly and easily. Types of information that you can search for include web pages, people, documents, events and institutions. Searches can be performed in two ways a quick search or an advanced search. Quick Search Every page of the site contains a search box which will search all the content of the site. Simply enter a search term (such as the name of a person, the title of and event or a keyword, for example) in the search box. The search box may have a drop-down menu next to it allowing you to define what the search looks for: whole site: search over all information for the specified keyword web pages: search only the content web pages of the site people: search only for people in the system. Searches for people with names, responsibilities or comments that match the search criteria documents: search only for documents in the system. Searches for documents with titles, summaries, document codes, keywords or notes that match the search criteria events: search only for events in the system. Searches for events with titles, summaries, or keywords that match the search criteria institutions: search only for institutions in the system. Searches for institutions with names, acronyms or activities that match the search criteria Once you are ready to perform your search, click on the Go button. A list of all the records that match your search criteria will be displayed. You can view more information about the record by clicking on its title. Advanced Search The advanced search page allows you more control over your search criteria. You can reach this page either through the Search link in the main menu or the more search options link in the search box, depending on the layout of the site. The advanced search page contains a box with a number of tabs on it. Click on the appropriate tab for the search that you would like to perform: All: search over all information on the site Web Pages: search only the content web pages of the site People: search only for people in the system Events: search only for events in the system Documents: search only for documents in the system Institutions: search only for institutions in the system Once you have selected the type of search that you wish to perform by clicking on the appropriate tab, you can enter some keywords to search by. This is equivalent to doing a quick search. For more control over the search, click on the more options link. (Note that the All and Web Pages searches do not have this link.) For details of the extra options for each type of search, please see the chapter on searching for that type (e.g. look in the people section of this guide for information on advanced people searches) Search Results In general, search results are displayed in a single list, except when you are performing a general search, where each type of record (web pages, people, documents, events, institutions, etc.) is displayed in its own list. Typically, only the first 10 results are displayed on the search results page. If there are more than 10 results for your search, you can view the ones that arent immediately displayed by clicking on the numbers at the bottom of the page. You can change how the list is ordered by clicking on the titles of the columns of the list. To view more details about a particular item in the list, click on its title. Printable Versions of People Search Results Paperclip provides a way of listing the results of a people search in a textual format which is ideal for printing or copying into documents. To view a printable list of the people displayed on a search results page, click on the Printable version link at the top of the search results page. Sending a Message to all People Returned by a Search Paperclip provides a way of sending an email message to all the people returned by a people search. At the bottom of a people search results page is a link called send an email to all people in these search results. Clicking on this link will take you to the messaging page (you will be prompted to log in first if you have not already done so). Note that if you are not an administrator, your message may have to be approved before it is sent. For more information about sending email messages to people in the system, see the messaging section. Groups Groups provide a way of dividing up the data on the website to reflect the hierarchy of your organisation. All types of information (people, documents, events, etc.) can be associated with groups. For example, UNESCO is divided into three sectors: education, science and culture. In this situation one could create three groups (education, science and culture), to which we could assign people, events, etc. These groups could then have sub-groups to reflect the structure of the sectors: there could be a group for World Heritage under the culture group, or one for the Intergovernmental Oceanographic Commission under the science group. In this way, you can create a hierarchy of groups to reflect the structure of your organisation. An important feature to note is that a person, document, event, etc. can be associated with more than one group. So following the UNESCO example, we could create two further groups: professional staff and general staff. A particular person might be a member of both the education group and the general staff group, for example. Groups have a name, a description, and can have one or more people that are designated as leaders of that group. Each person in a given group can have a role for that group also. Creating a Group Only administrators may create new groups. If you are an administrator, login and go to your member options page by clicking on the link in the menu. On this page there is a link which says Create a new group. Clicking on this link brings up the Create a New Group page. The Create a New Group Page On this page you can enter the details of your group. Fields that must be filled in have an asterisk (*) next to them: Name This is the title that you want your group to have. It must be filled in. Description This is a short summary of what your group is about. It does not necessarily have to be filled in. Note that HTML code can be included in the description if you so wish. Parent Group The parent group is the group that this group will appear under in the group hierarchy. For example, if our site had groups for countries of the world and we wanted to add a group for France, we might select Europe as the parent group for France. Note that this field is not optional: you must specify a parent group. List Group Members If people are associated with your group (see Group Members below), they can be displayed in a list. The List Group Members box allows you to determine what this list will look like. The possible settings are explained below: Like normal search results: Group members are listed as they would be in search results, which means displaying their names, positions, institutions, roles in your group and the countries they are from in a list. They are ordered by role, with any group leaders coming first. With photos (if available): Similar to the like normal search results option, except a photo of the person will be also be displayed, if the person has uploaded one. If not a silhouette of a head will be displayed instead. Grouped by country: The list of group members is ordered by country, with members grouped according to which country they are from. Group Members At the bottom of the page is a box displaying the people associated with a group (there will be no-one listed at first if you are creating a group from scratch). On clicking on the Add Members button a popup window will appear which you can use to associate people with your group. For more information on adding people using this popup, see the Choose People Popup section. People that you add to the group will be displayed in the Group Members box. You can then enter their role in the group and designate them a group leader if you would like. Group leaders have a red icon next to their name, whereas normal members have a yellow icon. To remove a person from the group, click on the Remove button to the right of their name. Once you have filled out the required information, click on the Save button at the bottom of the page in order to save the group information. Viewing the Groups Present in the System To view the groups in the system you must be logged in. Once logged in, go to your member options page by clicking on the link in the menu. On this page there is a link which says either View groups or View/Edit groups, depending on whether you are an administrator or not. The groups are displayed hierarchically if a child groups are displayed indented underneath their parent group. You can view individual groups by clicking on the View link next to the group name Note also that you can view the group hierarchy indirectly even when not logged in. By clicking on the people link in the menu, you will be presented with the group hierarchy and clicking on a group will show you its details. The Group Details Page The group details page displays all the information about a group. It can be reached in various ways, most commonly through the People page or the View groups link on the member options page. The name of the group is displayed at the top of the page, with the description (if one has been entered) below. If the group has any subgroups, these are also listed with links that take you to the details page of the relevant subgroup. Below the name and description the members of the group are listed. The manner in which they are displayed is determined in the group settings (see Editing a group). Clicking on the name of a person will take you to their details page. Printable Version of Group Members Paperclip provides a way of listing the members of a group in a textual format which is ideal for printing or copying into documents. To view a printable list of the members of a group, navigate to the group details page and click on the Printable List link to the right of the People In heading. Sending a Message to Group Members Paperclip provides a way of sending an email message to all the members of a certain group. You can do this in one of two ways: Login, go to your member options page and click on the Send a message to other users link. You can then select the group that you would like to send an email to and click on the Go button Navigate to the group details page of the group that you wish to email the members of and click on the Email these People link to the right of the People In heading. If you are not already logged in you will be prompted to do so. Note that if you are not an administrator, your message may have to be approved before it is sent. For more information about sending email messages to people in the system, see the messaging section. Other Options If you are logged in, certain other options may be displayed on a groups details page, depending on the permissions you have with respect to that group: Edit this Group link (top of page) Clicking on this link allows you to edit the details and the members of the group. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page. Delete this Record link (top of page) Clicking on this link allows you to permanently delete the group (but not its members). Editing a Group Only administrators may edit group information, although anyone may add themselves to a group. Editing Group Information If you are an administrator, login and go to your member options page by clicking on the link in the menu. On this page there is a link which says View/Edit groups. After clicking on it you will be presented with a hierarchy of the groups present in the system. Locate the group that you wish to edit and click on the Edit link next to it. This brings up the Edit Group page, where you can modify the details of your group. The Edit Group page is functionally identical to the Create a New Group page, so have a look at the Create a New Group Page section for a description of the fields on the page and how to fill them out. Deleting a Group Only administrators may delete groups from the system. Deleting a group is an irreversible process: once you have deleted a group you cannot un-delete it. Note that when a group is deleted, all sub-groups of that group are also deleted. On the other hand, any people, documents, events, etc. that are associated with the group or its subgroups will NOT be deleted they will just be disassociated from the group in question. To delete a group, login and go to your member options page by clicking on the link in the menu. On this page there is a link which says View/Edit groups. After clicking on it you will be presented with a hierarchy of the groups present in the system. Locate the group that you wish to delete and click on the Delete link next to it. A dialog box will appear asking you to confirm that you want to delete the group. Clicking on OK will delete the group from the system. Permissions While Paperclip tries to make it as easy as possible to access and manipulate data, some things have to be more tightly controlled in order to respect peoples privacy and to prevent abuse. Because of this, certain features require you to log in before you can use them. By logging in, you identify yourself to the system, which can then determine what you should be allowed to do. As a general rule, you do not need to log in to view information, but you do need to log in to add, edit or remove information. There are also certain things that can only be done by a trusted class of user, called an administrator. Administrators Administrators are a special class of user when logged in they are allowed to do things that a normal user is not. Paperclip administrators should not be confused with the system administrator this is the person that is in overall charge of the system and responsible for its maintenance Types of Administrator There are two types of Paperclip administrator high-level administrators and designated administrators. Designated Administrators Designated administrators can do the following things that normal users cannot: Enter people, documents, events and institutions into the system without them having to be approved first (see the approval section) Approve the people, documents, events and institutions that other users have entered Edit the details of any person, document, event or institution, regardless of who created it Delete any person, document, event or institution Add and view administrator comments about people Disactivate a person View all disactivated people via the Member Options page View all document lists in the system, whether private or public Create, edit and delete groups Send messages to people without the message having to be approved first View all messages that have been created High-level Administrators High-level administrators can do everything that designated administrators can, but they also receive emails telling them when someone has entered new information into the system that requires approval. System Administrator The system administrator is the person who is in overall charge of Paperclip and is responsible for the sites maintenance. They are only mentioned here for completeness when talking about contacting the administrator, it is the system administrator that is being referred to. Determining whether you are an Administrator To determine whether you are an administrator, log in and navigate to your member options page by clicking on the member options link that appears in the menu. If you are an administrator, the text you are an administrator will appear underneath the page title. Becoming an Administrator The main way of becoming an administrator is to contact us and ask to become one. However, whole groups of people can also be designated as administrators. For example, you might create a group of people called Core staff, to which you add all the staff that should be able to use the system without restriction. By making Core staff an administrator group, every member of that group will automatically become a designated administrator. To make a group an administrator group, please contact us. The Approval System In order to prevent abuse of the system, users that are not administrators must have any people, documents, events, institutions and messages that they create approved by an administrator before they are visible to users of the system. Note that this feature can be disabled if necessary. When a normal user adds a person, document, event, institution or message to the system, they are informed that the information they have entered will not be visible to other users until it has been approved by an administrator. The creator himself will be able to view and edit the information, however. All people, documents, events, institutions and messages that are awaiting approval are displayed at the bottom of all administrators member options pages. In addition, high-level administrators are sent an email once a day informing them of the records awaiting approval. Approving or Denying a Person, Document, Event, Institution or Message You must be an administrator to approve or deny a record. Navigate to the page for the record that you wish to approve/deny. The easiest way to do this is to go to your member options page a list of the records awaiting approval will be displayed at the bottom. Click on the link corresponding to the record that you wish to approve/deny. At the top of the page a box is displayed stating that the record is awaiting approval and providing buttons for approving or denying it. To approve the record, click on the Approve button. The record will immediately be made visible to other users. In the case that you want to deny approval for a record, a box is provided for you to give a reason for doing so. When a record is denied approval, an