How to collaboratively aut Course Handbooks collaboratively author ...

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<ul><li><p>DOC-152 24 May 2012 This How to guide</p><p>Multiple authors often need to collaboratively produce a document such as a Course Handbook</p><p>created in SharePoint to control the flow of the document and approval of the final version. The approved Course </p><p>Handbook can then be downloaded from SharePoint and uploaded into WebLearn for students to access.</p><p>Step 1: How to customise the existing Collect feedback workflow</p><p>The standard Collect feedback workflow allows either sequential </p><p>parallel process (the All at once option</p><p>avoids delays caused by any one individual perhaps being slow to complete the task. Each individual is prompted to </p><p>Check out the document so that only one person at a time can edit it, and then Check</p><p>1. The Document Owner creates a Library</p><p>2. Once the Library has been set up, select and</p><p>i. On the ribbon, click the Library</p><p>ii. Towards the extreme right, in the </p><p>iii. On the Workflow Settings page, select </p><p>iv. On the first page of Add a Workflow</p><p>How to guide is licensed under http://creativecommons.org/licenses/by</p><p>How to collaboratively author </p><p>Course Handbooks </p><p>Multiple authors often need to collaboratively produce a document such as a Course Handbook</p><p>created in SharePoint to control the flow of the document and approval of the final version. The approved Course </p><p>Handbook can then be downloaded from SharePoint and uploaded into WebLearn for students to access.</p><p>the existing Collect feedback workflow in SharePoint</p><p>workflow allows either sequential or parallel review processes. We recommend the </p><p>option- see Figure 2b), which sends the task to all recipients at the same time. This </p><p>avoids delays caused by any one individual perhaps being slow to complete the task. Each individual is prompted to </p><p>Check out the document so that only one person at a time can edit it, and then Check it back in to the doc</p><p>Library and uploads the document for review, e.g. Course Handbook.</p><p>select and customise the required workflow as follows</p><p>Library tab. </p><p>Towards the extreme right, in the Settings group, click Workflow Settings. </p><p> page, select All for the content type and click Add a Workflow</p><p>Add a Workflow (Figure 1) complete the details as illustrated and described overleaf</p><p>http://creativecommons.org/licenses/by-sa/3.0/ </p><p>collaboratively author </p><p>Course Handbooks </p><p>Multiple authors often need to collaboratively produce a document such as a Course Handbook. A workflow can be </p><p>created in SharePoint to control the flow of the document and approval of the final version. The approved Course </p><p>Handbook can then be downloaded from SharePoint and uploaded into WebLearn for students to access. </p><p>in SharePoint </p><p>parallel review processes. We recommend the </p><p>recipients at the same time. This </p><p>avoids delays caused by any one individual perhaps being slow to complete the task. Each individual is prompted to </p><p>back in to the document library. </p><p>review, e.g. Course Handbook. </p><p>the required workflow as follows: </p><p>Add a Workflow. </p><p>as illustrated and described overleaf: </p></li><li><p>Page | 2 </p><p> Figure 1 </p><p>a) Select a workflow Template: Select the Collect Feedback SharePoint 2010 template. </p><p>To enable the workflow template (you need to be a Site Collection Administrator to do this): </p><p>i. On the upper-left corner on your SharePoint site, click Site Actions, and then click Site Settings. </p><p>ii. Under Site Collection Administration, click Site Collection Features. </p><p>iii. Scroll down the page and, next to Workflows, click Activate. </p><p>b) Type a unique name for this workflow: This example is called Request for comments. </p><p>c) Task List: Keep the default Task List on the left hand side: Tasks. </p><p>d) History List: Select Workflow History to store the workflow log in the default list (this list records the </p><p>history of every workflow in your SharePoint site), or choose New history list to maintain the history </p><p>of this particular workflow. </p><p>e) Start Options: In order to enable all participants to review and edit the document when they are all </p><p>ready, select the first option Allow this workflow to be manually started ... Leave all the other </p><p>options unselected. </p><p>f) Click Next. </p><p>a </p><p>b </p><p>c </p><p>d </p><p>e </p><p>f </p></li><li><p>Page | 3 </p><p>v. On the second page of Add a workflow (Error! Reference source not found.), complete the details as follows: </p><p> Figure 2 </p><p>a) Assigned to: Enter the e-mail addresses of the people to whom the workflow should assign tasks. </p><p>b) In the Order column, select All at once (parallel) to allow the recipients to address the task at their </p><p>convenience, without having to wait for others to complete their edits first. </p><p>c) Add an optional message that will appear in the email sent out to each reviewer. </p><p>d) Use the date picker to enter the due date by which the task must be completed by all recipients. </p><p>e) Choose who you what to inform when the workflow start and ends, e.g. yourself, the head of </p><p>department, the course director etc. </p><p>f) Click Save. </p><p>SharePoint has now stored your customised workflow. The next step demonstrates how the workflow works in practice. </p><p>Step 2: How an individual to whom the task has been assigned responds </p><p>The recipients to whom the task has been assigned receive an email message with an explanation of the request, a due </p><p>date and a link to the document: </p><p>a b </p><p>c </p><p>f </p><p>e </p><p>d </p></li><li><p>Page | 4 </p><p>The document opens directly in MS Word, with a yellow bar at the top of the screen, prompting the user to check the </p><p>document out: </p><p>In MS Word the user should switch on Track Changes, make necessary edits to the document, and insert any electronic </p><p>comments where appropriate. </p><p>On clicking Save, the user is prompted to check the document back into the SharePoint library (see Figure 2). By default </p><p>the version number allocated is the next logical minor version number, e.g. if the existing version number was v 0.1, the </p><p>edited version will be identified as v 0.2. It is recommended that you leave the system-generated version number. When </p><p>the Document Owner is satisfied with the document after all recipients have edited it, he or she will allocate the major </p><p>version number (e.g. v 1.0) and publish the document. </p><p>Name of the document </p></li><li><p>Page | 5 </p><p>Figure 2 </p><p>Note: The workflow can be re-activated after a major version of the document has been published, if a further </p><p>round of reviewing and editing is required. At the end of the second round of minor versions (v 1.xx) the </p><p>Document Owner will publish the updated document as v 2.0. </p><p>In the comments box, the person who has completed the task should insert a relevant comment as to what was done. This </p><p>is useful for tracking purposes. The same comment can be copied and pasted into both the Document Check-in box (shown </p><p>in Figure 2) and the Workflow feedback box (see Figure 3). </p><p>To complete the task, the reviewer should click on the File &gt; Info &gt; Open this Task button (in MS Word 2010) and fill in the </p><p>feedback form that follows. </p><p> Figure 3 </p><p>The document has been checked in </p><p>(see Figure 2) </p></li><li><p>Page | 6 </p><p>Step 3: How the document owner finalises the workflow </p><p>The Document Owner receives an email message (see Figure 4) to indicate when all the named recipients have </p><p>completed the task: </p><p>a) The email message provides a summary of the workflow history. </p><p>b) Clicking on the link View the workflow history takes the Document Owner to the detailed history of </p><p>the workflow (see Figure 5). </p><p>The Document Owner peruses the edited document and makes a decision: </p><p> If the document is acceptable, the owner can check out the document, accept/reject any track changes as </p><p>necessary, then check in the document as a published version (e.g. v 1.0). </p><p> If another round is required, it is necessary to accept the changes and then start the workflow again with the </p><p>updated version of the document (v 1.0). </p><p>Figure 4 </p><p>a </p><p>b </p></li><li><p>Page | 7 </p><p>Figure 5 </p></li><li><p>Page | 8 </p><p>Step 4: Upload the course handbook into WebLearn </p><p>If the document is a Course Handbook, then the Document Owner will need to make it available to </p><p>students in their respective WebLearn areas. Currently there is no automated facility to import the final </p><p>document directly into a WebLearn site. </p><p>The Document Owner should Check Out the final version of the Course Handbook (so that no-one else </p><p>continues working on it in the SharePoint library), Download it and Save it on their own computer by </p><p>default it is saved into My Documents &gt; Sharepoint Drafts. </p><p>Log