In April, 2014 the implementation of the Paperless Purchase Order Workflow System took place.  Purchase Orders created from this point forward will use the paperless system.  With the implementation, Schools and Departments will no longer receive hard copies of their Purchase Orders; however, this same information may be obtained by running the Purchase Order Listing by Requisition/Location (PUR.640) report on the AS400 or by searching for the scanned documents via the DocuShare for Purchase Order Workflow site.

Purchase Order Listing by Requisition/Location (PUR.640)

The Purchase Order Listing by Requisition/Location program will provide a report showing the Requisition Numbers and the Purchase Order Number they are attached to.  In addition, the report provides the items ordered and cancelled, the cost of each item, the total amount of the PO and the account number(s) being used.  It has been suggested that this report be run weekly, even though some weeks you may have no new information.

LPS Documentation:     Purchase Order Listing by Requisition/Location (PUR.640)

DocuShare for Purchase Order Workflow

The DocuShare for Purchase Order Workflow program is used for electronic storage of Purchase Orders, Invoices, Notes, and etc. as well as provide a quick and efficient way to search for and retrieve those documents.

Keyword from the LPS Web Page       POWFDOC

LPS Documentation:     DocuShare for Purchase Order Workflow – Ordering Personnel Version

             DocuShare for Purchase Order Workflow – Accounting, Purchasing, DC, and F&M Version

Purchase Order Workflow

The Accounting Department, Distribution Center, Facilities and Maintenance, and Purchasing Department, will use the Purchase Order Workflow program to produce Expediting Reports, Accounting Reports, and to search for and/or maintain scanned invoices.

Keyword from the LPS Web Page       POWF

LPS Documentation:     Purchase Order Workflow

Google Docs are a great tool for creating and collaborating around documents, spreadsheets, presentations and more. However, Google Docs are not the official document repository in LPS – that duty falls to DocuShare for many reasons.

Once you’ve completed a Google Doc, the appropriate next step would be to archive a copy of that document to DocuShare. The good news is that the process only takes a few moments!

Downloading files from Google Docs

1. Open your Google Docs Home screen.
2. Select the individual files you wish to download to your computer, to select ALL documents, click the first document at the TOP of the list and then scroll all the way down to the end of the list, hold the shift key down and click the LAST document on the list.  Make sure you are at the very bottom of the list.  All files will be selected with a blue highlight.
   NOTE: You may want to start by selecting “Owned By Me” on the left side of the window to only view your own docs. Then select all files.
3. From the “More” button menu, choose “Download…“
4. In the downloads pop-up window, look to see that the formats the files will be downloaded in are as desired. If not, choose different formats with the provided pull-down lists.
5. Click the “Download” button.
6. Wait for your web browser to download the individual document or zipped file containing multiple documents, or click the “Email When Ready” button to have Google send you an email notification when the process is complete.

Now that you have a copy of the file or files you want from Google Docs on your computer, you can upload them to DocuShare individually if desired, or you can upload the zipped file to DocuShare for archival purposes.

Notes

• RE: The original documents in Google Docs
  When you download from Google Docs, the original document is unaffected. You are downloading a COPY of that file(s) to your computer.
• RE: Using ZIP files in DocuShare
  To get all of the benefits of using DocuShare, there is no way around uploading each individual file you have via the web browser. However, there are instances in which you may not need or want access to individual files in DocuShare, you just want to get your stuff into DocuShare for sharing or safe keeping. Uploading a ZIP file accomplished this quickly and efficiently. You can always get the individual files back by downloading the ZIP file out of DocuShare onto your desktop and double-clicking on it. It will open to reveal the individual files contained within.

Students are doing more and more of their work digitally, instead of on paper. Teachers may be interested in what options exist for managing the logistics of a digital workflow @ LPS. Here are some of the biggest resources you have.

Student Docushare

Basically: There are actually two different DocuShares. “DocuShare for Staff” (blue) and “DocuShare for Students” (red). DocuShare for students is also known by the name “StuDocs”.

