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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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Simple search (Tree Pane)
If the Search is taking too long, you can:
ostop a search by clicking on the Stop icon
Simple search (Tree Pane)
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
Annotate a PDF document
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Annotate a PDF document
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
Annotate a PDF document
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)
Annotate a PDF document
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?
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