1. User Interface 4 Fundamentals
Instructor’s Notes

2. Accessing the Colleague Production Environment
Instructor Notes
Open a Browser and go to
Important! Please make sure that your popup blockers are disabled.
NOTE
CUSTOMIZE THIS SLIDE
This slide should be customized with your Colleague training
environment URL.
Logging into your Colleague Training Environment
Give each participant their individual login. If you have created a Colleague Login Sheet , you can pass it around and assign each participant a student number.
Ask participants to turn off popup blockers.
Instruct the participants to access and login to the training environment.

3. The Colleague UI Window
Instructor Notes
Search Area
Tabs
Logout
Help
Context Area
Menu Bar
This animated slide introduces the primary areas on the Colleague UI window.
Instruct the participants to fill in each bubble on the Colleague UI Window page with the following labels:
Search Area: Used to search for people/organizations and Colleague forms. The search box is watermarked with the type of search.
Tabs: Provides access to panels that display Search Results, the Colleague Navigation menu, and the user’s saved Favorites.
Logout: Allows you log out of the session.
Context Help : Help icons are scattered throughout Colleague and display online help depending upon the area chosen.
Context Area: Displays information about the records that the user has selected and can view or edit.
UI Form Area: Used to display Colleague forms.
Menu Bar: Provides a File menu, Options menu and comprehensive Help menu.
Note: The Colleague form is resizable and can be manipulated with a scroll bar.
UI Form Area

4. Menu Bar Instructor Notes
This animated slide introduces the options on the UI Menu Bar.
The File Menu is similar to the Microsoft file menu that allows you to perform basic save and print functions.
The Option Menu allows you to change preferences, change passwords and other advanced functions. In addition, you can clear the search history for both person and form searches. When you choose a search type, you can delete specific items from the search history. You can also reload a Colleague session without having to log out of Colleague. This is particularly helpful for Developers who may be making changes to Colleague forms, etc.
The Help Menu offers a comprehensive help menu that includes access to process and field help as well as documentation and user communities.

5. Search for Person Instructor Notes
Click Search or press the {Enter] key
Choose the Person Search icon
Enter Person Search Criteria
Advanced Search
Person Search also performs Organization search
Procedure for Person Search
Select the Person Search icon.
Enter Search Criteria similar to that used in a standard Person LookUp. This may include person’s name, Social Security Number, Colleague ID, or any of the “semi-colon” shortcuts that are available for Person LookUps in Colleague.
Click Search or press the Enter key.
Advanced Person Search
Advanced Person Search allows users to search for people based on a variety of attributes. This is essentially the equivalent of the existing “semi-colon” shortcuts, but presented in a more user-friendly fashion. The attributes listed in the Advanced Person Search dialog box may be customized by the institution.
Procedure for Advanced Person Search
In the Search Area, click the Advanced Search icon.
In the Advanced Person Search dialog box, enter your search criteria.
Click Submit.
Person search can also be used to search for organizations, since they are stored as type of “person” (co-file of PERSON table).
NOTE

6. Search Results Panel – Card View
Instructor Notes
Card View or Grid View
Number of results. Navigate through results pages.
Search Criteria
Search Results Panel Help
Add a person
Hide Search Results Panel
Search results from any search made in Colleague are displayed on the Search Results Panel. For example, when you perform a lookup for a specific item on a form or if you perform a standard person or form search, you will receive the Search Results Panel. Each record is identified with a sequence number that may be selected using the Select # field.
The panel includes the following key features:
Search Criteria: Criteria used to search for the appropriate records.
Card View and Grid View Toggling between these buttons allows you to view the search results in different views.
Number of Results: Navigation controls to move forward/backward through results pages.
Search Results Panel Online Help: Provides information about the fields on the Search Results Panel.
+Add: This is used to add a person to the Colleague database using the Name and Address Entry (NAE) form. The icon is enabled based on the context in which the user is working.
Open Selected Records: Select individual or multiple selected records.
Hide Search Results Panel: Click on the Hide Panel icon or click on the Search Results tab to hide the Search Results Panel.
Instruct participants to explain how Add Person and Hide Search Results function in their workbooks.
Open Selected Records

