This manual, as well as the software described in it, is furnished under
license and may be used or copied only in accordance with the terms of such
license. Docutek Information Systems, Inc provides this publication “AS IS”
without any warranties, either express or implied. This publication is
provided for information purposes only to licensed users of the Docutek ERes
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implied warranties of merchantability or fitness for any particular purpose,
for this publication and all other products provided by Docutek Information
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modification. No part of this publication may be reproduced or transmitted
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Information in this document is subject to change without notice and does
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Incorporated. Changes in the products described may also be made at any time
without notice. Docutek Information Systems, Inc. assumes no responsibility
or liability for any errors or inaccuracies that may appear in this
publication.
Docutek ERes, and DocuFax are registered trademarks and service marks of
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brand and product names are trademarks of their respective holders. This
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Computer Software clause at DFARS 252.227-7013 and in applicable FAR
provisions: Docutek Information Systems, Inc., Burlingame, CA 94010.
The Ereserves Home is the first page the Student sees when accessing the
Docutek ERes Website. To get started, please use the links provided on the
Ereserves Home to search for materials. To visit a link just click on its
title and you will be taken to the requested location in the system. Most
links include a description which will explain what information can be found
on the target page.
In addition to materials stored within this system, the Library may have
provided additional links to other materials on the internet. These Websites
can also be accessed from the Ereserves Home; just click on the link and the
page will be opened for you in a new browser window.
Section 02: Viewing News Announcements
The Library may also post important information regarding this system,
or other Library related items to the Ereserves Home. These items can be
viewed by clicking on the News Announcements tab on the Ereserves Home.
The Ereserves Index screen provides you with several ways to search for
Course Reserves Pages within the system. The first tab on the screen allows
you to search for materials using several options, while the second and
third allow you to browse lists of Course Reserves Pages either by
Department or Instructor.
Once you have located the Course Reserves Page you wish to visit just click
on its Course Number and you will taken directly to the page.
Section 02: Searching for Documents
The Library may also allow you to search for Documents using a fourth
tab on the Ereserves Index screen. Using this tab you can search for an item
by title or author, and then go directly to the Document without visiting
the Course Reserves Page.
Section 03: Searching for Internet Resources
The Internet Resource Index screen provides you with several ways to
search for Internet Resources within the system. The first tab on the screen
allows you to search for materials using several options, while the second
allows you to browse lists of Internet Resources by Department.
Once you have located the Internet Resource you wish to visit just click on
its title and you will taken directly to the page. Please note that most
Internet Resources are located outside the Docutek ERes system, so they will
open in a new window.
The first time you access any Course Reserves Page you will be prompted
to agree to a copyright statement. Please read the statement carefully and
follow the provided directions. In most cases if you do not agree to the
statement you will not be allowed access into the Course Reserves Page. If
prompted, please enter the Course Reserves Page password that was provided
by your Instructor or Library.
Section 02: The Course Info Tab & Email Alerts
The Course Info tab has important information from your Instructor
regarding the Docutek ERes Website. On this tab you can send an email to
your Instructor, see information about your Course Reserves Page, sign up to
receive Email Alerts, and view special announcements from your Instructor
and the Library.
If you would like to receive an email message each time a Course Reserves
Page is updated click on its "Info" tab and then click the "Sign up for
Email Alerts" link to open the subscription window. In the new window enter
your name and email address, and click the "Save" button to sign up. You
will receive a subscription notification immediately after your request is
processed. Each email you receive will include a link allows you to cancel
the Email Alerts at any time.
Section 03: The Documents Tab & Folders
Once you have accepted the copyright statement you will be taken into
the Course Reserves Page where you will see several tabs. The most important
of these is the Documents tab, which shows all the materials the Library and
your Instructor have made available to you. To open any Document on the
screen just click its title or icon and it will open in a new window.
You may also see one or more folders on the Course Reserves Page as well. To
open a close a folder you can click on its title or icon, or you can use the
provided link to open/close all folders with a single click. Each folder can
contain several sub-folders and Documents to help organize materials on the
Course Reserves Page.
Section 04: Opening and Viewing Files
Files attached to a Document can be opened by clicking on the filename
you wish to view. In most cases the file will open in a new browser window,
where it can be viewed or printed.
Some files require a special plug-in before the file can be opened on your
computer. If you don't have the proper plug-in installed you will be asked
to save the file on your computer. If this happens you can use the links
below to find the correct viewer for the file you are trying to open. After
following the instructions provided by the software developer you can click
on the filename again to view the file properly.
All links below are provided by the Library and Docutek Information Systems,
Inc. without warranty. Each product is the property of the respective
owner(s):
To login to the Docutek ERes system, please enter the username and
password provided by the Library. Your username and password are not case
sensitive. Neither should contain spaces.
Please note that Students do not need a username and password to access
Documents within Docutek ERes.
Section 02: Using the Main Menu
The Main Menu screen provides you with links used to manage your content
within Docutek ERes. Next to each link you will see a brief description that
explains what actions can be performed within that section.
