CAPTIVA CAPTURE
& WEBTOP
Power User Guide
Power User Guide for Captiva Capture & Webtop December 8, 2017
McGill University – IT Communications & Training Page 2 of 23
Table of Contents Add a member to an AD group (Webtop, Captiva Capture) ......................................................................... 3
Remove a member from an AD group .......................................................................................................... 3
Change the values to a dropdown list .......................................................................................................... 4
Correct a file indexed to the wrong values ................................................................................................... 4
Delete a batch in Captiva Administrator ....................................................................................................... 5
Appendix A - Group Name, Description & Document Access for eStudent ................................................. 7
Appendix B - Group Name, Description & Document Access for uApply ................................................... 12
Appendix C – Group Names, Description & Document Access for Financial Services ................................ 13
Appendix D – eStudent - Change values in Document Type Category & Document Type dropdown lists 13
Appendix D - Search for the Document Type Category .......................................................................... 13
Appendix D - To rename the categories in the Document Type Category ............................................. 14
Appendix D - To rename/add/remove types from the Document Type dropdown:.............................. 15
Appendix E .................................................................................................................................................. 16
Appendix E - eStudent - Correct Index Values ........................................................................................ 16
Appendix E - Financial Services - Correct Index Values .......................................................................... 18
Appendix F – Add members to an AD group .............................................................................................. 19
Appendix G – Remove members from an AD group ................................................................................... 19
Appendix H – Assign permissions to Webtop (for eStudent and uApply groups) ...................................... 19
Appendix H - Grant Webtop access to a member .................................................................................. 19
Appendix H - Remove Webtop access from a member .......................................................................... 22
Power User Guide for Captiva Capture & Webtop December 8, 2017
McGill University – IT Communications & Training Page 3 of 23
Add a member to an AD group (Webtop, Captiva Capture) To give a person access to Webtop or Captiva Capture, he/she must first be added to the CMS Users group. All McGill staff is automatically given access to this group. These are the AD groups for the different projects using Webtop and Captiva:
Project System Role AD Group
eStudent Webtop N.A. (assigned in Webtop) CMS Users
eStudent Captiva/Webtop End user CCS Captiva group
eStudent Captiva Power User CCS Captiva group-Power users
Financial Services Webtop Auditor 346-FINS CMS Viewers
Financial Services Captiva/Webtop End user 346-FINS CMS Users
Financial Services Captiva/Webtop Power user 346-FINS CMS Power users
If you are the AD Group manager, use Group Manager to add the person to the appropriate AD group. The instructions are in Appendix F. If you are unable to do this, contact the IT Service Desk.
Details about the permissions of the different roles for: eStudent and uApply : see Appendix A and Appendix B. Financial Services: see Appendix C.
Note for Captiva: if a person is added to more than one AD group, he/she will only get the permissions of the AD group with the least permissions (e.g. if you add a person to CCS Captiva group and CCS Captiva group- Power users, they will only get the permissions of the CCS Captiva group). If you want the person to be a power user, add them to the power user group; this will automatically give them the permissions of the other group.
For Captiva software, send an email to [email protected] to have Captiva installed on the person’s workstation.
Remove a member from an AD group If you are the AD Group manager, use Group Manager to remove the person from the AD group. The instructions are in Appendix G. If you are unable to do this, contact the IT Service Desk.
Note for eStudent:
To assign permissions to Webtop for the users within the AD group CCS Captiva group – Power Users,
follow the steps in Appendix H to add them to the b_es_document_center_superuser group.
This extra step is not required for the other AD groups.
Power User Guide for Captiva Capture & Webtop December 8, 2017
McGill University – IT Communications & Training Page 4 of 23
Change the values to a dropdown list Once a dropdown list is created, the values that are created display when a user clicks on the dropdown
arrow. You can add or remove values to the dropdown list. This does not apply to Financial Services
because the only index value is document number.
