How To

... use this folder and the forms it contains?

If you have any questions, do not hesitate to contact me, your webmaster - Bernd Kulawik


... for Registrants


If you already have a log-in for the COLOSS web portal, you may use it - but we try to keep this content open so even non-COLOSS partners might register and send in their abstracts.


How To register

  1. To register for the conference, you go to the Registration Form and fill in your data. All fields with a little red square are required, so you won't be able to finish the process if you do not fill in all required data. 
    All fields are named in accordance to their function, so they should be self-explaining
  2. Once you filled in your data into the listed fields and checked if they are correct, click on "Submit" to finish the process. 
  3. You will be presented with an overview of the data you entered, and this overview will also be mailed to the e-mail address you entered into the first field.
  4. If you made any mistakes you are not able to correct the data. Instead, you would have to fill in the registration form a second time and send an e-mail to the organizers to inform them that your first registration entry should be deleted.

How To add your Abstract

As you all know, it is very important for the organizers as well as the participants to receive an abstract of your contribution to the conference as soon as possible. To avoid too much work an behalf of the organizers "fighting" through dozens of different formatted Word .doc files, we should try to use the possibilities of the web-portal: Though there is still a .doc template that you may download, fill in and send back to the organizors and editors of the proceedings, you should (try to) fill your data into the web formular:

  1. Go to ".../bern-2010/abstract-form" by clicking on the link or putting "/abstract-form" at the end of the URL address in your browser.
  2. Fill in the fields - those marked with a little red square are (again) required. I put "dummy" data into every field so you may take them as an example and fill in your data accordingly.
  3. Please note, that the names of the Authors should appear one by one in separate lines; the main Author with her/his full address data as it is required by COST.
  4. There is - intentionally - no way to use formatting in the "Abstract" field, because simple text is the best formatting allowing the editors of the proceedings to put all abstract together - and not having to "fight" and first reformat dozens of differently formatted .doc files, as this - unfortunately - is the usual form the abstracts based on the Word .doc templates are sent back. (If you are absolutely sure that you will/did not change the .doc template, you still may use it - but even then the editors will have to track those abstracts submitted here through the form and those submitted per e-mail. So, it would be easier for them to find them all here in one place.) 
    [In addition, this makes it easier - if needed - to put the abstracts into simple web-pages as part of this folder, so the "proceedings" might be visible online from a very early state on.]
  5. Once you finished your entry - after carefully looking again through all your data! - , click on "Submit": You will be presented with an overview of your record, which will also be sent to you via e-mail. 
  6. If you realise that you made a mistake, you'll have to fill in the abstract form again and ask the editors (Administrators) to delete your wrong abstract entry/record. (Only they are allowed to do so.)


... for Organizers, Administrators and Editors


The administrators (in the case of this folder) are the organizers of the conference and the editors of the Proceedings, in addition to the administrators of the entire COLOSS web portal. Administrators have special rights to view and edit entries that normal users do not have. So, please be careful, even though any action can be "un-done" easily.


How To extract the registration data

  1. You are  only able to see the registration data after you logged-in into the portal!
  2. Go to ".../registration-form/save" by clicking this link or add "/edit" at the end of the URL address in your browser. (Only administrators are able to see this page).
  3. You'll find a table with all data inserted by the registrants. 
  4. On the top right corner of the green frame (showing that you are logged-in and in an editor-mode) you'll find a little drop-down menu "Display" that offers also a "record view" and a "Download view" offering a CSV (Comma Separated Value) file for direct download.
  5. The entries are ordered chronologically following date and time of their submission by the registrants.
  6. Add the end of each line of the table (= each record submitted) you'll find a little symbol showing a pen: Clicking on it will allow you to change/edit data or to delete the entire entry. Use this option [Delete record] in case a registrant made a mistake and asked you to delete his/her entry, or to change the data entered into single fields. (But do this only after confirmation from the registrant.)
  7. If you want to extract the data from the website, for instance, to collect them in a local Excel table, click on the "edit" tab. There you have the ability to create a text file containing all the data. The options for the formatting of the record data in the text file are
    1. tab separated value, and
    2. comma separated value - which is the one I would suggest to use (and which is therefore the default option).
  8. By choosing the "Download view" from the "Display" dropdown menu on the top right of the green frame, the system creates a CSV-file for you from all records and presents it for download. - OR:
  9. You may open a text window by clicking on the tab "Saved data": It contains all record entries as lines: the field data are separated by comma, while the records/entries are separated as lines. You can mark all or parts of the content of the text window and copy and paste that into a local file, which you then save as "registration-data.txt" (for instance) on your local computer. Now you can import this file into Excel and work with the data (change them, add information, order them anew etc.) as you wish.

How To extract the data from the Abstract forms

Usually, this process follows the almost identical steps as above:

  1. After Log-In, go to ".../abstract-form/save".
  2. You'll see again the export options in the "Default" tab.
  3. Click on the "Saved data" tab: It shows the record entries, again every single record as one line with the data fields separated by commas - if you are still in "Tabular view" of the "Display" dropdown menu. You may chose "Record view" for a better readable layout, or "Download view" to download the data packed into one single csv-file.
    The simple text in the text window of the "Saved data" does not look very beautiful, but because the abstract-form does not allow formatted contributions with "fancy" editing and formatting, this simple text form should make it easier for you to work with the data and - for instance - to copy and paste them into a Microsoft Word .doc document for further redaction into a Proceedings document.
  4. Like above in the extract procedure for registration data records, you may chose "Download view" from the "Display" menu at the top right corner of the green frame - and it will present you with a single file containing all the data from the records  - for instance - "comma separated values" that you can import into an Excel table file or a Word file (though you will have to do the editing anyway). 
  5. PS: If you don't want to wait until every participant has submitted her/his abstract and start editing the proceedings at an earlier point by downloading the first group of abstracts, you may want to keep your work and not to start with the final editing/formatting again: Therefore, it would be more useful to have the entries/records shown in "Tabular View" and switch there to "Saved data". This allows you to extract only those lines (= entries) that are new and copy & paste them into your local Proceedings file.
Hope, this helps.