The appointments function organises publication of all relevant appointments for all working group members. These could be, for example, the next group meeting or information regarding other important events or training. The appointments folder is visible to all working group members, so long as the relevant reading and writing authorization has been arranged. Baobab users who also use Microsoft Outlook can export the appointments to Outlook.
Creating a new appointment
To publish a new appointment in the working group, select "Calendar" within the left-hand navigation tab. In the work area a calendar will now be shown for the current month. The month shown can be changed by clicking on the arrow buttons to the left of the current date display. In the calendar view you can select different display options: current day, week or month.
Step 1: Click on the "New appointment" button from within the action tab. A form will open where you can enter the title of the appointment. If you wish to add the appointment in additional working groups or folders, do this now. Only the working groups and folders for which you have writing authorization will be shown. Select the relevant working groups and folders and tick the appropriate box. Continue with "Next".
Step 2: Type where the appointment will take place in the location field. The beginning and end of the appointment (date and time) can be chosen by using the calendar view function. In the text field you can now type in a description of the appointment. In this field, as in a word processing programme, you can use text tools (e.g. underlining) and apply formatting. The different options are explained by the various icons. If you have already written the text in Word, you can use the copy and paste function to enter the text. When you have filled in all the details, click on the "Next button" in the action tab.
Step 3: Adding documents. Now you can add documents to your appointment. 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. 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 appointment, you can compress them and then add them as a zip file.
Step 4 : Select the author.
Now you can select the author. By default, you are already selected as the author. If you are not the author, select the author from among the members of your working group. Type the name of the author in the field, and the author will then be shown. Click on their name to confirm. If the author doesn't have access to Baobab or is not a member of your working group, then you cannot select the author at this stage. We then recommend that you name the author in the text field.
Tip: If you are publishing an appointment from 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 5: Enter the time period of the appointment.
Enter the time period of the appointment. You can do this using the calendar or by typing in the date. The time period of the appointment determines how long the appointment is visible within the working group and may may be searched. After the time period, the appointment is only available to the administrator(s) of the working group and the author. If you wish to completely remove the appointment from the system, you have to edit the appointment and click on the "Delete" button.
Step 6: Visibility within searches.
Visibility within the search process controls the extent to which the appointment can be seen by Baobab users. The various status options are:
a) Visible only to users of that working group: The appointment is not visible to other Baobab users (the appointment is only visible to members of your working group).
b) Bibliographical information: All Baobab users can search for the author and the title of the appointment. If a user is interested in an appointment, he or she can request details by sending a message to the author. The author can then decide whether or not to make the appointment available to the user.
c) Complete: The entire contents, including attached documents, can be found via the search process.
Tip: We recommend that any appointment that might be interesting to other Baobab users be made freely available. This creates a worldwide exchange and enhances the synergy effect. If the appointment cannot be made freely available, the availability of bibliographical information can still be very helpful for those searching.
Step 7: Notification on the portal page.
When you tick this box, the members of your working group can see on the portal page that the appointment has been created. This information appears the portal page, with the title of the appointment shown in the "New appointment" function box.
Step 8: Allow recommendation.
When you tick here, it allows the appointment to be further recommended to other Baobab users.
Step 9: Allow comments.
When you tick here, it allows members of your working group to make comments about your appointment.
Tip: Activate the comments function if you would like to receive feedback on a specific appointment. This makes the review process easier. The comments made can be seen by all of the working group's members. In the overview screen for appointments, you can see how many comments have been written on a particular article.
Step 10: Email notification and additional email text.
When you tick here all members of the working group will also receive an email telling them about the new appointment, as well as a message in the "My messages" area. Each user can decide whether or not they want to receive this email notification. This option can be selected under options in "My Profile".
If you want to add a piece of text to the notification message, use the "Additional email text" box. This should help the users in your working group to receive brief information about the appointment (and attachments) you add to the working group, and to decide whether or not it is important for them to read the appointment immediately.
Step 11: Save.
When you have completed all the details, save the appointment by clicking on the "Save" button within the action tab. After saving you will receive a notification message from Baobab saying that the appointment has been saved. The notification function for the working group members will then be activated.
Showing the appointment overview and exporting to Outlook
You can change how the appointments are displayed within the action tab. If you would like a list-view, in which all a working group's appointments are listed beneath one another, click on the "List view" button in the action tab. Now you will see an overview of the appointments that have been created in this folder. The title of the appointment, the author, the publisher, the number of attached documents, the comments and the number of hits will be shown. The columns can be individually sorted alphabetically or chronologically.
In the calendar view you can see all the working group's appointments. You can export the existing appointments to Outlook. Within the calendar, click on the yellow symbol by the relevant appointment to export that appointment only. To export all appointments in the calendar, use the "Export" button in the action tab.
Editing an appointment
Step 1: Select the relevant appointment by clicking on it within the calendar.
Step 2: Choose "Edit" from the action tab and make the necessary changes.
Step 3: Click on "Save" in the action tab.
Deleting an appointment
Step 1: Select the relevant appointment by clicking on it within the calendar.
Step 2: Choose "Delete" from the action tab.
Step 3: Confirm the deletion by clicking on "OK".
Step 1: Choose the relevant appointment by clicking on it within the calendar.
Step 2: Click on the "Recommend" button within the action tab.
Step 3: Enter the email address of the person you wish to recommend the appointment to in the recipient field, then click on "Add." The recipient will be shown in the recipient list. You may add more than one recipient.
Step 4: Click on the "Send" button in the action tab.