For the eStudent project, refer to Appendix D to:
Rename categories in the Document Type Category dropdown list
Add/remove/rename types from the Document Type dropdown list
Correct a file indexed to the wrong values When a file is indexed to the wrong values, the document’s properties must be adjusted to use the right
values. The document will then automatically be moved to the right folder. To change the document’s
properties, locate the document in Webtop, right-click on the document, and click Properties.
For the eStudent project, refer to Appendix E to correct the index values for a document.
For Financial Services, the only value that you can change is the document number. Refer to Appendix E
to correct the index values for a financial document.
Power User Guide for Captiva Capture & Webtop December 8, 2017
McGill University – IT Communications & Training Page 5 of 23
Delete a batch in Captiva Administrator
1. Login to Captiva Administrator.
Server = pcapture User = CAMPUS\Short Username (e.g. jsmith) Password = your McGill password
2. Click Login
3. By default you should be on the “Batch Traffic” page. If you are not, click on “Batch Traffic”
Power User Guide for Captiva Capture & Webtop December 8, 2017
McGill University – IT Communications & Training Page 6 of 23
4. Click on the batch you would like to delete and click on the Delete button.
5. The Delete Batch List window displays. Click on the Delete button.
6. When you are finished, close Completion.
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Appendix A - Group Name, Description & Document Access for eStudent
GROUP HIERARCHY DESCRIPTION dm_owner
dm_world
p_estudentadmin
b_es_document_center_superuser
o_00035_enrolmentservices
b_es_document_center
b_es_document_center_superuser
b_es_records
b_es_service_point
b_es_admissions
b_es_records
b_ad_d_all
b_saoadvisorall
b_ad_d_all
b_ad_d_ag
b_ad_d_ar
b_ad_d_as
b_ad_d_ce
b_ad_d_de
b_ad_d_dp
b_ad_d_ed
b_ad_d_en
b_ad_d_gm
b_ad_d_gr
b_ad_d_lw
b_ad_d_md
b_ad_d_mg
b_ad_d_mp
b_ad_d_mu
b_ad_d_nu
b_ad_d_pd
b_ad_d_po
Document owner
All Webtop users
eStudent project administrators
ES Document Center Superuser (power users)
Enrolment Services
ES Document Center
ES Document Center Superuser (power users)
ES Records
ES Service Point
ES Admissions
ES Records
ALL Associate Deans and Directors
ALL Student Affairs Office Advisors
ALL Associate Deans and Directors
AG Associate Dean and Director
AR Associate Dean and Director
AS Associate Dean and Director
CE Associate Dean and Director
DE Associate Dean and Director
DP Associate Dean and Director
ED Associate Dean and Director
EN Associate Dean and Director
GM Associate Dean and Director
GR Associate Dean and Director
LW Associate Dean and Director
MD Associate Dean and Director
MG Associate Dean and Director
MP Associate Dean and Director
MU Associate Dean and Director
NU Associate Dean and Director
PD Associate Dean and Director
PO Associate Dean and Director
Power User Guide for Captiva Capture & Webtop December 8, 2017
McGill University – IT Communications & Training Page 8 of 23
b_ad_d_rs
b_ad_d_sc
b_ad_d_ya
b_ad_d_yc
b_ad_d_yd
b_ad_d_ye
b_ad_d_yg
b_ad_d_yi
b_ad_d_yl
b_ad_d_ym
