The Euro-Asian Knowledge Village ... -...

The prototype of the EAKV portal - technical presentation l

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The Euro-Asian Knowledge Village (EAKV)

Technical presentation of the existing prototype

Francis Lemaître (MSH – ECE, Paris) Khaled Barouni (MSH – ECE, Paris)

Maison des Sciences de l’Homme (MSH) Equipe Sémiotique Cognitive et Nouveaux Médias (ESCoM)

54, Bd. Raspail – 75006 Paris – France Tel. : 00 33 1 49 54 21 83

Email: [email protected] Web site : http://www.semionet.com


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Contents

1st Part : The EAKV portal ....................................................................... 4

Navigation ...............................................................................................................4 I. Structure of the portal........................................................................................................ 4 II. The Library of documents ................................................................................................ 5 III. The categories .................................................................................................................. 8 IV. The search engine............................................................................................................ 8 V. The communication tools................................................................................................10 VI. The subscriptions ...........................................................................................................10

Management .........................................................................................................11 I. Dashboards management.................................................................................................11

I.1) Content ........................................................................................................................11 I.2) Disposition ...................................................................................................................14 I.3) Parameters ..................................................................................................................14

II. Categories management..................................................................................................15 III. Documents profiles .........................................................................................................16 IV. Documents management ...............................................................................................18

IV.1) Library management..................................................................................................18 IV.2) Add a document ........................................................................................................19 IV.3) Actions on documents ...............................................................................................20

2nd part : EAKV web site ........................................................................ 21 Navigation .............................................................................................................21

I. Presentation.......................................................................................................................21 II. Headings ...........................................................................................................................22 III. Pages................................................................................................................................23

III.1) The standard pages ...................................................................................................23 III.2) the calendars .............................................................................................................24

IV. Search engine .................................................................................................................25 Management .........................................................................................................27

I. Access................................................................................................................................27 I.1) Authentification ............................................................................................................27 I.2) Presentation.................................................................................................................27

II. Headings management ....................................................................................................28 II.1) Create a new heading.................................................................................................29 II.2) Modify/Delete an heading ...........................................................................................29

III. Pages management.........................................................................................................30 III.1) Create a page ............................................................................................................30 III.2) Modify/Delete a page .................................................................................................31


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III.3) Add a paragraph ........................................................................................................31 III.4) Modify/Delete a paragraph.........................................................................................32

IV. Calendars management..................................................................................................33 IV.1) Create a calendar ......................................................................................................33 IV.2) Modify/Delete a calendar ...........................................................................................33 IV.4) Add an event .............................................................................................................33 IV.5) Modify/Delete an event..............................................................................................34

V. Online documents management.....................................................................................35 V.1) Add a file ....................................................................................................................35 V.2) Modify/Delete a file .....................................................................................................36 V.3) Add a web link ............................................................................................................36 V.4) Modify/Delete a web link.............................................................................................37 V.5) Add a figure ................................................................................................................37 V.6) Modify/Delete a figure.................................................................................................38


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1st Part : The EAKV portal

NAVIGATION

I. Structure of the portal

The portal’s url address is : http://e-msha.msh-paris.fr/EuroAsia_KnowledgeVillage/Portal/.

The home page is presented on figure I.1. The portal is divided into dashboards which are

available from the header menu or the links on the home page. The dashboards are : (1) “Rural Education in Vietnam” : Home page. (2) “Web site” : Web site of the EAKV. (3) “E-library” : Library of documents. (4) “Categories” : Library of documents, sorted by categories. (5) “Search” : Documents search engine. (6) “Communication facilities” : Communication tools for teachers and trainers. (7) “Abonnements” : Subscriptions to the newsletters.

figure I.1 : Home page of the portal


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II. The Library of documents

The library of documents is a set of folders which contain documents or folders. The library appears as shown on figure I.2. The documents are stored in the folder “Documents”. Then, the other documents and folders are available by clicking on their name in the area “Documents”.

figure I.2 : The library of documents

When surfing into the folders, the structure of a folder is always the same. The 3 main parts are :

- The folder’s description - The header menu - The list of folders and documents

The folder’s description is shown on figure I.3. The structure of this part is : (1) The name of the current folder, (2) The position of the folder, (3) A link to go back to the Parent Folder.

figure I.3 : Folder’s description

The header menu (area called “Documents”) is shown on figure I.4. Its characteristics are : (1) The name of the area, (2) Show or hide the descriptions of documents, (3) Sort documents by author, title or date of modification, (4) Numbers of elements in the folder.


