SAE Forums   

SAE Forums User Guide

Glossary
Forum Icons
Tips & Tricks            Contact Us
1.0 Getting Around
1.1 Login Procedure
1.2 Changing User ID and Password
2.0 Teams

2.1 Calendar
2.2 Team Members
2.3 Send Mail
2.4 Team Properties
3.0 Uploading toTeams or Public Forums
  3.1 Adding a Document
3.2 PDF File Format
4.0 Ballots, and Voting

4.1 Add a Survey Question
4.2 Unseen Survey
4.3 Placing the Vote
4.4 Changing your Vote
5.0 View Unseen Entries

5.1 Unseen Entries Summary of Activities
5.2 Unseen Entries within a Forum
Appendix A    :Forum Tracker
  Appendix A.1 :Setting Up Forum Tracker
Appendix B    :Business Card
Appendix C    :Search
  Appendix C.1 :Search within One Forum
Appendix C.2 :Search All
Appendix D    :Email Notifications
Appendix E    :Web-File System
Appendix F    :Forums - System Requirements

 

Glossary

Business Card

Individual identification located under Team Members. Should consist of professional title, company and organization, phone numbers, and recent photo.

Forum tracker

List discussion forums with number of unread entries.

Main page

First page viewed when entering Forums listing Public Forums. (Logged inTeam members will also see their list of Teams).

Teams

Password protected Forums not accessible by general public or non Team members.

PDF

Portable Document Format, a file extension.

Public Forums

Committee forums that can be accessed by the general public.

Unread entries

Anything that has been uploaded to a discussion forum and not yet viewed by individual user.


Forum Icons

Top-level Folder
Open Folder
Discussion Topic
Document
Survey/Poll
Website Address (URL)
Unseen Entry (by you)
Reply - in collapsed format
File attachment
Vote Submitted
Response Required

1. Getting Around

Whether it's Teams or Public Forums, SAE discussion forums should stand for standardization. The website is located on SAE web server at http://forums.sae.org.

Anyone can enter the Public Forums. The Team Forums were established as private areas in which the SAE Committees can conduct committee activities. User id and password required to access.

If you have any questions, contact your SAE Staff Representative to assist you.

1.1 Login Procedure

  • Open your web-browser.
  • Enter the web address - http://forums.sae.org

OR Go to the SAE Home Page;http://www.sae.org; from the QUICKLINKS select Access Forums and supply your userid and password.

1.2 Changing User ID and Password

  • On SAE website,http://www.sae.org, go to MySAE/Login located on the right side of the web page .
  • "Change User Id or Password" link is located on the right side of the web page.
  • Use the "Change your User ID or Password" form to make any changes in your ID or password.
  • Use "Maintain Preferences" for various publications, news information and access to the Forums area.

2.0 Teams

When you login using your user id and password, a list of private forum(s) will appear in the left column called Teams.

To view another forum and access the folders and tools, click on its linked title in this listing. Refer to Figure 2.1 Main Menu.

The forum(s) listed under Teams are the ones you participate in.

Main Menu

Figure 2.1 Main Menu
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  2.1 Calendar

Used for Team-related events. The Team calendar can also be used for task items (document reviews, minutes, meeting locations, etc.) Accessible to all Team members.

Calendar entries are also called appointments. To add an appointment to a calendar, you need to be either the calendar's owner, or you need to be given permission to add entries.

To add an appointment to a calendar, do the following:

Click on the Calendars tab.
Click on the Add Entry toolbar item.
Forum displays the "Add an entry" form for the day you are currently viewing.
If you want to add an entry for another day, specify that day in the Date section, which is located near the top of the form.
You must provide a title for the event, a start time, and an end time for your entry. All of the other information on this form is optional.
To enter a time, you can either use the drop-down menu or click on a link in the list of provided times.
If your entry does not start at the beginning of the hour, you can click on the links to the far right of the list, which provide fifteen-minute increments

For an all-day event, click on the All day event link. Forum places the phrase "AllDay" in both the Start Time and End Time drop-down menus.
When you are ready, click on the Submit Entry button found at either the top or the bottom of the form.

If you want your entry to recur daily, weekly or monthly, use the "Repeating entry" section of the form.
Specify the number of times you would like the entry to repeat in the "Repeat count" text box.
If the entry repeats until further notice, enter a very large number (for example, for a weekly appointment that should apply for a year, enter 352 or higher).

If you choose monthly, Forum repeats that entry on the same weekday of the month for subsequent months (for example, the second Tuesday or the third Friday of every month).

Forums Calendar

Figure 2-1-1 Calendar

Modify a Date Entry by clicking on name of the appointment . A popup box appears (Figure 2-1-2) giving the option to modify or delete the entry.

