IG Administration Introduction

Enable/Disable Services

User Access Profiles

Create New Access Profile

Modify Access Profile (Permissions-Name-List of Users)

Export/Import Access Profiles

Authorisation

Expired Files Management

Unused Files Management

External Services

Interest Group Log Files

Interest Group Disk Usage

IG Customisations

Customise Interest Group Title

Customise Interest Group Description

Customise Contact Information

Customise Library Keywords

Customise Configuration File

Customise Library Document Attributes

Customise Library Table Listing Attributes

Customise Library Email Notification Attributes

Customise IG Icons

Web Templates Configuration

Email Templates Configuration

Enable/Disable Public Access

Enable/Disable Registered Access

Applications for Membership

Re-index Search Database

Comments

Technical Support  

Interest Group Administration

Introduction

As Leader you have the overall responsibility to Administrate the Interest Group. This task requires no prior IT background, except basic Internet browsing skills. CIRCA provides you with a comprehensive Graphical User Interface, to easily use the Administrative functions.

As a Leader you have the overall responsibility of managing the Access Profiles, Enabling/Disabling Services, Customising the Interest Group, Enabling/Disabling Public Access to services, managing Log files, etc.

The sections here serve as a step-by-step guide on how to effectively and seamlessly implement the Interest Group administrative tasks. On a per CIRCA service basis (Library, Information, Directory, Newsgroups, Meetings, etc.), the Leader is also granted additional privileges to administrate/maintain the data in those services e.g. creating sections, creating/deleting newsgroups, announcing meetings, managing IG membership and access control, etc. These administrative features linked to CIRCA services are fully described in the appropriate section in the CIRCA User Manual and are thus not repeated herein.

We would advise all Interest Group Leaders to keep a repository of both this and the End-user CIRCA manual. Copies of both documents can be downloaded from the CIRCA Forum Interest Group. The Online Help on CIRCA provides the same information in a more user-friendly way.

Enable/Disable Services

As Leader you have the option to "Enable" or "Disable" any services (e.g. Information, Library, etc.) within your Interest Group. Any service rendered as Disabled, will neither be accessible nor visible to IG members.
Especially in the Library service, you can disable only the email download functionality by selecting "Enable w/o Email download". If you make this selection, the configurable variable 'DISABLE_EMAIL_DOWNLOAD' will be set to 1. The exact meaning of this variable is explained in 'Customise the Configuration File' section.

To Enable or Disable Services follow the steps presented below:

  1. Within the Interest Group Home page, click on the "Administration" button to access the Administration's home Index page,


  2. Select the "Enable/Disable Interest Group Services" link to access the "Enable/Disable Interest Group Services" page. You will be presented with a table listing:
    • The Interest Group Services


    • The Access Status selection drop-down menu, per-service [valid values: predefined values].


    • The Current Status ("Enable"/"Disable" (and "Enable w/o Email Download" for the Library service)).

  3. Select "Enable", "Disable" or "Enable w/o Email Download", as appropriate, from the given drop-down menus.


  4. Press the "Save" button to save the new access status.


  5. Press the "OK" button to return to the IG Administration Index home page.


  6. Select the "Enable/Disable Services" link to verify that the modifications have taken place accordingly. The disabled services will not be visible any longer to your members.


User Access Profiles

  1. Within the Interest Group Home page, click on the "Administration" button to access the Administration's home Index page,


  2. Select the "User Access Profiles" link to access the Directory Access Profile control table. This page contains the table of all the Interest Group Services (first row) together with the available User Profiles (first column). The table contains therefore the Permissions granted to each Profile for each CIRCA service. When a new IG is created, this table contains the 7 generic access Profiles described in the following table. It is recommended not to modify those but rather to create new Profiles to fulfil its particular requirements.
The access modes available for each of the CIRCA services are listed below:

Information
  • No Access: No Access to the Information Service.
  • Access Only: Read Access to the Information Service. i.e. view web pages and links.
  • Full Edit: Read/Write to the Information Service. i.e. upload new web pages and create links pointing to them.
  • Administrate: Administration privileges to the Information Service. i.e. grant additional users with additional rights via the Access Control Mechanism.
Library
  • No Access: No Access to the Library Service.
  • Access Only: Read Access to the Library Service i.e. access for downloading all documents.
  • Edit Own Document: Access Only rights (see above) as well as Write/Modify documents uploaded by you even though upload access has been removed from you after uploading the documents. Version control mechanisms (checkout/commit) are enabled only for documents owned by the user.
  • Full Edit: Read/Write to the Library Service i.e. Edit Own Document rights (see above) as well as upload document rights. Version control mechanisms (checkout/commit) are enabled for all documents (provided that they are not already checked out by another user).
  • Administrate: Administration privileges to the Library Service. i.e. i.e. grant additional users with additional rights via the Access Control Mechanism or modify other users' notifications
Directory
  • No Access: No access to the Directory Service.
  • Access Only: Read Access to the Directory Service.
  • Add Contacts: Read Access plus permission to add contacts.
  • Add Contacts&Members: Read Access rights plus permission to add contacts and members.
  • Administrate: Administration privileges to the Directory Service.
Events
  • No Access: No Access to the Events Service.
  • Access Only: Read Access to the Events Service.
  • Administrate: Administration privileges to the Events Service i.e. you can also create and modify events and meetings.
Newsgroups
  • No Access: No Access to a Newsgroup Service.
  • Access Only: Read Access to a Newsgroup Service.
  • Access and Post: Read/Write to a Newsgroup Service i.e. you can also send contributions to the newsgroup.
  • Moderate: Read/Write to a Newsgroup Service plus capability to access moderated articles and approve or reject them
  • Administrate: Administration privileges to the Newsgroup Service to Create, Delete and Administrate Newsgroups.
Workflow
  • No Access: No Access to the Workflow Service.
  • Access Only: Read Access to the Workflow Service.
  • Administrate: Administration privileges to the Workflow Service.

Anonymous and Registered Profiles have special meaning. When an Internet user accesses an Interest Group, without Sign in to the CIRCA, he/she gets the access rights of the "Anonymous" Profile. Respectively, if a user Signs in in CIRCA using an account created with the Sign up mechanism he/she gets the access rights of the "Registered" Profile.

You have the following options:

  • Create New Access Profile
  • Modify Profile Permissions
  • Export/Import Access Profile
An IG Profile has automatically a Mailing List associated with it. Thus, it is possible to send a single mail to all IG Profile Members by sending it to the appropriate IG Profile email address. To do so the email domain of the server where the system has been physically installed must be known:
"Profile_Name.IG_Name.TOP@ig.server_email_domain" (i.e.: "Author.v2_2.ig_v2_2@ig.tweety.eurodyn.com")

Create New Access Profile

  1. Click on the "Administration" button and then select the "New Profile" button.


  2. Provide a "Profile Name" [valid values: all alphanumeric characters] and select a predefined field for the "Language" from the drop-down menu. Optionally, after the creation, you can edit the Profile and change the name for the rest of the supported languages. Thus, users can see Profile names in their most preferred language [valid values: predefined values].


  3. Define a predefined field for the "Permissions" for this new Profile at the various IG services from the available drop-down menus.


  4. Press the "Create" button to proceed with the Profile creation.


  5. Verify that new access Profile has been created. Members of the IG can now be assigned this newly created Access Profile.

Modify Access Profile (Permissions-Name-List of Users)

  1. Select any of the standard (e.g. Author, Secretary) or newly created Profiles by pressing the corresponding link. You will be prompted to the "Profile" page as indicated below:
  1. You can see the "Services" and the corresponding "Permissions" of the selected Profile to these services.

    You have the following three options:

    • Modify the Profile Permissions to the various Services
    • Delete all the members of the selected Profile
    • Modify the Profile Name
    • List all Users that belong to this selected Profile.
To modify Profile Permissions:
  • Select from the provided drop-down menus the Permissions per-Service to meet your particular needs.


  • Press the "Save" button to proceed with the modification
To modify Profile Name
  • Press the "Change Name" button to modify the selected Profile Name. You have to provide valid names for all the supported languages (only one language is mandatory). The name should contain only alphanumeric characters (maximum 20 characters).