email is sent to its creator informing them of this and giving the reason (if specified). The creator can then make any changes to the record that might have been specified by the administrator and re-submit the record for approval. Preventing Spam Unfortunately, spam is an ever-growing problem on the internet. Many people use computer programs to scan websites for email addresses and then send unwanted messages to those addresses. Clearly, a balance must be struck between having as much information as possible available to the public and the need to protect people from email spam. Paperclip does this by giving your website the option of hiding email addresses from users that are not logged in. The idea is that spammers are very unlikely to have Paperclip accounts, and so the risk of spam is greatly reduced. Of course the downside to this approach is that email addresses are not readily available to people who have not registered on the site (i.e. the general public). It is up to the administrators of each site to decide whether to hide email addresses in this way or not. In addition, we do our utmost to prevent spam being sent using the Paperclip messaging system by requiring all users (except administrators, who are trusted) to have their messages approved before they are sent. People One of the core features of Paperclip is the ability to display the details of people involved with your organisation in an organised and universally accessible way. Finding information about people is easy you can use the built-in search functions or browse through all registered people on the people page. You can also view peoples information in a special format that is specifically designed for cutting and pasting into documents. The details which can be recorded and displayed include the role(s) and positions of a person in your organisation and all their contact information. A photo of the person can be displayed alongside their details. People can also be associated with other information stored by Paperclip, such as events and institutions. People can be invited to enter their information themselves, thus ensuring that their information is accurate and saving staff time. However, staff can also enter the details of other people should you not wish to bother them. Once registered in the system, people can be organised into groups, and you can send messages to groups of people with a couple of clicks of your mouse, without ever having to concern yourself with their contact details. Registering (Signing-up) Registration is the process of entering someones details into Paperclip so that they are listed on the site. They are also given a username and password with which to log in and access some of the Paperclips advanced features. There are two ways in which a person can be registered: They can register themselves (meaning that their information is more likely to be accurate, and saving time for the staff who might otherwise enter it) They can have their information entered by someone else, such as a member of staff (saving you from having to bother the person) If you would like someone to register themselves, you can send them an email with instructions inviting them to do so. Registering Yourself (Signing Yourself Up) To register yourself in the system (sign up), you must navigate to the registration page using your web browser. For the GOOS site, this page is: http://www.ioc-goos.org/addRecord The URL of this page may vary from site to site. See the The Registration Page section for more information on the details of signing up. Inviting Someone Else to Register If you would like to ask someone to register themselves on the site by filling in their own details, you can have Paperclip send them an email inviting them to sign up and telling them how to do so. To do this, login and go to your member options page by clicking on the Member Options link in the main menu. Click on the Invite people to register themselves link and you will be taken to a page with a box where you can enter emails, separated by semicolons (;). You can enter as many email addresses as you like, and when you click on the Send Invitation Emails button, invitation emails will be sent to those addresses. Note that the system will check whether any of the email addresses correspond to people already registered in the system, and if so it will not send them an email. The same applies to people who might be registered in the system but only visible on another site (see the Sharing Information Between Multiple Sites section for more information) no email will be sent to them but they will be made visible on this site. Registering Someone Else Yourself To enter someone else in the system, login and go to your member options page by clicking on the Member Options link in the main menu. Click on the Add a new person yourself link. You will be taken to the registration page where you can fill out the persons details. See the The Registration Page section for more details. Note that if you register someone yourself, you are not prompted to enter their username and password the system generates these automatically. The Registration Page This page contains fields for you to fill in all the information about a person. Note: Sometimes someone might accidentally try to register someone who is already registered. Paperclip makes efforts to catch this by checking for people who are already registered with the same name or email address and warning the user. It is not possible to enter two people with the same email address. The following fields are displayed. Filling them out is optional unless otherwise stated (required fields have an asterisk (*) next to them): Title The salutation that the person goes by, e.g. Mr, Mrs, Dr, etc. First name and last name The first name and last name (surname) of the person. This information must be filled in. As soon as you enter it, Paperclip will check whether there is already anyone with this name registered and if so display a warning underneath the name. The warning will give you the option of looking at the details of the pre-existing person so that you can check whether they are the person you were trying to add. Email address The email address through which people may contact the person. This information must be filled in. As soon as you enter the email address, Paperclip will check whether there is already anyone with the same address registered and if so popup a dialog box telling you so. You will be given the option of looking at the details of the pre-registered person so that you can check whether they are the person you were trying to add. Position This is the position that the person holds in their main institution (e.g. departmental head, event coordinator, etc.) Institution This is the main institution that the person is associated with. You can select the institution by clicking on the Choose button, which will pop up a window where you can search to see if the relevant institution is already in the system, or enter it if it is not. For more information on this popup, see the Choose Institution Popup section. Once you have chosen an institution, a check box will appear giving you the option to use the institutions address as your address. Checking this box will automatically fill in the address fields for you. Address This is the address that people may use to contact you. Please to not enter the city, state, postcode or country parts of the address in this box as there are other boxes for them below. As explained above, you may set it to the address of the chosen institution (if you have chosen one) by checking the use institution address as your address box. A note on addresses: dont worry if the fields for your address (city, state, postcode, country) are in the wrong order Paperclip will automatically format your address according to the country you choose. For example, addresses in France will have the postcode placed before the city on the same line, whereas addresses in the UK will have the postcode placed after the state on its own line. City The town or city contained in the persons address, if relevant. State The state contained in the persons address, if relevant. Postcode The postcode contained in the persons address, if relevant. Country The country of the persons address. This must be filled in, and is used to determine the format of the address (see note above). Telephone The telephone number which people can use to contact the person. Please enter the number in an international format with the country code, e.g. numbers in the UK should start with +44 and number in France with +33. Fax The fax number which people can use to contact the person. Please enter the number in an international format with the country code, e.g. numbers in the UK should start with +44 and number in France with +33. Website If the person has a personal website, you can enter it here. Website addresses must start with http://. Nationality The nationality of the person. Gender Whether the person is male or female. Groups If there are groups entered in the system, they will be displayed in this section. Each group is displayed with a check box next to it checking this box will make the person a member of that group. Once a box is checked a new box will appear below where you can enter the persons role in that group, if applicable. Responsibilities Any general responsibilities that the person has in the organisation can be entered here. Skills/Expertise Here you can enter details of the skills, knowledge and expertise that the person has that are relevant to the organisation. Comments Any further information that you may wish to add that does not fit into any of the other fields. Login details If you are registering yourself you must choose and enter a username and password. You must enter the password in both boxes for security reasons, and both the username and password must be over 4 characters long. If you are adding someone else to the system and are logged in, that person will automatically be assigned a username and password. The username will be based on their name to make it easier to remember, and the password will be randomly generated. It can be changed by the person by logging in once the registration process is complete. Sending Email Confirmation If you are entering your own details, you can choose to have an email sent to you confirming your registration. The email contains all your details, including your username and password, so it can be useful to have it for reference purposes. If you are entering the details of someone else, you can choose to send an email to that person informing them that they have been registered in the system, and showing them what information has been entered. This email is useful for three reasons: firstly, it lets the person know that they have been registered. Secondly, it lets the person check that their details are correct. Thirdly, it informs them of their (automatically generated) username and password, so that they can log in to the site if they wish to (for example to correct any of their details which may require it). Once you have filled out the persons details to your satisfaction, click on the Proceed to Next Step button at the bottom of the page. If you have failed to enter any of the required information you will be taken back to the previous page with a message telling you what to correct. If everything is OK, you will be taken to a page showing a summary of what you have entered so that you can check that everything is as it should be. If there are things that need to be corrected, click on the Make Changes button and you will be taken back to the previous page. If all the information is OK, click on the Submit my Information button and your information will be entered into the system. Photos of people Paperclip lets you upload a photo to be displayed next to a persons details, should you wish to do so. As a normal user, you can add a photo to your own details and those of anyone you might have added to the system yourself. Administrators may add photos for anyone. Adding, Editing and Removing Photos To add, edit or remove a photo you must be logged in. Adding, Editing or Removing your own Photo Go to your member options page by clicking on the Member Options link in the menu, and click on the link entitled Add your photo (if you already have a photo uploaded, the link will be called Edit your photo). Clicking on this link will take you to the photo management page. Adding, Editing or Removing the Photo of Someone Else Locate the relevant person (the easiest way to do this is by searching for them) and navigate to the page showing their details (on a search results page, you do this by clicking on their name). If you are logged in and have permission to edit this person there will be a link at the top of the page saying Add a Picture for Record or Edit Picture. Clicking on this link will take you to the photo management page. The Photo Management Page This page allows you to add, edit or remove a photo for a certain person. If that person doesnt yet have a photo uploaded, it will be entitled Add a Picture for. If that person does already have a photo uploaded, it will be entitled Edit the Picture for and the current photo will be displayed. Uploading a New Photo from your Computer Any photos that you upload must be in JPEG format, i.e. the filename must end in .jpg or .jpeg. To upload a photo, click on the Browse button at the bottom of the page. A dialog box will appear allowing you to select the image (JPEG) file on your computer. Once you have selected the file, click on the Upload button and the image will be uploaded. Removing a Photo from the System Click on the Remove Picture button on the photo management page and the photo will be removed. This button is only displayed if there is a photo to remove. Searching for People Paperclip provides powerful search functionality that lets you find people registered in the system quickly and easily. Quick People Search Every page of the site contains a search box, allowing you to search all the information on the site. The search box may have a drop-down menu next to it, which allows you to specify exactly what you are searching for. To search for a person, select people (which will only return people) or whole site (which will search all information, including people). Enter part of that persons name into the box (for example if you wanted to search for someone named Keith Alverson, you might enter just alverson in the box) and click on the Go button. The system searches for people with names, responsibilities or comments that match your search criteria. If any people are found they will be displayed in a list on the following search results page. You can view the details of an individual person by clicking on their name in the list. Advanced People Search To access the advanced people search, either click on the Search link in the main menu or the more search options link in the search box (only one of these links will be available depending on the layout of the site). You will be taken to a search page with a box that has tabs along the top of it. Click on the People tab, then on the more options link, if you can see it. The advanced search page contains the following fields. You may use as many as you like in your search: Name The name of the person you are looking for Address The address of the person you are looking for Roles & Activities The roles or activities that the person you are looking for may have / be involved in Country The country that the person you are looking for resides in Expertise Any skills or expertise that the person you are looking for might have Group A group that the person you are looking for may be a member of. Using the checkboxes below the group drop-down box, you can specify whether you want to search the subgroups of the selected group as well, and whether the people returned by the search must be the leaders of their group or not. Last Updated Restricts the search to people whose information was last updated before, on or after a certain date Created Restricts the search to people who were registered before, on or after a certain date Once you have filled out the search criteria to your satisfaction, click on the Search button to perform the search you will be taken to a search results page listing the people in the system that satisfy your search criteria. You can view the details of an individual person by clicking on their name in the list. Browsing People by Group In addition to searching, you can find out information about people by looking through the members of the groups that are present in the system. To do this, click on the People link in the main menu. A hierarchical list of all the groups in the system will be displayed. Click on the name of a group to see a list of all the people in that group. You can view the details of an individual person by clicking on their name in the list. Viewing a Persons Details To locate a person in the system, you can either search or browse for them, as described in the previous sections. Once you have located the person you are looking for, click on their name and you will be taken to a page displaying all their details. If you want to view your own details you can do so by searching for yourself or by clicking on the View your details link on your member options page. The following is list of all the details that may be displayed on a persons details page (note that headings are not displayed if the relevant information has not been entered): Photo The persons photo is displayed to the right of the page, if one had been entered in the system. Position This is the position that the person holds in their main institution (e.g. departmental head, event coordinator, etc.). Institution This is the main institution that the person is associated with. You can view more details about it by clicking on its name. Expertise Any skills, knowledge and expertise that the person has that are relevant to the organisation. Groups The groups that the person is a member of. If the person has a role in a group, it is displayed in parentheses next to the group name. To view more information about a group, click on its name. Responsibilities Any general responsibilities that the person has in the organisation. Nationality The nationality of the person. Email address The email address through which people may contact the person. Note that if you are not logged in, you may not be able to view the email address. Telephone The telephone number which people can use to contact the person. Fax The fax number which people can use to contact the person. Website The persons personal website. Address The address that people may use to contact the person. Comments Any further information that does not fit into any of the other fields. Created (located at the bottom-right of the page) The date and time that the person was entered into the system (and the person who entered them, if applicable). Last Updated (located at the bottom-right of the page) The date and time that this persons information was last updated, and the person who updated it. Viewing a Printable Version of the Persons Details You can view the information contained on a persons details page in a simple printable format by clicking on the Printable Version link at the top of the page Viewing the Events that the Person has been Involved In A link at the bottom of the persons details page will let you see a list of all the events that the person is and has been involved in. Other Options If you are logged in, certain other options may be displayed on a persons details page, depending on the permissions you have with respect to that person: Edit this Record link (top of page) Clicking on this link allows you to edit the details of this person. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page Delete this Record link (top of page) Clicking on this link allows you to permanently delete the details of this person. Add a Picture for Record link (top of page) Clicking on this link allows you to add a picture for this person to be displayed on this page and in search results. Edit Picture link (top of page, underneath the picture) Clicking on this link allows you to change or remove the picture associated with this person. Comments Box (bottom of page) This box allows you to add private information about the person, viewable only to administrators. Only administrators may add comments. Disactivation/Activation button (bottom of page) This button allows you to disactivate or reactivate the person. Disactivated people are not visible to other users. Editing a Persons Details To edit the details of a person, you must either be that person, have entered that person in the system, or be an administrator. You must also be logged in. Editing your Own Details Login, and go to your member options page by clicking on the Member Options link in the main menu. Click on the Edit your details link, and you will be taken to the edit member page, allowing you to edit your details. Editing Someone Elses Details To edit the details of someone else you must be logged in. You must also be the person who entered that person in the system or be an administrator. To locate the person that you wish to edit the details of, you can either search or browse for them, as described in the previous sections. Once you have located the person you are looking for, click on their name and you will be taken to a page displaying all their details. If you are logged in and have the appropriate permissions to edit the persons details, an Edit this Record link will appear at the top of the page which will take you to the edit member page. The Edit Member Page This page is reached by clicking on the Edit this Record link on a persons details page, or by clicking on the Edit your details link on your member options page. You must be logged in to be able to access this page. The Edit Member page is functionally identical to the New User Registration page, so have a look at the The Registration Page section for a description of the fields on the page and how to fill them out. Notification of when your Details are Changed Paperclip can be configured to allow users to be sent an email when someone else changes their details. This can be useful to screen for malicious updates. For more information, please contact your system administrator. Deleting a Persons Details Note that if you delete a persons details, all information on that person is permanently deleted from the system, and they will no longer be able to log in. An alternative to deletion is to disactivate a person, which will hide their details from other users but give you the option of reactivating them again in the future. For more information on disactivation, see the Disactivating a person section. To delete the details of a person, you must either be that person, have entered that person in the system, or be an administrator. You must also be logged in. Deleting your Own Details (Removing Yourself from the System) Login, and go to your member options page by clicking on the Member Options link in the main menu. Click on the Delete your record link. A dialog box will appear stressing that deletion is an irreversible process and asking if you would like to proceed. The deletion will be performed when you click on the OK button. You will be logged out, and an email will be sent to you confirming that your details have been deleted. Deleting Someone Elses Details To remove someone from the system you must be logged in. You must also be the person who entered that person in the system or be an administrator. To locate the person that you wish to delete, you can either search or browse for them, as described in the previous sections. Once you have located the person you are looking for, click on their name and you will be taken to a page displaying all their details. If you are logged in and have the appropriate permissions to edit the persons details, a Delete this Record link will appear at the top of the page. On clicking on this link a dialog box will appear stressing that deletion is an irreversible process and asking if you would like to proceed. The deletion will be performed when you click on the OK button. Disactivation of People Disactivation is a way of hiding a person from other users of the system without deleting them. Unlike deletion, it is reversible: a disactivated person can be reactivated, whereas a deleted person cannot be undeleted. Only administrators may disactivate or reactivate a person. Disactivating a Person To disactivate a person, you must be an administrator and be logged in. To locate the person that you wish to disactivate, you can either search or browse for them, as described in the previous sections. Once you have located the person you are looking for, click on their name and you will be taken to a page displaying all their details. If you are logged in and are an administrator, a box will appear at the bottom of the page containing a button labelled Disactivate. Clicking on this button will disactivate the person and prevent them from being visible to other users. Reactivating a Person To reactivate a person, you must be an administrator and be logged in. To locate the person that you wish to reactivate, you cannot search or browse in the normal way because disactivated people are not normally visible to other users. Instead you must go to your member options page and click on the View disactivated members link (only visible to administrators). Once you have located the person you are looking for, click on their name and you will be taken to a page displaying all their details. A box will appear at the bottom of the page containing a button labelled Activate. Clicking on this button will reactivate the person and make them visible to other users. Getting Peoples Details to Use in Other Documents Paperclip provides a way of listing the details of people in a textual format which is ideal for printing or copying into documents. To do this, you must first find a list of people to display. Two common lists of people are the members of a group and the results of a people search. For more information on listing the members of a group in a textual format, see the section Printable version of group members. For more information on listing the results of a people search in a textual format, see the section Printable versions of people search results. Sending Messages to People Paperclip provides a way of sending email messages to lists of people, saving you the bother of having to ever know or find out their email addresses. If the email address of a certain person should be changed, the system will take account of it the next time you send a message. In this way, Paperclip provides dynamic mailing lists that are generated using the details of the relevant people entered in the system. Note that you must be logged in to send a message. Messages are sent to lists of people. There are two main types of list; a list of the people in a group and a list of people in a people search results page. Groups are often the lists of people that you will be most likely to want to send messages to as they represent the most common logical divisions of the people registered in the system. Sending messages to everyone returned by a particular search gives you a fine degree of control over who is in your list, especially when combined with the advanced people search. Sending a Message to Everyone in a Certain Group There are two main ways to select the group that you wish to email the members of: Login, and go to your member options page. Click on the Send a message to other users link, and you will be presented with a drop-down box where you can select your desired group. Once you have done this, click on the Go button to be taken to the message composition page. Locate the group that you wish to email the members of using the methods described in Viewing the groups present in the system. Once you have navigated to the group details page of the desired group, click on the Email these People link to the right of the People in heading. You will be taken to the message composition page (after being prompted to log in if you have not already done so) Sending Messages to Everyone Returned by a People Search To send a message to all the people matching certain search criteria, you must first perform a people search to select the appropriate people. For more information on performing people searches, see the Searching for People section. Once you have the search results page for your people search, scroll down to the bottom and click on the Send an email to all people in these search results link. You will be taken to the message composition page (after being prompted to log in if you have not already done so). The Message Composition Page This page lets you compose a message to send to a pre-selected list of people. For information on how to select those people, see the Sending Messages to People section. Note that you must be logged in to send a message. The page contains the following fields: Sender The sender is always set to be you. The email address that you have registered in the system will be used. Recipient(s) The list of people that you have selected to send your message to. See the Sending Messages to People section for more information. Subject The subject of your email. This is the same as a normal email subject line. Message The text of your message. A note on approval: if you are not an administrator, you may need to have your message approved by an administrator before it can be sent. This is to prevent abuse of the messaging features for sending spam. Once your message has been approved it will be sent immediately and an email will be sent to you informing you of this. Once you have filled out the subject and message fields to your satisfaction, click on the Proceed to Next Step button. You will be taken to a page where you can check the details of your message. If there are things that you would like to change, click on the Make Changes button to be taken back to the previous page. If everything looks OK, click on the Submit this Message button to queue the message for approval/sending. Associating People with an Event People can be associated with an event in various capacities, either when the event is created or by editing it. For information on how to associate people with an event, see the Event People and the Adding/Editing Event People sections. Finding out Which Events a Particular Person is / has been Involved In Thanks to the way that Paperclip links different types of information together, you can easily see all the events that a person is associated with, listed in chronological order. To do this, navigate to the relevant persons details page (see the Viewing a Persons Details section for more information on how to do this). Towards the bottom of the page there will be a link entitled View the events that is involved in (Note that this link is only displayed if the person is involved in at least one event). Clicking on this link will take you to a list of those events. The Choose People Popup This popup window is used to associate a person/people with a group or event. It usually appears by clicking on a button labelled Add People, or something similar. Searching for an Existing Person If the person you wish to add is already in the system: You can use the search box to locate that person. Try entering the surname of the person in question into the search box and clicking on the Search button. Any people that are found will be displayed in a list. Clicking on the persons name will bring up more information about that person. Clicking on the Add link to the right of their name will add them to the group/event. Adding a New Person If the person you wish to add is not yet in the system Click on the add them link and you will be taken to a page where you can enter the details of the person that you wish to add. Once you have finished the registration process the person will automatically be added to the group/event. The person will also be visible to users of the system and can be added to other groups and events. Bear in mind that if you are not an administrator, the person may have to be approved before they are visible to other users. Bulk-adding People Adding all the members of a certain group You may wish to add everyone in a certain group to an event or to another group. To do this, click on the Add members of a specific group link. On the following page you can select the group that you want to add the members of, then click on the Add button. There is also a check box allowing you to include not only the members of the specified group, but also the members of any sub-groups that that group may have. Adding participants to an event by email address When adding participants to an event you can specify who you want to add simply by entering their email address. If the email address corresponds to a person who is already registered in the system, that person will be added as a participant. If no person with that email address can be found, an email will be sent asking them to register themselves in the system. The advantage of this approach is that you do not need to know whether a person is registered in the system or not. To add participants by their email address, click on the by email address link. On the page that appears, enter the email addresses of the desired people in the input box, separated by semicolons (;), then click on the Add button. A summary will be displayed showing who is already in the system and who is not yet in the system and thus been sent an email. Recently Used People When you choose a person to add to something using this popup, Paperclip will remember that you have chosen them. All recently chosen people will be listed under the title Recently Used People the next time you open the popup window. Commonly Used People The system administrator can also choose to have the members of a certain group that you might use frequently displayed in the popup window. This means that you dont need to search for any of those people if you want to add them to something they will be listed in the popup window when it appears. Institutions Institutions are real-world organisations that may be associated with people and events. They have their own contact details, and a summary of what they do. Information about the institutions contained in the system is readily available to users, and they can use the built-in search functions to search for institutions. Creating an Institution To you can enter an institution into the system in one of two ways Through your member options page At the same time as you enter a person or event How to add an institution at the same time as a person or event is covered in the people and event sections respectively. To add an institution through your member options page, login and navigate to your member options page by clicking on the Member Options link in the main menu. Click on the Add an institution link and you will be taken to the Add Institution page. The Add Institution Page On this page you can enter a new institution into the system: it contains fields for you to fill in all the information about the institution you are entering. Note: Please make sure that the institution you want to add is not already in the system by doing a search for it before you fill in this page. The following fields are displayed. Filling them out is optional unless otherwise stated (required fields have an