Colleague User Interface 4.x, UI Desktop, UI

Datatel Colleague®
Guide to User Interfaces
Colleague User Interface 4.x, UI Desktop, UI Web
Release 18
February 5, 2010
For last-minute updates and additional information about this manual, see AnswerNet page 1926.37.
Guide to User Interfaces
© 2010 Datatel, Inc.
All Rights Reserved
The information in this document is confidential and proprietary to and considered a
trade secret of Datatel, Inc., and shall not be reproduced in whole or in part without
the written authorization of Datatel, Inc. The information in this document is subject
to change without notice.
Colleague and ActiveCampus are registered trademarks of Datatel, Inc. ActiveAlumni
and ActiveAdmissions are trademarks of Datatel, Inc. Other brand and product
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Table of Contents
9
User Interface 4.x
11
Logging Into User Interface 4.x
11
11
In This Chapter
Procedure for Logging Into User Interface 4.x
13
Navigating User Interface 4.x
13
14
15
21
21
21
22
22
22
23
23
24
25
26
27
27
31
34
36
38
40
43
44
45
45
49
53
54
56
In This Chapter
The User Interface 4.x Window
Parts of the User Interface 4.x Window
Colleague Forms in User Interface 4.x
Parts of a Form
Form Mnemonic and Name
Fields
Table
Detail Button
Window Operation Button
Scroll Button
Date/Calendar Button
Calculator Button
Drop-Down List Button
Accessing Information
Person Search Results Panel: Grid View
Person Search Results Panel: Grid View
Advanced Person Search
Form Search
Opening a Form Using the Navigation Panel
Accessing People and Forms Using the Favorites Panel
Using LookUps
Using LookUp to Find Records
LookUp Shortcuts
Standard LookUp Shortcuts
Person- and Organization-Related LookUp Shortcuts
Adding Records from a LookUp
Keyboard Shortcuts
Viewing Online Help in User Interface 4.x
59
Performing wIntegrate Tasks in User
Interface 4.x
59
In This Chapter
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60
61
63
63
64
65
66
66
69
70
71
71
Query Builder
Importing and Exporting Files
Batch and Report Processes
Message Bar Graph
Single-Process Bar Graph
Multiple-Process Bar Graph
Browsing Reports
Procedure for Browsing a Report
Using the Report Browser Toolbar
Setting Report Browser Preferences
Adding an Environment
Procedure for Adding an Environment
73
Customizing User Interface 4.x
73
73
76
76
77
81
81
82
84
85
87
87
In This Chapter
Defining User Preferences
Adding and Accessing Favorites
Adding Favorites
Accessing Favorites
Field Sequence
Field Sequence Limitations
Customizing Field Sequence
Field Customization Restrictions
Procedure for Customizing Fields on a Form
Procedure for Disabling Field Sequence
Procedure for Showing Field Sequence
89
UI Desktop and UI Web
91
Logging Into UI Desktop and UI Web
91
91
93
In This Chapter
Procedure for Logging Into UI Desktop
Procedure for Logging Into UI Web
95
Navigating UI Desktop and UI Web
95
96
98
98
98
98
99
In This Chapter
The UI Desktop Window
Procedure for Navigating the UI Desktop Window
Parts of the UI Desktop Window
Title Bar
Application Icon
Menu Bar
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100
100
100
100
101
101
103
103
103
104
104
104
105
106
107
107
107
108
108
110
110
110
110
110
110
111
113
113
115
115
116
116
117
118
119
120
122
122
123
124
124
128
Toolbar
Quick Access
Record Delete
Save and Cancel
Hide/Show Menu Tree
The UI Web Window
Procedure for Navigating the UI Web Window
Parts of the UI Web Window
UI Web Menu
Toolbar
Quick Access
Save and Cancel
Record Delete
Envision Forms in UI Desktop and UI Web
Types of Forms
Accessing Forms
Accessing Forms From the TreeMenu
Accessing Forms From the Quick Access Field
Accessing Forms From the List of Favorites
Accessing Forms From the Envision Run Dialog Box
Parts of a Form
Form Tab
Form Mnemonic and Name
Header Block
Data Area
Fields
Table
Form Control Buttons
Detail Button
Window Operation Button
Scroll Button
Date/Calendar Button
Calculator Button
Drop-Down List Button
Finding a Record
Using LookUp to Find Records
Finding Multiple Records
Toggling Through Multiple Records
Save a Record and Display Another Record
Cancel Your Changes and Display Another Record
LookUp Shortcuts
Standard LookUp Shortcuts
Person- and Organization-Related LookUp Shortcuts
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132
132
133
133
133
134
Adding Records from a LookUp
LookUp Strings
Viewing Online Help
Field Help
Function Help
Process Help
135
Performing wIntegrate Tasks in UI Desktop
and UI Web
135
135
137
139
139
140
141
142
143
143
146
147
148
148
150
150
152
155
155
157
In This Chapter
Query Builder
Importing and Exporting Files
Batch and Report Processes
Message Bar Graph
Single-Process Bar Graph
Multiple-Process Bar Graph
Terminal Window Bar Graph
Browsing Reports
Procedure for Browsing a Report
Using the Report Browser Toolbar
Setting Report Browser Preferences
Adding an Environment
Procedure for Adding an Environment
The Multi-Line Text Editor
Single-Line Text Editor vs. Multi-Line Text Editor
Using the Multi-Line Text Editor
Copy and Paste Text
Loading Existing Records
Date and Time Stamp
159
Customizing UI Desktop and UI Web
159
159
159
160
161
163
163
165
168
170
170
172
In This Chapter
Defining Your Preferences
Defining Fonts
Procedure for Defining Font Preference
Defining Colors
Defining Favorites
Procedure for Adding Favorites
Organizing Favorites
Procedure for Moving a Shortcut to a Folder
Field Customization
Field Customization Limitations
Customizing Field Sequence
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174
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Customizing Field Access
Field Customization Restrictions
Procedure for Customizing Fields on a Form
Procedure for Disabling Field Sequence
Procedure for Showing Field Sequence
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Guide to User Interfaces
User Interface 4.x
User Interface 4.x
0
0
Logging Into User Interface 4.x
In This Chapter
This chapter provides you with information about accessing and logging into
User Interface 4.x.
Procedure for Logging Into User Interface 4.x
Complete the following steps to log into User Interface 4.x. Your system
administrator will provide you with a web address for accessing UI 4.x. If you
are using the Datatel Portal, you can access UI 4.x from the Portal page.
Step 1. Start User Interface 4.x on your PC by opening your web browser and going
to the web address provided by your Colleague system administrator.
The Login dialog box is displayed.
Figure 1: Login Dialog Box
Step 2. Enter your Colleague user ID and password.
Step 3. Click LOGIN.
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User Interface 4.x: Logging Into User Interface 4.x
The Quick Tour window appears, providing you with the option to view a
presentation about the features available in the most recent version of User
Interface 4.0.
Technical Tip: Select the Don’t Show Me Again box if you do not want
the Quick Tour window to display each time you log in. You can access
the Quick Tour at any time by clicking the main UI Window Help icon
in the upper right corner of the UI Window.
Step 4. Click the Play arrow if you want to view the Quick Tour presentation.
Or, click Close if you want to open Colleague in User Interface 4.x without
viewing the presentation.
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User Interface 4.x
1
1
Navigating User Interface 4.x
In This Chapter
This chapter helps you learn how to use User Interface 4.x. It includes
instructions for accomplishing various tasks, such as accessing a form, saving
your work, and using online help.
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User Interface 4.x: Navigating User Interface 4.x
The User Interface 4.x Window
User Interface 4.x is a user-friendly, intuitive interface for working with
Colleague.
If you are familiar with Colleague in the UI Desktop or UI Web interfaces,
you may notice that this interface is very similar, but with some features not
previously available. See Figure 2 for an example of the UI 4.1 interface.
The User Interface 4.x Quick Tour provides a brief overview of many of these
new features. To access the quick tour, click the UI Window Help icon (see
Figure 3) in the upper right corner, then select Quick Tour from the menu.
Figure 2: The User Interface 4.x Window
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The User Interface 4.x Window
Figure 3: Window Help Button
UI Window Help Button
Help Menu
Parts of the User Interface 4.x Window
The User Interface 4.x Window has the following areas to help you work with
Colleague easily and effectively.
Search Area
The search area of the User Interface 4.x Window, in the upper left corner (see
Figure 4), lets you search for people or forms to work with. You can search for
a person by selecting the Person radio button and then entering information
such as the name or ID number in the search box, and a Search Results panel
will display all person records that match the search criteria you entered. You
can also use the advanced person search feature to search for person-related
records using multiple customizable search parameters (such as part of the
address or class standing). To perform an advanced search for person-related
records, click the Advanced Person Search icon (magnifying glass to the
right of the Search button).
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User Interface 4.x: Navigating User Interface 4.x
You can search for a form by selecting the Form radio button and typing the
mnemonic or a word from the title of the form in the search box. In most
cases, when you enter the mnemonic for a form in the search box, the form
opens right away.
Note: Some UT forms, such as the ones used to define operator
records or security classes, need to be accessed from a specific
application in order to access or create application-specific data. To
access these forms for a specific application using the Form Search
feature, enter the application mnemonic followed by a dash, then the
form mnemonic (such as CORE-SCDF to access the SCDF form for
the CORE application or UT-SCDF to access the SCDF form for the
UT application). These UT forms show the current application in the
header, so check to make sure the correct application is selected when
you access one of these forms.
Figure 4: UI 4.x Search Area
Tabs in the User Interface 4.x Window
The tabs available in the UI 4.x Window are shown in Figure 5. This section
describes each tab.
Search Results Tab. When you search for a person or form, the search results
appear on the Search Results panel. This panel hides after you select the
records or form you want. When the panel is hidden, you can click on the
Search Results tab to return to the results of the last search. If “Person” is
selected in the search area, the last person-related search results are shown. If
“Form” is selected in the search area, the last form search results are shown.
Navigation Tab. Click on the Navigation tab to access a Colleague form by
navigating through the Colleague menu structure, which you can use to view
and access all menus and forms that you have permission to use. Use the
Application drop-down menu to view the menu structure for any available
application.
Favorites Tab. Click on the Favorites tab to access all people and forms that
you have saved as favorites. You can save a person to favorites by clicking the
Add to Favorites (gold star) button in the Context Area (for person-related
records) or the UI Form Area (for forms).
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The User Interface 4.x Window
Figure 5: Tabs in the User Interface 4.x Window
Window Help Button
In the top right corner of the UI window, there is a Help (?) button (see
Figure 3) that provides access to online help, a quick tour, a list of all
keyboard shortcuts, and a Help About message that provides information such
as the current version number for User Interface.
Window Options Button
In the top right corner of the UI window, there is an Options button that lets
you access a menu for setting various UI options. You can access a
Preferences dialog box, where you can customize some of the User Interface
features (such as color preferences and font size). These are personal
preferences. Other preferences can be set at the institutional level. You can
also clear your person and form search history, and the UI 4 logout option is
also available from this menu.
Figure 6: Window Options Button
Window Options
Button
Options Menu
The Context Area
The Context Area displays one or more “cards,” which contain information
about the current person-related records that you are working with. The
information contained in the Context Area cards can be customized at your
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User Interface 4.x: Navigating User Interface 4.x
site. If you have questions or would like to propose changes in what is shown
in the Context Area, contact your Colleague System Administrator. The
Context Area currently displays information only for person-related forms.
If the Context Area is blank, use the Person search feature to select Person or
Organization records to work with. When you open the selected records, they
are loaded into the Context Area as “cards.” If you have opened a personrelated form first (with no cards in the Context Area), you can use LookUp to
search for records and load them into the Context Area as cards.
Person Cards can include photographs (if set up by your institution) and other
identifying information about the person (such as name, address, and ID).
Your institution can customize the information shown on the Person Cards.
Organization Cards include similar identifying information but do not include
photographs.
The Context Area can hold one or more cards of the same type (person cards
or organization cards) but not both at the same time. When multiple cards are
loaded into the Context Area, you can use the Next and Previous buttons to
scroll through the cards. You can also use the card selector drop-down list in
the middle of the card title bar to go directly to a specific card.