  • Note: The profile names in English (EN) of Anonymous and Registered are predefined and therefore cannot be changed.
To delete all members
  • Press the "Delete" button, to delete all members of the selected Profile.
To List All Users
  • Press the "List Users" button, to display all users of the IG assigned to the selected Profile.

Export/Import Access Profiles

You may Export from or Import to your Interest Group an Access Profile, which will affect all of its members.

An Access Profile is a Group of Users sharing a common set of Access Rights within an Interest Group. Leaders are provided with the flexibility to Export an Access Profile to the logical CIRCA instance, so that it may subsequently be Imported into other Interest Groups.

Export a Profile: places the Profile with its associated Members at the logical CIRCA instance level, making this Profile available for Importing to other Interest Groups of the same logical CIRCA instance.

The term "Exported Profile" strictly means that the Group of Members associated with a particular Profile is exported to the logical CIRCA instance, while the associated access rights for the various CIRCA services of the Interest Group, are not exported.

Import a Profile: grants access on the importing Interest Group to all the members of that Profile (Group of Members from another IG). The Leader will assign a suitable set of Access Rights to the imported "Profile".

The Members of the Imported Profile will be listed at the Interest Group Directory.

Profile Export

  1. Go to the bottom of the "Directory Access Profile" page where the "Export" button is located

  2. Select the "Profile" you intend to Export from the drop-down menu and press the "Export" button. The selected Profile is now exported to the logical CIRCA instance level and available for Importing to another IG.
All other Interest Groups of the same logical CIRCA will be able to "Import" this Profile. You may disable the export of this Profile at any time, by pressing the "Disable" button. The Profile cannot have been imported to any other Interest Group for the disable operation to succeed. Otherwise an error message is returned, indicating the Interest Groups, where this Profile has been imported.

Profile Import

  1. Go to the bottom of the Directory Access Profile page where the Import Profile field is located

  2. Select a Profile to Import from the drop-down menu and press the "Import" button; if there are no available Profiles, then no Profile has been exported from any other IG. The list of members of the selected Profile is displayed and confirmation is requested to proceed with the import.

  3. Press the "Continue" button to proceed or the "Cancel" button to return to the Directory Access Profile page

  4. Define the Access Rights of the Imported Profile for your Interest Group Services by making the appropriate selections

  5. Press the "Save" button to complete the Import. You will receive a message of the form: "Profile 'XXXXX' has been imported successfully". Or press the "Exit" button to return to the IG Administration Index page without making the Import.

Authorisation

The user permissions to perform particular actions to specific data within an IG, can be summarised as follows:
  1. Any user is realised in the context of one or more IG Profile(s) when accessing an IG.

  2. Permissions on Services can be assigned to Profile(s) through the "User Access Profile" administration form. These permissions are effective for the entire service.

  3. Permissions on individual data (e.g. directories of the Information service, Library sections, a particular Newsgroup) can be assigned either to a Profile or to an individual user.

  4. The effective permissions of a user are the aggregate permissions assigned to the user and the Profile(s) of the user.
A user accessing an IG can be: The administrator of the Virtual CIRCA, the "Public" or a "Registered" user, or he/she can have a membership to the IG.
  1. The Virtual CIRCA Administrator can "administrate" all IG Services.

  2. The Public user (i.e. a person not signed in CIRCA) is authorised according to the "Anonymous" Profile, which virtually contains only the Public user. For any of the permissions of the Anonymous Profile to take affect, the Public Access to the IG must be enabled.

  3. The Registered user, a user who has signed in CIRCA but has no membership in the IG whatsoever, will get the aggregate effective permissions of the "Anonymous" and "Registered" Profiles. As stated above, the Public Access to the IG must be enabled for the Anonymous permissions to have effect; respectively, Registered Access to the IG must be enabled for the permissions of the Registered Profile to take effect.

  4. The Member of the IG will get the aggregate effective permissions of the "Anonymous" and "Registered" Profiles, as well the permissions that derive from the user's membership to the IG. The later are described in the next section.

Permissions deriving from IG Membership

It is important to mention that a user may have multiple memberships in a single IG.
  1. A user can be member of only one Local Profile of the IG.
  2. The user can be also member of one or more Profiles Imported in the IG.
  3. Moreover, if the "Who is Who" Roles are activated in the CIRCA installation, the user can participate in one of more Roles. Each Role can be assigned with a membership to a Local Profile; in that case and in the context of authorisation, the user is effectively member of the Profile(s) of his/her Role(s).

When a user is member of an IG by any of the three aforementioned methods, the permissions of the user that derive from his/her memberships to the IG is the aggregate permissions allowed by any of his/her Profile(s), as well as any permissions assigned to the individual user on specific IG data through Access Control Lists.

Summarising the above, the permissions given to a member of an IG via the authorisation scheme are as follows:
  • The user will get the permissions of the "Anonymous" profile that if the IG has enabled "public access".

  • The user will get the permissions of the "Registered" profile, if the IG has enabled "registered access".

  • The user will get the permissions of any local profile that the user is a member of.

  • The user will get the permissions of any imported profile that the user is a member of.

  • The user will get the permissions of any "Who is Who" Role that the user is a member of, if the Role has membership to this IG.

  • Finally, the user will get the permissions directly assigned to him/her through Access Control Lists on specific data.

Expired Files Management

Expired files management is used to locate the library service documents and sections that have expired and then delete them if necessary.

  1. Press the "Expired Files Management" link to access the Expired Files Management page.


  2. Press "Search" to access the page with a list of the expired library documents and sections. If an expired Section has unexpired (expire in a future date) documents/sections under it, a relevant warning will be displayed for each unexpired item.


  3. Select the documents and sections you want to delete by clicking on the checkbox to the left of each item. Note that if you delete a section, all documents and subsections under it will be deleted as well.


  4. Press "Delete" to delete the selected library items and verify that they have been deleted successfully.

Unused Files Management

  1. Select the "Unused Files Management" link to access the Unused Files Management page i.e. the data and documents that have not been accessed by members over a given period (thus can be considered as not really important or useful for the IG members). This function checks the access log files of the CIRCA server and is dependent on the available access log files.


  2. Provide a date at the "List unused files since" field [valid values: it must be of the format dd/mm/yyyy (only numbers and /), values in the range 01/01/1901 - 31/12/2037] or alternatively press the button to access the Calendar and select the date automatically.


  3. Select the "Services" that you want to search for unused files. Available options to select are the Information and the Library services. [valid values: predefined (tick for yes, blank for no)].


  4. Press the "Search" button and the system will automatically search all the system log files for files that have not been used and accessed since the specified date argument. The result is returned in a table.


  5. Select any of the listed files and press the "Delete"button to proceed and delete them.
The deletion is irrecoverable, and once you select the OK option at the "Are you sure?" pop-up warning, the selected data will be deleted.

External Services

The CIRCA application is designed to support connection with 'External Services'. The current implementation allows the CIRCA users to access information located in other services not directly related with CIRCA. The external service may transparently use the authentication mechanism of CIRCA.

Typically, CIRCA clients (web browsers) access the CIRCA server either directly or via a reverse proxy. In the case where the request of the client is "connect to an External Service", the CIRCA server acts as a reverse proxy server itself: it forwards the request to the External Service Web Server. Then the External Service Web Server should respond to the CIRCA server as it would respond to any web client request by providing an HTML page. Finally, the CIRCA server forwards the response to the CIRCA client.

