tutorials

Collaborating in a Workgroup
In Lesson #1, you became familiar with Cartagio’s graphical user interface, and created your first research project.

In Lesson #2, you completed your research, organized your findings into a Tour, and concluded the project with a summary Project Document. Once done, you emailed the project to a friend, and made a backup for posterity.

Lesson #3 is presented in two parts. In Lesson #3A, you:

  • Created a Cartagio Workgroup Project called Collaborative Solutions, based in part on your Instant Messaging research
  • Assigned members of your Workgroup, and provide them access to the Collaborative Solutions research project.

Now,in Lesson #3B, you will:

  • Collaborate on this project with others on your research team
  • Work online with a Cartagio server, updating the project realtime
  • Interact with your client or professor, who will provide guidance and feedback on your work in progress
  • Work offline via the Briefcase, and merge in this data
  • Produce a research summary report showing aggregated statistics for all Project team-members

1. It’s time to collaborate. If there is one or more user (visitor) logged into your Cartagio Server, you will see a Cartagio Chat window open in the Windows taskbar, similar to the below:

chat

In this case, you can simply click the Chat icon. Alternatively, you can access chat from the Tools menu at the top of your screen. Select collaboration.
Note: Cartagio chat, seen below, is similar to other chat programs you may be familiar with, but there is one important difference: Cartagio chat is project-based. When you are chatting in a Cartagio project, you are creating meeting minutes that can be categorized and easily added to the project.

2. Ensure that all of your team-members are logged in to the Collaborative Solutions project. Use Chat to divvy up the work.

Chat

3. Once everyone has their first assignment, the Project Administrator should right-click in the chat window to save a Project Resource. Type “Assignments” as a description, and Chat as a category.

4. By now, you are all expert Cartagio users, so go ahead and start doing your research. Use Chat to keep each other updated, and to ask questions as needed.
Note: Remember to save the chats with unique names, and to an appropriate category. Many Cartagio users find it helpful to keep all of the chats in one place, while others will save the chats to the relevant category (e.g. IM Players). There is no “right way”, but each team-member should stick to an agreed-upon convention.

Resource Properties
5. You can, and probably will, interact with a client or professor during the research process. Designate someone on your team as the “client” or “professor” and have them:
  • review others’ Bookmarks and add helpful counter-comments
  • make thoughtful contributions in Project chat
  • generally behave as clients and professors do
Tolerate this person well: at the end of the day, he or she will be assigning your grade and/or reviewing your invoice.

So far, you and your colleagues have been collaborating in realtime on the Collaborative Solutions research project. It’s time to take the show on the road (or at least pretend to). To do this, we will be using Cartagio’s Personal Briefcase feature. The first step is to export the project:


6. From the Project menu at the top of the screen, choose Export Project. You can either accept the default export folder (e.g. if you are working on a laptop), or browse to your backup media such as a ZIP disk.
Note: Optionally, password protect the exported project and/or encrypt it.

Export File
7. When you are ready to work on the project Offine from the Cartagio Server (e.g. from home or from the road) go to the Project Menu and select Import Project. Browse to the folder where you exported the Collaborative Solutions project and Click “Open”

Open
8. At the Import Project Wizard dialog, select Import Project into Personal Briefcase. Click “Finish” to complete the process.

Import Project Wizard
9. Click “Yes” to open the imported project. Resume your research, which is now automatically saved to your Personal Briefcase.

Import

10. When you are ready to reconnect with the Cartagio server, select View Briefcase from the Project Menu.
It is possible to store multiple projects from multiple servers in the briefcase but you should have just one. Select it, and click “Export Project Changes”.
This will create a Project-Base Journal (PBJ).

My Briefcase
11. Select “Save File to Disk” and browse to the desired location: either the default export folder on a networkable laptop, or a backup media such as a ZIP disk. Type in the User Name and Password you use at the Import Server.

Export File
12. Log back in to the Cartagio Server, and open the Collaborative Solutions project.

Project Wizard
13. Once you are logged in at the Server,select the Import Wizard from the Project Menu, and browse to the “PBJ” file that contains your offline work. Click “Finish” when done

Import
14. Now is the time to put the finishing touches on the Collaborative Research project. Coordinate with the other team-members to ensure that all of the Personal Briefcase project data has been merged in to the main project.

In Lesson #2, you created a Project Document and wrote up your conclusions. In a workgroup project, creating this document can be assigned to one person, or done as a group.

In the latter case, one person should be designated to create the Project Document while others contribute ideas verbally, or via Chat (remember to save the chat). Only one person at a time can edit the project document but others can view it at any time, even while it is being edited. You will not see the editing in real-time but are able to refresh it by closing and reopening the document.

Once you have updated the Project Document to your liking, go to Project Organizer, Research Summary and view the latest Statistics Summary. Paste this in to your Project Document as backup for your completed project. The next two pages show an example of how your Project Document might look:

Collaborative Solutions Research Summary

 

In this project, our team worked together to research the top layers in the Collaborative Software Solutions field.  We have organized our research into a brief Tour that defines Collaborative Software, describes its history and evolution, and shows how it is used today.  Along the way, we formed conclusions about the enabling technologies, discussed the major players, and recommended two companies with solutions that might best fit your particular needs. 