Figure 2-1-2 Popup box

You are given the option to either modify or delete 'This entry only' or 'All entries'.

Figure 2-1-3 Repeat Entry
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2.2 Team Members

See Appendix B regarding Business Card and modifying personal information.
To obtain a member list, click on Team Members and enter the Roster Options (Figure 2-2) area at the top of the Team Member page. Rosters can include mail listing, sorted by alpha or role code, and address information.

Roster Options

Figure 2-2 Roster Options

2.3 Send Mail

E-mail messages can be sent to anyone listed as a team member on a forum. Only team members with an e-mail will receive e-mail*. If an e-mail address needs changing, contact the SAE staff representative or update on SAE Homepage - MySAE.
*Note: Updating on Business Card profile will not update in SAE database (roster).

Send mail to the entire team, or use the Ctrl key supported by Windows for selecting multiple items in a list. If you are using another computer platform, use the method supported by your system.

2.4 Team Properties

Only the Team Admin (SAE Staff Representative) can change the team's properties. As a team member clicking on Team Properties gives the following information: general description of the team, a list of the membership, name of the Team Admin, date it was created, modification date, and modified by whom.

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3.0 Uploading to Teams or Public Forums

Procedures on posting documents.

3.1 Adding a Document

To post a document for review or co-authoring, do the following:

  1. Click on the linked title of the forum or team that you want to contain your document.
    Forum displays the top folder of the discussion but you can place a document in any folder you choose.
  2. Click on the Add toolbar item, which is on the left side of the blue toolbar. Forum displays a drop-down list.
    This where you can add an entry for a discussion topic, add a document, post a URL, add a survey and create a folder.
  3. In the displayed menu, click on the Add Document menu item. Forum displays the "Add a file to.." form (Figure 3-1-1).
  4. In the "Title" box, specify a descriptive title for your document.
  5. Locate the "Upload a file from your local computer".
  6. Click on the "Browse" button and your system will display a standard window used to select files.
  7. Double click on the file to add the filename to the "Upload a file from your local computer" text box.
  8. The remaining items on the form are optional.
  9. Click on the OK button at the bottom of the page.
    The document you entered using this form will now appear as a hyperlink title in the top folder of your forum's page.
Add Document

Figure 3-1-1 Add a File form

3.2 PDF File Format

PDF (Portable Document Format) shall be used as a standard document file upload to both private and public discussion groups. Acrobat Reader allows anyone to read and print PDF documents. (Free Download Application) Attached for your convenience is the Adobe Acrobat Reader.
Please note that you will need to click on this link to download the reader to view .pdf files contained within the forum.

3.2.1 Adobe Acrobat

Acrobat PDF is a file format based on the Adobe Postscript printer language. With Acrobat, any application can be converted to the PDF format.

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4.0 Ballots, and Voting

4.1 Add a Survey Question

  1. Enter the forum topic to which a ballot (vote) is to be placed.
  2. Using the Add drop down box select "Add Survey Question".
  3. Question, what is being queried.
  4. Comments, statement.
  5. Voting options, enter the answers from which voters will chosse. For multiple answers use commas. Example: Yes, No, Waive
  6. Number of days until survey closes, enter length of time that survey is active for voting.
  7. Secret Poll, where you can choose to keep all responses hidden until poll closes.
  8. Add attachments, check box to add a file or document to ballot.
  9. Click OK to create the Survey
Creating a Survey

Figure 4-1 Add a Survey Question

4.2 Unseen Survey

  1. When a user visits a forum, any Survey Question entry (Ballots, Polls, etc) that the user has not yet voted on will display a    icon.
  2. Voted on Survey Questions will display the icon
  3. Once a user votes on a Survey Question, the icon switches to a icon ( for that user only).

4.3 Placing the Vote

  1. Click on the survey link
  2. Click on the "Vote" button located at the far right on the screen.
  3. Indicate your vote by clicking one of the radio buttons (answers)
  4. Click OK.
Survey Question

Figure 4-2 Survey

4.4 Changing Your Vote

The software will prevent voting more than once. However, it will allow you to change your vote before the vote closes by modification or deletion.

Changing vote by modification:

    1. Click on your vote - listed underneath the survey question.
    2. Using the "Modify/delete" box, select "Modify".
    3. Indicate your new vote by clicking one of the radio buttons.
    4. Click OK.

Changing vote by deletion:

Once vote has been deleted, a new vote can be entered.