If privacy codes are enabled at your institution, privacy messages for a person
displayed over the Context Area for a few seconds then fade away. An
exclamation mark indicator (!) in the far left of the card title area indicates a
privacy message is available for a person. Click this indicator to view the
privacy message again. If the privacy settings do not allow you to access a
person’s record, you will only be able to see the name and ID of the person,
with a message stating that the record is not accessible because of privacy
settings.
If allowed by your institution, you can click the Mapping (push pin) button to
map the addresses of the current card or all cards in the Context Area.
Click the Add to Favorites (gold star) button to add the current card or all
cards to your Person Favorites.
Click the Launch Copy Window (green page) button to launch a new
browser window with the contents of the current context card in a format that
lets you select and copy the text and then paste it into another application.
Click the Context Area Help (question mark) button to access this help
message.
Click the Close (x) button to close the current card or all cards in the Context
Area.
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The User Interface 4.x Window
Many of the features in the Context Area are accessible through keyboard
shortcuts. See “Keyboard Shortcuts” on page 54 for more a full list of all
available keyboard shortcuts. For more information about customizing the
information shown in the Context Area, see the UI 4.x Installation and
Administration manual, which is available from http://clients.datatel.com.
Figure 7: User Interface 4.x Context Area
Privacy Indicator
(if enabled)
Card Selector
Drop-Down
Card Title
Bar
Person Photo (if enabled)
Previous
Card
Privacy Message (if enabled)
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Next
Card
Mapping
(disabled)
Launch Copy Window
Add to
Favorites
Help
Close
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User Interface 4.x: Navigating User Interface 4.x
The UI Form Area
The UI Form Area displays the Colleague forms that you are currently
working with. See Figure 8 for an example of the UI Form Area.
Several buttons are available in the UI Form tool bar. The Save All and
Cancel All buttons and the corresponding File menu options (available from
the UI Form Options button in the top left corner of the UI Form Area)
enable you to save or cancel all of your changes simultaneously to every form
that is currently open in this session. The Save and Cancel buttons enable you
to save or cancel changes to the current form.
Technical Tip: Cancel All does not cancel all changes made to all
people in the context area. It cancels out of any detail forms and
cancels changes to the current record only. When you move from one
person to the next in the context area, the changes made to the first
person are saved. Changes are saved automatically if your institution
has final prompting turned off. (Datatel recommends that final
prompting is turned ON.)
The Delete button is used to delete an entire record. It works only for forms
that have been defined to allow this option. When you click this button, you
are prompted to confirm that you want to delete the entire record.
Screen Resolution
User Interface 4.x was designed using a minimum screen resolution of
1024x768. Depending on how User Interface 4.x is configured on your PC,
you may have the ability to resize the User Interface 4.x browser window, but
resizing the window will not resize the application.
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The User Interface 4.x Window
Colleague Forms in User Interface 4.x
Figure 8: Colleague Form in User Interface 4.x
UI Form Options Button
UI Form Tool Bar
Parts of a Form
Form Mnemonic and Name
A mnemonic provides you with a quick way to identify a form by its
abbreviated name.
Figure 9: User Interface 4.x Mnemonic and Name
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User Interface 4.x: Navigating User Interface 4.x
Fields
A field is any place on the form where data is displayed or where you enter
data. In most cases, each field is accompanied by a field label indicating what
kind of data belongs in the field.
What you are allowed to enter in a field may be restricted by Colleague.
Table
A table is a set of related fields. Each field in a table can have multiple values.
Furthermore, there are usually several fields in a table that are associated with
each other in some way; these are often referred to as associated multivalues.
Some sets of associated multivalues are presented as rows and some are
presented as columns; that is, some tables are row-oriented and some are
column-oriented. In either case, the intersection of a column and a row is
referred to as an element. Read each set of fields across a row.
Detail Button
Some forms give you only limited or summary information about a certain
item, but provide you with the capability of moving to another form. This
form, which is known as a detail form, provides more complete information
on that item.
You will know a detail form is available from a field if there is a Detail button
to the right of the field. Such fields are referred to as detail fields.
Note: The tab farthest to the right represents the active form. To
ensure that each record is completed properly, only one form can be
edited at a time. All forms below the current open form are inquiry only
and do not allow input. Data on these forms is grayed out while another
form is active.
Figure 10: User Interface 4.x Detail Button
Detail
Button
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The User Interface 4.x Window
Window Operation Button
A Window Operation button enables you to insert or delete a row of data.
Figure 11: User Interface 4.x Window Operation Button
Window Operation Button
When you click the Window Operation button, a dialog box is displayed, as
shown in Figure 12.
Figure 12: Select Window Operation Dialog Box
„
„
„
Click Insert to insert a new row above the current row.
Click Delete to delete the current row.
Click Cancel to leave the row unchanged and return to editing.
Scroll Button
Scroll buttons enable you to view multiple values. There are two different
types of Scroll buttons:
„ Small buttons appear to the right of fields that display one value at a time.
„ Larger buttons appear to the right of fields that display two or more values
at a time.
Figure 13: User Interface 4.x Scroll Buttons
Scroll Buttons
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User Interface 4.x: Navigating User Interface 4.x
Date/Calendar Button
A Date/Calendar button appears to the right of each date field.
Figure 14: User Interface 4.x Date/Calendar Button
Date/Calendar Button
Click the Date/Calendar button to display the calendar browser, as shown in
Figure 15. Click the desired date in the calendar to select it.
Figure 15: Calendar Browser
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The User Interface 4.x Window
Calculator Button
A Calculator button is displayed to the right of each numeric field.
Figure 16: User Interface 4.x Calculator Button
Calculator Button
Click the Calculator button to display a calculator, as shown in Figure 17.
Figure 17: Calculator Feature
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User Interface 4.x: Navigating User Interface 4.x
Drop-Down List Button
A Drop-Down List button appears to the right of each field that has a
predetermined set of valid entries. Click the Drop-Down List button to
display a list of valid codes. Click the appropriate code to select it.
Figure 18: Drop-Down List
DropDown
Button
Drop-Down List
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Accessing Information
Accessing Information
You can access information in several ways:
„ Person Search
„ Form Search
„ Navigation Panel
„ Favorites Panel
Person Search Results Panel: Grid View
When you search for a person or corporation, the search results show all
records that match the search criteria you entered. When viewing search
results in Card View, you can see photos (for people) in addition to other
information about the records, such as addresses or phone numbers. The
information displayed in the search results for Card View can be customized
for your institution.
To switch between Card View and Grid View, click the Card View or Grid
View button at the top of the search results page (see Figure 19).
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User Interface 4.x: Navigating User Interface 4.x
Figure 19: Person Search Results, shown in Card View
Card View Button
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Grid View Button
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Accessing Information
Selecting Records
To select a record to work with, click anywhere on the card. When you click
anywhere on a card, the color changes to indicate that it is selected. You can
double-click on a single record to select it and open it in the Context Area.
To select multiple records, click on more than one card. Click on a selected
card again to cancel the selection.
In the Select # field, you can also enter the numbers of the records that you
want to select, separated by commas for individual record numbers. Use a
dash to enter a range of record numbers.
Use the Select All check box to select all search results. This option selects all
pages of search results, not just the current page of results
Opening Records
After selecting the records you want to work with, click Open to add those
records to the Context Area. If any records were already in the Context Area,
new ones added from this search will appear in sequence immediately after
the current card. The first card of the selected records will be in focus, and the
current form will be populated with that record’s information.
Adding a New Record (if allowed)
If you cannot find the record you want in the search results, enter A at the
Select # text box or click the Add New Record button at the top of the search
results panel. If adding a new record is not allowed, this button is not
available (grayed out). Be sure to follow your institution’s record search
procedures to search existing records thoroughly before adding a new record
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User Interface 4.x: Navigating User Interface 4.x
(to reduce the occurrence of duplicate records). When you click the Add New
Record button, the search panel is collapsed, and you are able to enter
information for the new record on the UI form presented.
Note: The Add New Record button is enabled only if you accessed
the search results panel by searching for records from the LookUp
prompt and if the form allows you to add a new record. If you perform
a person search first (before opening a form), the Add New Record
button is not available because each form dictates whether new
records can be added or not. If a form is open and you perform a
search using the search feature rather than LookUp, the Add New
Record button is not available. The LookUp prompt can be accessed
by opening the form first or by finishing from the last person card in the
Context Area.
Filtering Results
If your search results contain both person and organization records, you can
use the filter feature to show only person records (individuals), organization
records (organizations), or both (combined). To filter your search results, click
the Filter drop-down and select the option that you want to use for filtering. If
the search results contain only person records or only organization records,
the only drop-down option for filtering will be “combined.”
Sorting Results
Sorting search results is available only in Grid View. To sort search results,
first switch to Grid View by clicking the Grid View button at the top of the
Search Results page if necessary. In Grid View, you can sort the person search
results by any available column. Click once on a column header to sort the
results by that column in ascending order (low to high or alphabetical), then
click the column again to sort the results by that column in descending order
(high to low or reverse alphabetical).
Returning to Your Most Recent Set of Search Results
You can return to the most recent person search results by selecting the Person
option in the search area and then clicking on the Search Results tab. If the
Form option is selected in the search area when you click the Search Results
tab, you will return to the results of the most recent form search.
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Accessing Information
Person Search Results Panel: Grid View
When you search for a person or corporation, the search results show all
records that match the search criteria that you entered. Search results in Grid
View are displayed in a spreadsheet format, with the results in rows and
columns. You can sort the results on any available column. You can resize the
columns if needed. You may have to scroll horizontally in the search results
panel to see all available columns. You can click and drag a column heading
to rearrange the columns. The information displayed in the search results for
Grid View can be customized for your institution.
Note: Person photos are not available in Grid View. Photos are
available in Card View only.
To switch from Grid View to Card View, click on the Card View button at the
top of the search results page.
Figure 20: Person Search Results Panel: Grid View
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User Interface 4.x: Navigating User Interface 4.x
Selecting Records
To select a record to work with, click anywhere on the row for that record.
When you click anywhere on a row, the color changes to indicate that it is
selected. A triangle also appears in the left column to indicate that it is
selected. Double-click on a single record to select it and open it in the Context
Area.
To select multiple records in sequence, click on the first record you want and
then shift-click on the last record in the sequence. To select multiple person
records that are not in sequence, click on the first record you want and then
ctrl-click on the other records.
You can also enter the numbers of the records you want to select in the Select
# field, separated by commas for individual record numbers. Use a dash to
enter a range of record numbers.
Click Select All to select all records shown in the search results. This option
selects all pages of search results, not just the current page of results
Opening Records
After selecting the records you want to work with, click Open to add those
records to the Context Area. New cards added to the Context Area from this
search will appear in sequence after existing cards.
Adding a New Record (if allowed)
If you cannot find the record you want in the search results, enter A at the
Select # text box or click the Add New Record button at the top of the search
results panel. If adding a new record is not allowed, this button is not
available (grayed out). Be sure to follow your institution's record search
procedures to search existing records thoroughly before adding a new record
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Accessing Information
(to reduce the occurrence of duplicate records). When you click the Add New
Record button, the search panel is collapsed, and you are able to enter
information for the new record on the UI form presented.
Note: The Add New Record button is enabled only if you accessed
the search results panel by searching for records from the LookUp
prompt and if the form allows you to add a new record. If you perform
a person search first (before opening a form), the Add New Record
button is not available because each form dictates whether new
records can be added or not. If a form is open and you perform a
search using the search feature rather than LookUp, the Add New
Record button is not available. The LookUp prompt can be accessed
by opening the form first or by finishing from the last person card in the
Context Area.
Filtering Results
If your search results contain both person and organization records, you can
use the filter feature to show only person records (individuals), organization
records (organizations), or both (combined). To filter your search results, click
the Filter drop-down and select the option that you want to use for filtering. If
the search results contain only person records or only organization records,
the only drop-down option for filtering will be “combined.”
Sorting Results
In Grid View, you can sort the person search results by any available column.
Click once on a column header to sort the results by that column in ascending
order (low to high or alphabetical), then click the column again to sort the
results by that column in descending order (high to low or reverse
alphabetical).
Returning to Your Most Recent Set of Search Results:
You can return to the most recent person search results by selecting the Person
option in the search area and then clicking on the Search Results tab. If the
Form option is selected in the search area when you click the Search Results
tab, you will return to the results of the most recent form search.
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User Interface 4.x: Navigating User Interface 4.x
Advanced Person Search
The Advanced Person Search feature lets you search for person-related
records using one or more additional criteria defined by your institution. The
Advanced Person Search feature also lets you retrieve a previously saved
shared list name.
