cms 102 introduction to webtop for student accountsknowledgebase.mcgill.ca/media/pdf/web... ·...

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Introduction to WebtopFor Student Accounts

CMS 102

Introduction What is Webtop? Access Webtop Webtop interface Search for documents Check Out Edit a document Annotate a PDF Check In a document Import a document

Agenda – Part One

INTRODUCTION

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Scanning/importing tools bring documents into the system.

Captiva ScanPlus /

Webtop (importing)

Indexing catalogues the documents.• What the document is

• Who the document is about

Captiva Completion / Webtop

Retrieval tools find/display documents (view, annotate).

Webtop

Introduction

WHAT IS WEBTOP?

What is Webtop?

Web‐based application used to manage documents (PDF, Word, PowerPoint,…)

Check Out, Edit and Check In your document

Check Out documents (prevent conflict)

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What is Webtop

Used to view and annotate(e.g. finance backup documents in PDF format)

Open – use to view a document

Edit – use to annotate a document (automatically does a Check Out)

Check In the document after you have made annotations to it.

ACCESS WEBTOP

Access Webtop

https://cms.mcgill.ca/webtop

Webtop browser/OS compatibility: KB Article 5180

Login Name = [email protected]

Password = your password

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WEBTOP INTERFACE

Webtop interface

Tree Pane

Menu Bar Logout/Webtop online help

Message

Content Pane

Search

Tools: Saved Searches contains the templates

Cabinets

Folders

Webtop interface – Tree Pane

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Webtop interface – Tree Pane

Folders

CabinetH = depositsJ = journal and US deposits

Webtop interface

Navigation Path

Name of the selected folder or cabinet (in this example, the ID folder).

Search for documents within the Content Pane.

To display ‘Items per page’ (10, 50 or 100)

Menu changes when selection made

Nothing selected

Documentselected

Context sensitive

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SEARCH FOR DOCUMENTS

Search for documents

There are 2 types of searches:

1. Simple search by ID number (Tree Pane)

o Searches the entire repository (like a google search)

o Advanced searching possible

o Much slower to return results

2. Search for documents within the Content Pane

o Use to filter your search or if you know the precise search value e.g. Finance document number

Simple search (Tree Pane)

1. Type the ID in the Search field

2. Click the Start Search icon

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If the Search is taking too long, you can:

ostop a search by clicking on the Stop icon


Restart allows you to re‐launch your search

Edit allows you to modify your search criteria

Save allows you to keep your search and the results(Saved Searches)

Save Template allows you to save your template (Search Template)

Advanced search (Tree Pane)

Allows you to find documents based on criteria:

o e.g. search for JH Documents created after a certain date.

Steps:

1. Click on the down arrow next to Search field

2. Click on the word Advanced

3. Fill in the Advanced Search screen

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Advanced search (example 1)

Search for J H Document with Fiscal Year = 11

Advanced search (example 2)

Search for J H Document with Scan Operator contains <short McGill Username>

Trainer Demo

https://qcms.mcgill.ca/webtop/ Simple search

Modify Column Preferences

Advanced search

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Activity 1 – Access Webtop in the training environment

https://qcms.mcgill.ca/webtop/1. Enter Login Name

(training#[email protected])

2. Enter Password (provided by trainer)

3. Select Repository (QA_CMS_ADMIN)

4. Click Login

5. Become familiar with interface

Webtop is a right‐click tool.

Note

Search within Content Pane

You will have access to the Finance cabinet

From the tree pane, double‐click on the Finance cabinet

H (deposits) and J (journals, US deposits) folders display.

Double‐click on a folder to see the Fiscal Years.

Search within Content Pane

Double‐click on a Fiscal Year to see all the documents for that year.

If there are many documents, you can scroll through the pages or

Filter your search in the Content Pane:

1. Type the name in the Starts With field

2. Click the arrow icon to perform the search

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Content Pane – column preferences

Search results:

oDocuments display in Content Pane

o If you want to modify the columns, click the Column Preferences icon

Content Pane – column preferences

Column Preferences:

o Select object typee.g. Admission Document,

JH Document

o Select attributes to display as columns

o You may re‐order them

o Reset to defaults

This will change the attribute for this time only. To change it permanently, use Tools > Preferences > Columns > Search Results

Activity 2 – Search for JH Documents

Go to the Finance cabinet

Double‐click on the H folder

Double‐click on the Fiscal Year 12 folder

Change the Items per page to 100

Use the Content pane to search for document starting with H01906

Click the arrow icon to perform the search

The document(s) display. Click on to add fields to the search results

Double‐click a document to view it.

