03 Apr

How to include eNotices in RSS feeds

eNotice Feeds

RSS feeds include eNotices

What eNotices will be included in RSS feeds?

The RSS feed will only include eNotices that have been sent explicitly to a specific organizational unit .

Only eNotices that have been sent, and are not set as private, will appear in public feeds.

What content will be included in RSS feeds?

The RSS feed will include the title based on the subject of an eNotice , a link to preview an eNotice ‘s content based on the first 50 characters.

How do I construct an RSS Feed and include in external sites?

An atom feed can be accessed to produce a list of eNotices for one or more organizational units.

The URL for a specific organizational unit is:

http://enotice.vtools.ieee.org/public/feed.atom?org_unit=SPOID

where SPOID is the SPO ID for the organizational unit.

Multiple organizational units can also be included:

http://enotice.vtools.ieee.org/public/feed.atom?org_unit=SPOID1,SPOID2,SPOID3

*Note that only eNotices that have been sent, and are not set as private, will appear in public feeds.

17 Jan

vTools.eNotice version 2.0.0 has been released – 9 January 2019

On 09 January 2019 eNotice version 2.0.0 was released.

eNotice 2.0.0 introduces the following enhancement:

eNotice has been updated with a new user interface.   It is fully responsive to mobile devices.

The updates include the following:

Manage eNotices

A dashboard provides up-to-the minute information on eNotices you’ve created as well as other officers who support your organizational unit.

The listing of eNotices includes options to:

  • Create eNotice – opens a blank eNotice form
  • Search by Subject or Recipient (Organizational Unit)
  • Status filters – apply filters to display eNotices based on status – Draft, Submitted, Pending, Canceled, Sent
  • Sort – display listing by Subject, Send by date, Reminder, Priority, Type (Express, Standard)
  • Manage – for a single eNotice  and access options: Preview, Edit, Duplicate, Contact Staff, Send Test eNotice
  • Create eNotice – opens a blank eNotice form

Manage a single eNotice
This page is where you will find all of the administrative options for a single eNotice.

  • Preview- presents a view of how the recipent will see the eNotice in their Inbox
  • Edit – opens saved eNotice
  • Duplicate – make a copy of the eNotice
  • Delete
  • Contact Staff – email will include a link to eNotice; email is: enotice-admins@ieee.org
  • Send Test eNotice – sends a copy to the signed in user;  provides an example of how your recipients will see your eNotice
  • Copy Message Source – copy message to clipboard

This page also includes:

    • Recipient information – the organizational unit / audience the eNotice will be sent to.

eNotice Express now supports attachments. Up to 10 MiB can be uploaded to an eNotice.

Send eNotice to Registrants

  • Using vTools.Events, you will be able to send an eNotice to the registrants as well as attendees saved for a single event.
  • This new feature utilizes the registrant list (saved for a single event) to load the email addresses to a custom recipient list in eNotice.

GDPR – In compliance with GDPR, every email address included in the custom recipient list will be validated to confirm the registrant has provided explicit consent to send emails to them from the local geo units and IEEE.   Only those who have provided explicit consent will be included in the custom recipient list and may receive eNotices.   Every eNotice includes a link to manage their consent preferences in the footer – for both IEEE members and those recipients on a custom recipient list as defined above.

NOTE:   This feature is only for a list of registrants and attendees that have been saved to a single event.  For more information on vTools.Events and Send eNotice to Registrants option, click here.

NOTE:  If consent has not been provided, the email address will be removed from the custom recipient list in eNotice.

NOTE: eNotice and Events does not support the manual upload of an email list at this time.

As with all of the vTools applications, upgrades to the next version of Ruby on Rails has been applied.

Please review the latest eNotice tutorials by clicking here
Questions, comments or suggestions can be emailed to mga-im@ieee.org

31 Aug

IEEE Upgrade on 5 September 2018

On Wednesday, 5 September IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Wednesday, 5 September from 07:00 PM EDT (23:00 UTC-04) to Wednesday, 5 September 10:00 p.m. EDT (02:00 UTC-4), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, myIEEE, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Wednesday 5 September, starting at 7:00 p.m.(23:00 UTC-4) through 10:00 p.m. (02:00 UTC-4):

vTools.Events
– there will be no ability to validate member numbers for discounted price levels during registration

vTools.eNotice
– There will be no ability to create new or modify existing eNotices. There will be no ability to send express eNotices.
– There will be no ability to upload attachments

vTools.WebInABox
– there will be no ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

vTools.Voting
– there will be no ability to create new or modify existing ballots
– voters should still be able to vote in open elections