b_ad_d_yn
b_ad_d_yo
b_ad_d_yp
b_ad_d_yr
b_ad_d_ys
b_ad_d_yt
b_ad_d_yu
b_saoadvisorall
b_saoadvisor_ag
b_saoadvisor_ar
b_saoadvisor_as
b_saoadvisor_ce
b_saoadvisor_de
b_saoadvisor_dp
b_saoadvisor_ed
b_saoadvisor_en
b_saoadvisor_gm
b_saoadvisor_gr
b_saoadvisor_lw
b_saoadvisor_md
b_saoadvisor_mg
b_saoadvisor_mp
b_saoadvisor_mu
b_saoadvisor_nu
b_saoadvisor_pd
b_saoadvisor_po
b_saoadvisor_rs
b_saoadvisor_sc
b_saoadvisor_ya
b_saoadvisor_yc
RS Associate Dean and Director
SC Associate Dean and Director
YA Associate Dean and Director
YC Associate Dean and Director
YD Associate Dean and Director
YE Associate Dean and Director
YG Associate Dean and Director
YI Associate Dean and Director
YL Associate Dean and Director
YM Associate Dean and Director
YN Associate Dean and Director
YO Associate Dean and Director
YP Associate Dean and Director
YR Associate Dean and Director
YS Associate Dean and Director
YT Associate Dean and Director
YU Associate Dean and Director
ALL Student Affairs Office Advisors
AG Student Affairs Office Advisor
AR Student Affairs Office Advisor
AS Student Affairs Office Advisor
CE Student Affairs Office Advisor
DE Student Affairs Office Advisor
DP Student Affairs Office Advisor
ED Student Affairs Office Advisor
EN Student Affairs Office Advisor
GM Student Affairs Office Advisor
GR Student Affairs Office Advisor
LW Student Affairs Office Advisor
MD Student Affairs Office Advisor
MG Student Affairs Office Advisor
MP Student Affairs Office Advisor
MU Student Affairs Office Advisor
NU Student Affairs Office Advisor
PD Student Affairs Office Advisor
PO Student Affairs Office Advisor
RS Student Affairs Office Advisor
SC Student Affairs Office Advisor
YA Student Affairs Office Advisor
YC Student Affairs Office Advisor
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b_saoadvisor_yd
b_saoadvisor_ye
b_saoadvisor_yg
b_saoadvisor_yi
b_saoadvisor_yl
b_saoadvisor_ym
b_saoadvisor_yn
b_saoadvisor_yo
b_saoadvisor_yp
b_saoadvisor_yr
b_saoadvisor_ys
b_saoadvisor_yt
b_saoadvisor_yu
YD Student Affairs Office Advisor
YE Student Affairs Office Advisor
YG Student Affairs Office Advisor
YI Student Affairs Office Advisor
YL Student Affairs Office Advisor
YM Student Affairs Office Advisor
YN Student Affairs Office Advisor
YO Student Affairs Office Advisor
YP Student Affairs Office Advisor
YR Student Affairs Office Advisor
YS Student Affairs Office Advisor
YT Student Affairs Office Advisor
YU Student Affairs Office Advisor
GROUP DOCUMENT ACCESS Student Student Student Student Admission
Confidential Advisor Notes
Correspondence Transcript All
b_ad_d_ag WRITE WRITE WRITE WRITE -
b_ad_d_all - - - WRITE -
b_ad_d_ar WRITE WRITE WRITE WRITE -
b_ad_d_as WRITE WRITE WRITE WRITE -
b_ad_d_ce WRITE WRITE WRITE WRITE -
b_ad_d_de WRITE WRITE WRITE WRITE -
b_ad_d_dp WRITE WRITE WRITE WRITE -
b_ad_d_ed WRITE WRITE WRITE WRITE -
b_ad_d_en WRITE WRITE WRITE WRITE -
b_ad_d_gm WRITE WRITE WRITE WRITE -
b_ad_d_gr WRITE WRITE WRITE WRITE -
b_ad_d_lw WRITE WRITE WRITE WRITE -
b_ad_d_md WRITE WRITE WRITE WRITE -
b_ad_d_mg WRITE WRITE WRITE WRITE -
b_ad_d_mp WRITE WRITE WRITE WRITE -
b_ad_d_mu WRITE WRITE WRITE WRITE -
b_ad_d_nu WRITE WRITE WRITE WRITE -