To configure CIRCA to access External Services follow the steps presented below:

  1. Press the "Administration" service button from the Interest Group Home page toolbar to access the Administration Services Index page


  2. Select the "External Services" link to access the External Services Configuration page:
  1. You will need to provide the following Information:
    • External Service Name: This is the name/ID of the External Service. This name should be unique per CIRCA. Use only lower case letters and numbers. Usually this is the name of the external application (e.g. stadium) [valid values: all alphanumeric characters and -, _. Please also note that the "help" button states that it should only be lower case letters and start neither with a number nor with -, _].
    • External Service Hostname: This should be the official hostname of the server that hosts the given external service (e.g. hostname.eu.int). You should enter the IP address of the external web server, if the local server does not have a DNS (Domain Name Service) configuration. [valid values: all characters]
    • Port Number (On the External Server): This is the port number that the external service runs on. Ask the administrator of the external server to provide this information if you do not know it already. (Default value: 80) [valid values: must be a number]
    • Document Root: In order for your External Service to operate correctly all the URLs used in the external services' pages should be relative ones (i.e. "../pagePath/thePage.html"), or partial ones (i.e. "/docRoot/pagePath/thePage.html"), but they cannot be complete ones (i.e. "http://serverName:port/docRoot/pagePath/thePage.html") In case that the URLs used are partial ones, all the document roots used, should be declared. Provide a comma separated list of the valid document roots that are used by the external service pages (e.g. /documents, /images, /icons, /javascript) [valid values: all characters]
    • Welcome Page: This should be the first page that the user should see when (s)he enters the External Service from the Circa home page. The welcome page should be a partial URL (Default value: '/index.html') [valid values: all characters]
    • Request Method: The welcome page will be accessed from Circa home page, using a valid HTTP request method (GET or POST). Specify the HTTP request method that will be used. [valid values: predefined values]
    • Ranking: Public: Users will access the external service information over HTTP mode. Internal: Users will access the external service information over HTTPS mode. SSL will not be used in case that the user is accessing CIRCA from the Intranet or VPN.

  2. Press the "Save" button and a message will appear of the form: "Configuration for external service 'XXXXX' has been saved successfully Warning: You should restart the Web Server before trying to access the External Service 'XXXXX'"


  3. Press "OK" and you will return to the External Services configuration page.

You can Modify or even Remove (Delete) an existing External Configuration. In order to do this follow the steps presented below:

  1. Press the "Edit" button to access the External Services configuration page:
  1. Modify any of the configuration fields and press the "Update" button.
    Apart from the choices you have in the "New" tab, you can "Edit" the configuration file related to the external service currently edited. In this file you can provide the configuration parameters that you would like to be passed as hidden fields to the external service web server. These values will be passed each time you access the external server using a "POST" request. Provide them as pairs 'field'='value' (e.g. name=John)


  2. Press the "Remove" button to terminate access to the External Services. You will receive a message "External Service 'XXXXX' has been deleted". Finally, press the "OK" button to return to the External Services Configuration page.

External Services - Technical Aspects

The CIRCA application has been designed to support the 'External Services' functionality. This implementation allows the CIRCA clients to access information located in other services not directly related with CIRCA.

STADIUM will be the first application to be accessed, and it is used as a typical External Service application for the development. However, CIRCA External Services are not limited to that particular application, as part of the CIRCA flexibility lies on the fact that special WWW interfaces can be developed and incorporated within the existing CIRCA functionality, addressing the particular needs of various IG members. These interfaces will be designed with the aid of PERL CGI scripts, that will provide communication between the CIRCA application servers and external applications.

Implementation

The implementation is done using CGI technologies in a set of Perl scripts (hereafter called proxy_scripts).

External Service Web Server

Typically, clients of the CIRCA (web browsers) access the CIRCA server directly or via a reverse proxy. In the case where the request of the client is "connect to an External Service", the CIRCA server acts as a reverse proxy server itself: it forwards the request through the proxy_scripts, to the External Service Web Server. Then the External Service Web Server should respond to the CIRCA server as it would respond to any web client request by providing an HTML page. After that the CIRCA server again through the proxy_script forwards the response to the CIRCA client. The same holds for every page of the External Service that is accessed by the CIRCA client afterwards.

The authentication mechanism

As far as security is concerned we distinguish three cases:

  1. The External Service Web Server requires HTTP type user authentication. In this case the proxy_script will pass the CIRCA HTTP authentication information to the External Service Web Server.s


  2. The External Service Web Server authenticates the user using the POST method (this is the particular case for the STADIUM application). In this case the CIRCA authentication information is passed with a POST request, from the point that the client accesses the external service through the proxy_script to the External Service Web Server.


  3. The External Service Web Server requires no authentication. In this case, for security reasons, the External Service Web Server should have been configured to provide access ONLY to the CIRCA server - not other web clients.

In any case, the CIRCA users will authenticate themselves only once through the CIRCA authentication form and no additional information will be requested from the users during the External Service access.

External Services Requirements

The CIRCA requirement for the External Service is that it is a valid web application accessible via the HTTP protocol.

The External Service may or may not require authentication, and the above mentioned methods are supported.

If the External Service does require access authentication from the CIRCA server, appropriate username(s) and password(s) need to be made available to the CIRCA server.

The External Service may or may not be accessible directly (i.e. not via the CIRCA server). In the later case of course the CIRCA server cannot guarantee authenticated access to the External Service.

The CIRCA server, when acting as a reverse proxy, provides transparent access to the External Service. This means that the client does not see the URLs identifying the server hosting the External Service. So, the HTML pages available by the External Service should not refer directly by name or IP to the server hosting the External Service, i.e. all URLs should be relative, not absolute.

External Services- Added Value

Such a service within the traditional CIRCA functionality provides an added value because:

  • The External Services can be accessible through a single point of entry via a WEB interface,
  • The External Services can be accessible via the already familiar specific GUI, and finally
  • The CIRCA authentication mechanism will also apply to the external services access.
  • A schematic representation of how the CIRCA Interface to External Services (databases) is implemented is presented herebelow.

    Interest Group Log Files

    1. Select the "Interest Group Log Files" link to view the Log Files


    2. Provide the following information:
      • Date argument at the "View log data from" [valid values: it must be of the format dd/mm/yyyy (only numbers and /), values in the range 01/01/1901 - 31/12/2037] and "until" fields [valid values: it must be of the format dd/mm/yyyy (only numbers and /), values in the range 01/01/1901 - 31/12/2037].


      • Set the "Number of entries" to be returned on your screen [valid values: it must be a number (digit)].


      • Provide a data argument for the "List entries containing" field [valid values: all characters] in order to restrict the log entries only to those containing the given argument.


      • Provide a data argument for the "Do not show entries containing" field [valid values: all characters] in order to restrict the log entries only to those not containing the given argument.

      These data will be used to automatically query the system Log file entries (stored on the server) and extract information on all actions performed by Interest Group members and match your search criteria.


    3. Press the "View" button to view the requested information on-line (html page). You will be automatically prompted to a table with "dates", "user", "actions", and "info" on each action performed by the user that matches your criteria.


    4. Press the "Download" button to automatically download the query result. The downloaded file can be further processed using a spreadsheet application (e.g. MS Excel).

    An example of Log file view is depicted below.

    DateUserActionInfo
    07/Aug/2000:12:16:16 +0300lykourgiLIB_DELETE/data/a/007_2_gif
    07/Aug/2000:12:17:18 +0300lykourgiLIB_UPLOAD/data/a/waben_gif/_EN_1.0_
    07/Aug/2000:12:17:19 +0300lykourgiLIB_NOTIFY_INFO/data/a/waben_gif/_EN_1.0_: eurodyn
    07/Aug/2000:17:39:45 +0300eurodynSDIR_USR_UPDATEDlykourgi

    A detailed list of the possible actions along with a description is presented within the following table.