asterisk (*) next to them): Institution Name The title of the institution. This information must be entered. Acronym If the institution has an acronym or abbreviation that it is sometimes know by, it is entered here. For example, the United Nations is often known as the UN. Type What kind of organisation the institution is. The appropriate type must be selected. Address This is the address that people may use to contact the institution. Please to not enter the city, state, postcode or country parts of the address in this box as there are other boxes for them below. A note on addresses: dont worry if the fields for the address (city, state, postcode, country) are in the wrong order Paperclip will automatically format your address according to the country you choose. For example, addresses in France will have the postcode placed before the city on the same line, whereas addresses in the UK will have the postcode placed after the state on its own line. City The town or city contained in the institutions address, if relevant. State The state contained in the institutions address, if relevant. Postcode The postcode contained in the institutions address, if relevant. Country The country of the institutions address. This must be filled in, and is used to determine the format of the address (see note above). Contact Telephone The telephone number which people can use to contact the institution. Please enter the number in an international format with the country code, e.g. numbers in the UK should start with +44 and number in France with +33. Fax The fax number which people can use to contact the institution. Please enter the number in an international format with the country code, e.g. numbers in the UK should start with +44 and number in France with +33. Email The email address through which people may contact the institution. Website If the institution has a website, you can enter it here. Website addresses must start with http://. Activities The activities carried out by the institution. Once you have filled out the institutions details to your satisfaction, click on the Proceed to Next Step button at the bottom of the page. If you have failed to enter any of the required information you will be taken back to the previous page with a message telling you what to correct. If everything is OK, you will be taken to a page showing a summary of what you have entered so that you can check that everything is as it should be. If there are things that need to be corrected, click on the Make Changes button and you will be taken back to the previous page. If all the information is OK, click on the Submit my Information button and the institutions information will be entered into the system. Searching for Institutions Paperclip provides powerful search functionality that lets you find institutions present in the system quickly and easily. Quick Institution Search Every page of the site contains a search box, allowing you to search all the information on the site. The search box may have a drop-down menu next to it, which allows you to specify exactly what you are searching for. To search for an institution, select institutions (which will only return institutions) or whole site (which will search all information, including institutions). Enter all or part of that institutions name into the box and click on the Go button. The system searches for institutions with names, acronyms or activities that match your search criteria. If any institutions are found they will be displayed in a list on the following search results page. You can view the details of an individual institution by clicking on their name in the list. Advanced Institution Search To access the advanced institution search, either click on the Search link in the main menu or the more search options link in the search box (only one of these links will be available depending on the layout of the site). You will be taken to a search page with a box that has tabs along the top of it. Click on the Institutions tab, then on the more options link, if you can see it. The advanced search page contains the following fields. You may use as many as you like in your search: Name The name of the institution you are looking for Address The address of the institution you are looking for Type What kind of institution you are looking for Country The country that the institution you are looking for is in Activities The activities of the institution you are looking for Updated Restricts the search to institutions whose information was last updated before, on or after a certain date Created Restricts the search to institutions who were registered before, on or after a certain date Once you have filled out the search criteria to your satisfaction, click on the Search button to perform the search you will be taken to a search results page listing the institutions in the system that satisfy your search criteria. You can view the details of an individual institution by clicking on its name in the list. Viewing an Institutions Details To locate an institution in the system, you can search for it, as described in the previous section. You can also view a list of all the institutions you have created yourself by clicking on the View institutions you have added link on your member options page. Once you have located the institution you are looking for, click on its name and you will be taken to a page displaying all its details. The following is list of all the details that may be displayed on an institutions page (note that headings are not displayed if the relevant information has not been entered): Acronym The acronym or abbreviation that the institution is sometimes know by. For example, the United Nations is often known as the UN. Type What kind of organisation the institution is. Address This is the address that people may use to contact the institution. Tel The telephone number which people can use to contact the institution. Fax The fax number which people can use to contact the institution. Email The email address through which people may contact the institution. Website The institutions website address. Activities The activities carried out by the institution. Created (located at the bottom-right of the page) The date and time that the institution was entered into the system (and the person who entered it). Last Updated (located at the bottom-right of the page) The date and time that this institutions information was last updated, and the person who updated it. Viewing a Printable Version of the Institutions Details You can view the information contained on an institutions details page in a simple printable format by clicking on the Printable Version link at the top of the page. Viewing the Members of an Institution A link at the bottom of the institutions details page will let you see a list of all the people that are associated with that institution. Viewing the Events that an Institution is associated with A link at the bottom of the institutions details page will let you see a list of all the events that are associated with that institution. Other Options If you are logged in, certain other options may be displayed on an institutions details page, depending on the permissions you have with respect to that institution: Edit this Record link (top of page) Clicking on this link allows you to edit the details of this institution. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page Editing an Institutions Details To edit the details of an institution, you must either be the person who first entered the institution into the system or be an administrator. You must also be logged in. To locate the institution that you wish to edit the details of you can search for it, as described previously. You can also view a list of all the institutions you have created yourself by clicking on the View institutions you have added link on your member options page. Once you have located the institution you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the institutions details, an Edit this Record link will appear at the top of the page which will take you to the edit institution page. The Edit Institution Page This page is reached by clicking on the Edit this Record link on an institutions details page. You must be logged in to be able to access this it. The Edit Institution page is functionally identical to the Add Institution page, so have a look at the Add Institution Page section for a description of the fields on the page and how to fill them out. Deleting an Institutions Details Note that if you delete an institutions details, all information on that institution is permanently removed from the system. To delete an institution, you must either be the person who first entered the institution into the system or be an administrator. You must also be logged in. To locate the person that you wish to delete, you can search for it, as described previously. You can also view a list of all the institutions you have created yourself by clicking on the View institutions you have added link on your member options page. Once you have located the institution you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the institutions details, a Delete this Record link will appear at the top of the page. On clicking on this link a dialog box will appear stressing that deletion is an irreversible process and asking if you would like to proceed. The deletion will be performed when you click on the OK button. The Choose Institution Popup This popup window is used to associate an institution with a person or event. It usually appears by clicking on a button labelled Choose, Choose Institution, or something similar. Searching for an Existing Institution If the institution you wish to add is already in the system, you can use the search box to locate that institution. Try entering part of the institutions name or its acronym into the search box and clicking on the Search button. Any institutions that are found will be displayed in a list. Clicking on the institutions name will bring up more information about it. Clicking on the Add link to the right of the name will associate the institution with the person/event. Entering a New Institution If the institution you wish to add is not yet in the system, click on the add your institution link and you will be taken to a page where you can enter the details of the institution that you wish to add. Once you have finished the registration process the institution will automatically be associated with the person/event, and the popup window will close. The institution will also be visible to users of the system and can be associated with other people and events. Bear in mind that if you are not an administrator, the institution may have to be approved before it is visible to other users. Recently Used Institutions When you associate an institution to something using this popup, Paperclip will remember that you have used that institution. All recently used institutions will be listed under the title Recently Used Institutions the next time you open the popup window. Commonly Used Institutions The system administrator can also choose to have a certain institution that you might use frequently displayed in the popup window. This means that you dont need to search for it if you want to add it to something it will be listed in the popup window when it appears. Documents Paperclip allows you to upload documents to your website, display them to the sites users and make available for download. Documents can have multiple files associated with them in different languages, formats and versions, with new files being uploaded as the document evolves. Finding documents is easy you can use Paperclips powerful built-in search functions to locate the document that you are looking for. You can also organise documents into document lists and browse them. Documents can also be associated with events, such as a final report, background document or agenda item document. The Difference between Documents and Files It is important to make the distinction between documents and files. A document is a piece of information, such as a report or a letter. A file is an instance of a document for example a letter (document) could be a Microsoft Word file or a PDF file. A document can have multiple files which represent that document in different formats, languages and versions. Document Types The type of a document reflects the information that the document contains and the way in which the document is used. It should not be confused with document file formats, which reflect the way that the document is stored (e.g. PDF file, PowerPoint presentation) The types of documents currently supported by the system include: Information Document Presentation Letter Book MOU (Memorandum of Understanding) Reference Document Working Document Website Other Supported File Formats As explained in previous sections, a document can have many files in different formats associated with it. A file format should not be confused with a document type (see the Document Types section for more information). The currently supported file types include: PDF (Portable Document Format) (.pdf) Microsoft Word (.doc) Text (.txt) Rich Text Format (.rtf) Microsoft Excel Spreadsheet (.xls) Microsoft PowerPoint Presentation (.ppt) Microsoft PowerPoint Slideshow (.pps) GIF Image (.gif) JPEG Image (.jpg or .jpeg) PNG Image (.png) Bitmap Image (.bmp) The letters in brackets are the filename suffixes associated with each file format. Creating / Uploading a document To you can enter a document into the system in one of two ways: Through your member options page At the same time as you enter or edit an event How to add a document through an event is covered in the event section. To add an document through your member options page, login and navigate to your member options page by clicking on the Member Options link in the main menu. Click on the Post a document on this site link and you will be taken to the Add a Document page. The Add a Document Page On this page you can enter a new document into the system: it contains fields for you to fill in all the information about the document you are entering and choose any files that you may wish to upload for this document. Note: Please make sure that the document you want to add is not already in the system by doing a search for it before you fill in this page. The following fields are displayed. Filling them out is optional unless otherwise stated (required fields have an asterisk (*) next to them): Document Type The type of the document this must be selected. See the Document Types section for more information. Document Title The title of the document. This must be filled in. Summary A brief description of the information that the document contains. Author(s) The authors that wrote the document can be entered here. Notes Any extra information about the document which does not fit into any of the other fields. Keywords A list of words to describe the document. Keywords are one of the things used when searching for documents. Document Code Any document code assigned to the document by your organisation. The document code can be used as a shortcut to the document details page (see Shortcuts section), and document lists can be ordered by document code (see Document Lists section). Status The current status of the document. The status must be selected. The possible statuses are: Pending: The document has not been created yet Draft: The document had been created but is not in a published version yet Published: The document has been published Note that documents are always visible to users of the site no matter which status they have. Date First Published The date on which this document was first published. This field is only visible if the documents status is set to published. The date is entered in the format dd/mm/yy, i.e. Christmas day 2006 would be entered as 25/12/06. Lists to include document in Checking a box next to the name of a document list will include the document in that list. For more information about document lists, see the Document Lists section. Existing files Any files that have already been uploaded and associated with the document are displayed here. The language, format and version of each file is displayed. To remove an existing file from a document, click on the corresponding Remove button. Files to Upload This section is displayed if the document type is not set to website (if it is set to website, the Website Address section is displayed instead). It provides the fields required to upload a file and associate it with the document. The fields for uploading one file are displayed, but as soon as you select the file to upload a new line will appear where you can add a second file. In this way you can upload more than one file at once. Language You must select a language if you are uploading a file. If the file has no language (it might be an image for example), select none for the language. File location To choose the file on your computer that you would like to upload, click on the Browse button. A dialog will appear where you can locate the file that you want. Note that only certain types of file are supported; for more information, see the Supported File Types section. Version This field indicates the version of your file. Higher version numbers will be treated as more important than lower ones. You can also enter words in this box for example you might want to set the version to addendum. If you select a file to upload but then decide you dont want to upload it after all, click on the Clear or Remove button to the right of the file information. There is a limit on the size of files that you can upload: each file may not be bigger than 16 megabytes. In addition, you cannot enter more than a combined 16 megabytes of