Agenda2 User Manual
Contents
1. Agenda2 User Manual Agenda2 User Manual Copyright 2010 2013 Bobsoft 2 of 34 Contents 1 User Interface 2 Quick Start 3 Creating an agenda 3 1 Adding and removing categories 3 2 Adding and removing meetings 3 3 Adding and removing sessions 3 4 Adding and removing agenda items 4 Setting up a meeting 4 1 Meeting Details 4 2 Themes and participants 5 Advanced editing of agenda items 5 1 _Constraining agenda items 6 Defining the look of the agenda 6 1 Define the meeting look 6 2 Layout the sessions 6 3 Ordering the items 7 Comments and Minutes 8 Imports Exports and Archives 9 Preferences 9 1 General Preferences 9 2 Themes 9 3 Rendering 9 4 Date Time 9 5 HTML 9 6 Company Agenda2 User Manual Copyright 2010 2013 Bobsoft 10 10 10 11 12 15 15 15 17 17 19 19 20 21 23 25 26 26 26 26 26 27 27 3 of 34 9 7 Layouts 9 8 Email 10 Layouts 10 1 Introduction 10 2 Editing and creating Layouts 10 3 Basic Template Syntax 10 4 Formatters 10 5 Meeting commands 10 6 Meeting Settings Commands 10 7 Session Commands 10 8 Session Settings Commands 10 9 Agenda Item Commands Agenda2 User Manual Copyright 2010 2013 Bobsoft 27 27 28 28 28 28 30 30 31 32 33 34 4 of 34 1 User Interface Su Agenda2 2 ve Agenda Working Group Details Annual Conference 2012 gt F Telecons Name Da2. New Meeting 1 Import Selected Restore Backup Agenda2 User Manual Copyright 2010 2013 Bobsoft 25 of 34 9 Preferences Agendaz is highly configurable and a lot of this lies in the application preferences To open the preferences click the Agenda2 gt Preferences menu 00o General Add default themes to new meetings Default themes applied to new agenda items M Add session to new meetings TreeView Icon Size a Color Name Presentation Discussion Break Spacer small med large Default Day Start Time 08 00AM Default Day End Time 05 00 PM 3 M Apply default themes to new items Defaults themes named Presentation Discussion Break and Spacer will be set to the corresponding new agenda items if the themes exist 9 1 General Preferences Under the General preferences tab you can select some default behaviour of the application for example whether or not the default themes See below are added to new meetings the default start and end time for a day and so on 9 2 Themes The themes defined here will be present in new meetings if the appropriate setting is made in the General preferences Themes can have any name you want but there are 4 special names Presentation Discussion Break and Spacer which will be applied by default to new items of those types 9 3 Rendering Under the Rendering tab you can set some of the default view settings
3. times session sessionSettings colorByTheme S Command Description pesones nations O session sessionSettings includeLocation T session sessionSettings includeDateTime E 10 9 Agenda item Commands item tableRow Returns a formatted HTML table row respecting the settings in Agendae item infoString Returns the information string for this agenda item ttem itemizeString Returns the itemize string for this agenda item This will be either empty a bullet a number or a time range depending on the settings item titleString Returns the title string for this agenda item item speakerString Returns the speaker string for this agenda item item durationString Returns the duration string for this agenda item
4. The second day of the spring 08 45 AM 09 30AM The state of the union A N Underling conference on Creative Agendas 09 30AM 10 00 AM Current Activities J Blogs 10 00AM 10 30AM Coffee Break 08 00 08 45 Welcome 10 30AM 12 30PM Review of last meeting All AM am 2nd __ MORONS M5 08 00 _ 08 45 Analytical P 12 30PM 02 00PM Lunch HRTOGUCTION AM AM Agendas Sprig cnn al 04 00 PM Going Forward All 08 45 _ 09 30 The state of A N 45 Who s 08 45 09 30 Dr S 04 00 PM 04 20PM Coffee Break AM ee ee AM AM eeds Ceptic 451 09 30 10 00 Current agendas gt 04 20PM 05 20PM Critical Review E AM AM Activities 2 509s 301 Forming Day 2 6 4 12 08 00 AM 05 00 PM 10 00 _ 10 30 Coffee 30 09 30 10 00 the K 30 AM AM Break AM AM perfect Smith 10 30 _ 12 30 Review of 4 1207 agenda The second day of the spring conference on Creative Agendas AM PM last meeting i 10 00 _ 10 20 Coffee 20 Lunch 90 PM PM 10 20 11 20 oe 02 00 04 00 Going ad AM am ast Al Ue PM PM Forward All 120 meeting 04 00 _ 04 20 Coffee PM PM Break gt 04 20 _ 05 20 Critical n e ee PM PM Review 45 Location Seminar Room la Review of 08 00 AM 08 45AM Analytical Agendas P Sprig 08 45AM 09 30AM Who needs agendas Dr S Ceptic 09 30AM 10 00 AM Forming the perfect agenda K Smith 10 00 AM 10 20 AM Coffee Break 10 20 AM 11 20 AM Review of last meeting All 20 I Plod 60 As well as ordering of the sessions