    ActionDescription
    ADD_USER_TO_APPLICANTS ERROR: Cannot add user entry to applications for IG member list because cannot tie with appropriate DB
    ADM_ACCESS IG Administrator access request
    ADM_CLASS_CREATE IG Administrator has created a new user profile (Followed by: profile name, permissions per service)
    ADM_CLASS_DELETE IG Administrator has deleted a user profile (Followed by: profile name)
    ADM_CLASS_EXPORT_EN IG Administrator has exported a user profile (Followed by: profile name)
    ADM_CLASS_EXPORT_DIS IG Administrator has canceled the export of a user profile (Followed by: profile name)
    ADM_CLASS_IMPORT IG Administrator has imported a user profile (Followed by: source IGname, imported profile name, permissions per service)
    ADM_CLASS_UPDATE_PERM IG Administrator has changed the permissions of a user profile (Followed by: profile name, new permissions per service)
    ADM_CLASS_UPDATE_TITLE IG Administrator has changed the names of a multilingual user profile (Followed by: new profile names per supported language)
    ADM_CONTROL_SERVICES IG Administrator has modified the availability (enable/disable) of the IG Service
    ADM_CONTROL_SERVICES:ERROR ERROR: Failed to store to appropriate file the IG Services availability modifications performed by the IG Admin
    ADM_CUSTOMIZE IG Administrator's modifications have been successfully stored
    ADM_UPLOAD_ICON The icon has been successfully uploaded on the IG Administrator's request
    BULK_MODIFY_CLASS Bulk modification of IG Profile performed (Followed by a list of the members' IDs that it affects)
    DIR_ACCESS Directory Service Access followed by the exact URL request
    DIR_ACL_UPDATE Directory Service Access Control List Modification (Followed by: the updated item)
    DIR_NEW_MEMBER Successfully added the Who is who user as member to the specified IG (Followed by: the user ID)
    DISABLE_REPLICATION Replication of local NG has been disabled (Followed by: the local NG (Remote Server:: the remote host: the remote port))
    ENABLE_REPLICATION Replication of local NG has been enabled (Followed by: the local NG (Remote Server:: the remote host: the remote port))
    ENTER_USER_IN_LOGDIR_FAILED ERROR: Cannot access users' log directory DB file to find the IG membership applications because cannot tie with appropriate DB
    IG_ACCESS IG access request
    INF_ACCESS Information Service access request
    INF_ACL_UPDATE Information Service Access Control List Modification (Followed by: the updated item)
    INF_CREATE_ENTRY_POINT Successful creation of internal or external link in Information Service (Followed by: the link's path)
    INF_CREATE_ENTRY_POINT_ERROR ERROR: The requested internal or external link in Information Service was not created (because either internal selected file did not exist or external destination link is not valid) (Followed by: link's path (reason-of-failure message))
    INF_DELETE Successfully deleted an unreferenced link to local file from the Information Service (Followed by: link's URL path)
    INF_DELETE_ENTRY_POINT Selected Information Services entry has been successfully deleted (Followed by: the entry's name)
    INF_DOWNLOAD Information Service page download (Followed by: the doc's URL)
    INF_LISTUNREF Number of unreferenced Information Service local entry links found (Followed by: the number of unref. local links)
    INF_UPLOAD Information Service page download (Followed by: the page's path/page's filename)
    LIB_ACCESS Library Service access request
    LIB_ACL_UPDATE Library Service Access Control List Modification (Followed by: the updated item)
    LIB_AUTO_UPLOAD Library Service Auto (Bulk) Upload of document(s) (Followed by: the destination path)
    LIB_AUTO_UPLOAD_DISABLED Disable (remove an existing crontab entry) the specified entry for Auto (Bulk) Upload of document(s) within the Library Service (Followed by: the destination path)
    LIB_AUTO_UPLOAD_ENABLED Enable (add a new crontab entry) the specified entry for Auto (Bulk) Upload of document(s) within the Library Service (Followed by: the destination path)
    LIB_AUTO_UPLOAD_FAILED ERROR: Failed to properly execute the Auto (Bulk) Upload mechanism in its entirety (Followed by: the destination path)
    LIB_BULK_DOWNLOAD Successfully bulk downloaded the selected set of documents and/or (sub)section(s) (Followed by: the items' path)
    LIB_BULK_DOWNLOAD_FAILED ERROR: Cannot bulk download the selected set of documents and/or (sub)section(s) (usually if a chosen file is found to be unreadable or the Email Service has been disabled by the IG Leader) (Followed by: filename path: Unreadable filename(In the former case))
    LIB_BULK_EMAIL Successfully sent the selected document(s) and/or (sub)section(s)
    LIB_BULK_EMAIL_FAILED ERROR: Cannot send the selected document(s) and/or (sub)section(s) via email to user that has placed the request (because either the email address of the user does not exist or a different internal error) (Followed by: Either:No email for user userID or the reason-of-failure message)
    LIB_BULK_UPLOAD ERROR: Library Service download clean-up mechanism failed to execute (Followed by: the reason-of-failure message)
    LIB_CHECKOUT Library Service selected document has been successfully checked out (Followed by: items' path)
    LIB_CHECKOUT_FAILED ERROR: Library Service document checkout failed (Followed by: the item's path)
    LIB_DELETE Library Service selected document(s) and/or (sub)section(s) have been successfully deleted (Followed by: items' path)
    LIB_DELETE_FAILED ERROR: Library Service selected document(s) and/or (sub)section(s) have not been successfully deleted (Followed by: the item's path Reason: reason-of-failure message)
    LIB_DISABLE_SHARING_FAILED ERROR: The attempt for disabling a library section from being shared has failed Because cannot tie with the appropriate DB
    LIB_DOWNLOAD Successfully fulfilled a user's request about downloading an item from the Library Service (Followed by: the item's path)
    LIB_EMAIL Sent the Library Service document via email (Followed by: the item's path)
    LIB_EMAIL_COMPRESSED Sent the Library Service document via email in compressed format (Followed by: the item's path)
    LIB_EMAIL_FAILED ERROR: Failed to send the Library Service document via email (Followed by: the item's path Error: reason-of-failure message)
    LIB_ENABLE_SHARING The request for making a library section shared has been successfully satisfied (Followed by section's key)
    LIB_ENABLE_SHARING_FAILED ERROR: The attempt for enabling a library section to be shared has failed Because cannot tie with the appropriate DB
    LIB_KEYWORD_ADD Library Service keywords list updated with a new entry (Followed by: the new keyword entry)
    LIB_COPY A Library Service document has been copied (Followed by: the item's path)
    LIB_MOVE A Library Service document has been moved (Followed by: the item's path)
    LIB_MODIFY Library Service document pool modification (metadata and/or document itself) has occurred (Followed by: the item's path)
    LIB_NEW_SECTION Library Service new (sub)section has been successfully created (Followed by: the section's path)
    LIB_NEW_SECTION_FAILED ERROR: Could not create new library section object (Followed by: the section's title in the parent destination path)
    LIB_NEW_VM_SECTION Library Service new Virtual Meeting (sub)section has been successfully created (Followed by: the section's path)
    LIB_NOTIFICATIONS Library Service (sub)section notifications' list has been successfully updated (Followed by: the section: comma separated list of user IDs)
    LIB_NOTIFY_AUTOUP_FAILURE_FAILED ERROR: Failed to notify the IG user that his/her auto-upload mechanism has failed to execute
    LIB_NOTIFY_AUTOUP_FAILURE_SUCCEDED Successfully notified the IG user that his/her auto-upload mechanism has failed to execute
    LIB_NOTIFY_AUTOUPDATE Notification's daily maintenance process has removed a library notification. (Followed by: username/profilename owning notification, library section and reason of removal.)
    LIB_NOTIFY_DOWNLOAD Successfully notified the subscribed IG members that a new document has been upload to a (sub)section by also attaching the actual document onto each such email (Followed by: the doc's path: comma separated list of user IDs)
    LIB_NOTIFY_DOWNLOAD_FAILED ERROR: Failed to notify the subscribed IG members that a new document has been upload to a (sub)section by also attaching the actual document onto each such email (Followed by: the doc's path: reason-of-failure message)
    LIB_NOTIFY_INFO Successfully notified the subscribed IG members that a new document has been upload to a (sub)section (Followed by: the doc's path: comma separated list of user IDs)
    LIB_NOTIFY_INFO_FAILED ERROR: Failed to notify the subscribed IG members that a new document has been upload to a (sub)section (Followed by: the doc's path: reason-of-failure message)
    LIB_POSTING An article has been posted to a document-discussion newsgroup.
    LIB_SHARE_SECTION Successfully made the selected Library Service (sub)section shared (Followed by: the section's name)
    LIB_UNLOCK Successfully unlocked a document without modifying it (Followed by: the doc's path)
    LIB_UPLOAD Successfully uploaded a document to a document pool (Followed by: the doc's path)
    LIB_UPLOAD_FAILED ERROR: Failed to upload a document to a document pool (Followed by: the reason-of-failure message)
    LIB_VIEW_HISTORY Library Service (sub)section history view request (Followed by: the section's path)
    MAI_ACCESS Email Service access request
    MAI_ACCESS_DENIED ERROR: User does not have access in the desired newsgroup to get article(s) (Followed by: the NG URL path)
    MAI_NO_SUCH_USER ERROR: Email Service reported that the selected user does not exist within Who is who (Followed by: the user ID)
    MAI_POSTING An article has been posted to a newsgroup using the E-Mail service.
    MAI_SEND_FILE Email Service has successfully sent the requested file
    MEE_ACCESS Meetings Service access request
    MIR_ERROR Mirroring failed (Followed by: the reason-of-failure message)
    MIR_SERVER Mirroring Server has successfully sent the data (Followed by: (URL top/ IG name) to target name, data sent OK)
    MIR_TARGET Message received by the mirroring target
    NEW_ACCESS Newsgroups Service access request
    NEW_ACL_UPDATE Newsgroups Service Access Control List Modification (Followed by: the updated item)
    NEW_ARTICLE_APPROVED The posted article has been approved by the NG moderator (Followed by: the NG name:NG article)
    NEW_ARTICLE_MODERATED The posted article has been moderated by the NG moderator (Followed by: the NG name:NG article)
    NEW_CREATE Successfully created a new local or remote Newsgroup (Followed by: the NG name)
    NEW_DELETE Successfully deleted an existing local or remote Newsgroup entry (Followed by: the NG title)
    NEW_DELETE_ARTICLE Successfully deleted an existing local Newsgroup article (Followed by: the article's ID)
    NEW_DOWNLOAD Successfully downloaded an article of a Newsgroup (Followed by: the article's num)
    NEW_ATTACHMENT_DOWNLOAD Successfully downloaded an attachment of an existing Newsgroup article (Followed by: the article's num: attachment name)
    NEW_EMAIL Sent the Newsgroup Service article via email (Followed by: the article's num)
    NEW_EMAIL_FAILED ERROR: Failed to send the Newsgroup Service article via email (Followed by: the article's path Error: reason-of-failure message)
    NEW_MODIFY Successfully stored the attributes update of a specified Newsgroup (Followed by: the NG name)
    NEW_NOTIFICATIONS Newsgroups Service local Newsgroup notifications' list has been successfully updated (Followed by: the NG name: comma separated list of user IDs)
    NEW_NOTIFY_AUTOUPDATE Notification's daily maintenance process has removed a newsgroup notification. (Followed by: username/profilename owning notification, newsgroup name and reason of removal.)
    NEW_POSTING An article has been posted to a newsgroup.
    SDIR_NEW_USR_CREATED New user entry has been successfully created within the Who is who (Followed by: the user ID)
    SDIR_SELF_REG_USR_CREATED New user entry has been successfully created within the Who is who through the Sign up Procedure (Followed by: the user ID)
    SDIR_USR_CHNG_PASS When an email with initial username and password is sent to user due to Sign up procedure (Followed by: the user ID)
    SDIR_USR_REQ_NEW_PASS When a user has been forced and successfully changed his/her password after that has expired (Followed by: the user ID)
    SDIR_USR_UPDATED User data in Who is who have successfully been updated (Followed by:the user ID)
    SEA_ACCESS Search Service access request
    SEA_REINDEX Inform whether Search Engine ReIndexing has started, successfully finished, or prematurely stopped (Followed by: the equivalent message)
    SEA_REINDEX_ERROR ERROR: Search Engine ReIndexing failed due to another process already running
    USER_CREATED New user entry in Who is who has been successfully created (Followed by: the user ID)