7. Search Results Panel – Grid View
Instructor Notes
Click on Column Headers to sort
Selected records are highlighted
Grid View can be used to display records in the Search Results Panel in a spreadsheet-like grid. Grid View displays more results per page than Card View (since photos are not displayed in Grid View).
This mode has several key features:
Selected Records: Selected records are highlighted.
Column Headers: Records are sortable by clicking on the column header.
Multiple records can be selected by holding SHIFT and/or CTRL key while clicking rows
Photos are not displayed
NOTE
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8. Comparison of Card View and Grid View
Card View vs. Grid View
Instructor Notes
Comparison of Card View and Grid View
Feature
Card View
Grid View
Photos
Displays photos of people (if available)
Does not display photos
Selecting multiple records
Click each record
Use CTRL- or SHIFT- while clicking each record
Number of records displayed per page
Smaller number
Larger number
Sorting records
Not sortable
Sort by clicking on column headers
Default Display by Number of Columns
Results with more than 3 columns will be displayed
Results with 3 or less columns will be displayed
Review the table to illustrate the differences between card view and grid view in the Search Results Panel.
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9. Context Area Instructor Notes
Card Scroller scans through stacks of cards.
Card Selector
Buttons
Information displayed is configurable by the institution
Active Card is labeled as Active Context
The Context Area contains information about the Person or Organization records that have been selected.
The Context Area has a few key features:
The information displayed is configurable by the institution. This task is performed by the Colleague Administrator.
The Card Scroller allows the user to move through the stack of cards in the Context Area. The card you have loaded is labeled as Active Context.
The Card Selector displays all of the available cards in the stack in a Results panel. You can select which cards you would like to work with and perform basic functions such as Open, Remove, Map and Add to Favorites directly from the Results Panel.
The five buttons located on the right side of the Context Area are:
Mapping feature (optional)
Add a person or people to Favorites
Copy form
Online help about the Context Area
Close one or all records in the Context Area
Instruct the participants to complete the descriptions for each of the Context Area buttons.
Open
Remove
Mapping
Favorites

10. Mapping Instructor Notes Address Mapping button Best View
Location pushpin
OPTIONAL SECTION
If your institution is not implementing the mapping feature, you can delete this slide and slide 18 of the presentation and pages 13 and 17 of the participant’s workbook,
NOTE
The Mapping feature is used to display one or more addresses on a live Internet map. Two options are available when the user clicks the Mapping icon (purple pushpin):
Map Current: This will display the address of the current record on the map (if there is a valid address).
Map All: This will display the address of all records in the Context Area (for those with valid addresses).
On the map, the Best View function can be used to scale the map to a “best fit” size. The Card Scroller buttons in the Context Area can be used to cycle through each address, displaying it on the map.

11. Activity: Search for Person
Instructor Notes
In this activity you will:
Search for a person(s)
Explore the use of the Search Results
Panel
ACTIVITY: Search for Person
Instruct the participants to complete all of the steps and answer the following questions in their workbooks.
4a: List at least three ways to select records on the Search Results Panel. (Hint: Don't forget to try both Card View and Grid View).
Select by clicking beside the record
Select by entering the ID number in the Select # box
Select by clicking Select All
Select multiple records with CRTL and selecting the record
Select multiple records with SHFT and selecting the record
4b: Hide the Search Results Panel using the icon, then unhide it by clicking the Search Results tab at the top of the Colleague UI Window. What happens to your search results?
The search results reappear
8. Explore the Advanced Person Search functionality. What is displayed in the Search Results For heading at the top of the Search Results form?
The criteria for the search will display.
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12. Activity: Context Area
Instructor Notes
In this activity you will:
Explore the use of the Context Area
ACTIVITY: Context Area
Instruct the participants to complete all of the steps and answer the following questions in their workbooks.
2b: Select and open 2 more records. What happens in the Context Area?
Two additional records are added to the number of records.
3b: Advance through the stack of cards using the Card Scroller, noting the order of the records. How have the new cards been sequenced? The cards are listed in the order they were added to the Context Area.
3c: Click on the Card Selector, noting the order in which the records are listed. How have the new cards been sequenced?
The cards are listed in alphabetical order.
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13. In this activity you will:
Activity: Mapping
Instructor Notes
In this activity you will:
Use the Mapping feature
OPTIONAL ACTIVITY
If your institution is not implementing the mapping feature delete this slide and page 17 in the participant workbook.
NOTE
ACTIVITY: Mapping
Instruct the participants to complete all of the steps and answer the following questions in their workbooks.
1d: Locate the purple pushpin on the map, then hover your mouse cursor over it. What do you see? The address of the person selected.
1f: Repeat steps a-d, but instead of choosing Map It, choose Map All. What is the difference between the two choices?
Map It displays the current Person Card address. Map All displays the addresses for all Person Cards in the Context Area.
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14. Search for Form Instructor Notes Choose the Form Search icon.
Enter a mnemonic or title word
Click Search or press the [Enter] key
Similar to searching for a person, Colleague now provides the ability to search for a form. Forms can be searched for by mnemonic or by title word.
Procedure for Form Search
Select the Form Search icon.
Enter a mnemonic or title word.
Click Search or press the Enter key.