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SAVED SEARCHES AND SEARCH TEMPLATES

Saved Searches

Saved Searches and Search Templates are located under Saved Searches from the tree pane on the left.

To view the Saved Searches:

o Click Saved Searches from the tree pane.

o Click on Saved Searches on the right above the Content pane.

o Select All Saved Searches from the drop down list below the Logout button.

For more details refer to KB Article 1468.

Search Templates

To view the Search Templates:

o Click Saved Searches from the tree pane.

o Click on Search Templates on the right above the Content pane.

o Select All Search Templates from the drop down list below the Logout button.

For more details refer to KB Article 1468.

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Search templatesTo run a template:

o Double‐click on a search template

o The documents display.

o You can sort the documents in ascending/descending order by clicking on the field, then click on up/down arrow next to it.

Depending on your security permissions, you will be able to view and/or annotate the document(s).

o To view a document:• Double‐click it or

• Right click on the document and select Open (Read Only)

o To annotate a document:• Right click on the document and select Edit

CHECK OUT

Check Out

An important concept in Webtop

When you have to annotate a document, you have to Check Out the document. This will lock it so other users cannot update it

Action

Reaction

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EDIT

Edit (annotate the document)

Allows you to annotate the PDF document

Automatically performs a Check Out

Locks document so others cannot modify it

Launches Adobe Acrobat Pro so that you can make changes to the document. Note: you need the full version of Adobe Acrobat Pro

• Right click on the document and select Edit.

• Or use the menu bar (File > Edit)

Note

Edit (annotate)

Others see a lock icon next to the documentoThey can only view the last version(s) oThey cannot see changes being made because they are saved locally on your computer until Check In

You see a key icon

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ANNOTATE A PDF IN ADOBE ACROBAT PRO

Annotate a PDF document

Use to document any interaction with students and to add comments.

In Webtop, Edit the PDF document

o This opens the document in Adobe Acrobat Pro.

o If you use Adobe Acrobat Pro version 9 or X(10), do the following once in order to be able to annotate:

Edit > Preferences > Documents

In the PDF/A View Mode section, set View documents in PDF/A mode to Never

Click OK


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Do this once in Adobe Acrobat Pro so that the annotations will print.

o Edit > Preferences > Commenting

o Check the Print Notes and pop‐ups checkbox

o Click OK


To annotate in Adobe Acrobat Pro

o Click Comment from the top right corner

o Select Drawing Markups (e.g. Add text box)

o Enter the comment at the top of the document:(for Student Accounts, add the document number, your banner username, and date—this may change depending on Financial Services standards).

o Save and exit the document in Adobe Acrobat Pro (File > Save)


If you have to print the annotationso File > Print

o Ensure that Document and Markups appears under the Comments and Forms dropdown

o Click OK

o Check In the document

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CHECK IN

Check In a document

When you annotate a document, it is saved locally on your PC (c:\Documentum\Checkout)

Check In the document to save it to the Webtop repository

o This removes the lock icon or from the document so other users can make changes to it

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

Note

Check In a document

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View Versions

Right click on the document

Click View > Versions

Activity 3 – Annotate pdf and Check In

1. Right click on a PDF document and select Edit

2. This opens the PDF document in Adobe Acrobat Pro.

If you are using Adobe Acrobat Pro version 9 or X(10), set the View Documents in PDF/Amode to Never (do once)

To print annotations (including printing to PDF), check the Print Notes and pop‐ups checkbox.

3. Click Comment and select Drawing Markups (e.g. Add text box)

Activity 3 – Annotate pdf and Check In

4. Enter the comment: for Student Accounts, add the document number, your banner

username, and date—this may change depending on Financial Services standards). Add any pertinent comments, if you deem them appropriate.

5. Save and exit the PDF document.

6. You are back in Webtop. The PDF document has a key next to it.

7. Check In the PDF document.

The Checkin screen displays. Save the document as a minor version.

Click OK

Checkin successful message appears on the message line.

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15‐MINUTE BREAK

Activity 4 ‐What do the icons mean?

Which document(s) do I have checked out?

Which document(s) does someone else have checked out?