vTools.OfficerReporting will not be available

WebEx will not be impacted

vTools.StudentBranchReporting will not be impacted

ReviewRoom will not be impacted

If you have any questions, please contact the vTools team at vtools@ieee.org

07 Aug

IEEE Upgrade on 11 August 2018

On Saturday, 11 August IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Saturday, 11 August from 06:00 AM ET (11:00 UTC-05) to Saturday, 11 August 2:00 p.m. ET (19:00 UTC-5), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, myIEEE, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Saturday 11 August, starting at 6:00 a.m.(11:00 UTC-5) through 2:00 p.m. (19:00 UTC-5), Saturday, 11 August ET:

vTools.Events
– there will be no ability to validate member numbers for discounted price levels during registration

vTools.eNotice
– There will be no ability to create new or modify existing eNotices. There will be no ability to send express eNotices.
– There will be no ability to upload attachments

vTools.WebInABox
– there will be no ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

vTools.Voting
– there will be no ability to create new or modify existing ballots
– voters should still be able to vote in open elections

vTools.OfficerReporting will not be available

WebEx will not be impacted

vTools.StudentBranchReporting will not be impacted

ReviewRoom will not be impacted

If you have any questions, please contact the vTools team at vtools@ieee.org

09 Jul

Want to know who has access to vTools?

The current security model automatically allows use of the tools by any volunteer who appears on the organizational roster. Volunteers can create meetings/events, WebInABox sites, run elections, etc., while members and in many cases general public can view meeting/event information, visit WebInABox sites, etc.
Volunteers should use their IEEE web account username and password to login. If you do not recall your Web Account information, you may go to: http://www.ieee.org/web/accounts to recover your username or password online.

For more information, please view the post Automatic Access Information.

To report officers in order to have access to vTools, use vTools.Officer Reporting

19 Jun

vTools.eNotice version 1.9 has been released – 18 June 2018

On 18 June 2018 eNotice version 1.9 was released.

eNotice 1.9 introduces the following enhancements:

  • Utilization of new web services
  • Update to Electronic Mail policy link
  • Expand usage of eNotice to support Societies
  • Provide Express option for Student Branches and HKN Chapters

Please review the latest eNotice tutorials by clicking here
Questions, comments or suggestions can be emailed to vtools@ieee.org

18 Jun

vTools Upgrade – Events, eNotice, Voting – on 18 June 2018

Upgrade Announcement – On June 18, 2018 vTools will be undergoing system upgrades.

Starting Monday, 18 June 2018 from 5:00 p.m. to 7:00 p.m. EDT (UTC-4) vTools.Events, vTools.eNotice and vTools.Voting will be inaccessible.

The latest release of vTools.Events (v6.5), vTools.eNotice (v1.9) and vTools.Voting (v2.1.0) will be upgraded.

The following new features enhancement will be deployed:
Events 6.5 :

    GDPR Compliance changes

  • Events registration will include IEEE Privacy Policy
  • Event Management will include the Data Access and Use Policy consent for volunteers
    Enhancements

  • Enhanced reporting information – when there are registrants for an event, the reporting pages will show the number of registrants
  • Utilization of new web services

eNotice 1.9:

  • Utilization of new web services
  • Expand usage of eNotice to support Societies
  • Provide Express option for Student Branches and HKN Chapters

Voting 2.1.0

    GDPR Compliance changes

  • Removal of voter status option
  • Voting Dashboard will include the Data Access and Use Policy consent for volunteers
    Enhancements

  • Utilization of new web services
  • Provide auto-load option for voter list

We apologize for any inconvenience this may cause you.
Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

29 Aug

vTools.eNotice version 1.8 has been released – 29 August 2017

On 29 August 2017 eNotice version 1.8 was released.

eNotice 1.8 introduces the following enhancements :

– Personalization of eNotice message
– Customization of eNotice ‘From’ and ‘Reply-to’
– Send Test eNotice option

Please view the latest eNotice tutorials by clicking here

Questions, comments or suggestions can be emailed to vtools@ieee.org.

09 Jan

vTools.eNotice version 1.7 has been released

On 22 December 2016 eNotice version 1.7 was released.

eNotice 1.7 introduces the following usability and interface enhancements :

  • eNotice is now integrated with vTools Events so that you can create and send meeting announcements without having to re-enter your event information.
  • eNotice allows Region and Section officers to send messages to a specific audience or segment within their organizational unit. This gives the opportunity to target messages to particular member groups (i.e.. Affinity Groups, Subsections, Chapters, Student Branches).