Setting up presentation workflow

This article will show you how to set up the workflow that your delegates will see when they upload their presentations. Only presenting authors will be asked to upload the presentation material. Presenting authors were confirmed in the submission and/or programme stage of the conference.

Step 1) Select prompt from the card

Once you log into Ex Ordo, you will see your Open Presentations card that will appear on the top of the stream if other stages are closed: 

Step 2) Beginning the configuration stage

The first stage of the presentation set up and configuration is the General Settings. On this page you will be asked 3 questions. 

  1. Do you wish to collect presentation/biography material from presenters?
    1. Yes - presenters will have a prompt on their dashboard to "Upload Presentation Material"
    2. No - no prompt will appear on their dashboard
  2. Should other delegates/the public be able to access the uploaded presentation files? 
    1. Share publicly - the uploaded files will appear in the timetable if the presenter agrees to it
    2. Don't share - the uploaded files will appear in the timetable
  3. Should accepted authors be allowed to change who will present at the conference? - Allow changes/prevent changes.
    1. Allow changes - presenters can change who will present the submission at the conference
    2. Prevent changes - the details will be based on the presenters confirmed in the initial/final submission

Depending on your answers to these questions, the workflow for your presenters will change. 

Once you are happy with the general settings, click on Done; Go to the Next Step at the bottom of the page to proceed to the Presenter Biographies step.

Step 3) Presenter biographies

On the presenter biographies page you are presented with 2 choices to make. First of all, you are asked if you would like the presenters to provide a short biography. You can choose No, Yes - but make it optional or Yes, and make it mandatory for them to do so. To make your choice, click on the the triangle to the right of the box, as shown in the image, and simply click on your choice.

The second question that you'll be asked is if you would like to limit the number of words that can be included in a biography. To choose no limit, click on the grey circle beside the "No limit" text. If you would like to limit the number of words, click on they grey button beside "Limit it to" and simply type in the number of words you'd like to limit it to in the grey box on the right, as is highlighted below. 

Now that you've made your decision in regards to the presenter's biographies, click on Done at the bottom of the page to go on to the presentation files page.

Step 4) Presentation files decisions

On this step, you will be able to distinguish between the different types of presentations that can be configured, like Powerpoint or Poster files for example. If you'd like to add another option to this list, click on Add a new Presentation File at the bottom of the page. If you'd like to delete one of these options, just click on Remove on the right hand side of the option.

To edit a presentation type, click on the Edit button, as is highlighted in the image above. Once you click on it you will be presented with the following page.

As you can see from the image above, you can now edit the name, deadline, help text, file types, formats and requirements of the presentations. To edit any of these, simply click on the dark grey text box of what you would like to change. When you click on the deadline text box, a calendar will appear that will allow you to select the deadline date easily. It will appear like this:

In the optional/required text box, you can decide if files are optional, if only one can be uploaded of if an unlimited number of files can be uploaded. To make your selection, click on the drop down arrow on the optional/required box. This is highlighted in the image below.

If you'd like to add different file types that can be added, just click on the the "Valid file types" box and a drop-down menu will appear. To add a file type option, just click on the file type from the list. The options already chosen are shown in green. If you'd like to remove the option of certain file types, all you need to do is to click the "x" beside it in the box at the top, This will remove it from the list.

NB - Presentation Formats

If you would like to chose what type of presentations formats that the delegates will be able to choose from, just click on the "Presentation formats" box and the available options will be shown. Similar to the Valid file types options before this, you can add formats by clicking on them and remove them by clicking on the "x" beside them. For more information about file types, you can read  this article.

This is extremely important as many conferences do not use the 'Oral' and 'Poster' default formats. For example, if you have set up a presentation type called a 'Paper' presentation and wish to collect presentation files from these authors you will need to make sure that their format is listed in the box relevant to the files they must upload.

Once you are happy with your edits and configuration of the Presentation files step, click on "Done" at the bottom of the page, then click on "Done; Go to the next Step" .

Step 5) Guide for Presenters text

The final step of the presentation configuration is the guide for presenters page. Here, you can write a guideline for the presenters to follow. To do this, all you have to do is to click in the large grey box in the middle of the page and type. Once you are happy with your guide for presenters text, click on the "Done: Finish Setup" button on the bottom of the page.

If at any stage you'd like to edit the presentation configuration, all you have to do is click on the "Presentations" link on the dashboard as explained in the first step in this article and click on the Steps on the left hand side of the page.

And huzzah! You've now configured the presentation setup for presenters.

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