15. Navigation Panel Instructor Notes Single Expand or Multi Expand
Choose application
Use scrollbar to view entire list of search results
In addition to the ability to search for a form, Colleague also provides the traditional menu structure within the Navigation Panel. This is accessible by clicking the Navigation tab.
When using the Navigation menu, the user must select the application of the menu he/she wishes to see. Again, only a single Colleague form may be launched at a time.
Open selected form (or double-click form)
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16. Card number (from Context Area)
Colleague Forms
Instructor Notes
Add to Form Favorites
Slider Bar
Process Help
Colleague forms are displayed in the UI Form Window. Some features of the Colleague form are:
Scaling using the Slider Bar - You can scale an individual form or all forms to an appropriate size by using the Slider Bar.
Procedures for Scaling Forms
Choose the appropriate scale by using the scaling slider bar on the form you are working on.
Determine at what level you want the scaling to occur.
To clear scaling defaults, Select Options>Clear All Form Scale Defaults
Card number (from Context Area)
If you want to set the scale
Then
For this form only
Save out of the form
Return to the form to verify the changes took place.
For ALL forms
Select Options
Select Set Form Scale Default.
Log out of Colleague and log back in to verify the changes took place.
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17. Card number (from Context Area)
Colleague Forms
Instructor Notes
Add to Form Favorites
Print Form
Slider Bar
Hidden Slide
Process Help
How Colleague Forms Behave
In addition, the initial behavior of a Colleague form will depend largely upon the type of record that may exist in the Context Area.
Instruct participants to list in their workbooks the three ways a Colleague form will display
If there is no card in the Context Area, then the form will behave as it normally does in Colleague. That is, it will display the standard LookUp prompt(s).
If there is an active card in the Context Area, and the type of record matches the form’s initial LookUp prompt, then that record will be loaded into the form. Additional LookUp prompts may appear if that is appropriate for the particular form.
If there is an active card in the Context Area, but the type of record does not match the form’s initial LookUp prompt, then the form will behave as it ordinarily does in Colleague. That is, it will display its standard LookUp prompt(s).
Card number (from Context Area)
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18. Comments Instructor Notes Comments Field Find Next Timestamp Comments
Comments
When adding comments to a form, you can add the comments in a dialogue box that provides a timestamp for individual comments. You can also find comments by using the Find Next button.
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19. Window Groups Instructor Notes Navigation Bar Window Groups
Window Groups
When there are window groups (fields arranged in columns and rows on a form) attached to fields, such as in the address fields shown, they are now highlighted and shown with a navigation bar.
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20. Print Form Instructor Notes Print Form Print
Print
You can print Colleague forms locally or to a network printer by choosing the print button.
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21. Bar Graph Instructor Notes Bar Graph Bar Graph
Bar Graph
When a process is running in Colleague, such as in the report browser shown, you can now view a bar graph of its progress and choose when it should close.
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22. Activity: Colleague Forms
Instructor Notes
In this activity you will:
Search for a Colleague form by title and mnemonic
Execute a Colleague form with multiple records
Explore the different ways Colleague forms behave depending upon the contents of the Context Area
ACTIVITY: Colleague Forms
Instruct the participants to complete all of the steps and answer the following questions in their workbooks.
1d: In the Context Area, use the Card Selector and/or Card Scroller to advance to other people. What happens each time you select a different person?
The information on the form changes to match the person in the Context Area.
1e: In the Context Area, click the Close icon , then select Close Current. What happens? The current person record will close.
1f: In the Context Area, click the Close icon , then select Close All. What happens to the Colleague form? All of the person records will close.
2d: What happens when the Locations form appears? Is this what you expected? The form is loaded and the LookUp prompt for the form appears. The context area does not change.
3c: What happens when the Course Details form appears?
The form is loaded and the LookUp prompt for the form appears.
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23. Activity: Additional Form Features
Instructor Notes
In this activity you will:
Set the default scale for your instance of Colleague.
Set the scale of an individual form.
Clear scaling.
Print an Active Form.
ACTIVITY: Additional Form Features
Instruct the participants to complete all of the steps in their workbooks.