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figure I.4 : Header’s description

Then folders and documents in the folder are listed. The folders are represented by small

yellow icons. The documents are represented as shown on figure I.5. The properties of a document posted are : (1) Title, (2) Name, (3) Description (if not hidden), (4) Type (represented by an icon), (5) Date of modification, (6) Author.

figure I.5 : Document’s description

When clicking on a document’s title, user can download the document. When clicking on the link “Afficher les actions” under a document, he can view its full properties, as shown on figure I.6.

figure I.6 : Document details


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The link “Historique de version” shows the history of the document (figure I.7). Every versions and their properties are detailed there.

figure I.7 : Document versions


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III. The categories

The documents can be linked to one or more categories. Then, the categories dashboard proposes to view the documents sorted by categories, instead of folders.

First, the user chooses a category (figure I.8).

figure I.8 : The categories

Then, each document of the category is listed (figure I.9). The principle is the same than in

the library of documents.

figure I.9 : The categories documents

IV. The search engine

The search engine can find any document from its properties (title, author, description, keywords, …) or its content. It purposes 2 types of search procedures: simple search and advanced search procedure.

The simple search is shown on figure I.10. The user just types a word, then each document where a property or the content corresponds is returned.


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figure I.10 : Simple search

The advanced search (figure I.11) proposes to find a document according to : - its profile - its properties (title, keywords, categories, description, …) - its dates (date of creation, modification, …)

figure I.11 : Advanced search


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V. The communication tools This dashboard is presented on figure I.12. It offers 2 links to :

- video-conferences - discussion forums

figure I.12 : The “Communication facilities” dashboard

VI. The subscriptions This dashboard (figureI.13) gives the user the e-mail to suscribe to the newsletter.

figure I.13 : The “Abonnements” dashboard


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MANAGEMENT

To manage the portal, the administrators access is :

http://e-msh.msh-paris.fr/EuroAsia_KnowledgeVillage/Portal/.

The user has to enter his login and his password.

I. Dashboard management When the user is connected, 3 links for the dashboard’s management appear, as shown on figure I.14 :

- “Contenu” (content) - “Disposition” - “Paramètres” (parameters)

figure I.14 : Links for dashboard’s management

I.1) Content The content of each dashboard is available by the link “Contenu”. The content is presented on figure I.15. A dashboard is composed of configurable “web parts”, and can contain several dashboards. The options of the content’s management are :

(A) List of the existing web parts. By clicking on an item, user can change its settings or delete it.

(B) Create a web part from an existing file. (C) Create a new dashboard from the actual dashboard. (D) Create a personal web part.


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figure I.15 : Content of the dashboard

When creating or modifying a web part, its settings appear as shown on figure I.16. The user can set many parameters as name, description, position, size, …

figure I.16 : Web part parameters


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When clicking on the link “Afficher les paramètres avancés”, the user can set the advanced parameters, which concern the content of the web part : type of content, script, internet page insertion, access, refreshing time, … (figure I.17).

figure I.17 : Web part advanced parameters


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I.2) Disposition The link “Disposition” shows the disposition of each web part in the dashboard (figure I.18). The user just have to move the item with the mouse to set the items position.

figure I.18 : Disposition of the web parts

I.3) Parameters The link “Paramètres” shows the general information about the dashboard (figure I.19). The user can set several parameters :

- name - subtitle - description - refreshing time - style sheet - figure - …


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figure I.19 : Dashboard parameters

II. Categories management To access the categories management, user should work from the Sharepoint Portal Server. In the network area, the folder “Catégories” (figure I.20) contains these properties.

figure I.20 : Categories viewing


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When accessing on this folder, the Windows environment allows the user to create/rename/delete a category. The user can also set the category’s properties (figure I.21).

figure I.21 : Category’s properties

III. Documents profiles To access the documents profiles management, user should work from the Sharepoint Portal Server. In the network area, the folder “Gestion/ Profils de documents” (figure I.22) contains these properties. On the folder “Profils de documents” (figure I.23), the user can modify or add a profile.


