Handbook/Sites and Accounts

= Useful applications / sites =

37signals Suite
The 37signals Suite gives access to Highrise, Basecamp, Backpack and Campfire. See the sections below for more details.

Some sensitive information is stored in the 37signals Suite. Before granting anyone access, please consider: If the answer to any of these questions is 'no' or 'I'm not sure', talk to Laura James :)
 * Does this person have an up-to-date contract with the Open Knowledge Foundation?
 * Do they need to access information stored here in order to carry out their work?
 * Have I explained to this person that this information could be confidential, and should be handled carefully?
 * Am I sure I am granting them the appropriate level of permissions (e.g. access, administrative)?

To control the access of people in our 37signals Suite, visit https://okfn.suites.37signals.com/users (requires administrative access)

NB: Leavers should be removed from 37signals as soon as their contract terminates.

Highrise

 * Website - Contact management system


 * Highrise is where personal information (e.g. name, phone number, email address) about our contacts is stored.
 * ONLY people with an up-to-date contract with the OKFN should have access to Highrise.
 * On the settings page (https://okfn.highrisehq.com/users), no-one should have the 'can export' box ticked.

The Highrise Dropbox
Highrise offers a tools called Dropbox which allows you to attach emails to contacts to give your colleagues background information on a person.

How it works: Either:

Find your Dropbox mail: Login to Highrise and go to (> Settings >) My Info (top right).
 * BCC your dropbox when you send an email and the email will be attached to the person receiving the email. OR - if you forget at the time.
 * FORWARD an email to your dropbox and Highrise will find the contact who wrote the email and attach the email to that contact's page.

There is no rule about which contacts to use this for - just use your common sense. If you think that a contact is likely to be of use to someone else, simply bcc them with dropbox and make sure you tag them appropriately.

For more information on this feature, please see the 37 signals documentation.

Highrise Tags
Please try and use tags that fit into one of these categories wherever possible - let people know if you need to create a new category!


 * chapter:{NAME/type} - a member of a chapter
 * datasuite:{} TODO - remove
 * event:{NAME} - where you met a contact / which event we ran which we attended
 * lang:{NAME} - which programming language someone uses
 * loc:{LOCATION} - usually the country someone is based in. For really big places (e.g. India), may additionally want to tag with a city.
 * okfn:{advisory board}/{board}
 * org:{DO NOT USE - put company name in Company Field Instead}
 * project:{NAME OF OKFN PROJECT related with}
 * sector:{NAME} - broad area that this person works in (broader than "topic")
 * service:{NAME} - people who supply / support the OKFN infrastructure
 * skill:{NAME} - for non-volunteers, area of expertise
 * team:{NAME} - TODO - make sure up to date
 * topic:{NAME} - General topic of interest
 * vol:{NAME} - Volunteer + general area
 * wg:{NAME} - Working Group + Name

Please do ""NOT"" use tags as a way to remember who to follow up with - use "Tasks" related to an individual instead.

Basecamp

 * Basecamp Basecamp


 * Basecamp is used by certain projects, and as a task management system.
 * Some confidential information is stored in Basecamp.

To manage permissions on Basecamp, visit https://okfn.basecamphq.com/companies (requires administrative access)
 * The first thing on this page is an alphabetical list of companies. NO members of other companies should have access to private items (i.e. that box should remain unticked).
 * At the bottom of the page, you will find the profiles of people within the OKFN. Their profiles can be managed by clicking on the individual 'Edit' buttons below their names.
 * No-one should have automatic access to all new projects (i.e. make sure the box on the left is unticked).
 * A tick-list of projects is on the right of the screen. Access to other projects will vary, but in general, people should only have access to projects they are involved with. Check with Laura James if you're not sure. [NB: Even as an administrator, you will only be able to see the list of projects that you yourself have access to. Talk to Laura James if you need to manage permissions for projects for which you don't have access]
 * NB: Changes on the left and the right of the screen need to be saved separately

Campfire

 * See https://okfn.campfirenow.com/room/406005
 * This is a room for OKFN team members to gather for a chat - a virtual 'water cooler'.

Task Management
For information on how each of these is used, please ask the person doing your induction.

Trac

 * Website - Main Task management

Basecamp

 * Some projects also use Basecamp for task management. See above for more details.

Where do I store...?

 * Media, Photos, Videos, Large files - Please see: http://wiki.okfn.org/Media_Library#Where_should_I_put....3F
 * Documents - Generally in a Google Doc. Important Please remember to put this in the relevant collection in GDocs.

Invoicing

 * Xero - The invoicing system

Etherpads
''Pads are tools for collaboratively generated, dynamic notes during meetings. After the meeting is over, the material collected in the pad needs to move into a propoer document. Pads are *not* for storage.''
 * ckan.okfnpad.org
 * coord.okfnpad.org
 * ddj.okfnpad.org
 * ogdcamp.okfnpad.org
 * okcon.okfnpad.org
 * openbiblio.okfnpad.org
 * wdmmg.okfnpad.org

[Please add here...]
 * Notebook - The site for OKF brain dumps. Add your Monday updates here

Social networking/messaging sites
To read about how we engage with OKFN communities online, go to our Contact/Outreach Wiki page.

Media Management

 * Flickr - OKF Photostream
 * Vimeo - OKF Channel
 * YouTube - TheOKFN