Please note that the number of links displayed depends on your Account
Group, so the Main Menu screen will not look the same for all Accounts.
All administrative pages within Docutek ERes have the same basic
structure. This means that when you are working with Accounts, Documents,
Departments, etc. the screens will look very similar. Its important to
become familiar with the basic page elements before you begin using the
system.
The basic admin page consists of two panels; the top panel controls the
information displayed in the bottom panel. For more information about using
the control or listing panels click on the links provided in the Help menu.
Section 02: Advanced Search & Display Panel
One of the most powerful features of Docutek ERes is the "Advanced
Search & Display Options" panel located at the top of most admin pages. This
panel allows you to search for specific items in the system. You can also
adjust what information is displayed on the page, which allows you to build
custom data reports right in the page.
On most pages the "Advanced" panel is minimized to allow more data to be
displayed in the listing panel. To expand the panel, click the icon to the
far right of the panel title. This will expand the panel and show you the
search options available for the page. To minimize the panel just click the
icon again and the panel will be hidden.
Section 03: Searching for Items
The number of search fields on an admin page will depend on how
complicated the item is. For example, there are more search options for
Documents than for Departments. To search for an item make sure that the
"Advanced" panel is expanded and that the "Search Options" radio button is
selected. The panel will have one or more search boxes in which you can
select or type in information. There are three basic kind of searches:
Contains: The results contain the information you entered; this is the
least restrictive search.
Starts With: The results start with the search string you entered.
Is: The results exactly match the information you entered; this is the
most restrictive search.
After you have entered information into one or more of the search boxes
click the "Search" button to retrieve the results. Please note that searches
are combined with an "and" operation.
If your search did not return the items for which you were looking, you can
make the search less restrictive by removing or adjusting search parameters.
If you would like to start over, or if you want to see all the items in the
system, just click on the "Clear" button to reset the panel.
Section 04: Selecting Fields to Display
Docutek ERes allows you to adjust the information displayed on many of
the admin pages. This flexibility allows you to generate quick reports that
contain just the information you want to see directly from the admin pages,.
To change the information displayed on a screen make sure that the
"Advanced" panel is expanded and that the "Display Options" radio button is
selected.
In the panel you will see several checkboxes with property names listed next
to them. The number of checkboxes on an admin page will depend on how
complicated the item is; for example there are more display options for
Documents than for Departments. To show a piece of information on the admin
page, check the box next to its name; your change will be reflected
automatically in the listing panel on the page. To remove a piece of
information from the page just uncheck the box next to its name.
Section 05: Listing Panel
The lower panel on each admin page is referred to as the "Listing"
panel; its purpose is to display system information and provide controls so
that you can adjust the data as needed. When you first access an admin page
the listing panel will contain all the items in the system, but you can
adjust this using the search functions in the "Advanced" panel directly
above the list.
The "Listing" panel provides controls so that you can adjust what data is
displayed. It also contains checkboxes used to select items to be updated or
deleted.
Section 06: Navigating the List
The "Listing" panel contains several controls that allow you to easily
navigate your way around large amounts of information. A summary of each of
these controls can be found below:
Sorting: Each column of data in the list can be sorted, making
specific information easier to locate on the page. To sort a column in
descending order click on the column title. Clicking the title again will
sort the column in ascending order.
Results per Page: You can adjust the number of results shown on a page
using the dropdown menu in the title bar of the "Listing" panel. By default
10 items are shown on a page, but that can be increased to up to 500 by
making a selection in the menu. Your changes will be reflected
automatically.
Paging: To move to the next or previous page of results use the links
provided on the right side of the panel's title bar.
Jump to Page: To jump to any page of results just type the page number
into the box provided, and then click anywhere else on the page. You will
automatically jump to the requested page.
Section 07: Selecting Items and Actions
In addition to the controls already discussed each admin page has a set
of icons that are used to interact with the data on the screen. Below is a
description of the most popular icons and their functions:
Add Item: The Add icon will take you to a screen on which you can
create a new item in the system.
Modify Selected: The Modify icon takes you to a screen on which you can
update information about the items currently selected (via the checkbox at
the left of each row). Many admin pages allow you to update the information
for multiple items at once; please see the Help screen for each item for
specifics.
Delete Selected: By clicking this icon the selected items on the page
will be deleted. Note that you will be prompted to confirm all deletions
before items are deleted.
Export Data: The Export icon helps you take the data you see on the
screen and use it in other programs. Many popular formats are supported, for
example Microsoft Excel, comma-delimited files, and HTML.
Some admin pages have additional icons that provide functions like Email and
MARC Record generation; these functions are explained further in the
individual Help page for those screens.
In order to add, modify, or delete content in Docutek ERes a user must
have an Account in the system. Accounts are necessary for anyone needing to
modify Docutek ERes data as well as any person that will be assigned as the
Instructor for a Course Reserves Page; there is no limit to the number of
Accounts you can create.