    Interest Group Disk Usage

    1. Select the "Interest Group Disk Usage" link to access the "Disk Usage" page and check the disk space used by your IG. You will automatically be presented with a table displaying the following information:
      • Date & Time of your request
      • The data volume on a per Interest Group Service basis:
        • Information
        • Library
        • Meetings
        • Newsgroups
        • Total
      • General Information on Disk availability:
        • Quota (as defined by the CIRCA administrator)
        • Capacity
        • Available
        • Available space on system disk
        • Minimum system disk space required for data upload

    2. Press the "Exit" button to return to the Administration Home Index page.

    IG Customisations

    You can customise a number of IG attributes as follows:

    • Interest Group Title
    • Interest Group Description
    • Interest Group Contact Information
    • Library Keywords List
    • Configuration File
    • Library Document Attributes
    • Library Email Notification Attributes
    • Upload Icon
    • Web Templates Configuration

    Customise Interest Group Title

    1. Select the "Interest Group Title" link, under the Customisation options, to access the Customisation page. You will automatically be prompted to a web form that contains the current Title of the Interest Group and the Data Language of the edited title. Select (if appropriate) the Language by making the appropriate selection from the predefined values at the Change Language field.
    2. Modify the IG Title as appropriate. [valid values: all characters]
    3. Press "Save" to save changes. The previous title is also saved as a backup.
    4. Press "Exit" to return to the Administration menu.
    5. Press "Reload" to discard your changes.

    Customise Interest Group Description

    1. Select the "Interest Group Description" link to access the Customisation page. You will automatically be prompted to a web form that contains the current Description of the Interest Group and the Data Language of the edited file.
    2. Modify the text of the IG Description [valid values: all characters].
    3. Press "Save" to saves changes while keeping the original file as a backup.
    4. Press "Exit" to return to the Administration menu.
    5. Press "Reload" to discard your changes.
    6. Press the "Load Backup" button to loads the backup file (if the backup is available).

    Customise Contact Information

    1. Select the "Interest Group Contact Information" link to access the Customisation page. You will automatically be prompted to a web form that contains the current Interest Group Contact Information and the Data Language of the edited file. Select the Language by making the appropriate selection from the predefined values at the Change Language field.
    2. Modify the Contact information accordingly [valid values: all characters].
    3. Press "Save" to saves changes while keeping the original file as backup
    4. Press "Exit" to return to the Administration menu.
    5. Press "Reload" to discard your changes.
    6. Press the "Load Backup" button to load the backup file (if the backup is available)

    Customize Library Keywords

    1. Select the "Library Keywords List" link under the Customisation options to access the Customisation page. You will be prompted to a web form that contains the list of keywords. These keywords will be available throughout the various IG services and associated functionalities, in particular the Library service and the Search service. Select the Language by making the appropriate selection from the predefined values at the Change Language field. Through a parameter in the configuration file (see section below), a Leader can force members that upload a document in the library, to choose the keywords from this list of keywords.
    2. Edit and Modify the list of Keywords [valid values: all characters].
    3. Press "Save" to saves changes while keeping the original file as a backup.
    4. Press "Exit" to return to the Administration menu.
    5. Press "Reload" to discard your changes.
    6. Press the "Load Backup" button to load the backup file (if the backup is available).

    Customise the Configuration File

    1. Select the "Configuration File" link under the Customisation option to access the configuration file associated with this particular IG. You will automatically be prompted to a web form containing the current Interest Group configuration variables, similar to the one presented below [valid values: all characters] :
      # CIRCA v3.1
      # Configuration/Customization File
      # Each line contains a variable and it's definition
      # Lines starting with # are comments
      # Any new variable definitions will be silently ignored. 
      
