context - york st john university · web viewthis component enables us to import and export files...

York St John University

Uploading to SITS using e:Vision and Document Manager

(Version 1)

ContentsContext.................................................................................................................................................. 1

Scanning the Document........................................................................................................................ 1

File Formats........................................................................................................................................... 2

Uploading a File to SITS using e:Vision.................................................................................................2

Getting Help........................................................................................................................................... 7

ContextThe University hold all sorts of information about its students, from biographical and contact information, application and programme details, module results and progression records, to various forms, letters, e-mails and notes from meetings. Historically, much of this information has been stored in paper files which have a number of drawbacks we are all familiar with;

they take up large amounts of valuable space, room best used for other purposes printing and filing takes time and effort, and retrieval can often be difficult information can be duplicated, either intentionally or not, as only one person or department

can view a paper record at a time paper is easily damaged, lost or misfiled.

We are implementing the SITS Document Manager component within our e:Vision system. This component enables us to import and export files of any file extension and store them as records within the SITS system, thereby replacing our paper files.

Scanning the DocumentProcedures for scanning documents vary according to model of scanner. Please see your scanner’s user guide for instructions on how to scan and create documents.

Documents should be scanned and saved in a suitable place on the S:Drive relevant to each department, prior to uploading to eVision. You can delete this document from your ‘storage’ folder once it has been successfully uploaded.

File Formats

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It is expected that the majority of files uploaded to SITS will be PDF documents, though for this initial implementation of SITS Document Manager, the following file extensions are permitted:

PDF documents .pdf Word documents .doc and .docx Outlook e-mail messages .msg, .htm and .html Text files .txt Images .bmp and .jpg Excel spreadsheets .xls and .xlsx Compressed files .zip

Currently, files are limited to 10 MB, though this is under review.

Uploading a File to SITS using e:VisionTo upload a scanned PDF or other document to SITS from your PC, you will need to access e:Vision, using your normal University username and password. If you do not currently have access to e:Vision please contact Registry (ex 6676).

The link to e:Vision can be found on the Staff Homepage.

The URL for direct access is http://www.yorksj.ac.uk/evision

If you are accessing e:Vision from a University PC, you will automatically be logged in. If not, log in using your normal University username and password.

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http://www.yorksj.ac.uk/evision

Once you have logged into e:Vision, you will see the following menu options on the left hand side. Select the Student Files option.

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You can either search for the student required by entering their student number into the Student Code field – without the slash number – or by entering their surname and forename.

The student selected will be shown. Check that you have retrieved the right student. If you have, click the View documents and add more to review what has already been added to this student’s record and to add further documents. If you have retrieved the wrong student, use the Clear button to try again.

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To upload a new document, click the Add new DOC button.

Select the type of document you want to upload from the drop down list of categories. Currently, the options are ‘Registry Forms’ and ‘General Student File Documents’ (please ignore ‘Programme Aims’). It is expected that the Faculties will use the General category for their student files, Registry Forms being used solely by Registry.

Ensure Attach to record is selected, and click Upload file>>.

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Use the Browse button to specify the document to upload.

In the Name field, identify the document.

Add any notes required into the Notes field. The Change Description and Keyword fields can be ignored.

Click Upload file. Your electronic filing of that document will be complete when the screen shows, in green, File Upload Successful.

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You will then be able to view the details of the document you have uploaded. To view the document, click its name under the Link column.

To upload another document for the same student, click Add new DOC.

To upload a document for a different student, click the Back to Vista button, followed by the Clear button.

Getting HelpIf you add the wrong file by mistake or need a file removed, contact Registry with the Student Number and the unique document identifier; SRS~STU~000000002 in the example above.

If the document does not appear once you have added it, refresh the page and/or re-retrieve the student. If it still does not appear, upload the document again.

If you have difficulties accessing your document once uploaded, contact Registry.

Problems relating to scanners should be logged with IT Helpdesk.

Terry Madeley27 September 2011

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