Accounts can be added only through the Account Management screen available
from the Main Menu. Access to the Account Management screen is controlled
via Account Group permissions; there are three levels of access:
None: User has no access to the Account Management screen.
Own: User can change the user's own Account information, but cannot see
or change the information for anyone else.
Full: User can create new Accounts, as well as modify/delete existing
Accounts. This is the only level that can see the complete list of Accounts
within Docutek ERes.
Section 02: Updating a Single Account
At some point during the lifecycle of an Account its information may
need to be updated. For example, you may need to move an Account into
another Account Group or update contact information for a user. Accounts can
be updated by accessing the Account Mangement screen via the link provided
on the Main Menu.
To update a single Account check the box in its row within the "Listing"
panel and then click the "Modify" icon. You will be taken to the update
screen and the selected Account information will be "pre-populated" into the
form for you. Change the information as needed and then click the "Save"
button when you are finished. Click "Cancel" to revert back to the current
information.
Please note that all passwords in Docutek ERes are one-way encrypted, which
means that the system cannot display a password on the update screen. If you
do not enter new information into the password field the password will not
change for the Account.
Course Reserves Pages are the heart of the Docutek ERes Student
interface. The primary purpose of a Course Reserves Page is to present
Documents made available by the Library and Instructor. It contains
information about the Instructor and the corresponding Course and
Department. System-wide announcements may appear on the screen as well as
any Internet Resources that the Library has specified for the Department.
The Course Reserves Page may also contain a chat room and/or discussion
boards to enhance communication between Students and Instructors.
Instructors will find that most administrative features will be on accessed
via the "Page Management" tab on the Course Reserves Page itself. This tab
allows authorized users to change the basic information about the Course
Reserves Page as well as to add Documents to the page. There is more
information about the Page Management tab in another section of this Help.
Users that need to create/delete Course Reserves Pages or to view
information about more than one Course Reserves Page at a time should use
the Course Reserves Page Management screen, available via the Main Menu.
Section 02: Creating a Course Reserves Page
To create a new Course Reserves Page go to the Course Reserves Page
Management screen using the link provided on the Main Menu, and click the
"Add" icon.
On the add screen you will see several panels where you can enter
information. While most of the fields are self-explanatory, a few warrant
additional explanation:
Selecting Instructors: If your Account Group isn't authorized to
manage Course Reserves Pages for other users you will automatically be added
as the Course Reserves Page Instructor. If you are allowed to manage Course
Reserves Pages for other users you will see a dropdown list where you can
select an Instructor. If needed, click the "Select Additional" link to open
a window where you can search for and select additional Instructors.
Passwords: You can limit access to your Course Reserves Page by entering
a password in the field provided. Note that passwords cannot contain spaces.
The Library may require a password for all Course Reserves Pages, in which
case you will be reminded to enter one when you click "Save".
Visibility Dates: If you would like to restrict the dates during which
this Course Reserves Page is available for display, enter a start date
and/or an end date in the fields provided. The Course Reserves Page will not
be accessible before the start date or after the end date, when specified.
External Course Reserves Pages: If you would like Students to be
automatically forwarded to another Website when they access this page enter
a URL into the box provided and check the "redirect" checkbox. This will
allow you to insert placeholders into Docutek ERes that point to any
Web-based resource.
Once you have entered information into the required fields, click the "Save"
button to create the Course Reserves Page. After the new Course Reserves
Page is successfully created you will be returned to the listing page; if an
error occurred you will see a warning message on the page and you will be
given the opportunity to fix the problem or cancel.
Section 03: Updating a Single Course Reserves Page
Course Reserves Pages will most likely need to be updated frequently so
that new announcements, descriptions, or other information can be changed or
added. Course Reserves Pages can be updated by accessing the Course Reserves
Page Management screen via the link provided on the Main Menu.
To update a single Course Reserves Page check the box in its row within the
"Listing" panel and then click the "Modify" icon. You will be taken to the
update screen, and the selected Course Reserves Page information will be
"pre-populated" into the form for you. If more than one Instructor is
currently assigned to the Course Reserves Page, the first will be selected
in the dropdown menu, and the others can be changed via the "Select
Additional" link. Change the information as needed, and then click the
"Save" or "Cancel" button when you are finished.
Section 04: Bulk Update of Course Reserves Pages
In some cases you may want to make the same change to multiple Course
Reserves Pages at the same time. For example, you may want to update date
information for every Course Reserves Page at the end of the year. The
Course Reserves Page Management screen.within Docutek ERes makes these kinds
of operations easy.
To bulk update Course Reserves Pages check the boxes next to each Course
Reserves Page in the "Listing" panel and click the "Modify" icon.
You will notice that the bulk update screen does not look the same as when
you are updating a single Course Reserves Page. This is because you need to
use the provided checkboxes to choose which pieces of information you wish
to update. For example, to update the announcement for the selected Course
Reserves Pages click on its checkbox. You will see that this click shows a
textbox where you can type in the new announcement. If you change your mind
about the update just click the checkbox again and that change will be
cancelled. Please note that some information cannot be updated in bulk, so
those fields will not have a checkbox.