files in one go. If you would like to upload more than 16 megabytes of files to the same document, upload some of them (less than 16MB), click on the Proceed to Next Step button and click on the Make Changes button on the next page. You will be taken back to the Add a Document page, where you can upload some more files. Website Address If you set the document type to be Website, you cannot associate files with the document. Instead, you can enter the website address (URL) in the box under Website Address. Website addresses must start with http://. Once you have filled out the documents details to your satisfaction, click on the Proceed to Next Step button at the bottom of the page. If you have failed to enter any of the required information, a dialog box will pop up telling you what to correct. If everything is OK, you will be taken to a page showing a summary of what you have entered so that you can check that everything is as it should be. If there are things that need to be corrected, click on the Make Changes button and you will be taken back to the previous page. If all the information is OK, click on the Submit my Information button and the documents information will be entered into the system. Searching for Documents Paperclip provides powerful search functionality that lets you find documents present in the system quickly and easily. Quick Document Search Every page of the site contains a search box, allowing you to search all the information on the site. The search box may have a drop-down menu next to it, which allows you to specify exactly what you are searching for. To search for a document, select documents (which will only return documents) or whole site (which will search all information, including documents). Enter all or part of that documents name into the box and click on the Go button. The system searches for documents with titles, summaries, document codes, notes or keywords that match your search criteria. If any documents are found they will be displayed in a list on the following search results page. You can view the details of an individual document by clicking on their name in the list. Advanced Document Search To access the advanced document search, either click on the Search link in the main menu or the more search options link in the search box (only one of these links will be available depending on the layout of the site). You will be taken to a search page with a box that has tabs along the top of it. Click on the Documents tab, then on the more options link, if you can see it. The advanced search page contains the following fields. You may use as many as you like in your search: Title The title of the document you are looking for Summary The summary of the document you are looking for Author The person that wrote the document you are looking for Status The status of the document you are looking for: either pending, draft or published Doc Code The document code of the document you are looking for Language Restricts the search to documents that have files for download in the chosen language Group Restricts the search to documents that belong to the selected group, or one of its subgroups Updated Restricts the search to documents whose information was last updated before, on or after a certain date Created Restricts the search to documents who were registered before, on or after a certain date Once you have filled out the search criteria to your satisfaction, click on the Search button to perform the search you will be taken to a search results page listing the documents in the system that satisfy your search criteria. You can view the details of an individual document by clicking on its name in the list. Browsing Documents In addition to searching, you can find out information about documents by looking through the document lists that are present in the system. To do this, click on the Documents link in the main menu. A list of all the public document lists in the system will be displayed. Click on the name of a list to see all the documents in it. You can view the details of an individual document by clicking on its title in the list. For more information on document lists, see the Document Lists section. You can also view a list of all the documents you have created yourself by clicking on the View documents you have posted link on your member options page. Viewing a Documents Details To locate a document in the system, you can search or browse for it, as described in the previous sections. You can also view a list of all the documents you have created yourself by clicking on the View documents you have posted link on your member options page. Once you have located the document you are looking for, click on its name and you will be taken to a page displaying all its details. The following is list of all the details that may be displayed on a documents page (note that headings are not displayed if the relevant information has not been entered): Doc Type The type of the document. See the Document Types section for more information. Address (only displayed if the document type is Website) The URL of the documents website. Clicking on it will take you to the site. Status The current status of the document. The possible statuses are: Pending: The document has not been created yet Draft: The document had been created but is not in a published version yet Published: The document has been published. The date of publication is displayed alongside Summary A brief description of the information that the document contains. Author(s) The authors that wrote the document. Notes Any extra information about the document which does not fit into any of the other fields. Download Links to any files associated with the document. Clicking on a link will download the file. The language, version, format and size of each file are displayed. Created (located at the bottom-right of the page) The date and time that the document was entered into the system (and the person who entered it). Last Updated (located at the bottom-right of the page) The date and time that this documents information was last updated, and the person who updated it. Viewing the Events that a Document is associated with A link at the bottom of the documents details page will let you see a list of all the events that are associated with that document. Other Options If you are logged in, certain other options may be displayed on a documents details page, depending on the permissions you have with respect to that document: Edit this Record link (top of page) Clicking on this link allows you to edit the details of this document. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page Delete this Record link (top of page) Clicking on this link allows you to permanently remove this document from the system. Add this document to a list (bottom of page) This box allows you to add the document to a document list that it is not already part of. Simply select the required list and click on the Add button. Editing / Updating a Document To edit the details of a document, you must either be the person who first entered the document into the system or be an administrator. You must also be logged in. To locate the document that you wish to edit the details of you can search or browse for it, as described previously. You can also view a list of all the documents you have created yourself by clicking on the View documents you have posted link on your member options page. Once you have located the document you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the documents details, an Edit this Record link will appear at the top of the page which will take you to the edit document page. The Edit Document Page This page is reached by clicking on the Edit this Record link on a documents details page. You must be logged in to be able to access this it. The Edit Document page is functionally identical to the Add a Document page, so have a look at the Add a Document Page section for a description of the fields on the page and how to fill them out. Deleting a Document Note that if you delete a document, all information on that document is permanently removed from the system. To delete a document, you must either be the person who first entered the document into the system or be an administrator. You must also be logged in. To locate the document that you wish to delete, you can search or browse for it, as described previously. You can also view a list of all the documents you have created yourself by clicking on the View documents you have posted link on your member options page. Once you have located the document you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the documents details, a Delete this Record link will appear at the top of the page. On clicking on this link a dialog box will appear stressing that deletion is an irreversible process and asking if you would like to proceed. The deletion will be performed when you click on the OK button. Document Lists Document lists provide a way of organising documents similar to the way that people can be organised in groups (although documents can be organised in groups as well). In effect they let you classify documents into different categories. A document can be present in more then one list. For example, you might create a list entitled Meeting reports where you can put all the final reports of your meetings, or one called Funding documents which would contain all documents related to funding. Private and Public Lists Document lists can be either private or public. Private lists are visible and modifiable only by you (via your member options page) and administrators. Public lists are visible to all users of the site, and appear on the Documents page in the main menu. Creating a Document List To create a document list you must be logged in. Login, and go to your member options page by clicking on the Member Options link in the main menu. Click on the Create a document list link and you will be taken to the Create a Document list page. The Create a Document List Page On this page you can enter a new document list into the system: it contains fields for you to fill in information about the document list you are entering. The following fields are displayed. Filling them out is optional unless otherwise stated (required fields have an asterisk (*) next to them): Title The title of the document list. Try to make it as descriptive as possible, especially if you are letting other users see the list. This field must be filled in. Description A brief description of the type of documents that this list should contain. Order documents by Using this drop-down box you can select how the documents in the list will be ordered. Documents At the bottom of the page is a box displaying the documents associated with the document list (there will be nothing listed at first if you are creating a list from scratch). On clicking on the Add Documents button a popup window will appear which you can use to associate documents with your list. For more information on adding documents using this popup, see the Choose Documents Popup section. Documents that you add to the document list will be displayed in the Documents box. To remove a document from the list, click on the Remove Doc link to the right of the documents title. Once you have filled out the document lists details to your satisfaction, click on the Save button at the bottom of the page. If you have failed to enter any of the required information, you will be taken back to the previous page with instructions on what to correct. If everything is OK the document lists information will be entered into the system. Browsing the Document Lists in the System To view all the public document lists in the system, click on the Documents link in the main menu. A list of all the public document lists will be displayed. Click on the name of a list to its details and the documents it contains. To view any private document lists you may have created, login and go you your member options page by clicking on the Member Options link in the main menu. Clicking on View document lists you have created will show you any lists (public or private) that you have entered into the system. Administrators can view all document lists in the system, public or private, by going to their member options page and clicking on the View all document lists link. Viewing a Document Lists Details To locate a document list in the system, you can browse for it, as described in the previous section. Once you have located the document list you are looking for, click on its name and you will be taken to a page displaying all its details. The document lists description is displayed underneath its name, and any documents in the list are displayed in the order defined on the Edit Document List page. The date and time that the document was entered into the system (together with the person who entered it), and the date and time that this documents information was last updated (together with the person who updated it) are shown at the bottom-right of the page. Other Options If you are logged in, certain other options may be displayed on the document lists details page, depending on the permissions you have with respect to that document list: Edit this List link (top of page) Clicking on this link allows you to edit the details of this document list and which documents are contained within it. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page Delete this List link (top of page) Clicking on this link allows you to permanently remove this document list from the system. If you are logged and are the creator of the list or an administrator, you can quickly remove a document from the list by clicking on the Remove from list link to the right of the documents name. Editing a Document List To edit the details of a document list (including adding and removing documents from it), you must either be the person who first entered the document list into the system or be an administrator. You must also be logged in. To locate the document list that you wish to edit you can browse for it, as described previously. Once you have located the document list you are looking for, click on its name and you will be taken to a page displaying all of its details and the documents it contains. If you are logged in and have the appropriate permissions to edit the document list, an Edit this List link will appear at the top of the page which will take you to the edit document list page. The Edit Document List Page This page is reached by clicking on the Edit this List link on a document lists details page. You must be logged in to be able to access this it. The Edit Document List page is functionally identical to the Create a Document List page, so have a look at the Create a Document List Page section for a description of the fields on the page and how to fill them out. Deleting a Document List Note that if you delete a document list, all information on that document list is permanently removed from the system. The documents that it contains are not deleted, however. To delete a document list, you must either be the person who first entered the document list into the system or be an administrator. You must also be logged in. To locate the document list that you wish to delete, you can search or browse for it, as described previously. Once you have located the document list you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the document list, a Delete this List link will appear at the top of the page. On clicking on this link a dialog box will appear stressing that deletion is an irreversible process and asking if you would like to proceed. The deletion will be performed when you click on the OK button. Associating a Document with an Event Documents can be associated with an event in various capacities, either when the event is created or by editing it. For information on how to associate documents with an event, see the Event Documents section. The Choose Document Popup This popup window is used to associate a document with a document list or event. It usually appears by clicking on a button labelled, Add Documents, or something similar. Searching for an Existing Document If the document you wish to add is already in the system, you can use the search box to locate that document. Try entering part of the documents name into the search box and clicking on the Search button. Any documents that are found will be displayed in a list. Clicking on the documents name will bring up more information about it. Clicking on the Add link to the right of the name will associate the document with the document list / event. Entering a New Document If the document you wish to add is not yet in the system, click on the upload it link and you will be taken to a page where you can enter the details of the document that you wish to add. Once you have finished the registration process the document will automatically be associated with the document list / event. The document will also be visible to users of the system and can be associated with other document list and events. Bear in mind that if you are not an administrator, the document may have to be approved before it is visible to other users. Recently Used Documents When you associate a document to something using this popup, Paperclip will remember that you have used that document. All recently used documents will be listed under the title Recently Used Documents the next time you open the popup window. Events Some the most powerful and useful features of Paperclip concern events. You can store and make available a wealth of information concerning an event, including the event agenda (if applicable), its organisers and participants, and any documents that might be relevant to it. Finding information about events is easy you can use the built-in