acl-org/emnlp-2020-virtual-conference

RocketChat Task List

hao-fang opened this issue · 32 comments

hao-fang commented

This issue is used to track the main task list for RocketChat.

  • Sign a contract
    • Get the estimated number of users from General Chair, Program Chairs, and Priscilla. ACL2020 had 5000 users.
    • Get a trial account for emnlp2020.rocket.chat workspace (confirm with General Chair, Program Chairs, and Nitin about the workspace name). This can be your own personal email. You can also register a specific email (e.g., emnlp2020rocketchat@gmail.com) for this.
  • Check with General Chair, Program Chairs, and Priscilla to see whether they want to make the RocketChat history (or an anonymized version) public for research usage. ACL2020 didn't do this but apparently there were some interests in this. There are some privacy implications.
  • Configure OAuth2 (need to coordinate with @jcklie on this since it requires access to AWS).
  • Create the "EMNLP2020 Admin Bot" account with full admin permissions. This bot can be used to create channels and make announcements.
    • Change the profile photo to the ACL logo.
  • Create channels: See #69 for the list of channels and their settings. See the Channels subsection in our ACL2020 Report. Most of these channels should be created with the "EMNLP2020 Admin Bot" account so this account has the ownership. Related issue: #20 (Nov. 7)
    • Talk with workshop chairs to understand their needs, and see if each workshop can contribute a virtual infrastructure person to be in charge of the virtual infrastructure (e.g., creating RocketChat channels, updating website, etc.) You may need to coordinate with other folks to see whether they have started such conversations (cc @jcklie). The list of workshops (along with their short code name) can be found at https://docs.google.com/spreadsheets/d/1fru836Gf2T8ixYOmJaaXvbXZvEXX9kZ8Vi8NADopHTY/edit#gid=0
    • Create general channels. These channels should be marked as "join by default". See #69 for details.
    • Create channels for sponsors. You will need to first talk with the person who are in charge of the sponsor booths. @jcklie knows most of the sponsor booths for ACL2020. I don't know exactly our decisions for EMNLP2020.
    • Create channels for each tutorials. This can be manually done by 1 volunteer. You probably need to reach out to tutorial chairs about this.
    • Create channels for social events. You will need to talk with social organizers to see their needs.
    • Create channels for papers (main conference, demo, CL, TACL, SRW), We asked one volunteer to use this script to automatically create these channels.
    • Create channels for workshops using the same script. Coordinate with @jcklie to once the csv files are ready.
    • Mark channels that should be listed first in the "Browse Channels" page. I don't remember what the config is. Once you have the trial workspace, I can take a look and update here. Basically, all non-paper channels are "promoted". *This is documented in #69 now -- see the column "Featured".)
  • Create a "On-Call Volunteer" account that is shared by on-call volunteers. This account should have enough permissions to moderate the RocketChat usage but not the full admin permission (see the next item). (Nov. 7)
  • Configure permissions and roles. See #71. (Nov. 7)
    • You probably need to go through the whole list and make decisions. Feel free to ask me if you have questions. I'll also add some important ones below.
    • Turn off mention all and mention user permissions.
    • Turn off the permission to view other user's email address (for privacy reason).
    • Configure the permission for "On-Call Volunteer" account, and document it in #71.
  • Upload emoji. (Nov. 7)
    • In ACL2020, we asked one volunteer to put together a list of emoji and uploaded them to the workspace. See this doc.
    • You at least need the ACL logo.
    • We disallow normal users to upload emoji to avoid unexpected issues.
    • We didn't upload sponsor's logo to avoid potential legal issues.
  • Go through the "Administration Panel" to check the configurations. See details in #70. Both of the below sub-tasks are optional since they should be already covered by #70.
  • Check whether there will be internal test scheduled before the conference. (Nov. 3)
  • If you have internal test users before the conference, you may need to clear the channel history after the internal test period ends. (Nov. 13)
    • We gave sponsors a test account for them to try RocketChat before the conference. You will need to disable these accounts and remove test messages & channels. I'm not sure what we are going to do for sponsors this year though.
  • Make a plan for live QA for plenary sessions. (Nov. 3). @jcklie can you do this?
    • See the logistics described in #69. I (@hao-fang) explained this to the PCs and they are okay with the current plan. We didn't talk about Dory.app though.
    • You will need to manage the #live and #keynote-xxx channels during the livestream time. You can either do it by yourself or find a volunteer for it.
    • If you want to try Dory.app, I can put you in touch with their co-founder to discuss scalability. See other platforms section in our ACL2020 report for some discussions.
  • Assign volunteers to handle the #organizer-registration-desk and #sponosr-registration-desk. See the descriptions in #69. (Nov. 3)
  • Assign a volunteer to handle #live and #keynote-xxx channels for the three plenary sessions. See the descriptions in #69.
  • Talk to Professional Conduct Committee to understand their need. (Nov. 3)
  • Volunteer training materials. See more in #50. (Nov. 11)
  • Understand that we will recommend people to set up their "Display Name" with pronouns & affiliation. See step 6 in this login instruction doc. I guess there is no action item for this, but it's useful to keep this in mind when people ask about it. (Nov. 11)
  • Send an email to all organizing committee (including tutorial & workshop organizers) to ask them to post a message in #organizer-registration-desk if they need to get the "owner" permission for their channels.
Hello EMNLP2020 organizers,

We will start to send out account information around this Thursday so you can access to the website & RocketChat. You can find descriptions of some RocketChat channels in the attached PDF.