To access the Advanced Person Search dialog box, click on the Advanced
Search (magnifying glass with plus sign) button to the right of the Search
button. See an example of the Advanced Person Search dialog box in
Figure 21. You can enter criteria in one or more fields on this dialog box to
search for people that meet all of the criteria specified.
Use the Shared List Name field to retrieve your own or another user’s shared
list (saved list). Enter the shared list name here and click Search. The person
records from the shared list are loaded as person search results.
Figure 21: Advanced Person Search Dialog Box
Advanced
Search Button
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Accessing Information
Procedure for Copying a List of Favorites
To create your own copy of this list of people in your Favorites, follow these
steps.
Step 1. Make sure your Context Area is clear (no people cards loaded into it). If
necessary, collapse the Person Search Results panel to get to the Context Area
and close out all cards.
Step 2. From the search results panel. Click Select All to load all records into the
Context Area.
Step 3. From the Context Area, select the Add to Favorites (gold star) button and
Add all to favorites.
Step 4. Create a folder for the list.
Note: If you save a copy of a shared list in your favorites, remember
that the list in your favorites is a local copy. Changes made to either
the shared list or to your local copy will make the lists become out of
sync. If you want to be sure you are working with the correct and
current shared list of people each time, load the shared list each time
rather than using your own copy.
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User Interface 4.x: Navigating User Interface 4.x
Form Search
When you search for a form, the search results show all records that match the
search criteria you entered.
The results are displayed in a spreadsheet format, with the results in rows and
columns. Icons also indicate the type of form (maintenance, inquiry, report, or
procedure). You can sort the results on any available column. You can resize
the columns if needed, and you may have to scroll horizontally in the search
results panel to see all available columns.
In most cases, when you enter a mnemonic in the form search text box, that
form appears right away and the search results are not shown. However, in
some cases, the same mnemonic may be used in more than one application, or
the mnemonic is also a word (or part of a word) in the title of another form.
Note: Some UT forms, such as the ones used to define operator
records or security classes, need to be accessed from a specific
application in order to access or create application-specific data. To
access these forms for a specific application using the Form Search
feature, enter the application mnemonic followed by a dash, then the
form mnemonic (such as CORE-SCDF to access the SCDF form for the
CORE application or UT-SCDF to access the SCDF form for the UT
application). These UT forms show the current application in the
header, so check to make sure the correct application is selected when
you access one of these forms.
When you see the form search results, you can either select one of the forms
shown or start a new search.
Selecting a Form
To select a form, click anywhere on the row for that form. You can only select
one form from the search results panel. The selected row changes color to
show which form is selected.
Opening a Form
To open a form from the search results, double-click on it. You can also open
the selected form by clicking Open.
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Accessing Information
Sorting Results
Click once on a column header to sort the results by that column in ascending
order (low to high or alphabetical), then click the column again to sort the
results by that column in descending order (high to low or reverse
alphabetical).
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User Interface 4.x: Navigating User Interface 4.x
Opening a Form Using the Navigation Panel
Use the Navigation Panel to locate a Colleague form by navigating through
the Colleague menu structure. The Navigation Panel shows all menus and
forms that you are able to access in Colleague. To access the Navigation
Panel, click the Navigation tab. See Figure 22 for an example of the
Navigation Panel.
Select the application you want to work with from the application drop-down
list at the top of the Navigation Panel. When the menus load, click on a menu
to expand it. Menus can include other menus, so you can continue to expand
them until only forms are listed.
When you see the form you want to access, highlight it and click OPEN to
open it in the UI Form area. You can also double-click on form name to open
it.
In the top right corner of the Navigation panel, two buttons control how
menus are expanded. Select the Single Expand button to expand only the
selected menu and collapse any other menus that are currently expanded.
Select the Multi Expand button to keep currently expanded menus open
when you expand a new one. With this option, expanded menus will remain
expanded until you explicitly collapse them
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Accessing Information
Figure 22: Navigation Panel
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User Interface 4.x: Navigating User Interface 4.x
Accessing People and Forms Using the Favorites
Panel
Use the Favorites Panel to retrieve and manage saved people or forms. To
access the Favorites Panel, click the Favorites tab. See Figure 23 for an
example of the Favorites Panel.
Figure 23: Favorites Panel
Adding a Person or Form to Favorites
You can add one or more people to your Favorites by clicking the Add to
Favorites (star) button in the Context Area. When you click this button, you
can choose to add only the current person to Favorites, or all people currently
in the Context Area to Favorites.
To add the current form to your Favorites, click the Add to Favorites (gold
star) button in the upper right corner of the UI Form area.
When you click the Add to Favorites button, the Add to Favorites dialog
box appears. You can select an existing folder or create a new one to store the
selected Favorites. For more details on how to use the Add to Favorites dialog
box, click the help button in the dialog box.
Selecting People from Favorites
To select a favorite person, navigate through the folders to locate the Person
record that you want to work with.
Click the record to highlight it, and then click OPEN to add that person's
record to the Context Area. You can also double-click on a record to open it
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Accessing Information
To retrieve multiple people from favorites, navigate through the folders and
locate the people you want to work with. Highlight one person, and then use
Shift-click to highlight a continuous group of people. Use Ctrl-click to
highlight multiple people that are not in a continuous list. Click Open to add
all highlighted people to the Context Area.
To retrieve an entire folder of people records from the Favorites panel,
highlight the folder name, and then click OPEN to add all records in that
folder to the Context Area. You can also double-click a folder name to add all
records in that folder to the Context Area.
Note: To expand a folder, click the triangle to the left of the folder
name.
Selecting a Form from Favorites
You can only select one form at a time from Favorites. Navigate through the
folders to locate the form you want. Click the form to highlight it, and then
click Open.
Selecting People and Forms Together from Favorites
From the Favorites panel, you can select one or more people and a personrelated form at the same time. Highlight the people you want to work with,
and then highlight the form you want to use. Click Open. The people are
added to the Context Header, and the form is opened with the first person’s
information loaded in.
L
Note: When selecting people and a form together, person information
is only loaded into the form if it uses the person record as the primary
LookUp. Otherwise, the selected people are loaded into the Context
Area but not used until you open a form that uses the person record
as the primary LookUp.
Managing Favorites
From the Favorites panel, you can drag items from one folder to another. You
can also drag entire folders to different levels within the folder structure.
In the upper right corner of the People Favorites area and the Form Favorites
area, there is an Options button with a drop-down list of available options.
Use these options to manage your favorites.
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User Interface 4.x: Navigating User Interface 4.x
Create Shared List (available only from the People Favorites Options
button): Use this option to create a shared list of people records (stored as a
saved list in Colleague). Select one or more people from your favorites, or a
folder of people, and then click Create Shared List to create a list that can be
shared with coworkers. For example, if you create a list of students that is the
definitive list of students in the class of 2010, you can share that list with other
users who need to work with the same list of students. The shared list ensures
that everyone works with the same group of people, and each user does not
have to create his or her own list individually. When you select this option, the
Create Shared List dialog box appears. For more details on how to use the
Create Shared List dialog box, click the Create Shared List Help button.
Collapse All: Use this option to collapse all Favorite People or Form folders.
Expand All: Use this option to expand all Favorite People or Form folders.
Remove Selected: Use this option from the People Favorite Options button
to remove one or more people or people folders from your Favorites. Use this
option from the Form Favorite Options button to remove one or more forms
or form folders from your Favorites. Select the items you want to remove, and
then select Remove Selected to remove them from your Favorites.
Rename: Use this option to edit or rename a folder or item in your list of
saved people or forms. Highlight the folder or item you want to rename, and
then select Rename to edit or rename the selected item.
Note: This option does not change the name of the person or form in
Colleague. The item is renamed only in your Favorites.
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Using LookUps
Using LookUps
Most maintenance forms require you to select a specific record to view or
maintain. For example, to change a person’s address, you must first specify
which person you want to see.
You specify the record to work with by responding to the LookUp prompt that
is displayed after you access a form. LookUp prompts are labeled according
to the type of LookUp you are performing.
LookUps that pertain to people or organizations are referred to as personrelated and organization-related LookUps. Person LookUp, Student LookUp,
Applicant LookUp, and Vendor LookUp are a few of the person and
organization related LookUps in Colleague.
In UI 4.x, Person-related LookUps are bypassed if the form uses Person
LookUp as the primary LookUp and you already have one or more person
cards in the Context Area. If you access a form that uses Person LookUp as
the primary LookUp and there are no person cards in the Context Area, a
LookUp prompt is presented. Person-related LookUps show the results of the
LookUp as search results on the Person Search Results panel. Other LookUps
use standard resolution forms to display results.
Primary LookUps for a form are displayed as LookUp prompts that pop up as
dialog boxes. However, some fields within forms are validated against other
files. LookUp is used within such fields to help you locate valid codes or
items that you want to associate with the main record on which you are
working. When you are in a field that is validated against another file, you
will see a LookUp indicator in the lower left corner of the form, as shown in
Figure 24.
Figure 24: Example LookUp Indicator for a Field on the NAE Form
Current Field
LookUp Indicator
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User Interface 4.x: Navigating User Interface 4.x
Using LookUp to Find Records
If you know the ID, or key, for the record that you need, you can simply enter
it at the LookUp prompt. For example, Bruce Miller’s ID number is 0000205.
If you enter 0000205 at the Person LookUp prompt for the Name and
Address Maintenance (NAE) form, information about Mr. Miller is displayed.
Figure 25: Person LookUp Prompt
When you do not know the record ID, LookUp provides a number of options
that help you find the record using the information you do have available.
For example, if you do not know Mr. Miller’s ID number, you can enter his
last name at the Person LookUp prompt. If you enter “miller” at the Person
LookUp prompt for the NAE form, the Person Search Results Panel displays a
list of all the people in your database whose names begin with “Miller.” You
can then select Bruce Miller from this list.
You can use many shortcuts when working with LookUp prompts. See
“LookUp Shortcuts” beginning on page 45 for more information about
finding multiple records.
Note: LookUp shortcuts are also available when using the Person
Search feature in UI 4.x.
If the form allows you to add a person record, you are only able to add
a new record by using Person LookUp. You cannot add a new record
when using the Person Search feature.
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Using LookUps
LookUp Shortcuts
There are a number of standard LookUp options available to help you with
almost all types of LookUp.
In addition to these standard options, many types of LookUp also provide
special shortcuts to help you find what you are looking for. See “Person- and
Organization-Related LookUp Shortcuts” beginning on page 49 for more
information about special LookUps.
Technical Tip: The shortcuts may be modified by your system
administrator. Please verify them with your system administrator if they
work differently in your environment. The shortcuts can also be used
in search boxes.
Standard LookUp Shortcuts
There are several LookUp shortcuts that work with most types of LookUp.
LookUp options that do not work for person-related and organization-related
LookUps are noted in the “Hints” column in Table 1.
Table 1: Standard LookUp Shortcuts
Example Scenario
The last record you displayed
during this login session.
LookUp Prompt Entry
An “at” sign (@)
For example, both the Name and
Address Maintenance (NAE) form
and the Address Maintenance
(ADR) form are people-related
forms. If you display Fred Smith’s
record on the NAE form, and then
you access the ADR form, you can
retrieve Mr. Smith’s record on the
ADR form by entering @.
Hints
The “at” (@) sign allows you to
retrieve the last form-appropriate
record you displayed in most, but not
all, cases.
A list of all records appropriate
for this form.
An ellipsis (...)
Due to the size of Person and
Organization LookUp, the ellipsis is
not supported for these files.
A list of fields in the file that
contains the record you are
seeking.
A semicolon (;)
You can use the field names to
construct a query statement to look
for a record.
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Table 1: Standard LookUp Shortcuts (cont’d)
Example Scenario
All records in which a specific
field contains a value (that is,
the field is not blank).
LookUp Prompt Entry
Hints
;fieldname
For example, on the Approvals
Needed (APRN) form in Colleague
Finance’s Accounts Payable
module, to see a list of approval
records for individuals who are
limited in the purchase order amount
they may approve, enter the
following:
;apprv.po.max.amt
All records in which a specific
field’s value matches a
particular string.
Text values, such as “Hall,” are often
case-sensitive.