5. for example the location start and stop times Agenda2 User Manual Copyright 2010 2013 Bobsoft 6 of 34 3 Create a new session With the default settings Agenda2 already created a new session for you when you created your new meeting That feature can be switched off in the preferences To create a new session yourself select a meeting in the tree outline and click the New Session toolbar button or select the menu item Meeting gt New Session or use the keyboard shortcut aLt cmd N Agenda2 vy New Category 01 d ew Mention 1 Name New Session 0 N o g Location Lo Start 5 4 2013 08 00AM ii Xt End 5 4 2013 05 00 PM gt iii X Having created the new session you can then edit its name and set the location of the session this will be inherited from the meeting if the meeting has a location at the time of creating the session The start and stop time of the session will default to the start and stop time of the meeting You can edit the start and stop time either directly in the editor pane or by clicking the select button to open a graphical date time editor Agenda2 User Manual Copyright 2010 2013 Bobsoft 7 of 34 4 Add agenda items With a session selected in the tree outline the editor pane shows the various properties of a meeting session that can be edited The main property is the list of agenda items in the session This is where you add edit and arrange individual agenda i
6. for new meetings and sessions These will not affect existing meetings and sessions only new ones 9 4 Date Time The Date Time tab allows you to set the format for dates and times across all meetings including existing ones Agenda2 User Manual Copyright 2010 2013 Bobsoft 26 of 34 9 5 HTML The HTML tab presents some further default settings that will be adopted by new sessions Existing sessions will be unaffected by changes made here These settings reflect the HTML section of the session view settings discussed earlier 9 6 Company Under the Company tab you can enter a default company header title subtitle and logo which will be automatically applied to new meetings 9 7 Layouts The Layouts tab gives you access to the different layouts installed in Agendaz2 Here you can also create new layouts See the Layouts section below for further details 9 8 Email When emailing agendas you will be offered a drop down sheet which allows you to edit the email subject body text and attachments To email an agenda select the meeting in the navigation tree and click Meeting gt Email Agenda and you will see the following drop down sheet Agenda2 The default entries here can be set in the Email tab inthe preferences 4 mets Here is the agenda for lt NAME gt lt LOCATION gt Start lt START gt emes Finishes lt END gt The following tags can be used These will be rep
7. meeting The Editor area Here you have access to the content of the selected meeting of session When in display mode you have access to the display settings for meetings and sessions The Preview Panel shows a live rendered agenda for the currently selected meeting Here you can also select the layout used to generate the agenda and quickly export to html or print the agenda Agenda2 User Manual Copyright 2010 2013 Bobsoft 5 of 34 2 Quick Start 1 Create a new category Meetings can only be added to categories Io create a new category click on the New Category toolbar button or select File gt New Category or hit Shift cmd N You can then set the category name directly in the tree outline or in the editor pane Name New Category 01 Contains 0 meetings in 0 subcategories 2 Create a new meeting Having created a category a new meeting can be added to that category Select the category and click the New Meeting toolbar icon You can also add a meeting via the menu item Meeting gt New Meeting or via the keyboard shortcut cmd N Agenda2 l Name Mon serene Location PO Te Start 5 4 2013 08 00 AM i End 5 4 2013 05 00 PM ail With the default settings a new meeting will be created containing a single session You can now set the name of the meeting either directly in the tree outline or in the editor panel You can also set other basic properties of the meeting
8. spring conference on Creative Agendas Ad private tmp test tex A private tmp Meeting graffle Items _ private tmp example_history pdf z D ck Tha nn AULI a E S 2 e He Speakers BL Duration 45 Discussion 0 3 Theme Presentation Constraint Unconstrained Reveal Open Delete Add Links i ean aaa The state of the union A N Underling 45 Agenda2 User Manual Copyright 2010 2013 Bobsoft 18 of 34 6 Defining the look of the agenda Agendaz2 has a large number of options for defining the look of the final agenda In addition to the display options a layout for the agenda can be selected You can also create your own layout see the section Layouts for more details 6 1 Define the meeting look Each meeting has a number of settings that affect the look of the final agenda These can be found on the Meeting View Editor which you can get to by selecting a meeting then click the view mode under the editor BVA Font amp Colors Title Location Day Heading Minutes Font Lucida Grande 12 0pt Comments Select Content Include v Minutes M Location _ Participants Time Range Scale Factor 3 A C Comments M Theme key v Date Time M Generation time S o Header Include Company Header Company Title Unknown Company Subtitle Subtitle Logo Select o a i A
