About public access and publishing

• submit files (for example, an article for your magazine) by upload or email - to do this, use
   

  dead letterbox
• download files (for example, your printer collects a finished PDF for printing) - to do this, choose the 'public web page' tab with
   

  publish
• automatically deliver files to another web site or by FTP - to do this, choose the 'send elsewhere' tab with
   

  publish
  . See also technical details.

Email for project participants

Email conventions

• a single attachment is added as a document to the dead letterbox folder
  • the subject of the email is used to name the document (unless it is empty in which case the attachment name is used)
  • the body text of the email is added as the document information (shown below the name)
• multiple attachments are added as documents in a new folder in the dead letterbox folder
  • the subject of the email is used to name the folder (or a name is invented if no subject)
  • the body text of the email is added as the folder information (shown below the name). No information is added to the individual documents
  • documents are named according to the corresponding attachment
• no attachments mean that the body text of the email is added as a plain text document
  • the subject of the email is used to name the document (or a name is invented if no subject)
• attribution: if the sender is already a participant in the project, the document(s) are attributed to the sender, otherwise to "Public" (with a note in the document information indicating its source).
• acknowledge: if the email is sent with a receipt/acknowledgement request, an acknowledgement email will be sent back (an email will always be sent if something goes wrong). If your email client can't set receipt requests, add a 'Reply To' yourself instead, or include REPLY! or ACKNOWLEDGE! or RECEIPT! (that is, with an exclamation mark) within the message subject line.
• inform colleagues: if the email is sent as important or high priority (some email clients have a button to do this, others have a menu entry), colleagues in the project will be informed (equivalent to ticking the box in the
   

  add document
  form). If your email software doesn't offer priority (Gmail for example), put NOTIFY! or INFORM! or IMPORTANT! or PRIORITY! (that is, with an exclamation mark) in the subject line.
• brainstorming: if the subject line includes BRAINSTORM! documents will be created for brainstorming
• deadlines: there isn't any way to set a deadline from an email at present.

Organizing emails

• arrange incoming emails in folders by year and month. Instead of putting messages (either by thread – see below – or individually in the dead letterbox folder, they can be moved to automatically created folders by year and month within year. This avoids a busy dead leterbox getting over-full.
• group related incoming emails by thread/conversation. When someone outside the project sends you an email which is copied to your dead letterbox address, it is simply put into the dead letterbox awaiting attention. If you (or indeed the original author, or anyone else copied in) then replies to the email which includes the Ensembling address as recipient, a folder will be created for the 'thread' or 'conversation' and both the original email (which may be a folder if it had attachments) and the reply are put into the thread folder.
• cross reference by person dealing with the email. If you, a project team member, reply to an email from someone outside the project then you are in effect taking responsibility for the job of replying. This can be reflected automatically in the folder structure by making a cross reference to the email thread into a folder with your name on it (which will be in a folder called Assigned To in the dead letterbox folder:

  Letterbox
     Assigned To
        Person1
           -> Thread folder
              Message
                 Attachments
              Message
              ...
           -> Another thread folder
           ...
     2011
        June 2011
          Thread folder
          ...
  

  This means colleagues can see you are dealing with the matter, and also that any emails that have not received a response remain in the dead letterbox (or the current month folder if organised by date) clearly awaiting attention.

What happens if messages end up in the wrong thread?

What on earth is a 'dead letterbox'?

I forgot the URL

Click the Published button or Dead Letterbox button . You can copy and paste it from there or have it sent to you by email.

How can I find out what documents are published?