Agenda Wizard

OpenOffice.org 2.0

Document - ID	Specification Owner	Last Change	Status
	Ron Piterman	Jul 29, 2004	Final
Conforms to	Common Wizard Specs
Applies to	Writer
Task ID(s)	117215
Category	Feature

Abstract

This is the specification for the re-implementation of the agenda wizard for OpenOffice.org 2.0 / StarOffice 'Q'. It describes the reasons for a new implementation as well as all the features of the agenda wizard.

i-Team Members (The specification owner is part of the i-Team)

	Name	E-mail Address
User Experience	Frank Loehmann	frank.loehmann@sun.com
Development	Ron Piterman	ron.piterman@sun.com
Quality Assurance	Hasan Ilter	hasan.ilter@sun.com
Documentation	Uwe Fischer last Approval from Yvonne Jacoby	uwe.fischer@sun.com yvonne.Jacoby@sun.com

Approved for Implementation

	Approved by	Date
User Experience	Frank.loehmann@sun.com	06/24/04
Development	Ron.piterman@sun.com	06/24/04
Quality Assurance	Hasan.Ilte@sun.com	6/24/04
Documentation	Yvonne.Jacoby@sun.com	06/24/04
String Review	Paul Compton/Falko Tesch	07/23/04

Document Change History

Rev. Level	Change	Initials	Date
0.1	Initial version	RP	03/25/04
0.2	Initial revision	FL	06/04/04
0.3	FL suggestion integration	RP	07/04/04
0.4	FL & RP	FL, RP	04/27/04
0.5	Combo boxes removed. Last page text changed to "Template Title:"	RP	06/01/04
0.6	Changes to UI according to FL's proposals: controls are equaly aligned with the cancel button, and between different steps to avoid a visual "jumping effect". Changes to Step 5: Added "remove", "insert"," up" and "down" buttons. The topics ist is now saved for the next session.	RP	06/18/04
	entered URL for this specification	MMP	6/18/04
0.7	Added Strings	RP	06/23/04
0.8	Note: after approval of HI Switched string column of German and English. Added the roadmap strings.	RP	06/24/04
0.9	Refined German strings	VA, RP	06/24/04
1.0	Final	RP	07/29/04

Contents

Glossary	1

1	Motivation	1

2	User Scenarios	1

3	Goals	1

4	Requirements and Dependencies	1

4.1	Requirements	1

4.2	Technical Dependencies	1

5	Competitive Analyses	1

6	Detailed Specification	1

6.1	G11n	2

6.2	Error Conditions	2

6.3	Migration	2

7	Future Tasks	2

8	Notes	2

9	References	3

Glossary

Term	Description
<Term 1>	

Motivation

OpenOffice.org (OO.org) 1.1 Agenda Wizard is basically unchanged since StarOffice 3.0. The old implementation has been created in C++.

A number of reasons make it obvious to re-implement this wizard:

Look & Feel outdated. The wizard looks pretty old-fashioned and does not fit to the rest of the GUI design.

The Agenda Preview is deficient and does not provide a real preview of the to-be-generated agenda. Further a background real-size preview has proven to be more efficient and user-friendly.

Customizing impossible. The old generation-process is hard-coded and does not enable customization. This is both hindering in localization and in customizing scenarios (e.g. as a unity design for big firms)

User Scenarios

One of the scenarios in business correspondence is the preparation of a meeting. An Agenda describes in details the form, different roles and persons, and schedule of a meeting or another event.

A User preparing an Agenda can

write and design the agenda completely from scratch

use one of the agenda templates that come with the product

An alternative is to create an individual agenda template specifically fine-tuned for the user's needs.

Three groups are distinguished as potential target groups:

Private persons / “personal” business

Are assumed to rarely write Agendas .

Small Business

Assumed to write Agendas for recurring and nonrecurring meetings and events.

Large business / Firms

Assume to write Agendas for recurring and nonrecurring meetings and events. Assumed to work with firm-designed templates, and thus not in a need for a customizable agenda generator.

The target-group of the Agenda Template Wizard is therefore small businesses, producing recurring and nonrecurring agendas.

