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  • DOC-152 24 May 2012 This How to guide

    Multiple authors often need to collaboratively produce a document such as a Course Handbook

    created in SharePoint to control the flow of the document and approval of the final version. The approved Course

    Handbook can then be downloaded from SharePoint and uploaded into WebLearn for students to access.

    Step 1: How to customise the existing Collect feedback workflow

    The standard Collect feedback workflow allows either sequential

    parallel process (the All at once option

    avoids delays caused by any one individual perhaps being slow to complete the task. Each individual is prompted to

    Check out the document so that only one person at a time can edit it, and then Check

    1. The Document Owner creates a Library

    2. Once the Library has been set up, select and

    i. On the ribbon, click the Library

    ii. Towards the extreme right, in the

    iii. On the Workflow Settings page, select

    iv. On the first page of Add a Workflow

    How to guide is licensed under http://creativecommons.org/licenses/by

    How to collaboratively author

    Course Handbooks

    Multiple authors often need to collaboratively produce a document such as a Course Handbook

    created in SharePoint to control the flow of the document and approval of the final version. The approved Course

    Handbook can then be downloaded from SharePoint and uploaded into WebLearn for students to access.

    the existing Collect feedback workflow in SharePoint

    workflow allows either sequential or parallel review processes. We recommend the

    option- see Figure 2b), which sends the task to all recipients at the same time. This

    avoids delays caused by any one individual perhaps being slow to complete the task. Each individual is prompted to

    Check out the document so that only one person at a time can edit it, and then Check it back in to the doc

    Library and uploads the document for review, e.g. Course Handbook.

    select and customise the required workflow as follows

    Library tab.

    Towards the extreme right, in the Settings group, click Workflow Settings.

    page, select All for the content type and click Add a Workflow

    Add a Workflow (Figure 1) complete the details as illustrated and described overleaf

    http://creativecommons.org/licenses/by-sa/3.0/

    collaboratively author

    Course Handbooks

    Multiple authors often need to collaboratively produce a document such as a Course Handbook. A workflow can be

    created in SharePoint to control the flow of the document and approval of the final version. The approved Course

    Handbook can then be downloaded from SharePoint and uploaded into WebLearn for students to access.

    in SharePoint

    parallel review processes. We recommend the

    recipients at the same time. This

    avoids delays caused by any one individual perhaps being slow to complete the task. Each individual is prompted to

    back in to the document library.

    review, e.g. Course Handbook.

    the required workflow as follows:

    Add a Workflow.

    as illustrated and described overleaf:

  • Page | 2

    Figure 1

    a) Select a workflow Template: Select the Collect Feedback SharePoint 2010 template.

    To enable the workflow template (you need to be a Site Collection Administrator to do this):

    i. On the upper-left corner on your SharePoint site, click Site Actions, and then click Site Settings.

    ii. Under Site Collection Administration, click Site Collection Features.

    iii. Scroll down the page and, next to Workflows, click Activate.

    b) Type a unique name for this workflow: This example is called Request for comments.

    c) Task List: Keep the default Task List on the left hand side: Tasks.

    d) History List: Select Workflow History to store the workflow log in the default list (this list records the

    history of every workflow in your SharePoint site), or choose New history list to maintain the history

    of this particular workflow.

    e) Start Options: In order to enable all participants to review and edit the document when they are all

    ready, select the first option Allow this workflow to be manually started ... Leave all the other

    options unselected.

    f) Click Next.

    a

    b

    c

    d

    e

    f

  • Page | 3

    v. On the second page of Add a workflow (Error! Reference source not found.), complete the details as follows:

    Figure 2

    a) Assigned to: Enter the e-mail addresses of the people to whom the workflow should assign tasks.

    b) In the Order column, select All at once (parallel) to allow the recipients to address the task at their

    convenience, without having to wait for others to complete their edits first.

    c) Add an optional message that will appear in the email sent out to each reviewer.

    d) Use the date picker to enter the due date by which the task must be completed by all recipients.

    e) Choose who you what to inform when the workflow start and ends, e.g. yourself, the head of

    department, the course director etc.

    f) Click Save.

    SharePoint has now stored your customised workflow. The next step demonstrates how the workflow works in practice.

    Step 2: How an individual to whom the task has been assigned responds

    The recipients to whom the task has been assigned receive an email message with an explanation of the request, a due

    date and a link to the document:

    a b

    c

    f

    e

    d

  • Page | 4

    The document opens directly in MS Word, with a yellow bar at the top of the screen, prompting the user to check the

    document out:

    In MS Word the user should switch on Track Changes, make necessary edits to the document, and insert any electronic

    comments where appropriate.

    On clicking Save, the user is prompted to check the document back into the SharePoint library (see Figure 2). By default

    the version number allocated is the next logical minor version number, e.g. if the existing version number was v 0.1, the

    edited version will be identified as v 0.2. It is recommended that you leave the system-generated version number. When

    the Document Owner is satisfied with the document after all recipients have edited it, he or she will allocate the major

    version number (e.g. v 1.0) and publish the document.

    Name of the document

  • Page | 5

    Figure 2

    Note: The workflow can be re-activated after a major version of the document has been published, if a further

    round of reviewing and editing is required. At the end of the second round of minor versions (v 1.xx) the

    Document Owner will publish the updated document as v 2.0.

    In the comments box, the person who has completed the task should insert a relevant comment as to what was done. This

    is useful for tracking purposes. The same comment can be copied and pasted into both the Document Check-in box (shown

    in Figure 2) and the Workflow feedback box (see Figure 3).

    To complete the task, the reviewer should click on the File > Info > Open this Task button (in MS Word 2010) and fill in the

    feedback form that follows.

    Figure 3

    The document has been checked in

    (see Figure 2)

  • Page | 6

    Step 3: How the document owner finalises the workflow

    The Document Owner receives an email message (see Figure 4) to indicate when all the named recipients have

    completed the task:

    a) The email message provides a summary of the workflow history.

    b) Clicking on the link View the workflow history takes the Document Owner to the detailed history of

    the workflow (see Figure 5).

    The Document Owner peruses the edited document and makes a decision:

    If the document is acceptable, the owner can check out the document, accept/reject any track changes as

    necessary, then check in the document as a published version (e.g. v 1.0).

    If another round is required, it is necessary to accept the changes and then start the workflow again with the

    updated version of the document (v 1.0).

    Figure 4

    a

    b

  • Page | 7

    Figure 5

  • Page | 8

    Step 4: Upload the course handbook into WebLearn

    If the document is a Course Handbook, then the Document Owner will need to make it available to

    students in their respective WebLearn areas. Currently there is no automated facility to import the final

    document directly into a WebLearn site.

    The Document Owner should Check Out the final version of the Course Handbook (so that no-one else

    continues working on it in the SharePoint library), Download it and Save it on their own computer by

    default it is saved into My Documents > Sharepoint Drafts.

    Log into WebLearn (https://weblearn.ox.ac.uk) using your Oxford Single Sign-on credentials. Under My My My My

    Act ive Si tesAct ive Si tesAct ive Si tesAct ive Si tes , access the WebLearn site into which you wish to upload the Course Handbook.

    Click on ResourcesResourcesResourcesResources on the left hand menu bar (to add the ResourcesResourcesResourcesResources tool, use Site S i te S i te S i te In foInfoInfoInfo > Edi t Edi t Edi t Edi t

    Too lsToo lsToo lsToo ls ).

    The size limit for uploading a single file into WebLearn is 60 Mb. If your Course Handbook is larger than

    that, you will need to use WebDAV. Full instructions are provided within the Resources tool. Navigate to

    the folder in which you want to upload the Course Handbook.