;fieldname string
For example, on the Approvals
Needed (APRN) form in Colleague
Finance’s Accounts Payable
module, to see a list of approval
records for individuals who can
approve up to $10,000 on a
purchase order, enter the following:
;apprv.po.max.amt
10000
With the exception of a person’s
name, multiword values must be
enclosed within double quotes.
You can also look for multiple values
at one time. For example, to see a
list of approval records for
individuals who can approve up to
$10,000 or up to $15,000 on a
purchase order, enter the following:
;apprv.po.max.amt
10000 15000
All records in which a specific
field’s value begins with a
particular string.
;field string...
For example, on the Job Skill
Definition (JSKL) form in the
Colleague Human Resources
Personnel module, to see a list of all
job skill definitions whose
descriptions begin with the word
“Typing” or “Type,” enter the
following:
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you
know how it starts.
Remember that text values, such as
“Typ,” are often case-sensitive.
;jsk.desc Typ...
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Using LookUps
Table 1: Standard LookUp Shortcuts (cont’d)
Example Scenario
All records in which a specific
field’s value contains a
particular string.
LookUp Prompt Entry
;fieldname
...string...
For example, on the Job Skill
Definition (JSKL) form in the
Colleague Human Resources
Personnel module, to see a list of all
job skill definitions whose
descriptions have the word “Typing”
or “Type” in them, enter the
following:
Hints
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you
know that it contains a certain word
or part of a word.
Remember that text values, such as
“Typ,” are often case-sensitive.
;jsk.desc ...Typ...
All records in which a specific
field’s value ends with a
particular string.
;fieldname
...string
For example, on the Job Skill
Definition (JSKL) form in the
Colleague Human Resources
Personnel module, to see a list of all
job skill definitions whose
descriptions end with the word
“Wpm,” enter the following:
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you are
fairly certain about how it ends.
Remember that text values such as
“Wpm,” are often case-sensitive.
;jsk.desc ...Wpm
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Table 1: Standard LookUp Shortcuts (cont’d)
Example Scenario
All records in which a specific
file’s value contains several
strings.
LookUp Prompt Entry
Hints
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you
know that it contains certain words
or parts of words. You can use any
combination of ellipses and strings
to find what you are looking for.
;fieldname
...string1...string2
or any combination of strings and
ellipses to achieve the desired
result.
For example, on the Job Skill
Definition (JSKL) form in Colleague
HR’s Personnel module, to see a list
of all job skill definitions whose
descriptions contained the word
“Typing” followed by the number
“80,” enter the following:
Remember that text values, such as
“Typing,” are often case-sensitive.
;jsk.desc
...Typing...80...
All records in which a specific
field’s value is related in some
way to a particular string (for
example, is greater than or
less than something).
;fieldname operator
string
The following are valid operators:
• = or EQ (equal)
• <> or NE (not equal)
• > or GT (greater than)
• >= or GE (greater than or
equal to)
• < or LT (less than)
• <= or LE (less than or equal to)
• UNLIKE (use this operator only
when you use an ellipsis in
specifying a data value)
For example, on the Approvals
Needed (APRN) form in Colleague
Finance’s Accounts Payable
module, to see a list of approval
records that were added on or after
January 1, 2009, enter the following:
;approvals.add.date
ge 010109
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Using LookUps
Person- and Organization-Related LookUp
Shortcuts
The information most commonly used to look for a person or organization is
the name of the person or organization. Table 2 presents the LookUp shortcuts
that you can use with person-related and organization-related LookUps.
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Table 2: Person-Related and Organization-Related LookUp Shortcuts
Example Scenario
Search using a person’s name.
LookUp Prompt Entry
Hints
lastname (at least the first two
letters)
You must enter an underscore (_)
between the parts of multiword
names. For example,
lastname, firstname
van_dyke, jo_anne
lastname, firstname
middlename
lastname, firstname
middleinitial
You can also enter only the
beginning of the first and last
names (at least the first two letters
of the last name). For example,
firstname lastname
sm, ro
firstname middlename
lastname
ro sm
firstname middleinitial
lastname
For example, to look for or add a
new person with the name of
Robert Taylor Smith, you could
enter any of the following:
sm
smi
smith
LookUp finds any record with a
primary, birth, former, or other
name like the name entered.
If you choose to add a new record
after looking someone up by his or
her name in this manner, then
regardless of how you entered the
name, each word in the name is
transformed into lowercase and
then capitalized appropriately; for
example, if you enter van_dyke,
jo_anne, you would get “Jo Anne
Van Dyke.”
smith, robert
smith, robert taylor
smith, robert t
robert smith
robert taylor smith
robert t smith
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Using LookUps
Table 2: Person-Related and Organization-Related LookUp Shortcuts (cont’d)
Example Scenario
Limit a name search.
LookUp Prompt Entry
Hints
Enter any of the following after the
name:
You can string together more than
one restriction for a search, as
long as you separate each
element of the search with a
semicolon.
;c city
;st state/province
;z zipcode/postalcode
;f country
For example, to find the Robert
Smith whose preferred address is
in Boston and who is associated
with the reunion class of 1954,
enter the following:
;y class
;s source
robert smith ;c boston
;y 1954
;ps status
For example, to find the Robert
Smith whose preferred address is
in Boston, enter the following:
robert smith ;c boston
Search using a particular Social
Security or Social Insurance
number.
;ss SSN/SIN
You may enter hyphens, but they
are not necessary.
For example, Mary Browning’s
Social Security number is 964-998765. If she gives you her Social
Security number instead of her ID
number, enter the following to look
her up:
;ss 964998765
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Table 2: Person-Related and Organization-Related LookUp Shortcuts (cont’d)
Example Scenario
Search using an organization’s
name.
LookUp Prompt Entry
Hints
orgname
For example, to look for or add a
new organization with the name of
Universal Office Supplies, you
could enter any of the following:
universal
office
If you choose to add a new record
after looking up an organization by
its name, then regardless of how
you entered the name, each word
in the name is transformed into
lowercase and then capitalized
appropriately; for example, if you
enter universal office
supplies, you get “Universal
Office Supplies.”
supplies
universal office
universal office supplies
Limit a name search.
Enter any of the following after the
name:
;c city
;st state/province
;z zipcode/postalcode
;f country
For example, if you wanted to find
the Universal Office Supplies in
Dayton, you could enter the
following:
universal ;c dayton
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Using LookUps
Adding Records from a LookUp
You can also use LookUps to add records from certain forms.
Table 3: Adding Records from a LookUp Prompt
Example Scenario
Preserve capitalization as entered
when adding a new person.
LookUp Prompt Entry
=name
For example, if you enter
=JoAnne T di_Marco, then the
name is displayed exactly as you
entered it. If you enter only
joanne t di_marco, then the
name is capitalized as follows:
Joanne T. Di Marco.
Preserve capitalization as entered
when adding a new organization.
Hints
If the name is not preceded by an
equal sign, then regardless of how
you entered the name, each word
in the name is transformed into
lowercase and then capitalized
appropriately.
=orgname
For example, if you enter =e e
cummings Institute, then the
name will be displayed exactly as
you entered it. If you enter only e e
cummings Institute, then the name
is capitalized as follows:
E E Cummings Institute
Note: On the Person Search Results Panel, the ability to add new
records is enabled only if you accessed the search results panel by
searching for records from the LookUp prompt and if the form allows
you to add a new record. If you perform a person search first (before
opening a form), the Add New Record button is not available because
each form dictates whether new records can be added or not. If a form
is open and you perform a search using the search feature rather than
LookUp, the Add New Record button is not available. The LookUp
prompt can be accessed by opening the form first or by finishing from
the last person card in the Context Area.
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User Interface 4.x: Navigating User Interface 4.x
Keyboard Shortcuts
This section lists the keyboard shortcuts that you can use with User Interface
4.x.
The shortcuts listed below are available in UI 4.x when you are not working
within a UI form:
„ Change focus to search box for Person search: Ctrl+Shift+S
„ Change focus to search box for Form search: Ctrl+Shift+O
„ Show Search Results panel: Ctrl+Alt+R
„ Show Clear History dialog box: Ctrl+Alt+T
„ Show Advanced Search dialog box: Ctrl+Alt+A
„ Show Navigation Panel: Ctrl+Alt+N
„ Show Favorites Panel: Ctrl+Alt+F
„ Show Preferences Dialog Box: Ctrl+Alt+P
„ Logout/Close Application: Ctrl+Shift+L
„ Show Debug Information: Ctrl+Alt+D
„ Show Main UI 4.x Help: Ctrl+Alt+H
„ Show Quick Tour: Ctrl+Alt+Q
„ Show Keyboard Shortcuts: Ctrl+Alt+K
„ Show Help About Dialog box: Ctrl+Alt+I
„ Map current record in Context Area: Ctrl+Shift+M
„ Map all records in Context Area: Ctrl+Alt+M
„ Close current record in Context Area: Ctrl+Shift+X
„ Close all records in Context Area: Ctrl+Alt+X
„ Add current record in Context Area to Favorites: Ctrl+Shift+V
„ Add all records in Context Area to Favorites: Ctrl+Alt+V
„ Go to next record in Context Area: Ctrl+Shift+N
„ Go to previous record in Context Area: Ctrl+Shift+R
„ Launch Copy Window for current card in Context Area: Ctrl+Shift+C
„ Close open panels (and return to the main UI window): Esc
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Keyboard Shortcuts
The keyboard shortcuts listed below are available only when working within a
UI form (alternative keystroke combinations are separated by | ). Most of
these commands are also accessible with the mouse from the UI Form
Options menu.
Note: Some of these shortcuts may not work in all browsers. Browser
plug-ins or other applications may override these shortcuts and
activate different commands.
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
„
Move to the next field: Tab
Move to the previous field: Shift+Tab
Move forward one row: Down Arrow
Move back one row: Up Arrow
Move forward one screen: Page Up
Move backward one screen: Page Down
Move to the beginning of the current field: Home
Move to the end of the current field: End
Move to the first row of a window: Ctrl+Home
Move to the last row of a window: Ctrl+End
Field insert: Ctrl+I | Insert | F3
Field delete: Ctrl+D | F4
Cancel: Shift+F8
Save (Update): F10 (not available on Safari/Mac)
Close (Finish): F9 (not available on Safari/Mac)
Detail: F2 (not available on Safari/Mac)
Direct Access: F8
Record Delete: Shift+F10 (not available on Safari/Mac)
Exit: Shift+F9 (not available on Safari/Mac)
Field Help: F1
Process Help: Shift+F1
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User Interface 4.x: Navigating User Interface 4.x
Viewing Online Help in User Interface
4.x
Online help provides you with detailed information about areas of the UI 4.x
interface or Envision forms. A question mark icon is available on most UI 4.x
areas, such as the Context Area, Search Results, Navigation, and Favorites
panels, and dialog boxes. Within a UI form, the traditional process, field, and
how-to help is available for the form.
Figure 26: Accessing Online Help in User Interface 4.x.
UI Window Help
Context Area Help
UI Form Help
Figure 27 shows an example of the help available for UI 4.x areas such as the
Context Area or Search Results Panel.
Figure 27: Example UI 4.1 Context Area Online Help
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Viewing Online Help in User Interface 4.x
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User Interface 4.x: Navigating User Interface 4.x
Figure 28 shows an example of the online help available for a UI Form.
Contact your system administrator if the format of your help is displayed
incorrectly.
Figure 28: Example of UI Form Help
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User Interface 4.x
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28
Performing wIntegrate Tasks in
User Interface 4.x
In This Chapter
This chapter helps you learn how to use User Interface 4.x to accomplish
various wIntegrate tasks, such as using Query Builder, Importing and
Exporting records, Batch Processing, and using the Multi-line text editor.
These utilities are wIntegrate products. For detailed instructions for using
these utilities, please refer to wIntegrate documentation or online help.
Note: Query Builder, Import File, and Export File are available only to
clients using UniData. Clients using SQL Server or Oracle can use the
utilities provided with those products.
You can access many of the tasks in this chapter from the Options button, on
the top left portion of the UI Form Tool Bar, as shown in Figure 29.
Figure 29: UI Options Button and Menu in the UI Form Tool Bar
UI Options Button
UI Options Menu
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User Interface 4.x: Performing wIntegrate Tasks in User Interface 4.x
Query Builder
Query Builder is a UniData utility that Datatel makes available with
Colleague. It provides a front end to the query language on your host system.
Note: Because access to Query Builder is governed by Envision
security classes, you may need to consult your system administrator
to obtain the necessary permissions.