Which document(s) are not checked out?

IMPORT

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Import

Use Import (File > Import) to add electronic supporting documents to Webtop

o Convert documents to PDF (preferably PDF/A)

o Known issue for eStudent: KB Article 1461

With Internet Explorer, you can also use the Drag &

Drop feature to drag PDF documents to Webtop. To

enable this feature, click Tools > Preferences.Note

Import > enable drag and drop

Tools > Preferences > General (in Webtop)

Import

All finance documents must be imported into the system as PDFs. If you have a Word, Excel or Outlook document, follow these steps to save it as a PDF.

Open the document

Click File > Print.

Select Printer = Adobe PDF

Review the document in print review and make changes by clicking on Page Setup, if necessary.

Click Print

You can type any filename for the PDF; it will be automatically changed once you import and index it in Webtop.

Click Save

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Import

Note: If you have an image file (.jpg, .png, etc.) you can insert the image into a blank Word document and then save it as a PDF.

Refer to KB article 6033

Notes on importing a file

Once you have your PDF file, save it in your network folder in your directory that you use for scanned documents that need to be indexed.

Do NOT save any files on your C drive.

Import (or drag & drop) PDF documents into the Finance cabinet.

The file is automatically imported into the Finance cabinet in a folder corresponding to the document type (J or H), and into the subfolder corresponding to the fiscal year associated with the document.

Steps on how to import a J H Document

1. Go to the Finance cabinet. You will see the 2 subfolders: H and J.

2. Click File > Import

3. Click Add Files; browse to find the PDFdocument and click OK

4. Click Next

5. In the Document Number field, enter the

document number.

6. Hit the Tab key. All other relevant fields will automatically be filled in (e.g. Fiscal Period, Fiscal Year).

7. Click Finish at the bottom of the import window.

8. Permissions are automatically set to restrict access to the file to

appropriate university personnel.

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Import > Import into Webtop

Activity 5 – Import an email

Convert your Word document into a PDF

Import the PDF into Webtop > Finance cabinet

Index: Enter document number

Hit the Tab key. All other relevant fields will automatically be filled in (e.g. Fiscal Period, Fiscal Year).

Email as link

Quick Flow

Webtop Tips

Agenda – Part Two

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EMAIL AS LINK

Email as Link

You may want to email a copy of your document in Webtop to someone else

Only works if the receiver also has access to Webtop and has been given sufficient permissions.

Email as Link

Steps:

1. Right‐click on the PDF document

2. Select Email as Link

3. Your email application opens a new email message and inserts the link to the document

4. Type the email address(es) of the recipient(s). You may also add a message.

5. Send the email

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Email as Link

Email as Link

QUICKFLOW

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Quickflow

A Quickflow allows you to send a recipient a document with instructions (create a task). This recipient must have permission to access the document.

Quickflow

How to create your own Quickflow:

1. Right‐click on the file

2. Select Quickflow (or click Tools > Workflow > Quickflow)

3. Click Select user/group. Select name(s) and click OK

4. Select Priority.

5. Enter Instructions to enter messages for the users/groups

6. Click the Return to Me checkbox to receive notification when a user completes the review

7. Click the Require signoff checkbox to require each user to enter an electronic signoff when they complete the review

8. Click OK

Quickflow

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Quickflow

Quickflow: email received & Webtop Inbox

QuickflowTo monitor quickflows:

1. Select Tools > Workflow > My Workflows

2. The list of quickflows/workflows you initiated displays

3. Double‐click on any quickflow to see its details (performers, received date)

To terminate pending quickflows:

1. For the selected quickflow, click on the Terminate Workflow button

2. The Abort Workflow : Quickflow screen displays

3. Make sure check box Clean up the system objects of this workflow is selected

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Quickflow

Quickflow

To terminate this Quickflow

Webtop Tips

Double‐click on a document to view it only

Right‐click on document

Edit (annotate)

Check In

Check In your documents regularly

Don’t use the Internet Explorer File menu

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Webtop Tips

Enable the Drag & Drop feature when using Internet Explorer

Online Help is available

A key icon beside the document means that you need to Check In your document

A lock icon beside the document means that you can’t modify it because someone else has it checked out. Hover over this icon to see who has it checked out.

Need Help?

IT Service Desk

514‐398‐3398 [email protected]

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

KB Article 6042

Any questions?