Once you have checked the appropriate boxes and entered the new information,
apply the changes by clicking the "Save" button. You can also cancel the
action at any time by clicking the "Cancel" button.
Section 05: Deleting Course Reserves Pages
You can delete one or more Course Reserves Pages via the Course Reserves
Page Management screen, which is accessed from the Main Menu.
To delete one or more Course Reserves Pages, check the box on the row of
each Course Reserves Page in the "Listing" panel and then click the "Delete"
icon. On the next screen you will see a summary of all the Course Reserves
Pages you have selected; this will help you verify that you are removing the
correct items. It is important to note that deleting a Course Reserves Page
does not delete associated Documents from the system, only the relationship
is removed so that the Document can be reused. If you would like to remove
the Documents from the system as well, this can be done on the Document
Management screen.
After reviewing the items to be deleted, as well as any warning messages
that may be displayed, click the "Delete" button to permanently remove the
items from the system. Use the "Cancel" button to change your selections or
cancel the delete completely.
Please remember that once a bulk delete is completed the items are
permanently removed from the system and cannot be restored, so be sure to
verify that you are removing the correct items before you click the "Delete"
button
A key step in learning about Document Management is how to add a
Document to the system. Adding a Document is accomplished via the Document
Management screen which can be accessed by authorized users from the "Page
Management" tab. Various pieces of information can be included with
Documents, for example a title, a password, bibliographic information, and a
description. Files can be attached to Documents. You can create a Document
that consists solely of a URL and a description. You can also create a
Document which serves as a Web link to the description of non-electronic
material contained in an online catalog.
Once a Document has been added to the system it can be associated with
multiple Course Reserves Pages. A Document can also be added to the system
but remain unassociated with any Course Reserves Page until needed. All
Documents can be used across multiple Course Reserves Pages in the system,
while still maintaining copyright compliance for each separate use if
required. You can learn more about copyright compliance and document reuse
in upcoming pages, as well as the "Page Management" section of this Help.
Section 02: Basic Document Properties
Several pieces of information can be included with each Document in
Docutek ERes. Below is an explanation of each, together with how it is used
in the system:
Title: This is the name that will be displayed on the Course Reserves
Page; it can be related to the bibliographic title of the Document or how
the Document is used on the Course Reserves Page.
Format: This information is also shown on the Course Reserves Page, and
it helps describe what type of information is contained in the Document.
Description: This text is displayed when a Document is displayed.
Expiration Date and Delete Flag: If you would like the Document to be
inaccessible to all Course Reserves Pages on a certain date enter it here.
If you want the system to automatically delete the Document on that date
check the box provided.
Web/OPAC Link: An optional URL that can be used to point users to
another Website, such as an online catalog, where more information is
available about the Document.
Hard Copy: If this Document is available in a physical (hard copy)
format you can provide that information in this field.
Attached Files: You can attach as many files to the Document as needed.
Use the icons provided to move files from your personal staging area or the
shared DocuFax staging area (where applicable).
Bibliographic Information: This information will be shown to Students
when they load the Document from a Course Reserves Page. Providing them with
this information will increase their awareness of the Document's background.
Section 03: Changes from Previous Versions
Those of you that are familiar with previous versions of Docutek ERes
may notice that all Document types (file-based, link-based, hard-copy, and
on-the-fly) have been blended into a single format. Since this new format
has all the properties of the previous formats combined you can now provide
much more information with a single entry than before.
You may also notice that some properties are no longer available from the
Document Management screen, such as copyright information and password. Many
of these properties have been moved from the Document itself to the
relationship between a Document and a Course Reserves Page, called a
Document Association. This redesign was put in place so that Documents could
be reused as often as needed, and each use could have its own password,
visibility dates, and copyright settings. With the update structure changes
to the copyright status of a Document on Course Reserves Page "A" will not
effect its use on Course Reserves Page "B", allowing for greatly improved
copyright compliance!
More information about Document reuse and copyright compliance can be found
in the "Copyright Management" section of this Help.
Section 04: Uploading Files to the Server
You have the opportunity to attach one or more files to a Document
either when creating or updating it. Before a file can be attached it must
be uploaded to the server. This is accomplished either using the "File
Upload" window, by using DocuFax, or through an external FTP application.
To access the "File Upload" window from the create/update sequence click the
"Upload More Files" link next to your personal staging area; the upload
screen will open in a new window. In the new window you can select up to
five files from your local computer to upload to your personal staging area.
Please note that Docutek ERes supports all file types, but Students will
only be able to open the file if they have the proper software or viewer on
their workstation. For this reason it is recommended that you use standard
file formats, for example, PDF. It is also important that the files you
select are small enough that they can be downloaded in a reasonable amount
of time. A good guideline is that each megabyte (MB) of information will
take the average dial-up user about two minutes to download. Docutek ERes
will inform Students of the estimated download time before they load a file,
but its still important to try to keep the files as small as possible.
