collegenet series 25 product information - temple … · rolling the mouse over an icon pops us a...

CollegeNET Series 25 Product Information

Resource 25 (R25)

Temple University’s new campus wide scheduling system that lets you schedule and manage all classes and events and optimally assign spaces and resources to them.

Schedule 25 (S25)

Schedule25® evaluates your room inventory and class roster and determines the optimal matching, according to the room attributes, constraints, and preferences you specify.

X25

X25® produces detailed, easy-to-understand graphical views of your room utilization. X25 reports are available anytime via the web, giving you the support and concrete analytics you need wherever and whenever you are making planning decisions.

Webviewer

The R25 Webviewer is an online-component of R25. It allows users to submit event requests

which are then automatically sent to the scheduler of the requested space.

WANT TO KNOW MORE?

Visit the CollegeNET homepage at http://corp.collegenet.com or access the Intro to Resource

25>Intro to Series 25 web tutorial at: http://flashserver.collegenet.com/applications/TTP/.

Log in: username: temple_TTP and password: templeOwls

http://corp.collegenet.com/

http://flashserver.collegenet.com/applications/TTP/

R25 Menu Bar

Purpose

Each drop-down menu in the R25 menu bar provides access to a set of related options.

Use

Scheduling: Provides access to key functionality, including event creation in

Speedbook, opening the Task List, opening the R25 Calendar, and

exiting R25.

Directories: Provides access to all the most commonly used R25 directories: Event,

Space, Resource, Organization, Contact, and Report.

Options: Provides access to useful functionality such as creating shortcuts to

forms, setting your user preferences, and turning the R25 toolbar on and

off.

Help: Provides access to R25 online help, the “Legend” that describes R25

Symbols and button commands, and the Window List of open forms.

WANT TO KNOW MORE?

Access the Navigating R25> Menus web tutorial at:

http://flashserver.collegenet.com/applications/TTP/.



R25 Toolbar

Purpose

The buttons on the R25 toolbar provide quick access to the forms and functions you will use most frequently.

Use

Rolling the mouse over an icon pops us a label indicating where the button takes you. Click the button to go to the specified form.

Note: These same commands all have equivalents in the R25 menu bar. You can turn the toolbar display on or off, by choosing

Options>Show Toolbar in the R25 menu bar to toogle the current setting.

Button Descriptions

My R25: Where you can create an event or other data record, run a search for data, open a favorite data record, open

R25 directories, view/edit selected data, view workflow/task list, organize and use shortcuts, and view session history.

Speedbook: Where you can create an event, check space and resource availability, and develop a price quote

Task List: Where you can check your own workflow and that of others, create a to do list, and complete a task.

Calendar: Where you can select a date to start scheduling an event and view reservations for a date.

Event Directory: Where you can create an event in a selected folder, view/edit/copy/delete an event, create event

favorites, view and complete event drafts, specify criteria to search for a select set of events, and view a calendar for

selected events.

Space Directory: Where can you create/view/edit/copy/delete a space, create space favorites, create an event in a

selected space, specify criteria to search for a select set of spaces, and view events occurring in selected spaces.

Resource Directory: Where you can create/view/edit/copy/delete a resource, create resource favorites, search for a

select set of resources, view events using selected resources, and view available inventory of selected resources.

Organization Directory: Where you can create/view/edit/copy/delete an organization, create organization favorites,

specify criteria to search for a select set of organizations, and view events for selected organizations.

R25 Toolbar

WANT TO KNOW MORE? Access the Navigating R25>R25 Toolbars web tutorials at: http://flashserver.collegenet.com/applications/TTP/. Log in: username: temple_TTP and password: templeOwls

Contact Directory: Where you can create/view/edit/copy/delete a contact, create contact favorites, view events for

selected contacts, and send email to a selected contact(s).

Report Directory: Where you can run a report, view the report online and/or print it, and create report favorites.

Send Email: Where you can send an email message to an R25 contact(s).

Create Shortcut: Where you can create a shortcut to the current form and add it to My R25.

Window List: Where you can select the name of an open form to bring it forward.


Creating Shortcuts in R25

Shortcuts allow you to bypass any sequence of menu and form selections so you can get to

where you want to go in the quickest way possible. You can create any number of shortcuts

and you can also convert an item in your logon Session History to a shortcut.