From the UI From Options button, point to Options, and then click Query
Builder. The Query Builder dialog box is displayed, as shown in Figure 30.
Figure 30: Query Builder Dialog Box
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Importing and Exporting Files
Importing and Exporting Files
Import File and Export File are UniData utilities that Datatel makes available
with Colleague. Import File and Export File allow you to transfer data to and
from your host PC.
Note: Because access to Import File and Export File is governed by
Envision security classes, you may need to consult your system
administrator to obtain the necessary permissions.
To import or export files from the host PC, from the UI From Options button,
point to Options, and then click Import File or Export File. The Import File
From Host dialog box is shown in Figure 31, and the Export File to Host
dialog box is shown in Figure 32.
Figure 31: Import File From Host Dialog Box
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User Interface 4.x: Performing wIntegrate Tasks in User Interface 4.x
Figure 32: Export File to Host Dialog Box
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Batch and Report Processes
Batch and Report Processes
When you run batch and report processes, the progress bar graph displays the
progress of each process.
As each process is completed, UI displays a Finish prompt. Click Finish to
start the next process and view its progress. Continue clicking Finish as each
prompt appears.
To view all of the processes consecutively (without having to click Finish for
each process), select Close automatically when complete.
There are four types of progress bar graphs.
Message Bar Graph
This type of graph displays the messages of a process, without the progress
bar.
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Single-Process Bar Graph
This type of graph displays a single process in a bar graph.
Figure 33: Single-Process Bar Graph
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Batch and Report Processes
Multiple-Process Bar Graph
This type of graph displays more than one process in multiple bar graphs.
Figure 34: Multiple-Process Bar Graph
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User Interface 4.x: Performing wIntegrate Tasks in User Interface 4.x
Browsing Reports
The Report Browser allows you to view reports easily in a Windows
environment. During viewing, the browser imports the document one page at
a time as requested, to avoid lengthy download times.
Note: Because the Report Browser delivers the report to the user one
page at a time, there is a momentary delay between clicking a page
selection button and seeing the page appear on the form.
Procedure for Browsing a Report
To use the Report Browser, perform the following steps.
Step 1. Select the desired report.
Step 2. Enter the desired report parameters, and update from the form.
Figure 35 shows an example of the report parameters.
Figure 35: Bank Deposit Report (BDEP) Form
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Browsing Reports
Step 3. On the Peripheral Defaults form, select H Hold/Browse File Output in the
Output Device field, as shown in Figure 36.
Figure 36: Output Device Field: Peripheral Defaults Form
Step 4. Continue to complete the forms until a bar graph is displayed. (See “Batch
and Report Processes” on page 63.)
Note: Depending on the type of report, Envision displays various
forms that you continue to update. For example, many processes
generate an error report in addition to the output report. Envision
opens a Peripheral Defaults form for each report. Also, Envision often
opens the Process Handler form that allows you to set processing
parameters.
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Step 5. When all records are processed, you are prompted to browse the HOLD files.
The Report Browser is displayed. Figure 37 shows a typical report page in the
Report Browser.
Figure 37: Report Browser
Title Bar
Tool Bar
Scroll Bars
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Browsing Reports
Using the Report Browser Toolbar
Use the toolbar buttons, shown in Figure 38, to navigate through the report,
print the report, or save a copy.
Current Page/ Total Pages/Change Page
Next Page
Import
Last Page
Print Remote
Exit Browser
First Page
Previous Page
Print Local
Figure 38: Report Browser Toolbar Detail
The Report Browser Toolbar buttons are described in Table 4.
Table 4: Report Browser Toolbar Buttons
Button
Name
Description
Exit Browser
Close the Report Browser and return to the application workspace.
Import
Save a copy of the report to your network or local hard drive. You are
prompted to specify a name and path for the saved report.
First Page
Jump to the first page of the report.
Previous Page
Move to the previous page of the report.
Current Page/Total
Pages/Change Page
Shows the number of the currently displayed page and the total
number of pages in the report. You can also jump directly to any page
by typing the page number in this field and then pressing ENTER.
Next Page
Move to the next page of the report.
Last Page
Jump to the last page of the report.
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Table 4: Report Browser Toolbar Buttons (cont’d)
Button
Name
Print Local
Description
Print the report to a local printer (such as a printer that is accessible
from Windows). This option downloads the report to your PC and
uses Windows to print the report. When you select Print Local, a
Printer Setup dialog box is displayed.
For best results with the Print Local option, you must choose an
appropriate font size and page orientation. If the font is too large, the
report may not page properly or may be truncated short of the right
margin.
For reports that are up to 80 characters wide, select the Use Font
check box on the printer setup dialog and choose Courier New, 10.
Click the button for Portrait orientation.
For reports that are from 81 to 132 characters wide, select the Use
Font check box on the printer setup dialog and choose Courier New,
8. Click the radio button for Landscape orientation.
In all cases, make sure that the Use Character Mapping check box
is selected.
Print Remote
Print the report to a printer that is accessible from the host. This
option uses the operating system on the host to print the report,
without downloading it to your PC.
Setting Report Browser Preferences
You can resize the browser window to fit any selected report. If the entire
report does not fit on the form, vertical and horizontal scroll bars enable you
to view any part of it. To customize the font, background color, and text color,
choose Font or Change Colors from the Options menu.
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Adding an Environment
Adding an Environment
When you initially install UI 4.x on your PC, you have access to only one
environment. Before you can access additional environments, you or your
administrator must add them. Adding an environment connects you to the
Colleague environment that you need to access.
Use this procedure if you are adding an environment from the Options menu
in UI Desktop. System Administrators can also add an environment from the
Datatel User Setup program. For instructions for doing so, refer to the User
Interface 4.x Installation and Administration manual.
Procedure for Adding an Environment
Use the following procedure to add a new environment.
Step 1. From the UI From Options button, point to Options, and then click UI User
Access.1 The Colleague UI User Access window displays, as shown in
Figure 39.
Figure 39: Colleague UI User Access Window
1. If the option does not appear on the menu, it may have been disabled for you. Contact your system
administrator.
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Step 2. Select the available environments (listed in the Available Environments list)
that you want to be able to access through User Interface 4.x. Move each of
those environments to the Installed Environments list by selecting the
environment and then clicking the single left arrow button.
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User Interface 4.x
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39
Customizing User Interface 4.x
In This Chapter
This chapter helps you learn how to customize the look and feel of User
Interface 4.x with Colleague. It includes instructions for defining user
preferences, favorites, and customizing field sequence.
Defining User Preferences
Use the Preferences dialog box to define personal preferences for User
Interface 4.x. Changes to these preferences apply to your user profile only. To
access the Preferences dialog box, click the User Interface 4.x Options
button in the top right area of the form, and select Preferences.
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User Interface 4.x: Customizing User Interface 4.x
Figure 40: Preferences Dialog
Click on the Layout section header to expand it and view or change the
following:
„ Color Theme. Select one of the available color themes. A preview of the
color theme is shown.
„ Font Size. Select one of the available font sizes. If you change the font size,
you must exit and restart UI for the change to take effect.
Click on the Miscellaneous section header to expand it and view or change
the following:
„ Display Person Photos. If person photos are enabled at your institution,
you can turn them off here for your own user profile.
Note: This option is not available if photos are disabled at your
institution, or if your security settings do not allow access to photos.
„
74
Context Area Drop Menu Sort. You can define how you want your
person-related cards to be listed in your drop-down list in the Context Area.
Alphabetical will list the cards in alphabetical order when you click on the
card selector drop-down. Same as Context Area will list the cards in the
same sequence in which they appear when scrolling through the cards in the
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Defining User Preferences
„
Context Area, with the first card in sequence listed at the top of the dropdown list.
Default Number of Search Results. When person search results are
displayed, you can define how many results are included on a page. Adjust
this number to avoid having to scroll within the search results panel to see
an entire page of results.
You can restore all default settings by clicking Restore Default Settings.
Click APPLY to save your changes but keep the Preferences dialog box
open. Click CANCEL to discard your changes and close the Preferences
dialog box. Click OK to save your changes and close the Preferences dialog
box.
If you are using User Interface 4.x through the Datatel Portal, the Modify
Your UI Single Sign-On Credentials link is available. Click this link if your
User Interface 4.x sign-on credentials change and you need to reset them for
single sign-on access via the portal.
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Adding and Accessing Favorites
You can use the Favorites feature to save forms and person records that you
use frequently to the Favorites Panel, so that you can access them quickly.
Adding Favorites
Use the Add to Favorites dialog box to add the current form or people to
your list of Favorites.
You can access the Add to Favorites dialog box by clicking the Star icon in
the UI form area or the Context area, or by using one of the following
keyboard shortcuts:
„ Add current person in Context Area to Favorites: CTRL+SHIFT+V
„ Add all person records in Context Area to Favorites: CTRL+ALT+V
Figure 41: Add to Favorites Dialog Box
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Adding and Accessing Favorites
You can use the following fields to add items to your list of favorites:
„ Name. Shows the name of the person (one or more) or the form (only one)
that you have selected to add to Favorites.
„ Add to Folder. Select an existing folder from the drop-down list, or click
New Folder to create a new folder for the selected items. You can create
nested folders if needed.
„ Click Add to add the listed items to the selected Favorites folder.
„ To view and manage your existing Favorites, click the Favorites tab at the
top of the UI window to open the Favorites panel.
Accessing Favorites
Use the Favorites panel to retrieve and manage saved People (Person records)
or Forms.
You can access the Favorites panel by clicking the Favorites tab at the top of
the UI windrow or by using the keyboard shortcut CTRL+ALT+F.
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User Interface 4.x: Customizing User Interface 4.x
Figure 42: Favorites Panel
Selecting People from Favorites
To select a favorite person, navigate through the folders to locate the Person
record that you want to work with.
Click the record to highlight it, and then click OPEN to add that person’s
record to the Context Area. You can also double-click on a record to open it.
To retrieve multiple people from favorites, navigate through the folders and
locate the Person records that you want to work with. Use Shift-click to
highlight a continuous group of records. Use Ctrl-click to highlight multiple
records that are not in a continuous list. When using Ctrl-click, you can click
again on a highlighted record to cancel that selection. Click OPEN to add all
highlighted people records to the Context Area.
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Adding and Accessing Favorites
To retrieve an entire folder of people records from the Favorites panel,
highlight the folder name, and then click OPEN to add all records in that
folder to the Context Area. You can also double-click a folder name to add all
records in that folder to the Context Area.
Note: To expand a folder, click the triangle to the left of the folder
name.
Selecting a Form from Favorites
You can select only one form at a time from the Favorites panel. Navigate
through the folders to locate the form you want. Click the form to highlight it,
and then click OPEN.
Note: To expand a folder, click the triangle to the left of the folder
name.
Selecting People and Forms Together from Favorites
From the Favorites panel, you can select one or more people records and a
person-related form at the same time. Highlight the people records you want
to work with, and then highlight the form you want to use. Click OPEN. The
people are added to the Context Header, and the form is opened with the first
person’s information loaded in.
Note: When selecting people and a form together, person information
is loaded into the form only if the form uses the PERSON record as the
primary LookUp. Otherwise, the selected people are loaded into the
Context Area but not used until you open a form that uses the person
record as the primary LookUp.
Managing Favorites
From the Favorites panel, you can drag items from one folder to another. You
can also drag entire folders to different levels within the folder structure.
In the upper right corner of the People Favorites area and the Form Favorites
area, there is an Options button with a drop-down list of available options.
Use these options to manage your favorites.
„ Create Shared List (available only from the Options button in the People
Favorites area): Use this option to create a shared list of people records
(stored as a saved list in Colleague). Select one or more people from your
favorites, or a folder of people, and then click Create Shared List to create a
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User Interface 4.x: Customizing User Interface 4.x
„
„
„
„
list that can be shared with co-workers. For example, if you create a list of
students that is the definitive list of students in the class of 2010, you can
share it with other users who need to work with the same list of students.
The shared list ensures that everyone works with the same group of people,
and each user does not have to create his or her own list individually. When
you select this option, the Create Shared List dialog box appears. For more
details on how to use the Create Shared List dialog box, click the help
button in the dialog box.
Collapse All. Use this option to collapse all Favorite People or Form
folders.
Expand All. Use this option to expand all Favorite People or Form folders.
