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4 User Instructions

4.1 Logging on the System

4.1.1 Logging on as Registered User

If you are a registered user in the Gong system you can log on the system using your registered username and password.

Instructions:

1Run the Gong application or applet.
2Input your Gong username and password in the corresponding textfields. The image shows an example using 'gibson' as the username with a six characters password.
3Click on the 'Ok' button to log on the system.

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4.1.2 Logging on as Guest User

If you are not a registered user in the Gong system you can log on to it as a guest user. However, depending on the configurations, there may be cases where guest users are not permitted in the system. The obvious way to know this is to look for the 'Guest' button in the system login interface.

Instructions:

1Run the Gong application or applet.
2Click on the 'Guest' button to log on as a guest user.

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4.2 Selecting a Discussion Board

After logging on the system you can go into the boards listed in the board selection interface. You should pay attention to your permission by looking at the remarks field of the selected board. There are three types of remarks:

If the remarks field does not contain anything that means you have full access rights in that particular discussion board.

Instructions:

1Log on the Gong system to reach the board selection interface.
2Select a board in the list using arrow keys, the 'Move Up' button or the 'Move Down' button.
3Check that you have selected the right board by looking at the description and remarks.
4Click on the 'Ok' button to select and go into the discussion board.

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4.3 Browsing Messages (Under construction)

Sorry this section is under construction.

4.4 Controlling Text/Voice Message (Under construction)

4.4.1 Controlling Text Component

Sorry this section is under construction.

4.4.2 Controlling Voice Component

Sorry this section is under construction.

4.5 Creating Message

In order to participate in discussion boards you need to be able to put messages on the board. Generally a message in Gong consists of two major components. One is the text component and another is the voice component. You can create a message with just the text component, the voice component or both.

The following instructions describe the general procedure on how to post a message on a board. Other detailed instructions in message composition are also included in the next few sections.

Instructions:

1Click on the 'Compose' button in the discussion board to bring up the message composition interface.
2Click on the 'Record' button to start the recording of your voice message.
3Pay attention to the audio level during recording. If the level is very low you may need to adjust the input volume of your audio device.
4Click on the 'Stop' button to stop the recording.
5Click on the 'Play' button to check the content of the voice recording. You can always make a new one if you want to. Alternatively you can use the voice editor to modify the voice data of your recording.
6Input the text content of your message in the text area. You can apply various text formatting using the styled text format toolbar.
7Input your name in the name textfield if you are a guest user. You do not need to enter it if you have logged on the system using a registered username.
8Input the subject of the message in the subject textfield.
9Click on the 'Post' button to post the message to the board.
The new message is posted at the top of the discussion board.

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4.5.1 Creating Hyperlink

Hyperlinks can be created on any text in a message during message composition.

Instructions:

1Select the text where you would like to add the hyperlink to.
2Input the address of the link in the location textfield.
3Click on the 'Hyperlink' button to create the link.
The hyperlink is added to the selected text.

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4.5.2 Removing Hyperlink

Hyperlinks can be removed with a similar procedure as in creating the hyperlink.

Instructions:

1Select the text where you would like to remove the hyperlink.
2Clear the location textfield with an empty address.
3Click on the 'Hyperlink' button to remove the link.
The hyperlink is removed.

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4.5.3 Chinese Cantonese Yale Input

You can input Chinese Cantonese Yale romanization using the Chinese Cantonese Yale interface in message composition. The Yale romanization is a combination of a Yale syllable and a tone. The system allows the input of the tone in relative ease.

Instructions:

1Tick the 'Cantonese Yale Interface' checkbox to activate the Chinese Cantonese Yale input.
2Input the Yale syllable.
3 Assign the tone to the syllable by one of the following methods:
3aHighlight the syllable and click on one of the tone buttons.
3b

Put the cursor at the end of the syllable and press the shortcut key of the tone.

* You should be able to enter Yale words fairly quickly using the shortcut keys because there is no need to highlight the word explicitly.

The tone is added on top of the Yale syllable. The example uses tone 5 which is the low rising tone.

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4.5.4 Chinese Mandarin Pinyin Input

You can input Chinese Mandarin Pinyin romanization using the Chinese Mandarin Pinyin interface in message composition. The Pinyin romanization is a combination of a Pinyin syllable and a tone. The system allows the input of the tone in relative ease.