To Create a Shortcut…

1. Open the form you’re creating the shortcut to.

2. Click the shortcut icon in the R25 Toolbar to open the Create Shortcut form.

3. Modify the default name in the Shortcut Name field, if you like.

4. If you want to store the shortcut in a folder, do one of the following:

If the folder already exists in the “Create in” List: Highlight the folder

OR…

If you want to store the shortcut in a new folder: Select the parent for the new folder

in the “Create in” List. Click New Folder to open the Create Shortcut form. Type the

name of the folder. Click OK.

5. On the Create Shortcut form, click OK to add the new shortcut (and new folder, if you

created one) to your My R25 Saved Shortcuts.

WANT TO KNOW MORE?

Access the R25 User Guide Appendix B: R25 Shortcuts at:




R25 Directories

Directories can be opened from the My R25 homepage section bars, the R25 menu bar, or the

R25 toolbar. Data relative to each directory name is stored and accessed in these directories.

Event Directory

View, edit, copy, or delete an event.

Create event favorites.

Start creating an event in a selected folder.

View and complete event drafts. Specify criteria to search for a select set of events.

View a calendar for selected events

Space Directory

Create, view, edit, copy, or delete a space.

Create space favorites. Start creating an event in a selected space. Specify criteria to search for a select set of spaces.

View events occurring in selected spaces.

Resource Directory

Create, view, edit, copy, or delete a resource

Create resource favorites.

Start creating an event with a selected resource.

Specify criteria to search for a select set of resources.

View events using selected resources.

View available inventory of selected resources.

Menu bar

Tool bar

Section bar

R25 Directories

Organization Directory

Create, view, edit, copy, or delete an organization.

Create organization favorites.

Specify criteria to search for a select set of organizations.

View events for selected organizations.

Contact Directory

Create, view, edit, copy, or delete a contact.

Create contact favorites.

View events for selected contacts.

Send email to selected contact(s).

Report Directory

Run a report.

Create report favorites.

View the report online and/or print it.

WANT TO KNOW MORE?

Access the R25 Directories web tutorial at: http://flashserver.collegenet.com/applications/TTP/



Directory Toolbar

Purpose

The buttons on a directory toolbar provide quick access to the tasks you can perform in that directory.

Use

Some tasks (and their buttons) are available on all directories. Some are not.

Note: Each task you can access from the toolbar has an equivalent in the right mouse button pop-up menu for selected items.

Button Descriptions

Add a new item to the directory; for example, a space to the Space Directory.

Open the selected item for viewing or editing.

Copy the selected item.

Delete the selected items. A dialog asks you to confirm the deletion.

Add the selected items to the directory Favorites tab (and to your my R25 Favorites).

Remove the selected items from the directory Favorites tab (and from My R25).

Define object-level security for the selected items (part of data preparation; for admins only).

Define notification policy for the selected items (part of data preparation; for admins only).

Specify the open/close hours and blackouts for the selected spaces (part of data preparation; for admins only)

Define the assignment policy for the selected items (part of data preparation; for admins only).

Directory Toolbar

Print a report for the selected items.

Open a submenu of vCalendar action to perform for the selected events.

Refresh the entire form.

View events for the selected items.

Compare usage among the selected spaces.

Create a new search for the selected items (the color of the handle indicates the type of object to search for).

Inherit data or date range changes down to the selected folders or events.

Preview the selected report.

In the Event Directory, attach a summary report for the selected events to a new email message.

In the Contact Directory, send a general email to the selected contacts.

Refresh the entire form.

WANT TO KNOW MORE? Access the R25 Directories web tutorial at: http://flashserver.collegenet.com/applications/TTP/. Log in: username: temple_TTP and password: templeOwls


