introduction to cunyfirst reference guidemaxweber.hunter.cuny.edu/~mkuechle/cf/int01...introduction...

Introduction to CUNYfirst

Reference Guide

Introduction to CUNYfirst User Guide

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Table of Contents

Course Introduction ................................................................................................. 1

Course Objectives ............................................................................................................. 1

Chapter 1 – Activating an Account and Logging into the CUNYfirst Portal ....... 2

Chapter Objectives ........................................................................................................... 2

Topic 1: Activating an Account .......................................................................................... 3

Topic 2: Logging into the CUNYfirst Portal ........................................................................ 7

Topic 3: Reset Password .................................................................................................. 9

Topic 4: Change Password ..............................................................................................12

Chapter 2 – Main Menu Structure and Universal Navigational Header ............. 14

Chapter Objectives ..........................................................................................................14

Topic 1: Main Menu Structure ..........................................................................................15

Topic 2: Universal Navigation Header ..............................................................................17

Chapter 3 – Page Navigation ................................................................................ 18


Topic 1: Tabs and Links to Related Pages .......................................................................19

Topic 2: Action Buttons, Prompts, and Icons ....................................................................20

Topic 3: Open New Window .............................................................................................22

Topic 4: Keyboard Shortcuts ............................................................................................23

Chapter 4 – Create and Maintain Favorites ......................................................... 24


Topic 1: Add Items to My Favorites ..................................................................................25

Topic 2: Access My Favorites ..........................................................................................26

Topic 3: Edit Items in My Favorites ..................................................................................27

Chapter 5 – Workflow and Worklist ...................................................................... 28


Topic 1: Worklist ..............................................................................................................29

Chapter 6 – Search Pages ..................................................................................... 31


Topic 1: Basic Search ......................................................................................................32

Topic 2: Advanced Search ...............................................................................................33


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Topic 3: Save Searches ...................................................................................................35

Appendix A: CEMLI Search - Repository ............................................................. 37


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Course Introduction CUNYfirst is an Internet-based application, which uses the same basic principals as many standard internet sites. Like a web page, the look and feel of CUNYfirst has been designed to provide the same familiarity of clicking links and buttons to interact with the application. CUNYfirst is built on the PeopleSoft Enterprise 9.0 platform.

Course Objectives This course is the foundation for learning the key elements and functionality of the CUNYfirst. The topics include the concepts, terminology, and navigation techniques that are needed to use the browser-based interface to view or enter data in CUNYfirst.

Upon completion of this course, learners will be able to:

Access CUNYfirst using a User ID and Password

Create and maintain favorites within CUNYfirst

Use navigation to access CUNYfirst screens and pages

Perform basic and advanced searches

Introduction to CUNYfirst Instructor/User Guide

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Chapter 1 – Activating an Account and Logging into the CUNYfirst Portal This chapter explains how to access the CUNYfirst Portal using the Identity Management System (IMS). Through IMS, new users are able to activate their accounts for the first time. Once activated, users login to the CUNYfirst Portal using IMS. Along with logging in, IMS is used to change passwords. This includes passwords that have been forgotten or passwords that have expired (90 days since the last password change) based on CUNY Password Policy.

Chapter Objectives Upon completion of this chapter, learners will be able to:

Activate an Account

Access the CUNYfirst Portal through the login process

Change a Password


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Topic 1: Activating an Account

Step Summary

If you are a first time employee, the online Account Activation Process is found by navigating to the Account Activation URL included in the orientation packet. This process is performed a single time for all employees, both current and new, who have never used the CUNYfirst Portal.

To activate an account:

1. Navigate to the Account Activation Process using the URL provided. 2. Complete the online Account Activation form with the required fields. 3. Choose five challenge questions and enter the five challenge answers. 4. Select a password. 5. Make a note of the newly created Username and Employee ID by printing the confirmation

screen.

Detailed Information

The Account Activation component

In order to utilize CUNYfirst, a user first must activate or claim their account through the Identity Management System (IMS). A URL is included in the new employee’s orientation packet which is used to complete the process. An Employee should only need to perform these actions once.

Fill out the required fields to claim the user’s account.