Instructions:

1Tick the 'Mandarin Pinyin Interface' checkbox to activate the Chinese Mandarin Pinyin input.
2Input the Pinyin syllable.
3 Assign the tone to the syllable by one of the following methods:
3aHighlight the syllable and click on one of the tone buttons.
3b

Put the cursor at the end of the syllable and press the shortcut key of the tone.

* You should be able to enter Pinyin words fairly quickly using the shortcut keys because there is no need to highlight the word explicitly.

The tone is added on top of the Pinyin syllable. The example uses tone 3 which is the falling-then-rising tone.

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4.5.5 Editing Voice Data

You can edit your voice recording from the message composition interface when you are composing a new message, replying a message or editing a message. In the voice editor, you can perform one of the following three different operations:

Instructions:

1Click on the 'Edit' button in the message composition interface to bring up the voice editor.
2Apply any of the operations: delete, trim or insert/replace.
3Click on the 'Finish' button to save the modifications and close the editor.

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4.5.5.1 Deleting Voice Data

You can delete any selected voice data using the voice editor. You can even delete the entire voice recording in a voice message.

Instructions:

1Select the voice data you would like to remove from the voice recording by clicking-and-dragging on the data area.
2Click on the 'Delete' button to delete the selected voice data.
The selected voice data is deleted from the recording.

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4.5.5.2 Trimming Voice Data

You can delete any voice data that is not selected but keep the selected voice data using the voice editor. The operation is called trimming.

Instructions:

1Select the voice data you would like to keep in the voice recording by clicking-and-dragging on the data area.
2Click on the 'Trim' button to delete anything that is not selected.
The selected voice data is kept in the recording but others are deleted.

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4.5.5.3 Inserting/Replacing Voice Data

You can create new voice recording into the current one using the voice editor. There are two different situations where you can put in new voice data. The first situation is when you have not selected any voice data. The second one is when you do have part of the data selected. In the former case, when you create new voice recording it will be inserted in the current location. For the latter, the new voice recording will replace the one you have selected. You can even replace the entire recording if you select all of the voice data.

Instructions:

1i) If you would like to insert new voice data:
  • Click on the data area to pick the insertion point.
ii) If you would like to replace current data:
  • Click-and-drag the voice data to be replaced.
2Click on the 'Record' button to start making your new recording.
3Pay attention to the audio level during recording. If the level is very low you may need to adjust the input volume of your audio device.
4Click on the 'Stop' button to finish the recording.

i) New voice data is inserted at the insertion point.

ii) New voice data has replaced the selected voice data.

* Notice the length of the recording in the second case is shortened.

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4.6 Replying Message

You can reply to any message posted in a discussion board. Creating a reply is like creating a new message except that the message subject and the message text content are given for the reply.

Instructions:

1Select the message you would like to reply to in the message tree.
2Click on the 'Reply' button to bring up the message composition interface.
3Write and post the message similar to what you need to do when you create a message.
A reply is added to the selected message.

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4.7 Editing Message

Depending on the permissions you may be able to edit the content of a message in a discussion board. After the editing, the editor's name would also be listed on the message tree together with the original author of the message.

Instructions:

1Select the message you would like to edit in the message tree.
2Click on the 'Edit' button to bring up the message composition interface.
3Modify and post the message similar to what you need to do when you create a message.
In the example the subject of the selected message is modified.

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4.8 Deleting Message

Depending on the permissions you may be able to delete messages in a discussion board. You should be careful with this operation because once a message is deleted it would be impossible to recover it.

Instructions:

1Select the message you would like to delete in the message tree. If there are replies in the message those replies will also be deleted.
2Click on the 'Delete' button to delete the message and its replies.
The selected message and its replies are deleted.

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4.9 Searching Message

You can search for text string in all messages including authors, subjects and their text content on a discussion board. The search can be case-sensitive or case-insensitive and it can be done repeatedly through the entire board. You can also perform a search using regular expression.

Instructions:

1Click on the 'Find' button on the discussion board.
2Input the text you would like to search for.
3Click on the 'Find' button in the search window to start the search.
The searched text (the search string is 'nasa' in the example) is highlighted if result is found. You can perform the search again to find the next match.

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4.10 Analysing Message with Indexing

You can create word indexing information on an English voice message using voice analysis in the Gong system. The analysis tool allows you to match the voice and text if the voice is the spoken equivalent of the text and vice versa. The indexing information can be saved in the message and once the message is analyzed everybody on the discussion board would be able to use the information as well.

