25Live v26 Requestor Training

Transcription

1 25Live v26 Requestor Training

2 Using 25Live - Goals Navigate 25Live Schedule simple and complex events Assign spaces to events Assign resources to events

3 Logging into 25Live Must use either Google Chrome Mozilla Firefox 25Live is not compatible with Internet Explorer Go towww.25live.collegenet.com/maricopa To log in- Username: MEID Password: Same as you use to log into your

4 Navigating 25Live Home tab provides two options for your initial working view of 25Live. 1. Dashboard browser-based desktop for working in your 25Live environment.

5 Navigating 25Live 2. Calendar provides easy access to pre-defined searches of events happening on the dates you specify.

6 Navigating 25Live 2. Availability provides an easy 1 day availability view of pre-defined searches of events happening on the dates you specify.

7 Home Tab - Dashboard You can drag Dashboard elements to rearrange them You can remove Dashboard elements that you do not use You can always drag elements back onto the Dashboard

8 Navigating 25Live After today, when you forget everything you learned about 25Live, you can: Click the Help icon or the Help button at the upper right of the browser window

9 Navigating 25Live At the footer of every 25Live page the following options appear Feedback that goes to Product Feedback that goes directly to CollegeNET Help Tips enabling or disabling the tooltips displayed when your cursor hovers over a functional area Text Size change text size in 25Live without losing functionality of internet browser Mobile Version allows you to access the mobile site directly from your desktop

10 Navigating 25Live Icon Legend legend and description of icons that are found in 25Live

11 Navigating 25Live Special cursors appear whenever your mouse hovers above the name of a clickable event, location or resource. Left-click the name to open that item Right-click the name to select the view for opening that item or you can also choose to edit, copy or the item Choosing a view from this list will load that individual item using the selected view

12 Home Tab Quick Search From the 25Live Home tab Dashboard, you can perform a Quick Search for events, locations or resources Enter whole words or a beginning-of-word fragment (must enter a minimum of 2 characters for search) Search will look for matches in the event names and titles, event reference number; location short and formal names; or resource names Searches are not case sensitive Results will be displayed under the appropriate tab

13 Events Tab Search for events by specifying your own criteria You can save the search criteria or results for later access

14 Events Tab Retrieve saved or shared event searches using Pre-Defined Event Searches

15 Events Tab Search Results When running an Event search, you can view the results in two unique ways 1. List Subtab- (able to customize date range and visible columns)

16 Events Tab Search Results When running an Event search, you can view the results in two unique ways 2. Calendar Subtab- (able to customize date range)

17 Events Tab Search Results When viewing a List View of events displayed on the Events tab you can Quickly find an event of interest Right-click an event name and select a view format to drill down to that event Click the icon to edit an event Click the or the icon to star or unstar the event To modify the view, you can Change the dates, or view all dates Click the Calendar subtab to change the view Click a column heading to sort events using that criterion Turn a column on or off by using the drop-down next to Choose Visible Columns

18 Events Tab Search Results When viewing a calendar view of events displayed on the Events tab you can Right-click an event name and select a view format to drill down to that event Right-click an event name to edit the event or event details to others Right-click a location name and select a view format to drill down to that location Click icon in a date slot to start creating an event on that day By default, the calendar shows the current week starting today, but you can modify the dates

19 Events Tab Search Results Selecting a single event opens up the event in the Events tab You are now able to set your default subtab when reviewing an individual event in 25Live in More Actions NOTE: Details visible for a single event on the Events tab, and the event-specific actions available, depend on your security privileges and whether or not you ve signed in to 25Live

20 Events Tab Close All When multiple tabs are open you are able to close all tabs at once versus closing each tab individually. The Close All feature is available for Events, Locations and Resources

21 Starred Events Starred Events, Locations and Resources allow quick access to information on the items you work with regularly By starring items you can later retrieve just those events, locations or resources in a single request or on the 25Live Home tab Dashboard view Organizations and Contacts may be starred and unstarred, but only in the Event Wizard Event Types may be starred and unstarred, but only in the Event Wizard

22 Locations Tab Search for locations by specifying your own criteria (you can save the search criteria or results for later access)

23 Locations Tab Retrieve saved or shared event searches using Pre-Defined Event Searches

24 Locations Tab When running an Location search, you can view the results in three unique ways 1. List Subtab- (able to customize date range and visible columns)

25 Locations Tab When running an Location search, you can view the results in three unique ways 2. Calendar Subtab- (able to customize date range)

26 Locations Tab When running a Location search in 25Live you can view the results in three unique ways 3. Availability Subtab- (able to customize date range)