Availability: LPS staff and students can all login to Student DocuShare from any internet connected computer, at school or at home. Find Student Docushare by typing “studocs” in the LPS keyword field found on the top right of www.lps.org.

Features: DocuShare for Students is the same tool as the DocuShare for Staff that you are used to using. However, there are significant differences in how the “permissions” are set in Student DocuShare. LPS Staff members have the ability to see EVERY file on Student DocuShare. This includes the files of all students, as well as the files of all other staff members that have been placed in Student DocuShare (This only applies to Student DocuShare, not Staff DocuShare)

Perfect For: Hand-in and hand-out of digital work. Everything a student uploads to Student DocuShare is defaulted to be unavailable to other students, but as a staff member you can see it all. Students can access Student DocuShare from anywhere, so this offers an option for students to access and/or share their work at home.

Note that students can change the permissions of a file they have uploaded to make it visible to the other students. If you consider this to be “cheating” on a particular assignment, respond to the behavior in the same way you would if this were not a digital tool.

How to Start:

• Students will need to know their LPS username (really their ID number) and password, which allows them to login to the online systems in LPS. Teachers can access these student numbers and Passwords from within the Pinnacle online gradebook or download them from within the Elementary Report Card (ERC/eCard) system.
• The following PDF files will assist Teachers who want to set up a hand-in and hand-out workflow with students:
  • Create a class collection
  • Change access permissions on your class collection
  • Create a hand-in collection
  • Create a hand-out collection
  • Ideas for streamlining the viewing of student work
    
  • STUDENTS: Add a class collection as favorite
  • STUDENTS: Hand-in an assignment to a hand-in collection
  • STUDENTS: Download a file from a hand-out collection

eDisk for Students

Basically: Teachers who need their students to save multimedia work that is difficult to upload to DocuShare have an alternative called Student eDisk. (LPS eDisk Overview.)

Availability: Students can access eDisk from anywhere in the building – but not from home. There is no ability to share files or drop files from user to user.

Features: eDisk is a network storage location that your computer can connect to.

Perfect For: Students who are working on large or multi-file projects that are difficult to save on a file-by-file basis. (i.e. iMovie, Keynote, web design, other multimedia projects.)

How to Start: All student-use, AD-bound workstations (ones in which students login with their own logins and passwords, typically used in middle schools and high schools) will automatically mount eDisk on login. Since some computers (especially in the elementary schools) are not AD-bound, instructions are provided directly below to connect manually.  Note that eDisk Connect should be in the Applications folder on elementary fixed and mobile lab computers.  It may also be on the dock of the mobile lab computers.

• Connecting to eDisk for Students (PDF)

LPS Google Apps (Docs)

Basically: LPS Google Docs is an online word processor, spreadsheet, presentation and form creation tool that enables teachers and their students to create, store and share instantly.

Availability: LPS staff and students can login to LPS Google Apps from any internet connected computer, at school or at home by visiting the LPS homepage and typing keyword “goog“. in the LPS keyword field found on the top right of www.lps.org.

Features: Google Docs is very easy-to-use!

• Store and/or share documents instantly and securely.
• Collaborate online with the people of your choosing – in real time.
• Create items from scratch or upload existing documents, spreadsheets and presentations.
• Create templates for students to fill out.
• Create forms for users to fill out and have the responses collected in a spreadsheet.

Perfect For:

• Student word processing without the need to open or save documents on a desktop computer.
• Student exposure to collaboration features.

How to Start:

• Begin with the LPS Google Docs overview page on the LPS website.
• For much more information, visit Google Docs @ LPS Basics (Note the links at the bottom of the ‘Basics’ page with additional tips and tricks.)
• A related topic of note: ‘Forward your LPS Google Apps Email‘
• Students will need to know their LPS username (really their ID number) and password, which allows them to login to the online systems in LPS. Teachers can access these student numbers and Passwords from within the Pinnacle online gradebook, or download them from within the Elementary Report Card (ERC/eCard) system.