9. up a Meeting Deleting Meetings To delete an existing meeting and all of its sessions select the meeting and hit cmd delete or select the menu item Edit gt Delete 3 3 Adding and removing sessions Each meeting in Agenda2 can have multiple sessions Each session is meant to represent a block of time within a meeting For example each day of a meeting could be represented by a session in Agenda2 or you could have sessions for mornings and afternoons or even parallel sessions to be held in different locations To add a new session to an existing meeting select the meeting and do one of the following 1 Click the New Session toolbar button 2 Select the menu item Meeting gt New Session 3 Use the keyboard shortcut alt cmd N You can also copy and paste sessions from other meetings or duplicate existing sessions and drag them in to place Agenda2 User Manual Copyright 2010 2013 Bobsoft 11 of 34 When the final agenda is rendered the sessions are displayed in the order they appear in the tree outline You can reorder the sessions within a meeting by just dragging them to the position you want Drag sessions with the mouse to v Agenda Working Gro nie we inalia reorder them within the meeting or gt M Telecons even move them from one meeting to another p El Weekly Meeting 1 Weekly Meeting 2 2 Session 1 3 4 Adding and removing agenda items Agenda2
10. 2 User Manual Copyright 2010 2013 Bobsoft 8 of 34 5 Preview the agenda A preview of the agenda for the currently selected meeting is shown in the right most panel of the main window In addition you can open a separate preview window containing your agenda at any time by clicking the View Agenda toolbar button or via the menu item Meeting gt View Agenda or by using the keyboard shortcut cmd R a ai Lonre Annual Conference 2012 Location Long Beach 5 4 12 08 00 AM to 9 4 12 05 00 PM This is the 2012 conference on Creative Agendas held in the resort of Umpa Lumpa in Long Beach Day 1 5 4 12 08 00 AM 05 00 PM Location Seminar Room la The first day of the spring conference on Creative Agendas 08 00 AM 08 45 AM Welcome and Introduction Mr B Boss 08 45 AM 09 30 AM The state of the union A N Underling 09 30 AM 10 00 AM Current Activities J Blogs 10 00 AM 10 30 AM Coffee Break 10 30 AM 12 30 PM Review of last meeting All 12 30 PM 02 00 PM Lunch 02 00 PM 04 00 PM Going Forward All 04 00 PM 04 20 PM Coffee Break gt 04 20 PM 05 20 PM Critical Review Day 2 6 4 12 08 00 AM 05 00 PM Location Seminar Room la The second day of the spring conference on Creative Agendas 08 00 AM 08 45 AM Analytical Agendas P Sprig 08 45 AM 09 30 AM Who needs agendas Dr S Ceptic 09 30 AM 10 00 AM Forming the perfect agenda K Smith 10 00 AM 10 20 AM Coffee Break 10 20 AM 11
11. 20 AM Review of last meeting All Day 3 7 4 12 08 00 AM 05 00 PM From the agenda preview you can print the agenda for example to PDF or you can directly save an HTML version of the agenda for posting on line More detailed configuration of the final rendered agenda is discussed in the help section Configuring Agenda2 Agenda2 User Manual Copyright 2010 2013 Bobsoft 9 of 34 3 Creating an agenda In Agenda2 an agenda is associated to a particular meeting and meetings are arranged in categories The following sections describe the different ways in which you can build up agendas by defining categories meetings and then sessions within those meetings Finally agenda items such as presentations and discussions can be added to the different sessions 3 1 Adding and removing categories To add a new category you can do one of 1 click the New Category toolbar button 2 select the menu item File gt New Category 3 use the keyboard shortcut shift cmd N When a new category is added its name can be edited in the editor pane There you can also see a Summary of the number of sub categories and meetings that a category contains a Biel ON a SE OEN T rese ee a Q E E Da dae a OPR lt arifa Ei ips alice eed ARSAN Da ea Pe S oe a ate a a eee ee Ta e _ b ee ee A ee EET tal fe aia d io f b i d Petia in ga lar a gt Telecons E Weekly Meeting 1 Name
12. Agenda Working Group gt Weekly Meeting 2 p Weekly Meeting 3 Contains 4 meetings in 1 subcategories To delete an existing category and all of the meetings and sub categories it contains select the category and hit cmd deLete or select the menu item Edit gt Delete 3 2 Adding and removing meetings In Agenda2 meetings can be added to categories Io add a meeting select an existing category and click on the New Meeting toolbar button When a new meeting is created the details of the meeting appear Agenda2 User Manual Copyright 2010 2013 Bobsoft 10 of 34 in the editor pane There you can edit 1 The namef title 2 The location 3 The start date time 4 The end date time 5 The themes in the meeting 6 The participants of the meeting 7 Additional notes Details Name Annual Conference 2012 Location Long Beach Start 5 4 2012 08 00 AM ii End 9 4 2012 05 00 PM ji Themes amp Participants Name Spacer Presentation Discussion Break N a Email Joe Bloggs bloggs agenda2 com Boss boss agenda2 com A Underling a n underling agen s lt Bn T Notes Lucida Grande 3 fiz Tr fm G SSS Geta This is the 2012 conference on Creative Agendas held in the resort of Umpa Lumpa in Long Beach Further details about configuring the meeting can be found in section Setting