The following table describes the fields on the Account Activation page:

Field Description

First Name User’s first name as it appears with Human Resources

Last Name User’s last name as it appears with Human Resources

D.O.B. (mm/dd/yyyy) User’s date of birth as it appears with Human Resources

SS# (last 4 digits) User’s social security number as it appears in CUNYfirst

OK button Submits the entries and navigates to the next step in the process


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If a user is not certain of the information above, as it appears with Human Resources, it is recommended they contact their College HR Department.

Challenge Questions and Answers Page

Select the challenge questions to use in the event that the user is unable to remember their password.

The following table describes the fields on the Challenge Questions and Answers page:

Field Description

Question Questions must be selected and answered. They will be used in the case of a forgotten password. Questions cannot be repeated.

Answer Answer to the specific question that has been selected. The user needs to remember the answer they provided in the case a password is forgotten. Answers are not case sensitive and must be at least 2 characters in length.

OK button Submits the challenge questions and answers; navigates to the next step in the process.


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Here is a list of all challenge questions:

1. What is your mother's maiden name?

2. What is your favorite color?

3. What is the name of your pet?

4. What is the city of your birth?

5. What is your favorite vacation destination?

6. What was the name of the first school you attended?

7. What is your father's middle name?

8. What is your mother's middle name?

9. What is your paternal grandfather's first name?

10. What is your maternal grandmother's first name?

11. Who was your first employer?

12. What is the name of your first school teacher?

13. What is your favorite movie?

14. Who is your favorite author?

15. Who is your favorite athlete?

16. Who was your first crush?

17. In what city was your mother born?

18. In what city was your father born?

19. What is your favorite book?

20. What is your favorite food?

Choose a Password Page

The following table describes the fields on the Choose a Password page:

Field Description

Password Initial entry for the user’s password

Confirm Password Enter the password a second time to confirm that the original password was entered without mistakes. If the two passwords do not match, the user will have to re-enter both.

OK button Submit the password and complete the process.


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Password Policy Details

1. Password must be at least 8 characters long.

2. Password change reminder will be sent 85 days after the last password change.

3. Password must not be one of 4 previous passwords.

4. Password must contain at least 1 uppercase letters.

5. Password cannot be changed for 5 days after the last password change.

6. Password will expire 90 days after the last password change.

7. Password must have at least one numeric character OR one special character.

User Activation Completed Successfully! Page

A user must make a note of their Username and Employee ID. It is recommended that the user print this confirmation screen.

If a user forgets their Username and Employee ID and cannot login to CUNYfirst, the Account Activation process can be run again. This will re-activate their account at which time they will re-claim their Username and Password.

Every user has a unique Username which looks like: firstname.lastname. If there are duplicate names, a 2 to 4 digit number is added to the end of the username based on the last 2 to 4 digits of the Employee ID. For example if there were two users named Matt Fox one might be Mat.Fox45 and the other be Matt.Fox06.

The following table describes the fields on the Confirmation Page:

Field Description

Username Employee’s login for the CUNYfirst Portal

Employee ID Employee’s unique employee ID for the CUNYfirst Portal


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Topic 2: Logging into the CUNYfirst Portal

Step Summary

The CUNYfirst Login Process is found by navigating to the CUNYfirst Portal.

To login to the CUNYfirst Portal:

1. Navigate to the CUNYfirst Portal Login page. 2. Enter the Username and Password. 3. Click the Login button.


CUNYfirst is an internet-based application. Signing into CUNYfirst is just like opening a password-protected page of a website on the Internet. Two examples of this are checking email or logging into a bank’s website to view account information.

Signing in begins with entering the CUNYfirst URL (Uniform Resource Locator) in your browser’s address bar to access the site. The URL for accessing CUNYfirst is provided to you by Applications Security. Three communications are sent out containing the following information:

1. URL 2. Personal login 3. Initial password

To login to CUNYfirst, enter the User ID and Password.

Every member of the faculty, staff, and student populations is assigned their own unique User ID and Password. Do not share this information with anyone.

When logging in for the first time, the user’s computer will rebuild the cache (a temporary area for data). This process may take several minutes. In some cases it could take up to fifteen minutes in some cases.

The CUNYfirst Portal Login component

This procedure describes how a user can login to the CUNYfirst Portal using the Identity Management System (IMS).