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figure I.22 : Profiles viewing figure I.23 : Profiles management

The properties of a profile are shown on figure I.24. The user can set the order of each item. He also can change the type (text, list, …) and the importance (obligatory or not) of the item.

figure I.24 : Profile properties

When creating or modifying a profile, the user can choose the items from a list of defined item, as presented on figure I.25.


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figure I.25 : Items selection

IV. Documents management

IV.1) Library management When the user is connected, links for management appear in the library (figure I.26) :

figure I.26 Library management

The user can therefore manage the folders :

(a) Subscription to the folder. When a document is updated in this folder, the subscriber is informed by e-mail.

(b) Rename the folder. (c) Delete the folder. (d) Add a folder.


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(e) Add a document. (f) Open the folder from the network area (Useful to access Categories management and

Documents Profiles management). He also can manage the documents : (g) Actions on documents.

IV.2) Add a document When adding a document the user has to follow these 4 steps :

1. Select the document (figure I.27), 2. File or publish the document(figure I.27),

figure I.27 : File browsing

3. Select the profile of the document (figure I.28),

figure I.28 : Profile’s selection

4. Fill the form up to set the information of the document, depending on the document’s

profile (figure I.29).


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figure I.29 : File information

IV.3) Actions on documents The actions on document (figure I.30) show the information and the versions history of the document. More, if the user has sufficient rights, he can :

(a) Delete the document (b) Rename the document (c) Extract the document to save it on his computer.

figure I.30 : Actions on documents


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2nd part : EAKV web site

NAVIGATION

I. Presentation

The web site is available from the portal, at the url address : http://e-msh.msh-paris.fr/EuroAsia_KnowledgeVillage/Portal/Euro Asian in Vietnam/ .

The Home page is presented on figure II.1. The explanation of the areas is : - Area A : Connection button for the management area access. - Area B : Links to the pages of the header menu. - Area C : Main menu. Links to the headers and the pages

corresponding. - Area D : Search engine form. - Area E : European commission’s logo, including a link to their web

site. - Area F : Content of the current page.

Areas A – E are always the same. Only area F change, updating according to the page visited.


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figure II.1 : The EAKV web site

The navigation on the web site is shown on areas B and C. The header menu (area B) propose the direct links to general information’s pages (Home,

Contacts, Partners,…). The main menu (zone C) propose more detailed content. The pages are gathered by theme, in

the form of headers.

II. Headings

The headers are sets of pages. When clicking on an header’s name, the set of its pages appears (figure II.2).

When clicking on a page’s name, its content appears in the area F of figure II.1.


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figure II.2 : Headings of the main menu

III. Pages

The pages of the header menu and the main menu have the same appearance. There are 2 types of pages :

- The standard pages - The calendars

III.1) The standard pages

The standard pages are pages where the user has direct access to the content. This content is divided into paragraphs. Each paragraph can contain different optional elements (figure II.3) :

- A title, - A text, - Web links and/or links to online documents.

figure II.3 : Classical paragraph


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A paragraph can also include a figure in front of its text (figure II.4). If the paragraph doesn’t have any text or title, the figure appears in the center of the page.

figure II.4 : Paragraphs with included figures

III.2) the calendars

A calendar is a page which presents a list of events. When clicking on a page of this type, every links to the events of the calendar are posted (figure II.5).

figure II.5 : Calendar

When clicking on a link, the description of the event selected appears (figure II.6).


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figure II.6 : Posting of an event

IV. Search engine

The search engine can find any page’s name or text content including the word inserted in the form of figure II.7, when clicking on the “GO” button.

figure II.7 : Search form

Then a link to every pages found appears, as shown on figure II.8. The word searched is

written in bold in the sentence where it was found.


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figure II.8 : Search result


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MANAGEMENT

I. Access In order to manage your own EAKV page, you must first authenticate yourself.

I.1) Authentication Click on the Login button ; an authentication form is prompted, as shown in figure II.9.

figure II.9 : Authentification form

Enter your user name and associated password. Click the Continue button to confirm your authentication.

