CMS 101 Webtop for Student Records AGENDA PART ONE Introduction What is Webtop? Access Webtop Webtop interface Search for documents View document Check Out Edit a document Annotate a PDF Check In a document Import a document Introduction Scanning/importing tools bring documents into the system. InputAccel ScanPlus Webtop (importing) Indexing catalogues the documents. What the document is Who the document is about InputAccel IndexPlus Webtop Retrieval tools for documents (view, annotate). Webtop McGill - 1
What is Webtop? Web-based application used to manage documents (PDF, Word, PPT ) Use to view and annotate student documents in PDF format Open use to view a document Edit use to annotate a document (automatically does a Check Out) Check In document after you annotate and save Check Out documents (prevent conflict) Access Webtop Supported browsers: KB Article 5180 Login Name = firstname.lastname@mcgill.ca Password = your production password https://cms.mcgill.ca/webtop Webtop interface Menu Bar Logout/Webtop online help Content Pane Tree Pane Message McGill - 2
Webtop interface tree pane Search Tools: Saved Searches contains the templates Cabinets Folders Webtop interface Navigation Path Name of the selected folder or cabinet (in this example, the ID folder). Search for documents within the Content Pane. To display Items per page (10, 50 or 100) Menu context sensitive Nothing selected Document selected McGill - 3
Search Search Different searches: Simple search by ID number (Tree Pane) Searches the entire repository (like a google search) Advanced search e.g. by date, by document type category Search for documents within Content Pane to filter your search results Simple search 1. Type the ID in the Search field 2. Click the Start Search icon If the Search is taking too long, you can stop it by clicking on Stop McGill - 4
Simple search Search results: Restart allows you to re-launch your search Edit allows you to modify your search criteria Save allows you to keep your search and results Save Template allows you to save the search template Simple search Search results: Documents for the ID display in the Content Pane If you want to modify the attributes for the columns, click the Column Preferences icon Search results column preferences Column preferences: Select object type e.g. Student Document, Admission Document Select attributes to display as columns You may re-order them You may Reset to defaults Click OK This will make the change for this time only. McGill - 5
Search results - column preferences To make a permanent change to column preferences: Tools > Preferences > Columns > Search Results Click on Edit next to Default Columns Select object type Student Document Student Folder Select attributes to display as columns on the Content Pane: e.g. Name, McGill Student ID, Last Name, First Name Click OK Search results - column preferences Advanced search Allows you to find documents based on criteria: Example: Document Type Category, Date Steps: 1. Click on the down arrow next to Search field 2. Click on Advanced 3. Fill in the Advanced Search screen McGill - 6
Forms Appeal J Grade Course Change Request Graduation Term Change Post-deadline Record Change Summer Study Away Request Transfer Credits/Adjustments Other Advisor notes This is not a complete list. Correspondence Historical Transcript Confidential Medical Notes Security Notes Advanced search example 1 Search for: Object Type = Student Documents and Document Type Category = Forms and Modified = within the previous month. Advanced search example 2 Search for Object Type = School Documents and Document Type Category = Other and Document Type = Transcript-Unofficial McGill - 7
Advanced search example 2 To add person s first & last names to the search results, click on Column Preferences icon and add the fields to Selected attributes. Click OK. Using cabinets You can also use the cabinet to find documents (e.g. Student File, ES-HR) There are folders in the cabinets (e.g. Student Files, ID folder, admission) ES-HR cabinet This is a cabinet that you may have access to All ES permanent and casual ES records were digitized and stored here All confidential employee documents are stored here Each file represents an employee There are two folders: Casual and Regular You can: Add pdf files to these folders Add documents to an existing employee s file View pdf documents in these folders Annotate the pdf McGill - 8
Search results - Content Pane To filter your search in the Content Pane: 1. Type the name in the Starts With field 2. Choose how you want to display the results 3. Click the arrow icon to perform the search Activity 1 Access Webtop in QA https://qcms.mcgill.ca/webtop/ 1. Enter Login Name (training#.ics@mcgill.ca) or use your McGill username, if you are set up in QA 2. Enter Password (provided by trainer) 3. Select Repository (QA_CMS_ADMIN) 4. Click Login 5. Become familiar with interface Note Webtop is a right-click tool. Activity 2 - Search Perform a simple search Search for documents for the student ID provided on your exercise sheet Modify Column Preferences Use the advanced search to search Object Type = Student Documents Document Type Category = Other Add First Name & Last Name fields to search results Use the Student File cabinet to find documents for a student ID McGill - 9