search functions or browse through events using the calendar. You can also view event information in a variety of different formats depending on your needs. Paperclip also offers some advanced features to help you organise your event you can automatically send emails asking people to participate, and prompt people to enter their travel information for the event. People can also register for the event using the site, if you decide to let them. Event People Paperclip uses its people functionality (see the People section) to enable people already in the system to be associated with an event. For more information about associating people with and event, see the section entitled Adding / Editing Event People. Event Organisers Organisers are the people who are organising and coordinating the event. Each organiser may have a certain aspect of the event that they are responsible for. Event Staff Staff are the people who are responsible for running the event. Event Participants Participants are people that participate in an event. The different settings regarding event participants and the registration process for them is explained below. Participant Settings Each event has several settings that govern how participants can register, whether they are sent emails and what details are associated with them. These settings can be changed via the Roles of Event Participants page. Participant Travel Details Each participant involved in the event can have travel details associated with them if you so wish. The details are: Arrival date Departure date Accommodation Contact telephone number while at the event Participant Emails If you so wish, emails will be sent to the participants in certain situations: If an organiser adds a participant with a status of confirmed, and email will be sent to the participant telling them that they have been registered If an organiser adds a participant with a status of awaiting confirmation, an email will be sent to the participant asking them to confirm their participation If the participant then confirms, they will be sent an email confirming that they have done so (and asking them to fill in their travel details if relevant) If the participant declines to attend, an email will be sent to the designated person (see below) telling them that that the participant as declined and passing on the participants reason for doing so If a participant registers online, they will be sent an email confirming their registration and informing them that it is subject to the approval of an organiser You can also define who the emails above will appear to have been sent by (that person will receive any replies). The chosen person will also be sent an email if any participants decline to attend. If no-one is selected as the email sender, the person who first entered the event will be used. Participants Registering Themselves When enabled, a link will appear on the event page allowing people to register for the event online themselves. On doing so, they will be asked to enter their details in the system, if they are not already present. The Participant Registration Process Participants can be added to an event in two ways: They can be added by an event organiser (always possible) The participant can register themselves online (only possible if online registration is enabled). Participants can have different statuses, as illustrated in the following table: Participant added by organiserParticipant registered themself onlinea)ConfirmedConfirmedb)Awaiting confirmation from participantAwaiting approval from organiserc)Participant declined to attendApproval withheld by organiser Participants Added by an Organiser Participants can be added by an organiser (see the Adding / Editing Event People section), in which case the person who adds the participant can choose the participants status from the options provided by the left-hand column of the table above. If the send emails to participants option is enabled (see the The Roles of Event Participants Page section for more details) an email will be sent to the participant under the following conditions: If the participant is added with a status of confirmed, an email will be sent to the participant informing them of their registration and inviting them to enter their travel details if applicable (see the The Roles of Event Participants Page section for more details) If the participant is added with a status of awaiting confirmation, an email will be sent to the participant asking them to confirm or deny their attendance at the event. Once the participant has done this their status will be changed accordingly and they will be asked to enter their travel details if applicable (see the The Roles of Event Participants Page section for more details) Note that an authorised person (event organiser, creator or an administrator) can change the participants status at any time through the People Involved in this Event page. Participants Registering Themselves If the allow anyone to register online for this event option is enabled (see the The Roles of Event Participants Page section for more details), a link will appear on the event details page allowing anyone who visits it to register for the event. Clicking on this link will take the user to a page where they are prompted to enter their email address. Once this has been done and they have clicked on the Register button, the system will register them for the event and use their email address to check whether that persons details are registered in the system. If they are not, the user will be asked to fill them in (see the The Registration Page). Participants who register themselves are always added to the event with a status of awaiting approval from organiser. They are sent an email confirming their request for registration and explaining that it is subject to the approval of an event organiser. Organisers can either approve or deny participants who apply for registration in this way by changing their status accordingly by logging in, navigating to the event details page and clicking on the Edit People link. The Event Agenda The event agenda consists of a list of agenda items that define a structure for what will happen at the event. Each agenda item can have the following information associated with it: A sequence number (e.g. 1.1). The sequence numbers define the order of the agenda items A title, which succinctly describes the agenda item Notes about the agenda item. Notes may contain a more detailed description of what the agenda item is about Required actions, which detail the steps that must be taken under the agenda item Documents relevant to the agenda item Adding / Editing the agenda of an event When creating an event for the first time, you will be given the option to define an agenda. See Creating an Event for more details. To add or edit the agenda of a pre-existing event, log in and navigate to the events details page. To add an agenda, click on the Add an Agenda to this Event link. If the event already has an agenda, you can edit it by clicking on the Edit Agenda link. For more information, see the Adding an Event Agenda and Documents section. Viewing the agenda of an event Locate the event by searching or browsing for it (described the searching and browsing sections below). Once you have located the appropriate event, click on its title to view the details page for that event. If the event has an agenda, you will have three links that let you view the agenda in different ways: Detailed online agenda: an agenda containing all the information about each agenda item (see above) Basic printable agenda: an agenda containing only the agenda item numbers and titles, suitable for printing Annotated printable agenda: an agenda suitable for printing containing all information except the documents associated with each agenda item Event Documents Paperclip provides allows you to associate documents with an event and make them available for download from the event details page. For more information on how Paperclip deals with documents, see the Documents section. Documents can be associated with an event in one of four ways: As a final report for the event (only possible once the event has finished) As a document associated with an agenda item (see the Event Agenda section for more details) As a background document As an other document which does not fit into any of the other categories above Adding documents to an event When creating an event for the first time, you will be given the option of adding documents to it. See Creating an Event for more details. To add or edit the documents of a pre-existing event, log in and navigate to the events details page. If the event doesnt yet have any documents, click on the Add Documents to this Event link. If the event already has documents, click on the Add/Edit Documents link. For more information, see the Adding an Event Agenda and Documents section. Viewing the documents associated with an event Locate the event by searching or browsing for it (described the searching and browsing sections below). Once you have located the appropriate event, click on its title to view the details page for that event. If the event has documents associated with it, you will be able to click on the View Documents link to see them. The detailed online agenda view also displays documents associated with agenda items (a link to this will only be visible if there is an agenda). For more information, see the The Event Agenda Pages section. Creating an Event To enter an event in the system you must be logged in. Go to your member options page by clicking on the Member Options link in the main menu. Click on the Post an event link and you will be taken to the Add Event page. The Add Event Page On this page you can enter a new event into the system: it contains fields for you to fill in all the information about the event you are entering. Note: Please make sure that the event you want to add is not already in the system by doing a search for it before you fill in this page. The following fields are displayed. Filling them out is optional unless otherwise stated (required fields have an asterisk (*) next to them): Event Type The kind of event that this is (e.g. meeting, workshop). You must select the appropriate type. Event Title The name of the event. You must enter this information. Short Event Title If the event has an acronym or abbreviated title, you can enter it here. The short event title is used to generate a shortcut for the events details page (see the Shortcuts section for more information) Summary A description of what the event is about. Note that you can enter HTML code in this box if you wish. Start date The date that the event starts on this must be filled in. The date is entered in the format dd/mm/yy, i.e. Christmas day 2006 would be entered as 25/12/06. End date The date that the event ends on this must be filled in, even if it is the same as the start date. The date is entered in the format dd/mm/yy, i.e. Christmas day 2006 would be entered as 25/12/06. Institution This is the institution that the event is associated with. You can select the institution by clicking on the Choose button, which will pop up a window where you can search to see if the relevant institution is already in the system, or enter it if it is not. For more information on this popup, see the Choose Institution Popup section. Once you have chosen an institution, a check box will appear giving you the option to use the institutions address as the events address. Checking this box will automatically fill in the address fields for you. Address This is the address of the event. Please to not enter the city, state, postcode or country parts of the address in this box as there are other boxes for them below. As explained above, you may set it to the address of the chosen institution (if one is selected) by checking the use institution address as your address box. A note on addresses: dont worry if the fields for the address (city, state, postcode, country) are in the wrong order Paperclip will automatically format the address according to the country you choose. For example, addresses in France will have the postcode placed before the city on the same line, whereas addresses in the UK will have the postcode placed after the state on its own line. City The town or city contained in the events address, if relevant. State The state contained in the events address, if relevant. Postcode The postcode contained in the events address, if relevant. Country The country of the events address. It is used to determine the format of the address (see note above). Website If the event has an external website, you can enter it here. Website addresses must start with http://. Notes Any extra information about the event which does not fit into any of the other fields. Keywords A list of words to describe the event. Keywords are one of the things used when searching for documents. Calendars By checking the box(es) here you can determine whether the event is included in the site calendar (or other related calendars, if applicable see the Sharing Information between Multiple Sites section for more information. Associating people with the event If there are currently no people associated with the event, a checkbox with the label I would like to associate some people with this event will be displayed. Checking this box means that you will be taken to a page where you can enter these people later in the event entering process. (If there are already people associated with the event, this checkbox will not be displayed and you will be taken to the page where you can enter/edit people automatically.) Associating Documents and/or an Agenda with the Event If there is currently no agenda or documents associated with the event, a checkbox with the label I would like to add some documents and/or an agenda for this event will be displayed. Checking this box means that you will be taken to a page where you can enter the agenda or documents later in the event entering process. (If there is already an agenda or documents associated with the event, this checkbox will not be displayed and you will be taken to the page where you can enter/edit them automatically.) Once you have filled out the details on this page to your satisfaction, click on the Save & Continue button at the bottom of the page. If you have failed to enter any of the required information, you will be taken back to the previous page with instructions on what to correct. If everything is OK the event will be entered into the system at this point and you will be taken to one of the following pages: The Event People page if the event already has people associated with it or you have checked the box saying that you want to add people to the event The Event Agenda/Documents page if you didnt check the box saying that you want to add people to the event, but the event already has an agenda or documents associated with it or you checked the box saying that youd like to add an agenda or documents The Check Event Submission page if the event has no people, agenda or documents associated with it and you didnt check any boxes saying you wanted to add any of them. Adding / Editing Event People This section consists of two pages and is reached either through the event registration/editing process or by clicking on a Add/Edit Event People or Edit Event Participants when viewing an events details while logged in. The Roles of Event Participants Page On this page you can enter the roles that different participants might have in the event. The order in which the roles are listed reflects the order in which the event participants will be displayed (participants are ordered by their role). You can add as many roles as you wish. To add a new role, click on the Add a New Role button. A box will appear where you can enter the name of the role. If there is more than one role, you can re-order them by clicking on the blue arrows to move individual roles up or down. To remove a role, click on the red cross. Other Options Participant Travel Details Each participant involved in the event can have travel details (the date they arrive, the date they leave, where they are staying and a contact telephone number) associated with them if you so wish. To enable people to have travel details, check the checkbox next to Allow travel dates and accommodation details to be entered for each person involved in this event. Automatically Send Emails to Participants If this option is enabled, emails will be sent to the participants in certain situations: If an organiser adds a participant with a status of confirmed, and email will be sent to the participant telling them that they have been registered If an organiser adds a participant with a status of awaiting confirmation, an email will be sent to the participant asking them to confirm their participation If the participant then confirms, they will be sent an email confirming that they have done so (and asking them to fill in their travel details if relevant) If the participant declines to attend, an email will be sent to the designated person (see below) telling them that that the participant as declined and passing on the participants reason for doing so If a participant registers online, they will be sent an email confirming their registration and informing them that it is subject to the approval of an organiser You can also define who the emails above will appear to have been sent by (that person will receive any replies). The chosen person will also be sent an email if any participants decline to attend. If no-one is selected as the email sender, the person who first entered the event will be used. Allow Anyone to Register Online for this Event If this option is checked, a link will appear on the event page allowing