      # The logo icon, located in the graphics directory within
      # the interest group home directory
      LOGO_ICON=ig_logo.gif 
      
      # Administrative purpose emails should be sent to
      ADMIN_EMAIL=circasupport@cec.eu.int 
      
      # Comments for this IG should be sent to
      COMMENTS_EMAIL=circasupport@cec.eu.int 
      
      # Support email-address.
      #HELPDESK_EMAIL=circasupport@cec.eu.int 
      
      # Maximum size of a file that can be sent via email
      # without compression (in bytes)
      MAX_UNZIPPED_SIZE=500000 
      
      # Add keywords provided during document upload in the Keyword DB
      #ADD_KEYWORDS=1 
      
      # Log read access of IG pages
      #LOG_ACCESS=1 
      
      # Send notifications when a library document is moved
      # to another section
      #NOTIFY_ON_MOVE=1 
      
      # Send notifications when a library document is copied
      # to another section
      #NOTIFY_ON_COPY=1 
      
      # Customized information service main page
      # (entry points listing)
      #INFO_INDEX=/info_main.html 
      
      # Customized Interest Group home page
      #HOME_INDEX=/home_page.html 
      
      # Default Class Identifier to be used when adding Members
      # in the Directory
      DEFAULT_CLASS_ID=1 
      
      # Allows document uploads in Library via e-mail
      # (Web or external initialization)
      #EMAIL_UP=1 
      
      # Number of days the 'new' icon stays by a new library
      # document
      #NEW_DATA=1 
      
      # The number of IG  items that are presented to 
      # public users. NEW_ITEMS variables affects only the "What's
      # new" list of public user. The number of items that are
      # presented to register users is equal or less than "Max shown"
      # in their "Search" preferences.
      NEW_ITEMS=10
      
      # Defines, in days, what the system should consider as new
      # in IG home page. If it is not defined, the value that system
      # is using is 7 (days).
      WHATSNEW_TIME=7 
      
      # The expiration time of Interest Group home page in minutes
      #IG_HOME_EXPIRATION_TIME=120 
      
      # If this variable is set to 1 any download of Library
      #documents via Email is disabled. This affects the
      #detailed Library listing, the notifications and the
      #Email Interface.
      DISABLE_EMAIL_DOWNLOAD=0 
      
      The afore-mentioned configuration variables are described below:
    • LOGO_ICON=ig_logo.gif
      Insert after the equal sign, the filename of the image that you intend to use as icon for this particular IG, i.e. the icon that appears on the top right corner of every page. Note that the field is case sensitive. Keep in mind that you must first upload an image at the image repository of the IG prior to configuring the LOGO_ICON variable to point to it. This procedure is described in the section 'Customise the IG icon' below.


    • ADMIN_EMAIL=circa_admin@hostname.domain
      Set this E-mail address to point to the CIRCA Administrator or Interest Group Leader. This address will be used by the server to send mails related to the management of the Interest Group instance. The Leader will be notified when disk quotas for this Interest Group have been exceeded, and when there are pending membership applications to the Interest Group by Sign up users (See Applications for Membership section bellow).


    • COMMENTS_EMAIL=ig_leader@hostname.domain
      Set this E-mail address to point to the Interest Group Leader. This E-mail address is associated with the feedback and comments link at the bottom of every page of the IG and it is intended to provide an easy communication means between Members and their Leader, as the Leader shall provide a first level support to his IG membership.


    • HELPDESK_EMAIL=circasupport@cec.eu.int
      This option enables the IG Leader to set the E-mail address for the CIRCA Help Desk, where users can request assistance from the helpdesk. By default, this variable is commented out and is set in the logical CIRCA configuration file. If you want to override the logical CIRCA HelpDesk email address for a particular Interest Group you should uncomment this entry. HELPDESK_EMAIL parameter is associated with the technical support link at the bottom of every IG page.


    • MAX_UNZIPPED_SIZE=500000
      This setting defines the size in bytes above which documents will be automatically compressed before being sent to the intended recipients (in Library download). This implies that the recipient must have a compression/decompression utility (e.g. WinZip) to further process the incoming file. We would advise to lower this setting from 500Kbytes to a lower value if your Interest Group contain members with slow performances (such as dial-up Internet connections).


    • ADD_KEYWORDS=1
      Set to "1" to allow your members to add keywords to the list of keywords set by the Leader (see above) during document upload. Set to "0" if you do not want users to add keywords to the database. To activate this feature simply remove the # sign before the ADD_KEYWORDS field and request to save your changes.


    • LOG_ACCESS=1
      Set to "1" to log any access by the Interest Group Members. Set to "0" to force the system not to keep access log information (access log information does not include a download action on CIRCA). To activate this feature simply remove the # sign before the LOG_ACCESS field and request to save your changes.


    • NOTIFY_ON_MOVE=1
      Set to "1" if CIRCA shall send notifications when a library document is moved to another section. Set to "0" if notification has not to be sent. To activate this feature simply remove the # sign before the NOTIFY_ON_MOVE field and request to save your changes.


    • NOTIFY_ON_COPY=1
      Set to "1" if CIRCA shall send notifications when a library document is copied to another section. Set to "0" if notifications have not to be sent. To activate this feature simply remove the # sign before the NOTIFY_ON_COPY field and request to save your changes.


    • INFO_INDEX=/info_main.html
      You can customize the information service main page (the page that lists the links to the information pages). Simply modify the filename entry info_main.html to a new file name. This will automatically become the Information Service Home page rather than the default information service entry page. Note that the new file should be uploaded (in the Information section) or exist prior to make this modification. To activate this feature simply remove the # sign before the INFO_INDEX field and request to save your changes.


    • HOME_INDEX=/home_page.html
      You can customize your Interest Group home page (e.g. to render it more attractive or to provide access to other links). Simply modify the filename entry home_page.html to a new file. This will automatically become the Interest Group Home page rather than the default one. Note that the new file should be uploaded (in the Information section) or exist prior to apply the modification. To activate this feature simply remove the # sign before the HOME_INDEX field and request to save your changes.


    • DEFAULT_CLASS_ID=1
      This value is used by CIRCA, when Administrators or Leaders add Users (or modify users membership) to a specific Interest Group. It specifies the default value of various "Profile" pop-up menus. It is useful to be set to the Profile id of the most frequently used Profile of the Interest Group.

      The ID of a Profile is the order that the Profile appears in the "Directory Access Profiles" List in the User Access Profiles Page, starting counting from zero.

    • EMAIL_UP=1
      This should be set to "1" to allow your members to upload documents in the Library via e-mail.


    • NEW_DATA=1
      Specify here the number of days a library entry shall be considered as ‘new’, i.e. the number of days the ‘new’ icon will remain next to the document entry.


    • NEW_ITEMS=10
      Defines the number of items that will be presented to public users under the "What's New" section (if public user have access to an IG). The actual value that is used is NEW_ITEMS/2 items per service table.


    • WHATSNEW_TIME=7
      Determines, in days, what the system should consider as new in the IG home page. If this attribute is not defined, the default value which the system uses, is 7 (days) i.e. any documents, information, data more recent than 7 days, will be listed in the 'What's new' section in the home page.

      It is mentioned that the "What's new" tables are not updated automatically (except from Library data table) when data in the Interest Group are altered (i.e. Information documents are uploaded/deleted, or new articles are posted at Newsgroups). The Interest Group must be re-indexed in order to update the documents appear in the "What's new" table. See "Re-index Search Database" section below for a description of the re-indexing mechanism.

    • IG_HOME_EXPIRATION_TIME=120
      Specifies the expiration time of the home page in minutes. The minimum value for expiration time is configurable at the UNIX level ("min"). If IG_HOME_EXPIRATION_TIME is not set or is smaller than the "min" value, then the "min" will be used.


    • DISABLE_EMAIL_DOWNLOAD=0
      Specifies if Library documents can be transferred via E-mail. If set to 1 the 'Send via Email' and 'Upload via Email' will be disabled. Also Library notifications and Email interface will be affected. Email notifications, sent to subscribed for download users, will not have the any documents attached to them and download documents through the 'Email Interface' will be disabled.


    • DISABLE_AUTO_UPLOAD_WARNINGS=0
      Specifies if the user who has initiated an automatic document upload in the library service should receive notification by email in case that the auto-upload fails. If set to 1 the auto-upload initiate users do not receive such notifications.


    • NEWS_SERVICE_ORDER=INF,LIB,DIR,MEE,NEW,ROL
      Specifies the order of services found in the what's new list. If this variable is not defined, the default value used, i.e. INFormation, LIBrary, DIRectory, MEEtings, NEWsgroups and ROLes. To activate this feature simply remove the # sign before the NEWS_SERVICE_ORDER field and request to save your changes.


    • EMAIL_HEADERS=1
      Insert the above line in the configuration file if you would like to have the ability to define the header and the footer of each email that users send via the E-mail service of CIRCA. This can be achieved if you access the "Email Message Header" and "Email Message Footer" links respectively, under the Customisation options.