Saved searches Search templates Saved Searches Saved Searches are your search and search results To view the Saved Searches: Click Saved Searches from the tree pane. Click Saved Searches above the Content pane Search Templates These include templates that you have created or may have been created for you to use To view the Search Templates: Click Saved Searches from the tree pane Click on Search Templates above the Content pane. Select All Search Templates from drop down list below Logout button For more details refer to KB Article 1468. McGill - 10
Search templates To run a template: Double-click on a search template The documents for the ID display You can sort the documents in ascending/descending order by clicking on the field, then click on up/down arrow next to it Depending on your security permissions, you can: View a document: Double-click it or Right click on the document and select Open (Read Only) Annotate a document: Right click on the document Select Edit Activity 3a View a document 1. In Webtop, go to the ES-HR cabinet 2. Go to folder called Casual 3. Right click on a PDF document and select Open (Read Only) 4. After viewing the document, close it (File > Exit) Activity 3b View a document 1. In Webtop, go to the Student File cabinet. Go to the Student Files folder 2. Find a Student ID - use search in Content Pane to select the ID folder 3. Right click on a PDF document and select Open (Read Only) 4. After viewing the document, close it (File > Exit) McGill - 11
Check Out Check Out An important concept in Webtop When you have to annotate a document, you have to Check Out the document. This will lock it so other users cannot update it EDIT Note Right click on the document and select Edit. Or use the menu bar (File > Edit) McGill - 12
Edit Allows you to annotate the PDF document to document any interaction with students and to add comments Automatically performs a Check Out Locks document so others cannot modify it Others see a lock icon next to the document You see a key icon Others can only view the changes after you Check In (because they are saved locally on your computer) Annotate a PDF Launches Adobe Acrobat Pro so that you can make changes to the document. Note: you need the full version of Adobe Acrobat Pro Do the following once in order to be able to annotate: Edit > Preferences > Documents In the PDF/A View Mode section, set View documents in PDF/A mode to Never Click OK Annotate a PDF McGill - 13
Annotate a PDF Do this once in Adobe Acrobat Pro so that the annotations will print: Edit > Preferences > Commenting Check the Print notes and pop-ups checkbox Click OK Note Skip this step if you do not need to print annotations. Annotate a PDF From the top-right of the pdf document, use To add text/images, click Tools to: Edit Text & Images Add text Add image Annotate a PDF To add a sticky note, click Comments Select Sticky Note In the document, click where you want to place a comment Enter the comment in the Sticky Note box, according to your unit s standards (add your initials and date) Save and exit the document in Adobe Acrobat Pro: File > Save File > Exit McGill - 14
Annotate a PDF To add a text box, click Comments From Drawing Markups, select Add text box In the document, click where you want to place the text box Enter the comment in the text box, according to your unit s standards (add your initials and date) Save and exit the document in Adobe Acrobat Pro: File > Save File > Exit Annotate a PDF If you have to print the annotations File > Print Ensure that Document and Markups appears under the Comments and Forms dropdown Click OK Check In the document Check in Note Only the user that has edited the document can Check In, and only from the computer it was saved on. McGill - 15
Check In a document When you annotate a document, it is saved locally on your PC (c:\documentum\checkout) Check In the document to save it to the repository This removes the lock icon from the document so other users can make changes to it Note Right click on the document and select Check In Or use the menu bar (File > Check In) Check In a document Check In a document McGill - 16
View Versions Right click on the document Click View > Versions Activity 4 Annotate & Check In 1. In Webtop, right click on a PDF document and select Edit 2. This opens the PDF document in Adobe Acrobat Pro. Set the View Documents in PDF/A mode to Never To print annotations (including printing to PDF), check the Print Notes and pop-ups checkbox (do once) 3. Make changes to the text (use Tools or Comment) Activity 4 Annotate pdf and Check In 4. Annotate the PDF document add your initials and date to the comment. 5. Save and exit the PDF document. 6. You are back in Webtop. The PDF document has a key next to it 7. Check In the PDF document. The Checkin screen displays. Save the document as a minor version. Click OK Checkin successful message appears on the message line. McGill - 17
15-minute break Activity 5 - icons Which document(s) do I have checked out? Which document(s) does someone else have checked out? Which document(s) are not checked out? Import McGill - 18