27 Locations Tab Search Results When viewing a list view of locations displayed on the Location tab you can Quickly find a location of interest Right-click a location name and select a view format to drill down to that location Click the icon to create an event for a location Click the or the icon to star or unstar a location To modify the view, you can Click a shaded subtab to change the view Click a column heading to sort locations using that criterion Turn a column on or off by using the drop-down next to Choose Visible Columns

28 Locations Tab Search Results Availability grid view of locations displayed on the Location tab you can See at a glance the overall activity for each location on the specified date Right-click a location name and select a view format to drill down to that location Roll over a shaded time slot in the grid to see an overview of information for that event Right-click a shaded time slot to drill down to the event information, edit the event, or send an with the event details Click an empty time slot to reserve that location for that date/time Click the icon to create an event for a location Click the or the icon to star or unstar a location To modify the view, you can Click a shaded subtab to change the view Change the date Use the Same-Day Event View droop-down to choose whether you want to view multiple simultaneous events for the same location overlapping on the same line or displayed as individual items on separate lines

29 Locations Tab Search Results When viewing the calendar view of locations displayed on the Location tab you can See at a glance the overall activity on each specified date Right-click an event name in the calendar to drill down to event information, edit the event, or send an with event details Right-click a location name and select a view format to drill down to that location Click the icon to create an event for a location To modify the view, you can: Click a shaded subtab to change the view Change the date

30 Locations Tab Search Results When viewing a single location you can select any of the following: Details, List, Availability (Daily), Availability (Weekly), or Calendar view of the location Change the dates of interest. Set default subtab Use the Actions drop-down menu at the upper right of a single location view to perform a variety of related action

31 Resources Tab Search for resources by specifying your own criteria (you can save the search criteria or results for later access)

32 Resources Tab Retrieve Resources using Pre-Defined Resource Searches

33 Resources Tab Search Results When viewing the list view of resources displayed on the Resource tab you can Quickly find a resource of interest Right-click a resource name and select a view format to drill down to that resource Click the icon to create an event requiring that resource Click the or the icon to star or unstar a resource To modify the view, you can Click a shaded subtab to change the view Click a column heading to sort resources using that criterion Turn a column on or off by using the drop-down next to Choose Visible Columns

34 Resources Tab Search Results When viewing the availability grid of resources displayed on the Resource tab you can See at a glance the overall usage for each resource on the specified date Right-click a shaded time slot in the grid to drill down to event information, edit the event, or send an with event details Click in an empty time slot to schedule an event requiring that resource for that date/time Click the icon to create an event requiring that resource Click the or the icon to star or unstar a resource To modify the view, you can Click a shaded subtab to change the view Change the date Use the Same-Day Event View drop-down to choose whether you want to view multiple simultaneous events using the same resource overlapping on the same line or displayed as individual items on separate lines.

35 Resources Tab Search Results When viewing the calendar of resources displayed on the Resource tab you can See at a glance the overall use of resources on each specified date Right-click an event name and select a view format to drill down to that event, edit the event, or send an with event details Click the icon to create an event requiring that resource To modify the view, you can Click a shaded subtab to change the view Change the dates

36 Resources Tab Single Resource When viewing a single resource you can select any of the following: Details, List, Availability (Daily), Availability (Weekly), or Calendar view of the location Change the dates of interest. Set default subtab Use the Actions drop-down menu at the upper right of a single resource view to perform a variety of related actions

37 Scheduling Events There are three ways to begin creating an event: 1. Create an Event on the Home Tab event creation element box

38 Scheduling Events There are three ways to begin creating an event: 2. Find Available Locations element box on the Home Tab

39 Scheduling Events There are three ways to begin creating an event: 3. Click the icon that can be found in various views throughout 25Live

40 Scheduling Events To navigate from card to card in the 25Live Event Wizard you can use the Next/Back buttons that are found at the bottom of the card. You can not navigate to the next card unless all required fields have been completed.

41 Scheduling Events The left hand side of the Event Wizard provides you an overview of event information. All information is clickable if you need to skip back to a previous card. Required fields are shown in red. The progress bar is at the bottom of the event details

42 Scheduling Events You can specify meeting times to apply to either a single occurrence or multiple occurrence dates. NOTE: If you are selecting multiple occurrence dates they must all repeat at the same time. Multiple dates can be specified as: Ad Hoc Daily Weekly Monthly

43 Scheduling Events When entering a time in the start/end time fields you can use any time format and it will convert automatically to standard 12-hour time (i.e.: 2300 or 11p = 11:00 pm). NOTE: As a default the checkbox for The event begins and ends on the same day is checked. You are also able to use the drop down box on the time field to select the date you would like to have your meeting.

