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General User Guide
Post
Disaster Response
CONTENTS
Page
1.0 Introduction ...................................................................................................................................................................... 3 1.1 Background .................................................................................................................................................................. 3 1.2 Purpose ......................................................................................................................................................................... 3
2.0 General Functionality ..................................................................................................................................................... 4 2.1 Accessing the Rocket Chat application ................................................................................................................ 4
2.1.1 Mobile Application Access .............................................................................................................................. 4 2.1.2 Creating a New Account using Mobile Application ................................................................................... 6 2.1.3 Logging in with Email using Mobile Application ....................................................................................... 8 2.1.4 Browser Access .................................................................................................................................................. 9 2.1.5 Creating a New Account using Browser .................................................................................................... 10 2.1.6 Logging in with Email using Browser ......................................................................................................... 11 2.1.7 Forgot Password .............................................................................................................................................. 12 2.1.8 Change Password ............................................................................................................................................ 13
2.2 User Interactions ......................................................................................................................................................... 15 2.2.1 General Channel ................................................................................................................................................... 15 2.2.2 Private Groups/Communities ............................................................................................................................ 18 2.2.3 Direct Messages.................................................................................................................................................... 21
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1.0 Introduction
1.1 Background
In response to the many challenges faced in the post disaster periods in recent
times, the Government of Dominican and UNDP have launched a Community WiFi
Network project for disaster times. This project is intended to allow community
members to utilize an independent network to chat with each other, receive and
send information to and from the office of disaster management over the network
using a Portal. The network will be resilient and not dependant on any local utilities.
Outside of disaster times, the Chat and Portal services will be available to
communities which have internet access or mobile data services. In post disaster
times when utilities are unavailable, these same services will only be available
through the specially provided Wi-Fi network equipment. This equipment will be
assembled when needed and disassembling when no longer needed.
1.2 Purpose
This user guide is intended to be a tool to assist in any training sessions to instruct
general users on the use of the Rocket Chat service. It is also intended to be a
reference document for all community users. If a user is uncertain about how to
complete a task, the document will provide specific instructions on how it may be
done.
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2.0 General Functionality
2.1 Accessing the Rocket Chat application
There are two methods by which users may access the rocket chat application.
These are: -
• Mobile Application access
• Browser access
2.1.1 Mobile Application Access
In order to access the rocket chat application via a mobile device, users must first
download and install the mobile application through the Play Store on Android or
the App Store on Apple iOS devices. The steps are: -
➢ Load the required Store application
➢ Searching for “rocket.chat”
➢ Select and download the “rocket.chat” application (Red icon)
➢ Open the rocket chat application.
On opening the Mobile Application, the following screen will be presented.
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➢ Click on the “Connect with a server” button
The user will be presented with the screen below.
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The protocol in use will be https as shown above. This should be the default option
on Android devices. On IOS devices it will be set automatically.
➢ Enter chat.disasterwifi.com
➢ Click “Connect”
User will be presented with a few options.
1) Create a new account.
2) Login with email or username
3) Indicate if password was forgotten
2.1.2 Creating a New Account using Mobile Application
If the user does not already have an existing account, they will need to create one
in order to access the disaster management Chat service. To do so: -
➢ Click on the “Create an account” button
The form below will be displayed.
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Enter the required information: -
➢ First and last name
➢ Username
➢ Password
Click on Register when
completed
➢ The register button will remain disabled until all fields contain valid inputs
➢ All usernames must follow the format communitycode.firstname.lastname
- Each community is assigned a 3-character code
➢ Duplicate usernames or email addresses are not allowed.
- If necessasy add 1 or 2 at the end
A correctly filled registration form is shown below for John Doe in the Bellevue
Chopin community (blc). An example of a Good Hope (gdh) user would be
gdh.Mary.Jane.
After the user has filled all inputs correctly and clicked on the register button, the
home screen is presented as shown in section 2.1.3 below.
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2.1.3 Logging in with Email using Mobile Application
If the user already has an existing account, enter the required information: -
➢ Password
➢ Click on Login
Once the credentials are correct, the home screen shown below will be presented.
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This screen displayed shows the three potential available forums for the user: -
1) General Channel – National conversation
2) Private Group – Community conversation(s)
3) Direct Messages – Individual conversation(s)
➢ User’s home screen may vary and would only include the forums to which that
particular user has been added.
➢ Immediately after initial registration, users will have access to the #general and
private forums. In due course, the Rocket Chat Administrator will add new users
to their cummunity/group forum. After this, the users will see his community/group
forum in the list of available forums.
2.1.4 Browser Access
In order to access the rocket.chat application via a web browser: -
➢ Load a browser
➢ Enter https://chat.disasterwifi.com in the address bar and click Go
The user will be presented with the below screen:
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2.1.5 Creating a New Account using Browser
If the user does not already have an existing account, they will need to create one
in order to access the disaster management Chat service. To do so: -
➢ Click on “Register a new account”
The form below will be displayed.
Enter the required information: -
➢ Name
➢ Password
➢ Confirm your Password
Click on Register a new
account when completed
➢ All usernames must follow the format communitycode.firstname.lastname
- Each community is assigned a 3-character code
➢ Duplicate usernames or email addresses are not allowed.