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The following table describes the fields on the CUNYfirst Portal Login page:

Field Description


Password Employee’s password for the CUNYfirst Portal

Login button Submit the login and password in order to access the CUNYfirst Portal

Forgot your password? link Navigate to the ForgotPassword page

Change Password link Navigate to the Password Reset page

CUNYfirst Portal Page

Once the user has logged in, the CUNYfirst Portal Page appears. The CUNYfirst application links on this page depend on each individual’s security. By default all users have access to ELM and Self-Service modules. Once users have completed training, they are granted access to other areas of CUNYfirst.


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Topic 3: Reset Password

Step Summary

The CUNYfirst Password Retrieval Process is found by navigating to the CUNYfirst Portal.

To reset a password:

1. Navigate to the CUNYfirst Portal Login page. 2. Enter the Username or Employee ID. 3. Click the OK button. 4. Enter the answers to three challenge questions. 5. Click the OK button. 6. Enter the new password twice. 7. Click the OK button.



This procedure describes how a user can retrieve their forgotten password for the CUNYfirst Portal using the Identity Management System (IMS). The Password Policy details described earlier should be followed whenever changing a password.


Field Description




Forgot your password? link Navigate to the Forgot Password page



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Forgot Password Page

To begin the process to reset the CUNYfirst Portal password, enter either the User ID (Username) or the Empl ID (Employee ID number). Only one or the other is required to begin the process.

The following table describes the fields on the Forgot Password – User ID / Employee ID page:

Field Description

User ID Employee’s login for the CUNYfirst Portal

Empl ID Employee’s unique Employee ID for the CUNYfirst Portal

OK button Submit the entry and navigate to the next step in the process

Answer To Challenge Questions Page

The following table describes the fields on the Forgot Password – Answer to Challenge Questions page:


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Field Description

Questions Lists three of the five challenge questions that were selected during the account activation process; the user is required to answer all three correctly in order to change their password

OK button Submit the answers and navigate to the next step in the process

Choose New Password

The following table describes the fields on the Forgot Password – Choose New Password page:

Field Description


Confirm Password The password must be entered a second time to confirm that the original password was entered without mistakes. If the two passwords do not match, the user will have to re-enter both.


Password Reset Succeeded Page

The following table describes the fields on the Forgot Password – Confirmation Page:

Field Description




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Topic 4: Change Password

Step Summary

The CUNYfirst Password Change Process is found by navigating to the CUNYfirst Portal.

To change a password for the CUNYfirst Portal:

1. Navigate to the CUNYfirst Portal Login page. 2. Enter the User ID or Empl ID. 3. Enter the old password. 4. Enter the new password twice. 5. Click the OK button.



This procedure describes how a user changes their password for the CUNYfirst Portal using the Identity Management System (IMS). All Users must change their password every 90 days. This password cannot be one of the 4 previously used passwords. The Password Policy details described earlier must be followed whenever changing a password.


Field Description




Forgot your password? link Navigate to the Forgot Password page



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Password Reset Page

The following table describes the fields on the Change Password page:

Field Description

User ID Employee’s login for the CUNYfirst Portal

Employee ID Employee’s unique employee ID for the CUNYfirst Portal

Old Password Old password which must be changed


Confirm Password New password must be entered a second time to confirm that the original (new) password was entered without mistakes. If the two passwords do not match, the user will have to repeat the process.


Password Reset Succeeded Page

The following table describes the fields on the Change Password – Confirmation Page:

Field Description




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Chapter 2 – Main Menu Structure and Universal Navigational Header In this chapter the learner is introduced to the Main Menu structure and Universal Navigation Header along with common application navigation. An explanation of how to read and interpret the CUNYfirst Main Menu is provided. The benefits of the Universal Navigation Header are also outlined.


Comprehend the basic terminology and key concepts of CUNYfirst

Identify menu structure

Use navigation to arrive at desired CUNYfirst pages


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Topic 1: Main Menu Structure Hierarchical Structure

The primary navigation method in CUNYfirst is the left-hand Main Menu navigation. The Main Menu is displayed as a hierarchy of items running down the left side of the page. Depending on each user’s security the menu could be contain just a few choices or it may have many items.

The navigation begins with a top level that represents the first (also referred to as ‘highest’) level of organization within the menu structure. Click the menu folders to expand and collapse from the Main Menu. Main Menu items first appear with a right-facing arrow. When the menu item is clicked (selected) to expand, the next level is displayed and the right arrow changes into a down arrow.