44 Scheduling Events When selection a location you have the option to: Check the Show only my authorized location that have no time conflicts box beneath the search results if you want to see only the available locations that your have privileges to request. Check the Enforce head count box beneath the search results if you want to only see locations that have a max capacity that is the same or larger than your expected attendance.

45 Scheduling Events To navigate from card to card in the 25Live Event Wizard you can use the Next/Back buttons that are found at the bottom of the card. You can not navigate to the next card unless all required fields have been completed.

46 Scheduling Events As you select locations and/or resources they will be checked for your specified date/time automatically You will have a green check mark next to the name of the locations and/or resources if there is no conflict. There will be a red triangle next to the name of the location and/or resources if there is a conflict. All conflicts must be resolved before you are able to save your event request.

47 Scheduling Events After you have selected a location you will need to specify your set up instructions for the space. At the bottom of the selected location, complete the section Setup Instructions. Or for multiple occurrence events click View and Modify Occurrences

48 Scheduling Events In the Modify Selected Occurrences box you can include your Setup Instructions. In the Layout column you are able to select from the drop down box (not available on all locations) In the Setup Instructions column click the pencil icon and type your set up instructions. Once you have set your layout and setup instructions you can copied them down to the other occurrences in your event if this is a reoccurring event by clicking the blue downward arrow. Once you have listed your setup instructions click Save Changes, now you are able to move to the next card in the event wizard.

49 Scheduling Events Click Finish to save the new event and open a summary of Event Options that lets you do the following: Print a confirmation report (PDF) Establish content relationship with other events Copy the event View the details of the event Edit current event a confirmation

50 Scheduling Events As a requester, you only have the ability to submit events in the Draft state, any location or resource assignments are saved as an event preferences only. These requests will need to be approved by the appropriate scheduler before your event can be confirmed.

51 Editing Events To edit an event, you first need to locate the event you wish to edit by searching for the event in the Events Tab. Next, you will use your special cursor to right-click the event, and chose Edit Event Details. This will take you back to the same Event Wizard used to enter your original request. Once the event has moved forward from a draft state, the only field that cannot be changed is the Event Type. You will need to agree to the affirmation each time you edit an event. If you are editing an event that has already been confirmed the edited event will be saved as draft and will need to be approved once again.

52 Copying Events You can copy events by following the below steps: 1. Find the event you wish to copy and use the special cursor to right-click the event, select Copy Event. This will open a new Event Wizard and copy all the event information in the original event to the copied event. 2. In the event editor, go through each card to verify which details you want to retain and which you need to edit for the copy. 3. When you ve finished making changes, click Finish to save the event and open a set of options for continuing NOTE: If the original event was starred, the copy is automatically starred Important Notes Regarding Copying Events Along with many other event details, the dates/times and any location and resource assignments from the original are retained in the event copy, so assignments may be flagged as conflicts with the original Be sure to touch on every field to be sure you re getting the results you want

53 Sending s Using the special cursor, right-click the name of an event and click Event Details

54 Sending s Complete the Event Details Screen Related Recipients Contacts already associated with a specific event; Requestor, Scheduler or any one with an assigned task Additional Recipients Contacts internal or external who are not already associated with the event. Requestors can click the TO CC or BCC to search for contacts within 25Live, or manually type an address Attachments Requestors can upload documents directly from their computer, as an attachment to the sent from within 25Live Message Body Include any text within the itself Event Details Click the Include event details in body of message check box to include this additional information in the sent from within 25Live.

55 Mobile 25Live Mobile 25Live is a brand new mobile web application featuring a clean, intuitive design. The new 25Live Mobile has increased functionality with: Responsive Design The web application automatically adapts to fit any size screen on a variety of browsers and devices. The new design allows your customized header image and color from the main 25Live application to be used in 25Live Mobile. Faster Location, Event, and Resource Searches You can access saved searches, starred items, or search for locations, events, and resources by keyword, sort and filter results, and reserve right from your results list. Easy to View Event, Location, and Resource Details You can view location, event, and resource details, including map options for locations with associated latitude and longitude, event occurrences, and resource stock totals.

56 Mobile 25Live Mobile 25Live is a brand new mobile web application featuring a clean, intuitive design. The new 25Live Mobile has increased functionality with: Streamlined Event Creation and Editing You can complete all 25Live Event Wizard fields on one convenient screen, which conforms to configurations and custom attributes you have set up in 25Live Configuration and Administration.

57 Who can help? College Lead: CGC- Brenda Croteau DO- Teresa Summers EMC- Nadine Johnson GCC- Jeff Glemba GWC- Cindy Cooper MCC- Angela Cissell PC- Priscilla Gonzales PVC- Jeanette Saxon RIO- Alex Lopez SCC- Patti McNeill SMC- Adrian Esquer District System Administrator: Teresa Summers Cassandra Mitchell