Publications Tab - Create New Catalog - General Information

The first set of tabs used to setup a new publication are the "General Info" tabs.

The catalog name is filled in from earlier steps.  The created date is generated automatically.  Use the "guidelines" box to enter some general information and notes about the publication.  This box can also be left blank. 

In this example, notes are made about the programs to be included in the publication.

The next tab is the "Catalog Administrators" tab. 

Note that the user who created the catalog is automatically identified as a "Catalog Administrator."  Use the "Actions" tab in the upper right corner to add other administrators if desired.  To add another administrator, either pick a name from the list displayed or use the search box to find the individual you wish to add.

Users can also use other functions in the Actions tab to check individuals and remove them or email them from this screen.

The next tab in this group is the "Preferences" tab. 

Once the "Allow other users...." box is checked and a date is entered in that line, the remainder of the functions appear.  This is where a user sets parameters for programs that are to be included in a publication.  The preferred date range is entered to narrow down the program selection.  To further narrow the selection, program specialties can be selected but are not required.  If more than one specialty is desired, hold the control key down and click on more than one.  If a "parent" specialty is selected, all specialties in that group are automatically included.  In the example above, if Health and Human Issues were selected, that specialty and all those below it (through "Community Health") would be highlighted.

Next tab is the "Preferred Programs" tab. 

Once the parameters for programs to be included were identified in "Preferences," a list of those programs in generated for the "Preferred Programs."

Suggested steps for working on this screen:

  • Use the "Check All" button in the upper right corner to select all of the programs in the list.
  • If there are programs in this list that should not be included, remove the check from that particular program.  If you save this screen, when you return to the screen, you will see the program  you check appears at the bottom under the heading -- "The following programs should likely be added to the catalog."
  • You can use the "View additional programs" to see other programs that could be added.  If you are searching for a particular program, use the next tab ("Selected Programs") to search for it.
  • To save the selections from this screen click on "Save Changes and Close," or just move to the next tab.

Notice there are filters at the top of this screen.  A user can use the filters to narrow the list of programs displayed here.  This will not affect the complete list of programs included in a catalog but will allow a user to see the program pertaining to them that will be included in the catalog.

The next tab is "Selected Programs."  Use the "Actions" tab to:

  • Check programs you would like to remove from the list
  • Search for a particular program that should be in the list

If using the search feature, a user can use one or many of the filters to search for a particular program.  Once the list is displayed based on your criteria, check a program or programs that you wish to be included.

The final tab in this section is the "Partners" tab.  This will give the user a list of all the program directors and program associates associated with the programs in this particular publication.  The list of names and emails are links.  If a user wishes to communicate (email) with a particular individual, click on the name or the email and the user's default email client will launch and the user will be able to email that individual.  If a user wishes to email the entire list or a few individuals on the list, user the "Action" tab to check individuals and then select "Email Checked Relations."  An internal email function will launch with the names filled in.  This email client is quite standard.  If you wish to perform more complex tasks (include attachments) within an email, it is best to copy the addresses, paste them is a default client and proceed from there. 

The "General Info" Tasks are now complete.

Keywords:Catalogs, print publications   Doc ID:46333
Owner:Roberta W.Group:Continuing Studies Information System
Created:2015-01-21 11:56 CDTUpdated:2015-03-04 13:48 CDT
Sites:Continuing Studies Information System
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