Navigation Terminology:

Term Description

Folder Grouping of similar or related items which may consist of sub-folders and components

Sub-folder Folder within a larger folder

Component Single page or group of related pages that pertain to a specific task; accessed from the left-hand navigation pane; contain tabs, each containing a related page

Components in the main menu look like most links on the web. They are blue and underlined.

In the screen shot above, the Folder is Self Service, the Sub-folder is Personal Information and the Components are the items below Personal Information beginning with Personal Information Summary.

The Search box is another item within CUNYfirst that remains static in the Main Menu. This is the search engine that allows the user to search for any registered components within the Main Menu.


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Menu Collapse/Expand

Once a page is opened in CUNYfirst, the menu navigation pane is collapsed and expanded. Collapsing minimizes the menu, allowing the user to view fuller pages. Expanding maximizes the menu. To collapse the Main Menu click the minus sign in the top right hand corner of the menu (shown below with a red box around it.) Once collapsed, the Main Menu turns into a blue box icon with an arrow to the right. Click this icon to expand the Main Menu.

The icons for collapsing and expanding the Main Menu are shown below:


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Topic 2: Universal Navigation Header The Universal Navigation Header is displayed at the top right corner of every page. It contains the following links: Home, Worklist, Add to Favorites, and Sign out.

Universal Navigation Terminology:

Link Description

Home Returns the user from the current page to the CUNYfirst home page

Worklist Provides summary information about all items on a user’s personal work list and links to view additional details to perform, view and reassign work items

The items within the Worklist require attention; for further completion. Further explanation can be found in Chapter 6.

Add to Favorites Allows for the creation of a personal list of bookmarks to folders and content references

Further explanation can be found in Chapter 5.

Sign out Ends the user’s work session in CUNYfirst

When a user would like to end their session in CUNYfirst, always Sign out.


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Chapter 3 – Page Navigation The previous chapter centered on navigating the Main Menu in CUNYfirst using the folder navigation structure. In this chapter, Page Navigation is the focus. As previously explained, by navigating through folders and subfolders, the user arrives at components. A component is a screen where data is entered, retrieved, updated, and consists of one or more Pages.

The Back Button

Behind CUNYfirst software there is code that runs. If that code is interrupted with the back button, the software may not return the desired page accurately. If the user is viewing a transactional page (e.g. a position request), the data already entered may be lost. It is possible that CUNYfirst may show the first search page that the user has already encountered. Because of this, the user would then need to begin anew.

Another change for some users is using a single click in the application instead of having to double-click the mouse button. In CUNYfirst, click once on buttons, links, and icons to get from place to place or to save work.


Utilize navigation of pages

View and use tabs and links

Identify and utilize the buttons, prompts, icons, windows and shortcuts


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Topic 1: Tabs and Links to Related Pages Components in CUNYfirst consist of one or more pages where data fields are arranged according to logical groupings. One way to navigate from page to page within a given component is to click on the tabs at the top of the data entry area. The other way to move from page to page is to click on one of the links at the bottom of the page, which correspond identically to the tabs at the top.

Tabs are like a physical filing system. There are main folders with the various tabs and pages of information. The user clicks on a tab and is shown the applicable data.

The screenshot below contains an example of tabs:

It is important to use the tabs, links and other buttons to navigate between pages in CUNYfirst rather than the buttons and application menu that exist at the top of the Internet Explorer browser (window).

It is strongly recommended that the back button in Internet Explorer NOT be used while working in CUNYfirst; especially when navigating between pages in a component.

The back button typically will take a user back to the original search page instead of the previous page that the user was viewing.

If a user is unable to view all the tabs at one time, CUNYfirst shows an icon that may be clicked in order to view the remaining tabs.

Below is a screenshot of the icon that is used to view the tabs that are off screen:

There are also other links that can be used to navigate to a previous page of information. For example, “Return to Personal Information” link on the Self Summary pages take the user back to the Personal Information Summary page. The links are used in lieu of clicking the internet browser’s Back button.


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Topic 2: Action Buttons, Prompts, and Icons Action Buttons, Prompts and Icons

The last chapter contained an explanation of the Main Menu and how it contains components. These components are the pages where transactions are conducted. The pages within these components contain buttons, icons, prompts, and validation buttons. The definitions and descriptions of these items are found below. Comprehending their functionality is an important part of using CUNYfirst.

