IndicoUserGuide,Release1.9.7
Whenuploadingmaterial,intheBasictab,youcanselectitsaccessprotectionandsetittoinheriting,privateorpublic
(formoredetails,seeAccessControlPolicy).IntheAdvancedtab,youcanaddadescriptionandadisplayname.The
displaynamewillbeusedinsteadoftheoriginalnameofthefile.
1.4. CategoryManagementArea
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IndicoUserGuide,Release1.9.7
1.4.3 Protection
FromtheManagementAreayoucanprotectyourcategoryusingthethreecontrolsforaccesslevels: Modification
control,AccesscontrolandDomaincontrol. YoucanaddUsersorGroupstotheModificationandAccesscontrol
lists.Conferencecreationcontrolcontrolstheuserswhoareabletoaddeventstothiscategory.
ModificationControl: CategoryManagerscanbeaddedtoacategorytoallowaccesstotheManagementAreafor
modification. CategorymanagersareeitherthoselistedinthemodificationcontrollistorIndicoadministrators.The
creatorofacategorywillbeabletomodifyitscategorywithoutbeinglisted.
AccessControl:Acategorycanbepublic,inheritingorprivate;Public:Anyonecanviewapubliccategoryandany
usercanaddeventstoit. However,userswillonlybeabletoseetheeventsinsidethecategorytowhichtheyhave
access.Restricted:Onlythoseusersintheaccesslistoradministratorscanaccessthecategoryandaddevents.When
aCategoryismadeprivate,theoptionfordomaincontrolisomittedandanyeventorcategorymadeinsideitwill
alsobeprivate.Thecategorywillbedisplayedwith“(protected)”afteritsnametoshowitisprivate.Aswell,ifthe
categoryaccessisRESTRICTEDthecategorymanagerwillbeabletoseta‘Contactincaseofnoaccess’,sousers
withnoaccesswillknowwhotocontactinordertorequestaccess.Inheriting:Thecategorywillhavethesameaccess
protectionasitsparentcategory. Thismeansthatchangingtheparent’sprotectionwillchangetheprotectionoftha
category.
DomainControl:TheaccesstotheCategorycanberestrictedbydomain. Therefore,justtheusersfromthechosen
domainwillbeabletoaccess(e.g.IfwechoosethedomainCERN,justusersfrominsideCERNwillbeabletoaccess
thecategoryanditscontent).
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Chapter1. Categories
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IndicoUserGuide,Release1.9.7
Conferencecreationcontrol:Youcanrestrictwhoisabletoaddeventstothecategory.Ifyoudoso,youwillneedto
addusersorgroupstothelistinordertoallowthemtoaddevents.
SeeProtectionSysteminordertoknowmoreaboutProtectioninIndico.
1.4.4 DetailModification&Sub-Category/EventOrganisation
ThedetailsofaCategorycanbemodifiedandsub-categoriescanbeorganisedfromtheoptionGeneralsettingsinthe
managementarea. Detailscanbemodifiedbyclickingonmodifyinsidethemainmenu. . Sub-categoriesandevents
canbeorganisedintheparticularorderinwhichyouwishtoviewthembyusingtheorderdropdownboxnexttoeach
sub-category.
Youcanre-allocateasub-categoryoreventbyselectingtheoneyouwishtomoveusingthetickboxandclickingon
re-allocate,youwillthenbeaskedtowhereyouwouldliketoreallocatethissub-category/event.
Toremoveasub-categoryandanythingitcontainsoranevent,selectitandclickremove.Ifitcontainsanythingyou
willbeaskedconfirmationofthedeletion.
1.4.5 DeletingaCategory
TodeletethecurrentcategoryyoucangototheToolsmenuintheManagementAreaandselect‘Deletethiscategory’.
Thereisnoundotoolsofar,butyouwillbeaskedtoconfirmthedeletionfirst.