13. TYPE text css gt lt BODY color black background color white font family meeting meetingSettings font unarchive_font family font size meeting meetingSettings font unarchive_font size px gt lt STYLE gt lt head gt Here s an example of formatting a color value to a hex string for use in HTML Agenda2 User Manual Copyright 2010 2013 Bobsoft 29 of 34 lt table bordercolor 4 session sessionSettings borderColor unarchive_color_format hex gt Logic Structures A number of the variables you can access return a boolean yes or no You can use these to form logical constructs in the templates For example you can decide whether or not to display a table with borders or not by accessing the session sessionSettings showBorders variable and using it in an if statement like this if session sessionSettings showBorders lt table border 1 gt else lt table border Q gt if 10 4 Formatters Font a unarchive_font er Returns the font family Font Font Object unarchive_ junarchive_font size size Returns the size in pixels Color Object unarchive_color_format hex Returns the color in hex suitable for use in html 10 5 Meeting commands meeting header Returns the meeting header which is a composite of the meeting name location company header etc meeting Location Returns the location of the meeting meeting interval Returns th
14. dditional properties like setting the item s theme or constrain the item to start or stop at a particular time 5 1 Constraining agenda items Agenda items can be constrained to start or stop at a particular time Depending on the final layout chosen constrained items are visually identified in the final agenda In addition items which follow a constrained item have appropriate times assigned to them To constrain an item click the edit button oR on the item in question to reveal the advanced settings From there access the constraint panel by clicking on the edit button next to the constraint display Constraint Unconstrained You should see a popup panel like the one below Powe EJL wuy wre trem p y AAE EMm s _ Unconstrained 08 00 AM 8 tat Theme Presentation ee nt Constraint Unconstrained RE eE h IZ UC x 7 pag 04 00 PM Going Fi You can now set the item to be constrained to start at a particular time or to end at a particular time This will be reflected in the final rendered agenda 5 2 Linking Files You can link files on your computer to particular agenda items allowing you to quickly retrieve files associated with particular events For example you may want to link a presentation file to an agenda item To link a file click the links button to show the file links popup From there you can select files to link to the agenda item Notes f The first day of the
15. e time interval for this meeting using the format specified in the meeting settings meeting startDateTime Returns the start date and time of the meeting meeting startTime Returns the start time of the meeting meeting endTime Returns the end time of the meeting meeting meetingSettings Returns the meeting settings object for the meeting meeting sessions Returns an array of the sessions in the meeting in the order they are arranged in Agenda2 10 6 Meeting Settings Commands meeting meetingSettings lLocationCoLor Returns the color object set for the meeting location meeting meetingSettings titleColor Returns the color object set for the meeting title meeting meetingSettings commentColor a e Ee gsm a ES OOO ES Ee Ee Ce Ce Ce ES ES OO Ee O Ea O e 10 7 Session Commands session header Returns the session header which is a composite of the session name location etc session startDayString Returns the day as a string on which the session starts formatted according to the Agendae settings session endDayString Returns the day as a string on which the session ends formatted according to the Agendae settings session startTimeString Returns the time as a string at which the session starts formatted according to the Agendae settings session endTimeString Returns the time as a string at which the session ends formatted according to the Agendae settings session sortedItems Returns an array of a
