Committee Intranet Site

by Darren Collins
Saturday, 8 December 2001

I used CityDesk at work to create an intranet site for a committee I'm working on. I've found a handy way to use it to track meetings, tasks and ideas.

Meetings

The committee meets every three weeks, usually at the same time and place. Occasionally we have an extra meeting, where we update the lab director on how we're going. I wanted to be able to create a list of upcoming meetings that updates itself, plus keep track of minutes from previous meetings.

To do this, I created a folder called Meetings, with an article at the top called Index. The Index article contains two sections, Upcoming Meetings and Previous Meetings. In the Upcoming Meetings section, I use a foreach loop to print the title, fileddate and teaser of each article in the folder Meetings, dated either today or after today, sorted descending by date. The Previous Meetings section contains a similar loop, but for articles dated before today.

Then for each meeting we've booked, I create an article in the Meetings folder. I name it something like "Regular Meeting, 20-12-2001" and set the fileddate field to the date of the meeting. In the body of the article I write the date, time and location of the meeting, and also the agenda (as a bullet-list). In the teaser field, I write a short summary of what the meeting will be about (this field appears in the list on the summary page).

After the meeting, I come back and type the minutes into the article body for that meeting. This way, all our minutes are available on the web site in a usable format. I also update the teaser to provide a summary of what was discussed in the meeting. This helps later when you're trying to find minutes for a particular discussion, but can't remember the date it was held.

Tasks

Similar to meetings, I set up tasks in their own folder named, funny enough, "Tasks". I then created subfolders named "New", "Open" and "Closed".

Whenever a new task is thought of, I create a new article in the "Tasks/New" folder. I don't allocate an Author at this stage, but I write a description of the task in the Body and summarise it in the Teaser.

When someone signs up for the task, I drag it to the "Tasks/Open" folder and put their name in the Author field. Whenever there is progress to report, I add it to the Body (people will eventually be able to do this themselves, once CityDesk is released). When the task is eventually closed off, I drag it to the "Tasks/Closed" folder.

It was then easy to create a page listing new tasks, ready for people to sign up for. A second page lists all the tasks currently being worked on, with each entry linked to a page detailing what has been done on the task. A third page lists all the tasks that have been finished, for future reference. The best part is, these lists all look after themselves once they've been set up.

Ideas

The committee's purpose is to help people come up with innovative ideas, and then put them into practice. Some ideas become patents or products, and others are just ideas about better ways of doing our work. Just like the tasks, I track them through a system of subfolders under "Ideas".

 


Related Articles
Index
- Handy Variables
- Design Test Page
- CityDesk Beta 2.0.1 First Impressions
- Boxed Content
- Managing Content Fragments
- CityDesk Short Tips
- Template Mockups
- Creating A Main Page
- Index Pages
- Using Folders
- Committee Intranet Site
- Migrating to CityDesk
- CityDesk First Impressions
- CityDesk Links

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