    • NEWS_HEADERS=1
      Insert the above line in the configuration file if you would like to have the ability to define the header and the footer of each posting of the Newsgroups service. This can be achieved if you access the "News Message Header" and "News Message Footer" links respectively, under the Customisation options. These customisations will take effect after the next CIRCA restarting.


    • WF_CONTACT_EMAIL=1
      Insert the above line in the configuration file if you would like to have the ability to use the sendmail script of CIRCA for free email form submission. The action of the form should be defined like the following: <FORM action=/Public/irc/CIRCA_NAME/IG_NAME/sendmail.pl method=POST>
      In addition, the following hidden parameters must be provided:
      • <INPUT type=hidden name='formail' value = '1'>
      • <INPUT type=hidden name='__SUBJECT__' value = 'PUT YOUR SUBJECT HERE'>
      • <INPUT type=hidden name='return_to' value='http://hostname.domain:port/CIRCA_NAME'>
      The use of this variable will have an effect only if the site level variable $FORM_MAIL has been set to 1.
    1. Press "Save" to saves changes while keeping the original configuration file as a backup.


    2. Press "Exit" to return to the Administration menu.


    3. Press "Reload" to discard your changes.


    4. Press the "Load Backup" button to load the backup file (if the backup file exists).


    Your modifications are activated immediately. For example, if you have changed the Interest Group logo icon, you can reload the page in order for the change to take effect.

    Customise Library Document Attributes

    1. Select the "Library Document Attributes" link to access the Customisation page. You will be prompted to the attribute customisation file. This feature allows you to add your own new metadata (attribute) fields so that when uploading a document in the Library, this new metadata field has to be completed as well. Read carefully the instruction provided in the form. Any line starting with the # character is treated as comment [valid values: all characters].
      # CONFIGURABLE LIBRARY ATTRIBUTES  
      # The attribute keyword should contain only one word.
      # If it is a new user-defined attribute, then it must
      # be named as attr1, attr2,..., attr5 (the user can
      # add up to 5 custom attributes).
      # e.g.
      # ATTRIBUTE  TYPE       EN       DE                  FR
      # attr1            textarea  Notes  Anmerkungen  Notes
      # Provide the attribute type under the category TYPE.
      # The supported types are: textarea, textfield, datefield, selection, picklist
      # Provide the linguistic descriptions of the attribute in all
      # supported languages, under the language indicator category.
      # A linguistic description may be space separated, provided
      # that the description is included in double quotes (").
      # For each attribute that is  of type selection, provide the
      # attribute data values, under the data indicator category (DATA).
      # The data values must be comma separated (,) and be included
      # in double quotes (").
      # For each attribute that is of type picklist, provide the HTTP or FTP URL 
      # pointing to a text file with a line-separated word list, under the data 
      # indicator category (DATA). An optional port number may be given, by adding a 
      # colon and the port number itself right after the hostname in the URL. In case 
      # of a FTP URL a username and password may be also given (separated by commas) 
      # right after the URL. 
      # e.g. http://server.eu.int:8080/www/picklist.txt 
      # "ftp://ftp.eu.int:621/docs/picklist.txt,username,password" 
      
      ATTRIBUTE TYPE      EN           DE               FR                  DATA
      dcterms_abstract   textarea  Abstract     Zusammenfassung  Resume
      dcterms_references textfield Reference    Referenz         Reference
      cwcirca_status     selection Status       Status           Statut              "Draft,Final,Released"
      dcterms_issued     datefield "Issue Date" Erstellungsdatum "Date de Publication"
      attr1     picklist  Example      Beispiel         Example             http://server.eu.int:8080/www/picklist.txt
      
    2. "Modify" or even "Delete" any of these document attributes, in any language, as appropriate. The changes will be automatically reflected in the "Document Upload" form (i.e. any member uploading a new document will see the new attribute appearing in the upload form). In addition, any modifications you apply here have to be reflected as well in the "Index Template" used for the bulk upload process of documents. if not, the index template for bulk upload will not work. (see the bulk upload section in CIRCA user manual document).


    3. To add more attributes the user needs to add more lines (one for each new attribute). The system currently can support up to five (5) new user defined attributes, with each one having to be named as: attr1 to attr5. The type as well as the linguistic versions of the attribute title can be appropriately specified complying to the afore-mentioned rules.


    4. Press "Save" to save changes while keeping the original file as a backup.


    5. Press "Exit" to return to the Administration menu


    6. Press "Reload" to discard your changes


    7. Press the "Load Backup" button to load the backup file. (if the backup file is available)

    Customise Library Table Listing Attributes

    Using this functionality you can specify which of the library document attributes will appear as columns in the Library service document table listing. To specify the attributes follow these steps:

    1. Select the "Library Table Listing Attributes" option under the Customisation options to access the corresponding page.


    2. The new page contains a table with two columns. The left column lists all the library document attributes. A check mark next to an attribute denotes that this attribute is enabled and will be shown in the Library service document table listing. Modify these settings according to your preferences.


    3. The right column has a table with all the checked document attributes in the left column. This table shows the order that the selected attributes will appear on the Library document table listing. The upper an attribute is in the list the more to the left it will appear in the Library document table listing. Modify this order by selecting an attribute from the table list and then move it up or down with the two arrows.


    4. Press the "Apply" button to save the changes or press the "Exit" button to exit without saving.

    Customise Library Email Notification Attributes

    An IG Leader can specify attributes that can be put in the email notification messages, including the IG-defined library attributes. The default attributes will still be used. To specify the attributes follow these steps:

    1. Select the "Library Email Notification Attributes" option under the Customisation options to access the corresponding page.


    2. Select an "attribute" from the drop-down selection list of attributes.


    3. Press the "Add" button to place the attribute name in the text area. The text area shows the contents of the configuration file (all the additional attributes).


    4. Click the mouse over the text area and move the cursor up and down to delete any unwanted attributes.


    5. Press the "Save" button to save the changes in a configuration file.

    The "Reload" button will load in the text area the contents of the current configuration file.
    The "Load Backup" button will load in the text area the contents of the previous configuration file.

    Customise IG Icons

    Upload icons

    1. Select the "Upload Icon" option under the Customisation options to access the icon upload page [valid values: all characters except &, (, ), [, ], ‘, “, <, >].


    2. Prepare an icon in JPG or GIF format for uploading. Browse to select it


    3. Press the "Upload" button to upload the image. You will be prompted to a new page informing you that the selected image has been uploaded.


    4. Press the "OK" button to return to the IG Administration Index page.
    The new icon will be uploaded in the UNIX file system and can be retrieved by the URL of any web page in the specific Interest Group under the path /irc/<CIRCA_NAME>/<IG_NAME>Icons/. <CIRCA_NAME> and <IG_NAME> are the first and the second names found after /Members/irc string respectively.
    For example, if the URL of the "Customise the IG Icon" form is: http://circahost.com/Members/irc/v3_x/ig_v3_x/igadmin?fn=icon_upload the <CIRCA_NAME> is v3_x and the <IG_NAME> is ig_v3_x

    The Interest Group Icon is displayed next to the Interest Group Services toolbar at the top of every page.

    Delete IG icons

    1. Select the "Upload Icon" option under the Customisation options to access the icon upload page.


    2. Select one or more of the uploaded icons by checking it on the left of the icon image.


    3. Press the "Delete" button.
    All icons that have been uploaded to this interest group are shown at the top of the Icon Upload form.

    Set icon as interest group logo

    1. Select the "Upload Icon" option under the Customisation options to access the icon upload page


    2. Select one of the uploaded icons by checking it on the left of the icon image.


    3. Press the "Set icon as interest group logo" button.

    Web Template Configuration

    Select the "Web Template Configuration" link to access the Web Template Configuration service which endorses a set of actions for administrating the Web Template of your interest group.

    The term Web Template is used to encompass the whole set of template, stylesheet and icon directories that are available to allow for the maximum configuration of a CIRCA's Graphical User Interface.

    In general, the CIRCA Administrator and interest group Leader is capable for performing CIRCA GUI customisation tasks which will eventually effect the look and feel of both the current Interest Group.

