sapphire now – event owner access september 2011

SAPPHIRE NOW Event Owner access September 2011

2011 SAP AG. All rights reserved.2 Event Set up Check list 1.Roles: what type of user roles will you need for your event and which modules will each role need access to? Example: Event Owner, Content Owner etc. 2. Identify Tracks and associated sub-tracks (topics) needed 3. Session types - determine the type of sessions and the attributes of each: a. name b. length c. speaker allocations 4. Session structure - # of sessions for each track and sub-track 5. Speaker types - what types of speakers will be allowed and the associated business rules 6. Identify Track Owners - users that will be responsible for a specific track 7. Identify Content Owners - users that will be responsible for specific sessions 8. Determine Meta Tags - what cross track tags are needed to identify sessions 9. Additional Session information: what other type of session specific information will need to be captured from content owners and speakers. 10. Identify Users add users to system that will need access for the event with appropriate role

2011 SAP AG. All rights reserved.3 Log-In Process http://wegone.sapevents.com Single Sign on will be available. At this time you must use your email address and the password provided by Kim Cansler to log into the system. Be sure to save this site to your Favorites for easy access Single Sign on will be available. At this time you must use your email address and the password provided by Kim Cansler to log into the system. Be sure to save this site to your Favorites for easy access

Location Set Up Module

2011 SAP AG. All rights reserved.5 Basic Information before proceeding The system is organized by a series of Tabs. Clicking on a tab will then display additional links that fall under that header tab. The following icons are used throughout the system + = allows you to add new / = allows you to Edit X = allows you to trash an item = refreshes the view

2011 SAP AG. All rights reserved.6 What you will see The system is organized by a series of Tabs. Clicking on a tab will then display additional links that fall under that header tab. Location Setup this is where you are able to setup and define your tracks/subtracks, determine speaker types, session types, rooms etc. Sessions & Demos once the location set up is done you can use this tab to build your sessions for the program OneVoice Collateral Where they review and edit presentations and assets uploaded by content owners One Voice Signage - Where they review and edit signage text uploaded by content owners Sessions Library this displays all final published sessions that have been created in the eCMS system regardless of the program they were used for originally. Dashboard - This where you can create a customized view of an Information Page that each user role will see when they login One VoiceSessions - Where they review and edit Session information uploaded by content owners One Voices Speakers - Where they review and edit speakers company name and titles uploaded by content owners Staff Where the event owners manage nominations and approve showflow staff who are aligned with content delivery. Location Speakers Where the event owners can manage the speakers for a specific location. Assigned speakers are displayed with session information and you are to track their activities in the resource center and invite them to register for the program. Scheduler - Where the event owners can manage the sessions and schedule them into a specific Date/Time/Location. This also provides the external view to the agenda builder. Speakers Library this is a global list of all speakers who have ever been used in a program.. It is from this list you will pull your session speakers Users Where the event owners manage the people who will have access to the system for a particular event and or location and where you assign their user role which determines what they have access to when the login. Content - Where the event owners can create for Dashboard Text that will then display on the various dashboards as different user types log into the program. Reports here you can view / download canned reports

2011 SAP AG. All rights reserved.7 Location Set Up - Setting up your Location 1 1 After log-in choose which event location you want to set up. Access can be controlled at this level to allow an Event Owner to have access to multiple locations or only one. 2 2 The Location Setup tab allows you to set up track structure, session types, assign track and content owners, define meta tags and add any additional session information you need to capture from users.

2011 SAP AG. All rights reserved.8 Location Set Up - Setting up Track structure 1 1 2 2 To add a Track use the + option to bring up the Add Record pop up box below Complete the associated fields. Head Count = Inventory control Display Order = controls the order in which the track is displayed in Agenda Builder and Session Catalogue Display On FrontEnd = controls whether it is viewable on Session Catalogue and Agenda Builder. Track Code = Insert appropriate letter abr. and the system will add it to the 4 number sid Complete the associated fields. Head Count = Inventory control Display Order = controls the order in which the track is displayed in Agenda Builder and Session Catalogue Display On FrontEnd = controls whether it is viewable on Session Catalogue and Agenda Builder. Track Code = Insert appropriate letter abr. and the system will add it to the 4 number sid

2011 SAP AG. All rights reserved.9 Location Set Up - Setting up Sub-Track (Topic) structure 1 1 2 2 To add a sub-track: highlight the track you want to add a sub-track to, use the + option to bring up the Add Record pop up box below Complete the associated fields. Display Order = controls the order in which the track is displayed in Agenda Builder and Session Catalogue Display On FrontEnd = controls whether it is viewable on Session Catalogue and Agenda Builder.

