Being able to post articles within a working group is one of Baobab's most important functions. By posting articles and documents on the Baobab site you make them available to your working group.
Depending on choice, articles can be commented on and/or recommended to other users. Articles can also be easily made available outside the working group, for the benefit of all Baobab users. The message function makes it possible to inform all working group members about a new article. In this tutorial we will give you a step-by-step explanation of how to post an article.
Choosing data area and working group
In the working group area, choose your working group. Within the data area, you can see the available working groups by clicking on the plus sign in front of the data area's name, or by clicking on the data area's name.
Within a working group, different folders have different functions. To publish an article, select the Article folder/subfolder.
Open the chosen folder by clicking on the name of the folder.
The article overview within the folder
Now you can see an overview of the articles that have already been placed in the folder. In this overview you can see: the title of the article, the author, the publisher (person who posted), the number of attached documents, any comments, the number of hits and the date first posted.
You can sort the columns individually, either alphabetically or chronologically.
Actions tab - New article
The next step is to choose "New article" on the actions tab. The article assistant will now guide you through the various steps.
Step 1: Type in the title of your article.
Step 2: If you want to publish the article in other working groups or folders, you can select these now. Only the folders and working groups for which you have publishing authorization are shown. Select the relevant working group and folder and then tick the folders in which you wish to publish. Click on "Next" on the action tab.
Step 3: Typing in the article text.
The date and title fields are already completed and are automatically shown. In the text field you can now type in the article text. In this field, as in a word processor, you may use various text tools (such as underlining) and apply formatting. By running the cursor over the various symbols you can see what functions are available. If you've already written the text in another programme, you can use the copy and paste function. The length of the text is unlimited. Please consider that it may be easier for your working group users if you just write a short description in the text field, and then attach the complete text of this article in a separate document. Click on "Next" on the action tab.
Step 4: Adding documents.
Now you can add documents to your article. There are two ways to do this: you can upload a document from your local hard drive or computer. Type in the title of the document and click on the "Browse" button. Here you see the overview of your own documents on your hard drive. Choose the relevant file and highlight it. Now you can upload the document from your local drive. Click on "Upload document" to do this. A progress bar shows you how long this will take. When the upload is finished the document will be shown. If you want to add multiple documents, just repeat this step.
You can also use a document from the "My Documents" area of Baobab (see "My Baobab/My documents").
If you wish, you can also delete the attached document. To do this click on the delete button – the trashcan – in the overview screen of the attached documents. N.B.: the deleted documents are only deleted from the article and not from "My Documents" within Baobab.
If you want to add multiple documents to an article, you can compress them and then add them as a zip file.
Step 5 : Select author.
Now you can select the author. By default, you are already selected as the author. If you are not the author, here you can select the author from among your working group's members. Type the name of the author in the field. The author will then be shown; click on their name to confirm. If the author does not have access to Baobab or is not a member of your working group, then you cannot select the author at this stage. We would then recommend that you name the author in the text field. Tip: If you are publishing an article by an author who doesn't have access to your working group, you can ask the working group administrator to allow the author access. Access is also possible for people who are not part of the Caritas organisation. Ask your administrator for more details.
Step 6: Type in a time period for the article.
Type in a time period for the article. You can do this using the calendar or by typing in the date. The time period of the article defines the time frame during which the article is visible within the working group and may be searched. Once the time period has expired, the article is only available to the administrator(s) of the working group and the author. If you wish to permanently remove the article from the system, you have to edit the article and click on the "Delete article" button.
Step 7: Visibility within searches.
Visibility within the search process determines the extent to which the article may be viewed by Baobab users. The various status options are:
a) Visible only for users of that working group: The article is not visible for all Baobab users – it is only visible to members of your working group.
b) Bibliographical information: All Baobab users can search for the author and the title of an article. If a user is interested in an article, he or she can ask for access by sending a message to the author. The author can then decide whether or not to make the article available to the user.
c) Complete: The entire contents, including attached documents, can be found via the search process. Tip: We recommend that any articles or documents that might interest other Baobab users be made freely available. This creates a worldwide exchange and enhances the synergy effect. If the article cannot be made freely available, the availability of bibliographical information can still be very helpful for those searching. The author can then decide on a case-by-case basis whether an article should be made available to the user.
Step 8: Notification on the portal page.
When you tick this box, your working group's members can see on the portal page that the article has been created. This information is displayed on the portal page, with the title of the article shown in the function box ("New article in a closed working group").
Step 9: Allow Recommendation.
When you add a tick here, it allows the article to be further recommended to other Baobab users.
Step 10: Allow Comments.
When you add a tick here, it allow members of your working group to make comments about your article. Tip: Activate the comments function if you would like to receive feedback regarding a certain article. This makes the review process easier. The comments made can be seen by all of the working group's members. In the overview screen of the articles, you can see how many comments have been made regarding a certain article.
Step 10: Email notification to all the working group's members and additional email text.
When you tick here, all the working group's members will also receive an email informing them about the new article, as well as receiving a message in the "My messages" area . Each user can decide whether they want to receive this email notification or not. This option can be selected under options in "My Profile/Personal Settings (Email notification)".
If you want to add a piece of text to the notification message, use the "additional email text" box. It should help the users in your working group to receive brief information on the article (and attachments) you add to the working group, as well as to decide whether or not it's important to read the article immediately.
Step 11: Save.
When you have completed all the details, save the article by clicking on the "Save" button within the action tab. After saving you will receive a notification message from Baobab informing you that the article has been saved. The function to notify working group members will then be activated.
Editing an article
To edit an article, open the article and click on "Edit" in the action tab. Now you can add or delete text and attachments, or change the various settings (publication period, visible in search, etc.). When you have completed everything, save the article again.
N.B.: The article will be saved with the original date. If you want to save the article with the current date, then change the date on the "Description" tab.
If you wish to completely remove the article from the system, click on the "Delete article" button within the action tab.
Commenting on an article
Open the article. In the action tab above click on "To Comment". If you cannot see this function it means the author has not allowed comments. Enter your comment in the appropriate field and then click on "Save". N.B.: Comments cannot be deleted. Therefore, please only make fair and realistic comments that are related to the article. We also recommend that you contact the author directly before making any negative comments in order to avoid misunderstandings and discrepancies.
Recommending an article
Open the article. In the above action tab you will find the "Recommend" button. If you cannot see this function, it means the author has not allowed it. Enter another Baobab user as recipient in the relevant field and then click on "Add". The recipient will appear in the recipient list. You can add multiple recipients. Click on "Send".
N.B.: If the author has chosen "Visible only for users of that working group" under Visibility within searches ("Articles/New article", Step 7), you cannot recommend the article. If the author has chosen "Bibliographical information", you can only recommend the author and the title of the article to other users.
Moving a single article to another folder
If you want to move an article to another folder, go to "Article". On the far right you will see a yellow symbol. Click on this symbol. Then select the destination folder (working group and article folder) by clicking on the name of the folder. Now click on "Move article to selected folder".