b_ad_d_pd WRITE WRITE WRITE WRITE -
b_ad_d_po WRITE WRITE WRITE WRITE -
b_ad_d_rs WRITE WRITE WRITE WRITE -
b_ad_d_sc WRITE WRITE WRITE WRITE -
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b_ad_d_ya WRITE WRITE WRITE WRITE -
b_ad_d_yc WRITE WRITE WRITE WRITE -
b_ad_d_yd WRITE WRITE WRITE WRITE -
b_ad_d_ye WRITE WRITE WRITE WRITE -
b_ad_d_yg WRITE WRITE WRITE WRITE -
b_ad_d_yi WRITE WRITE WRITE WRITE -
b_ad_d_yl WRITE WRITE WRITE WRITE -
b_ad_d_ym WRITE WRITE WRITE WRITE -
b_ad_d_yn WRITE WRITE WRITE WRITE -
b_ad_d_yo WRITE WRITE WRITE WRITE -
b_ad_d_yp WRITE WRITE WRITE WRITE -
b_ad_d_yr WRITE WRITE WRITE WRITE -
b_ad_d_ys WRITE WRITE WRITE WRITE -
b_ad_d_yt WRITE WRITE WRITE WRITE -
b_ad_d_yu WRITE WRITE WRITE WRITE -
b_es_admissions - - - DELETE DELETE
b_es_document_center WRITE - WRITE DELETE DELETE
b_es_document_center_superuser DELETE DELETE DELETE DELETE DELETE
b_es_records WRITE - WRITE DELETE DELETE
b_es_service_point WRITE - WRITE DELETE DELETE
b_saoadvisor_ag WRITE WRITE WRITE WRITE -
b_saoadvisor_ar WRITE WRITE WRITE WRITE -
b_saoadvisor_as WRITE WRITE WRITE WRITE -
b_saoadvisor_ce WRITE WRITE WRITE WRITE -
b_saoadvisor_de WRITE WRITE WRITE WRITE -
b_saoadvisor_dp WRITE WRITE WRITE WRITE -
b_saoadvisor_ed WRITE WRITE WRITE WRITE -
b_saoadvisor_en WRITE WRITE WRITE WRITE -
b_saoadvisor_gm WRITE WRITE WRITE WRITE -
b_saoadvisor_gr WRITE WRITE WRITE WRITE -
b_saoadvisor_lw WRITE WRITE WRITE WRITE -
b_saoadvisor_md WRITE WRITE WRITE WRITE -
b_saoadvisor_mg WRITE WRITE WRITE WRITE -
b_saoadvisor_mp WRITE WRITE WRITE WRITE -
b_saoadvisor_mu WRITE WRITE WRITE WRITE -
b_saoadvisor_nu WRITE WRITE WRITE WRITE -
b_saoadvisor_pd WRITE WRITE WRITE WRITE -
b_saoadvisor_po WRITE WRITE WRITE WRITE -
b_saoadvisor_rs WRITE WRITE WRITE WRITE -
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McGill University – IT Communications & Training Page 11 of 23
b_saoadvisor_sc WRITE WRITE WRITE WRITE -
b_saoadvisor_ya WRITE WRITE WRITE WRITE -
b_saoadvisor_yc WRITE WRITE WRITE WRITE -
b_saoadvisor_yd WRITE WRITE WRITE WRITE -
b_saoadvisor_ye WRITE WRITE WRITE WRITE -
b_saoadvisor_yg WRITE WRITE WRITE WRITE -
b_saoadvisor_yi WRITE WRITE WRITE WRITE -
b_saoadvisor_yl WRITE WRITE WRITE WRITE -
b_saoadvisor_ym WRITE WRITE WRITE WRITE -
b_saoadvisor_yn WRITE WRITE WRITE WRITE -
b_saoadvisor_yo WRITE WRITE WRITE WRITE -
b_saoadvisor_yp WRITE WRITE WRITE WRITE -
b_saoadvisor_yr WRITE WRITE WRITE WRITE -
b_saoadvisor_ys WRITE WRITE WRITE WRITE -
b_saoadvisor_yt WRITE WRITE WRITE WRITE -
b_saoadvisor_yu WRITE WRITE WRITE WRITE -
b_saoadvisorall - - - WRITE -
dm_owner DELETE DELETE DELETE DELETE DELETE
dm_world - - - - -
o_00035_enrolmentservices WRITE - WRITE - -
p_estudentadmin - - - - -
Role
Group Name
Captiva Capture
(Scanning and Indexing Batches)
Scan Index Delete
CCS Captiva group YES YES NO
CCS Captiva group-Power users YES YES YES
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Appendix B - Group Name, Description & Document Access for uApply
GROUP HIERARCHY DESCRIPTION
b_es_admissions ES Admissions
b_es_document_center ES Document Center
b_es_document_center_superuser ES Document Center Superuser (Power Users)
b_es_records ES Records
