You can setup a knowledge base and documentation for your project using Confluence. The team can use this documentation repository to create articles and documentation knowledge bases related to the project.
PCC supports the following documentation tool:
Confluence
PCC allows you to setup a Confluence repository for your project to create documentation related to your project.
To setup Confluence for your project, perform the following:
1.Login into PCC.
2. Search for the required project. The Project dashboard appears. Click Wiki from the Collaboration tab.
You can also navigate to Wiki from the Vertical Sidebar navigation menu. Click Collaboration and then select Wiki.
3.You have two options to setup a Confluence page:
Connect to existing
Deploy New
a) If you want to connect to the existing server, Click Connect Existing. Enter URL of the existing server and click Connect. The Confluence page will be setup to the existing server.
You should have setup the Primary Domain to the project, before you connect to the existing Confluence page.
b) If you want to connect to a new server, select Deploy New and click Deploy. The Confluence page will be setup to a new service provider.
Mailing List is a collection of names and addresses used by an individual or an organization to send material to multiple recipients. PCC allows you to setup different mailing lists which will allow you to send emails to different mailing lists.
In order to send an email to a particular mailing list, you need to enable the mailing list first.
To enable the Mailing List, perform the following steps:
1.Login into PCC.
2. Search for the required project. The Project dashboard appears. Click Mailing Lists from the Collaboration tab.
You can also navigate to Mailing List from the Vertical Sidebar navigation menu. Click Collaboration and then select Mailing Lists.
3.The Mailing List page appears. You need to enable the Mailing List first. Click +Add Mailing Lists.
4.The Add Mailing List page appears. Click Next and enter the following details **** to configure mailing list.
The Mailing list page also provides you with a list of different ways to configure mailing list.
You can configure mailing list in three different ways:
You can configure mailing list using existing PCC connected Groups.io domain.
You can configure by setting up your own Groups.io email domain for the project.
You can configure existing Groups.io domain which is not connected to PCC.
You can added the required members in the mailing list.
To add a new member to the mailing list, perform the following steps:
1.Go to the Mailing List and click on the Members listed in the Mailing List.
2. The Manage List Members page appears with list of members available in the mailing list. Click + Add New List Member to add a new member to the mailing list.
3.The Add New List Member dialog box appears. Update the following details and click Add Member and then click Save to update the changes:
You can manage the committee for the mailing list, for more details, please refer Managing Committee.
To delete a member from the list, go to the Manage List Members page and click delete icon listed in front of the member name.
Field
Action
List Name
Enter the name of the mailing list
Posting Permissions
Select the required posting permissions. There are three type of permissions: - Moderated Discussions: New members cannot post to the list without their emails being approved by a moderator. For new lists, this uses a Groups.io setting that will only moderate users for their first 3 posts. - Open Discussion: New members can immediately post to the list. - Announcement: Only moderators can post to the list.
Select Associate Committee
Select the required committee
Description
Provide a description for the mailing list
Field
Action
Enter the email ID of the member
Full Name
Enter the full name of the member
Job Title
Enter the job title of the member
Organization
Enter the organization of the member
Collaboration services allows you to setup the IT infrastructure for your project. Various collaboration services that are provided by Linux Foundation and that can be used to setup for a project are listed as follows:
The collaboration services dashboard provides you with the progress bar that indicates the progress on your IT services setup for your project. The green progress bar indicates that the setup has been initiated for your project whereas a grey bar indicates that the setup has not been started on your project.
The following graphic provides a brief information on various collaboration services and its uses:
Issue Tracker service allows you to setup the Jira board to track issues and backlog activities related to your project. You can setup the Jira board, add, update and delete service administrators.
You can deploy a new Jira board to your project.
To deploy a new Jira board for a project, perform the following steps:
1.Login into PCC.
2. Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.
You can also navigate to Issue Tracking from the Vertical Sidebar navigation menu. Click Collaborations and then select Issue Tracker.
You have an option to connect to the existing Jira board for your project.
To connect to the existing Jira board for a project, perform the following steps:
1.Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.
After setting up the Jira board, you can add a Service Administrator to the Jira board.
To add a Service Administrator to the Jira board for a project, perform the following steps:
1.Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.
2.In the Jira tab, click +Add Service Administrator.
