[technology taskforce] Central Workspace for At-Large Action Items

[Ariel Liang]

Dear All

As you are aware, there has been a long standing Action Item from the ALT &
ALAC calls:  

> "Ariel Liang to work with Dev Anand Teelucksingh and Olivier Crepin-Leblond on
> the development of an overall workspace for the collection of At-Large AIs."
> 
After the recent Confluence system upgrade, a new task report macro
<https://confluence.atlassian.com/display/DOC/Task+Report+Macro>  has been
enabled. It allows us to create an overall workspace to aggregate and
display action items across the community wiki based on different
requirements. Below are some test workspaces that I created:
* Assignees <https://community.icann.org/x/y4QQAw> : It displays all open
action items assigned to Ariel, Alan, Olivier, and/or Dev
* Assigned by Ariel <https://community.icann.org/x/1IQQAw> : It displays all
open action items assigned by Ariel
* Label <https://community.icann.org/x/DIEQAw> : It displays all open action
items on the pages labeled as
<https://confluence.atlassian.com/display/DOC/Working+with+Confluence+Labels
>  ³alac-call² or ³alt-call²
* 2014 ALAC Meetings <https://community.icann.org/x/z4QQAw> : It displays
all open action items on the child pages of the parent page titled ³2014
ALAC Meetings"
* ALT <https://community.icann.org/x/0oQQAw> : It displays all open action
items within the space titled ³ALAC Executive Committee²
Please kindly note the following additional functionalities:
* In the task report macro setting, we can also choose to display completed
action items, as well as action items created after certain date.
* We can assign due date
<http://blogs.atlassian.com/2014/04/introducing-confluence-5-5-tasks-work/>
for action items by using the ³//³ hotkey to pick a date we want the task
accomplished by. The task display page will give us a visual reminder (i.e.
color change of the due date).
* Besides the task report macro, a new ³Tasks² page aggregates and displays
all your own personal action items:
https://community.icann.org/plugins/inlinetasks/mytasks.action. This page is
in the drop-down menu once you click your profile picture icon in the top
right corner. 

Please note the following limitations:
* Perhaps due to glitches appeared during the Confluence system upgrade,
assignees of some older action items are not properly displayed by the task
report macro. Hence, if we decide to create a workspace that aggregates
action items assigned to certain people, we may not be able to capture all
those action items. That being said, this situation will likely cease when
new action items are created and assigned to people in the upgraded
Confluence system. 
* The system cannot send auto reminders about open action items to assignees
yet. However, assignees will receive notifications when action items are
created and when the content of the action items is changed.
* When multiple people are tasked to complete an action item, the system
only recognizes the first person in the list as the ³assignee² and will send
him/her a notification about the action item. Thus, we will need to identify
a primary task taker who will lead and coordinate with team members to
tackle the task. 
I hope this information is satisfactory and the upgraded task function in
Confluence can help us track our work more effectively.

Best Regard,
Ariel 


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