16. each session has a number of view settings which you can use to adjust the final agenda To get to these view settings select a session and click the view mode under the editor pane Agenda2 User Manual Copyright 2010 2013 Bobsoft 20 of 34 Contents Color by Theme M Include Date Time Include location Itemize Style Times a simian reaacessstans Import settings from session Day 1 Info 10 Time 90 Title 350 _ A Speaker 200 8 Duration 100 8 Seperator 20 8 Item Table Padding 2 8 _ Show table cell borders with width 1 A Border Color L HTML Table Fonts Font Lucida Grande 12 0pt M use Meeting Font 6 3 Ordering the items Select The top section of the session view settings is concerned with session contents and their look For example here you can select how agenda items are itemized by time numbered etc in the session Here you can also choose if the items in this session should be colored according to their theme if the layout supports item coloring The middle section deals with the fine details of laying out the elements in the agenda items table Most of the layouts you will use in Agenda use html tables to present the agenda items The values here allow you to resize the various columns to improve the look The bottom section just allows you to choose the font used for this session Alternatively just select Use Meeting Fon
17. ed with them All of these can be shown on the final agenda if selected in the meeting view settings To add notes to a meeting select the meeting in the navigation tree and enter notes in the bottom section of the meeting editor This is the 2012 conference on Creative Agendas held in the resort of Umpa Lumpa in Long Beach be reflected on the final agenda a FAO notes editor Notes You can enter text in different fonts 22 Te E ieie maa Gate with different colors and this will all lf you select a session on the navigation tree then you can edit notes for the session in a similar manner Here the note entry field is restricted in size to give more space to the items list but you can open a larger editor by clicking on the pencil button to the left of the When it comes to entering comments and minutes for agenda items you can do this by clicking on the appropriate button on the particular item Welcome and Introduction Speakers Mr Boss 32 Duration One difference here is that you get a standalone editor window for comments and minutes of each agenda item allowing you to have multiple minutes windows open to ease capturing during the meeting itself Agenda2 User Manual Copyright 2010 2013 Bobsoft 23 of 34 default 61 u sss The talk discussed the progress made over the last year and focussed on the aspects which will lead us to a stronger and brighter f
18. es which can be applied to items in the agenda When a new meeting is created it gets the default set of themes which is specified in the preferences The figures below show the default themes as specified in the preferences left and the default themes added to a new meeting upon creation right Agenda2 User Manual Copyright 2010 2013 Bobsoft 15 of 34 Default themes applied to new agenda items Name Color Presentation Presentation Break Spacer Break Oo Discussion Discussion im E hii Apply default themes to new items Defaults themes named Presentation Discussion Break and Spacer will be set to the corresponding new agenda items if the themes exist Next to the themes table you will find the participants table Participants of a meeting can be chosen directly from your OS X Address Book To add a participant simply click the button under the participants table to reveal your contacts list Themes amp Participants Last Email Boss boss agenda2 com Bloggs bloggs agenda2 com Und a n underling agenda2 com 12 cards Q Group Name Email All Contacts __ Marc Diaz Aguil marc diaz aguilo i Agenda Heather Audley heather audley at Geschaftlich Andreas Freise adf star sr bham i group adf mpq mpg de i hotels andreas freise eg I ITN l Stefan Hild s hild physics gla IF none stefan hild aei m l Mauro Hueller huelle
19. genda items sorted according to the arranged order session sessionSettings Returns the session settings object for the session 10 8 Session Settings Commands session sessionSettings borderCoLlor Returns the color object set for the borders of any item tables in this session session sessionSettings borderWidth Returns the border width which can be used for any item tables tn this session session sessionSettings itemPadding Returns the value set for the table padding for this session session sesstonSettings titlLeFreldWidth Returns the value set for the title field width used for any Item tables in this session session sessionSettings durationFieldWidth Returns the value set for the duration field width used for any item tables in this session session sessionSettings speakerFieldWidth Returns the value set for the speaker field width used for any item tables in this session session sessionSettings infoFreldWidth Returns the value set for the Information overrun constrained etc field width used for any item tables in this session session sessionSettings timeFreldWidth Returns the value set for the time field width used for any item tables in this session session sesstonSettings sepFieldWidth Returns the value set for the time separator width used for any item tables in this session session sessionSettings itemizeStyLe Returns the value itemize style e 0 none e 1 bullets e 2 numbered e 3
