First Indico Workshop An Introduction to the Indico Software Thomas Baron May 2013 CERN

Purposes Data Retrieval Mobile Browsing Data Export Options Protection Schema

Indico (Integrated Digital Conferencing) is a free web application to manage all the events taking place in the Organisation and archive them centrally. It also includes features to run various collaboration services, including a meeting room booking system.

purposes

ORGANISing events Event organiser Central service Supports the whole conference organisation process Web site Participants registration Abstract submission Paper review Schedule Evaluation form Communication with all parties Room/service booking Etc.

Running events efficiently Event organiser / stage manager Wherever and whenever Streamlines the running of the event; More efficient, faster transitions between speakers Direct upload/download of slides Agenda running No need for USB stick

Improving the Participation Event participant Direct access to all event information Direct access to all presentations Common reference for all participants Personal event preparation (my conference) Mobile data access Better planning of events participations (export to calendars, alerts etc.)

improving UNIT/Project management Supervisor/Manager See how long is spent on meetings! Long-term and common reference for the whole team Minutes writing Event archive Overview of all meetings taking place in a unit Better analysis of redundancy Easier planification of new meetings

Managing collaboration services Collaboration Services managers Webcast, videoconference, web conference, lecture recording, physical meeting room support etc… Unique service request interface Accurate metadata repository Work planning

PRESERVING datA The Organisation Strategic purpose Long term preservation of meetings data and metadata in the Organisation Easy retrieval of legacy meeting information Various usage statistics useful for planification number of meetings room/service usage Etc.

Data retrieval

Data organisation Multiple events organised in a tree of categories A category can host either sub-categories or events (not both) Events are of three types/complexity: lectures, meetings, conferences At CERN: events in 100s of categories, about 1M talks and files How do you navigate in this ocean of information?

Category browsing The most straightforward navigation… …But not always the most efficient

Today’s events

calendar

Search categories Standard search box Categories suggestions

Search events

Personalization features Create the Indico interface that I need Timezone selection Interface language Favorites Categories Users

Indico dashboard The dashboard aims to be a very important tool Digest of the things you care about: > Your events > Categories > … Recommendations: > What are you interested in? Evolution: > Gradually move it to the front line (home page)

Mobile browsing

Indico Mobile light version of Indico focused on information of current and upcoming contributions & events Introduced in Indico v1.1 (May 2013) Has limited functionality but better usability from mobile devices. Provides shortcuts to access your favorite events. Consultation only, no editing.

Features

Data Export options

http api

http api Exportable items Categories Timetables (all levels) Events Files Users Rooms Room bookings Selectable export format JSON / JSONP XML ICS RSS HTML ATOM BIN Generic data export mechanism

http api Export public and restricted data Using signed requests: A pair of public/secret keys

http api Also used to perform some actions Signed POST requests Book a room /api/roomBooking/bookRoom Upload a Resource

http api Use cases Creation of external web pages (CERN home page, …)

http api Use cases Management of meeting room interactive screens

http api See the dedicated presentation on Wednesday by Adrian Mönnich

iCal export Visual wrapper for the standard export api Standard ics format One event or a whole category One-time or Synchronised Restricted data export: uses api keys

Drupal module Display Indico event lists and other information on drupal sites Uses the standard Indico HTTP API Available from github: indico/indico-drupal-feedsindico/indico-drupal-feeds

Protection schema

Protection Everything can be protected ! Protection is hierarchical: By default, items belonging to a protected item will be also protected. 2 levels implemented: Public Restricted “Confidential” being studied Category Subcategory Event Session Contribution Material

Protection Visual information

privileges Standard Access rights: you can just read info Applicable to: all data types Inheritance: bypassable Implemented by: List with users/groups Domain protection: just users from inside an IP domain can access. Access key: a password used to access (available only for events) Category Subcategory Event Session Contribution Private Private by inheritance Private by itself Public

Privileges Standard Modification rights: you can do any modification (edition, deletion,…) Applicable to: all data types Inheritance: not bypassable Implemented by: List of users/groups Modification key: a password used to modify (available only for events) Category Subcategory Event Session Contribution Modification rights to user 1 (category manager)

privileges Special Event creation rights: user can create an event Applicable to: categories Inheritance: no Implemented by: list of users/groups Submission rights: user can upload/delete a file Applicable to: contributions, lectures Inheritance: no Implemented by: list of users/groups

privileges Special Track coordination rights: can review abstracts Applicable to: tracks Inheritance: no Implemented by: list of users/groups Session coordination rights: can set the session timetable Applicable to: sessions Inheritance: no Implemented by: list of users/groups

privileges Special Rights/roles related to the paper review module Paper review manager Referee Layout reviewer Content reviewer

Thomas Baron