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Site Organization
Teams ‐ Any site member can create a new team at any time, and members can invite each other to have access to the teams they have created. A new team is automatically granted a 30-day trial with full site functionality, which will allow site members the ability to test different ways of using the website for team management. Your home page (click on the RoboNotebook.com logo) will list all teams you have access to, along with the open Seasons.

Seasons ‐ Each team can have multiple seasons defined. Typically a season lasts a full calendar year, so you might define a season's begin and end dates as 5/1/2020-4/30/2021. Team-based lists are actually tied to a season ‐ lists like Teammates, Mentors, Notebook Sections, Meeting Types and Task Types. So if you add a teammate in this season, he will not show in the previous season.

Meetings ‐ When you open a meeting in RoboNotebook.com, you do not supply a lot a detail. Date and Meeting Type are required, all other information is optional. "Purpose" is a small text field that will allow you to give a simple description of why the team is meeting ‐ like "work on strategy for season" or "robot design" or "robot build". Notice that the bulk of your notebook detail will be added inside "Tasks".

Tasks ‐ Once you have an Open Meeting, you can add Tasks (click the + button beside Tasks / Work Done). This is where all the Engineering Notebook Details are entered on the website. The only required field here is "Quick Description" (and right now, even that can be blank), but obviously you want to provide details of the work along with images ‐ actual pictures, technical drawings, CAD images, etc. Each field on the task entry form has a distinct purpose, and you can see more about that by hovering over the "i" (or tapping on your phone).

Tasks and Meeting Flow ‐ You have complete flexibility as a team deciding what constitutes a "task entry" for your team. For instance, you could have each team member add one entry per meeting ‐ something I would call a "classic" notebook.
This past season, our meeting flow looked like this: at the beginning of the meeting, we would talk about what needed to be done (Review the To-Do List). Then we would divide up into a few groups, and each group had an assignment. Once a work item was complete, one member from that group would create a task entry giving the details of what was done. And then another work item was assigned to this group, or new groups were formed, etc. In this way, we had one Task Entry per work item that was completed. Later you can see how "Follow Up" feeds this workflow cycle.

Task Type ‐ In designing the task entry form, we wanted to capture certain information, like "what part of the robot is being worked on?", and "why are you doing this work?", along with the obvious "what was done?" However, we noticed that the questions would change based upon type of work was performed. A "Design" entry required different prompting questions than a "Coding" entry, or a "Testing" entry.
We defined the Task Types according to an Engineering Life Cycle: Strategy->Design->Build->Test; then added a separate Task Type for Coding, and another for those tasks that are not Engineering based (e.g. writing thank-you notes to sponsors). So, the first field on the Task Entry form is "Task Type", and you will notice that some of the labels for other fields will change accordingly, as well as the full description accessed by the information "i". These labels and descriptions can be edited to your liking by going through the season home page to "Task Types."

Meeting Types ‐ The types of tasks entered for a meeting are driven by the Meeting Type Category ‐ Regular, Outreach, or Extra. You can create additional meeting types, or rename the default ones. For instance, you may want to have multiple types of Regular Meetings: Strategy Meeting, Build Meeting, Coding Meeting, etc. This may work for your team instead of using the "Purpose" field. The Meeting Type name will show on the notebook print, allowing that distinction to be seen by the judges.

Outreach Events ‐ Most meetings will be Regular meetings, or "Team Meetings." However, RoboNotebook.com also allows you to capture information on Outreach and other types of meetings. When you create an Outreach, Training or Scrimmage meeting, you will see that instead of "Tasks/Work Done", that area has changed to "Comments and Thoughts". And when you click the + button to add an entry, you can only select an author, add comments, and attach images. This way, each team member can provide their thoughts on the outreach event. Note that even though pictures are attached to the team member entries, all pictures are grouped together during the PDF Print.

To-Do List/Follow Up ‐ Most work performed should naturally lead to more work, the next step in the Engineering Cycle. Often times, one task will spawn several tasks ‐ you will strategize how to attack the season's game, and you will suddenly have 4 implements that need to be designed. RoboNotebook was designed to help keep track of "what's next?" At the end of each task, there is room to enter up to 5 Follow Up tasks (if you need more, save then edit the task entry.) These will feed into to the To-Do list for the season. You will notice that the To-Do list is also displayed at the bottom of an Open Meeting ‐ if you click on the Quick Description of a To-Do list item in an Open Meeting, you will enter the Task Details for that item. Then it will no longer show on the To-Do list, but will show under Tasks/Work Done for that meeting. Any new follow up items will show on the To-Do List.

Notebook Sections ‐ At the end of the 2018 season, we talked to a few other teams about notebook organization, and FTC Team 4634 FROGbots gave us a unique idea. They took the notebook entries from the season and grouped them according to the robot system or assembly that was being worked on for each entry. In this way, each notebook section relayed the story for that part of the robot. They also created a summary for each section (something the website does not currently directly support), and this gives the judges a clear vision of how the work progressed through the season. It might be hard to figure out what sections you will need at the beginning of the season ‐ but during the 2019 season, we were able to breakdown the game into various objectives (e.g. pick up the stone, place the stone, move the platform) and those became our notebook sections.

PDF Print ‐ Final output of the notebook is accomplished via PDF Print. Currently there are 3 options, and a 4th will be added soon:
Print Meetings Listing will show a simple listing of the meetings ‐ a requirement according to FTC rules.
Print Engineering Sections ‐ This is the bulk of your notebook and shows all the data from the task entries. This option will group the entries by Notebook Section, and order the entries by meeting date. Each Notebook Section will have separate page numbering, so you can order the sections as you see fit. Note that this only prints tasks from Regular meetings.
Print Outreach ‐ This will print all data from Outreach meetings, member thoughts and comments are followed by all the attached pictures. Each Outreach meeting will start on a new page so that if you have loose items or other supporting documentation to add it can easily be inserted.
Chronological ‐ This is coming soon and will resemble a classic notebook, each meeting starting on a new page, all the task details are listed with each meeting.