ElemShare

Basically: Elementary teachers who need students to save work to a commonly shared space but do not want to set up a place on DocuShare OR are working with children in primary grades where DocuShare may be a little too complex have an alternative called ‘ElemShare’. ElemShare is a special eDisk folder that everyone in a building shares.

Availability: Students and staff can access ElemShare from anywhere in the building – but not from home.

Features: Like eDisk, ElemShare is a storage location. Think of it like a big community shelf that you can put things on, and take them off again.

Perfect For: If you are using a computer lab with your students (mobile or fixed) and need all of the students to save their work quickly, in a place where you can access it and pull it onto your own teacher laptop.

How to Start: This process of accessing ElemShare from a lab computer varies greatly from building to building. If you need assistance, please put in a Helpdesk ticket or possibly speak to a lab instructor for assistance.

Access ElemShare From Your Classroom

1. Click on your desktop to switch to “Finder”.
2. From the “Go” menu at the top of the screen, choose “Connect to Server”
3. Set the Server Address field to read as follows, then click “Connect”
   smb://studisk.lps.net
   Note: If you think you will ever want to do this again in the future, you can click the plus sign (+) to bookmark this server address.
4. Login using the Registered USERNAME and PASSWORD shared by your building. If you do not know this information, please contact the Helpdesk or put in a support ticket.
5. From the list of options presented, login to the volume called “Elemshare.” You are now connected to the building’s shared folder. Create a folder for your temporary use and drag any files into or out of this folder as needed.

Important considerations

• This is truly a shared resource by the entire building. Every student and teacher has equal access.
• A student can OPEN or DELETE another student’s work. It is important to let students know that it would be inappropriate to do this, even though the computer allows it.
• This folder is limited in storage space. To avoid problems with this, please consider ElemShare to be TEMPORARY storage only. Delete your students’ work at your earliest opportunity.

The process of scanning from any MFD in LPS to a collection in DocuShare is the same in regard to WHAT you need to do, but different from one type of MFD to the next in regards to the ORDER in which you do it. Here are links to the documents that outline exactly what to do when on our two major MFD types:

• Xerox WCP 232/255 [.pdf]
• Xerox WC 7655 [.pdf]

Below are the main pieces of information to know, regardless of MFD type:

• Place the documents to be scanned face up in the Document Feeder.
• Log in to the MFD with your 6-digit Employee ID
• Press the Network Scanning button on the MFD touch screen
• Press the keyboard icon to login to the LPS network by typing your email username and password
• Select the X_DocuShareOCR template from the MFD touch screen.
• Select options as indicated below:
  • Collection #: The number of the DocuShare collection that you are scanning to.  It must be your own personal collection or a collection for which you have Write privileges
  • Password: Your DocuShare password.
  • Scan Title/Filename: Enter the title and default file name for the scanned file.
  • Summary: [OPTIONAL]
  • Keywords: [OPTIONAL]
• Press Done and then press OK.
• If it is a two-sided original, Press the tab labeled 2 (Basic Settings) and select 2-sided.
• Press the green Start button. If you have another document to scan repeat the previous steps as necessary
• Log off of the MFD
• If an error sheet prints immediately following the scan, the document was not scanned to DocuShare. Read the error sheet for processing error details.

Stapling in Landscape Orientation when Scanning to LPS Print Center

Note that there is a difference if you are wanting a landscape orientation job stapled by the LPS Print Center. Instructions can be found here.

Email to DocuShare is utilized when you would like to include an email message as part of your resources or to share with others.

1. Using Zimbra compose (or forward) an email message addressed to:documail@lps.org
2. The body of your message must begin with: To: Collection-XXXX
   XXXX = the collection number that you are sending to.
   NOTE1: For more information on collection numbers see the tutorial titled Object Handles.
   NOTE2: You must have Write privileges to this collection.
3. The Subject of the email message will become the document Title in DocuShare.
4. You may also attach documents to the message prior to sending it. Any documents that are attached to this message will appear along with the Mail Message.
5. Send the message.
   Within a few minutes you will be able to see the message appear as a document in DocuShare. You will also receive an email response from DocuShare alerting you to the addition of the new document and providing a link to it.

