Idea Elan

Infinity Software

2018

University of Queensland

User Quick Guide

Comprehensive Online Solution for

Lab and Core Facility Management

13800 Coppermine Rd,

Herndon, VA 20171

Phone: 1-800-506-5905

Email: support@IdeaElan.com

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Contents Users Login .................................................................................................................................................... 3

Internal: ..................................................................................................................................................... 3

External: .................................................................................................................................................... 4

The User ........................................................................................................................................................ 7

User Functions .......................................................................................................................................... 7

My Homepage ........................................................................................................................................... 9

Projects ................................................................................................................................................... 10

Selecting and Adding Yourself to a Project ......................................................................................... 10

Creating a New Project ....................................................................................................................... 11

Publications ................................................................................................................................................. 14

Instruments ................................................................................................................................................. 14

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Quick Startup Guide

Users Login

Internal:

To login, go to: https://au.ideaelan.com/secure/public/applogin.aspx

1. Use your UQ Credentials to login to Infinity Software.

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External:

To login, go to: https://au.ideaelan.com/UQ/Public/AppLogin.aspx

1. First time users will register to use the software using the registration panel.

2. After entering the information and clicking Join Now, follow the email

instructions. 3. Returning users or newly registered users will login at the top, right-hand side

of the page.

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4. Once in the software, go to My Homepage> My Profile to change your

password.

User Wizard Upon first time login, a wizard will help with the registration process.

1. Click start on the wizard. 2. Select the PI under the lab section. Use the search and then click on request access.

3. Request access to the facility by clicking “Request Access” in the far-right column.

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4. Request access to instruments and then click continue. PIs/ Lab admins and facility admins will

approve or reject your requests.

My Profile Once registered for the software, go to My Homepage> My Profile to check your lab affiliation. The lab is

the PI or lab admin.

Scroll to find the labs section and check if active in the status column.

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If needed, search and request access by clicking “SELECT YOUR LAB.”

The User The tool bar will help to navigate through the user role. Each tab and icon provides a

specific functionality.

User Functions

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1. The Quick Link tab is for accessing facilities, help files, user portal, and contact pages.

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2. Make this my start page will make the current page the first page once logged in. 3. My HomePage allows each user to build and control their profile. This includes:

favorite instruments and sample submissions, reservations, submitted samples, issues, service requests, user profile, and projects.

4. The Instruments tab allows for bookings and instrument access request. 5. Submit Sample Forms or Service Requests under the Request Services tab. 6. Supply and Consumable orders can be placed under the Supplies tab. 7 . Use the facility dropdown box to toggle between accessed facilities. 8. My Items List includes quick links to Homepage icons, My Favorite Instruments,

Favorite Requests, etc.

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My Homepage

1. My Favorite Instruments: Displays equipement set as favorite across multiple facilities for quick reservations.

2. My Favorite Requests: Displays all sample submission forms and service requests set a favorite. 3. My Reservations: Lists all bookings made over a specified period of time. 4. My Requests: Lists all sample submission/ service requests made over a specified period of

time. 5. My Supplies: Lists supply orders made over a specified period of time. 6. My Projects: Create and view all assigned projects.

a. Locate and associate with a project b. Create a new project c. View project details

7. Reports: Generate reports based on usage across various facilities, instruments, and sample submissions.

8. My Profile: Displays user profile; labs and facilities affiliations of the user. a. Change personal settings b. Set default session types for each facility c. Set default/ most used facilities d. Set default account codes

9. Dashboard: Displays personal reports and statistics.

10. Publications: Review and acknowledge facilities in personal publications.

11. My Agenda: A calendar showing daily appointments and tasks.

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Projects Projects can be managed under My HomePage> My Projects.

Selecting and Adding Yourself to a Project

1. To find and access already existing projects, use the search features at the top of each column.

2. Once the project(s) have been found, click the square in the far-left column.

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3. Click ADD ME TO THE PROJECT.

4. The facility admin will approve or reject your project request.

Creating a New Project

1. On the right-hand side of the screen click CREATE NEW PROJECT.

2. A wizard will appear to help guide the process.

3. Enter the details:

a. Project Name

b. Short Name- Roll number of project. This will auto-generate in future update.

c. Start Date/ End Date

d. Description (optional)

e. Files (optional)

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Then click Next.

4. Select labs, other users, and facilities that will be affiliated with the project, then click Next.

5. Set a source of funding and budget. This is an optional step. Then click Next.

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6. Setup notifications for the project. This is an optional step. Then click Next.

7. Set all selections to No and click Save & Exit. The facility admin will approve or your request. Once

approved, the project will be available to use.

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Publications My Publications tracks, maintains, and acredits facilities for publications. Facility Admin will request acknowledgement that the facility was used during a publication. Select Yes or No to respond.

Toggle between the years to track previous publications.

Instruments The instruments tab displays all the equipment listed in the university.

1. View the description and select options for an instrument by hovering over the image.

• To mark an instrument Favorite, click the star. Selecting this will display the instrument under My Favorite Instruments on the user home page.

• Report an issue to the admin by clicking Report an Issue. Fill in a brief description and a ticket will be created for the admin.

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• Request access to the instrument by clicking Request Access next to permission status. Status will show as Allowed when the access request has been accepted.

• View any messages admin have posted to the equipment by clicking Message from the Instrument.

• Click Full Description to view more details.

2. Making a Booking/ Reservation

a. Expand the instrument filter to search and find the piece of equipment

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b. Find a timeslot and click to begin the reservation creation.

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c. After clicking, a pop-up window will appear.

• Adjust the start time and end time of the reservation.

• Select the project or membership the booking is affiliated with. Click Set as default for a project used most often to skip this step.

• Select the PI/ Lab affiliated with the booking. Click Set as default for a project used most often to skip this step.

• Account codes will automatically appear depending on the project/ membership and lab choice. Select the account code affiliated with the booking. Click Set as default for a project used most often to skip this step.

• Edit the session type under the session type drop down.

• Create a recurring appointment by checking recurrence and specifying the appointments.

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3. Waitlist appointments can be created by selecting the timeslot that are already reserved. Click the tab Add to Waitlist and a notification will be sent if the time becomes available.