Toolbar Buttons:

Toolbar buttons appear at the bottom of most pages, and can include:

Search list navigation buttons

Page navigation buttons

Page action buttons

Not all toolbar buttons appear on every page. The toolbar is contextual and changes depending on the type of page that is active or the settings in place for a particular transaction. If a button appears grayed out, that action is currently unavailable.

Process Buttons:

Process buttons are displayed on pages to process transactions.

Term Definition

Apply Applies the entered data without returning to the main page, allowing the user to perform additional searches; usually it is found on a page that is opened by clicking a prompt button

OK Accepts the data input made on an auxiliary page; once clicked, the user is returned to the main page.

Cancel Clicked to clear the page and any data that may have been entered or changed without saving; when Cancel has been clicked, CUNYfirst does not show a warning message to save changes; click Cancel if data was entered incorrectly and return to previous page.

Save Saves all updated information within the component

Submit

Similar to the Save button, this button saves all the information that is typed into the page and submits this information to the appropriate person

Prompt and Validation Buttons/Links:

Prompt and validation buttons are linked to database prompt tables. These tables store values for shared information.

Multiple selections of items or dropdown boxes are called prompt or lookup tables because the user can lookup values though system prompts.


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Term Definition

Lookup – (Magnifying Glass) Opens the Look Up page for the current field; initiates a search and can display up to 300 rows

Calendar Opens a small calendar that displays the current month

Alternatively, press ALT+5 while in a field containing the prompt to open the calendar

When entering information in a date field, select the calendar prompt button to the right of the field to choose a date

Users can also enter the current day's date by typing the following text in the date field and then pressing Tab:

o the letter “t” o the word “today”

Navigation buttons for scroll, add, and delete:

Term Definition

+/Add Inserts a new row after the current row

+…/Add Inserts multiple rows; the number of rows is specified by entering numbers 1 to 99

▬ or Delete Deletes the current row of data

Show Next Row Displays the next row or set of rows of data

The Show Next Row and Show Previous Row buttons are disabled if all rows of data are displayed.

Show Previous Row Displays the previous row or set of rows of data

Show All Columns In a tabbed grid, expands grid columns to the right so that tabs are no longer needed

Show Tabs In a tabbed grid only, returns the expanded grid to its tabbed state

Customize Accesses the customized page for that grid, enabling users to sort, hide and freeze columns

View All Displays the maximum number of rows available to be viewed on a page

Find Finds a row of data containing a specified search string

First Accesses the first row or set of rows of data

Last Accesses the last row or set of rows of data

The First and Last links are not available if viewing all rows at once, in which case the user must scroll to see data.


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Topic 3: Open New Window Within any component, the Open New Window link is available. Clicking it opens a new browser window which displays the search page for the current component. From this window, users can view or enter new data.

The user should not select File > New Window from the browser menu (or keyboard shortcuts) to open the new window. Doing so copies the current HTML from the current window, instead of opening a new CUNYfirst-maintained window session.


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Topic 4: Keyboard Shortcuts CUNYfirst offers keyboard navigation alternatives to using the mouse. These shortcuts are classified into two categories which are Hot Keys and Access Keys. Hot Keys perform an immediate action and are used more frequently than Access Keys. Access Keys move the focus to a specified field on the current page.

Hot Keys

Hot Keys are a combination of keys which when pressed together, trigger an immediate action. Below is a list of Hot Keys and their actions. These hot keys can also be found in CUNYfirst by pressing CTRL+K on the keyboard.

Hot Key Action

Alt 1 Executes an action depending on the button appearing on the particular page:

Save button on the toolbar page

OK button on a secondary page

Search or Add button on a Search or Lookup page

Alt 2 Return to Search

Alt 3 Next in List

Alt 4 Previous in List

Alt 5 Valid Lookup Values

Alt 6 Related Links

Alt 7 Insert row in grid or scroll area

Alt 8 Delete row in grid or scroll area

Alt 0 Refreshes the page invoking the Refresh button on the toolbar

Alt . Next set of rows in grid or scroll area

Alt , Previous set of rows in grid or scroll area

Alt ˙ View all in grid or scroll area

Alt \ Toggle between Add and Update on the Search Page

Ctrl J System Information

Ctrl K Keyboard information

Ctrl Y Toggle menu between collapse and expand

Ctrl Tab Toggles focus through the frame set

Access Keys

Access Keys move the focus of the cursor to a particular button on a page. This is equivalent to clicking the appropriate button. Below is a list of Access Keys and their actions:

