1 Introduction To Datatel Colleague USER INTERFACE 4.2 West Valley-Mission Community College District

Datatel’s User Interface (UI) LINK 2 Employee Link Datatel UI Link Or type in the “ui.wvm.edu” address

3 Before launching UI 4.2, please disable all popup blockers: In Internet Explorer, go to Tools  Pop-up Blocker  Turn Off Pop-up Blocker In Firefox, go to Tools  Options  Content tab In Safari, uncheck “Block Pop-up Windows” under the Safari menu To display the Welcome page, go to the address: We suggest you bookmark this address.

Navigating User Interface If this screen flashes and returns, follow the instructions for disabling Pop-up Blockers.

Login Dialog Box 5 -Enter your four characters (in lower case) Datatel user ID and password -Click LOGIN

6 -First time users should take this Quick 5 minutes Tour -Be sure to mark the “Don’t Show Me Again” box -Click CLOSE

What’s New With User Interface Window Resizing and Form Scaling -Update Search Field -LookUp Search Results -Updated Features in Colleague Forms -New Comments Dialog Box -Updated Map Window -Expanded View of All People in Context -Query Builder is No Longer Accessible from UI 4.2; however, you can still use it in UI 4.1 or the Desktop Client -Click Log Out, don’t just click X -F10 has changed to F9

Window Resizing and Form Scaling 8 Form Scale Slider Move the Form Scale Slider to resize the current form and make the information larger or smaller as needed. Colleague will remember the setting the next time you open that form. Go to the Options menu  Set Form Scale Default to save the scale for all your forms at once to the current setting.

Update Search Field 9 Search field now uses icons and text prompts Click the icon to the left of the search text box to switch between searching for a person (human figure icon) or a form (computer screen icon) Click this icon to switch between Person and Form search (Ctrl + Shift + S)

LookUp Search Results 10 Colleague resolution forms have now been replaced by the Search Results panel. This allows the flexibility to view things like purchase orders or code files in a grid view, and sort on any column of data that is displayed.

Update Features in Colleague Forms 11 Right-Click for Cut, Copy, and Paste You can cut, copy, or paste text in any field on a UI form. Select the text and right-click to access these options, or use the standard keyboard shortcuts (Ctrl+X, Ctrl+C, and Ctrl+V). New Controller to See Additional Pages of Data Within a Table Wherever the fields are organized in rows and columns. You can “page down” to see more rows, and a new window controller appears at the top of the table to make moving around and viewing the rows and pages of data a little easier. Export to Excel Select the Export to Excel button to export all rows of data from the table to a spreadsheet. Export button Click and hold on “Page” to slide controller Click Next Page after last row to add a new row Scroll Buttons

12 Print Form Button Print form button allows you to directly print the current form along with the Person in context associated with the form. Form Background Color Options  Preferences (Ctrl+Alt+P) You can select one of the available form background colors (light, medium, or dark) to adjust the contrast between the background of a Colleague form and the text fields.

New Comments Dialog Box 13 You can easily insert a date/time/login ID stamp into the comments using the Timestamp button. Updated Report Browser UI 4.2 provides an updated report browser with easy printing to a local or network printer.

Expanded View of All People in Context 14 The View All Records in Context button now provides an expanded card view, spreading out the cards so you can view or select several at one time. From this view, you can select one or several people to map, save as favorites, or remove from context. Click the View All Records In Context button… …to spread out all cards currently in context.

The User Interface 4.2 Window Search Area Context Area Menus Tool Bar Form AreaForm Scale Slider Form Print Button The icon to switch to People Search or Form Search Tabs 15

Search Area 16 Person/Form Search Icon (Showing Person Search; click to switch to Form Search) Enter search criteria here Access recent search terms here Advanced Search Icon Click the icon to the left of the search text box to switch between searching for a person (human figure icon) or a form (computer screen icon). To search for a person or organization, switch to the person icon, then enter the name or ID number in the search box. You can use the Advanced Person Search icon to search for person-related records using multiple customizable search parameters (such as part of the address and class standing). To search for a form, switch to the Form icon and type the mnemonic or words associate with the title of the form in the search box.

Tabs 17 Search Results Tab: To return the results of the last search. Navigation Tab: to access a colleague form by navigating through the Colleague menu structure, which you can use to view and access all menus and forms that you have permission to use. Favorites Tab: to access all people and forms that you have saved as favorites.

Click this star button Then select Add current to favorite To Save People as Favorites 18 Person Search Icon Enter person name To save a person to favorites, select Person Search Icon, then click on Add to Favorites (gold star) button in the Context Area (for person-related records).

This gold star is to add to People favorite To Save a Form as Favorites 19 Form Search Icon Enter Mnemonic Click this star button to add form favorite To save a form as favorites, select Form Search Icon then click on the Add to Favorites (gold star) button in the UI Form Area (for form).