Some of you may need to get the "Channel Owner" permission to perform certain actions in some channels, e.g., changing the topic & description of the channel, making a conference-wide announcement in the #announcements channel, etc. If you need to get such permission, please join the #organizer-registration-desk channel (https://emnlp2020.rocket.chat/channel/organizers-registration-desk) and post a message with the name of the channel. An on-call volunteer will help you from there.
Tutorial Chairs, Workshop Chairs, D&I Chairs -- Can you let tutorial/workshop/socials organizers know about this as well?

See you all in the Virtual EMNLP2020!
  • Before the conference starts, remind the RocketChat support team to scale up for upcoming traffics. (Just need to create a ticket in their support platform.) (Nov. 13)
  • Before the conference starts, clean up the channels & chat history. (Nov. 15)
    • Remove test channels.
    • Prune message histories for all public channels.
    • Post a welcome message in #announcement using the Admin Bot account, and react with an :acl-logo emoji.

Screen Shot 2020-11-10 at 10 58 52 PM

jcklie commented

@benotti We will create workshop channels automatically by default. We will also create one channel per paper, except for finding papers that are not presented.

There is a script for that, e.g. https://github.com/acl-org/acl-2020-virtual-conference-tools/blob/master/acl2020_tools/chat/make_poster_rooms.py

benotti commented

Message from @hao-fang: In ACL2020, the PCC channel is called #professional-conduct-committee. And it is similar to the #incidents channel, which is a “broadcast” channel. let me know if you need help in creating a broadcast channel, but I would suggest you or a volunteer to figure out how it works. Here (https://docs.rocket.chat/guides/user-guides/channels#creating-channels) are some information from the official guide. (You probably can create a visitor account for testing purpose).
You can also look at the “#incidents” section in this training material (https://docs.google.com/document/d/1cTif1UiCPuv7DvJpSCxijTO_2QpG-JLGY_MDIJ1eIMQ/edit#) to see how it work.
The #professional-conduct-committee channel is similar to #incidents channel, except that there are multiple owners of the channel so each of them can post a message when he/she is on-duty. You will need to add the PCC members to the channel and set them as the owner.
Let me know if you need more clarification on this.

olumideaeo commented
olumideaeo commented

let me know if you need help in creating a broadcast channel

Can anyone spare time to clarify some issues? My skype name is olumideaeo. I'll be glad

benotti commented

@olumideaeo There is already an EMNLP volunteer working on this. He is figuring out the broadcast channels. I do not use skype, are you in the EMNLP2020 slack?

olumideaeo commented

are you in the EMNLP2020 slack?

No, I'm yet to be added

hao-fang commented

@benotti

  1. I added #70 to the list but nothing needs to be done right now since I've made the changes. If further changes are needed, we should edit #70 to document it.
  2. I removed the last task "Create PCC channel" because I made #69 to track all RocketChat channels.
  3. I added #71 to document the permission settings. You will still need to set the permissions for the "On-Call Volunteer" account.
jcklie commented

@benotti @cyriltw I added a script under scripts for you which generates you the workshop channels. You can fish for the other information you need (auhtors, ...) from the files we load there. We might need to rerun that, as papers are missing (conll).

cyriltw commented

@benotti @cyriltw I added a script under scripts for you which generates you the workshop channels. You can fish for the other information you need (auhtors, ...) from the files we load there. We might need to rerun that, as papers are missing (conll).

So I just adopted your script to create channels for the workshop and workshop papers (updated script). I did some testing and it's creating the channels but I noticed there were channels already created by another volunteer (e.g. blackboxnlp channel) which isn't in the correct format. According to the script from @jcklie the name of the channel should be from the rocketchat_channel field in the YAML file and not alias. Any suggestions on how to proceed? [to clarify things the only difference between them are, alias has workshop-workshopname vs. workshop-number-workshopname, the workshopname and number changes]

The channels I created already are workshop and workshop paper

jcklie commented

There are two things, workshop channels and workshop paper channels. I prefer prefxing paper channels with paper and not workshop. Therefore, the workshop channel for workshop 10 is workshop-10-splu2020 and one paper in there would be paper-splu2020-12. The main paper channels are allso paper + paper id, so it is more uniform. @cyriltw What exactly do you not like about it`?

jcklie commented

I think you do not need both workshop number and workshop alias in the paper channel name

benotti commented
jcklie commented

I can change it so that workshop channels have no id.

benotti commented
benotti commented
jcklie commented

I was not aware of this file, I thought you were waiting for me to give you a list. I will check whether I can use your channel names easily.

cyriltw commented

@jcklie, I was going off the workshop-papers.yaml file and assumed the channel names should be according to the rocketchat-channel field on the YAML file. Seems like it's not so the current naming scheme should be good. ~~We might have to change the ownership from @maurygreen to the EMNLP-adminbot. I can change the script I wrote for deleting the channel to do that. ~~ It's already owned by the admin.

