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
If you can’t find your file on the computer, use the Spotlight (search) tool. Click the little magnifying glass at the top right corner of the screen. In the pop-up box type the title of your document or some words within the document. Your computer will search for it.
Label your work correctly. Follow your teacher directions on how to title your projects. If the teachers allow you to choose, you may want to do the following:
- The name of your project + Your name + The date
- Example: My autobiography – Laura – May 2012
Do not use periods when naming your document.
These instructions show you how to create a “Hand-In, Hand-Out” Collection (folder) in StuDocs where students can place class work.
NOTE: All student uploads to StuDocs are set to be private by default – only the student who uploads the file (and teachers) will be able to see & download them.
Add a Collection
- Access Student Docushare by typing keyword “studoc” in the LPS Keyword/Search box.
– Teachers: LPS e-mail + password
– Students: Students ID# + password
- Navigate to your workspace by clicking on the text link “Elementary School Collections” followed by a click on your school name, then your grade level.
- Add a Collection (folder) to your workspace by selecting “Collection” from the drop-down menu labeled “Add…”
- Title your collection and click the “Apply” button bottom of the screen. (Or you can just press the “Return” key.)
You are finished and your students can now upload to the collection (folder) you created.
Other things to consider when creating a collection…
- Give your collection a Title that is meaningful to your class.
- The Summary field will appear below the title and can be used to add context or guidance to the students as they look for the collection.
- The Description field will only be viewable while the collection is open. Many teachers use this to provide project instructions. Note that when typing in the description field you have rich text options like numbered lists and bold text. Use them to make the instructions stand out at the top of the project page.
- If it is necessary for students to be able to see & download each others’ files, that modification has to be made by the student themselves when they are uploading the individual files.
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
- Open your Google Docs Home screen.
- 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.
- From the “More” button menu, choose “Download…“
- 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.
- Click the “Download” button.
- 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.
- 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.
A while back we posted a number of tips on how to reduce your email load on our servers. Find those tips here:
One of the tips involves archiving older messages to DocuShare for access in emergency situations, then deleting them from Zimbra. For a quick tutorial on this process check out this video.
Archiving LPS Zimbra Mail to DocuShare
- Open LPS Zimbra
- Click the Preferences tab along the top of the window
- Click “Import/Export” on the left side of the window
- In the Export section of the page, check the “Advanced Settings” checkbox
- UN-check Tasks, Calendar and Address Book (leaving Mail selected)
- Select a date range to gathering email from. (For example – 1/01/2011 – 12/31/2011)
- Click the Export button.
This saves a single .tgz file to your computer. A .tgz is a “zipped up” archive containing all of the mail in the date range you selected as individual files. You can upload this single .tgz file to DocuShare for archival purposes.
Once you are confident that the messages are safely in DocuShare, you can delete the email from your email folders.
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.
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:
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.
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.
- Student word processing without the need to open or save documents on a desktop computer.
- Student exposure to collaboration features.
How to Start:
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
- Click on your desktop to switch to “Finder”.
- From the “Go” menu at the top of the screen, choose “Connect to Server”
- Set the Server Address field to read as follows, then click “Connect”
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.
- 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.
- 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.
- 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:
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.
- 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.
- Using Zimbra compose (or forward) an email message addressed to:firstname.lastname@example.org
- 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.
- The Subject of the email message will become the document Title in DocuShare.
- 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.
- 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:
- Click on the Properties icon for the object
- Look for Handle: and you will find the object’s unique identifying number.