Remove Selected. For People Favorites, use this option to remove one or
more people or people folders from your Favorites. For Form Favorites, use
this option to remove one or more forms or form folders from your
Favorites. First select the items that you want to remove, and then click
Remove Selected to remove them.
Rename. Use this option to edit or rename a folder or item in your list of
saved people or forms. Highlight the folder or item you want to rename,
and then click Rename to edit or rename the selected item.
Note: This option does not change the name of the person or form in
Colleague. The item is renamed only in your Favorites.
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Adding and Accessing Favorites
Field Sequence
The behavior for each field on each form is originally defined by Datatel. The
system administrator at your institution can use the Envision Tool Kit to
further define field behavior. A third level of field customization allows you,
the end-user, to modify certain field behaviors for the forms that you access.
Note: Before you can customize fields for a form, your system
administrator must first enable field customization for you and set up
your field customization preferences.
You can specify field behavior for each form. Select Customize Field
Properties from the Tools menu of a form to specify field sequence and field
access for that form.
„ Field Sequence. Specify which field the cursor appears in when a user first
accesses the form, and the path followed through the form each time a user
presses the TAB key.
„ Field Access. Indicate which fields on the form are required. You can also
indicate whether a field is Inquiry Only or No Access.
Field Sequence Limitations
You cannot take away behavior that either Datatel or your system
administrator has already defined in the Tool Kit. For example, if a field is set
in the Tool Kit as Required, it is always required.
See Figure 43 for an example of the Customize Field Properties dialog box.
The example shows customization of the NAE form, but any Envision form
can be customized.
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User Interface 4.x: Customizing User Interface 4.x
Figure 43: Customize Field Properties Dialog
Process field
number
Tab sequence
Technical Tip: When you access the Customize Field Properties
dialog box from a form, you can view existing customizations for that
form. A series of tool tips indicates the process number and tab
sequence of each field. Tool tips are the numbered boxes that are
displayed when this option is enabled.
A tool tip field that is red indicates that customization is already applied
to that field.
Customizing Field Sequence
You can use field customization to determine the tab sequence of fields on a
form. Customizing your field sequence can help you move through a form
more quickly than you would if you had to tab through each field on the form.
You can specify the field you want to start in first and the order in which to
visit each subsequent field. Each time you press the TAB key, you move to the
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Adding and Accessing Favorites
next field in the specified tab sequence (skipping any fields not in the tab
sequence). If you specify a last field, the form updates when you tab from the
last field in your customized tab sequence.
If tab sequencing is not specified, the default sequence is used.
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Field Customization Restrictions
The behavior for each field on each form is originally defined by Datatel.
System administrators can use the Envision Tool Kit to further define field
behavior for an institution. You cannot take away behavior that is defined in
the Tool Kit. The following rules apply to Customize Field Properties fields:
„ Precedence
• Tab sequence precedence is exclusive. If one user creates a tab sequence
and applies it to all users, subsequent users may still create a tab sequence
for themselves, and that tab sequence will apply only to their own sessions.
• Field access precedence is inclusive. If one user restricts field access from
a field for all users, and a second user restricts field access from a second
field for himself, the second user will not be able to access either field. If
the same field has access restrictions for both for all users and for a specific
user, the most restrictive access is always used.
„ First Field
• A form can have only one First Field. After a First Field is designated, you
cannot make any other field the First Field unless you remove the existing
designation.
„ Last Field
• Fields that contain a Next Field Override cannot be designated as the
form’s last field.
„ Next Field Override
• Fields that are specified as Last fields cannot have a Next Field Override.
• Other fields that cannot have a Next Field Override include: fields
contained in the header block, and window fields that are not window
controllers (unless the current Process Field is a member of the same
window).
„ Field Access
• Fields appearing in the form’s header block can only have No Access
restrictions applied to them.
• When you apply a field access restriction (required, inquiry only, no
access) to a field, you cannot apply any other field access restrictions.
• If a field is specified as required by Envision, you cannot modify any of
the access options.
• If a field is specified as no access by Envision security, you cannot modify
any of the access options.
• If a field is specified as inquiry-only by Envision, you only have the option
to make the field no access.
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Procedure for Customizing Fields on a Form
You might not have access to all of the options provided in this procedure.
The options that you are presented with correspond with the level of access
granted to you by your system administrator. This procedure describes the
process as if you have access to all of the customization options.
Step 1. Access the form that you want to customize.
Step 2. From the Tools menu, select Customize Field Properties to display the
Customize Field Properties dialog box.
Figure 44: Customize Field Properties Dialog
Step 3. In the Process Field drop-down list, select the number of the field you want to
modify.
Step 4. Indicate the field sequence you want to apply to the field.
„ Select First Field if you want to indicate that the selected field is the first
field in the tab sequence.
„ Select Last Field if you want to indicate that the selected field is the last
field in the tab sequence.
„ Select the next field in the tab sequence from the Next Field Override list.
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User Interface 4.x: Customizing User Interface 4.x
Step 5. Indicate the level of field access you want to apply to the selected field.
„ Selecting Required prevents users from finishing from the form without
populating it.
„ Selecting Inquiry Only allows users to only view the data; they cannot
update or delete data.
„ Selecting No Access prevents users from viewing, adding, changing, or
deleting data.
Step 6. Repeat steps 3 through 6 for each field that you want to customize.
Note: You do not need to click OK after customizing each field. You
can click OK after making customizations to all of the fields on a form
to apply all of the customizations.
Clicking Clear Field removes customizations for the currently selected
Process Field. All other customizations are left unchanged.
Clicking Clear All removes all customizations for the current form, for
the user you are editing.
Step 7. Click OK.
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Procedure for Disabling Field Sequence
After you set up custom field sequencing, you can indicate whether you want
to activate the customizations by using the Enable/Disable Field
Customization feature.
Step 1. Access the form that you customized.
Step 2. From the Tools menu, select Disable Custom Field Sequence.
Note: When you disable custom field sequencing, it is disabled only
for the current session. When you log out of the form and return, field
sequencing will be enabled again.
Procedure for Showing Field Sequence
You can optionally display the current field sequence of a form. If you
customized a field sequence, your customization is displayed. If you did not
customize a field sequence, the default field sequence is displayed.
Step 1. Access the form that you customized.
Step 2. From the Tools menu, do one of the following:
„ Select Show Field Sequence to view the field sequence.
„ Clear Show Field Sequence to view the form without displaying the field
sequence.
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Guide to User Interfaces
UI Desktop and UI Web
UI Desktop and UI Web
44
44
Logging Into UI Desktop and UI
Web
In This Chapter
This chapter helps you learn how to access User Interface (UI) Desktop and
UI Web with Colleague. It includes instructions for logging into UI Desktop
and UI Web.
Procedure for Logging Into UI Desktop
Complete the following steps to log into UI Desktop.
Step 1. To display the Login dialog box, do one of the following:
„
„
Double-click the desktop icon
.
From the Windows Start menu, click All Programs, then Datatel, and
then Datatel.
The Datatel Login dialog box is displayed, as shown in Figure 45.
Figure 45: User Interface Desktop Login Dialog Box
Pull down to
display
environments
available.
Step 2. Enter your user ID, password, and select your environment.
Step 3. Click OK.
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A message box appears, informing you that UI is loading the application files.
When the files are loaded, the UI Desktop window is displayed.
Technical Tip: After logging into UI Desktop, you may want to bring
up a second session for the same environment. You can do so quickly,
and without having to log in again, by clicking File, then New Session,
and then Current Account. You can also click File, then New
Session, and then New Account to log into a different environment.
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In This Chapter
Procedure for Logging Into UI Web
Complete the following steps to log into UI Web:
Step 1. Access the UI Web start page. The URL will depend on how UI Web was
implemented.
The Login page is displayed, as shown in Figure 46.
Figure 46: UI Web Login Dialog Box
Pull down to
display available
environments.
Step 2. Enter your user ID, password, and select the environment you want to access.
Note: The Environment field is dependent on the User ID you enter.
The Environment field is not enabled until you enter a User ID.
Step 3. Click Login. The UI Web window is displayed, as shown in Figure 46.
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UI Desktop and UI Web
46
46
Navigating UI Desktop and UI
Web
In This Chapter
This chapter helps you learn how to use UI with Colleague. It includes
instructions for accomplishing various tasks, such as accessing a form, saving
your work, and using online help.
UI Desktop and UI Web provide you with almost identical functionality.
However, the look, feel, and location of many menus and buttons are slightly
different. See the sections, “The UI Desktop Window” on page 96 and “The
UI Web Window” on page 101 for detailed information about the differences
between UI Desktop and UI Web. The remaining sections of this manual refer
to UI Desktop and UI Web collectively.
Features include:
„ Tabbed multiple forms managed within the window.
„ A Detail button next to every field that allows detail.
„ A Windows Explorer-style tree structure for process menus.
„ A “Favorites” feature enabling quick access to commonly used processes.
„ An address bar for launching specific processes.
„ A drop-down box next to every field that has validation codes.
„ A calendar button next to every date field.
„ A calculator button next to every numeric field.
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The UI Desktop Window
The UI Desktop window, shown in Figure 47 on page 97, contains all the
processes you use while working with Colleague as shown through the
UI Desktop interface. The following sections describe the functional areas of
the window. The window includes several components, such as the title bar,
menu bar, address bar, toolbar, and any forms that are currently open.
Note: UI Web provides you with the same functionality as UI Desktop.
However, the look, feel and location of many menus and buttons are
slightly different. Refer to “The UI Web Window” on page 101 for
information about the User Interface Web window.
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The UI Desktop Window
Figure 47: UI Desktop Window
Application Icon
Title Bar
Current Environment
Current Application
Window Control Buttons
Menu Bar
Toolbar
Treemenu pane
Contents of the folder
currently selected in the left
pane.
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Procedure for Navigating the UI Desktop Window
Step 1. If necessary, select the application with which you want to work from the
Apps menu. The left pane of the window displays the folders and processes
available for the selected application in an expandable tree format.
Step 2. Click the Plus sign next to any folder icon in the left pane to expand the
folder. When a folder is expanded, you can click the Minus sign next to its
icon to collapse it.
Step 3. Double-click a folder icon to expand the folder. Double-click a form icon to
open the form.
When a form is open, it is displayed in the right pane. When no form is open,
the right pane displays the contents of the folder that is currently selected.
Parts of the UI Desktop Window
Title Bar
The title bar, shown in Figure 48, tells you which Colleague environment and
which application you are currently running. The title bar is highlighted when
the window is the active window.
Figure 48: UI Desktop Title Bar
Environment
Application
Application Icon
Click the application icon
to access the application icon options: Restore,
Move, Size, Minimize, Maximize, or Close. Depending on the current state of
the window, some options may not be available. To close the window when no
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The UI Desktop Window
forms are open, you can double-click the system menu box. If any forms are
open, a message indicates that you cannot close the control box when you are
in a form.
Menu Bar
The menu bar, shown in Figure 49, enables you to do the following:
„ Perform routine tasks, such as save your work or cut and paste data.
„ Choose an application with which to work; for example, Colleague
Financial or the Colleague HR.
„ Choose a form in which to work.
„ Define your preferences for how forms are displayed.
„ Access online help.
Figure 49: UI Desktop Menu Bar
Toolbar
The toolbar, shown in Figure 50, provides easy access to common functions,
such as saving your work, canceling changes, deleting records, and accessing
online help.
Figure 50: UI Desktop Toolbar
Cancel
Save
Save All
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Field Help
Record Delete
Cancel All
Hide/Show
Menu Tree
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Quick Access
The Quick Access field enables you to access any form directly by entering its
to select a recently
mnemonic, or by using the drop-down menu button
used mnemonic. Press Enter or click Go
to display the selected
form.
Record Delete
The Record Delete button is used to delete an entire record, and works only
for forms that have been defined to allow this option. When you click this
button, you are prompted to confirm that you want to delete the entire record.
Save and Cancel
The Save All and Cancel All buttons and the corresponding File menu
options enable you to save or cancel all of your changes simultaneously to
every form that is currently open in this session. The Save and Cancel buttons
enable you to save or cancel changes to the current form.
Hide/Show Menu Tree
While a form is open, you can allocate more viewing space to it by clicking
the Hide/Show Treemenu button. The left treemenu pane closes, and the
form occupies the entire window. Click the Hide/Show Treemenu button
again to toggle this option off and display the treemenu in the left pane.