Once you have selected your files click the Upload button; you will receive
a success message once the upload is complete. The upload process copies the
files to your user staging area on the server; the source files on your
local hard dive will not be affected. At that point you can use the links
provided to close the upload window and refresh the "Add" screen so that
your files will be visible.
Section 05: Creating a Document
Documents can be added to Docutek ERes in two ways: via the Document
Management screen and via the "Page Management" tab of a specific Course
Reserves Page. Creating Documents from the Document Management screen method
is discussed below; the "Page Management" tab is discussed in the "Page
Management" section of this Help. >BR>
To begin the create sequence go to the Main Menu screen and click the
Document link. Once the Document Management screen has loaded click the
"Add" icon to begin.
The only information required to create a new Document is the title; all
other fields are optional. In the first panel enter the title, format and
description information. If you would like to have the document expire at
some time, either by having it archived to deleted, enter a date into the
field provided. You can also use the link on the right side of the panel to
add an optional URL and/or a reference to material available in physical
(hard copy) form.
In the second panel on the page select which file or files you to attach to
this Document. Files on the left side of the panel are those that are
attached to the Document, files on the right are those in your personal
staging area or in the shared DocuFax staging area. To attach a file to your
Document click on the paper-clip icon; to return an attached file to the
staging area click the arrow icon; to delete a file click the red "X" icon.
If you need to upload more files to your staging area click the "Upload More
Files" link to open the upload window. More information about uploading
files can be found on another page in this Help. Once you have attached one
or more files to your Document you are ready to move to the next step.
Any bibliographic information associated with this Document, for example
Publisher information and copyright status, can be entered on the third
panel of this page. You can enter as much or as little information as you
would like, although it is recommend that you select a Publisher and
copyright status when adding copyright-protected material.
After you have entered information for the Document, attached any desired
files, and entered any bibliographic information, click the "Save" button to
complete the process of adding the Document to the system. If the create was
successful you will be returned to the Document Management screen; if an
error occurred you will be prompted to fix the problem, or to cancel.
Section 06: Updating a Single Document
The Document modify sequence will allow you to change many of a
Document's basic properties, including bibliographic information and
attached files. Documents can be updated by accessing the Document
Management screen via the link provided on the Main Menu.
To update a single Document check the box in its row within the "Listing"
panel and then click the "Modify" icon. You will be taken to the update
screen, and the selected Document information will be "pre-populated" into
the form for you. Change the information as needed and then click the "Save"
or "Cancel" button when you are finished.
Please note that if you significantly change the core Document information
associated with copyright-protected material, for example, attached files or
the Publisher.you may be required to clear copyright once more with the
Publisher. In some cases creating a new Document will be a more desirable
approach, but this depends on how you manage copyright at your institution.
Please see the "Copyright Management" section for recommendations and more
information.
Section 07: Bulk Update of Documents
In some cases you may want to update one or more pieces of information
for several Documents at one time; this is made possible by the bulk update
feature in Docutek ERes. Bulk Document updates can be performed from the
Document Management screen, which is accessible via a link on the Main Menu.
To bulk update Documents check the boxes next to each Document in the
"Listing" panel and click the "Modify" icon.
Check the box for each property you would like to change for the selected
Documents, and enter new information into the fields provided. If you change
your mind about the update just click the checkbox again and that change
will be cancelled. Please note that some information cannot be updated in
bulk, such as attached files, so these sections will be hidden, or they will
not have a checkbox.
Once you have checked your boxes, and entered the new information, you are
ready to apply the change by clicking the "Save" button. You can also cancel
the action at any time by clicking the "Cancel" button.
Section 08: Deleting Documents
To delete one or more Documents from Docutek ERes go to the Document
Management screen, check the box next to each Document you want to delete
and click the "Delete" icon. On the next screen you will see a summary of
all the Documents you have selected; this enables you to verify that you are
removing the correct items. You may also see a warning message indicating
that one or more Documents are still being used on active Course Reserves
Pages. These Documents will still be removed from the system if you
continue, so please make sure that they are no longer needed on those Course
Reserves Page before continuing.
After reviewing the items to be deleted, as well as the list of Documents
still in use, click the "Delete" button to permanently remove the items from
the system. Use the "Cancel" button to change your selections or cancel the
delete completely.
Please remember that the bulk delete function cannot be rolled back, and
that it will cause all attached files to be removed from the server; always
be sure to verify that you are removing the correct items before you click
the "Delete" button.
Section 09: MARC Record Writer
The MARC Record Writer component of Docutek ERes enables you to generate
records that can be imported into a library OPAC or catalog system, creating
a link between these two important resources. These records include
information about the Document, as well as a link that points to the
Document within Docutek ERes. Once the MARC Records are imported into your
OPAC/catalog Students can use that interface to search for Documents, and
then use the included link to jump right to Docutek ERes to retrieve the
information.
Per MARC standards, Docutek ERes can generate three types of records:
Create: The create record tells the catalog that this is a new record,
so the information is inserted into the system.