2011 SAP AG. All rights reserved.11 Location Set Up >>Session Types 1 1 2 2 To add a session type: use the + option to bring up the Add Record pop up box below To add a session type fill out the associated fields: Session Type: identifies the session Type Description: add a brief description Type Intro: Public facing description Check boxes: checking this box will include the session type in the following tools Scheduler, Agenda Builder and Default Agenda PPT Upload: allows the session type to have assets uploaded to individual sessions Staff Request: enables content owner to request SAP staff to support Speaker Allocation: total number of speakers allowed Name Length: total number of characters allowed Abstract Length: total number of characters allowed Duration: total number of minutes for session To add a session type fill out the associated fields: Session Type: identifies the session Type Description: add a brief description Type Intro: Public facing description Check boxes: checking this box will include the session type in the following tools Scheduler, Agenda Builder and Default Agenda PPT Upload: allows the session type to have assets uploaded to individual sessions Staff Request: enables content owner to request SAP staff to support Speaker Allocation: total number of speakers allowed Name Length: total number of characters allowed Abstract Length: total number of characters allowed Duration: total number of minutes for session

2011 SAP AG. All rights reserved.12 Location Set Up >>Session Types>>Speaker allotment To define the business rules associated with speaker allocation: 1. 1. Highlight the session type 2. 2. Click on the + option to bring up the Add Record pop up box to define speaker type and maximum number of allowable speakers for that type. To define the business rules associated with speaker allocation: 1. 1. Highlight the session type 2. 2. Click on the + option to bring up the Add Record pop up box to define speaker type and maximum number of allowable speakers for that type.

2011 SAP AG. All rights reserved.13 Location Set Up >> Additional Session Information 1 1 2 2 To add additional session information such as free form text boxes for technical requests select the plus sign Choose what type of format you want for the field and enter the remaining relevant information

2011 SAP AG. All rights reserved.15 Location Set Up - Assigning a Track to Track Owners 1 1 Under Location Setup Open the Track Owner Assignment tab. Expand the track owner record for whom you want to assign a track and click on the + sign in the box below. Choose which track you want assigned and submit. You can assign multiple tracks to an individual. 2 2

2011 SAP AG. All rights reserved.16 Location Set Up - Assigning Track and Subtrack to a Topic Area Owner 1 1 Choose which track and subtrack(s) you want assigned and submit. All assignments will be visible within the individuals record. 2 2 Under Location Setup Open the Topic Owner Assignment tab. Expand the topic area owner record for whom you want to assign a session and click on the + sign in the box below.

2011 SAP AG. All rights reserved.17 Location Set Up - Assigning a Session(s) to a Content Owner 1 1 Under Location Setup Open the Content Owner Assignment tab. Expand the content owner record for whom you want to assign a session and click on the + sign in the box below. Choose which session(s) you want assigned and submit. You can assign multiple sessions to an individual. All assignments will be visible within the individuals record. 2 2

2011 SAP AG. All rights reserved.18 Location Set Up Scheduler Rooms To add rooms to be available in the Scheduler tool, choose the + option to bring up the Add Record pop up box and fill out the name, seats, order of display and assign it to a track.

2011 SAP AG. All rights reserved.19 Adding Sample Agenda Tag To add a new sample agenda topic, add a new value to the sample agenda tag by using the + option to bring up the Add Record pop up box below.

2011 SAP AG. All rights reserved.20 Tagging a Session to add to a Sample Agenda To add a session to a Sample Agenda: 1. go to the Tags sub-tab 2. Highlight the Sample Agenda tag 3. Choose the appropriate Sample Agenda topic and save. 4. The session will not appear in this Sample Agenda available on the Agenda Builder. 5. To remove a Sample Agenda tag hold down the control key and unselect the topic. To add a session to a Sample Agenda: 1. go to the Tags sub-tab 2. Highlight the Sample Agenda tag 3. Choose the appropriate Sample Agenda topic and save. 4. The session will not appear in this Sample Agenda available on the Agenda Builder. 5. To remove a Sample Agenda tag hold down the control key and unselect the topic.