Access Key Action

Alt 9 Access the Help link

Alt \ Access the Toolbar

Ctrl Z Access the Search box


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Chapter 4 – Create and Maintain Favorites CUNYfirst is designed to allow users to create a list of frequently used components. This chapter introduces the learner to categorizing items as Favorites. The purpose of this functionality is to allow the user to access items without navigating through the entire menu. The list that is created is private and can only be seen by the user. It is stored under each username.

The advantage of adding components to My Favorites is for the user to access frequently used pages. The user should not add too many items in My Favorites because the list can become unmanageable.

The internet browser’s “Favorites” tool should not be used.


Create Favorites

Access Favorites

Edit Favorites

Delete Favorites


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Topic 1: Add Items to My Favorites CUNYfirst allows users to add items to My Favorites from within the application. This is an individual user tool. To add an item to the My Favorites list, the user first navigates to the component they desire to add. The next step is to click the Add to Favorites link in the Universal Navigation Header.

Once an item is added to My Favorites, the CUNYfirst page name is the default item name in My Favorites. A user can accept this page name or modify the name that will be displayed. It is recommended users keep the number of components in My Favorites relatively low. The purpose of this tool is to allow users to quickly access commonly used pages. If more than a few components are in My Favorites, the list can become unmanageable.

Below is a screenshot of the link Add to Favorites in the Universal Navigation Header:


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Topic 2: Access My Favorites The My Favorites menu is the first item in the Main Menu in CUNYfirst. Selecting the My Favorites link will display all favorite components/pages that have been added. It will also display the Edit Favorites Link. The example below has two favorites, Job Data and Modify a Person.


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Topic 3: Edit Items in My Favorites Once items have been added to My Favorites, the user edits those items by clicking the “Edit Favorites” link in the My Favorites folder. The user may change a component’s name, change the order items appear in the My Favorites menu (sequence number), or delete an item.

Remember to Save once changes have been made for those changes to become effective.

By default, the order of the components is alphabetical.


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Chapter 5 – Workflow and Worklist Workflow is the process where particular tasks “move” through CUNYfirst. One example is in the processing of Approvals. Worklist is the place users may locate transactions that need to be completed. The items that that particular user is expected to complete are listed.

Workflow is a process, whereas Worklist is a list of tasks.


Utilize Workflow and Worklist

Comprehend how information flows through CUNYfirst


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Topic 1: Worklist Workflow and the Individual’s Worklist

Many of the tasks that are performed throughout the day are part of larger tasks of an entire business process that involve several steps and several people working together. For example, when a manager requests changes be made to a position the approval flows to College HR and Budget to perform their tasks. The term Workflow refers to the way in which work moves through the steps of the (larger) business process. Within that business process, there are steps that get assigned to an individual on their individual Worklist. The Worklist is that list of tasks to be accomplished by an individual. Worklists are prioritized lists of the work items that a person (or group of people) needs to do.

To facilitate this type of multiuser process, CUNYfirst automatically notifies individuals when there step in the business process are to be done. This notification is done through Workflow, via email and the online Worklist link. It specifies what information to forward and where to forward it.

When work is routed to a CUNYfirst user, it is put in the user’s Worklist and CUNYfirst sends a notification email message to the individuals. To work on an item, the user selects it from the Worklist and is presented with the appropriate page to begin work. At the center of a Workflow definition is a set of business events and the routings that are associated with those events. A business event is a condition that tells CUNYfirst that an activity is complete. Some examples are when a new record has been created, when a record field has a particular value, or when a due date has passed.

Email Notifications

CUNYfirst notifies users that a new work assignment has been added to the individual’s work list by email. When a user receives an email notification, the notification typically includes a link to the CUNYfirst page where the work is to be performed. After completing the work the user may need to notify a colleague or supervisor depending on the college’s business process.

Viewing a Worklist

When a Workflow-enabled application changes the details are reflected in a Worklist. Selecting items to work from a Worklist automatically navigates the user to the page where action is needed.