 

On the last subject, we have concluded that to find the "best" Collaborative solution needs to start with a few questions:

 

1) How large is the organization or workgroup you will be supporting?

2) Are your users widely distributed, or concentrated in a few key locations?

3) What systems are already in place to communicate data between locations?

4) If some of the users are outside the corporate firewall, how will you share information with them?

5) How critical is real-time communication with users outside the firewall?

6) Must the collaborative system allow users to access documents from anywhere? 7) If so, what security measures does you company have in place that may help or hinder this requirement?

8) And the big one: What is your budget?

 

We checked out the major players, and have concluded that for mid- to large- companies, Groove Networks is the best choice for a scalable Enterprise collaborative solution.  We came to this conclusion by comparing features, price, and reputation.  Groove's Enterprise Integration server costs around $10,000, with client seats moderately priced at $49.   Figuring in consulting services, a simple 200-seat configuration should cost less than $30,000 to deploy at one location.   Adding in relay servers for remote offices will cost you $5000 each, plus consulting.

 

For research-oriented firms or for research departments at any size company, Missiontrek's Cartagio server is a very affordable alternative.  Companies can deploy their own servers for as little as $1495 each, or log on to a subscription-based Knowledge Server hosted by Missiontrek.  Subscription fees start at $10 per month per user for the server only, or $19 per month for both the client and the server software.   Cartagio's Professional client is $175 per seat.  Upgrade to the Enterprise client to take full advantage of Cartagio's collaborative features. 

 

A research group of 10 professionals can deploy a complete collaborative research solution for as little as $4000, or alternatively pay a subscription fee of $190 per month with no other attached costs.

Click Here to go right to our Research Summary Tour.  Alternatively, you can sift through the detail information by clicking bookmarks, snippets and resources.

 

For your convenience, we have included the final Research Summary statistics for our project just below.  You can also view this information in the Research Summary Statistics section of Project Organizer.  Note that the Summary is dynamic: addtional research performed by you and your colleagues is automatically added to the total.

 

Statistics 31Jan2002 22:10:36

Project: Collaborative Solutions

Research time: 0:14:27          Active time: 0:43:14            Open time: 3:02:10             

Pages visited: 54               - bookmarked: 26 (48%)          - unbookmarked: 28 (52%)       

Bookmarks added: 21             Page AutoRank (ave.): 18%       Page relevance (ave.): 0%      

Time/Page (ave.): 0:00:16       Time/Bookmark (ave.): 0:00:23   Billing charge: $200           

 

User: Pat A. Researcher (pat@researchagent.com)

Research time: 0:05:13          Active time: 0:08:04            Open time: 0:08:23             

Pages visited: 10               - bookmarked: 6 (60%)           - unbookmarked: 4 (40%)        

Bookmarks added: 2 of 21        Page AutoRank (ave.): 26%       Page relevance (ave.): 0%      

Time/Page (ave.): 0:00:31       Time/Bookmark (ave.): 0:00:36   Billing charge: $50            

 

User: Zachary Factfinder (zach@researchagent.com) [currently accessing project]

Research time: 0:05:45          Active time: 0:09:24            Open time: 0:54:37             

Pages visited: 31               - bookmarked: 12 (39%)          - unbookmarked: 19 (61%)       

Bookmarks added: 7 of 21        Page AutoRank (ave.): 21%       Page relevance (ave.): 0%      

Time/Page (ave.): 0:00:11       Time/Bookmark (ave.): 0:00:21   Billing charge: $50            

 

User: Sveta Factchecker (sveta@researchagent.com)

Research time: 0:03:29          Active time: 0:15:31            Open time: 1:29:44             

Pages visited: 11               - bookmarked: 8 (73%)           - unbookmarked: 3 (27%)        

Bookmarks added: 5 of 21        Page AutoRank (ave.): 4%        Page relevance (ave.): 0%      

Time/Page (ave.): 0:00:19       Time/Bookmark (ave.): 0:00:17   Billing charge: $100           

 

User last access history:      

31Jan2002 22:10:16              Zachary Factfinder [6 session(s), 40% of project time]

31Jan2002 18:40:54              Pat A. Researcher [1 session(s), 36% of project time]

31Jan2002 18:31:17              Sveta Factchecker [1 session(s), 24% of project time]

 

Last modified: 31Jan2002 22:08:46 by Kirk Fackre

Billing ref: 12345.678         

Folio ref: IM.02-03-2002       

         

Thanks again for allowing us to assist you with your research needs, and rest assured that we will be here to support you with this or any other projects, as the need arises.

 

Sincerely,

 

The Research Team at www.researchagent.com

15. Congratulations – you are done! Now you can sit back, relax and wait for that A+, or check for $200, whichever comes first.

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