  1. Click on your vote - listed underneath the survey question.
  2. Using the "Modify/delete" box, select "Delete".
  3. This takes you to "Delete items from" page and you select the entries you want to remove.
  4. Click OK.
  5. You are then taken to the :Confirm Delete Request".
  6. Press OK to delete.

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5.0 View Unseen Entries

The Unseen features are one of several methods that you can use to keep track of new or modified information in Forums.

In addition, you can apply the unseen feature to a single discussion forum, to all discussions forums to which you have access, or to all discussions forums to which you have access in your zone (through the site map and forum tracker). When you use the feature in a single discussion forum, you see new or modified entries (or a list of these entries) directly (Figure 5-2).

5.1 Unseen Entries Summary of Activity

Click on the List Unseen toolbar item on the blue toolbar.

Forum displays a summary of activity in all discussion forums to which you have access. (Figure 5-1)
Review the count of new or modified entries in each of the discussions, and choose one to investigate (theoretically, one with a high activity count).

Unseen entries

Figure 5-1 Unseen Entries Summary

5.2 Unseen Entries within a Forum

To see a list of the new or modified entries in one discussion forum (Figure 5-1), click on the linked number that represents the count, which is located to the left of the discussion forum's linked title. Then, in the list, you can click on the linked titles of new or modified entries you wish to see, using your browser's Back button repeatedly to return to the list.

When you are finished viewing all entries you care to see, you can click on the
OK button labeled "Mark everything seen."

Team unseen entries

Figure 5-2 Unseen Entries within a Forum
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Appendix A: Forum Tracker

Forum tracker, when set up and utilized, will quickly show which committees you selected have unread entries. This will include a total count of unread entries. Once Forum tracker is set up, see Appendix A.1 Setting Up Forum Tracker, all that is needed is to click on Tracker from the main menu (Figure 1-1) to view which forums have any unread entries (Figure A.1-1). Next to the list of SAE forums that contain a number is a hyper link to get access to the list of unread entries.

In addition, unread entries link is also on each subcommittee's Discussions and Documents forum page. This link allows a quick check of that subcommittee's discussion forums. Refer to Figure A-1-2.

Forum Tracker List

Figure A.1-1 Personal Forum Tracker

Appendix A.1 Setting Up Forum Tracker

To set up forum tracker or update an existing tracker:

  1. Click on Tracker from the main menu
  2. Under Configure click on �Select Local Forums to be Tracked.' This will bring up a list of all SAE forums, Figure A.1-2.
Setting up Forum tracker

Figure A.1-2 Forum Tracker Selection

WARNING - DO NOT use unread entries on main menu. This will start your browser bring up all unread entries in all SAE forums. Use on Private Team only.

To select a forum to be tracked from the list similar to Figure A.1-2:

  1. Use the "Ctrl" key to make multiple selections and select the forums to be tracked by using your mouse clicker
  2. Click on OK at bottom of page.

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Appendix B: Business Card

Setting Up a Business Card

  1. Click on your name on the Main page.
  2. Click on Modify Profile to update your personal information to be seen by team members.
    To add a photo: have a scan image or digital photo in a gif or jpg format on your hard drive. Use the 'Browse' button to locate file and upload to include with your profile. Refer to Figure B.1-1.
  3. Click on OK at bottom of page.
User profile

Figure B.1-1 Modifying User Profile Information
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Appendix C: Search

Forum provides tools on the Forum toolbar that are located above on the right side of the blue tool bar. One Forum tool is the search tool.

Appendix C.1 Search within One Forum

You can search through the discussions to which you have access. Click on the Search Forum.

Forum displays the Standard Search Form (Figure C-1-1). To specify additional criteria (such as the entry's author, keywords, or creation/modification date), click on the Advanced Search Form link above the "Search text" text box, in the upper-right corner.

Enter a word or words contained in the discussion entries for which you are searching. If you wish to search for a phrase (several words) that must be contained in the entry, enclose the phrase in quotes (for example, "all the king's horses"). Click on the OK button on the bottom of the search form.

Forum displays a list of all of the entries in all of the discussions in the current forum that match your search criteria. To view an entry, click on its linked title.

Standard search

Figure C.1-1 Search in a Forum

Appendix C.2 Search All

'Search all' only applies to the Teams that you a linked to and all Public Forums.
To search for an entry across all Public Forums, do the following:

Click on the Search all toolbar item, which is above the right side of the blue toolbar. Enter a search string in the "Search text" text box. Forum uses the AltaVista Search engine to search through its entries. Use the AltaVista "simple query" syntax. If you are new to using this search engine, simply begin by typing words you are looking for, as follows: orange juice julius drinks OJ. To search for an exact phrase, enclose the phrase in double quotes, as follows: "orange juice"

Search can be limited by using qualifiers such as "Author" or "Keyword" and by a "Date" range.