3.The Add Service Administrator dialog box appears. Enter the Full Name of the user and the Email Address and click Save.
You can add different Jira projects under your Jira board.
To add a Jira project to the Jira board, perform the following steps:
1.Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.
2. In the Jira Projects tab, click +Add Jira Project.
3.The Add Jira Project dialog box appears. Enter the Project Name and the Project Link and click Save.
3.The Issue Tracking page appears. Click the icon available in front of Connect Existing/Deploy New and click Deploy New, enter the Jira URL and then click Deploy.
2.The Issue Tracking page appears. Click the icon available in front of Connect Existing/Deploy New and click Connect Existing, enter the existing Jira URL and then click Connect.
If you want to update the existing Service Administrator details, click the edit icon.
If you want to delete the existing Service Administrator, click the delete icon.
PCC allows you to setup and manage meetings. You can schedule recurring and non recurring meetings among the teams. Meeting Management also allows you to view past meeting recordings, transcript copies of the meetings and also provides the option to share the recording with other team members. PCC also provides a wizard that provides you high level details related to the meetings.
The Meeting Management widget provides you the following details:
Total number of past meetings to date
Total number of participants in the meeting
Average attendance of the meeting
Participants invited to the upcoming meetings
You can view the meetings either in List View or in Calendar View. List view provides list of meetings that are scheduled and the Calendar view shows the scheduled meetings in a calendar.
Meeting Management allows you to schedule a recurring or a non recurring meetings. You can schedule a meeting and add participants belonging to various committees. You can also invite a private induvial who does not belong to any community.
To schedule a recurring meeting, perform the following:
1.Login into PCC.
2.Search for the required project. The Project dashboard appears. Click Meetings from the Collaboration tab.
You can also navigate to Meeting Management from the Vertical Sidebar navigation menu. Click Collaboration and then select Meetings.
3.Click +Schedule Meeting.
4.The Schedule Meeting page appears. Update the following details and click Schedule Meeting to complete the meeting schedule.
You can also invite a member who does not belong to the committee. Click + Add New Invite. Enter the details such as name, company , email ID and job title of the participant and click Add Meeting Participant.
If you are scheduling a non recurring meeting, you need to select Does Not Repeat while updating the frequency of the meeting.
In the Meeting list, Host Key will be a blank field until the time is one hour or less from the start of the meeting. When the meeting is less than than one hour from the scheduled time, the host key will appear in the Host Key row for the given meeting and the user can see/copy the value to add it into the Zoom to claim the host. This Host Key is only valid for the next occurrence of the meeting.
Following are few pointers related to Meeting Settings:
When you are scheduling a meeting which is a Public meeting and where the Restricted settings is disabled, then the user can login by providing their name and email is optional.
When you are scheduling a meeting which is a Private meeting and where the Restricted settings is enabled, then the participant can login by providing their name and email ID that has been added during the scheduling of the meeting. Participant cannot login with guest credentials, they have to mandatorily use the email.
When you are scheduling a meeting which is a Private or Public meeting, and you select a Committee which has board associated with it, the Restricted settings will be automatically disabled. The participant can login by providing their name and email ID that has been added during the scheduling of the meeting. Participant cannot login with guest credentials, they have to mandatorily use the email.
You can view the past meetings by selecting the date or month for which you want to view past scheduled meetings. The list provides details such as meeting title, meeting date, number of attendees, recording and transcript of the meeting.
You can share the recording and transcript of the meeting with the required members. This feature will be available in the upcoming releases.
PCC provides the flexibility to update the scheduled meetings. Flexible scheduling allows the administrators to modify the meeting based on the requirements that change on day to day basis. Flexible scheduling allows you to:
Update the time of any single occurrence of a recurring meeting series. For example, you can prepone or postpone the meeting for a particular date of a recurring meeting. You can only update the time for single occurrence and not the complete series of meetings.
Cancel the meeting of a single occurrence of a recurring meeting. For example, you can cancel the meeting for a single occurrence of a particular day of a recurring meeting. If there is any holiday, you can cancel the meeting for that day.
Change or cancel a single event which arises due to attendee conflicts and holidays.
Add or remove a participant for a particular occurrence of a recurring meeting.
Manage Meetings and Delete Meeting options provides you with the option of flexible meetings.