Users Module

2011 SAP AG. All rights reserved.23 Users Module Adding new users 1 1 To add a new user, use the + option to bring up the Add Record pop up box below 2 2 Fill in the fields and assign the system role as Event Users

2011 SAP AG. All rights reserved.24 Users Module Assigning an Event and an Event Role Highlight the user you want to add an event or assign a role and choose the + icon 1 1 2 2 Choose the event and the associated role needed for that individual user. A user can have multiple roles for one event as well as being assigned to multiple events. Roles are defined by the Event Owner and added to the system by the administrator and assigned to the event. 3 3

Sessions & Demos Module

2011 SAP AG. All rights reserved.26 Sessions - Adding a NEW Session To add a NEW session: Under the Session tab choose the + icon to fill out the required fields for a session name, description, track, sub-track and session type. 1 1

2011 SAP AG. All rights reserved.27 Sessions - Adding a NEW Session 2 2 Once the session is added highlight it to get the session detail below. Add tags, speakers and any other associated data for the session. You may leave this information blank and allow the Content Owner to assign this information.

2011 SAP AG. All rights reserved.29 Sessions - Adding Tags 1. Highlight the session you wish to tag. 2. Choose the Tag tab to see available options 3. Highlight the tag you wish to add and you will see a drop down box with the values 4. Tag as appropriate and hit save. 1. Highlight the session you wish to tag. 2. Choose the Tag tab to see available options 3. Highlight the tag you wish to add and you will see a drop down box with the values 4. Tag as appropriate and hit save.

2011 SAP AG. All rights reserved.30 Sessions - Adding Speakers to Sessions To add a Speaker to a session: highlight the session you would like to add a speaker and go to the Speakers tab. There are two ways to add a speaker: 1. Choose the + sign to add a new speaker 2. Or choose the boxes to add a speaker from the speaker library To add a Speaker to a session: highlight the session you would like to add a speaker and go to the Speakers tab. There are two ways to add a speaker: 1. Choose the + sign to add a new speaker 2. Or choose the boxes to add a speaker from the speaker library

2011 SAP AG. All rights reserved.31 Sessions - Adding Speakers to Sessions To add a new speaker fill out the required fields and submit. The speaker will then be added to the speaker library and the session will be added to the speakers record.

2011 SAP AG. All rights reserved.33 Sessions - Session Management Event Owners can change the status of a session using the drop down box as well as adding or removing a session from the One Voice editing process.

2011 SAP AG. All rights reserved.34 Sessions Version Compare To compare the versions of a sessions title and abstract, expand the session and click on the most recent version. You can compare any two versions to see the differences.

2011 SAP AG. All rights reserved.35 Sessions - Compare Versions To compare versions click on the Compare button for the version you want redlined against the most recent version. Results will be shown with changes highlighted. To compare versions click on the Compare button for the version you want redlined against the most recent version. Results will be shown with changes highlighted.

2011 SAP AG. All rights reserved.37 Sessions Signage Signage is available for the following session types: Demo Stations, Discussion Tables, Knowledge Tables and Test Drive Areas 1. Only sessions in an Edited or Ok to Publish status will see the signage tab for their session. 2. Top-line and Subhead fields are not allowed to be edited 3. Content Owners should add the qualifying statement and bullets that describe the value proposition for this session. Signage is available for the following session types: Demo Stations, Discussion Tables, Knowledge Tables and Test Drive Areas 1. Only sessions in an Edited or Ok to Publish status will see the signage tab for their session. 2. Top-line and Subhead fields are not allowed to be edited 3. Content Owners should add the qualifying statement and bullets that describe the value proposition for this session.

