Stage 1: Setup for Initial Test on Functionality
4.2 Stage 1: Setup for Initial Test on Functionality
The first stage will involve the process of setting up the initial test in order to understand the system functionality. To have this, the stage had been divided into five steps. Step 1 to step 4 involve the process of setting up the system whereas the step 5 involve a process of gathering feedback. In this chapter, only Step 1 to step 5 are been reported.
4.2.1 Step 1: Setting up the equipment
Before any system existed, there is a need to have the equipment in place, up and running. In this study, a preparation of the equipment includes desktop computer, internet connection, mobile phones with a connection the telecom services (i.e. Celcom and Maxis). The flow diagram of the step involved had been highlighted as in Figure 4.3.
The main equipment to be used in this study will be the mobile phone. This device will be used mainly receives SMS from the system. To some extent, it is also can be used to setting up and to sent the information to the system (i.e. iPhone). The pictures of the desktop computer and mobile phone are given in Figure 4.4 and 4.5.
Step 1: Setting up the equipment
Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up Step 4: Setting up notification system
Figure 4.3: Setting up the equipment
Figure 4.4: Desktop computer at the State Office with an internet connection
Figure 4.5: iPhone with Maxis as a carrier
4.2.2 Step 2: Setting up U ser’s Account
The second step is to setting up the users account. This step is quite a straight forward process since it will involve a usual step as it were during registration of any of web-based email client. It is however need to be known that this step is really important to enable users to have an account for future online calendar usage. The step involved in the setup process is given in Figure 4.6.
Step 1: Setting up the equipment
Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up Step 4: Setting up notification system
Figure 4.6: Setting- up user’s account
When user first navigate to the address http://calendar.google.com , they will first been requested to login into the system using their existing username and password. If it happen to be the first time on the system, users will have the option to create an account at the given button on the page. The interface of these options is given as in Figure 4.8.
Figure 4.7: Calendar sign-in or create an account
In this report, the option to create an account had been choose to understand the step-by-step involves in the registration process. There will be two accounts to be created. The account known as demo1.iium@gmail.com is created to represent the User 1 and also another account demo2.iium@gmail.com is created to represent the User 2. Since there is similarity in the registration process, only the User 1 account is reported. The sample interface to create an account is given as in Figure 4.7. Once the registration is completed, the welcoming interface to the system is as given in Figure
Figure 4.8: Calendar create an account
Figure 4.9: Calendar successful first login
Users will then had an option to register their first name, last name, location and their time zone. In this report, the details are as given in the Figure 4.9. Upon
completion of the settings, click the ‘Continue’ button to proceed to the calendar main interface as shown in the Figure 4.10.
Figure 4.10: Calendar at ‘Week’ view
Upon arriving at this page, users are now successfully registered their account and enabling the functionality of the calendar. The next step is to setting up the functionality of shared calendar, enabling the shared information to all of the team members.
4.2.3 Step 3: Setting up Shared Calendar
Step 3 involves on how to setting up the team shared calendar. To enable sharing, the system will need at least two accounts to be tied together. The account of User 1 and User 2 which represent the sender and receiver respectively had been used in this process. The step involve in this process is shown as in Figure 4.11.
Step 1: Setting up the equipment Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up Step 4: Setting up notification system
Figure 4.11: Setting-up shared calendar
To start the sharing setup, users can click the ‘Add’ link at the ‘My Calendars’ option. Another option will be displayed asking to add, browse or import the calendar.
Click ‘Add a friend’s calendar’ option as it had been shown in Figure 4.12. A dialog box will appear which requires user to fill in the contact email is shown as in Figure
4.13. Key in demo2.iium@gmail.com and then click ‘Add’ button.
Figure 4.12: Calendar view in a week
Figure 4.13: Field to add a friend’s calendar
Ones the ‘Add’ button had been pressed, another option to request access to the User 2 account will be displayed. By default, there will be a brief message to be sent to the User 2 in order to have the shared access as it shown in Figure 4.14. Then,
press the ‘Sent Request’ button to complete the process. The message which confirming the message been sent to the User 2 is shown in the Figure 4.15.
Figure 4.14: Press ‘Send Request’ button
Figure 4.15: Message sent
By repeating the same process to the User 2, the connection of both accounts will be established. The email message from User 2 to the User 1 account requesting to view the calendar is shown in Figure 4.16. The User 1 will now have options to either neglect the request by User 2 or to accept the collaboration. To accept, click the given link http://www.google.com/calendar as in Figure 4.16.
Figure 4.16: Email sent to accept a request
Ones the link had been clicked, a setup options will be displayed as given in Figure 4.17. The system will automatically register demo2.iium@gmail.com in the setup options. User will notify this in the ‘Share with specific people’ area. In the ‘Permission Settings’ option by ensuring ‘See all event details’ been selected, click ‘Add Person’ button. By having done this, the demo2.iium@gmail.com account is added to the system as it had been shown in Figure 4.18. Then, click ‘Save’ button. Ensuring the same process had been repeated to the User 2 settings, these two calendars are now connected to one and another.
Figure 4.17: Share with specific person options
Figure 4.18: Share with specific person options (continue)
Upon completion the above step, the ‘Changes saved’ confirmation page will
be displayed as given in Figure 4.19. It is however none of the User 2 option had been displayed in the ‘Other calendars’ area. For this option to be enabled, the same
processes need to be repeated to the User 2 account settings.
Figure 4.19: Changes saved notification
Ones the process had been setup to the User 2 account, the additional option will be displayed at the ‘Other Calendars’ option as it been given in Figure 4.20. As
displayed, a grey brown colour box which refers to demo2.iium@gmail.com .