I.2) Presentation The management area provides the user to design his own page, using the integrated tools. To access the management area, click on the EAKV management link (figure II.10).


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figure II.10 : Link to the management area

Then, you are on the management area itself (figure II.11), the differents actions you will be able to perform are the following : . (1) Logout from the authentificated access. . (2) Create a new heading . (3) Create a new page in an existing heading . (4) Create a new page in the menu bar . (5) Edit your “Home” page . (6) Edit your “Partners” page . (7) Edit your “Contact” page . (8) Manage a heading . (9) Manage a page

figure II.11 : The management area


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II. Headings management

II.1) Create a new heading To create a new heading, click on the “new heading” link on the left (see figure II.11 above : (2)). Type the name of the heading in the box and click the Ok button (figure II.12). A message confirms that the heading was created. Now, it appears on the left with the other headings.

Figure II.12: Creating a new heading

II.2) Modify/Delete an heading First click on the heading’s title on the left (see figure II.11 : (8)). To modify the heading’s name, erase the old heading’s name in the box and type in the new name ; then click the ok button. A message confirms the update. To delete the heading, click the Ok button following the sentence “delete the heading ?” and then click the yes button if you are sure that you want to delete the heading and all the pages it contains. This is shown on figure II.13.


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figure II.13 : Modify/Delete a heading

III. Pages management

III.1) Create a page You can add pages in two distinct locations : . In the menu bar, along with the contact, partners, and home pages. . As content of a heading you created. To create a page in the menu bar follow these steps : . (1) Click on the “new page” link in the menu bar. (see figure II.11) . (2) Type the name of the page in the box next to “name”. . (3) Tick the ‘other’ radio button next to “type of page”. . (4) Click the Ok button. To create a page as a content of a heading you created, first click on the left on the name of the heading you chose, to display the contents of the heading, then click on the “new page” link at the end of the contents list. (as shown on figure II.14)

figure II.14 : Create a new page in an existing heading Then do the steps 2 to 4 described previously.


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You’re prompted to the modification area of your page (explained later in III.3 and III.4), where a message confirms that the page was successfully created.

III.2) Modify/Delete a page When you create a new page, you’re automatically directed to modification area. If you are not in the modification area of your page, go there by simply clicking on your page’s name. Then you can acces the options of the page by clicking the Options button (see figure II.15 below).

figure II.15 : Access to the options of the page To modify the page’s name, erase the old page’s name and write the new name in the box ; then click the Ok button. To delete the page, click the Ok button next to “Delete the page” and then click the Yes button to confirm. This is shown on figure II.16.

figure II.16 : Options of a page

III.3) Add a paragraph The contents of a page are composed of several paragraphs, where you can put your text, files,…


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To add a paragraph, go to the modification area of your page, fill in the form below the “add a paragraph” title and then click the Ok button. A message confirms you that the paragraph as been added. (You can create blank paragraphs in order to show only graphic attached files, see V for more info.)

figure II.17 : The Add a paragraph form

III.4) Modify/Delete a paragraph To modify/delete a paragraph, go to the modification area of your page and click the “Modify a paragraph” button. If the page contains several paragraphs, navigate through them with the buttons until the right one is selected (figure II.18).

figure II.18 : Navigate through the paragraphs To modify the content of the selected paragraph, just erase the old informations and write the new ones in the form, and then click the Ok button. A message confirms you that the paragraph has been updated. To delete the selected paragraph, click on the “Delete this paragraph” button.


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IV. Calendars management

IV.1) Create a calendar You can add calendars in two distinct locations : . In the menu bar, along with the contact, partners, and home pages. . As content of a heading you created. To create a calendar in the menu bar follow these steps : . (1) Click on the “new page” link in the menu bar. . (2) Type the name of the page in the box next to “name”. . (3) Tick the calendar radio button next to “type of page”. . (4) Click the Ok button. To create a calendar as a content of a heading you created, first click on the left on the name of the heading you chose, to display the contents of the heading, then click on the “new page” link at the end of the contents list. Then repeat the steps 2 to 4 described previously. You’re prompted to the modification area of your calendar, where a message confirms you that the calendar was successfully created.