Make sure participants log out of Colleague and back in to verify the scaling took effect.
Make sure participants save out of the form and look at that form and another form they choose to compare the different scaling.
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24. Add Person to Favorites
Instructor Notes
Add Person to Favorites
Add Form to Favorites
Colleague now provides the ability to add “people” to Favorites, in addition to forms. People from the Context Area can be added to Favorites by using the Add to Favorites icon (yellow star) in the Context Area. The following choices are available:
Add Current to Favorites. This adds only the active person in the Context Area to Favorites.
Add All to Favorites. This adds all people in the Context Area to Favorites.
A Colleague form can be added to Favorites using the Add to Favorites icon (yellow star) in the upper right corner of the UI Form Area.
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25. Adding to Favorites Dialog Box
Instructor Notes
Displays people (or form) to be added to Favorites
Create a new folder
When adding Favorites, the user has the ability to create a hierarchical folder structure in which to store them. Separate folder structures exist for People Favorites and Form Favorites.
View existing folders
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26. Favorites Panel Instructor Notes Manage People Favorites
Manage Form Favorites
Use CTRL or SHIFT to select multiple people
Select a single form only
The Favorites Panel is used to manage the user’s People Favorites and Form Favorites. There is a drop down menu in each section that allows the user to collapse, expand, remove, and rename favorites.
People Favorites
Multiple people may be selected (using SHIFT and/or CTRL key while clicking each person) and opened. These records will be added to the cards in the Context Area.
Procedure for Creating a Shared List
Select one or more people from the Favorites panel.
Using the drop-down menu in the People section, choose Create Shared List.
Enter a name for your Shared List. If the name already exists, you will be given a choice to overwrite or cancel.
Shared Lists can be recalled using the Advanced Person Search feature and entering the Shared List name in the Shared List field.
Each Shared List is stored as a saved list of PERSON ID’s in Colleague.
NOTE
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27. Favorites Panel Hidden Slide Instructor Notes Manage People Favorites
Manage Form Favorites
Hidden Slide
Use CTRL or SHIFT to select multiple people
Select a single form only
Form Favorites
A Colleague form can be launched from the Form favorites. Additionally, by selecting a Colleague form and one or more People favorites, the form and Person records can be launched simultaneously.
Instruct participants to explain the Favorites drop-down menus in their workbooks.
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28. In this activity you will:
Activity: Favorites
Instructor Notes
In this activity you will:
Add People Favorites
Add Form Favorites
Use Favorites to execute a Form
Create and use a Shared List
ACTIVITY: Favorites
Instruct the participants to complete all of the steps and answer the following questions in their workbooks.
3f: Click Open. What happens?
The first person selected and the EMER display and all of the other person records are loaded into the Context Area.
5d: Click Search. What happens? The person records in the Shared List are displayed.
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29. Preferences Instructor Notes Color themes Background Color
The user has the ability to tailor the user interface to his/her liking using the Preferences feature. Preferences are organized in two categories, Layout and Miscellaneous.
Layout Preferences
Under Layout preferences, the user has the following choices:
Color Theme. Several pre-configured color themes are available to choose from.
Background Color. The user may choose how light or dark the background color will be in Colleague.
Background Color
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30. Preferences Instructor Notes Photos on/off
Set Number of Search results Per Page by View
Set when a Bar Graph closes.
Miscellaneous Preferences
Under Miscellaneous preferences, the user has the following choices:
Display Person Photos. If the institution has enabled the photo integration, then the user can choose whether or not he/she wishes to view photos in Colleague. If the institution has not enabled photos, then this option will be disabled for the user.
Default Number of Search Results. The user may select from pre-configured number of search results per page in the Search Results Panel.
Bar Graph. Users can check this box if they would like any progress bar graphs to close automatically when the process is finished.
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31. Course Review You are now able to:
Instructor Notes
You are now able to:
Perform tasks in Colleague using User Interface 4.
Use enhanced features to make your Colleague usage more effective.
Instructor Notes:
Review the objectives that were introduced at the beginning of the class and ask the participants if they have any questions about the material covered today.