The customizing wish of such users is taken to be moderate. The main need is taken to be the easing in design and phrasing such a document, and the need to repeat/customize its creation.

Thorough design customizing, database integration for persons/addresses and further document automation are considered obsolete for this target group.

The Agenda Template Wizard will enable the user to create agenda templates in a predefined set of designs. The user can then repeatedly create an agenda document out of the generated template.

Goals

Improve usability and make it easier to use for the user. Furthermore the look and feel and functionality/output is improved to give the Wizards a higher value.

Conform to the new Concept for Wizards Specs.
( http://specs.openoffice.org/installation/wizards/Wizards_NewConcept.sxw )

The new implementation needs to display the to-be-generated agenda in a real size on the underlying Writer document.

The wizard needs to be able to complete the agenda on every step (when the user clicks on the Finish-button) using default values for the unedited steps.

Provide a quick solution to create agenda templates

Needs to be easy to use.

Solution must be localizable into all languages

Wizard must remember the last-used settings

The agenda wizard will generate agenda templates for the use of subsequently creating agenda documents out of this. The difference between templates and documents holding the data needs to be communicated by the new implementation.

Customization. Relaying on a template the whole design of the generated Agenda should be customizable.

How does this feature meet the requirements

The new Agenda Wizard will be implemented in Java. This makes it possible to use synergies from other Java wizard projects such as the database wizards.

Real-time, Real-size preview in an underlying writer document will be implemented.

The experience and the available data of the Extras team will back the development process, ensuring that the implementation will actually meet the requirements and conform to the current Template-standards.

How does this feature improve the program architecture

Since a wizard is a high-level feature not supporting other features there it really does not affect the program architecture.

Requirements and Dependencies

Requirements

There are no special requirements for the implementation of this feature.

Technical Dependencies

The Java/UNO bridge must provide sufficient effectively and speed to allow the programming of the API with a non-native programming language such as Java.

Since the developer will only be able to communicate with the StarOffice functionality via the API, the API needs to be complete for all areas affected by the letter creation process.

The implementation of the new Agenda Wizard creates dependencies to the Extras team, which will be providing the templates being used as a base for an Agenda generated by the wizard.

Competitive Analyses

MS-Office 2000/2003/XP

Features and behavior

MS-Office provides an agenda wizard under the “Other” category – hence – it is being classified as a not-so-often used wizard.

The MS-Office Agenda wizard creates an “Untitled” document. Saving it as a document or as a template is fully depend on the user's operations after the wizard has generated the Agenda.

The MS-Office Agenda Wizard does not provide any persistency between sessions – thus, all user input is lost once the wizard closes.

In this analyze MS-office 2000 and MS-Office XP have been regarded, and there have been no changes found between the agenda wizards of these versions.

No preview is supplied.

No. of steps: Other than informative first and last steps: 6 steps are being used.

Customization: see
(http://support.microsoft.com/?kbid=212200)

The steps allocation/arrangement is very reasonable.

Screen shots

“Start” step:

Screenshot 1 MS Office agenda wizard, "Start" step This is obsolete, since the information here is really “self-evident”. The only word that might be informative here is “meeting”, whereas there is doubt whether the agenda wizard should anc can be used only for meetings, or also for other forms of events, like a conference, a workshop a.s.o.

Screenshot 2 MS Office agenda wizard, 1st Step: Style This step has the advantage of giving a raw preview of the available agenda styles.

Screenshot 3 MS Office agenda wizard, 2nd Step: Details

Screenshot 4 MS Office agenda wizard, 3ed Step: Headings It is not clear what are “Headings”, what is the difference to the “Names” in the next step.

Screenshot 5 MS Office agenda wizard, 4th Step: Names see Screenshot 4 MS Office agenda wizard, 3ed Step: Headings

Screenshot 6 MS Office agenda wizard, 5th Step: Topics

Screenshot 7 MS Office agenda wizard, 6th Step: Minutes

Screenshot 8 MS Office agenda wizard, Finish step

OpenOffice.org 1.1 and older

Features and behavior

Preview is unsatisfactory.