Corrected: The corrected (or "update") record tells the catalog that
another entry already exists, and that the existing record should be updated
to contain the new information.
Delete: The delete record tells the catalog to remove the previous
create/update records that were imported for this Document.
The easiest way to generate MARC Records from Docutek ERes is to turn on the
auto-create option within the System Configuration screen from the Main
Menu. This allows you to automatically create records each time a Document
is created, modified or deleted within Docutek ERes.
If you would rather create MARC records manually you can do so from the
Document Management screen; check the box for each Document for which you
wish to create a record and then click the MARC icon. In the new window that
opens you will be prompted to choose a type of record to create. If you
aren't sure if a record has already been generated for a Document check the
table at the top of the screen for the date/time the last record was
generated. Once you have selected a record type click the "Create" button to
generate the records, or the "Cancel" button to close the window.
To retrieve your MARC Records (in .mrc file format) click the links provided
on the screen after clicking "Create". If you would rather retrieve the
files from the server directly, or have them automatically imported into
your catalog, please contact Docutek Support for assistance.
Each Course Reserves Page within Docutek ERes has a "Page Management"
tab used to control the Course Reserves Page. While some of the settings are
available via the various management screens off of the Main Menu, others
can only be accessed via the tab on the Course Reserves Page.
Access to the Page Management tab is controlled via Account Group
permissions. Users that have "full" access to the Course Reserves Page
Management screen can access the Page Management tab. In addition, those
users listed as a Instructor on the Course Reserves Page, who are authorized
to manage their own Course Reserves Pages, can also access the Page
Management tab. To access the Page Management tab browse to any Course
Reserves Page you are authorized to manage and click on the tab to the far
right.
An overview of each section within the tab can be found on the following
pages.
Section 02: Course Reserves Page Settings
The Course Reserves Page Settings link will open a new window in which
you can adjust the basic settings of the page. You may notice that this
window is exactly the same as the one you see when making a change from the
Course Reserves Page Management screen, available via the Main Menu. The two
screens are identical, so changes can be made from either location; the link
from the Page Management tab is a shortcut to the modify sequence of the
Course Reserves Page Management screen.
To update the Course Reserves Page Settings make your changes in the fields
provided and click the "Save" button. If the update worked properly the
window will close, and the Page Management window will refresh to reflect
your changes. If an error occurred you will be given an opportunity to fix
the problem, or cancel the change.
Section 03: Crosslistings
A "cross listing" causes a Course Reserves Page to be listed under
multiple Departments, Course Numbers, or sections. Cross listings therefore
allow you to have a single Course Reserves Page show up several times on the
Ereserves Index screen, making it easier to locate for Students. Cross
listings are placeholders rather than real Course Reserves Pages, so they do
not have all the properties of a real Course Reserves Page.
When you click on the Cross listing link on the Page Management tab a new
window will open showing all the cross listings for the current Course
Reserves Page, known as the "parent". Use the icons and checkboxes provided
to create new cross listings or to modify or delete existing cross listings.
Note that when adding, modifying, or deleting cross listings your changes
will be immediately reflected on both the parent Course Reserves Page and
the Ereserves Index screen.
Section 04: Documents & Copyright
The Documents & Copyright link will open a new window so that you can
make changes to the Documents that are being used on this Course Reserves
Page. In addition to changing basic information about the Documents
currently in use, you can also select new Documents to use on the Course
Reserves Page or even create new Documents right from the new window. Also,
all of the copyright actions for Documents are initiated via this link; more
information on copyright can be found in the next section.
To add a new Document to this Course Reserves Page click the "Add" icon
provided in the popup window. There are two options when adding:
Add New: Use this link to create a new Document. This will take you
into the familiar "Add Document" sequence just like the one available within
the Document Management screen. After you have entered the required
information, attached files, and provided bibliographic information click
"Save" to create the new Document and add it to your Course Reserves Page.
Select Existing: If the Documents you want to add to the Course Reserves
Page are already in the system use this link to open the selection window.
Place a checkbox next to each Document you want to add to the Course
Reserves Page, and then click the icon provided to save your selections.
To modify or delete Documents that are already on the Course Reserves Page
use the checkboxes and icons provided. Note that removing a Document from a
Course Reserves Page does not delete it from the system; this can only be
done via the Document Management screen from the Main Menu.
For more information please see the following topics:
Section 05: Re-order Documents on Course Reserves Page
If you have selected "custom" ordering for this Course Reserves Page you
can use the "Re-order" link to change the order that Documents and Folders
are displayed on your Course Reserves Page. Clicking on the link will open a
new window where you will see an expanded view of the Documents tab from the
Course Reserves Page. Each Document and Folder will have a menu next to its
title that contains its current position on a page or in a Folder. To change
the position of the item just select a new number from the menu and the item
will move up or down accordingly.
Note that if you want to move a Document into or out of a Folder you need to
use the Manage Documents link; to move Folders in/out of other Folders use
the Manage Folders link.
