SEMANTA (Evaluation)

1. SEMANTA(Evaluation) September 2008 Simon Scerri simon.scerri@deri.org

2. Overview • Introduction to Semanta • Familiarisation with GUI & Features • Scenarios • Task Delegation • Task Acceptance • Data Request • Appointment Scheduling • Event Announcement

3. Semanta • What does it do? • Semi-automatic Email Content Annotation • Email Action Item Support • Automatic Email Flagging • Email Action Item Tracking • Email Thread Support • Semi-automatic Task/Event Generation • Email  Task/Event Linking

4. Semanta User Manual Writing an Email

5. Semanta – Write Email • Write Email

6. Semanta – Annotate.. Click Annotate Review Annotations Hover Mouse on Annotation

7. Semanta – Change Annotation Right Click on Annotation Select Annotation…

8. Semanta – Add Annotation Highlight Text Right Click Select Annotation…

9. Semanta – About Annotations (1) Definitions • Actions: THE ACTION BEING DONE • Request: A question, answer required, action (event/task) depends on answer • Assign: An order, action (event/task) required, no answer required • Suggest: A statement for indirect consideration, action (event/task) optional, answer optional • Object: THE OBJECT OF THE ACTION (WHAT is it about) • Event: Something occurring at a specific day/time/place • Task: Something that needs to be done UNTIL sometime but not AT one particular time • Resource: Something physical that can be exchanged via email (attachments) • Information: Anything else…

10. Semanta – About Annotations (2) Examples • “What is the time?”  (Request Information from Recipient) • “I would prepare the document if I were you.” (Suggest a Task to the Recipient) • “Please attend the ceremony.”  (Assign an Event to the Recipient) (sent by your boss) • “Are we going to the meeting?”  (Request an Event involving Yourself And the Recipient,from the Recipient)

11. Semanta – Manual Annotation Wizard Select Select Click Done

12. Semanta – Finish Annotation & Send (6) Click Done Click Send Email Sent

13. Semanta User Manual Reading an Email

14. Semanta – Inbox

15. Semanta – Viewing Email with Semanta Click Process Right Click on Annotation Choose Option Click Done

16. Semanta – Saving Email Click Update Autoreply Sent Event Detected

17. Semanta User Manual Adding and Linking generated Task/Events to Email Messages

18. Semanta – Manage Events/Tasks Right Click Edit & Save as Outlook Appointment Select

19. Semanta – Linking Email to Tasks/Events Click Related Email Click Related Activity

20. Semanta User Manual Traversing Email Threads

21. Semanta – Linking Email Threads Click Previous Email

22. Semanta User Manual Tracking Email Action Items

23. Semanta – Action Item Tracking (1) • Pending Incoming Items • Action Items in Incoming Email which require attention • Colour-coding w.r.t. age Click

24. Semanta – Action Item Tracking (2) • Pending Outgoing Items • Action Items in Outgoing Emails for which you’re awaiting a response

25. Semanta – Action Item Tracking (3) • All Items (Pending/non-Pending) • All items that have been exchanged between you and your contacts – sent/received requests, assignments, suggestions • Pending items marked bold

26. Semanta – Action Item Tracking (4) • Items in all three views can be seen in their context

27. Scenarios The scenario’s email exchanges and more between: • YOU (semantic.email@deri.org) • Marilyn (marilyn.monroe@deri.org) • James (james.dean@deri.org)

28. Goal of the Evaluation The evaluation is about Testing SemantaNOT You 

29. Thinking Aloud During the evaluation, it would be nice if you THINK ALOUD

30. TEST RUN *Write an Email *Read an Email

31. Scenario 1 – Task Delegation Situation Your group is required to provide input into Section 2 in a project deliverable. You know that James can provide this input and, being his boss, you need him to do so. You write James an email.

32. Scenario 2 – Task Acceptance Situation You receive an email from Marilyn.  You read the email through Semanta (P.S. Marilyn is your boss, and you plan to be in the office tomorrow)

33. PHASE I *Write Emails

34. Scenario 3 – Data Request Situation You have lost the project deliverable but you remember that this document was circulated recently among your colleagues. You’re particularly sure that either James or Marilyn will have it since it’s particularly interesting to them.  You write them an email…

35. Scenario 4 – Appointment Scheduling Situation You need to have a meeting with James asap. After checking your schedule, you see that a meeting might be possible today, so you email him to ask about his availability for a meeting at 2pm.  You write James an email…

36. Scenario 5 – Event Announcment Situation It’s Frank’s birthday this weekend and some people are going for pints at the front door. Marilyn has been away and you decide to email her to let her know about the event.  You write Marilyn an email…

37. View replies Check Your Inbox and view incoming email with Semanta!

38. Email Action Items Do you remember all Request/Assignments/Suggestions you have: • SENT and to WHOM • RECEIVED and from WHOM and whether they have been answered or are still PENDING ? Jot them Down… (you CAN look in the Inbox&Sent Items)

39. Tracking Email Action Items Semanta can help you with TrackingEmail Action Items

40. PHASE II Check the Inbox - Process Replies

41. Scenario 4b – Appointment Scheduling Situation James replies…  You are available at the alternative time…

42. Scenario 5b – Event Announcment Situation Marilyn replies with a question..  You answer…

43. Linking Events:Emails:Tasks Linking Tasks/Events to Email Linking Email to Tasks/Events Linking Email in a Thread