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The UI Web Window
The UI Web Window
The UI Web window, shown in Figure 51 on page 102, contains all the
processes you use while working with Colleague, as shown through the
UI Web interface. The following sections describe the functional areas of the
window. The window includes several components, such as the title bar, menu
bar, address bar, toolbar, and any forms that are currently open.
Procedure for Navigating the UI Web Window
Step 1. If necessary, select the application which you want to work from the UI menu
and the Apps submenu. The window displays the folders and processes
available for the selected application in an expandable tree format.
Note: UI Web displays the window in a single pane, as opposed to the
UI Desktop double pane.
Step 2. Click the Expand tree node
next to any folder icon to expand the folder.
When a folder is expanded, you can click the Collapse tree node
its icon to collapse it.
next to
Step 3. Double-click a form icon to open the form.
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Figure 51: UI Web Window
UI Web Menu
Tool Bar
Tree Menu
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Parts of the UI Web Window
UI Web Menu
The menu bar, shown in Figure 52, enables you to do the following:
„ Perform routine tasks, such as save your work or cut and paste items.
„ Choose an application with which to work; for example, the Colleague
Finance or the Colleague HR.
„ Choose a form in which to work.
„ Create a list of favorite forms.
„ Define your preferences for how forms are displayed.
„ Access online help.
Figure 52: UI Web Menu
Toolbar
The toolbar, shown in Figure 53, provides easy access to common functions,
such as saving your work, canceling changes, deleting records, and accessing
online help.
Figure 53: UI Web Toolbar
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Quick Access
The Quick Access field enables you to access any form directly by entering its
mnemonic, or by using the drop-down menu button to select a previously used
mnemonic. Press Enter or click Go to display the selected form.
Save and Cancel
The Save and Cancel buttons enable you to save or cancel changes to the
current form. The Save All and Cancel All buttons enable you to save or
cancel all of your changes simultaneously to every form that is currently open
in this session.
Record Delete
The Delete button is used to delete an entire record, and works only for forms
that have been defined to allow this option. When you click this button, you
are prompted to confirm that you want to delete the entire record.
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Envision Forms in UI Desktop and UI Web
Envision Forms in UI Desktop and UI
Web
Most of your work in Colleague is done through Envision forms. When you
select a form, it appears in the right pane of the window, as shown in
Figure 54, with its name and mnemonic displayed on a tab. You can choose to
have the left pane of the window remain visible (default condition), or to hide
it in order to allocate more space to the form.
Figure 54: Sample Form in UI Desktop Window
Show TreeMenu Option Enabled
Form Tab
Form
Icons
Envision Form
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Types of Forms
Menus and submenus are represented by form icons, while forms are
represented by four different icons according to functionality. The folder
icons are described in Table 5.
Table 5: Description of Datatel Form Icons
Icon
Name
Maintenance
Description of Datatel Form Icons
Allows you to enter and change data that is permanently recorded in your
database; for example, a person’s name and address.
NOTE: If your system administrator has given you read-only access to a
maintenance form, you will be able to access it in inquiry mode only, even
though it displays the Maintenance icon in the treemenu.
Processing
Allows you to start a program that manipulates a record or group of records
behind the scenes; for example, posting a group of transactions to the general
ledger.
Inquiry
Allows you to view information without changing it; for example, the history of a
general ledger account. Strictly speaking, inquiry forms are forms that are
designed to display information without allowing changes to that information. In
contrast to an inquiry form designed as such, you may also access a
maintenance form in inquiry mode if your system administrator has given you
read-only access to it. Although the effect for you is the same, a maintenance
form viewed in inquiry mode is, nevertheless, different from a form designed
specifically as an inquiry form.
Reporting
Allows you to generate a particular report according to your specifications. For
example, today you may wish to see a report on vouchers with a due date two
weeks from now, and tomorrow you may decide you want to see the same
report for vouchers with a due date four weeks from now.
See “Browsing Reports” beginning on page 143 for information about the
Report Browser.
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Envision Forms in UI Desktop and UI Web
Accessing Forms
You can access a form in several ways:
„ Treemenu
„ Quick Access
„ List of Favorites
„ Envision Run Dialog Box
Accessing Forms From the TreeMenu
The graphical, tree-structured menus enable you to navigate through an
application’s menus and submenus by pointing and clicking, while
maintaining a comprehensive view of the entire menu. When you select an
application, the window menu form is displayed. The left treemenu is the
main navigational menu.
Use the treemenu to navigate through the folders. When you have selected the
appropriate top-level folder, you can expand it to locate the desired form. To
select a folder or form in a treemenu, double-click it.
Figure 55: Icons on the Treemenu
Double-click
form icon
Accessing Forms From the Quick Access Field
Enter a form mnemonic in the Quick Access field, or use the drop-down list to
select a previously used form mnemonic.
Press Enter or click Go to display the form.
Figure 56: Quick Access Field
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Accessing Forms From the List of Favorites
Use the Favorites menu to select a form that has been previously added to
your list of favorites, as shown in Figure 58. See “Defining Favorites”
beginning on page 163 for information about creating a list of favorites.
Click the File menu to display the mnemonics of the last ten forms you
accessed, and select a form from the list.
Figure 57: List of Favorites
Accessing Forms From the Envision Run Dialog
Box
Click Run from the File menu. The Envision Run Dialog box appears, as
shown in Figure 58. Enter the mnemonic of the form you want, and click
OK.
Figure 58: Envision Run Dialog Box
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Figure 59: Sample Form Detail
Form
Mnemonic
Form Name
Header
Block
Data
Area
Note: While a form is open, you can allocate more viewing space to it
by clicking Hide/Show Tree Menu. The left tree menu pane closes,
and the form occupies the entire window. Click Hide/Show Tree Menu
again to toggle this option off and display the tree menu in the left
pane.
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Parts of a Form
Form Tab
The form tab displays the form mnemonic and the form name. When more
than one form is open, the tab farthest to the right represents the active form.
Form Mnemonic and Name
A mnemonic provides you with a quick way to access a form.
Header Block
The header block displays data that identifies the record with which you are
working. For example, the header block in Figure 59 on page 109 displays a
student’s name and ID.
Data Area
The contents of the data area differ depending on the form on which you are
working. In general, the data area consists of various types of fields.
Fields
A field is any place on the form where data is displayed or where you enter
data. In most cases, each field is accompanied by a field label indicating what
kind of data belongs in the field.
What you are allowed to enter in a field may be restricted by Colleague. For
example, you can enter any combination of letters for a person’s name. On the
other hand, in the Type field on Colleague Core’s Address Maintenance
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(ADR) form, you can only enter one of the values from the list of valid
address types, such as “Home,” “Business,” or “Local.” Fields such as this,
where your entries are restricted, are referred to as “validated fields.”
Note: With fields that are code-driven, such as validated fields, you
will notice that the code’s description disappears when you are
entering data in the field. This is intentional. The code’s description
returns as soon as you leave the field. See “Drop-Down List Button”
beginning on page 117 for information about selecting codes for
validated fields.
Table
A table is a set of related fields. Each field in a table can have multiple values.
Furthermore, there are usually several fields in a table that are associated with
each other in some way; these are often referred to as associated multivalues.
Some sets of associated multivalues are presented as rows and some are
presented as columns; that is, some tables are row-oriented and some are
column-oriented. In either case, the intersection of a column and a row is
referred to as an element.
The Line Items group shown on the Relation Information (REL) form in
Figure 60 is a row-oriented group. You read each set of fields across a row.
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Figure 60: Example of a Row-Oriented Group
Table
Element
Row
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Form Control Buttons
UI offers several control buttons that assist you in viewing and editing data, as
shown in Figure 61.
Figure 61: Form Control Buttons
Window
Operation
Button
Detail Button
Date/
Calendar
Button
Calculator
Button
Drop-Down
Table Button
Scroll Buttons
Detail Button
Some forms give you only limited or summary information about a certain
item, but provide you with the capability of moving to another form. This
form, which is known as a detail form, provides more complete information
on that item.
For example, as shown in Figure 62, the Student Profile (SPRO) form
contains the Academic Program field. The Academic Program field provides
only a code that indicates the name of the program. To the right of the field is
a Detail button
, which allows you to detail to the Student Academic
Program (SACP) form for more information about the academic program.
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Figure 62: SPRO Form Detailed to SACP Form
Although the usual workflow is to access a detail form from another form,
some detail forms are also available from the tree menu. Others, even though
they are not listed on a menu, may still be accessed directly. Detail forms that
can be accessed only via another form are referred to as detail-only forms. If
you try to access a detail-only form directly, a message is displayed telling
you that you cannot do so.
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You will know a detail form is available from a field if there is a Detail button
to the right of the field. Such fields are referred to as detail fields.
Note: The tab farthest to the right represents the active form. To
ensure that each record is completed properly, only one form can be
edited at a time. All forms below the current open form are inquiry only
and do not allow input. Data on these forms is grayed out while another
form is active.
Window Operation Button
A Window Operation button
enables you to insert or delete a row of
data. When you click the Window Operation button, an alert dialog box is
displayed, as shown in Figure 63.
Figure 63: Select Window Operation Dialog Box
„
„
„
Click Insert to insert a new row above the current row.
Click Delete to delete the current row.
Click Cancel to leave the row unchanged and return to editing.
Scroll Button
Scroll buttons enable you to view multiple values. There are two different
types of scroll buttons:
Small buttons appear to the right of fields that display one value at a
time.
Larger buttons appear to the right of fields that display two or more
values at a time.
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Date/Calendar Button
A Date/Calendar button
appears to the right of each date field. Click the
Date/Calendar button to display the calendar browser, as shown in Figure 64.
Figure 64: Calendar Browser
Click the single arrows to scroll the calendar backwards
or forwards
by month, or the double arrows to scroll backwards
or forwards
by
year. Click the desired date in the body of the calendar to select it.
Calculator Button
A Calculator button
appears to the right of each numeric field. Click the
Calculator button to display a calculator, as shown in Figure 65.
Figure 65: Calculator Feature
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Drop-Down List Button
A Drop-Down List button
appears to the right of each field that has a
predetermined set of valid entries. Click the Drop-Down List button to display
a list of valid codes, as shown in Figure 66.
Figure 66: Validation Code Table
Click the appropriate code to select it.
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Finding a Record
Most maintenance forms require you to select a specific record to view or
maintain. For example, to change a person’s address, you must first specify
which person you want to see.
You specify the record to work with by responding to the LookUp prompt that
is displayed after you access a form. LookUp prompts are labeled according
to the type of LookUp you are performing.
LookUps that pertain to people or organizations are referred to as person- and
organization-related LookUps. Person LookUp, Student LookUp, Applicant
LookUp, and Vendor LookUp are a few of the person and organization related
LookUps in Colleague.
Some fields within forms are validated against other files. LookUp is used in
such fields to help you locate valid codes or items that you want to associate
with the main record on which you are working. When you are in a field that
is validated against another file, you will see a LookUp indicator in the lower
left corner of the form, as shown in Figure 67.
Figure 67: Example LookUp Indicator for a Field
Field Validated
Against Another File
LookUp Indicator
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Using LookUp to Find Records
If you know the ID, or key, for the record you need, you can simply enter it at
the LookUp prompt. For example, Beth Hancock’s ID number is 0356. As
shown in Figure 68, if you enter 0356 at the Person LookUp prompt for the
Name and Address Maintenance (NAE) form, information about Ms.
Hancock is displayed.
Figure 68: Basic LookUp
When you do not know the record ID, LookUp provides a number of options
that help you find the record using the information you do have. For example,
if you do not know Ms. Hancock’s ID number, you can enter her last name at
the Person LookUp prompt. If you enter “hancock” at the Person LookUp
prompt for the Name and Address Maintenance form, a resolution form
displays a list of all the people in your database whose names begin with
“Hancock.”1 You can then select Beth Hancock from this list. See “Finding
Multiple Records” beginning on page 120 for more information about finding
multiple records.
1. A resolution form is a form that displays a list of all records that match the search
criteria you entered at the LookUp prompt.
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Finding Multiple Records
When you want to review or work with a set of records on a given form, you
can select multiple records directly from a resolution form, as shown in
Figure 69.
Figure 69: Resolution Form
Select All Records
Select
Desired
Records
Controller LookUp
Resolution Box
You can select a group of records in any of the following ways:
„ Click the box to the left of the Seq: Name heading, or enter FA (Flag All) in
the Controller LookUp Resolution box to select all records in the list.
