04-853v0

T11 Web Site Tutorial

T11webmaster (Roger Cummings)

Topics
Introduction & Principles Tasks that everyone will want to complete
Finding existing documents & submitting new ones Updating person & membership records

Technical Details
Architecture Structure and Technology

Comments & Feedback

Introduction
http://www.t11.org is NOT a marketing web site
It is a support system for T11 that serves as a:
Document (and draft standard) Library Membership Roster Personnel and Attendance History Project Repository Meeting Calendar Online Balloting Scheme

Its really not a web site at all, rather an HTMLbased view into a bunch of dynamic databases

Site Structure
Document & draft files not stored in the database, but in project-specific directories on a related FTP site (ftp://ftp.t11.org) Each piece of information stored only once, in only one database
E.g. Your Name and address is only in the People DB Elesewhere people are referenced by e-mail address

Use the same password structure throughout

Site Principles
All of t11.org is viewable via anonymous access
Both database contents and files on the FTP site

Generally a password is needed to create new content in the databases and to submit new files to the FTP site

Passwords
Everybody who has attends a T11 Plenary meeting has a person record in the People database
Display your record and click on the button Mail me my Personal password to have your password sent to your e-mail address That password will work for everything to do with databases

The ONLY password which works with FTP access is the t11member password
System tells you that password if you need to use it

Methods of Finding Documents

Start on the main Docs page Best way is by number Search is available
Use the Search link in the left-hand blue frame Top & bottom right hand corner links often limited to this view Use one of the complete document register views if thats what you want its a multiple level view

Multiple-level views
Used in many places
List of TC & TG Minutes People Database Views by Surname & Organization Complete Multi-Level Document Register

How to submit a document

Two parts to the process that are somewhat disconnected
Number a Document i.e. create a document in the Document Register database Submit a file to go along with that record

Dont have to have a file before completing the 1st part

Can be up to 30 days before you submit a file And after that, just need to change the doc record!

How to submit a document

Call up the Doc view and click on a Number a Document button in the top left corner Special forms for uploading drafts, minutes, agendas etc.
Use other buttons in the top line to access The special forms create the Title in the correct format, auto select the project & Meeting in some cases, and create some other hidden info
Your document will NOT appear in the Drafts, Minutes or Agendas views unless you use the correct form

Follow the following flowchart

User
Start

System
Access existing Doc Register Entry New Revision? Press Create Revision N

New Submission?
Y

Press Number a document

Y

Agenda, Minutes Etc. N

Press Create Clone

Access Special Form

Complete Doc Register Form (includes selecting 1 or more file formats) Press Submit User creates 1 or more files, each with assigned File Name + different file extensions (formats) User uploads files to writable directory on ftp.t11.org (per instructions) N
Y

Doc Register assigns File Name Displays file upload instructions

Within 30 mins Doc Register detects file Creates link on web page

Does user want to Upload a new version?

Is it 3am Eastern Time

To next page

User

System
Y From Previous page

System moves file(s) to non-writable directory determined by project or type (e.g. mins)

Is it 4am Eastern Time

Y

Document Register updates link to file, Calculates file size Displays both on web site

Done

Submitter Details & Change Hist

Radio button prevents you entering the same thing twice Name of submitter & date gets added to the change reason automatically

Thanks! Thanks for numbering a document. Please upload file: 03-345v0.pdf using any of the following methods: 1) A graphical or command line ftp client (or Win2K network shortcut) to the /t11/member/incoming directory at ftp.t11.org using a UserID of "t11member" (without the quotes) and 2) A web browser pointed at ftp.t11.org/t11/member/incoming with the file "dragged & dropped" on the window or uploaded using an item on the file menu. 3) A web browser pointed at the following static URL - http://www.t11.org/t11/docreg.nsf/fupload. 4) By e-mail to t11webmaster@psrsoftware.com with a subject containing "::File Upload:: C55B5EFB631553E3" (without the quotes). Note that because methods 2) thru 4) above may provide little progress indication, method 1) is recommended for large files. If you need more information about the document submission process please see Annex A of the User Guide

FTP.T11.ORG Directory Structure

/t11 /admin
/Agendas /Ballots /Meeting /Members /Patents /Plenary_disks /Signups /Status /Utils Etc.. /SM /MM /AMD etc. Doc Types that reoccur Projects in Development Incoming Projects in Approval
Docs not associated w/project

/pub
/FC /FS /PI etc.

/member
/FC /PH /PH-3 etc.
Project Directories

/docs

/HIPPI

/STAPI /MP etc.

/HIPPI

/PH /FP etc.

IPI

Special Writable Directory

FTP Site Structure

Why pub & member?
A hedge against having to restrict the distribution of some documents to members The project directory starts out in pub when created, then moves to member when its published

Admin is subdivided by categories (e.g. agendas, minutes)

Contains a lot of plenary disks Docs are not associated with any particular project or category

Once youve submitted the doc

Might want to send a message to the appropriate reflector telling people it is there
This is not done automatically! (unlike some other groups)

Please, please NEVER use this type of URL in a message:

http://www.t11.org/t11/docreg.nsf/f73cce86889dfd9f882565f000610324/e4deb0fc 1017568c85256d3c006f491d?OpenDocument

Use instead a URL of the form:

http://www.t11.org/t11/docreg.nsf/ulfile/yy-nnn
Where yy-nnn is your document number (e.g 04-123)

Updating Person & Membership

Person record needs personal password of that person Membership record needs personal password of a P or A listed in the form @ the start of the process

Mail Reflectors
You do NOT get added automatically to any of the T11 mail lists
And the t11webmaster does NOT handle the lists See http://www.t11.org/reflect.html for details of how to subscribe & unsubscribe
And addresses for reporting problems

And finally
Once youve got used to the web site, Id suggest you start to use the Center page (see center link in navigation frame)
All the links youll need on one page Some static link formats to use if you want to create a bookmark for a document or draft etc.

Technical Information

Background
Why was this site created?
Replacement for the onerous paper distribution system

Started off as a simple document register

But wanted to use existing ftp site, which had product directories Also wanted to mail out documents listed by meeting, so need a list of meetings

Implementation
Set of seven special-purpose Lotus Notes databases
Why Lotus Notes ? Because it was free (my company @ the time used it as their e-mail system)

But it turned out to be a great choice!

Because Notes can accommodate constant changes in schema

Databases and FTP site dont need to be on the same machine

Implementation
There is very little static html on the web site (about 8 files)
Most of what you see is HTML generated on the fly from the Notes databases
URLs of the form
http://www.t11.org/t11/docreg.nsf/f73cce86889dfd9f882565f000610324/e 4deb0fc1017568c85256d3c006f491d?OpenDocument