Manage Meetings allows you to update the scheduled meetings. It allows you to update the meeting title, time, frequency of the meeting, and other update for a scheduled meeting.
Manage Meetings also allows you to manage participants. You can resend the invite to the participants, add new participants, and remove a participant from the meeting.
To manage meeting, perform the following steps:
2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.
3.The Mange Meeting screen appears. Update the necessary changes and click Save to update the modified information.
To resend the meeting invite again to a participant, perform the following steps:
2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.
You can remove the participant from the meeting.
To remove the participant, perfrom the following steps:
2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.
4.A confirmation dialog box appears. Click Delete to remove the participant.
You can share the public meeting link with the various participants who can get registered to the shared meeting.
To share a public meeting, perform the following steps:
You can clone a particular meeting and update the clone meeting as per your requirements. Clone meeting allows to retain the meeting of a particular meeting and make the changes to it.
To clone a meeting, perform the following steps:
2.The Clone Meeting page appears with the meeting details of the meeting that is selected to clone. You can make the changes as per your requirement and click Schedule Meeting to schedule the cloned meeting.
You can delete the scheduled meetings. You also has an option either to delete a particular occurrence or the all the occurrence of the recurring meeting.
To delete a meeting, perform the following steps:
2.The Delete Recurring Meeting dialog box appears. You can either select:
Delete this occurrence only or
Delete this occurrence and all the future occurrences in this series.
Click Delete after selecting the required option.
| Field | Action |
|---|---|
You can also add yourself to the meeting by clicking the + Add yourself to the meeting. You can remove the participant by click of delete icon.
A recurring meeting is indicated with icon.
When the meeting is within one hour of the scheduled time, the Host Key appears as a masked key. You can click the icon to see the host copy and click the icon to copy the host key.
1.Select the scheduled meeting that you want to update, click icon and select Manage Meeting.
1.Select the scheduled meeting, click the icon and select Manage Meetings.
3.Click the icon for the required participant and select Resend Invite. A flyer message appears that informs that the invite has been successfully sent to the selected participant.
1.Select the scheduled meeting, click the icon and select Manage Meetings.
3.Click the icon and select Remove Participant.
1.Select the scheduled public meeting that you want to share, click icon and select Share Meeting.
2.The Share Meeting pop message appears. Click the Copy icon to copy the meeting link and click OK.
1.Select the scheduled public meeting that you want to clone, click icon and select Clone Meeting.
1.Select the scheduled meeting that you want to delete, click icon and select Delete Meeting.
Enter Meeting Title
Enter the name of meeting
Meeting Details
Select the date and time for the meeting to be scheduled
Frequency of the meeting
Select the required frequency of the meeting. Note: If you are scheduling a non recurring meeting, you need to select Does Not Repeat.
Meeting Settings Meeting Visibility
Make Meeting Public - By default, all meetings will be private. If you want to make the meeting public, you need to select the Make Meeting Public.
Restricted - You can select this option to restrict the meetings to the invited participants only.
Record Meeting - Select this meeting to record a meeting.
None- Meeting recording will be shared only with the PCC access only.
Meeting Attendees - Meeting recording will be shared with the attendees who have attended the meeting.
Transcribe Meeting - Select the transcript visibility. You can either set the visibility of the transcription as Private or Public.
Meeting Description
Provide the description on the meeting
Select a Committee
Select the required committee for which the you want to invite the committee for the meeting.
Select Voting Status
Select the voting status that you want to assign to a committee. You can select the following status:
Alternative Voting Rep
Observer
Voting Rep
Invite Participants
You can invite participants of the meeting by providing the name or email ID of the participant by entering the details in the Add Participant by Name or Email search field.
Committee setup of project allows you to provide information on:
The Committee overview section provides the overview information on:
Total number of committee meetings
Total number of meeting attendees
Percentage average meeting attendance of the committee members
Total number of participant invited to the upcoming meetings.
You can add and update committee information related to the project such as name, mailing list, committee website, permissions and description.
To add a committee for a project, perform the following steps:
1.Click on the required project and click Committees from the Collaborations tab.
You can also navigate to Committees from the Vertical Sidebar navigation menu. Click Collaborations and then select Committees.
2.The Committee page appears. Click +Add Committee to add the committee details.
3.The Create Committee page appears. Update the following details and click Next and click Save to create a committee.
