Project room moderators have 3 options for granting other users room access. These options can be found in the dropdown menu labeled “Access check” in the room settings. “Deactivate” means that anyone can access the room. “Always” means that every membership request must be approved or rejected individually. “Code” means that users can access the room by providing a specific code.
Tip: For detailed information on access checks, refer to the corresponding tutorial.
The “Marketplace” shows you an overview of the website. To access it, click the link “Change room” on the CommSy bar right after logging in. This CommSy page contains an overview of your own rooms, current portal information, and the CommSy menu.
The action menu is located in the top right corner of every project room. You can access it from the various rubrics and from individual entries. It is a dropdown menu (labeled “Choose action”) that allows you to add new entries and carry out various other actions such as “Print,” “Save,” “Copy,” “Delete,” and so on. You can also use this menu to add new sections to material entries and save a new version of an entry.
Announcements are a useful tool for sharing important information with all room members. When you add a new entry in this rubric, you can enter a title and description and attach files. The “Valid until” date is important. It specifies how long an announcement will remain on the homepage of the room. After you save your announcement, it will be displayed on the top right of the entry page, over the room banner.
CommSy stands for “Community System.” It is a web-based system that supports networked project work. CommSy is the section you see after logging in to AGORA. It consists of the room overview, project and community rooms, and all other functions available there.
CommSy is open source software (GPL) that is available for public use. The latest version (CommSy9) has been running on the AGORA platform since September 2017. Universität Hamburg used its predecessor, CommSy8, between 2013 and 2017.
The CommSy bar is the header bar displayed in the upper section of your browser window while you are logged into CommSy. It offers the following functions (left to right): “All rooms,” “My rooms,” “Search,” “My Copies,” “Stack,” “Dashboard,” and your profile image. To sign out, hover your mouse cursor over your profile image.
Institutes and other organizations can contact the CommSy team to request a community room. A community room allows you to organize multiple project rooms centrally. In addition to the usual functions of a project room, community rooms come with the rubrics “Project rooms” and “Institutions.” You can link your institution’s community room to its various associated project rooms. Setting up a community room also makes it easier to manage documents that are relevant to all members of the community. Simply add them once in the central community room instead of creating a new entry in each associated project room.
The dashboard is a new function in CommSy9. It gives you a personalized overview of your activity in CommSy. You can see the latest entries in all your rooms and a calendar containing dates from all your rooms at a glance. To access the dashboard, click the icon to the left of your profile image in the CommSy bar on top of the screen. To edit your dashboard settings, click your profile image and navigate to “Account” -> “Additional functions.”
Entries in the “Dates” rubric are displayed in the calendar or as a list, depending on the room settings. You can highlight dates in different colors, set recurring dates, and add files. Members of your room can see all important events at a glance, export dates, and confirm their attendance.
The “Discussions” rubric is an important component of many project rooms. You can access it via the rubric bar. Its action menu allows you to create new discussion (“New entry”). To add an entry to an existing discussion, open the discussion and choose the bottom entry of the action menu (“New article”). If others have already contributed to the discussion, you can answer them directly (“Choose action” -> “Answer”).
Drag and drop refers to moving objects from one place to another with your mouse cursor. In CommSy, you can use drag and drop to rearrange lists such as the navigation.
Drag and drop refers to moving objects from one place to another with your mouse cursor. In CommSy, drag and drop is used, for example, to upload files and rearrange sections.
The edit symbol is a pencil inside a square. This function is available for all entries that you can edit (e.g., as the creator). It is located to the right of the various sections of such entries (title, description, files, etc.). It appears when you move your mouse cursor over one of these sections. When you click it, the editor for that section opens.
Each project room has a homepage. It contains an overview of new entries in the room rubrics and shows how many people have recently been active in the room. If tags and categories have been activated for the room, they will also be displayed here. On top of the page, you will see the room banner and an introductory text (if one has been added). The rubric bar on the left allows you to return to the homepage from any rubric.
The “Materials” rubric is used to publish and exchange files and other content. To do this, create a new entry in this rubric and add your texts or files to it. You can publish entries at a later date, embed images and videos, and use many other practical functions. To create a new material entry, select “New entry” from the action menu. Etherpad allows you to write texts collaboratively with other users. If you are looking for a specific material, select the entry from the list or use the room search.
In the room settings, moderators can select the option “Code” from the dropdown menu labeled “Access check” and enter a term of their own choice. This has the advantage that new members can access your room immediately upon entering the code, but you still retain control over who enters the room. Membership codes are distinct from your password.
Tip: For detailed information, refer to the corresponding tutorial.