The Worklist page provides summary information about all items on the personal Worklist. This page also provides links enabling the user to:

View additional details about the work

Perform the indicated work

By default, all work items assigned to a user are visible from the oldest to the newest. Click any of the column headings to sort work items according to the data in that column.

Worklist page


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Field Description

Work List Filters: Enables the user to select a Worklist to view; the user can only view Worklists that are assigned; CUNYfirst maintains the filter the user has selected until the user signs out of CUNYfirst

From Displays the user who triggered the work item

Date From Displays when the work item was triggered

Work Item Displays the items that need to be executed

Worked By Activity Displays the activity that needs to be worked sorted by the user

Priority Rank the Worklist entry by importance; the user assigns their personal priority. Priority values include:

1 - high

2 - medium

3 - low

Link Click a link to access the target page; the target page is specific to the type of work that is to be done - for example, the link for an expense approval item accesses the page where the user reviews and approves expense reports

Mark Worked button Removes item from the Worklist

Reassign button Not used by CUNY at this time

Refresh As items are added to and removed from the Worklist, this button updates the page with the most recent changes

Performing Work

To work an item on its target page, click the link on the Worklist page for that item. CUNYfirst transfers the user to the page where the task is performed. When the user has worked the item, it automatically disappears from the Worklist. Once a transaction is clicked in the Worklist and “worked” or approved in most cases, the item will be Marked Worked automatically and will be removed from the Worklist.


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Chapter 6 – Search Pages CUNYfirst prompts the user to enter the appropriate search criteria needed to locate the desired data on search pages. It is essential to understand how to use the search feature to find data in CUNYfirst. This chapter introduces the basic system search function and explains the advanced search function. It addresses using operators and wildcard characters in searches. The Saved Search feature is also detailed.


Use basic searches in CUNYfirst

Use advanced searches in CUNYfirst

Save search criteria in CUNYfirst


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Topic 1: Basic Search The Basic Search allows the user to select a “Search by” option. This is used in conjunction with a single search field as in the screenshot below. Use the Basic Search when there is known information, for instance an Employee ID. To use the Basic Search page click on the dropdown menu by the “Search by:” field and select the option that the user would like to use to search. Next, type the search criteria in the “begins with” field.

Search Results

Once the Search button is clicked, the user sees a list of search results. If for example, the user typed “1083” when searching for the EmplID the results list would include the EmplID’s that begin with those numbers. The screenshot below reflects this.

By clicking on any of the links within the same row, that record will appear. The column headings can also be clicked in order to sort the results based on the various criteria. Use one click to sort in alphabetical order and a second click to sort in reverse. The column header is the darker blue row at the top of the search results.

By default the search can return up to 300 results at one time.


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Topic 2: Advanced Search The advanced search page allows the user to narrow the search results by searching on multiple fields and/or by using a variety of search operators. This way of searching is especially helpful when there is a lot of data to search from and there may be many results.

The following search operators are available:

Search Operator Definition

Begins with Results begin with the defined search criteria

Contains Results will contain defined search criteria

= Results will equal the defined search criteria

Not Results will not include the defined search criteria

< Results are less than the defined search criteria

<= Results are less than or equal to the defined search criteria

> Results are greater than the defined search criteria

>= Results are greater than or equal to the defined search criteria

Between Results are between the defined search criteria

In Results are in the defined search criteria

Depending on the user’s security, some search pages may include checkbox options. These checkboxes are typically not checked in day-to-day transactions by most users. They include Correct History, Include History, and Case Sensitive checkboxes.


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Search Criteria

The following search-related buttons are available on the search pages for all types:

Search Button Definition

Search Select to initiate the search process

Clear Select to remove the search criteria

Wildcards

A wildcard is a character that may be used in a search to represent one or more other characters. Use wildcards to find information in CUNYfirst without knowing exact values. Wildcards function with the ‘begins with’ and ‘contains’ operators.

Example 1

If you enter Johns%, in the Last Name field in an employee lookup search, CUNYfirst returns a list people that have Johns in the description e.g. Johnson, Johnsen, Johns, etc.

Example 2

If you enter J%n, in the Last Name field in an employee lookup search, CUNYfirst returns a list of people that start with J and end with n.

Example 3

To use a predefined wildcard character as exact text in CUNYfirst, use the backslash ( \ ) to nullify the character as a wild card. If you enter P\%1 in the search field, CUNYfirst returns a value that is P%1.