20. genda2 User Manual Copyright 2010 2013 Bobsoft In the top section you can define the colors for different text elements in the meeting as well as the font used The middle section allows you to include different elements of a meeting for example whether minutes of agenda items should be included or whether a list of participants should appear on the agenda Finally the bottom section allows you to define a header for the final agenda Enter a company title a subtitle and select a company logo then click the Include Company Header to have the header appear at the top of the agenda Note not all of these settings have an effect in all layouts 19 of 34 6 2 Layout the sessions The sessions will appear in the final agenda according to their position in the navigator tree Gg Day 1 g Day 2 g Day 3 In the example above the session Day 1 will appear above session Day 2 and so on In the final agenda sessions are laid out according to the template For example below you see two possible layouts in action Column Day 1 5 4 12 08 00 AM 05 00 PM Day 1 5 4 12 08 00 AM 05 00 PM Day 2 6 4 12 08 00 AM Location Seminar Room la 05 00 PM Location Seminar Room la The first day of the spring conference on Creative Agendas Location Seminar Room 1a The first day of the spring conference on 08 00 AM 08 45 AM Welcome and Introduction Mr Boss Creative Agendas
21. laced by the value from the meeting lt NAME gt lt LOCATION gt lt START gt lt END gt subject Agenda for lt NAME gt lt LOCATION gt attachments HTML I RTF M PDF body Here is the agenda for lt NAME gt lt LOCATION gt Start lt START gt Finishes lt END gt attachments HTML I RTF M PDF Agenda2 User Manual Copyright 2010 2013 Bobsoft 27 of 34 10 Layouts 10 1 Introduction As of version 2 0 Agenda2 has layout schemes which change how the final agenda is displayed Agenda2 comes with some built in layouts but you can easily create your own Layout files are a mix of html and some special markup language based on MGTemplateEngine by Matt Gemmel Layouts can be edited directly within Agenda2 and the results can be seen live in the preview The best place to start is by duplicating an existing layout and modify the contents 10 2 Editing and creating Layouts Editing and creating layouts is done through the Agenda2 preferences The built in layouts can t be edited so first you need to select one and click the Duplicate button The new layout can now be edited You can rename the layout by double clicking the name in the list To edit the layout click the Edit button The layout will be opened in an editor Edit Duplicate New Delete Reveal 10 3 Basic Template Syntax Here are some basic syntax structures for writing tem
22. ods 1 Click on the New Item button and select New Presentation from the popup menu 2 Select the menu item Meeting gt New Presentation 3 Use the keyboard shortcut ctrl cmd P Items New Presentation New Discussion New Break New Spacer To remove one or more agenda items select them in the item list and select the menu item Meeting gt Delete Selected Items or use the keyboard shortcut cmd delete Discussion Items Discussion items are very similar to presentation items they just lack a discussion time property They are meant to indicate periods of discussion in a meeting agenda Agenda2 User Manual Copyright 2010 2013 Bobsoft 13 of 34 To add a discussion item select a session and use one of the following methods 1 Click on the New Item button and select New Discussion from the popup menu 2 Select the menu item Meeting gt New Discussion 3 Use the keyboard shortcut ctrl cmd D Break Items Break items are placeholders for coffee breaks lunch breaks etc As with presentation and discussion items they can be themed and constrained to occur at particular times To add a break item select a session and use one of the following methods 1 Click on the New Item button and select New Break from the popup menu 2 Select the menu item Meeting gt New Break 3 Use the keyboard shortcut ctrl cmd B Spacer Items Spacer items can be
23. plates More detail can be found at http mattgemmell com 2008 05 20 mgtemplateengine templates with cocoa Agenda2 User Manual Copyright 2010 2013 Bobsoft 28 of 34 Accessing Values To use the various commands listed in the sections below you enclose them in pairs of curly braces For example to get the HTML code for the header of a meeting you can do meeting header lterators You can iterate over arrays of items For example here is the command to iterate over the meeting sessions for session in meeting sessions session header for Within the loop you can use the variable session to access the properties of the session And here is the command to iterate over the agenda items in a session for item in session sortedItems lt Do things with item gt for Applying Formatters Some variables return values which can not be displayed in HTML For these you need to transform them first using formatters The section Formatters below lists the available formatters To apply them you need to pass the variable to the formatter For example if we are interested in the font for a meeting then we access the value with meeting meetingSettings font We can format this to get the font family or size in pixels using the unarchive_font formatter Here s how to do this in the body of a CSS block within an HTML document for example lt head gt lt STYLE