IV.2) Modify/Delete a calendar When you create a new calendar, you’re automatically directed to modification area. If you are not in the modification area of your calendar, go there by simply clicking on your calendar’s name. Then you can acces the options of the calendar by clicking the Options button (figure II.19).

figure II.19 : Acces the calendar’s options To modify the calendar’s name, erase the old calendar’s name and write the new name in the box ; then click the Ok button. To delete the calendar, click the Ok button next to “Delete the page” and then click the Yes button to confirm.


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This is shown in figure II.20.

figure II.20 : Options of a calendar

IV.4) Add an event The contents of a calendar are several events, in which you cant attach text, files, figures… To add an event, go to the modification area of your calendar, fill in the form below the “add an event” title and then click the Ok button at the bottom of the form. The required fields are the event’s title and the date it takes place. A message confirms you that the event as been added.

IV.5) Modify/Delete an event To modify/delete a calendar, go to the modification area of your calendar and click the “Modify an event” button. If the page contains several events, navigate through them with the buttons until the right one is selected (see figure II.21).

figure II.21 : Navigate through the events

To modify the content of the selected event, just erase the old information and write the new ones in the form, and then click the Ok button. A message confirms you that the event has been updated. To delete the selected event, click on the “Delete this event” button.


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V. Online documents management You have the possibility to insert images or files or web links to go along with your site, in addition to a paragraph (in a page) or in addition to an event (in a calendar). In both cases, the process is the same. The first step is to click on the page/calendar title and then to select the paragraph/event where you want to insert your data. Then go at the end of the form page, and click on the [manage online documents] link. You should then be on the online documents management page, as shown in figure II.22.

figure II.22 : Management of online documents area


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V.1) Add a file To add a file, click on the “Add a new document” button, then tick the “file” radio button and click the Ok button. To select the file, click the “Parcourir” button and in the window double click on the file you want to add. The path to the file is written in the box (see figure II.23).

figure II.23 : Add a file dialog

Click “Add the document button” to confirm ; a message confirms you that the file has been downloaded. You have to click the “continue” link, your are then able to place a comment for your file or to declare it as hidden (figure II.24). Click on the Ok button, you’re back to the Management of online documents area , where you documents now is listed below “Documents already added”.

V.2) Modify/Delete a file To modify or delete an inserted file, you have to go to the Management of online documents area (figure II.22). Then select the file you want to modify in the list below “Documents already added” then click “Modify this document”. You can then modify the comments or the hidden/show attribute of the file ; if you want to delete it click “Delete This Document” and “Yes” to confirm.

V.3) Add a web link To add a web link, go to the online documents management area and click on the “Add a new document” button, then tick the “web link” radio button and press the Ok button.


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Now fill in the “Add a web link” form (the only required field is the web adress) and clik the Ok button (figure II.24). A message confirms you that the document has been saved.

figure II.24 : Add a web link form

V.4) Modify/Delete a web link To modify or delete an inserted web link, you have to go to the Management of online documents area (figure II.22). Then select the web link you want to modify in the list below “Documents already added” then click “Modify this document”. You can then modify the comments or the hidden/show attribute of the link ; if you want to delete it click the “Delete This Document” button and “Yes” to confirm.

V.5) Add a figure To add a figure, you have to go to the Management of online documents area (figure II.22), and then press the “Add a figure button”.


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To select the figure, click the “Parcourir” button and in the window double click on the figure you want to add. The path to the figure is written in the box (figure II.25).

figure II.25 : Add a figure dialog Click “Add the figure” button to confirm ; a message confirms you that the file has been downloaded. You have to click the “continue” link, your are then able to choose the height for your page or to link it to a web adress. Click on the Ok button, you’re back to the Management of online documents area , where your figure now is listed below “Documents already added”.

V.6) Modify/Delete a figure To modify or delete an inserted figure, you have to go to the Management of online documents area (figure II.22). Then select the file you want to modify in the list below “Documents already added” then click “Modify this document”. You can modify the the height, the comments or the hidden/show attribute of the figure ; if you want to delete it click “Delete This Document” and “Yes” to confirm.

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