    Upon entering the Web Template Configuration service, the Administrator is presented with a form having a toolbar with three action icons:

    • The Web Templates (default on entry to this service), which provides the customisation functionality that is related with the web template files,
    • The Stylesheets, which provides the customisation functionality that is related with the stylesheet files.
    • The Icons, which provides the customisation functionality that is related with the icon files.

    The functionality of the Customisation is described below:

    • Press one of the icons on the toolbar (Web Templates, Stylesheets or Icons) to make customisations in the corresponding directory. Note that the directories Stylesheets and Icons are subdirectories of Web Templates.
    • Then select one of the actions on the panel Restore, Delete, Download, Upload.
      • Restore: To get a copy in your interest group Web Templates directory of a directory/file from the default Web Templates directory/file.
        If the labels 'Web template GUI Language' and 'Web template GUI Language' are not shown then your interest group does not have a Web Templates directory and is using the virtual circa Web Templates directory if it exists, else the default Web Templates directory.
        • Press the Restore button to get a copy of the Web Templates directory.
        Otherwise:
        • Select the language from the select box next to the label 'Web template GUI Language'.
        • Select the directory/file from the select box next to the label 'Web template file'.
        • Press the Restore button to restore the selected directory/file of the selected language.
      • Delete: To delete in your interest group Web Templates Directory a directory/file, or the whole Web Templates directory and its subdirectories (including Stylesheets and Icons).
        To delete the whole Web Template and its subdirectories, including Stylesheets and Icons:
        • Press the 'Delete All Web Templates' button.
        To delete a directory/file from your interest group Web Templates Directory:
        • Select the language from the select box next to the label 'Web template GUI Language'.
        • Select the directory/file from the select box next to the label 'Web template file'.
        • Press the Delete button to delete the selected directory/file of the selected language.
      • Download: To download from your interest group Web Templates directory a directory/file to your file system.
        • Select the language from the select box next to the label 'Web template GUI Language'.
        • Select the directory/file from the select box next to the label 'Web template file'.
        • Press the Download button to download the selected directory/file of the selected language.
      • Upload: To upload in your interest group Web Templates directory a directory/file.
        • Select the language from the select box next to the label 'Web template GUI Language'.
        • Select the directory/file from the select box next to the label 'Web template file'.
        • Press the Upload button to upload the selected directory/file of the selected language.

    Email Template Configuration

    The Email Template Configuration service allows you to customise the Email Templates used in your Interest Group. This is the repository of Email Templates in your Interest Group. This service allows you to manage these Email Template files mainly for customisations.

    • Select the "Email Template Configuration" link
    • Select one of the actions on the panel Download, Upload, Restore, Delete depending on the action you wish to make. The functionality of these actions is described with detail in the section Web Template Configuration .

    Enable/Disable Public Access

    You can "Enable" or "Disable" access to publicly available items (e.g. documents, newsgroups etc.) within your Interest Group. Items assigned to be publicly available (through the Access Control mechanism described in the CIRCA End User Manual), will automatically appear at the public section of the Interest Group and no Authorisation restrictions apply to them. This means that the entire Internet community has potentially access to the information and documents that were explicitly rendered public in your Interest Group.

    To enable or disable Public Access proceed as follows:

    1. Select the "Enable/Disable Public Access" link to access the Public Access Control page.


    2. You will be prompted to a web page with information on the existing Public Access Status (e.g. DISABLED).


    3. Press the corresponding "Enable Public Access" button to change the existing Public access status
    If you disable public access, nobody will be able to access publicly available service or service items (e.g. documents, meetings, contacts). Rendering a document public is therefore a two-step process: First, the document has to be rendered public through the Access Control functionality in the Library, and then, the Leader must enable Public Access. The Interest Group Leader has thus the full authority to allow items to become publicly available.

    Enable/Disable Registered Access

    You can "Enable" or "Disable" access to registered available items (e.g. documents, newsgroups etc.) within your Interest Group. Items assigned to be registered available, will automatically appear at the registered section of the Interest Group and no Authorisation restrictions apply to them because every Internet user can perform the Sign up procedure. This means that the entire Internet community has potentially access to the information and documents that were explicitly rendered public in your Interest Group.

    To enable or disable registered Access proceed as follows:

    1. Select the "Enable/Disable Registered Access" link to access the Registered Control page.


    2. You will be prompted to a web page with information on the existing Registered Access Status (e.g. DISABLED).


    3. Press the corresponding "Enable Registered Access" button to change the existing Registered access status
    If you disable registered access, nobody will be able to access registered available service or service items (e.g. documents, meetings, contacts). The Interest Group Leader has the full authority to give the green-light for items to become available to registered users!!!

    Specify the Profiles available in registered access control

    In the interest group application for memberships, registered users have to select a Profile that they prefer to become members. The Profile options that are presented to the user can be set at this point.

    1. Select the "Enable/Disable Registered Access" link to access the corresponding page.


    2. Under the label "Specify the Profiles available in registered access control" there is a list with all the interest group Profiles. The ones that are checked are presented to applicant users. Check the Profiles or uncheck them according to your preferences.


    3. Press the "Apply" button to save the changes.

    Notify Leaders by email

    Furthermore, from the "Enable/Disable Registered Access" form, you can specify the time of the day that the Leader will be notified about new user Sign up requests (on a daily basis). The email includes the first name, the last name and the email of the applicants.

    To do so, you should specify the time (following the hh:mm format) [valid values: only numbers and:/ the format is (two digits: two digits)] and press the “Apply” button. Note that an email will be sent to the interest group leaders only if there are any new applicant users.

    Applications for Membership

    Registered users may apply for membership in an Interest Group if "Registered" Access is enabled for this particular IG. The Leaders have ability to view (and accept or postpone,refuse,erase) any currently pending membership application, by following the steps below:

    1. Select the "Applications for Membership" link to access the Pending Membership Application page.


    2. You will be prompted to a web page with a list of all pending applications (If no pending application exists a message stating that “There are no new applicants” will be prompted instead).


    3. Choose any of the following options:
      • Postpone the approval of the application by pressing the corresponding button,
      • Refuse granting of access,
      • Erase applicant user. (The user will not be notified by email),
      • Make the applicant a member of the IG by assigning him/her to a particular access Profile.
    4. When you Refuse an application for membership to an interest group you can also enclose a comment in the refusal email notification by entering your text in the corresponding textarea.

    Re-index Search Database

    The re-indexing of the Search database takes automatically place every night. However, you may want to re-index the Search Database, in order to update search database index to the latest information you have just uploaded to the Interest group space. This means that the new Information will automatically become visible to your members through the Search Engine. To implement this follow the steps presented below:

    1. Select the "Reindex Search Database" link to access the Search Database Re-index page. You will be prompted to the following Information:
      • Last Reindex: The reindex of the Whole Site started on 26/04/1999 at 03:00:04 GMT+3 and finished successfully on 26/04/1999 at 03:00:15 GMT+3.
      • Note: Reindexing the Interest Group (XXXX:YYYYYY) will be done off-line
      • Warning: The Search Service may not function properly during the reindex process
      • Type: Select from the given drop-down menu either "Full" or "Incremental". Full re-index will recreate the entire search database. Incremental re-index will update the database only with the modifications done since the last re-index.

    2. Press the "Reindex Now" button to initiate database Re-indexing. The message "The reindex process will be started in off-line mode. Check the log files for the status of the process" will appear on your screen.


    3. Press the "OK" button to return to the IG Administration Index page.
     

    Comments

    Public, Registered and Member Users can send an Email with comments. The recipient of this Email is defined in the interest group 'Configuration File' under the label 'COMMENTS_EMAIL'.
    • Press the 'Comments' link at the footer bar.
    • Fill the Textarea with your comments text.
    • Public users will have to specify their Email Address next to the textfield with label 'Your Email Address'.
    • Press the 'Send' button.


    Technical Support

    Member Users of an interest group are allowed to request technical support.
    • Press the 'Technical Support' link at the footer bar.
    • Fill in the Subject of the Email.
    • Fill in the Body of the Email.
    • To attach a file with the Email, Press the 'Browse' button to select the file and then press the 'Attach' button.
    • Press the 'Send Message' button.