2011 SAP AG. All rights reserved.38 Sessions - Signage 1. Choose your qualifying statement 2. Add your value proposition bullets up to 45 characters and save your signage. Once you submit, your bullets will be sent to One Voice for review 3. You will be able to see the One Voice edits within your Signage tab. 1. Choose your qualifying statement 2. Add your value proposition bullets up to 45 characters and save your signage. Once you submit, your bullets will be sent to One Voice for review 3. You will be able to see the One Voice edits within your Signage tab.

2011 SAP AG. All rights reserved.40 Collateral Upload - Files are limited in type and number 20-minute and 30-minute presentations One ppt file is allowed Unlimited number of other asset types Demo Stations, Discussion Tables, Knowledge Fair tables and Test Drive Areas Four ppt presentations allowed Unlimited number of other asset types zip and rar files are allowed for Demos File Types allowed PowerPoint files.pptx, pptm.ppt Additional files formats.fla;.wmv,.asf, mpeg,.mpg;. Avi; mov; mp4,

2011 SAP AG. All rights reserved.43 Collateral File Uploaded successfully If file is uploaded successfully you will see a message and the file will be renamed with the following nomenclature: Campus abbreviation_SessionID_SpeakerLname+FirstInitial_ppt#

Location Speaker Module

2011 SAP AG. All rights reserved.45 Location Speaker Module Location Speaker provides a view of all speakers for this particular event. You can see all relevant speaker information and use the filters to narrow your search. Speaker invites are sent from this module as well.

2011 SAP AG. All rights reserved.46 Location Speaker To see information about a particular speaker, highlight his/her record and informational tabs will show below. The overview tab provides a snapshot

2011 SAP AG. All rights reserved.47 Location Speaker Sessions and Email The sessions tab shows the sessions in which this individual will be a speaker. The Email communication tab is where you send out the speaker invite. Select the Preview invite button to view and send the invite. It will track when the invite was sent. The sessions tab shows the sessions in which this individual will be a speaker. The Email communication tab is where you send out the speaker invite. Select the Preview invite button to view and send the invite. It will track when the invite was sent.

2011 SAP AG. All rights reserved.48 Speaker Invite Email The invite contains the speakers session information, content owner contact and relevant registration information. It also contains a log in and temporary password to access the Speaker Resource Center. If you are satisfied with the invite hit send.

2011 SAP AG. All rights reserved.49 Speaker Resource Center Speaker Resource Center provides all speakers with: 1. Dashboard general information 2. Action Items 3. My Sessions 4. My Profile 5. My Registration Speaker Resource Center provides all speakers with: 1. Dashboard general information 2. Action Items 3. My Sessions 4. My Profile 5. My Registration

2011 SAP AG. All rights reserved.50 Action Items Action Items Tab: 1. Speaker can confirm or decline participation 2. Approve video taping and publication of presentation 3. And if a customer confirm his/her participation in Meet Our Customers activities Action Items Tab: 1. Speaker can confirm or decline participation 2. Approve video taping and publication of presentation 3. And if a customer confirm his/her participation in Meet Our Customers activities

2011 SAP AG. All rights reserved.53 My Profile My Profile is the area for the speaker to : 1. Update personal information 2. Provide a Bio 3. Include social media links 4. Upload a photograph for Agenda Builder My Profile is the area for the speaker to : 1. Update personal information 2. Provide a Bio 3. Include social media links 4. Upload a photograph for Agenda Builder

2011 SAP AG. All rights reserved.54 Speaker Registration This is linked directly to registration. If the speaker is already registered no action is necessary. If they need to register it will provide a link to the speaker registration process.

Session Library

2011 SAP AG. All rights reserved.56 Session Library The Session Library is the content management repository for all previous content assets. The library provides the session name description and the previous events at which it was presented.

2011 SAP AG. All rights reserved.57 Session Library Replicating a Session to your current event 1 1 To add a Session from a previous event: Under the Session Library tab highlight the session you would like to replicate. You will see the previous event(s) it was presented at in the box below. 2 2 Choose the replication icon. 2 2

2011 SAP AG. All rights reserved.58 Session Library Replicating a Session to your current event To add the session, make sure you are in the right event location (upper right corner) and submit the session. Identify which track and sub-track it should be assigned to as well as the session type. It will then appear in the Sessions tab for your event. To add the session, make sure you are in the right event location (upper right corner) and submit the session. Identify which track and sub-track it should be assigned to as well as the session type. It will then appear in the Sessions tab for your event.