This workshop paper channel looks good right? I can run the script to create the rest of the workshop papers after that.

jcklie commented

Which workshop-papers.yaml? I was pushed to give you a list, so I wonder what it is and where it comes from.

cyriltw commented

Sorry it was workshops.yml and this was the list I used for this CSV for workshop papers. This was the script I created for creating workshops + papers. I can comment off the block for creating channels for workshops and just create the ones for the papers.

jcklie commented

I will change the workshops.yml so that its channels do not have a number anymore.

cyriltw commented

Sure @jcklie. Let me know when that's done I can create the rest of the channels for the workshops.

jcklie commented

I updated the workshop and tutorial channels in the yamls. The tutorial channel should match yours now. The workshop channels are a bit different than your names, please use mine, I tried to autogenerate your names and it was not feasible. Sorry for that. I can remove the workshop years if you insist.

I also added sponsor channels to sponsors.yml. For the latter, you need to set it up so that they result in 1to1 chats. See "Section 3: RocketChat Channel (for your sponsor account) in "https://docs.google.com/document/d/1paG7hY7E9qKEBZrXZloyfnI3Uxt_723J23JNWBKOMCI/edit

benotti commented

@jcklie by workshop channel do you mean workshop paper channel or general workshop channel?

jcklie commented

I mean general workshop channels, they are defined in workshops.yml .

jcklie commented

I added channels to the socials.yml, you can create channels for that already. That yaml is not complete yet.

mmazuecos commented

I updated the workshop and tutorial channels in the yamls. The tutorial channel should match yours now. The workshop channels are a bit different than your names, please use mine, I tried to autogenerate your names and it was not feasible. Sorry for that. I can remove the workshop years if you insist.

I also added sponsor channels to sponsors.yml. For the latter, you need to set it up so that they result in 1to1 chats. See "Section 3: RocketChat Channel (for your sponsor account) in "https://docs.google.com/document/d/1paG7hY7E9qKEBZrXZloyfnI3Uxt_723J23JNWBKOMCI/edit

I can update the names to match the names in workshops.yml. No worries! I will then look at these .yml files whenever I need to create a new channel from now on.

cyriltw commented

I updated the workshop and tutorial channels in the yamls. The tutorial channel should match yours now. The workshop channels are a bit different than your names, please use mine, I tried to autogenerate your names and it was not feasible. Sorry for that. I can remove the workshop years if you insist.

I also added sponsor channels to sponsors.yml. For the latter, you need to set it up so that they result in 1to1 chats. See "Section 3: RocketChat Channel (for your sponsor account) in "https://docs.google.com/document/d/1paG7hY7E9qKEBZrXZloyfnI3Uxt_723J23JNWBKOMCI/edit

Just to clarify about the format for channels for the workshop papers.

Would this work? paper-<x>-<y> where x = alias from workshops.yml and y=paper ID (UID) from workshop_papers.csv. I'll delete the channels I created already for the workshop papers and use the new formatting if this is the intended format. Mainly since I removed the year from alias for creating the channels to match the name of the originating workshop channel.

jcklie commented

There is a "rocketchannel" field in workshops.yml which you can directly use. If you want, then I remove the years from there.

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khyatimahajan commented

We had to create the sponsor channels manually because the Rocket chat API does not yet allow creating broadcast channels . Also, there was no way to create the channels first using the API and then updating them manually to be broadcast channels.

All sponsors now have their own channels, each channel was created using sponsor.yml from sitedata - the name of the channel is taken from the field rocketchat_channel and the descriptions from description are also ported over.

khyatimahajan commented

Custom emojis have been added as well. The scripts are available in scripts/rocketchat - one for creating them all from the provided image files (adding-custom-emojis.py) and one for deleting them all (deleting-custom-emojis.py) if needed. The images-custom-emojis contains a README which details the naming convention for the emojis, which is required for the script to get names and aliases for each custom emoji. The scripts are written in Python and use the requests library to interface with the Rocket chat API.

jcklie commented

I was asked by the social organizers to change the rocketchat channel names, some are also new. It would be nice if you could recreate these. They come from https://docs.google.com/spreadsheets/d/1IDk3K1JD1hvH_hvyMy6TeRuE2F6DQDfpgwNpTIP9KgI/edit#gid=0 and are also in the socials.yml

mmazuecos commented

Hi Jan! I already updated the names of the socials channels and created the boaf ones.