1.4. CategoryManagementArea
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IndicoUserGuide,Release1.9.7
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Chapter1. Categories
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CHAPTER
TWO
CONFERENCES
2.1 Conference
AconferenceisthemostcomplexformofeventinIndico.Youshouldbeabletomanageitscompletelife-cycle,for
instance,amongotherfunctionalitiesyoucansetup:
• aconferencewebportalfullycustomizable
• theprogrammedefinition(withthemes/topics/tracks)
• aregistrationformwithe-paymentcapabilities
• possibilitytoprintbadges;fromthelistofparticipants,Indicoinitializesbadgesforeachofthem
• abstractstobesubmitted
• anabstractreviewprocess
• atimetablewithmanysessionsandpresentations
• slidesandpaperssubmissionbyauthors
• anevaluationforminordertogetfeedbackaftertheconference
• notificationemailstoparticipants
• paperreviewing
2.2 CreatingaConference
Inordertocreateaconference,youjustneedtoclickonCreateeventandCreateconference,inthebluebaratthetop
ofthepage.Youwillbepresentedwithaforminwhichyou:
1. choosethecategorywhereyouwanttoplaceyourconference
2. fillthedetailsoftheconferenceyouwishtocreate
3. settheaccessprotectionoftheconferencetoinheriting,publicorprivate(seeAccessControlPolicy)
OncethisisdoneyourconferencewillbecreatedandyouwillberedirectedtoitsManagementArea.Ifyouwantto
seetheHomepageofyourconference,clickonthebuttonSwitchtoeventpageonthetoprightofthepage.
ThecreatorofthisconferencewillbydefaulthavemodificationrightstoitandisreferredtoasaConferenceManager
asisanyoneelselistedintheModificationcontrollist.
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IndicoUserGuide,Release1.9.7
Rememberthatthecategoryinwhichyouwanttocreateyourconferencemustbepublicoryoumusthaveaccess
rightstoit.
ToaccesstheManagementAreaofaconferenceyouneedtoclickonthemodificationicon
inthetopbarofthe
eventhomepage.
2.3 SettingupaConference
OnceyourconferencehasbeencreatedtheConferenceManagercanstartsettinguptheconferencefromtheManage-
mentArea.
• SetupyourAccessControltorestrictorallowuserstherightstoaccessormodifytheconference(seeAccess
ControlManagement).
• Lookatcustomizingthelookofyourconferencewhenuserscometoviewit(seeLayoutManagement).
• StartaddingTrackstoyourconferencetodefineareastohelpwithorganisation. . ATrackManagercanbe
assignedtoeachtracktoco-ordinatewhichabstractstoacceptintothesetracks(seeProgrammeManagement).
• Startingabstractsubmissionprocess.Abstractsareproposedcontributionstoyourconference.Bydefault,when
youfirstcreateaconference,abstractsmanagementisdisabled.YoucanenablethisinAbstracts(seeAbstracts
Management).
• Startlookingatwhichsubmittedabstractsyouwishtoacceptintoyourconference,theywillthenbecome
contributions(seeContributionsManagement).
• StartsettingupaTimetabletoorganizewhatwillbehappeningwhere, , andwhen, andwhatcontributions,
materials,etc.willbeincluded(seeTimetableManagement).
• Ifthosethatwillattendyourconferenceneedtoregister,givedetailsconcerningtheirneedswhileattheconfer-
enceorpaythefees;youcansetuparegistrationform(seeRegistrationManagement).
• Thereareoptionstocloneyourconference,andtoperformothertasksonthewholeofyourconferenceonce
yousetitup(seeConferenceTools).
2.4 ConferenceManagementArea
TheManagementAreaallowsyoutocontrol,manage,setupandmodifythedifferentpartsofyourconference. The
followingsectionswillshoweachareaoftheConferenceManagement.
ClickingonthelinkSwitchtoeventpagetothetoprightofthepagewilltakeyoutothehomepageoftheevent.
2.4.1 GeneralSettings
FromtheoptionGeneralSettingsintheleftmenuyoucan:
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• Title:Titleoftheconference.
