Pace University. R25 Webviewer Guide. Revision: May, 2009

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1 Pace University R25 Webviewer Guide Revision: May, 2009

2 Webviewer Guide Table of Contents Introduction:... 3 Event Filters:... 3 Webviewer Event Filters:... 3 Featured Events:... 4 Event Catalog:... Error! Bookmark not defined. My Reminders:... 4 Locations:... 6 Legend:... 6 My Requests:... 7 Tracking Requests:... 8 My Workflow:... 9 Workflow Tasks:... 9 Assignment Requests:... 9 Outstanding Workflow: Daily Workflow:... 10

3 Introduction: The WebViewer works by pulling information from your R25 database and formatting it for the web. The event and space information posted on the WebViewer is controlled in part by the settings of a single R25 user known as the R25 WebViewer Seat. This user occupies one licensed seat in R25 (set by the Functional Administrator for R25). Some of the people who use the WebViewer URL will use it just to look at space and event information. They won t need to access their R25 workflow or request an event, so they won t need a user name and password to log onto the WebViewer. These users are WebViewer visitors. Some WebViewer functionality can only be accessed by first logging onto the WebViewer. Requesting an event, accessing My Reminders of events of personal interest, and using the My Workflow functionality all require the web user to enter a user name and password to log onto the WebViewer. We refer to these users as WebViewer users. WebViewer users are also contacts in R25, with a record in the R25 contact database. An R25 administrator creates these contact records in R25. Event Filters: Visitors choose whether they want a day, week, or month view of the events captured by the event filters. A filter is a specific calendar view of events that fall within the filter category. They can click on an event in any of these views to see more details. Webviewer Event Filters: 1. Academic Calendar 2. Alumni Events 3. Announcements 4. Arts & Performances 5. Athletics Calendar 6. Conferences & Lectures 7. Featured Events 8. Law School Events 9. Student Events

4 Featured Events: Event schedulers working in R25 can assign a Featured Event category to events they want to call attention to. The WebViewer automatically displays these Featured events on the WebViewer site. WebViewer visitors can click on an event name for more information. Criteria for categorizing as Featured Events : 1) Open to the public 2) Impacts a broad swath of Pace community 3) Involves a speaker of national recognition 4) Event is timely and topical Note: Marketing & Communications will select up to 2 events from the list of events categorized as featured events to appear on the Pace website homepage. My Reminders: Web visitors must log onto the WebViewer (that is, become WebViewer users ) to use the My Reminders functionality. By clicking on a calendar icon in the details display for an event, they can add future occurrences of that event to their My Reminders personal calendar.

5 The contents of each user s My Reminders calendar can be exported to the user s personal calendaring system, such as MS Outlook, or to their personal handheld organizer. These event occurrences are exported in vcalendar format.

6 Locations: The Locations tab provides access to information on activities in selected locations. WebViewer visitors can select from a set of location filters which the R25 WebViewer Seat creates in R25 as space searches. Examples of filters you might use include: Meeting Rooms Athletic Spaces Student Union Building Visitors choose whether they want a day, week, or month view of the events occurring in the spaces captured by a location filter. They can click on a space name to see descriptive details for that space, or click on an event name to see more details about the event. You may want to encourage WebViewer users requesting events to first use Locations By Date to see when their preferred space is available Legend: This does not pull information from R25. The legend is a guide to the space coding as it exists in R25. If you are uncertain as to where a space is located or you are unfamiliar with the name of the building, click on the legend for a pop up of spaces with campus location.

My Requests: WebViewer users log on and select the My Requests tab to request an event and check the progress of previous requests Only WebViewer users can access the My Requests functionality.

7 My Requests: WebViewer users log on and select the My Requests tab to request an event and check the progress of previous requests Only WebViewer users can access the My Requests functionality. Once logged on, the WebViewer user can complete an event request form. The requestor will be able to specify the following from WebViewer Request Form: Times and dates Sponsoring organization Expected Headcount Locations Resources and their quantity Requirements The requestor can also enter comments and provide other details.

Once an event request has been submitted, the WebViewer user automatically receives an email confirmation that the request has been received (an email address is required information for creating a

8 Tracking Requests: When the WebViewer user submits his or her event request, the request is sent to the R25 database. The R25 WebViewer Seat accesses the request on the Drafts tab in the R25 Event Directory and determines whether or not to approve the request (or forwards the request to another R25 user/scheduler). Once an event request has been submitted, the WebViewer user automatically receives an confirmation that the request has been received (an address is required information for creating a WebViewer user from the web). From that point on, the user can periodically log onto the WebViewer and check to see if the request has been approved. Incomplete requests are listed on the My Requests Pending subtab. Users can open a pending request and make changes, if necessary; for example: When a request has been approved (or not), it is listed on the My Requests Approved subtab.

9 My Workflow: R25 users can view tasks assigned to them in the workflow by opening a view of their task list in R25. Tasks are displayed based on the user name of the assignee, who must be a contact in the R25 contacts database. All R25 users are contacts in the R25 database, but not all contacts are necessarily R25 users Workflow assignees who aren t R25 users can t log onto R25 to view the tasks assigned to them. They can, however, view and act on R25 workflow tasks from the WebViewer by logging on with a WebViewer user name and password For example, all of your security personnel might be contacts in your R25 database. They aren t R25 users, however, so they can t use an R25 task list to see work you assign to them in association with events. Instead, they can see their tasks by logging onto the WebViewer My Workflow. They just need a WebViewer user name, password, and address in their R25 contact record. Workflow Tasks: Once logged on to the WebViewer with their user name and password, workflow users, such as providers of services (catering, security, maintenance, and so on) or staff whose approval is required for the use of certain rooms or resources, can view a list of all the tasks that have been assigned to them in R25. The list may include: To Dos to be completed Approval notifications to be approved/denied FYI notifications requiring no action The assigned user can approve/deny/complete his or her tasks on the WebViewer. Assignment Requests: Assignment Requests do not appear on the Webviewer Workflow. R25 assignment requests (that is, requests to assign a space or resource to an event reservation) can t be sent to a WebViewer workflow user because spaces and resources can t be assigned from the WebViewer. These requests must be handled within R25.

events (for today or another date selected from the calendar), including both those that have been completed and those

10 Outstanding Workflow: Only tasks that have not yet been approved/denied/completed are workflow displayed in the workflow list on the Outstanding subtab Daily Workflow: The Daily subtab shows the workflow user a single day s tasks related to events (for today or another date selected from the calendar), including both those that have been completed and those that have not Note: The Daily workflow does not include To Dos, so it s important that the provider check both workflow tabs

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