Unlisted Events

With the feature "Unlisted Events" it is now possible to create new events that are not assigned to a category. This allows the people working on the event to finish the event before publishing it and present it to the public only when the work on it is completed. If the event is then to be finally listed in a category, it should be noted that the authorization to create events must be available for the target category. To ensure that the event is saved permanently, it should be transferred to a category at some point and not remain unlisted forever.

To create an Unlisted Event simply select "Keep unlisted" in the Event Creation Dialog. This makes an immediate category selection obsolete. After creating the event, a yellow info box with the status is displayed under "Settings" and a blue button with the title "Publish" is displayed in the upper right corner. Since the event is not listed and thus cannot be accessed via the category path, you either bookmark the URL of the event in your browser or access it via the dashboard of your own Indico account, which has a separate section for the Unlisted Events you are working on. Once the event has been completed and is to be listed in a category, you click once on the Publish button and select the intended target category, provided you have the appropriate authorization, the Select button is displayed in blue.

1. Create an unlisted event

        2. Create an unlisted event

         3. Unlisted event after creation

        4. Info box indicating an unlisted event

         5. Account dashboard showing owners unlisted events

        6. Becoming a listed event

       7. Becoming a listed event

Category Moderation

Another useful feature is the category moderation. If this is activated in the category settings by a category manager, this feature allows Indico users who do not have permission to create an event for a category to request an application for inclusion in this category for one of their events without having to know the specific email address of a category manager. The event requesting to be moved to a category must already be listed in a category, e.g. in the Test category, which is accessible to all Indico users. The category managers will then see in the category settings under the item "Moderation" received applications and can accept or reject them. If accepted, the event is immediately moved to the appropriate category. In addition, applicants are notified of the category manager's decision in an email.

             1. Enabling category moderation under category protection settings

              2. Starting a move with category approval

              3. Select the category you wish to move your event

            4. Enter a reason for your approval and confirm it

            5. Info box indicating your approval is on it's way

           6. Moderation view for category managers with options approve or reject

Dear Users,

This plattform enjoyed a lot of success in the recent years, which makes us very happy.
With this success, we also encountered many requests for new categories, which we gladly provide. However the orientation within all these categories has suffered, which makes it harder for interested participants to find the events they are looking for.

On October 2nd, we will clean up the top-level structure of events.hifis.net. We will introduce the following top-level categories:

• Helmholtz Initiatives & Incubator
• Helmholtz Centres
• Helmholtz Research Fields
• Beyond Helmholtz

Existing categories will be sorted into these top-level categories accordingly.

Note that nothing else will change, especially no links, accessibility, or contents.

Please feel free to Contact us for questions, feedback and suggestions.

Dear Users,

You may have been aware that previously there was an issue with sending emails to workshop participants via Indico.

When sending automated emails to participants they had the tendency to get stuck in spam filters or not reach the recipients at all. We had introduced a dummy account "HIFIS Noreply Bot" to circumvent the issue for the time being.

With yesterdays' update this situation should be improved and emails send from Indico should reach their destination reliably without the need for any hackish solutions.

If you still experience issues with emails sent by Indico not being received, please send us a quick note to support@hifis.net

Sincerely,

Your Admins

Dear users and group administrators,

This Indico instance was conceived from the start as a stopgap measure. Now the time has come to switch to the actual platform as it was intended. Now the preparations are complete and it will become a proper HIFIS service. Here is all you need to know about the procedure:

What is happening?

This Indico instance will migrate from the HZDR servers over to the servers at DESY and will be run by the local administrators there from then on. To do this migration, there will be a

downtime on 27. April 2021

What about events / registrations?

All events and registrations will be carried over. (This is why we will have a interruption of service.)

What about user accounts?

All user accounts will be carried over as well. Those who used a Helmholtz email address for their account also can from then on log in via Helmholtz AAI.

Do the old links to events / registrations still work?

Yes. We will set up a URL redirection to make sure you can continue where you left off and have no extra work.

What about groups?

The group structure will change to be less chaotic and events will be moved accordingly. This does not influence the links to the events.

What do I need to do?

Users may need to update their bookmarks if they have made some.

Group administrator will have to check if they can still manage all the events they were able to access before.

In any case, if you find something odd after the transfer, please let us know and we will do our best to resolve issues in a timely manner.

Thank you for your patience. Please let us know if you have further questions on the procedure.

There will be a maintenance on 2021-03-31 from 10:00 to 15:00 to install updates and add some new plugins.

Please note that changes to events or registration during this time period may get lost.

The service will resume normally afterwards. Thank you for your patience.

HIFIS Software will provide workshops, training and special events for scientists of the whole Helmholtz Association and beyond. In order to streamline the registration and organization process, we decided to provide our own events infrastructure until a HIFIS Cloud solution is available.

Please Note

This service is considered to be an intermediate solution until a HIFIS Cloud events platform is selected and available. Depending on this decision, our events will be migrated to this new platform and be available there.