b_es_service_point ES Service Point
b_ad_d_all ALL Associate Deans and Directors
b_saoadvisorall ALL Student Affairs Office Advisors
dm_owner Document owner
dm_world All Webtop users
GROUP DOCUMENT ACCESS
Student Student Student Student Admission
Confidential Advisor Notes
Correspondence Transcript All
b_es_admissions - - - DELETE DELETE
b_es_document_center WRITE - WRITE DELETE DELETE
b_es_document_center_superuser DELETE DELETE DELETE DELETE DELETE
b_es_records WRITE - WRITE DELETE DELETE
b_es_service_point WRITE - WRITE DELETE DELETE
b_ad_d_all - - - WRITE -
b_saoadvisorall - - - WRITE -
dm_owner DELETE
DELETE
DELETE
DELETE
DELETE
dm_world - - - - -
Role
Group Name
Captiva Capture
(Scanning and Indexing Batches)
Scan Index Delete
CCS Captiva group YES YES NO
CCS Captiva group-Power users YES YES YES
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Appendix C – Group Names, Description & Document Access for Financial
Services
Role
Group Name
Captiva Capture
(Scanning and Indexing
Batches)
WebTop
(Viewing Documents)
Scan Index Delete View Edit Delete
Re-
index
346-FINS CMS Viewers (Auditor) NO NO NO YES NO NO NO
346-FINS CMS Users (End user) YES YES NO YES YES NO NO
346-FINS CMS Power users (Power user) YES YES YES YES YES NO YES
Appendix D – eStudent - Change values in Document Type Category &
Document Type dropdown lists
Note: This has an effect on security. Changes should not take place without
consulting the CCS group in IT.
Login to Webtop: https://cms.mcgill.ca/webtop
Appendix D - Search for the Document Type Category
a. Click Saved Searches from the tree pane. b. Select the Saved Searches tab c. Select All Saved Searches from the pick list on the top-right of the screen d. Double click on the saved search called eStudent Dropdown Config Objects
Note: If this does not work for you, contact [email protected]
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The Document Type Categories display:
Appendix D - To rename the categories in the Document Type Category
a. Right-click the appropriate Category (Other, Forms, Confidential)
b. Click Properties c. Edit the Name field – change the name of the category
d. Click OK
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Appendix D - To rename/add/remove types from the Document Type dropdown:
1. Right-click the appropriate Category (Other, Forms, Confidential)
2. Click Properties 3. Click on the Config tab 4. Click the Edit link
5. Use the Add, Edit and Remove buttons to manage the list in Type of Document.
These changes only affect values in the dropdown list. To do a massive change to multiple documents, such as updating historical documents, contact the CMS developers group by contacting the IT Service Desk.
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Appendix E
Appendix E - eStudent - Correct Index Values For eStudent, if a file indexed to the wrong values, the document properties that are incorrect can be
corrected are:
ID
First Name
Last name
Primary Faculty
Document Type
Document Category
If the document was previously indexed to the wrong ID, the document will also automatically be moved
to the folder corresponding to the right ID once it is corrected.