Step allocation is not clear. Properties which belong to different categories share same steps (step 1, step 2.

Graphics (step 1), Document information (step 5) are obsolete.

Does not relay on templates.: no support for customization, Localization capability is limited.

No custom filename.

No remarks to better explain the functionality.

Screenshots

Screenshot 9 OOo Old Agenda Wizard : Step 1

Screenshot 10 OOo Old Agenda Wizard : Step 2

Screenshot 11 OOo Old Agenda Wizard : Step 3

Screenshot 12 OOo Old Agenda Wizard : Step 4

Screenshot 13 OOo Old Agenda Wizard : Step 5

Detailed Specification

General Guidelines

Conform to the new Letter and Fax wizard :

Creating a template (and optionaly a document out of that template).

Real-size Real-time Preview in the background.

Conform Style selection (1st step) and Saving-information (6th step)

Persistent setting between sessions (magic hat): Wizards starts up with the user's input of the last session.

Concept

Note:

The screenshots in this section include an empty image control (on the left to the help text, on the bottom of each step). This image will be, as soon as an ImageAPI is available, filled with a graphics which will visualize a “hint”.

Step 1: Style

Content

Agenda style

The user will choose out of the existing agenda-wizard-template. These are “Plain”, “Elegant” and “Modern”.

The templates design is not a part of this specification.

Additional templates can be designed, and supported by the wizard.

Technicall specification for Agenda Wizard Templates will be documented at the end of the implementation.

Using Minutes

The user will specify whether the template to be created should include a minutes section to protocol the meeting/event.

Screenshot

Screenshot 14 New agenda wizard - step 1 : Page design

Strings

#	control	English	German	Comment
12	Checkbox	Include form for recording minutes	Formular für Protokollbericht einfügen	
13	Label	This wizard helps you to create an agenda template. The template can then be used to create an agenda whenever needed.	Dieser Assistent hilft Ihnen eine Dokumentvorlage für Tagesordnungen zu erstellen. Diese Vorlage kann als Basis für Tagesordnungen, wann immer benötigt, benutzt werden.	Helptext
40	Label	Page design:	Seitendesign:	
6	Label	Please choose the page design for the agenda	Bitte wählen Sie das Seitendesign der Tagesordnung	

Details

The style list box will contain the available agenda wizard templates. The name will be dynamically read from the templates' title property.

Step 2: General attributes

Content

The user specifies a Date, a Time, Title and Location for the event.

Screenshot

Screenshot 15 New agenda wizard - step 2: General attributes

Strings

#	control	English	German	Comment
15	Label	Name:	Name:	
16	Label	Location:	Ort:	
38	Label	Date:	Datum:	
14	Label	Time:	Uhrzeit:	
8	Label	Please enter general information for the event	Bitte tragen Sie allgemeine Informationen über das Ereignis ein	
17	Label	Placeholders will be used in empty fields. You can replace placeholders with text later.	Für leere Felder werden Platzhalter verwendet. Sie können sie später durch Text ersetzen.	Hilfetext

Details

The date, time, title and location-input are stored and will be automatically loaded the next time the user starts the wizard.

In case a field is left empty, a placeholder will be used in the created template, so that the user can easily fill it up or delete it when creating an agenda documents or customizing the template.

Step 3: Headings

Content

Here the user chooses which headings he wishes to include in the agenda.

Screenshot

Screenshot 16 New agend wizard - step 3 : headings

Strings

#	control	English	German	Comment
34	Checkbox	Please bring	Bitte mitbringen	
35	Checkbox	Notes	Notizen	
36	Label	The agenda template will include placeholders for the selected items.	Die Vorlage wird Platzhalter für alle ausgewählten Punkte erstellen.	
33	Checkbox	Please read	Bitte lesen	
32	Checkbox	Type of meeting	Art der Besprechung	
7	Label	Please select the headings you wish to include in your agenda template	Bitte wählen Sie die Überschriften aus, die die Tagesordnung beinhalten soll	

Details

The status of these checkboxes is stored, when the user clicks “finish”, and are reloaded in the next session.