24. r science u Natalia Korsako natalia cis hut fi l TeXnicle gt 12 euu Bz default ice on Creative Agendas held in the resort of Umpa TeX on Mac OS Paul McNamara Miquel Nofraria Natalia Korsakovai macosx tex ema pmcnamar rssd e miquel nofrarias Ajith Parameswi_ ajith p ligo caltec Edit Select You can then select people in the list and click the Select button to add them as a participant of the meeting If a participant is not already in your address book click the Edit button to open Contacts and add the person there then select them in Agenda and add them to the meeting When selecting speakers for agenda items you can easily select from the list of meeting participants The participants will also automatically be recipients of the final email if you use the Email Agenda menu item Agenda2 User Manual Copyright 2010 2013 Bobsoft 16 of 34 5 Advanced editing of agenda items The basic details of an agenda item its title speaker if applicable and duration can be edited directly in the item list Further details of the agenda item can be revealed by clicking the Edit Details button on the agenda item Edit title Edit Details Sas ones Edit Duration You should then see an expanded view of the agenda item like the one shown below Speakers 4 foiscussin Theme Constraint Unconstrained There you can edit a
25. support 4 different kinds of agenda items presentation items discussion items break items and spacer items Presentation Items Presentation items have various properties that you can set The following table describes each of them Property Description Title The title for the presentation This title will appear in the final agenda Duration The total duration for the presentation in minutes This will be split in to speaking time and discussion time in the final agenda Discussion The time in minutes allocated for discussion following the Time presentation This is subtracted from the total time in the final agenda Speaker The name of the speaker Theme The theme this presentation belongs to If the agenda is colored by theme then the entries for this presentation will appear in that color in the final agenda Constraint The start or end time of the presentation can be constrained to occur at a given time See the section Advanced editing of agenda items for more details Minutes Minutes can be entered for a presentation item These minutes can then be displayed in the final agenda See the section Advanced editing of agenda items for more details Comments Comments can be entered for a presentation item These comments can then be displayed in the final agenda See the section Advanced editing of agenda items for more details To add a presentation item select a session and use one of the following meth
26. t to adopt the font defined in the meeting view settings Agenda items will appear in the order in which they are arranged in the item list If unconstrained the times for an agenda item will be calculated according to the start time of the session and the duration of all preceding items Constrained items will appear in the agenda at the time dictated by the constraint Subsequent items will continue from there To order items you can either drag and move them in the item list or select the item and use the up down buttons to the left of the item list or use menu items Meeting gt Move selected items up cmd up arrow and Meeting gt Move selected items down cmd down arrow Agenda2 User Manual Copyright 2010 2013 Bobsoft 21 of 34 Analytical Agendas Speakers P Sprig 33 Duration 45 Spacer Discussion If the Color by Theme view setting is selected on the session then items will be colored according to their theme To select a theme for an item click on the advanced button to reveal the theme drop down menu see figure above Items Who needs agendas Speakers Dr 5 Ceptic AA Duration Forming the perfect agenda Speakers K Smith 32 Duration Agenda2 User Manual Copyright 2010 2013 Bobsoft 22 of 34 7 Comments and Minutes Comments and notes can be added to meetings sessions and agenda items In addition discussion and presentation items can have minutes associat
