[IGFmaglist] Online Collaborative Work Guide for MAG Members

[Nataša Glavor]

Dear Luis,

thank you for your work on preparing our online meeting and detailed guide you have provided for us.
Everything is clear for me. And when facilitators of our evaluation working groups decide what option works best for them, I would feel comfortable to adjust to that option.

Kind regards,
Nataša

From: Luis Bobo <luis.bobogarcia at un.org>
Sent: 29. svibnja 2020. 20:25
To: igfmaglist at intgovforum.org
Subject: [IGFmaglist] Online Collaborative Work Guide for MAG Members

Dear MAG Members,

Looking forward to having more online meetings, it is important that we can provide effectiveness to collaborative online work -particularly with shared documents and files-. This can be useful for the MAG WGs and ad-hoc discussion groups, starting from the next June Meeting.

With that aim, the IGF Secretariat has elaborated the following short instructions below with individual steps about how to execute this collaborative work effectively, generating a sort of collaborative framework.

There are 2 elements composing the online collaborative framework for MAG Members:


  *   Element I) A platform for a working group to share docs or sheets in order to comment and amend them collaboratively (autonomous activity by the WG, in the process of producing an output document, file or report)
  *   Element II) A repository in the IGF website to store finalized reports or worked documents. These documents become available publicly (unless instructed contrariwise for specific cases)

Element I: Work with documents collaboratively:

There are 2 options to perform this activity:

Option A – Document shared from the IGF account under request from a WG facilitator (request to the IGF Secretariat):

  1.  (to execute only in case the file is not initiated by the Secretariat) WG facilitator sends to the IGF Secretariat the initial version of the file to collaborate with
  2.  The Secretariat uploads the initial file on its owned Google space and provides the sharing link to the WG facilitator(s)
  3.  The facilitator(s) provide(s) her/his/their GMail address(es) to receive edition permissions in the online file. (In case no account exists, one can be easily created for free at https://accounts.google.com/signup )
  4.  The Secretariat gives Edition permissions to the facilitator(s)
  5.  The facilitator(s) share the received document link in the WG’s corresponding mailing list, for everyone to be able to comment
  6.  The facilitators work together to build the final document -in case updates are needed- considering the comments by their WG

Option B - Document shared directly from the one of the facilitator’s Google account (autonomous functioning by the WG):

  1.  (One of the )WG facilitator(s) directly uploads the initial file on her/his owned Google account space at https://drive.google.com. Then (s)he opens the file online, clicks on “Share” and in “Get Link” selects that “Anyone on the Internet with this link can comment”.
  2.  (Optional) When clicking on “Share”, the facilitator can grant edition permissions to other WG co-facilitators or with part of the working group by adding their Gmail addresses in the “Share with people and groups” and making the person an “Editor”
  3.  The facilitator(s) share the document link of the document in the WG’s corresponding mailing list, for everyone else to be able to comment
  4.  The facilitators work together to build the final document -in case updates are needed- considering the comments

Element II: Making finished documents or reports available to others or to the public:

Preliminary Notes:
                                The document obtained from collaborative work can be downloaded directly from Google Drive by opening the file with a Double click and seeing it online in the corresponding online app (Google Docs for Word Document, Google Sheets for Excel file).
                                The Download option is in the File menu (For a text document -such as Word Document-, it should be downloaded as a PDF file, unless it is wanted to be made available for the public as editable file).

                There are 2 options to perform this activity:

                Option A (required if the document is not expected to be available to the public) – Document uploaded by the IGF under request from a WG facilitator (request to the IGF Secretariat):

  1.  (only in case the file is not initiated by the Secretariat): WG facilitator sends an email to the IGF Secretariat to upload the file. Note: If the document is not expected to be available to the public, this is communicated to the Secretariat at this stage
  2.  The Secretariat uploads the file at the IGF website repository and provides the link to the WG facilitator(s) (Note: if the file already exists, only, the uploaded file will be treated as the newest version – the other versions are still available in case of need)
  3.  The facilitator(s) share(s) the received document link with the involved audience.

Option B (valid for documents to be uploaded for the MAG June Meeting – WG facilitators can also request this feature at a later stage) - Document uploaded directly by the WG facilitator (autonomous functioning by the WG):

  1.  The WG facilitator logs in the IGF Website at https://intgovforum.org/multilingual/user
  2.  The WG facilitator goes to https://www.intgovforum.org/multilingual/filedepot/folder/192 (image below)
  3.  The WG facilitator clicks on “New File”. Alternatively, (s)he can select an existing file and click on “New Version”
  4.  The WG facilitator then clicks on “Choose File”, selects the File to upload and clicks on “Upload”. The file will appear uploaded in the folder.
  5.  The WG facilitator right-clicks on the green arrow next to the file and selects to get the link.
  6.  The facilitator(s) shares the copied document link with the involved audience.

[cid:image001.png at 01D63A5B.B3BC10D0]

We hope this can help and please, do not hesitate to contact me for any doubt.

Best regards,
Luis Bobo

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