Figure 4.20: Approval from User 2
By having this step of calendar setup, users are now connected in a way that they can now share the calendar in real-time. Any updates from the User 1 will be automatically displayed in the User 2 calendar and vies-versa. This way, to conduct a meeting will not be the same again as all the information is shared and well known.
4.2.4 Step 4: Setting up Notification System for User 1
The last step involves a setting up the notification system for User 1. Important to be kept in mind, this process although involves User 1 and User 2, the process are all been conducted in the User 1 account. There are generally three options for having a notifications function to the shared calendar. They are email, pop-up and SMS as it been illustrated in Figure 4.21.
Step 1: Setting up the equipment Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up
Step 4: Setting up notification system
Figure 4.21: Setting-up notification system for User 1
User will need to setup the notifications function to its own calendar in order to receive the notification services. To enable this function, click ‘Settings’ link which located at the top right of the page. Another option will be displayed, click ‘Calendar settings’ as it been shown in Figure 4.22.
Figure 4.22: Calendar settings option
Ones the link been selected, a ‘Calendar Settings’ options will be displayed as in Figure 4.23. In the settings area, user will notice a link to ‘Calendars’, ‘Mobile Setup’ and ‘Lab’. There is a need to register the mobile services to enable the SMS notification. To enable this, click the ‘Mobile Setup’ link.
The ‘Mobile Setup’ options are given in Figure 4.24. There is an option to register the phone number in the settings area. Key-in the user phone number and click ‘Send Verification Code’ button which is located in the ‘Carrier’ option. Ones the button been clicked, a dialog box which confirmed the action is shown as in Figure 4.25. Click ‘OK’ button. The verification code will now been sent to the
registered phone number.
Figure 4.23: Calendar settings interface
Figure 4.24: Mobile setup option
Figure 4.25: Dialog box for sending verification
The message which been received in the phone is given in the Figure 4.26. As stated in the message given, there is a verification code which will need to be entered
in the ‘Calendar Settings’ area. After the code entered, click ‘Finish setup’ button. As
a result of this, a note ‘Phone number successfully validated’ will be displayed as in Figure 4.27.
The options for SMS notifications are now been activated to the system. Another SMS is sent to the user confirming the device verification. There is also an option to stop the SMS notification by visiting goolge.com/calendar as given in the Figure 4.28.
Figure 4.26: Receives the verification code in the mobile phone
Figure 4.27: A notification ‘Phone number successfully validated’
Figure 4.28: Another SMS is sent to mobile phone for verification
By having SMS been activated to the system, now all type of notifications can
be setup in the ‘Notifications’ options as it been given in Figure 4.29. In default configuration, email and pop-up had been setup to be notified each at 10 minutes before the event. By clicking the ‘Add a reminder’ link, another option of notification
will be displayed. In the drop-down box, select SMS. It is now, all the reminders had been set at 10 minutes each before the event.
Figure 4.29: Event reminders
In the ‘Choose how you would like to be notified’ area, there are additional options to the email and SMS notifications. There are options for new invitations, changed invitations, cancelled invitations, invitation replies and daily agenda. By default, all the options to the invitation changes had been selected by the system. User however has the options either to remain as it is or to unselect these additional functions.
To have all the functions of SMS at each of the changes of invitations, select all the given checkbox as it been given in Figure 4.30. Ones finish, click the ‘Save’ button which located at the bottom left side of the page. Then, user will be directed to To have all the functions of SMS at each of the changes of invitations, select all the given checkbox as it been given in Figure 4.30. Ones finish, click the ‘Save’ button which located at the bottom left side of the page. Then, user will be directed to
We are now completing the first step of notification. As been mentioned early, there have two ways to notification of each of the user. First, notification related to user’s own calendar. Second, notification related to the person who the user shared
the calendar with. The next part will discussed on this second setup of notification.
Figure 4.30: Options to be notified
Figure 4.31: Notice subscriptions successfully updated
4.2.5 Step 4: Setting-up Notification System from User 2
User 2 can be our friends and colleagues. The system need to be setting up to
be able subscription to the notifications services. The subscriptions can be choose either to have email, pop-up or SMS. User 1 can also choose to have all this type of notifications. This options had been illustrated in Figure 4.32.
Step 1: Setting up the equipment Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up
Step 4: Setting up notification system
Figure 4.32: Setting-up notification system from User 2
To enable this, user can click at the arrow located in the demo2.iium@gmail box as given in Figure 4.33. Ones the arrow been clicked, an options will be given. Then, choose ‘Notifications’. The windows will then display the options for notifications as given in Figure 4.34.
Figure 4.33: User 2 ’s notification option
Figure 4.34: Notification options interface
In the event reminders options, click on the link ‘Add a reminder’. Additional options will be displayed, choose SMS and 10 minutes before each of the event. This will activate the SMS services for the calendar. The interface options are shown as given in Figure 4.35.
Figure 4.35: Event reminders options
In the ‘choose how you would like to be notified’ area, select all the given checkbox. This way, any new invitations, changed invitations, cancelled invitations
and also invitation replies will be SMS to the handphone. User also had an option to select on their on preferred ways of notifications. The selected checkbox at the given options are given as in Figure 4.36.
Figure 4.36: SMS options
If user would want to have the notifications by email, repeat the step by clicking the ‘Add a reminder’ link and choose ‘Email’ as an additional type of
reminder. The checkbox which refers to the email options also need to be selected based on how the user wanted to be notified. Then, click the button ‘Save’ to save these settings. User will t hen will be informed on the process status as ‘Subscriptions successfully updated’ as given in Figure 4.37.
Figure 4.37: Notice subscriptions successfully updated