By default, “Meeting title”, “Please read” and “Notes” are checked (see screenshot)

Step 4: Names

Content

Here the user chooses which names he wishes to include in the agenda.

In the generated template, a placeholder will be used to ease the input of the each name.

Screenshot

Screenshot 17 New agenda wizard - step 4 : Names

Strings

#	control	English	German	Comment
29	Label	Please select the names you wish to include in your agenda template	Bitte wählen Sie die Namen aus, die die Tagesordnung beinhalten soll	
28	Checkbox	Chairperson	Vorsitz	
31	Checkbox	Meeting called by	Einberufen von	
30	Checkbox	Minute keeper	Protokollführer	
24	Label	The agenda template will include placeholders for the names of the selected people. When creating an agenda from the template, you can replace these placeholder with the appropriate names.	Die Vorlage wird Platzhalter für alle ausgewählten Namen beinhalten. Beim Erstellen einer Tagesordnung von der Vorlage, können sie die Platzhalter durch entsprechende Namen ersetzen	
25	Checkbox	Attendees	Teilnehmer	
27	Checkbox	Moderator	Moderator	
26	Checkbox	Facility personnel	Fachpersonal	
70	Checkbox	Observers	Beobachter	

Details

In the generated template, a placeholder will be used to ease the input of the names.

By default, “Meeting called by”, “Facilitator” and “Attendees” are checked.

Step 5: Topics

Content

Here the user defines the topics of the meeting/event.

Each topic includes a topic name, a person which is responsible for it and a time in minutes which is planned for this topic in the meeting/event.

The topics being generated can be, when creating a document out of the generated template, modified or removed, and new topics can be added.

Screenshot

Screenshot 18 New agenda wizard - step 5 : Topics

Strings

#	control	English	German	Comment
71	Label	Agenda item	Tagesordnungspunkt	##PJC: for consistency! Alternatively, go the MSO route with “Topic” and “Thema”.
9	Label	Responsible	Verantwortlich	
68	Label	Duration	Dauer	
69	Button	Move up	Nach oben	
21	Button	Move down	Nach unten	
22	Label	Please specify items for the agenda	Bitte tragen Sie die Tagesordnungspunkte ein	
23	Button	Remove	Entfernen	
3	Button	Insert	Hinzufügen	

Details

To input the topic list a table of controls will be used.

About the functionality of the topics controls table:

Terminology:

“Data row” is equivalent to a record.

“Controls row” is one of the displayed UI control-rows.

Initially, only the first controls row is enabled.

Always when data is entered on the last data row the next controls- row is enabled, which means, there is always an available empty row at the end.

Removing rows is done by pressing the “remove” button. The Row which last had the focus will be deleted.

Inserting rows is done by pressing the “insert” button. A new row is inserted above the row which last hat the focus.

Resorting of rows is done with the <ctrl> + <alt>+<up> and <ctrl>+<alt>+<down> and through the buttons on the bottom.

up and down arrows navigate between the rows, and enable also scrolling (when the focus is on a control on the first row, <up> scrolls up. The same will be with the last control-row)

The user can scroll down and up using <tab> and <shift>+<tab>. When the cursor is at the bottom of the control, and there are more available rows, pressing <tab> on the last control will scroll down and move the focus to the first control of the last row.
The same is done with scrolling up.

Tabbing through the last empty row of the topics list results in leaving the topics list. Tabbing back through the first row results in leaving the topics list.

The insert and remove buttons are always enabled, except when focus is on the last (empty) row. When there is only one row (empty) they are therefore disabled.

The up button is disabled when focus is on row no. 1.

The down button is disabled when focus is on the last data row (which is always empty).

Manual input in the “minutes” number-text-boxes can be any text. The minutes textboxes are designed for 2 digit input, whereas 3 digits are visible.

All topics are stored in the user configuration (registry) and will be reloaded on the next session.

Step 6: Finish

Content

The user specifies a filename a path.

The new template will be then specified under the given name.

The wizard is initially started with the path specified to the user's templates path.

The user specifies how he wishes to continue, wheras two options are available:

creating a document from the generated tempalte.

Editing the generated template.