Click on the OK button.

Forum displays the linked titles of entries that match all or part of your search string. By default, Forum places the entries toward the top of the list whose content matched "more" words in your search string, and places the entries toward the bottom of the list whose content matched "fewer" words in your search string. (This is called ordering by relevance.)

Forum also searches the content of files that users upload into forums (such as Microsoft Word or PDF files). If you prefer to limit your search to a single forum, view the forum first (see Appendix C-1), and then click on the Search toolbar item. Forum then searches through only the currently displayed discussion.

Search all

Figure C.2-1 Forum Search Facility page
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Appendix D: Email notifications

E-mail notifications are one of several methods that you can use to keep track of new or modified information in Forums.

Note: To receive e-mail notifications, your registration information must include your e-mail address.

By default, in order for you to receive e-mail notifications for a particular discussion forum, that forum's manager must specify your username or a group to which you belong in the forum's distribution list. If your manager does not do this, you do not receive e-mail notifications for that particular discussion forum.

    To override the manager's settings and to ensure that you receive e-mail notifications for a particular discussion, do the following:
  1. Click on the linked name of the discussion forum you want to track using e-mail notifications.
  2. Click on the Tools toolbar item, located on the left side of the blue toolbar.
  3. In the displayed menu, click on the Set Notification link. Forum displays the "Notification for..." page.
  4. Click on one of the following
      Enable E-Mail Notification check boxes:
    • Use Forum Default E-mail Notification (Default) Checking this box indicates that you receive e-mail notifications about activity in this discussion forum only if your manager specifies your name or a group to which you belong in the discussion's distribution list.
    • Disable E-Mail Notification Checking this box disables e-mail notification for this discussion. This setting overrides settings made by the discussion forum's manager. So, if you check this box and if your name is on the discussion forum's distribution list, you do not receive e-mail notifications.
    • Enable E-Mail Notification (Digest Style) Checking this box indicates that, periodically, according to a schedule set by your discussion manager, you receive one e-mail message with summaries of all activities in the discussion forum since the last time you received a notification. This setting overrides settings made by the discussion forum's manager.
    • Click on the OK button.

E-mail notifications contain links to one or more new or modified entry. When you click on the link in the e-mail message, it invokes your browser (if it is not currently running) and displays the entry.

Email notification

Figure D.1-1 Setting Email Notification
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Appendix E: Web File System

Under Team Properties additional facilities such as the Team Web File System can be added to your forums. (It cannot be removed once it is checked.)

The web file system enables sharing of files with teammates or transfering your files across computer systems. Placing files in the web-file system provides easy access from home, on business trips, while working in another office, or anywhere from which you can access Forum. The system looks and feels similar to most file-access programs. It uses a folder/document organization.

    To add a file to the web file system, do the following:
  1. Click on the Web files system item, located on the current level of the team forum.
  2. In a new browser window, Forum displays your top directory. The name of this directory is your Forum username.
  3. If you have not yet created subdirectories, then Forum places a newly added file in this top directory. If you have created subdirectories, navigate to the subdirectory in which you wish to place the file.
  4. In the top frame, click on the Add button, as follows:
    For illustration only: Click on the Browse button to locate a file on your computer to add to the file system. You may repeat this process for up to five files at a single time.
  5. Click on the OK button
    To add more than five files, repeat steps 3 through 5 until all of the desired files have been added.

The middle-left frame lists your directories. For every directory, Forum displays the linked name of the directory and the directory's Properties icon, which appears as one of the following:

For illustration only:    
 When you click on the linked name of a directory, then Forum changes the folder icon from "closed" to "open," and displays the directory's files in the middle-right frame.

Forum places the file's Properties icon next to the linked filename, as follows:
For illustration only:
To view a file, click on its linked name.

To replace this version of the file with an edited version, simply add the file to the same directory using the same filename. Forum overwrites the old file with the edited version.

The process of editing files using the web-file system is different than editing using an application such as the Windows explorer. To edit a file using the web-file system you copy the file from the web-file system to your local computer, edit the file locally, and upload the file back into the system (be sure to use the same file name).

Appendix E.1 Allow Others to View Files

You can allow all registered users to view the files in a directory (but they cannot edit or delete the files). Or only allow a single Forum user to have complete access to a directory and its contents (the ability to view all entries, add entries, and edit or delete the files). The web-file system allows you to specify access on the file level. So, it is possible for you to allow a large group of people to view the contents of a directory (such as "all registered users") and allow only a few users the right to edit (the "write" privilege) a particular file.