Every object added to DocuShare receives a Handle (number) that makes it unique. Why does that matter to you? By and large it does not. However, there are certain situations when knowing the Document Number or Handle of an object can allow you to use some advanced features of DocuShare, for example: scanning a document from an MFD to a Collection, adding an image to a wiki, or emailing a document to a Collection.

To find the Handle of any object in DocuShare:

1. Click on the Properties icon for the object
2. Look for Handle: and you will find the object’s unique identifying number.

When you’ve previously downloaded any Document from DocuShare and made changes to it on your computer, updating DocuShare with the new version couldn’t be much easier.

1. Click the red Upload a New Version icon that looks like an up arrow. The Add Version page appears.
2. Click the Browse button.
3. Navigate to the location on your computer that contains the document you want to add as a new version, select it, and click Open.
4. In the Title field the new version is assigned the original document’s title. You may change it if you wish.
5. Enter any comments in the Version Commentsfield if you like. This can be valuable in the future when you can’t remember which version of your document was which.NOTE:If the previous version of the document was Locked, the Unlock Document field appears. Click ‘No’ if you do not want to unlock the document after adding the new version. For more information about “Locked” documents view the documentation in the DocuShare User’s Guide titled LOCKING DOCUMENTS.
6. Click Apply.

Viewing a document’s version history

1. Click the Properties icon for the document you wish to view the history of. The View Properties page appears.
2. Click the Version History link in the left column. The page displays all saved versions of the document.
3. To view a specific version of the document, click its title.

Max Versions

By default, DocuShare saves the four most recent versions of a document. In other words, when you upload the 5th version, the 1st version disappears. You can change this default setting by changing the document’s Max Versions property on the Edit Properties screen.

A difficult part of managing electronic documents has always been keeping track of all the various places the wind has blown a file in its life. DocuShare makes this easy!

DocuShare can “co-locate” any Object, including Documents, Collections, URLs, Discussions,, Blogs, etc.

When you use the Edit menu to Copy an Object and Paste it into another location, DocuShare does not reproduce that Object. Instead, it creates a Reference to the original Object in the new location. Think of a Reference like a shortcut or alias on your desktop computer.

As far as anyone else can tell, there are multiple copies of the Object, but you know better!

Why is this so beneficial? Besides reducing the number of files residing on the DocuShare server, it allows you to make a single item accessible in as many locations as you like. When it comes time to make a change or update the Object, you only have to make that change ONCE. It’s a beautiful thing.

Every DocuShare object has a set of permissions called its access list (ACL). The access list defines who has what rights to view, delete, or change a DocuShare object. The object’s owner (or any user with Manager permission) can assign and change these permissions.

As the owner of the DocuShare objects that you add to your site, you control the type of access users have to those objects. You can change this at any time.

Levels of Authority

DocuShare provides the following levels of access permission that you can assign to users and groups:

To whom are you referring?

Not all DocuShare users are created equal. There are two Group accounts that you should be aware of.

Edit Permissions to make them work for you.

You must be the logged-in Owner or Manager of the object in order to edit the permissions.

1. Locate the object whose permissions you want to change.
2. From the object’s ‘More Actions’ menu at the right end of the file listing, select Permissions.
3. To change the list of users and groups who have access to the object, click the Change Access List button.
4. In the Show field, select the type of account you want to search for to display in the Possible Users/Groups field.
5. Do one of the following:
   1. To find a specific account, enter part of the user’s first name, last name, or username or the group’s title in the Search field. Click the Go button.
   2. To display all accounts, click Show All, or to display your favorite accounts, click Show Favorites.
6. In the Possible Users/Groups field, select the accounts that you want to add to the access list and click the Add button.
7. In the Selected Users/Groups field, select any accounts that you want to remove from the access list and click the Remove button.
8. Click Update Access List.
9. The Permissions page appears, displaying the new access list.
10. Check the permission boxes you want for each user and group displayed in the access control list.
11. Click Apply.