Import Use Import (File > Import) to add electronic supporting documents to Webtop Convert documents to PDF (preferably PDF/A) Known issue: KB Article 1461 Additional step: click on the down-arrow next to the remaining dropdown menus and select the Last name, First name, and Primary Faculty of the student whose supporting document is about to be imported. Note With Internet Explorer, you can also use the Drag & Drop feature to drag PDF documents to Webtop. To enable this feature, click Tools > Preferences. Import > enable drag and drop Tools > Preferences > General (in Webtop) Import for Student Records Convert all email and attachments individually as PDFs: Open the document Click File > Print. Select Printer = Adobe PDF Review the document in print review and make changes by clicking on Page Setup, if necessary. Click Print You can type any filename for the PDF; it will be automatically changed once you import and index it in Webtop. Click Save Note for Outlook 2007: File > Save As > Convert to Adobe PDF Note for Outlook 2013: File > Print> Adobe PDF McGill - 19
Import for Student Records Once you have your PDF file, save it to a network folder indicated by your supervisor. Do NOT save any files on your C drive. For Webtop G:\Groups\Records\RECORDS\ Import (or drag & drop) PDF documents into the folder, not the cabinet Note: for the student files, the document will be moved automatically in the correct student ID folder. Import Steps 1. Go to the folder in Webtop 2. Click File > Import 3. Click Add Files; browse to find the PDF document and click OK 4. Click Next Complete all required fields * of Import Object Definition window: Document Type Category, Document Type, McGill ID The remaining required fields e.g. Last name, First name, Primary Faculty will automatically populate when you tab away from the ID. Click Finish. The supporting document will be moved automatically into the student's ID folder. 5. Permissions are automatically set to restrict access to the file to appropriate university personnel. Import > Import into Webtop McGill - 20
Forms Appeal J Grade Course Change Request Graduation Term Change Post-deadline Record Change Summer Study Away Request Transfer Credits/Adjustments Other Advisor notes Correspondence Historical Transcript Confidential Medical Notes Security Notes This is not a complete list. Activity 6 Import an email Add documents to employee file In Adobe Acrobat Pro, click the down arrow next to the Create icon Click Combine Files into a Single PDF Click to add all the pdf for employee Click Combine Files to create one PDF Save and Import into Webtop McGill - 21
Import - What not to do Do NOT import student documents into My Home Cabinet and then move them to the Student Files folder. If done this way, student records are not created with type = Student_Document Do NOT manually create student ID folders in the Student Files folder. The student ID folder will be created automatically by the system, if the ID does not exist. AGENDA PART TWO Email as link Quick Flow Webtop Tips Email as link McGill - 22
Email as Link To email a copy of Webtop document to a recipient who has permission to this document: 1. Right-click on the PDF document 2. Select Email as Link 3. Your email application opens a new email message and inserts the link to the document 4. Type the email address(es) of the recipient(s). You may also add a message. 5. Send the email Email as Link Email as Link McGill - 23
Quickflow Quickflow A Quickflow allows you to send a recipient (that has permission) a document with instructions (create a task) To create your own Quickflow: 1. Right-click on the file 2. Select Quickflow (or click Tools > Workflow > Quickflow) 3. Click Select user/group. Select name(s) and click OK 4. Select Priority. 5. Enter Instructions to enter messages for the users/groups 6. Click the Return to Me checkbox to receive notification when a user completes the review 7. Click the Require signoff checkbox to require each user to enter an electronic signoff when they complete the review 8. Click OK Quickflow McGill - 24
Quickflow Quickflow: email & Webtop Inbox Quickflow To monitor quickflows: 1. Select Tools > Workflow > My Workflows 2. The list of quickflows/workflows you initiated displays 3. Double-click on any quickflow to see its details (performers, received date) To terminate pending quickflows: 1. For the selected quickflow, click on the Terminate Workflow button 2. The Abort Workflow : Quickflow screen displays 3. Make sure check box Clean up the system objects of this workflow is selected McGill - 25
Quickflow Quickflow To terminate this Quickflow Webtop Tips Right-click on document View (or double-click on document) Edit (annotate) Check In Check In your documents regularly Don t use Internet Explorer (IE) File menu In IE, enable Drag & Drop feature means you have document checked out means you can t modify dcoument Hover over thi icon to see who has it checked out. McGill - 26
To request access to Webtop To request access to Webtop Student Files https://www.mcgill.ca/es/sis-authorization-form Select Minerva/Banner/uApply Note: Only Enrolment Services is able to grant access to Webtop for faculty members. To request access to Webtop Select the appropriate access (e.g. Missing access) To request access to Webtop Under Missing Functionality, specify Webtop Access to Student Files McGill - 27
Remove access from Webtop To remove access from Webtop Student Files https://www.mcgill.ca/es/sis-access-removal-orreinstatement Need Help? IT Service Desk 514-398-3398 itsupport@mcgill.ca http://www.mcgill.ca/it/ KB Article 3489 Any questions? McGill - 28