R25 Building Names

Space Name Space Formal Name

Campus

1300CB 1300 CECIL B MOORE AVENUE Main Campus

1700NB 1700 N. BROAD STREET Main Campus

1810LW 1810 LIACOURAS WALK Main Campus

1940NR 1940 RESIDENCE HALL-LIACOURAS WALK Main Campus

ALTER ALTER HALL AUDITORIUM Main Campus

AMBRHT AMBLER-BRIGHT HALL Ambler Campus

AMCOTT AMBLER-COTTAGE HALL Ambler Campus

AMDIXN AMBLER DIXON HALL Ambler Campus

AMDOUG AMBLER-DOUGLASS Ambler Campus

AMGYM AMBLER GYMNASIUM Ambler Campus

AMJUST AMBLER-HILDA JUSTICE HALL Ambler Campus

AMLBRY AMBLER LIBRARY Ambler Campus

AMLRNC AMBLER LEARNING CENTER Ambler Campus

AMNGRN AMBLER GREENHOUSE Ambler Campus

AMROSE AMBLER-ROSE COTTAGE Ambler Campus

AMWIDE AMBLER-WIDENER HALL Ambler Campus

ANDRSN ANDERSON HALL Main Campus

ANNBRG ANNENBERG HALL Main Campus

AZABU AZABU HALL Japan Campus

BARTNA BARTON HALL (A) Main Campus

BARTNB BARTON HALL (B) Main Campus

BEURY BEURY HALL Main Campus

BIOSCI BIOLOGY-LIFE SCIENCES Main Campus

CNWELL CONWELL HALL Main Campus

ENGARC ENGINEERING BUILDING Main Campus

FWCCTR TU FORT WASHINGTON Fort Washington

GLFLTR GLADFELTER HALL Main Campus

HCHERS HARRISBURG-HERSEY Harrisburg

HCHUNT HARRISBURG-HUNTINGDON Harrisburg

HCLANC HARRISBURG-LANCASTER Harrisburg

HCPOTT HARRISBURG-POTTSVILLE Harrisburg

HGSC HOWARD GITTIS STUDENT CENTER Main Campus

HRSBG HARRISBURG CAMPUS Harrisburg

JONES JONES HALL Health Science Center Campus

JPNANX JAPAN CAMPUS ANNEX Japan Campus

KRESGE KRESGE SCIENCE HALL Main Campus

MCGONH MCGONIGLE HALL Main Campus

MEDRB MEDICAL RESEARCH BUILDING Health Science Center Campus

MITA MITA HALL Japan Campus

MITTEN MITTEN HALL Main Campus

MTTENX MITTEN ANNEX Main Campus

R25 Building Names

Space Name Space Formal Name

Campus

OLDDNT DENTAL SCHOOL Health Science Center Campus

PEARSH PEARSON HALL Main Campus

PHRMAH PHARMACY-ALLIED HEALTH Health Science Center Campus

PODMED COLLEGE OF PODIATRIC MEDICINE Health Science Center Campus

PRESSR PRESSER HALL Main Campus

RITTER RITTER HALL Main Campus

ROCKHL ROCK HALL Main Campus

RTTERX RITTER ANNEX Main Campus

SFC STUDENT FACULTY CENTER Health Science Center Campus

SPKMAN SPEAKMAN HALL Main Campus

STUPAV STUDENT PAVILION RECREATION FACILITIES Main Campus

TMLSON TOMLINSON HALL Main Campus

TTLMAN TUTTLEMAN Main Campus

TUCC TUCC 1515 MARKET STREET Center City

TYLER TYLER SCHOOL OF ART Main Campus

WCHMAN WACHMAN HALL Main Campus WEISS WEISS HALL Main Campus

Creating Favorites in R25

You can make any event, space, resource, contact, organization, or report that you use

regularly a “Favorite” that you can open directly from My R25 and other R25 locations.

To create a favorite space…

1. Open the space directory from the My R25 homepage, the menu bar, or the tool bar.

2. Select the Index or Full List tab.

3. Find and select a space you want to add to your Favorites.

4. While your space is highlighted, right-click and choose Add to Favorites from the pop-up

OR you can click the Add to Favorites button in the directory toolbar.

5. Repeat the preceding steps in the event, resource, contact, organization, or report

directory to select Favorites from within those directories.

WANT TO KNOW MORE?

Access the R25 User Guide Chapter 1: Getting Acquinted with R25>Exercises to start

everyday tasks from My R25 at: http://flashserver.collegenet.com/applications/TTP/.


The Favorites symbol is added to the icon accompanying each space you just made a

favorite. Links to the spaces are added to both the directory Favorites tab and My R25.


R25 User Preferences

Purpose

User preferences are your personal selections for how you like to see data and perform tasks.

They offer a wide variety of options for customizing your R25 environment to help you work

more comfortably and efficiently.

How they work

Any changes you make to user preferences will override the system defaults for your own logon.

Your changes affect only you; they have no effect on how data is stored in the R25 database or

how other R25 users see the data.

To change a user preference….