The wildcards are:

Wildcard Definition

% (percent symbol) Match one or more characters

_ (underscore) Match any single character

\ (backslash) Nullifies the following character as a wildcard


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Topic 3: Save Searches Users may want to save the criteria of an advanced search to quickly repeat the same search in the future. Click the Save Search Criteria link on the Search page to name and save the specifics of the search.

If one or more searches have been saved, the Use Saved Search dropdown menu is displayed on the search page. Select search from the Use Saved Search dropdown menu to select a saved search.

Once users save a search, that specific search record is used in other search pages that use the same search records. Saved searches are stored by each user and are removed by clicking the Delete Saved Search link.

Search Page

Click on the Save Search Criteria link at the bottom of the screen to save the search criteria the user has entered into the fields.

Save Search As Page

Enter the name of the search. It can be anything meaningful to the user since it is personal to each individual.


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Use Saved Search dropdown

Once one or more Searches have been Saved, they will appear at the top of the Search page. Simply click on the saved search option from the dropdown menu and the search results will automatically appear below.

Once there is one or more than one search saved, the user will see the Delete Saved Search link next to the Save Search Criteria link. The user clicks on this link if a Saved Search is no longer needed.


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Appendix A: CEMLI Search - Repository The CEMLI Search is a repository of information containing reports and queries that have been developed for CUNYfirst. After entering a keyword or other search criteria, displayed is information including: •Report Description – Including the Purpose and Use of the Report •Menu Navigation •Security Role(s) needed •Notes and other information. Procedure

The CEMLI Search component can be found by navigating to: CUNY>CEMLI Search

Step Summary

To CEMLI Search:

1. Navigate to the CEMLI Search component 2. Enter search criteria and click search. 3. Click the CEMLI ID link


CEMLI Search Page

At least one search field must be populated before searching. Typically users will enter the CEMLI Name, CEMLI Type and/or Keywords to locate the desired report or query.

The following table describes the fields on the Search page of the CEMLI Search Page component:


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Field Name Field Description

CEMLI Name Unique name assigned to the report or query

CEMLI Type Indicates the type of information to be searched. Options include:

ADW Reports

Conversion

Delivered

Extension

Interface

Localization

Modification

Query

Report

Pillar Indicates the Pillar the information is associated with. Options include:

Campus Solutions

Customer Relations Management

Enterprise Learning Management

Enterprise Performance Management

Financials & Supply Chain

Human Capital Management

Module Indicates the specific area within a specific pillar. For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar

Technical Contact Provides the name of the individual who provides technical support for the report, query, etc

Functional Contact Provides the name of the individual who provides functional support for the report, query, etc.

Support Contact Provides the name of the individual who provides training support for the report, query, etc.

Enter Keywords A word(s) that serve as a key, as to the meaning of another word


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Find CEMLI Info Search Results Page

After entering search criteria and selecting the search button, the Find CEMLI Info Search Results page will display. Based on the entered criteria, the search results page will provide the expected result. In order to view the CEMLI Report information, select the CEMLI ID hyperlink.

The following table describes the fields on the Search page of the CEMLI Search Page component:

Field Name Field Description

CEMLI Id Unique identifier assigned to the report or query

CEMLI Name Unique name assigned to the report or query

CEMLI Type Indicates the type of information to be searched. Options include:

ADW Reports

Conversion

Delivered

Extension

Interface

Localization

Modification

Query

Report

Pillar Indicates the Pillar the information is associated with. Options include:

Campus Solutions

Customer Relations Management

Enterprise Learning Management

Enterprise Performance Management

Financials & Supply Chain

Human Capital Management

Module Indicates the specific area within a specific pillar. For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar

After selecting the CEMLI ID the View CEMLI Info Page will display for the CEMLI ID entered. This top portion page will provide a description of the CEMLI Report. The description will provide the


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purpose of the report and how the report should be used. This section will also provide data selection values to access the report and expected report results.

The middle portion of the View CEMLI Info Page will display information related to the Component Information, pages in the application where the report can be found and any Accessible Roles that need to be assigned to campus users to access the report.

The lower portion the View CEMLI Info Page will display Notes, Contact Info, and any Additional Info related to the report.


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introduction to cunyfirst reference guidemaxweber.hunter.cuny.edu/~mkuechle/cf/int01...introduction...

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