people to register for the event online. On doing so, they will be asked to enter their details in the system, if they are not already present. Once you have entered the participants to your satisfaction and checked any of the other options that you require, click on the Save & Continue button to proceed to the People Involved in this Event page. The People Involved in this Event Page On this page you can add, edit or remove the people who are associated with this event. People are divided into three categories: Staff, Contacts and Participants. Organisers Organisers are the people who are responsible for organising the event. To add an organiser, click on the Add Organisers button and a popup window will appear allowing you to associate organisers with the event. For more information on the popup window, see the The Choose People Popup section. Once you have added a person as an organiser, they will appear in the Organisers box. You can specify the area of the event that the person is responsible for in the to be contacted for box. To remove a person from the event organisers, click on the Remove button to the right of the persons name. Staff Staff are the people who are responsible for running the event. To add a person to the event staff, click on the Add Staff button and a popup window will appear allowing you to associate staff with the event. For more information on the popup window, see the The Choose People Popup section. To remove a person from the event staff, click on the Remove button to the right of the persons name. Participants Participants are the people who participate in the event. To add a participant, click on the Add Participants button and a popup window will appear allowing you to associate participants with the event. For more information on the popup window, see the The Choose People Popup section. Once you have added a person as a participant, they will appear in the Participants box. You can specify several attributes for each participant: Role The role in which the participant is attending the event. Roles are defined on the Roles of Event Participants page. Status The status of the participant, reflecting how certain it is that the person will participate in the event. For more information on participant statuses, see the Event People section. Arrives The date that the participant arrives at the event location. This is only visible if the Allow participant travel details checkbox has been checked on the Roles of Event Participants page. The date must be entered in the format dd/mm, so Christmas day would be entered as 25/12. The year of the date is automatically inferred from the event dates. Leaves The date that the participant leaves the event location. This is only visible if the Allow participant travel details checkbox has been checked on the Roles of Event Participants page. The date must be entered in the format dd/mm, so Christmas day would be entered as 25/12. The year of the date is automatically inferred from the event dates. Accommodation Details of the accommodation that the participant is staying in can be entered here. . This is only visible if the Allow participant travel details checkbox has been checked on the Roles of Event Participants page. Contact Tel A telephone number for contacting the participant while they are attending the event. . This is only visible if the Allow participant travel details checkbox has been checked on the Roles of Event Participants page. Note that travel information (date of arrival, date of departure, accommodation and contact telephone number) can also be entered by the individual participants themselves. For more information, see Paperclip. To remove a person from the event participants, click on the Remove button to the right of the persons name. Statuses of Event People People associated with the event have a little icon displayed to the left of their name on this page. The colour of this icon reflects their status: Staff and participants are always assumed to be confirmed unless they are also present as participants. In this case the status of the person is taken to be their participant status Participants have their status determined by the drop-down status box to the right of their name For more information on the statuses of event participants, see the Event Participants section. Once you have filled out the details on this page to your satisfaction, click on the Save & Continue button at the bottom of the page. The information will be saved and you will be taken to one of the following pages: Back to the page you were on if you got to this page by clicking on an Add/Edit Event People or Edit Event Participants link an event display page The Event Agenda/Documents page if the event already has an agenda or documents associated with it or you checked the box saying that youd like to add an agenda or documents The Check Event Submission page if the event has no agenda or documents associated with it and you didnt check the box saying that youd like to add an agenda or documents Adding an Event Agenda and Documents This section is reached either through the event registration/editing process or by clicking on one of the following links when viewing an events details while logged in: Add an Agenda to this Event Add Documents to this Event Add a Final Report to this Event Edit Event Documents Edit Event Agenda It consists of one page where you can add all the documents and agenda items that you wish to associate with the event. For more information on event agendas and documents, see the The Event Agenda and Event Documents sections. The Agenda & Documents for this Event Page On this page you can add, edit or remove agenda items and documents associated with the event. Note that none of the information on this page will be saved until you click on the Save button at the bottom of the page. The page contains the following sections: Final Report The final report box is only visible if the event has finished. To add or change the final report of the event, click on the Choose Report button and popup window will appear where you can choose the document that you wish to add. For more information on this popup, see the The Choose Document Popup section. To remove a final report from the event, click on the Remove Doc link to the right of the documents title. Agenda To add an agenda item to the event agenda, enter the sequence number of the agenda item that you wish to add in the field at the top of the Agenda box and click on the Add button next to it. A new row will appear in the agenda with the corresponding sequence number. Paperclip uses the sequence number to work out where in the agenda to insert the new agenda item. You must fill in the title for each agenda item you create. If you change the sequence number of an agenda item it will be reordered appropriately. To add notes or required actions to an agenda item, click on the Add notes for this item link and two boxes will appear where you can enter the notes and the required actions respectively. To associate documents with an agenda item, click on the corresponding Add documents to this item link; a popup window will appear where you can choose the document that you wish to add. For more information on this popup, see the The Choose Document Popup section. To remove a document from an agenda item, click on the Remove Doc link to the right of the documents title. To remove an agenda item from the event agenda, click on the Remove button to the right of the agenda items title. Background Documents To add a background document the event, click on the Add Background Documents button and popup window will appear where you can choose the document(s) that you wish to add. For more information on this popup, see the The Choose Document Popup section. Once you have added a background document to the event, you can specify an agenda item that it relates to in the Agenda item number box, if appropriate. To remove a background document from the event, click on the Remove Doc link to the right of the documents title. Other Documents To add an other document to the event, click on the Add Other Documents button and popup window will appear where you can choose the document(s) that you wish to add. For more information on this popup, see the The Choose Document Popup section. To remove an other document from the event, click on the Remove Doc link to the right of the documents title. Once you have filled out the details on this page to your satisfaction, click on the Save & Continue button at the bottom of the page. The information will be saved and you will be taken back to the previous page you were on, or to the Check Event Submission page if you are in the process of adding the event. The Check Event Submission Page This page is reached once you have reached the end of the add or edit event process. It displays a summary of the event so that you can check whether all the details are correct. If there are things that you would like to change, click on the Make Changes button and you will be taken back to the beginning of the event entering/adding process Searching for Events Paperclip provides powerful search functionality that lets you find events present in the system quickly and easily. Quick Event Search Every page of the site contains a search box, allowing you to search all the information on the site. The search box may have a drop-down menu next to it, which allows you to specify exactly what you are searching for. To search for an event, select event (which will only return people) or whole site (which will search all information, including events). Enter part of the events name into the box (for example if you wanted to search for the 12th session of the GSSC, you might enter just GSSC in the box) and click on the Go button. The system searches for event with titles, summaries, addresses or keywords that match your search criteria. If any events are found they will be displayed in a list on the following search results page. You can view the details of an individual event by clicking on its name in the list. Advanced Event Search To access the advanced event search, either click on the Search link in the main menu or the more search options link in the search box (only one of these links will be available depending on the layout of the site). You will be taken to a search page with a box that has tabs along the top of it. Click on the Events tab, then on the more options link, if you can see it. The advanced search page contains the following fields. You may use as many as you like in your search: Title The title of the event you are looking for Summary The description of the event you are looking for Type The type of event you are looking for Starts Restricts the search to events which start before, on or after a certain date Ends Restricts the search to events which end before, on or after a certain date Address The address of the event you are looking for Country The country that the event you are looking for takes place in Group Restricts the search to events that belong to the selected group, or one of its subgroups Updated Restricts the search to events whose information was last updated before, on or after a certain date Created Restricts the search to events which were registered before, on or after a certain date Once you have filled out the search criteria to your satisfaction, click on the Search button to perform the search you will be taken to a search results page listing the events in the system that satisfy your search criteria. You can view the details of an individual event by clicking on their name in the list. Browsing Events By logging in and going to your member options page, you can view a list of the events that you have added to the system yourself (the View events you have posted link) and the events you are involved in (the View events you are involved in link). You can also browse events using the calendar, although not all events will necessarily be shown in it (you can choose whether to show an event in the calendar when you create it). For more information, see the Calendar section. Viewing an Events Details To locate an event in the system, you can search or browse for it, as described in the previous sections. Once you have located the event you are looking for, click on its title and you will be taken to the Event Details page. The Event Details Page The event details page displays a summary of the information concerning the event. The events title, the dates it takes place and its location are displayed at the top of the screen. A summary of the event is displayed directly below (if one had been entered). Below this, the following headings may be displayed: Final Report If the event has a final report, a link to it will be displayed here. Final reports can only be added once the event has finished. Event Registration Link If people are allowed to register themselves as participants, a link entitled Register to participate in this event will be displayed at the top of the page allowing them to do so. For more information on participant registration, see the Participant Registration Process section. Organisers and Staff The event organisers and staff are displayed in this section (if there are any). Clicking on a persons name will take you to their details page. Participants A summary of the participants registered for the event is displayed here. Clicking on a persons name will take you to their details page. For a better formatted list of participants, click on the View detailed participants list to be taken to the Participants List page. The colour of the icon next to the names of the organisers, staff and participants reflects their status. To see a legend of what each colour means, click on the View detailed participants list link. For more information about how event participants work (including their statuses) see the Event Participants section. The following is list of all the details that may be displayed on an events page (note that headings are not displayed if the relevant information has not been entered): Agenda If the event has an agenda, you can view it by clicking on one of the three links in this section. The links are: Detailed online agenda: an agenda containing all the information about each agenda item (including notes, required actions and documents) Basic printable agenda: an agenda containing only the agenda item numbers and titles, suitable for printing Annotated printable agenda: an agenda suitable for printing containing all information except the documents associated with each agenda item For more information on viewing the event agenda, see the The Event Agenda Pages section. Documents If any documents are associated with the event, this section will tell you how many there are and display a link entitled View Documents which will take you to the Event Documents page. For more information on viewing event documents, see the The Event Documents Display Page section. Created (located at the bottom-right of the page) The date and time that the event was entered into the system (and the person who entered it). Last Updated (located at the bottom-right of the page) The date and time that this events information was last updated, and the person who updated it. Other Options If you are logged in, certain other options may be displayed on an events details page, depending on the permissions you have with respect to that event: Edit this Record link (top of page) Clicking on this link allows you to edit the details of this event. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page Delete this Record link (top of page) Clicking on this link allows you to permanently remove this event from the system. Add People to this Event (bottom of page) Displayed if there are currently no people associated with the event and you have appropriate permissions to add some. Clicking on this link takes you to the Roles of Event Participants page which then takes you to the People Involved in this Event page. Add an Agenda to this Event (bottom of page) Displayed if there is currently no agenda for the event and you have appropriate permissions to add one. Clicking on this link takes you to the Agenda & Documents for this Event Page. Add the Final Report for this Event (bottom of page) Displayed if there is currently no final report for the event and you have appropriate permissions to add one. Clicking on this link takes you to the Agenda & Documents for this Event Page. Add Documents to this Event (bottom of page) Displayed if there are currently no documents associated with the event and you have appropriate permissions to add some. Clicking on this link takes you to the Agenda & Documents for this Event page. Add/Edit Event People (right of page) Displayed if there are people associated with the event and you have appropriate permissions to add, edit or remove them. Clicking on this link takes you to the Roles of Event Participants page which then takes you to the People Involved in this Event page. Edit Agenda (right of page) Displayed if there is an agenda for the event and you have appropriate permissions to edit it. Clicking on this link takes you to the Agenda & Documents for this Event Page. Add/Edit Documents (right of page) Displayed if there are documents associated with the event and you have appropriate permissions to add edit or remove them. Clicking on this link takes you to the Agenda & Documents for this Event Page. The Event Participants Display Page This page displays a list of the participants of a particular event. It is commonly reached via the Event Details page. You can view the details of each participant by clicking on their name. The icon to the left of their name indicates their status a key at the bottom of the page explains the possible statuses. For more information about how event participants work (including their statuses) see the Event Participants section. If travel details for participants have been enabled (see the Event Participants section for more details), each participants travel details will be displayed to the right of their name. If a participant is logged in, a link to the right of their name entitled Edit Travel Info will let them edit their travel information. (Event organisers and administrators can also use these links if logged in to edit a participants travel information.) Other Options If you are logged in, certain other options may be displayed on an events participants display page, depending on the permissions you have with respect to that event: Edit Participants link (top of page) Clicking on this link allows you to add, remove or edit the event participants. It takes you to the Roles of Event Participants page which then takes you to the People Involved in this Event page. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page The Event Agenda Pages The event agenda pages display the agenda of the event in different formats with varying levels of information. They are commonly reached via the events Event Details page. The Detailed Online Event Agenda Page This page shows the event agenda and all information associated with it. It is commonly reached via the Event Details page. The page show each agenda item in a list ordered by agenda item number. Top-level agenda items are displayed in bold. The agenda item title is displayed to the right of the agenda item number, and any notes, required actions and documents are displayed underneath. Required actions are displayed underlined. Clicking on a document will take you to a page with more information about it (or to the website if the document is a website). To see all the documents associated with agenda items in an uncluttered list, see the The Event Documents Display Page section. Other Options If you are logged in, certain other options may be displayed on an events participants display page, depending on the permissions you have with respect to that event: Edit Agenda (right of page) Clicking on this link allows you to edit the event agenda. It takes you to the Agenda & Documents for this Event Page. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page The Basic Printable Agenda Page This page shows the basic information of event agenda in a simple format that is suitable for printing. Only the agenda item numbers and the agenda item titles are displayed. This page is commonly reached via the events Event Details page. The Annotated Printable Agenda Page Similar to the Basic Printable Agenda page (see above), except any agenda item notes and required actions (which are underlined) are also displayed. This page is commonly reached via the events Event Details page. The Event Documents Display Page This page displays a list of the documents of a particular event. It is commonly reached via the Event Details page. You can view the details of each document by clicking on its name. The date that the document was last updated is displayed to the right. For more information about how event documents work (including their statuses) see the Event Documents section. Other Options If you are logged in, certain other options may be displayed on an events documents display page, depending on the permissions you have with respect to that event: Add/Edit Documents link (top of page) Clicking on this link allows you to add, remove or edit the event documents. It takes you to the Agenda & Documents for this Event Page. Shortcuts for this Page link (top of page) Clicking on this link allows you to view and edit the shortcuts assigned to this page. Editing / Updating an Event To edit the details of an event, you must either be the person who first entered the event into the system, and event organiser, an event staff member or be an administrator. You must also be logged in. To locate the event that you wish to edit the details of you can search or browse for it, as described previously. You can also view a list of all the events you have created yourself by clicking on the View events you have posted link on your member options page, and a list of events you are involved in by clicking on the View events you are involved in link on the same page. Once you have located the event you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the events details, an Edit this Record link will appear at the top of the page which will take you to the edit event page. The Edit Event Page This page is reached by clicking on the Edit this Record link on an events details page. You must be logged in to be able to access this it. The event editing process is functionally identical to the event creation process, so have a look at the Add an Event Page section for a description of the fields on the page and how to fill them out. Editing Event People You can edit the people associated with an event by following the procedure outlined at the top of this section. However, a quicker way of doing this is to navigate to the events Event Details page as described above, and then click on the Add people to this event or the Add/Edit event people links. Editing the Event Agenda You can edit the event agenda by following the procedure outlined at the top of this section. However, a quicker way of doing this is to navigate to the events Event Details page as described above, and then click on the Add an agenda to this event or the Edit agenda links. Editing the Event Documents You can edit the documents associated with an event by following the procedure outlined at the top of this section. However, a quicker way of doing this is to navigate to the events Event Details page as described above, and then click on the Add the Final Report for this Event, Add Documents to this Event or Add/Edit Documents links. Deleting an event Note that if you delete an event, all information on that event is permanently removed from the system. However, any people and documents associated with the event are not deleted, just disassociated from the event. To delete an event, you must either be the person who first entered the event into the system, and event organiser, an event staff member or be an administrator. You must also be logged in. To locate the event that you wish to edit the details of you can search or browse for it, as described previously. You can also view a list of all the events you have created yourself by clicking on the View events you have posted link on your member options page, and a list of events you are involved in by clicking on the View events you are involved in link on the same page. Once you have located the event you are looking for, click on its name and you will be taken to a page displaying all of its details. If you are logged in and have the appropriate permissions to edit the events details, a Delete this Record link will appear at the top of the page. On clicking on this link a dialog box will appear stressing that deletion is an irreversible process and asking if you would like to proceed. The deletion will be performed when you click on the OK button. The Calendar Paperclip provides an event calendar which lists events present in the system in chronological order. It is a useful way to browse events. Note that you can choose whether or not an event is displayed in the calendar see the Including Events in the Calendar section for more details. The Event Calendar Page To view the sites event calendar, click on the calendar link in the main menu. You will be taken to a page listing the events occurring in the next 3 months, listed chronologically. The events are grouped by the month they start in, with the dates that the event is occurring between displayed on the left, followed by the event titles, the locations of the events and the initials of the event staff displayed on the right. Clicking on a member of staffs initials will take you to their details page. To view more information about an event, click on its title. The years for which there are events are listed at the top left of the page. Clicking on a year will display all the calendar events for that year. You can add a new event by clicking on the Add a new Event link in the top right-hand corner of the page, although you will have to log in if you have not already done so. There is also a search box at the bottom of the page for searching for events. If there are other sites using the same instance of Paperclip, the site can be configured so that you can view their calendars too. If this option has been enabled, there will be drop-down box in the top right-hand corner of the screen where you can choose which calendar you wish to display. For more information, see the Sharing Information between Multiple Sites section. Including Events in the Event Calendar Every event in the system has the option of being displayed in the calendar. Whether the event is included in the calendar or not is determined by a checkbox on the Add/Edit Event page. For more information, see the Creating an Event and the Editing / Updating an Event sections. Shortcuts Shortcuts are a way of shortening the addresses of pages on the site to make them easier to remember and use in documents. Some of the URLs on the site can get very long, and as such they can be hard to remember and tedious to type in. Long URLs can also cause problems when sent in email messages. In order to remedy this, there is a system of shortcuts. When a user navigates to a short URL that is designated as a shortcut, they will be redirected to another (predefined) page. For example, http://www.ioc-goos.org/gssc Could redirect to http://www.ioc-goos.org/index.php?option=com_oe&task=viewGroupRecord&groupID=37 (the address of the GOOS page for GSSC). Predefined Shortcuts In order to make the system as easy to use as possible, certain shortcuts are predefined: ioc-goos.org/XXX redirects to a group where XXX = the groups name (e.g. ioc-goos.org/gssc redirects to the GSSC group page) ioc-goos.org/XXX redirects to an event where XXX = the events short event title (e.g. ioc-goos.org/gssc-x redirects to the GSSC-X meeting page) ioc-goos.org/XXX redirects to a document where XXX = the documents code (e.g. ioc-goos.org/goos-150 redirects to the OOPC-X report) ioc-goos.org/XXX redirects to ioc-goos.org/index.php?option=com_oe&task=XXX (e.g. ioc-goos.org/people redirects to the people page) Shortcut Implementation (Order of Precedence of Different Shortcuts) The system takes the following steps when a shortcut is entered. The system checks to see whether the URL matches one of the user-defined shortcuts (i.e. a shortcut created in the manner described in Creating a Shortcut) If no shortcut is found, the system checks to see if there is a group whose title matches the shortcut If no group is found, the system checks to see if there is an event whose short title matches the shortcut If no event is found, the system check to see if there is a document whose document code matches the shortcut If no document is found, the user checks to see if there is a component page whose task matches the shortcut If no component page is found, the system returns a page not found error. Creating/Deleting a Shortcut To create a shortcut for a given event, document, person, institution, group or document list page, navigate to the page concerned. If you are logged in and have administrator privileges you will see a link in the top right-hand corner labelled Shortcuts for this Page. Clicking on this link will allow you to add/delete shortcuts. To create a shortcut for any other page in the ioc-goos.org domain, go to your Member Options page and click on the Page Shortcuts link under the Misc heading. This page also allows you to view all shortcuts currently assigned for the site. Integration with OceanExpert Paperclip is integrated with the IODE OceanExpert database. This means that when a persons details are entered in Paperclip, they will be accessible not only through this site by via the OceanExpert site (at http://www.oceanexpert.net/). The same goes for events. Sharing Information between Multiple Sites Thanks to the way groups are organised hierarchically (see the Groups section for more details), your site may have subgroups. These subgroups may correspond to other websites. If this is the case, Paperclip can be implemented on that website too this way the two sites share information and details of people, documents, events, etc. only have to be entered once for both sites. Each site is configurable separately, and one of the things that can be controlled is which groups Paperclip will search over and display information from. This means that on the sub-site you can choose whether to include information about people, documents, events, etc. from the parent site, or any other sister sub-sites that it might have. You can also display the calendars from other sites on your site in the same way, by configuring the site appropriately. For more information, see the The Calendar section. For more information about site hierarchies and sharing information between sites, contact your system administrator. Future Features / Bugs While Paperclip is still in development, you may discover bugs in the system. If you believe anything is not working as it should do, please contact your system administrator providing as much information as possible about the nature of the problem (including screenshots if possible). We are always on the lookout for ideas about how to make Paperclip more useful and easier to use too. If you have any ideas about how the system could be improved, please dont hesitate to contact your system administrator. You can view any known bugs and current ideas for improving Paperclip by logging in, going to your member options page and clicking on the Current Bug/Feature List link.     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JJ,,BBi ""''((2*2*++--?:?:::==]C]CMI1JJK[M[MPPRRYVZVZV4W4W7Y7Y[[\\]]``aacctftfuhuhqx||}}99kk(ѓѓttƠƠEE))zzJJHHBRRvv66<<Lttkk2244 3  **,,,,007676/8/82929DMMoQSSfTfTBWYY+Z+Z,[,[\^^dbdbcc!e!eVfVfggllnn}s}sttkwkwyy}}xxττڇ  !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~      !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~555N6N6N6999???=B=B=B[B[B[B9E9E9EjGjGjGHHHdJdJKKKYYYYYYZZZ```dddggghhhkkkpppNqNqB{B{B{~~~8>iiiwwwƑƑƑLrT˜˜˜КККjjjooo7MMRRR;S222LL:::[[[zzz; ; ; PPLL| ""''))>*>*++--Y:Y:::>>}C}CIVJKK{M{MPPQ>O??EFFG!G`GiGGGGHHHffk*kLkkk3l>lglmm0odowqyqyyׁ Hz)\zȍM*8ǢpԧCLy~+29qkmx]a: C K>*A***,,K0P0N11CDFF-H.HUUsszsBwEwׇڇ3333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333333 ||}LJʇԇڇׇڇ|Z}(~2Va2J86,mpR$ZhPL`H dT~t ^D8.VmdMa̎x74(dQ/~P J6| |L5:u@ Sڒ F!> J]*`q `x~Qa w{h({(;j Zv{_nrC{W7Mz#.vXzj$#f#($J+$,%x&'(B()T)j,k,h/r{/0g0>x1|F2U]2Z35'>7f76`=c@*)BUB71C+WC>DqEsgFtFGG |H ImI:J8KLM3KN OM5ORP=QHWf7h.iTAinjtlpO#q(rY4tBtZvUw+x yVy+|W|~a`--CCu (Js,yI:ODNWc[gtR1au,D&q^AvR{oA% :.d0S@*oi]yyqtwk-zdOfXyjp-V;3AD-i*:l=0t{viw:26j!l|14iA->-i e5S}sO#5f*zf>?{* >?mT~XdQtFVVZT 1^w+,Krsvڇ@'Eه@UnknownGz Times New Roman5Symbol3& z Arial?5 z Courier New;Wingdings"1hIìfBkpp4d 2QHP i2 IntroductionArtaxArtax                          Oh+'0x  4 @ LX`hpIntroductionArtax Normal.dotArtax66Microsoft Office Word@BFN@VtKT'@Fv/p՜.+,D՜.+,8 hp|    Introduction Title- 8@ _PID_HLINKSAT-f5b_Toc1556283325\_Toc1556283315V_Toc1556283305P_Toc1556283295J_Toc1556283285D_Toc1556283275>_Toc15562832658_Toc15562832552_Toc1556283245,_Toc1556283235&_Toc1556283225 _Toc1556283215_Toc1556283205_Toc1556283195_Toc1556283185_Toc1556283175_Toc1556283165_Toc1556283155_Toc1556283145_Toc1556283135_Toc1556283125_Toc1556283115_Toc1556283105_Toc1556283095_Toc1556283085_Toc1556283075_Toc1556283065_Toc1556283055_Toc1556283045_Toc1556283035_Toc1556283025_Toc1556283015_Toc1556283004_Toc1556282994_Toc1556282984_Toc1556282974_Toc1556282964_Toc1556282954~_Toc1556282944x_Toc1556282934r_Toc1556282924l_Toc1556282914f_Toc1556282904`_Toc1556282894Z_Toc1556282884T_Toc1556282874N_Toc1556282864H_Toc1556282854B_Toc1556282844<_Toc15562828346_Toc15562828240_Toc1556282814*_Toc1556282804$_Toc1556282794_Toc1556282784_Toc1556282774_Toc1556282764 _Toc1556282754_Toc1556282744_Toc1556282734_Toc1556282724_Toc1556282714_Toc1556282704_Toc1556282694_Toc1556282684_Toc1556282674_Toc1556282664_Toc1556282654_Toc1556282644_Toc1556282634_Toc1556282624_Toc1556282614_Toc1556282604_Toc1556282594_Toc1556282584_Toc1556282574_Toc1556282564_Toc1556282554_Toc1556282544_Toc1556282534_Toc1556282524|_Toc1556282514v_Toc1556282504p_Toc1556282494j_Toc1556282484d_Toc1556282474^_Toc1556282464X_Toc1556282454R_Toc1556282444L_Toc1556282434F_Toc1556282424@_Toc1556282414:_Toc15562824044_Toc1556282394._Toc1556282384(_Toc1556282374"_Toc1556282364_Toc1556282354_Toc1556282344_Toc1556282334 _Toc1556282324_Toc1556282314_Toc1556282304_Toc1556282294_Toc1556282284_Toc1556282274_Toc1556282264_Toc1556282254_Toc1556282244_Toc1556282234_Toc1556282224_Toc1556282214_Toc1556282204_Toc1556282194_Toc1556282184_Toc1556282174_Toc1556282164_Toc1556282154_Toc1556282144_Toc1556282134_Toc1556282124_Toc1556282114_Toc1556282104_Toc1556282094z_Toc1556282084t_Toc1556282074n_Toc1556282064h_Toc1556282054b_Toc1556282044\_Toc1556282034V_Toc1556282024P_Toc1556282014J_Toc1556282007D_Toc1556281997>_Toc15562819878_Toc15562819772_Toc1556281967,_Toc1556281957&_Toc1556281947 _Toc1556281937_Toc1556281927_Toc1556281917_Toc1556281907_Toc1556281897_Toc155628188  !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~      !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~      !"#$&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~      !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~     "Root Entry F@H /$Data %81TableWordDocument7HSummaryInformation(DocumentSummaryInformation8.CompObjq  FMicrosoft Office Word Document MSWordDocWord.Document.89q