1. Choose Options>User Preferences from the R25 menu bar.

2. Double-click the icon for the option you want to modify.

3. If the form has multiple tabs, click the appropriate tab. Modify your settings as needed.

4. Repeat step 3 until you have completed all of your modifications.

5. Click OK to save your changes and close the form.

6. Repeat these steps for other options, as needed

WANT TO KNOW MORE? Access the User Preferences web tutorials and the R25 User Guide Appendix A: User Preferences at: http://flashserver.collegenet.com/applications/TTP/. Log in: username: temple_TTP and password: templeOwls


Speedbook - Edit Event Form Toolbar

Purpose

The buttons in the Speedbook/Edit Event Form toolbar help you navigate between different views in the form, generate email or

event summaries, and modify additional event information.

Button Descriptions

Save your changes to the event without closing the form.

View, print, or email an event summary report.

Print a report for the event.

Email the event summary report and other, optional attachments.

View event information a day at a time.

View event information a week at a time.

View event information a month at a time.

Open the reservation worksheet, where you can add, modify, and delete reservations.

View a summary of all the event's reservation(s).

View or edit customer (organization and contact) information.

View or edit event properties, including confirmation notice text.

Create, view, modify, or complete workflow items for the event.

View or modify event pricing information.

Speedbook - Edit Event Form Toolbar

View event history.

View or modify the notes attached to the event.

WANT TO KNOW MORE? Access the Scheduling Basics>Intro to Speedbook web tutorial and the R25 User Guide: Appendix B: Event Record Forms at: http://flashserver.collegenet.com/applications/TTP/. Log in: username: temple_TTP and password: templeOwls


Events with Different Meeting Patterns

Some events will be more than a one-time reservation. They can be ad hoc, daily, weekly, monthly, or yearly. To create

an event with any of these meeting patterns, follow the steps below.

Ad hoc Reservation

Use an ad hoc reservation to select any number of dates to follow the reservation’s first occurrence.

1. Check Repeat Dates, then select Ad Hoc

2. In the calendar that’s displayed, navigate to the month and year

of an additional occurance.

3. Click the date number in the calendar to add it to the Additional

Dates list shown to the right of the calendar.

4. Repeat steps 2 and 3 as necessary to add more dates to the list.

Daily Reservation

Create a daily reservation when an event occurs once, then repeats a pattern on a daily basis. For example, every day,

or every other day.

1. Check Repeat Dates, then select Daily.

2. In the top field in the Repeat Dates area, enter the frequency with

which the daily pattern recurs. Enter 1 if it’s daily, 2 if it’s every

other day, and so on.

3. To indicate the extent of the reservation, do one of the following:

A) In the Until field, use the drop-down calendar to specify the last

possible date. OR…

B) Specify the number of times the pattern repeats itself by

checking the box next to “For”. Enter the value for the total

number or occurrences.


Weekly Reservation

Create a weekly reservation when an event repeats a pattern on a weekly basis. For example, every week, or every 3

weeks.

1. Select Repeat Dates, then select Weekly.

2. In the top field in the Repeat Dates area, enter the frequency with

which the pattern recurs. Enter 1 if it’s every week, 2 if it’s every

other week, and so on.

3. Check each day to include in the pattern.




B) Specify the number of times the pattern repeats itself by

checking the box next to “For” and entering the value of the total

number of occurrences of the weekly pattern.

Monthly Reservation

Use a monthly reservation for events that reoccur by an absolute day number in the month, such as the 1st or 15th OR by

the relative position in the month, such as the second Saturday or last Sunday of the month.

1. Check Repeat Dates, then select Monthly.

2. Select one of the radio buttons to specify either an Absolute Day

Number or a Relative Position

3. If you selected Absolute Day Number, select a number from the

drop-down list and indicate whether you want the day to be

calculated from the start of end of the month. If you select Relative

Position, select a position description descriptor from the drop-down

list and check one or more weekdays.

4. Check Add to add your entry to the list.


5. Repeat steps 3 and 4 as often as you like.

6. Enter the frequency with which the pattern recurs. Enter 1 if it’s

every month, 2 if it’s every 2 months, and so on.




B) Specify the number of times the pattern repeats itself by checking

the box next to “For” and entering the value for the total number

of occurrences of the monthly pattern.

Yearly Reservation

Use a yearly reservation for events that reoccur by the month, such as every March, OR by an absolute day number in the

year, such as the 1st or 50th.

1. Check Repeat Dates, then select Yearly.

2. Select one the radio buttons to specify either Monthly or a Specific

Day Number.

3. If you select Monthly, select a month from the drop-down list. If you

select Specific Day Number, enter a number in the field, or use the

slider bar to find the value on the line.

4. Click Add to add your entry to the list.

5. Repeat steps 3 and 4 as often as you like.

6. Enter the frequency with which the pattern recurs. Enter 1 if it’s every

year, 2 if it’s every 2 years, and so one.