You have an option to import members from the mailing list into the committee.
To import members into the committee, perform the following steps:
1.Click +Add Committee to add the committee.
2.The Create Committee page. Enter the Committee Name, Select the committee Type and Click Import Members.
3.The Import Mailing Lists to Committee dialog box appears. Select the required Mailing Lists from the Select Mailing Lists drop down and click Import. All the members belonging to the selected mailing list are imported to the committee.
After you setup the committee, you can add members to that committee who can exercise various responsibilities that are assigned to the members.
To add a member to a committee, perform the following steps:
1.Click on the required project and click Committees.
2.The Committees page appears with the list of committees that are created for the project. Click the required committee where you want to add the members.
3.The selected committee page appears with list of members. Click + Add Member.
4.The Add Committee Member dialog box appears. You can search for the member by providing their name or email.
5.If you are unable to add a member by providing their email ID or name. You can add them by clicking Fill Out profile link. The Add Committee Member dialog box appears. Update the following details and click Save:
After adding a first member to a committee, if you want to add another member to a committee, you need to click the Committee and then click Add Member to add additional members to the committee.
You can send a message through mail to the member.
To send a message to a member, perform the following steps:
1.Click on the required project and click Committees.
2.You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
4.Compose the mail and send it to the member.
You can share mail to all the members of the committee at once.
To share mail to all the member of the committee, perform the following steps:
1.Click on the required project and click Committees.
2.You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
3.The Committee page appears with list of members in it. Click Email Members.
4.The Email Committee dialog box appears. Click Compose Email to draft mail and share it with the all the members of the committee.
You can delete a member from a committee as and when required.
To delete a member, perform the following steps:
1.Click on the required project and click Committees.
2.You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
4.The Delete Committee Member dialog box appears. Click Delete to remove a member from the committee.
Manage committees allows you to edit, add subcommittee, move, manage members and delete the committee.
You can update or modify the committee.
To update the committee, perform the following steps:
2.The Manage Committee dialog box appears. Update the committee as per your requirements and click Save.
You can also add a sub committee under a committee.
To add a sub committee, perform the following steps:
2.The Add Sub Committee page appears. Enter the details as required and click Next.
3.You can also add members to the sub committee. Click Save to save the sub committee.
You can move a committee under an exisitng committe.
To move a committee, perform the following steps:
2.The Move Committee dialog box appears. Select the committee under which you want to move the committee and click Move.
You can delete a committee if you want to. Deleting a committee will also remove all the members added in the committee.
To delete a committee, perform the following steps:
2. The Delete Committee confirmation dialog box appears. Click Delete to delete the committee. A confirmation toast message appears informing that the committee has been deleted
Meetings related to committees are listed in the committees list under Upcoming Meetings tab. You can see the scheduled meetings and as well as schedule a meeting. On click of Schedule, the page navigates to Meeting Management to schedule a meeting.
You can configure mailing list for your committees. On click of Configure available under Mailing List, the page navigates to Mailing List.
If you want to update the existing committee details, click the edit icon.
If you want to delete the existing committee, click the delete icon.
If a member has a verified LFID, icon is displayed.
If a member LFID is pending for verification, icon is displayed.
If a member does not have a LFID, icon is displayed.
3.The Committee page appears with list of members in it. Click the click icon and select Send Message.
3.The Committee page appears with list of members in it. Click Click the click icon and select Delete.
1.Under Manage, click the and select Edit.
1.Under Manage, click the and select Add Subcommittee.
1.Under Manage, click the and select Move.
1.Under Manage, click the and select Delete.
Field
Action
Add Committee Name
Enter the name of the committee
Description
Provide the description on the committee
Type
Select the type of committee that you want to create
Enable Voting
Toggle the Enable Voting to enable the voting for the committee
Committee Documentation/Website
Enter the committee website URL of the committee which can provide the committee details such as policies, meetings and schedules
Field
Action
Name
Enter the name of the member
Email ID
Enter the email ID of the member
Company
Enter the name of the company
Job Title
Enter the title for the member
Appointed By
Select the required appointed by
Voting Status
Select the required voting status
Voting Start Date
Select the voting start date
Voting End Date
Select the voting end date
Role
Select the required role for the member
Role Start Date
Select the role start date
Role End Date
Select the role end date