Section 06: Manage Folders
Instructors will often want to rearrange the Documents on their Course
Reserves Page to something other than the standard alphabetical or time
order. One of the easiest ways to help clean up the look of the Course
Reserves Page is to use Folders and Subfolders to organize content. Each
Course Reserves Page can contain as many Folders as you would like, and each
Folder can have an unlimited number of Subfolders.
To add a new Folder to your Course Reserves Page click the "Manage Folders"
link on the Page Management tab. In the new window click the "Add" icon, and
then enter the Folder name, select where it should be created, and enter an
optional password. You can also "hide" the Folder from Students using the
radio-button provided; this stops the Folder and its enclosed items from
being accessed by Students. Click "Save" to create the new folder, and
return to the Folder Management screen.
To update a Folder's name, password or location click its checkbox and then
the "Modify" icon. To remove one or more Folders from the Course Reserves
Page click their checkboxes and then the "Delete" icon. When deleting
Folders you need to choose what to do with its enclosed items; use the radio
button to move then enclosed items to the root level of the Course Reserves
Page or remove them from the page as well. Please note that when you delete
a Folder and choose to remove its enclosed items, the affected Documents are
not deleted from the system, they are only removed from this Course Reserves
Page.
Section 07: Student Email List
On the Course Info tab Students are provided with a link so that they
can sign up for "Email Alerts" for the Course Reserves Page. These
notification emails are sent out to all registered Students informing them
that a change has been made to the Course Reserves Page. Instructors and
other authorized users can also use this list to send email messages to all
registered Students with a single action. To do so click the "Student Email
List" link to open the management window.
In the new window you can use the standard icons and checkboxes to
create/update/remove Students as needed. To send an email, check the box for
each recipient and then click the "Email" icon to create your message.
In Docutek ERes all copyright functions are based on how a Document is
being used in the system, and not on the Document itself. This allows you to
have a different set of copyright information for each Course Reserves Page
the item is being used on. As a result all copyright actions will be
performed from the Page Management tab of a specific Course Reserves Page,
and not via the Document Management screen.
To being managing copyright use the Documents and Copyright link from the
Page Management tab to view a list of all the Documents on the Course
Reserves Page. Select the Document you want to work with by checking its
box, and then click the "Modify" icon to begin. In the new window you will
see the following tabs:
Document Info: This tab contains the basic information for the
Document, such as title, attached files, and bibliographic information. This
is exactly the same information you would see for the Document if you were
to modify it from the Document Management screen. Changes made here will be
evident on all Course Reserves Pages since these properties are on the
Document itself.
Document Association Info: These properties affect how the Document is
used on this specific Course Reserves Page, so this is where you can assign
a password or move the Document into a Folder. Changes made here will not be
evident on other Course Reserves Pages since they are specific to this use
of the Document.
Permission Request: This tab shows all the Permission Requests that have
been generated for the Document on this Course Reserves Page.
Copyright & Fees: This is the tab that is used when you need to specify
copyright information for the Document in relation to the current Course
Reserves Page You can also get a complete history of the copyright lifecycle
for the Document as it pertains to the current Course Reserves Page.
For a sample copyright workflow, and a more detailed explanation of the last
two tabs, please continue to the next page.
Section 02: Generating a Permission Request
To generate a Permission Request, click on the "Generate Permission
Request for this Document" link; this is accessible via the Document modify
sequence in Page Management. Once you have clicked on that link, you will be
asked to provide the following information for the Permission Request.
Permission Request Type: The type of Permission Request that you want
to create.
Number of Students: The number of Students that will have access to
this Document via this Course Reserves Page.
Usage Date Range: The period of time that the Document will be made
available.
Note/Invoice File: Associated file containing billing or other
information about this request.
Explanation: Any comments you may have regarding the Document or
request.
Once you have provided all of the necessary information, click on the
'Create' button to generate your new Permission Request. You can return to
the Permission Requests section to view/print your Permission Request at any
time.
Section 03: Sample Workflow: Requesting Permission from a Publisher
This sample workflow assumes that your Document has already been created
and added to the Course Reserves Page, and that you need to request
permission directly from the Publisher.
1) Go to the Page Management tab for the Course Reserves Page and click the
Document & Copyright link.
2) Check the box next to the Document and click the "Modify" icon.
3) Click the Document Info tab to make sure that a Publisher has been
specified. If not, click the link so that you can select one from the list
or create a new one as needed.
4) Click the Permission Request tab, and then the "Generate" icon to create
a new Permission Request for the Document as used on this Course Reserves
Page. Deliver the Permission Request to the Publisher via mail, their
Website, or email. If you need more help with this please see the previous
pages.
5) After you have sent the Permission Request go to the "Copyright & Fees"
tab and create a new entry, selecting "Pending" as the current permission
state.
6) As needed, you can generate additional Permission Requests until you
receive a response from the Publisher.