Screenshot 19New agend wizard - step 6 : Name and Location Screenshot

Strings

#	control	English	German	Comment
4	Label	This wizard creates an agenda template which enables you to create multiple agendas with the same layout and settings.	Dieser Assistent erstellt eine Dokumentvorlage. Sie können Sie verwenden , um mehrere Tagesordnungen mit demselben Layout zu erstellen.	
5	Radio button	Make ~manual changes changes to this agenda template	Eingene Veränderungen an der Dokumentvorlage vornehmen	
11	Label	To create a new agenda out of the template, go to the location where you saved the template and double-click the file.	Um eine neue Tagesordnung mit dieser Dokumentvorlage zu erstellen, wechseln Sie in den Ordner, in dem sich die Dokumentvorlage befindet und doppelklicken Sie auf die Datei.	
18	Textbox (Content)	My Agenda Template	Meine Tagesordnungsvorlage	Default title
19	Textbox (content)	myAgendaTemplate.stw	meineTagesordnungsVorlage.stw	Default filename – please no accented chars here !
20	Label	What do you want to do next?	Was möchten Sie als nächstes tun?	
2	Label	Location and file name:	Ordner und Dateiname:	
41	label	Template name:	Name der Dokumentvorlage:	
42	Groupbutton	Create an ~agenda from this template	Eine Tagesordnung aus dieser Dokumentvorlage erstellen	
43	Button	...	...	
56	Label	Choose a name and save the template	Bitte gvereben Sie einen Namen für die Dokumentvorlage und speichern Sie sie ab	

Details

The default save path is <user-directory>/myAgendaTemplate.stw”

The filename is saved and loaded in the next session.

The default for “proceed” is “create a new agenda from this template”.

Checking if the file exists:

If the filename was automatically checked, a warning pops up when the user clicks the “finish” button.

If the filename was manually set by the user (using the browse button: “...”) a warning pops up when the user clicks “ok” on the “save” dialog. In such a case, when the user confirms overwriting of an existing file, no warning will pop up when the user clicks “finish”.

Other strings

Wizard wide Strings

#	control	English	German	Comment
52	Roadmap	Headings to include	Bestandteile	
51	Roadmap	General information	Allgemeine Informationen	
50	Roadmap	Page design	Seitendesign	
55	Roadmap	Name and location	Name und Ordnert	
54	Roadmap	Agenda items	Tagesordnungspunkte	
53	Roadmap	Names	Namen	
1	Dialog title	Agenda Wizard	Tagesordnungsassistent	

General

#	control	English	German	Comment
65	Error message	An unexpected error occurred while opening the agenda template.	Es ist ein unerwarteter Fehler beim Öffnen der Tagesordnungsvorlage aufgetreten.	
62	Error message	An unexpected error occurred while saving the agenda template.	Es ist ein unerwarteter Fehler beim Speichern aufgetreten.	

Used in the generated agenda template

#	control	English	German	Comment
63	Document	Notes	Notizen	
64	Document	Meeting called by	Einberufen von	
48	Document	Time	Uhrzeit	
47	Document	Date	Datum	
67	Document	Moderator	Moderator	
66	Document	Chairperson	Vorsitz	
57	Document	Please read	Bitte lesen	
44	Document	Please bring	Bitte mitbringen	
45	Document	Location	Ort	
46	This is the tip for the placeholders	Click to replace this text	Anklicken, um Text zu ersetzen	
61	Document	Minute keeper	Protokollführer	
60	Document	Attendees	Teilnehmer	
58	Document	Name	Name	
59	Document	Type of meeting	Art der Besprechung	
17	Document	Observers	Beobachter	
39	Document	Facility personnel	Fachpersonal	

Tab Order

Key Board Shortcuts

N/a

G11n

N/a

Error Conditions

N/a

Migration

Future Tasks

N/a

Notes

N/a

References

N/a

<Recommended - Describe how this feature will meet expected requirements>

<Recommended - Descripe how this feature will improve the program architecture.>

Agenda Template Wizard

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http://specs.openoffice.org/installation/wizards/AgendaWizardSpec.sxw

2004-03-25T15:22:41