A) In the Until field, use the drop-down calendar to the specify the

last possible date. OR…

B) Specify the number of time the pattern repeats itself by checking

the box next to “For” and entering the value for the total number

of occurrences of the pattern


WANT TO KNOW MORE? Access the Scheduling Basics>Event #1 web tutorials and the R25 User Guide Chapter 5: Event Reservations at: http://flashserver.collegenet.com/applications/TTP/. Log in: username: temple_TTP and password: templeOwls


Checking for Available Space

To influence the space “Check” that you run on the Assign Spaces page, you can enter

as many criteria as you like to specify just what you’re looking for. The more precisely

you define your needs, the better your results and the faster you’ll have them.

1

2

3

4

1. Select a match method for the space name. You can choose „Is‟, „Starts With‟, „Contains‟, or

„Ends With‟. Then enter a space name in the text box to the right.

2. Choose an option from the drop-down list to evaluate just your favorite spaces or the spaces

returned from a favorite space search; or to use the space preferences of the organization

attached to the event.

3. Click here to specify space preferences.

4. Click here to specify binding space relationships with other reservations.

5. Enter an expected head count to rank the results by their maximum capacity.

6. To ensure requirements for capacity and availability, also check the “Enforce Min. Capacity”

and “Don‟t Show Spaces with Conflicts” boxes.

You can choose to

match All or Any

criteria

Add as many criteria

as you want.

5

6

WANT TO KNOW MORE? Access the Scheduling Basics>Assigning Spaces and Recources web tutorial and the R25 User Guide Chapter 6: Finding and Assigning Spaces at: http://flashserver.collegenet.com/applications/TTP/ Log in: username: temple_TTP and password: templeOwls


Event Relationships

Event relationships allow you to link events and reservations in meaningful ways. There are 3

relationships you can establish in R25: Content, Friends, and Binding.

Content

Content relationships identify events that are part of the same activity. It serves as a reminder

about the relationship, but does not affect any of the data. For example, large lecture classes

can have a content relationship with their recitations.

Friends

Friend relationships identify events that fall under a larger umbrella. Similarly to content

relationships, it serves as a reminder about the relationship without affecting any of the data.

For example, there is a separate event record for each summer conference; a friend relationship

could be established among all the conferences.

To create a Content OR Friends relationship…

1. Open or create an event for which you want to establish a relationship.

2. Open the Day, Week, or Month view from the Speedbook/Edit Event Toolbar.

3. In the Related Events area of the form, select the Content or Friends folder, then click

the Link button. The Select Events form opens.

4. Find and select the event to create the relationship with.

5. Click ADD to add the event to the Selected column.

6. Repeat steps 4 and 5 if you want to establish the relationship with another event.

7. Click OK.

Binding Reservations

Binding reservations enforce a relationship between two or more event reservations. The

reservations must have the same space assignment(s). A change to one space assignment

automatically affects the space assignments for all the bound reservations. For example, an

undergraduate class and it’s graduate counterpart meet together at the same time with the

same instructor. If one class is moved to a different space, the other is moved automatically.

Event Relationships

To create a Binding Reservation…

1. Open or Create an event for which you want to establish a binding space relationship.

2. On page 1 of the reservation worksheet, define the reservation you’re going to bind to an

existing reservation(s).

3. Click Assign Spaces to open worksheet page 2.

4. In the Check For area, click the Set button next to Binding Reservations.

5. Find the event in the Select Reservations form.

6. Click the expand (+) icon to the left of the event to list its reservations.

7. Select the reservation to bind and click Add.

8. Repeat steps 5 through 7 is you want to include another reservation in the relationship/

9. Click OK. The Edit Binding Space Relationship form opens with a list of the reservations

and any current space assignments.

10. Use the drop-down list to specify which reservation is “primary”,

11. Click the check box if the listed reservations have a content relationship too.

12. If you’re satisfied with your selections, click OK. This removes the existing space

assignment(s) and turns them into space preferences for the bound reservations.

13. Enter the additional criteria for the space check.

14. Click Check to begin checking spaces. If a suitable space is found that is available for

all dates of all bound reservations, assign the space to all occurrences of each

reservation.

WANT TO KNOW MORE?

Access the Adding Event Details>Event Relationships web tutorial and the R25 User Guide

Chapter 6: Finding and Assigning Spaces>Establishing Relationships Among Events at:




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