Steps:
1. Login to Webtop: https://cms.mcgill.ca/webtop 2. Click Saved Searches from the tree pane 3. Select the Search Templates tab 4. Select All Search Templates from the pick list on the right 5. Double click on the saved search called “Get Student Document by McGill ID”
6. The Search Template : Get Student Document by McGill ID displays:
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7. Enter the McGill Student ID number a. If the document is indexed with the wrong ID, enter this wrong ID in this field in order to
find the document 8. Click Search 9. Right-click on the document that is incorrectly indexed and click Properties
10. Make appropriate changes to the property fields that are incorrect (e.g. Name, Document Type Category, Document Type, McGill Student ID)
11. Click OK. The property fields will be updated. If the McGill Student ID was also updated, the document will be automatically moved to the right ID folder.
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Appendix E - Financial Services - Correct Index Values For Financial Services, the only value that you can change is the document number. To do this:
1. Login to Webtop https://cms.mcgill.ca/webtop
2. Go to the Finance cabinet and select the appropriate folder (H or J)
3. Select the appropriate Fiscal year
4. Right click on the document and select Properties.
5. Update the Document Number. The other index values (Fiscal Period, Fiscal Year) will be
automatically updated.
6. Click OK
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Appendix F – Add members to an AD group
Use the Windows-based AD Group Manager tool to manage email distribution group membership. The instructions to download and install the Group Manager, as well as the instructions to add members to a group are in the following KB article: http://kb.mcgill.ca/it/easylink/article.html?id=6151
Appendix G – Remove members from an AD group Use the Windows-based AD Group Manager tool to manage email distribution group membership. The instructions to download and install the Group Manager, as well as the instructions to remove members from a group are in the following KB article: http://kb.mcgill.ca/it/easylink/article.html?id=6151
Appendix H – Assign permissions to Webtop (for eStudent and uApply groups)
Appendix H - Grant Webtop access to a member
Follow the steps in the section Add a member to an AD group (Webtop, Captiva Capture) of this document to add the member to the group (e.g. CCS Captiva group). If IT Service Desk is adding the member, they will send you an email confirming that they have added the member to the group.
1. Synchronization occurs every 4 hours (8 AM, Noon, 4PM, 8 PM, midnight). Once synchronization has taken place, go to step 2. Please note that adding users may sometimes take more time to take effect.
2. Login to Webtop https://cms.mcgill.ca/webtop
3. From the tree pane on the left:
Click on Administration
Click on User Management
Click on Groups
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4. The Name of the groups display. Refer to Appendix A and Appendix B for group names and
descriptions.
The Starts With field allow you to filter the groups.
The Page … of navigation arrows allows for scrolling through the pages.
You can change the Items per page field.
A scrollbar displays when the list exceeds the window size.
5. Double-click on the group Name you would like to give the member access to.
The names of the current members display.
6. Click on the File menu and click Add Member(s).
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7. The Choose a user/group window displays.
Search for the person you would like to add to the group by entering the name in the Starts with field.
Click the next to this field.
The person’s name displays. Click on the person’s name and use the arrow in the center of the screen to add this person to the group.
8. Continue adding users to the group by following step 7 above. 9. When you have added all the users, click OK from the bottom-right. All users added to the list on
the right will be added to the group.
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Appendix H - Remove Webtop access from a member
1. Login to Webtop: https://cms.mcgill.ca/webtop
2. From the tree pane on the left: a. Click on Administration b. Click on User Management c. Click on Users
3. Enter the User’s name in the User Name field and click Search.
4. From the result list at the bottom, click on the user you want to change group membership for; the row will become blue. Click the View menu and then click View Current User Memberships.
5. A list of the Name of the groups that this user is a member of displays. Locate the group Name(s) that needs to be removed. Refer to Appendix A or Appendix B for group names and descriptions.
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6. From the tree pane on the left, locate the group: a. Click on Administration b. Click on User Management c. Click on Groups
The Starts With field allow you to filter the groups.
The Page … of navigation arrows allows for scrolling through the pages.
You can change the Items per page field.
A scrollbar displays when the list exceeds the window size.
7. Double-click on the group you would like to remove the member from. The names of the current members display.
8. Select the member that should be removed from the group. Click on the File menu and click Remove Member(s).
9. Repeat steps 6 to 9 for every group that the user should be removed from. A user may remain a member of other groups used for other business functions.
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