- If necessasy add 1 or 2 at the end
An example of a Good Hope user would be gdh.Mary.Jane
An example of a Bellevue Chopin user would blc.John.Doe
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2.1.6 Logging in with Email using Browser
If the user already has an existing account, enter the required information: -
➢ Password
➢ Click on Login
Once the credentials are correct, a home screen similar to the one below will be
presented. User will not see any Private Groups/Communities initially; pending
his/her addition to one by the Adminstrator.
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2.1.7 Forgot Password
If you forget your password, click on “Forgot your Password?” and the following
screen will be displayed.
User must enter: -
When completed Click “Reset Password”
An email will be sent to the user with a link. When viewed in a browser, the
following screen is presented.
User must: -
➢ Click Reset
The following screen is displayed.
User must: -
➢ Enter Password
When completed Click Reset
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2.1.8 Change Password
Users are advised to change their passwords periodically. To do so: -
➢ Click on the avatar/icon in the top left corner
➢ Click on Profile/My Account & Profile
Typical Mobile App and Browser screens are shown below.
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Users must: -
➢ Enter a new password
➢ Confirm Password if required
➢ Click on save
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2.2 User Interactions
There are three main ways in which users may interact with each other based on
the available channels.
1) General Channel – National conversation
2) Private Group – Community conversation(s)
3) Direct Messages – Individual conversation(s)
2.2.1 General Channel
The #general channel should only be used for messages which need to be sent
to all persons registered for the disaster management Chat service. Once a user
selects the #general channel, the posted messages will be displayed. It is therefore
typically used for national conversations.
Chat history in the #general channel is only visible to users from the time they join.
Existing users in the #general channel are also notified of new users joining that
conversation.
In order to initiate or join a conversation in the general channel, users must: -
➢ Click #general from the list of available channels
➢ Scroll on screen to view previous messages
Typical Mobile App and Browser screens are shown below of when.
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To send a message: -
➢ Click in the message box
➢ Type message
➢ Press Click on the arrow
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2.2.2 Private Groups/Communities
Conversations in private groups may only be initiated by users who are members
of those groups. Therefore, users must ensure they follow the necessary
guidelines on signup, since administrators will use the community code in the
username in order to add users to their respective private groups/communities.
For example, conversations within the Bellevue Chopin group may only be
initiated/joined/viewed by users who are members of that group/community. Other
users who are not members of the Bellevue Chopin community will not see that
private group on their home screen menu bar and will not be able to view or
participate in conversations in the Bellevue Chopin private group. The private
groups should therefore be used to initiate conversations which are for the local
community only.
Chat history in the Private Group is only visible to users from the time they join.
Existing users in the Private Group are also notification of new users joining that
conversation.
In order to initiate or join a conversation in the private group, users must: -
➢ Click on the desired “Community” from the list of available private groups
➢ Scroll on screen to view previous messages
Typical Mobile App and Browser screens are shown below.
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On mobile devices, in order to view activities by the 3 groupings we described
(National/Community/Individual i.e. Channels/Private Groups/Direct Messages)
we recommend sorting the channels. To perform this sort: -
➢ Click on “Sort by Activity”
➢ Click on “Group by type” option
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2.2.3 Direct Messages
Not all conversations are intended for the national or community group level. In
these cases, users may utilise the Direct Messages facility to communicate with
other individuals registered for the disaster management Chat service. There are
two main ways to initiate direct messages with another user.
1) Global Directory
2) Channel Membership Lists
Global Directory
In order to initiate a 1-on-1 private conversations using the global directory users
must: -
➢ Click the Directory
➢ Select Users instead of Channels
The list of current Chat users is displayed.
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➢ Select the users you wish to communicate with privately
Since users were required to preface their names with their 3-character community
code at registration, it may be easier to find and select users from a specific
community. Users would therefore be sorted by community so that community
members are listed together. Sort orders may be manipulated by users by clicking
on the column names in the screen above.
Additional user options are also available by selecting the icon in the top right-hand
corner of the Browser screen or the user’s name in the Mobile App.
Typical Mobile App and Browser screens are shown below.
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The Search options may be used to narrow the list of names.
To execute the search: -
➢ Click on either of the 2 search icons
➢ Enter a search criterion; e.g. name or part of a word or community code
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BLC would identify all Bellevue Chopin users and any other name which happens
to have BLC included. The qualifying list of current Chat users whose names meet
the criteria will be displayed.
➢ Click on the desired user and start your private conversation
Channel Membership Lists
In order to execute a Channel Member list search the user must be a member of
the same channel (national/community). The #general channel includes all chat
users on the disaster management Chat service while the Private
groups/community channel includes persons from that community.
In order to initiate a 1-on-1 private conversations using the Channel Membership
Lists, users must: -
➢ Click the channel from the sidebar menu (#general/private group)
➢ Click on the Members list button
➢ Change settings from “Online” to “All Users”
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The list of current Chat users is displayed.
➢ Click on the desired user or Use the Search facility as explained previously
➢ Click on “Conversation” and start your private conversation
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The sample screen for a Mobile App are shown below.