Speakers Library

2011 SAP AG. All rights reserved.60 Speaker Library In the Speakers Library you can: 1. Search for speakers from previous events and see their associated sessions 2. Add new speakers 3. Edit information for a speaker In the Speakers Library you can: 1. Search for speakers from previous events and see their associated sessions 2. Add new speakers 3. Edit information for a speaker

Content

One Voice Sessions

Pending Review Track Owner / Topic Owner/ Content Owner submits session / pod / microforum information In Editing Campus owner marks session ready to one voice (now locked until One Voice edit is done) One Voice editor marks session one voiced. Unlocks session for Content Owner Edited Campus or content owner edits the session Returned to Editor One Voice editor edits and marks one voiced Edited Track Owner/ Content Owner marks session ready to publish Ok to Publish One Voice Process Flow

2011 SAP AG. All rights reserved.64 Track Owner / Content Owner/ Topic Owner view When the session is ready for One Voice review, check the One Voice box located in the Session Mgt. tab for the individual session. NOTE: Sessions should not be sent to One Voice until the title and abstract are complete. The session will move to the In Editing status and be locked for further edits until reviewed by One Voice. Once the session has been reviewed by One Voice it will move to Edited status and is available for further edits or to be published. When the session is ready for One Voice review, check the One Voice box located in the Session Mgt. tab for the individual session. NOTE: Sessions should not be sent to One Voice until the title and abstract are complete. The session will move to the In Editing status and be locked for further edits until reviewed by One Voice. Once the session has been reviewed by One Voice it will move to Edited status and is available for further edits or to be published.

2011 SAP AG. All rights reserved.67 One Voice Editor View One Voice Editors will see the One Voice Sessions module. This will contain all sessions that have been sent to One Voice and are in In Editing Status or Returned to Editor Status

2011 SAP AG. All rights reserved.68 One Voice Editor view Editing a Session 1. To edit, expand the session to see the versions and highlight the most recent version. 2. Click on the pencil icon below to get the Edit Record pop up. 1. To edit, expand the session to see the versions and highlight the most recent version. 2. Click on the pencil icon below to get the Edit Record pop up.

2011 SAP AG. All rights reserved.69 One Voice Editor view Editing a Session 1. Make your edits and add comments as needed. 2. If finished with edits, check the One Voice Finalized box and submit. 3. If you have further edits just submit to save and come back later. 1. Make your edits and add comments as needed. 2. If finished with edits, check the One Voice Finalized box and submit. 3. If you have further edits just submit to save and come back later.

2011 SAP AG. All rights reserved.71 Compare Versions To compare versions click on the Compare button for the version you want redlined against the most recent version. Results will be shown with changes highlighted. To compare versions click on the Compare button for the version you want redlined against the most recent version. Results will be shown with changes highlighted.

One Voice Speaker

2011 SAP AG. All rights reserved.74 Editing Speakers 1. Highlight the record you want to edit. 2. Click on the pencil icon below to get the Edit Record pop up. 1. Highlight the record you want to edit. 2. Click on the pencil icon below to get the Edit Record pop up.

2011 SAP AG. All rights reserved.75 Editing Speakers Edit the record as necessary. The fields with asterisks are the One Voice edit fields. A company search is available. Edit the record as necessary. The fields with asterisks are the One Voice edit fields. A company search is available.

Scheduler Module

2011 SAP AG. All rights reserved.80 Scheduler Grid 1 1 1 1 Rooms available for scheduling sessions 2 2 Sessions available for scheduling. Grid shows title, track, public SID, # of times scheduled, and duration.

2011 SAP AG. All rights reserved.84 Tips for best performance 1 1 1 1 Internet Options Select Tools menu in your browser Select Internet Options from your menu 2 2 2 2 Browsing History Settings Select the Settings button under General tab Browsing history section 3 3 3 3 Temporary Internet Files Please make sure you have Every time I visit the webpage selected.

Thank You! Questions please contact: [email protected]

sapphire now – event owner access september 2011

Documents

event owners

content owners users

content owners staff

track owners users

type of sessions

session types

specific sessions

event owner access