cms 101 webtop for student records - jan 2018 - mcgill...

CMS 101 - Webtop for Student Records 1/29/2018

McGill - IT Training & Communications 1

CMS 101Webtop for Student Records

IT Training & Communications

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

AGENDA – PART ONE

IT Training & CommunicationsIntroduction

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



IT Training & CommunicationsWhat 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)

IT Training & CommunicationsAccess Webtop

https://cms.mcgill.ca/webtop

Supported browsers: KB Article 5180

Login Name = [email protected]

Password = your production password

IT Training & CommunicationsWebtop interface

Tree Pane

Menu Bar Logout/Webtop online help

Message

Content Pane



IT Training & CommunicationsWebtop interface – tree pane

Search

Tools: Saved Searches contains the templates

Cabinets

Folders

IT Training & CommunicationsWebtop 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)

IT Training & CommunicationsMenu – context sensitive

Nothing selected

Documentselected




Search

IT Training & CommunicationsSearch

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

IT Training & CommunicationsSimple 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




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


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

IT Training & CommunicationsSearch 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.



IT Training & CommunicationsSearch 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

IT Training & CommunicationsSearch results - column preferences

IT Training & CommunicationsAdvanced 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




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.

IT Training & CommunicationsAdvanced search – example 1

Search for:• Object Type = Student Documents and

• Document Type Category = Forms and

• Modified = within the previous month.


Search for • Object Type = School Documents and

• Document Type Category = Other and

• Document Type = Transcript-Unofficial




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.

IT Training & CommunicationsUsing 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)

IT Training & CommunicationsES-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



IT Training & CommunicationsSearch 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#[email protected])

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

Webtop is a right-click tool.

Note

IT Training & CommunicationsActivity 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




Saved searches

Search templates

IT Training & CommunicationsSaved 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

IT Training & CommunicationsSearch 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.



IT Training & CommunicationsSearch 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

IT Training & CommunicationsActivity 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)

IT Training & CommunicationsActivity 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)




Check Out

IT Training & CommunicationsCheck 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 • Right click on the document and select Edit.

• Or use the menu bar (File > Edit)

Note



IT Training & CommunicationsEdit

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)

IT Training & CommunicationsAnnotate 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





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

• Skip this step if you do not need to print annotations.

Note


From the top-right of the pdf document, use

To add text/images, click Tools to:• Edit Text & Images

• Add text

• Add image


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 > SaveFile > Exit




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 > SaveFile > Exit


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

Only the user that has edited the document can Check In, and only from the computer it was saved on.

Note



IT Training & CommunicationsCheck 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

• Right click on the document and select Check In

• Or use the menu bar (File > Check In)

Note





IT Training & CommunicationsView Versions

Right click on the document

Click View > Versions

IT Training & CommunicationsActivity 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)

IT Training & CommunicationsActivity 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.




15-minute break

IT Training & CommunicationsActivity 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



IT Training & CommunicationsImport

Use Import (File > Import) to add electronic supporting documents to Webtop• Convert documents to PDF (preferably PDF/A)

• Known issue: KB Article 1461Additional 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.

With Internet Explorer, you can also use the Drag & Drop feature to drag PDF documents to Webtop.

To enable this feature, click Tools > Preferences.Note

IT Training & CommunicationsImport > enable drag and drop

Tools > Preferences > General (in Webtop)

IT Training & CommunicationsImport 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



IT Training & CommunicationsImport 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.

IT Training & CommunicationsImport Steps

1. Go to the folder in Webtop

2. Click File > Import

3. Click Add Files; browse to find the PDFdocument 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.

IT Training & CommunicationsImport > Import into Webtop




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.

IT Training & CommunicationsActivity 6

Import an email

IT Training & CommunicationsAdd 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



IT Training & CommunicationsImport - 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.


Email as link

Quick Flow

Webtop Tips

AGENDA – PART TWO


Email as link



IT Training & CommunicationsEmail 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






Quickflow

IT Training & CommunicationsQuickflow

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: email & Webtop Inbox


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





To terminate this Quickflow

IT Training & CommunicationsWebtop 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.



IT Training & CommunicationsTo 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.


Select the appropriate access (e.g. Missing access)


Under Missing Functionality, specify “Webtop Access to Student Files‘”



IT Training & CommunicationsRemove access from Webtop

To remove access from Webtop Student Files

https://www.mcgill.ca/es/sis-access-removal-or-reinstatement

IT Training & CommunicationsNeed Help?

IT Service Desk

514-398-3398

[email protected]

http://www.mcgill.ca/it/

KB Article 3489

IT Training & CommunicationsAny questions?