7) Once you have a response from the Publisher regarding the permission
request, return to the Copyright & Fees tab to enter information about the
response, to enter information about the new permission status (Granted,
Denied, etc.), as well as the amount charged and/or paid for the clearance.
Section 04: Generating a Copyright Transaction
To generate a Copyright Transaction, click on the "Generate Copyright
Transaction for this Document" link; this is accessible via the Document
modify sequence in Page Management. Once you have clicked on that link, you
will be asked to provide the following information for the transaction.
Copyright Permission: Copyright status you are claiming for the
Document.
Applicable Dates: The date range that your Copyright Permission status
will be valid; this is usually determined by how long you plan to use the
Document or the time period you received permission for.
Notes: Any applicable notes you may have regarding the use of this
Document on this Course Reserves Page.
Once you have provided all of the necessary information, click on the
'Save' button to record the new Copyright Transaction. You can return to
this screen at any time to see all the transactions for the Document
relative to its use on the current Course Reserves Page.
Section 05: Sample Workflow: Claiming Fair Use
This sample workflow assumes that your Document has already been created
and added to the Course Reserves Page, and that you have decided to claim
fair use for the item. Please note that claiming fair use for a Document
involves these four factors:
The purpose and character of the use
The nature of the copyrighted work
The amount and substantiality of the portion used in relation to the
copyrighted work as a whole
the effect of the use upon the potential market for or value of the
copyrighted work.
You should consult your local copyright policy before making a decision
about claiming Fair Use.
1) Go to the Page Management tab for the Course Reserves Page and click the
Document & Copyright link.
2) Check the box next to the Document and click the "Modify" icon.
3) Click the Document Info tab to make sure that a Publisher has been
specified. If not, click the link so that you can select one from the list
or create a new one as needed.
4) Go to the Copyright & Fees tab and click the "Generate" icon to create a
new copyright transaction. Select the "Fair Use" permission, enter any
relevant notes or dates, and click the "Save" button to complete the
transaction.
To properly manage copyright within Docutek ERes it is important that
you maintain a list of Publishers in the system. This allows you to assign
Documents to the proper Publisher, to generate Permission Requests, and to
manage Copyright Charge all within Docutek ERes.
Authorized users can access the Publisher Management screen via a link on
the Main Menu. Access to the Publisher Management screen is controlled via
Account Group permissions; there are only two levels of access: :
None: User has no access to the Publisher Management screen.
Full: User can create new Publishers, as well as modify/delete existing
Publishers.
Section 02: Creating a Publisher
To create a new Publisher go to the Publisher Management screen using
the link provided on the Main Menu, and click the "Add" icon. On the add
screen you will see several panels where you can enter information. Each
Publisher needs to have a name, as well as a unique identifier to make it
unique in the system. In addition you should also provide as much contact
information for the Publisher as this will be used when generating
Permission Requests. For a single Publisher with multiple locations or
groups, create individual entries for each address or contact you have.
Once you have entered the required information as well as the contact
information for the Publisher, click the "Save" button to create the entry.
If the create was successful you will be returned to the Publisher
Management screen, and a success message will be displayed. If an error
occurred you will see a warning message, and you will be given the
opportunity to try again or cancel.
Section 03: Updating a Single Publisher
To update a single Publisher go to the Publisher Management screen,
check the box next to the Publisher you want to update, and then click the
"Modify" icon. You will be taken to the update screen, and the selected
Publisher information will be "pre-populated" into the form for you. Change
the name, identifier and contact information as needed, and then click the
"Save" or "Cancel" button when you are finished.
Please note that there is no bulk update function available for Publishers.
Section 04: Deleting a Publisher
Docutek ERes provides a means to remove a Publisher from the system once
it is no longer needed, You can delete one or more Publishers via the
Publisher Management screen, which can be accessed from the Main Menu.
To delete one or more Publishers from Docutek ERes check the box in each row
of the "Listing" panel and click the "Delete" icon. On the next screen you
will see a summary of all the Publishers you have selected; this enables you
to verify that you are removing the correct items. You may also see a
warning message explaining why some Publishers cannot be deleted. In most
cases this is because they still have an active Document which needs to be
deleted.
After reviewing the items to be deleted, as well as the list of Publishers
that can't be removed, click the "Delete" button to permanently remove the
items from the system. Use the "Cancel" button to change your selections or
cancel the delete completely.
Please remember that once a bulk delete is completed the items are
permanently removed from the system and cannot be restored, so be sure to
verify that you are removing the correct items before you click the "Delete"
button.
The Ereserves Home is the first page that Students see when they
navigate to the Docutek ERes website. The Ereserves Home can be customized
to include as many Homepage Items as you would like to add. These can be
used to link users to your homepage, an instructional page, or any other
web-based resource you choose.
Authorized users can access the Homepage Item Management screen via a link
on the Main Menu. Access to the Homepage Item Management screen is
controlled via Account Group permissions; there are only two levels of
access: :
None: User has no access to the Homepage Item Management screen.
Full: User can create new Homepage Items, as well as modify/delete
existing Homepage Items.