• Description:Thedescriptionthatwillappearontheeventpage.
• Place:Editthelocation,addressandroomoftheconference.
• Start/EndDate:Editthestartandenddatesoftheconference.
• Timezone:Timezoneoftheconference.
• Additionalinfo:Additionalinformationthatwillappearontheeventpageoverview.
• Support:Modifythesupportemailalongwiththecaption.Thiswillchangethesupportemaillinklocatedat
thebottomofthemenuthatisdisplayedonthehomepageoftheconference(seeConferenceDisplay). You
canspecifymorethanoneemailaddressforthesupport.Justmakesureofseparatingeachoftheaddressesby
acomma(”,”).
2.4. ConferenceManagementArea
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• Defaultstyle:Choosethedefaultlayoutstyleforthetimetable.
• Visibility:Thischangesthevisibilityoftheeventintheeventsoverview. . Ifyouchooseeverywhere,theevent
willbevisibleeveywhere. Choosingacategorywillmakeitvisibleonlyinthecategory’seventsoverview.
Choosingnowheremeansthattheeventwon’tbevisibleinanyeventsoverview,seeCategoryoverview.
• Eventtype:Changestheeventtype.Youcanchoosebetweenlecture,meetingandconference.Thedifference
liesinthedifferentfeatureswhichareaccessibletoyou. Aconferencehasmorefeaturesthanameeting,a
meetinghasmorefeaturesthanalecture.
• Keywords:Keywordsoftheconference.
• ShortdisplayURL:CreateaURLshortcuttotheeventpage,forinstance:http://indico/event/my-conf
• Chairpersons:Addorremovethechairpersonsoftheconference.
• Screendates:SettheScreendates.Thesearethedatesthatwillbedisplayedinthehomepageoftheconfer-
ences.Thescreendatesareusefulwhenwewanttohavedifferentdatesinthedisplaythaninthetimetable.
• Typesofcontributions:Createallthetypesofcontributionsforyourconference,forexample,oralpresentation
andposter.Thiscontributiontypecanbechosenforanyabstractsorcontributionsaddedtotheconference.
2.4.2 TimetableManagement
YoucanorganiseyourconferencefromtheTimetabletabintheconferecemanagementarea. Whenyoustartwitha
timetableitwilllooklikethis:
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Chapter2. Conferences
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Youcanmodifythestartandenddatesofthetimetable,andyoucanstartaddingsessions,breaks,andcontributions
toyourtimetable.
Inordertoedittheentriesinthetimetable,youjustneedtoclickontheentryboxandeditionballoonwillshowup.
Sessions
Asessionisessentiallyatimeintervalwithinwhichyouorganisemanypresentationsofyourconference. Youcan
createsessionsbasedondifferentreasons:
• Youcoulduseasessionforeachtrack,forexample.
• Therecanalsobemorethanonesessionscheduledatthesametime(parallelsessions).
Tocreateanewsession,clickonAddnewandSessionatthetoprightofthetimetable.Whendoingso,youhavethe
optiontocreateanewsessionoraddablocktoanalreadyexistingsession(ifthereisalreadyatleastonesessionin
yourtimetable).
2.4. ConferenceManagementArea
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IndicoUserGuide,Release1.9.7
• Createanewsession: Youwillneedtogiveitatitle,choosethedurationandadateandtime. Youcanthen
completethefollowingcriteria(optional):youcanaddadescription,changethelocation,addconvenersetc.
• Addanotherblockto:Youcanchoosetoaddanotherblocktoanalreadyexistingsession.Youwillfirstneedto
choosetowhatsessionyouwanttoaddablock. Youcanthenchoosethetime,date,location,addaconvener,
etc. Thismeansthesamesessionwillbehappeningindifferenttimeintervals. Forexample,youcanhavea
morninginterval,thenabreak,thenanafternoonintervalwithinthesamesession.Anotherexampleishavinga
sessiononaparticularsubjectoneday,andonanothersubjectafewdayslater.
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Chapter2. Conferences
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