The newsletter contains information about changes that have taken place in your rooms since your last visit: new members, new material or discussion entries, new announcements, dates or tasks. This includes rooms you have created and rooms in which you are a member. Your personal newsletter is sent to the email address specified in your account. All news items are linked, so you can access them with a single click. Please note: The newsletter does not contain any general news about the portal. You can specify whether you wish to receive the newsletter daily, weekly, or not at all.
Adjust the corresponding settings in your profile. You can find more information in the tutorial.
Project rooms are the main component of CommSy. They allow their members to work collaboratively, exchange materials, join discussions, and so on. Users first log in to CommSy—the “house”—and then enter a project room through its virtual “door.” Depending on the setting chosen by the room moderator, users can enter a room (a) immediately by clicking its door, (b) by entering the membership code set by the moderator, or (c) after the room moderator manually approves their membership request. In case of option (c), prospective members are asked to write a short text in which they explain to the room moderator why they wish to join the project room. Anyone with a CommSy account can create a new project room. To do this, log in to CommSy and click “Create new room” on the bottom right corner of the homepage. This will take you to the “Create new room” page.
When you try to enter a project room, you may be asked to provide a reason for joining. If you participate in the room moderator’s seminar, for example, tell them so in a short message. Afterwards, the moderator will be able to approve your membership. You will receive a notification email once you can enter the room.
Tip: For detailed, refer to the corresponding tutorial.
The term “responsive design” describes websites that automatically adapt to the requirements of their users’ devices (especially smartphones and tablets). Version 9 of CommSy is fully responsive and can be used on nearly any device.
If you create a new project room, you will be its moderator. This allows you to adjust its settings, decide who can access your room, and so on. You can also grant other room users moderation rights.
Users will often turn to the room moderators if they have questions about accessing or using the room. The contact persons for each room are listed next to the door symbol in the room overview. All users, even ones who are not room members, can use the link “Contact via email” to contact the room moderators.
To find out more about moderating rooms and granting rights, read our tutorial entitled “Room settings.”
To access your room profile, move your mouse cursor to your profile image in the top right corner of the CommSy bar and select “Room profile.” The menus on the left side of the screen allow you to adjust various personal settings related to the room you are currently using, including your address, your contact details, and your profile image. You can also cancel your membership in the room in this section.
The rubric bar is located on the left side of each project, group, or community room. It contains links to the homepage, all activated rubrics and, if you are a room moderator, the room settings. If you are viewing CommSy on a mobile device or other small screen, the bar may be minimized. It will expand when you move your mouse or finger over it.
If you are the room moderator, you can activate or deactivate individual rubrics.
Sections are used to divide a material entry into multiple parts. To add sections, open the action menu in the material entry and click “New section.” You can add a title, description, and files to the newly created section. To change the order of the sections of a material entry, click “Sections” in the quick navigation menu on the right. Click the edit symbol next to the sections list and rearrange the list via drag and drop.
Read the tutorial “Structuring room contents” to find out more about sections.
Room moderators can use the “Settings” section to configure their project room, set a membership code for future members, or add extra functions. To access the room, click the “Settings” button next to the wrench symbol on the rubric bar on the left. Only room moderators can access this section.
Tip: Read our “Room settings” tutorial for more details.
The “Tasks” rubric enables you to add a due date, planned duration, and status to every new entry. The added information will be displayed in the list of entries. This allows every user to see who is currently working on which task. You can change the status (“pending,” “in progress,” or “done”) of individual or multiple entries via the action menu.
The first entry in the “Topics” rubric of a room could, for example, introduce the content of a specific seminar. You can then create a path to link the introductory topic to other entries in the correct viewing order. Before you can add entries to your path, you need to link them to your topic first. You can rearrange the path using drag and drop. Topic entries are very useful, as they give structure or a fixed order to multiple room entries.
The “User” rubric contains a list of all room members. Moderators and contact persons are marked with specific symbols. You can email other room members even if their email address is hidden. When you open another user’s entry, you can also see any other contact details and information the user has provided.
This rubric also lists certain non-members—users who have not yet been approved by a moderator and former users whose accounts have been locked. To view this list, use the menu labeled “Change status” under “Restrict list.”
Members of Universität Hamburg (regular students, employees) use their uni username to log into CommSy. You can change your password in your account settings.
People who are not members of Universität Hamburg can also be given access to CommSy. This includes individuals working on a joint research project with members of Universität Hamburg, for example. They can be invited by their project partners.
If you are still using the “CommSy” source to log in with your old account, you can use the link “Forgot your password?” to change your password.
Do not confuse this with: password, membership code
Tip: Read the tutorial “First steps” to learn more about logging in to your account.