To allow people to view your files, you need to allow them to view all of the parent directories to your publicly viewable subdirectory (in this example, that includes only your top directory and the publicly viewable subdirectory).

    Click on your top directory's Properties icon, which is one of the following:
    For illustration only:   
  • Click on the Access settings link. In a new window, Forum displays the properties of the directory.
  • In the Read column, do one of the following: Click on either the "anonymous users" or "registered users" checkboxes. If you check "anonymous users," that allows anonymous users to view the directory's contents as well.
  • In the Users row, type the Forum usernames of the people whom you want to view the folder's files. (If you cannot remember usernames, click on the Search button. Forum displays its standard user-selection window.) Type usernames on separate lines.
  • In the Groups row, type the names of defined groups on separate lines. (If you cannot remember group names, click on the Search button. Forum displays its standard group-selection window.)
  • Click on the OK button.
    Repeat the same process of clicking on the Properties icon in the publicly viewable subdirectory. Assign the "Read" privilege to the same set of users. This set of users now has the right to view the contents of your top directory and the publicly viewable directory.


Figure E.1-1 Set Access Controls

 

Click on the name of your publicly viewable directory. Add the files you wish to share with the set of users you named in a previous step. By default, these files have the same access-control settings as those you specified for the directory ("Read" access for those users and groups you specified). You do not have to specify any access-control settings for individual files.

If you moved files from your top directory to a newly created directory in order to keep them private, click on the Properties icon of the newly created directory, and make sure that no one has the right to access these files. By default, subdirectories take on the access-control settings of their parent directory.

Since the top directory allows users to read files and since this newly created private directory is a subdirectory of the top directory, you need to change the directory's access-control settings to protect its contents. To do this, click on the "Use the following access control settings" radio button, and specify no values in the access-control table (which indicates that no one except you has access to this directory).

In order for these users to view your files, they need to access the web-file system on their computers, click on the Shared button, view your directories, locate your public-viewing subdirectory, and view the files.

Appendix E.2 Allow Others to Edit or Add Files

To allow other users to edit the files in a directory (or add new files to it), do the following:

  • Click on your top directory's Properties icon, which is one of the following: For illustration only:    In a new window, Forum displays the properties of the directory.
  • Click on the Access settings link.
  • In the Read column of the "Set Access Controls" table, do one of the following: Click on either the "anonymous users" or "registered users" checkboxes. If you check "anonymous users," that allows registered users to view the directory's contents as well.
  • In the Users row, type the Forum usernames of the people whom you want to view the folder's files. (If you cannot remember usernames, click on the Search button. Forum displays its standard user-selection window.) Type usernames on separate lines.
  • In the Groups row, type the names of defined groups on separate lines. (If you cannot remember group names, click on the Search button. Forum displays its standard group-selection window.)
  • Click on the OK button.

Repeat the same process of clicking on the Properties icon in the public-editing subdirectory. Assign the "Read" and "Write" privileges to the same set of users. This set of users now has the right to view the contents of your top directory, and has the right to read and write (edit) files in your public-editing directory. Click on the name of your public-editing directory. Add the files you wish to share with the set of users you named in a previous step. By default, these files have the same access-control settings as those you specified for the directory ("Read" and "Write" access for the users and groups you specified).

By default, subdirectories take on the access-control settings of their parent directory. Since the top directory allows users to read files and since this newly created private directory is a subdirectory of the top directory, you need to change the new directory's access-control settings to protect its contents.

To do this, click on the "Use the following access control settings" radio button, and specify no values in the access-control table (which indicates that no one except you has access to this directory).

In order for these users to view and edit your files, they need to access the web-file system on their computers, click on the Shared button, view your directories, locate your public-editing subdirectory, and edit the files.

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Appendix F: Forums - System Requirements

    To Operate within the Forums
  • A reliable Internet connection (AOL, etc.)
  • A current version of a popular web browser
    • Netscape 4.7x is recommended
      (Versions 4.03 through 4.08 and 6.01 will not function properly)
      Download address: http://www.netscape.com
    • Internet Explorer 4.0 through 5.5 on Windows NT
    • Internet Explorer 4.x through 6.x on all other Windows versions.
      Download address: http://www.microsoft.com/windows/ie/default.htm
      (NOTE: to identify what version of Browser you are using, click on the 'Browser help button'; there will either be a selection that says 'communicator' or 'internet explorer'. Click on to identify what version is presently on your computer.)
  • Recommend at least 56K modem
    Basic (minimum) requirements are:
  • Windows based computer 200 MHz processor - minimum
  • At least Windows 98
  • 128 MB RAM 200 Mb minimum; 5+ Gigabyte hard drive preferred
  • 56K Modem

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