Instructions:

1

Create your voice message.

The message should contain a voice recording and a transcript which match each other. For example if you speak 'How are you' over the microphone you should input 'How are you' in the text area. You can add punctuations in the text and caps are not important. That means for example 'how are you!' and 'How are you?' would work fine as well.

2Select the message you have just created on the discussion board.
3Click on the 'Analyze' button to bring up the voice analysis window. Once the window comes up the message would be analyzed immediately.
4

Click on the 'Play' button to check the indexing of the message.

* If the word indexing does not work well at the start of the message it is usually because there is a long silence at the start of the voice which affects the result of the analysis. In this case you can close the analysis window, edit the message using the voice editor and remove the silence at the start and the end of the voice recording.

5Double-click on any of the words to check the indexing of a particular word.
6Click on the 'Close' button to close and save the word indexing information of the message.
The word indexing indicator should appear on the right-hand side of the timeline control.

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4.11 Personal Messaging

4.11.1 Sending Personal Message

You can send simple text message to other users logged on the same discussion board. These messages are not stored anywhere in the system and therefore they will be discarded once you quit the system.

Instructions:

1

Click on the user (the recipient of the personal message) on the user list of the discussion board to bring up the user list menu. 'gibson' will be clicked in this example.

* You can send to multiple users by pressing the control key while selecting the users and then right-click on the user list to bring up the menu.

2Select 'Send a personal message' on the user list menu to bring up the send message interface.
3Input the text message you would like to send to the recipient(s).
4Click on the 'Send' button to send the message.

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4.11.2 Reading Personal Message

When you receive a personal message from other users you will hear a 'ding' sound as an acknowledgement. You can then use the read message interface to read the messages from and to the user.

Instructions:

1Click on the user on the user list of the discussion board to bring up the user list menu. 'gibson' will be clicked in this example.
2

Select 'Read message box' on the user list menu to bring up the read message interface.

* You will have the read message option only when you have received any message from the user.

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4.12 Creating Text/Voice Chat

Depending on the permission of a discussion board you can chat with other people who log on the same board as you do. Through the chat initialization window you can configure a chat session so that you can chat with other people. You can set up a chat session easily because the Gong system provides four predefined profiles for you to select from:

In addition to the profile you can also select the privacy of the chat session. You can have a private session so that only the people you have invited can join the chat. Or you can have a public one which means everybody on the board can join your session. When you finish with the chat session you can post it on the board similar to what you did with a voice message.

Instructions:

1

Click on the 'Start Chat' button under the user list to bring up the chat initialization window.

* You can start a chat only if you can see the user list on the discussion board.

2Select any users on the user list to invite them to your chat session. In the example three people are selected for the invitation.
3Select the appropriate mode for the session.
4Select the privacy option of the session.
5Click on the 'Start' button to start the chat.
The chat session window is created after starting.

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4.12.1 Text Chat

In a chat session with text chat capability you can chat with other people by sending quick text message. The text content of the chat session also gives other information such as who has joined the chat or whether recording is being started or stopped.

Instructions:

1Select the message color in the color selection box.
2Input the text message in the message textfield and press 'Enter'.
The text is created in the text area of the session.

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4.12.2 Voice Chat with Recording

During a chat the host can choose to start/stop recording if the chat session is recordable. The recording can be started and stopped any number of times to increase the flexibility of the chat. At the start a recordable chat session is in its stop state.

Instructions:

1Click on the 'Record' button to start recording the session.
2Click on the 'Stop' button to stop the recording. You can start and stop as many number of times as you like.

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4.12.3 Inviting People

The host of a chat session can invite other people to join the chat session any time during the chat. For a private session only people who are invited would be able to join a session.

Instructions:

1Click on the 'Invite' button to show the available user list.
2Select the user(s) you would like to invite and click the 'Ok' button.

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4.12.4 Posting Text/Voice Chat

The host of a chat session can invite other people to join the chat session any time during the chat. For a private session only people who are invited would be able to join a session.

Instructions:

1Input the subject of the session in the subject textfield.
2Click on the 'Post' button to post the session on the board.
The session is posted at the top of the discussion board.

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4.13 Joining Text/Voice Chat

You can join a chat session in a discussion board if it is a public board or you are invited to join the board. If you are invited you will be asked by the system whether you would like to join or not. Otherwise you would have to select the chat session on the user list and join it explicitly.