Menus 20 Save: Saves data on the current form. Save All: Saves data on all open forms. Cancel: Cancels changes on the current form. Cancel All: Cancels changes on all open forms. Record Delete: Delete the record on the current form. Detail: Accesses the detail form (or menu of available forms) from the current field. Print: Print the current form. Logout: Exits UI 4.2. File Menu

21 Options Menu:Preferences: You can change color theme, font size, and other settings. Clear Search History: You can clear search history, contexts, and form scale values. Reload Colleague Session: This option lets you refresh your session with software updates that may have been made or loaded into the environment while you were logged in (development environments). Show Field Sequence: Shows the current tab sequence for fields on the current form. Disable Custom Field Sequence: Restores the default tab sequence for fields on the current form. Customize Field Properties: For the current form, allows the user to customize the default tab sequence for fields and mark fields as required. Set Form Scale Default: Sets the global default scale factor for all forms to the current scale factor (set using the slider bar at the top of the UI form area). Forms with individual scale factor overrides are not affected by this global default. Clear All Form Scale Values: Clears all individual form scale factors and the global default scale factor.

22 Help MenuHelp Menu provides access to process and field help for the current colleague form. It also provides access to the quick tour, a list of all keyboard shortcuts, and a Help About message that provides information such as the current UI version number. Additional to the Help menu, there are also Help buttons which are each denoted by a question mark icon: The help button in the top right corner of the UI window provides an overview of the UI 4.2 interface and its features. The help button in the Context Area provides specific information about using the features of the Context Area. The help button on the Favorites panel provides specific information about working with favorites. UI Window Help Context Area Help UI Form Help

23 The Context Area Privacy Indicator Card Title Bar View All Cards in Context Previous Card Next Card Mapping (disabled) Add to Favorites Privacy MessageLaunch Copy WindowHelpClose

Search Area Context Area Menus Tool Bar Form AreaForm Scale Slider Form Print Button The icon to switch to People Search or Form Search Tabs The Form Area: 24

25 Form and Window Size: If you need to make a form larger or smaller, use the Form Scale Slider to zoom in or out. To set a default scale factor for all forms, use the Preferences  Set Form Scale Default option to set the factor for all forms. To clear all form scale values, use the Preferences  Clear All Form Scale Values option. Scrolling and Exporting: Export button lets you export the entire contents of the table to an Excel spreadsheet. Export Button Click and hold on “Page” to slide controller Click Next Page after last row to add a new row Scroll Buttons

Person Search 26 Card View ButtonGrid View Button Select All Check Box Add New Record button (disabled) Collapse ButtonSelect # FieldOpen Button - You can sort the results or resize the columns in Grid View - To open the record(s), enter the select number(s) in the Select # field separated by commas for individual record; dash for a range of records. - Or Click Select All box to select all records - Or click checkbox(es) in Card View - Or Ctrl + Click to highlight the selected records in Card View or Grid View - Click the Open Icon to open the selected record(s)

Advance Person Search 27 Advanced Search Button Advanced Person Search Dialog Box Person Search Icon

28 Procedure for Copying a List of Favorites From the Advanced Person Search dialog box, enter the name of the shared list you want to copy in the Shared List Name field. Click Search. From the Search Results panel click Select All, then click Open to load all records into the Context Area. From the Context Area, select the Add to Favorites (gold star) button and Add All to Favorites. Create a folder for the list.

Navigation Panel 29 Shows all menus and forms that you are able to access in Colleague Application Drop-Down List Single Expand Button Multi-Expand Button Help for the Navigation Panel Scroll bar: appears if the list of menu items is larger than the available display space for the Navigation Panel Open Button Panel Collapse Button Single Expand button to expand only the selected menu and collapse any other menus that are currently expanded. Multi Expand button to keep currently expanded menus open when you expand a new one.

Favorites Panel 30 Folder of People Favorites People Favorites Options Button Folder of Form Favorites Form Favorites Options Button People FavoritesForm Favorites To add one or more people to your Favorites, select Person Search Icon then click Add to Favorites (gold star) button in the Context Area. To add the current form to your Favorites, select Form Search Icon, enter form name, then click the Add to Favorites (gold star) button in the upper right corner of the UI form area.

Managing Favorites 31

32 Create Shared List: -Available only from the People Favorites Options button. -Select one or more people from your favorites, or a folder of people, and then click Create Shared List to create a list that can be shared with coworkers. Collapse All: -To collapse all Favorite People or Form folders. Expand All: -To expand all Favorite People or Form folders. Remove Selected: -Select the items you want to remove, and then select Remove Selected from the Options button drop-down menu to remove them from your favorites. Rename: - Highlight the folder or item you want to rename, and then select Rename from the Options button drop-down menu to edit or rename the selected item.

Customizing the Field Properties for a Form 33 Process field number tool tip for the Prefix field (yellow tool tip) Tab sequence number tool tip for the Prefix field (orange tool tip) The Customize Field Properties Dialog Box Customized tool tip for the Type field

34 You can use field customization to determine the tab sequence of fields on a form. Option Menu  Customize Field Properties includes the following sections for customization: Field Sequence: Let you can specify a first field, last field, and tab sequence. Field Access: Lets you specify which fields on the form are Required, Inquiry Only, or No Access.

35 Any question? You may also contact the IS Help Desk at x2696 for further assistance.