into WebLearn (https://weblearn.ox.ac.uk) using your Oxford Single Sign-on credentials. Under My My My My </p><p>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. </p><p>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 &gt; Edi t Edi t Edi t Edi t </p><p>Too lsToo lsToo lsToo ls ). </p><p>The size limit for uploading a single file into WebLearn is 60 Mb. If your Course Handbook is larger than </p><p>that, you will need to use WebDAV. Full instructions are provided within the Resources tool. Navigate to </p><p>the folder in which you want to upload the Course Handbook. </p><p>Click here for instructions on using </p><p>WebDAV </p><p> from the AddAddAddAdd menu, click UploadUp loadUp loadUp load </p><p>Fi lesF i lesF i lesF i les . </p></li><li><p>Page | 9 </p><p>Click BrowseBrowseBrowseBrowse to find the appropriate file on your computer or network, and then click Upload F i les Upload F i les Upload F i les Upload F i les NowNowNowNow . </p><p>To add a description or any other details, such as who can access the file or when it should be visible, </p><p>click Add deta i ls fo r th is i temAdd deta i ls fo r th is i temAdd deta i ls fo r th is i temAdd deta i ls fo r th is i tem , which will allow you to do the following: </p><p>1. Type a description of the resource in the text box provided. This will be displayed if ResourcesResourcesResourcesResources is </p><p>viewed through a Web Conten tWeb Conten tWeb Conten tWeb Conten t access view. </p><p>2. Choose the resource's copyright status, add copyright information, and display a copyright alert: </p><p>i. If you select Use copyr ight be lowUse copyr ight be lowUse copyr ight be lowUse copyr ight be low , a text box will appear in which you can add </p><p>information about the copyright. </p><p>ii. For information about copyright and fair use, click more in fomore in fomore in fomore in fo . Be aware that all </p><p>components of a file, such as images in PowerPoint presentations, must be used within the </p><p>terms of the Copyright, Design and Patents Act 1988. See </p><p>http://copyrighttoolkit.com/podintro.html for a useful summary of copyright issues in an </p><p>electronic environment. </p><p>iii. If you would like to display the terms to users when they access your resource, select </p><p>Display copyr ight a ler t and requ ire acknowledgment when accessed by othersDisp lay copyr ight a ler t and requ ire acknowledgment when accessed by othersDisp lay copyr ight a ler t and requ ire acknowledgment when accessed by othersDisp lay copyr ight a ler t and requ ire acknowledgment when accessed by others . </p><p>This option will require users to agree to the copyright terms to view the resource. To see </p><p>the alert, click what 's th is?what 's th is?what 's th is?what 's th is? You cannot edit this alert. </p><p>3. Under Ava i lab i l i ty and AccessAva i lab i l i ty and AccessAva i lab i l i ty and AccessAva i lab i l i ty and Access , control who can access the file and when it is available. </p><p> Click UpdateUpdateUpdateUpdate to save the details for your Course Handbook. The Course Handbook is now saved in your </p><p>WebLearn site. You will need to decide how to make it available to students, e.g. from the site Home Home Home Home </p><p>PagePagePagePage , from a different HTML page, or via the student Access V iewAccess V iewAccess V iewAccess V iew . Create a student Access ViewAccess ViewAccess ViewAccess View by </p><p>using the Act ionsAct ionsAct ionsAct ions menu &gt; Make Web Content L inkMake Web Content L inkMake Web Content L inkMake Web Content L ink , which will create a user friendly link to </p><p>ResourcesResourcesResourcesResources on the left hand menu bar. In this case, you might like to hide the usual Resources tool (Si te Si te Si te Si te </p><p>In foIn foIn foIn fo &gt; Page OrderPage OrderPage OrderPage Order &gt; click on the light bulb to dim it). </p><p>In the WebLearn Guidance site (http://weblearn.ox.ac.uk/info) there are separate step-by-step guides on </p><p>handling files in Resources and using WebDAV in WebLearn. </p><p>Type in a DisplayDisp layDisp layDisp lay NameNameNameName you want displayed in </p><p>ResourcesResourcesResourcesResources ; this should be a user-friendly name. If you </p><p>don't add a display name, the filename will be used. </p><p>Upload more than one file if </p><p>you wish. </p><p>Optionally send an email to all site members to notify them of the addition to Resources.Resources.Resources.Resources. </p><p>Add details such as a description and copyright information. </p></li></ul>

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