Instructions:

1Click on the user who is hosting a chat session on the user list to bring up the user list menu.
2

Select 'Join his/her chat session' to bring up the chat session description.

* You can join a chat session if it is public only.

3Click on the 'Join' button to join the chat.

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4.14 Changing User Details and Settings

4.14.1 Changing the User Password

You can change your password in the Gong system at any time in the user details window.

Instructions:

1Open the user details window.
2Input your current password in the current password textfield.
3Input your new password in the new password textfield and the confirmation textfield.
4Click on the 'Ok' button to confirm the change.

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4.14.2 Changing the Interface Language

The Gong system provides different sets of language for the display of the interface. You can change the language using the user details window.

Instructions:

1Switch to the 'Personal Settings' tab after opening the user details window.
2Select the language in the language selection box. If you select 'Default' as the language you will only see the changes after restarting the discussion board. Otherwise the language will change immediately after you save and close the window.
3Click on the 'Ok' button to save the settings.
The language of the entire interface is changed. In this example the language selected is 'Traditional Chinese'.

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4.15 Showing Logs

There are three types of logs created in the Gong server. They are the event log, the error log and the system information log. You can download any of these logs for a particular date through the system information window.

Instructions:

1Switch to the 'Log' tab after opening the system information window.
2Input the date in the log date textfield to specify the date you would like to see.
3Select the log type you would like to download.
4Click on the 'Show' button to download the log.

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4.15.1 Event Log

The event log is created whenever the server has received these requests (values in brackets are the event code):

Each of the above requests would generate a line of log data at the end of the event log file in the following format.

[Event Code];[IP Address];[Username];[Date/Time];[Board];[Message Id];[Length]

4.15.2 Error Log

The error log is the collection of error messages when the server has an internal error. Each line of the error log file contains an error generated by the server. It takes the following format.

[IP Address];[Username];[Date/Time];[Board];[Location];[Reason]

4.15.3 System Information Log

The system information log collects the information of client machines so that any potential client problems can be analyzed accordingly. Each line in the system information log contains five values which are in the following format:

[Gong Client Version];[OS Architecture];[OS Name];[OS Version];[Java Version]

4.16 Generating Statistics

You can generate useful statistics for discussion boards discussion boards or server event logs. The statistics are divided into categories different in the statistics window for the ease of viewing.

Instructions:

1Switch to the 'Statistics' tab after opening the system information window.
2Input the date range in the textfields. If you would like to generate board statistics you may optionally leave one or both of the dates empty.
3Click on the 'Board Stat' button or 'Server Stat' button depending on which one you would like to generate.

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4.16.1 Board Statistics

Board statistics are generated using board data such as the number of messages and the total size of voice messages. Although you can only generate a set of statistics for each discussion board every user who has posted a message in the board would also have his/her own set of data. The statistics generated are categorized and visualized as the following hierarchical structure:

4.16.2 Server Statistics

Server statistics are generated from the event log resided in the server. The event log contains important information such as the number of times a particular user has logged on the system and the duration of voice messages a user has posted. The statistics downloaded from the server are categorized and visualized as the following hierarchical structure:

4.17 Using MiniGong

4.17.1 Browsing Messages

Using MiniGong is like using a CD player where you can easily play from message to message using the 'Previous' button and the 'Next' button. Alternatively you can play a specific message in the discussion board by selecting it from the list of messages. The restriction in MiniGong is that the list of messages will be shown in the top level only. In other words, all replies to any messages in the board will not be shown in MiniGong.

Instructions:

1Click on the 'Message List' button to bring up the message list window.
2Select a message on the message list.
3Click on the 'Ok' button to switch to the selected message. The voice message will be played immediately once you return to the MiniGong interface.

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4.17.2 Making New Message

You can always make new voice message using MiniGong. Depending on the permissions you can also post the voice message to the discussion board. The only difference, if compared to posting using the message composition interface, is that you cannot create any text component for messages created using MiniGong.

Instructions:

1Click on the 'Record' button to start the recording of your voice message.
2Click on the 'Stop' button to stop the recording.
3Click on the 'Play' button to check the content of the voice recording. You can always make a new one if you want to.
4Click on the 'Post' button to post the recording and you will be asked for the subject of the message.
5Input the subject in the textfield and click on the 'Ok' button to save the voice message.

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