27. tems Agenda2 supports 4 different kinds of items presentations discussions break compan i items and spacers Adding new agenda saton z ct Start 5 4 2013 08 00 AM ii w items can be done via the New ltem snd Sr aoso a O ii button or via the menu items under the meen Meeting menu For example let s add a new presentation to the session Click the New Item button and select New Presentation A presentation item will now appear in the H Session Items list The basic properties of the presentation can now be edited directly in the list For example you can set the title of the presentation the speaker and the duration Further properties of the agenda A items can be configured by clicking the edit button See the section Advanced editing of agenda items for further details Go ahead and add further agenda items and set their basic properties title speaker and duration A quick way to create a new presentation is just to duplicate an existing one using the keyboard shortcut Items cmd D You can rearrange agenda items by selecting New Discussion them and using the up eile and down arrows to the 4 left of the item list To select multiple agenda items hold down the cmd key and select items with the mouse You can also drag and drop items to rearrange them Speakers 5 Agenda
28. used to insert periods of unallocated time during an agenda For properties they only have a duration a theme and comments To add a spacer item select a session and use one of the following methods 1 Click on the New Item button and select New Spacer from the popup menu 2 Select the menu item Meeting gt New Spacer 3 Use the keyboard shortcut ctrl cmd S Agenda2 User Manual Copyright 2010 2013 Bobsoft 14 of 34 4 Setting up a meeting Before adding sessions to a meeting and items to a session there are some aspects of the meeting that you can configure 4 1 Meeting Details The main details of the meeting are the name location start and end dates These are all entered in the upper section of the meeting editor pane Details Name Annual Conference 2012 Location Long Beach v Start 5 4 2012 08 00 AM 4 gt End 9 4 2012 05 00 PM The location entry also has a drop down menu which will allow you to select from any location which is currently defined for any other meeting Alternatively just type a new location in the text field The start and end dates can be entered directly on the simple date entry fields or if you click the small calendar button you can pick the date and time from a calendar and clock view 4 2 Themes and participants The next section on the meeting editor deals with themes and participants Meetings can have different them
29. uture The following points were discussed 1 Past successes and failures 2 New initiatives and projects 3 Long term vision 4 Implementing that vision Agenda2 User Manual Copyright 2010 2013 Bobsoft 24 of 34 8 Imports Exports and Archives Agenda2 has an extensive import and export system that allows you to 1 share meeting agendas with colleagues and friends 2 create comprehensive or individual backups To export a meeting to disk select the meeting and use the Meeting gt Export gt Agenda File menu This creates a agenda file on disk which can later be imported using the Meeting gt Import Meetings menu item You can create a full archive of all your meeting agendas by using the File gt Create Archive menu command This will create an agendabackup file on disk which contains a full backup of all categories and meetings in Agendaz2 agenda_backup_201 You can then open this archive using the File gt Open Archive menu command O f agenda backup 20130608 174604 agendabackue From the archive window you can a eee select meetings and import them or Tel i i v Ba Telecons restore the full backup discarding New Meeting 1 the all the meetings and categories _ ats i currently present in Agenda2 Weekly Meeting 3 v Fa Conferences Annual Conference 2011 Annual Conference 2012 Annual Conference 2013 v Fa Developer Meetings
30. y 1 i Location Long Beach gt Weekly Meeting 1 E Seminar Room 1a Ty g gt Weekly Meeting 2 4 4 M Start 5 4 2012 08 00AM i i X 5 4 12 08 00 AM to 9 4 12 05 00 P gt B Weekly Meeting 3 ve Conferences End 5 4 2012 05 00 PM 8 ti ko This is the 2012 conference on Creative Agendas held in the resort of Umpa Lumpa in Long Beach gt Annual Conference 2011 Notes v Annual Conference 2012 The first day of the spring conference on Creative Agendas 4 Day 1 Day 1 5 4 12 08 00 AM 05 00 PM j Day 2 Location Seminar Room la Items Dey 3 The first day of the spring conference on Creative Agendas gt Annual Conference 2013 gt Developer Meetings 08 00 08 45 Welcome and Introduction Mr B Boss 45 AM AM 08 45 09 30 AM AM The state of the union A N Underling 45 09 30 10 00 AM AM Current Activities J Blogs 30 j 10 00 10 30 t a Coffee Break 30 10 30 _ 12 30 PM Review of last meeting All 120 12 30 PM 02 00 PM Lunch 90 pry 04 00 PM Going Forward All 1201 Ta 04 20 PM Coffee Break 20 The Content Tree allows access to all your defined categories subcategories and their meetings For each meeting you can access any defined sessions Categories meetings and sessions can be rearranged here The Toolbar allows quick access to the common features of creating new categories meetings and sessions as well as opening the an agenda preview window for the selected
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