„ Click the box to the left of each desired record.
„ Use the keyboard to enter F(lag) in the Controller LookUp Resolution box,
followed by each sequence number of the record you want to select. Each
selected record is highlighted when you press ENTER.
When you have selected all the records you want, click the Save button at the
bottom of the resolution form. UI displays the first of your selected records on
the form.
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You can make changes, save, and exit. You can then display the next record or
jump to another record in the group. UI Desktop shows which record is
currently displayed at the bottom of the form, as shown in Figure 70.
Figure 70: Displaying One Record of a Group
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Toggling Through Multiple Records
To toggle through the records in a group, you must first save or cancel
changes to the currently displayed record.
Save a Record and Display Another Record
Perform the following steps to save the current record and display another
record in the selected group:
Step 1. Click Save. An alert box prompts you to update, cancel or return to editing, as
shown in Figure 71.
Figure 71: Alert Dialog Box: Update, Cancel, or Return
Step 2. Click Update. An Alert box is displayed, as shown in Figure 72.
Figure 72: Alert Dialog Box: Discard, Previous, Next, or Jump
Step 3. Choose one of the following actions:
„ Click Previous to move to the previous record in the list.
„ Click Next to move to the next record in the list.
„ Click Jump to select a specific record in the list.
„ Click Discard to discard the entire list.
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Cancel Your Changes and Display Another Record
Perform the following steps to cancel your changes to the current record and
display another record in the selected group:
Step 1. Click Cancel. An alert box prompts you to cancel or return to editing, as
shown in Figure 73.
Figure 73: Alert Dialog Box: Cancel or Return
Step 2. Click Cancel. An alert box is displayed.
Step 3. Choose one of the following actions:
„ Click Previous to move to the previous record in the list.
„ Click Next to move to the next record in the list.
„ Click Jump to select a specific record in the list.
„ Click Discard to discard the entire list.
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LookUp Shortcuts
There are a number of standard LookUp options available to help you with
almost all types of LookUp.
In addition to these standard options, many types of LookUp also provide
special shortcuts to help you find what you are looking for. See “Person- and
Organization-Related LookUp Shortcuts” beginning on page 128 for more
information about special LookUps.
Standard LookUp Shortcuts
There are several LookUp shortcuts that work with most types of LookUp.
LookUp options that do not work for person- and organization-related
LookUps are noted in the “Hints” column in Table 6.
Table 6: Standard LookUp Shortcuts
Example Scenario
The last record you displayed
during this login session.
LookUp Prompt Entry
An “at” sign (@)
For example, both the Name and
Address Maintenance (NAE) form
and the Address Maintenance
(ADR) form are people-related
forms. If you display Fred Smith’s
record on the NAE form, and then
you access the ADR form, you can
retrieve Mr. Smith’s record on the
ADR form by entering @.
Hints
The “at” (@) sign allows you to
retrieve the last form-appropriate
record you displayed in most, but not
all, cases.
A list of all records appropriate
for this form.
An ellipsis (...)
Due to the size of Person and
Organization LookUp, the ellipsis is
not supported for these files.
A list of fields in the file that
contains the record you are
seeking.
A semicolon (;)
You can use the field names to
construct a query statement to look
for a record.
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Table 6: Standard LookUp Shortcuts (cont’d)
Example Scenario
All records in which a specific
field contains a value (that is,
the field is not blank).
LookUp Prompt Entry
Hints
;fieldname
For example, on the Approvals
Needed (APRN) form in Colleague
Finance’s Accounts Payable
module, to see a list of approval
records for individuals who are
limited in the purchase order amount
they may approve, enter the
following:
;apprv.po.max.amt
All records in which a specific
field’s value matches a
particular string.
;fieldname string
For example, on the Approvals
Needed (APRN) form in Colleague
Finance’s Accounts Payable
module, to see a list of approval
records for individuals who can
approve up to $10,000 on a
purchase order, enter the following:
;apprv.po.max.amt
10000
Text values, such as “Hall,” are often
case-sensitive.
With the exception of a person’s
name, multiword values must be
enclosed within double quotes.
You can also look for multiple values
at one time. For example, to see a
list of approval records for
individuals who can approve up to
$10,000 or up to $15,000 on a
purchase order, enter the following:
;apprv.po.max.amt
10000 15000
All records in which a specific
field’s value begins with a
particular string.
;field string...
For example, on the Job Skill
Definition (JSKL) form in the Human
Resources System’s Personnel
module, to see a list of all job skill
definitions whose descriptions begin
with the word “Typing” or “Type,”
enter the following:
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you
know how it starts.
Remember that text values, such as
“Typ,” are often case-sensitive.
;jsk.desc Typ...
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Table 6: Standard LookUp Shortcuts (cont’d)
Example Scenario
All records in which a specific
field’s value contains a
particular string.
LookUp Prompt Entry
Hints
;fieldname
...string...
For example, on the Job Skill
Definition (JSKL) form in the Human
Resources System’s Personnel
module, to see a list of all job skill
definitions whose descriptions have
the word “Typing” or “Type” in them,
enter the following:
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you
know that it contains a certain word
or part of a word.
Remember that text values, such as
“Typ,” are often case-sensitive.
;jsk.desc ...Typ...
All records in which a specific
field’s value ends with a
particular string.
;fieldname
...string
For example, on the Job Skill
Definition (JSKL) form in the Human
Resources System’s Personnel
module, to see a list of all job skill
definitions whose descriptions end
with the word “Wpm,” enter the
following:
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you are
fairly certain about how it ends.
Remember that text values such as
“Wpm,” are often case-sensitive.
;jsk.desc ...Wpm
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Finding a Record
Table 6: Standard LookUp Shortcuts (cont’d)
Example Scenario
All records in which a specific
file’s value contains several
strings.
LookUp Prompt Entry
;fieldname
...string1...string2
or any combination of strings and
ellipses to achieve the desired
result.
For example, on the Job Skill
Definition (JSKL) form in Colleague
HR’s Personnel module, to see a list
of all job skill definitions whose
descriptions contained the word
“Typing” followed by the number
“80,” enter the following:
Hints
Use this option when you are not
sure how the item you are looking
for is spelled or worded but you
know that it contains certain words
or parts of words. You can use any
combination of ellipses and strings
to find what you are looking for.
Remember that text values, such as
“Typing,” are often case-sensitive.
;jsk.desc
...Typing...80...
All records in which a specific
field’s value is related in some
way to a particular string (for
example, is greater than or
less than something).
;fieldname operator
string
The following are valid operators:
• = or EQ (equal)
• <> or NE (not equal)
• > or GT (greater than)
• >= or GE (greater than or
equal to)
• < or LT (less than)
• <= or LE (less than or equal to)
• UNLIKE (use this operator only
when you use an ellipsis in
specifying a data value)
For example, on the Approvals
Needed (APRN) form in Colleague
Finance’s Accounts Payable
module, to see a list of approval
records that were added on or after
January 1, 1999, enter the following:
;approvals.add.date
ge 010199
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Person- and Organization-Related LookUp
Shortcuts
The information most commonly used to look for a person or organization is
the name of the person or organization. Table 7 presents the LookUp shortcuts
you can use with person- and organization-related LookUps.
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Finding a Record
Table 7: Person- and Organization-Related LookUp Shortcuts
Example Scenario
Search using a person’s name.
LookUp Prompt Entry
lastname (at least the first two
letters)
Hints
You must enter an underscore (_)
between the parts of multiword
names. For example,
lastname, firstname
van_dyke, jo_anne
lastname, firstname
middlename
lastname, firstname
middleinitial
You can also enter only the
beginning of the first and last
names (at least the first two letters
of the last name). For example,
firstname lastname
sm, ro
firstname middlename
lastname
ro sm
firstname middleinitial
lastname
For example, to look for or add a
new person with the name of
Robert Taylor Smith, you could
enter any of the following:
sm
smi
smith
LookUp finds any record with a
primary, birth, former, or other
name like the name entered.
If you choose to add a new record
after looking someone up by his or
her name in this manner, then
regardless of how you entered the
name, each word in the name is
transformed into lowercase and
then capitalized appropriately; for
example, if you enter van_dyke,
jo_anne, you would get “Jo Anne
Van Dyke.”
smith, robert
smith, robert taylor
smith, robert t
robert smith
robert taylor smith
robert t smith
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Table 7: Person- and Organization-Related LookUp Shortcuts (cont’d)
Example Scenario
Limit a name search.
LookUp Prompt Entry
Hints
Enter any of the following after the
name:
You can string together more than
one restriction for a search, as
long as you separate each
element of the search with a
semicolon.
;c city
;st state/province
For example, to find the Robert
Smith whose preferred address is
in Boston and who is associated
with the reunion class of 1954,
enter the following:
;z zipcode/postalcode
;f country
;y class
robert smith ;c boston
;y 1954
;s source
;ps status
For example, to find the Robert
Smith whose preferred address is
in Boston, enter the following:
robert smith ;c boston
Search using a particular Social
Security or Social Insurance
number.
You may enter hyphens, but they
are not necessary.
;ss SSN/SIN
For example, Mary Browning’s
Social Security number is 264-998765. If she gives you her Social
Security number instead of her ID
number, enter the following to look
her up:
;ss 264998765
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Finding a Record
Table 7: Person- and Organization-Related LookUp Shortcuts (cont’d)
Example Scenario
Search using an organization’s
name.
LookUp Prompt Entry
orgname
For example, to look for or add a
new organization with the name of
Universal Office Supplies, you
could enter any of the following:
universal
office
Hints
If you choose to add a new record
after looking up an organization by
its name, then regardless of how
you entered the name, each word
in the name is transformed into
lowercase and then capitalized
appropriately; for example, if you
enter universal office
supplies, you get “Universal
Office Supplies.”
supplies
universal office
universal office supplies
Limit a name search.
Enter any of the following after the
name:
;c city
;st state/province
;z zipcode/postalcode
;f country
For example, if you wanted to find
the Universal Office Supplies in
Dayton, you could enter the
following:
universal ;c dayton
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Adding Records from a LookUp
You can also use LookUps to add new records from certain forms.
Table 8: Adding Records from a LookUp Prompt
Example Scenario
Preserve capitalization as entered
when adding a new person.
LookUp Prompt Entry
Hints
=name
For example, if you enter
=JoAnne T di_Marco, then the
name displays exactly as you
entered it. If you enter only
joanne t di_marco, then the
name is capitalized as follows:
Joanne T. Di Marco.
Preserve capitalization as entered
when adding a new organization.
If the name is not preceded by an
equal sign, then regardless of how
you entered the name, each word
in the name is transformed into
lowercase and then capitalized
appropriately.
=orgname
For example, if you enter =e e
cummings Institute, then the
name will be displayed exactly as
you entered it. If you enter only e e
cummings Institute, then the name
is capitalized as follows:
E E Cummings Institute
LookUp Strings
You can string together several LookUp criteria. For example, on the
Campaign Planning (CMP) form in the Alumni and Development System’s
Campaign Management module, if you wanted to find the campaigns that
start in March and that have a campaign goal of $10,000 or more, you would
enter the following:
;activity.donation.goal ge 10000 ;activity.start.mo
nth 3
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Viewing Online Help
Viewing Online Help
Online help provides you with detailed information about Envision forms.
There are three categories of online help:
„ Field Help. An explanation of each field on each form.
„ Function Help. A list of frequently used keyboard shortcuts.
„ Process Help. An overview of each form.
Note: The About command in the Help menu enables you to view
version and licensing information.
Field Help
To access field help while working in a form, go to the field for which you
would like help, and do one of the following:
„ Select Field Help from the Help menu.
„
Click the Field Help button
on the toolbar.
Function Help
Keyboard Shortcuts are keystroke combinations that can be used to perform
functions that are normally accessed by using the mouse in Windows.
To access a list of frequently used keyboard shortcuts from any location
within a form, select Function Help from the Help menu. The HELP and
FUNCTION KEY Information box is displayed, as shown in Figure 74.
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Figure 74: Help and Function Key Information Box
Process Help
Process help provides you with an overall description of the purpose of the
selected form. It does not provide detailed information about specific fields on
a form. To access process help from any location within a form, select
Process Help from the Help menu.
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UI Desktop and UI Web
74
74
Performing wIntegrate Tasks in UI
Desktop and UI Web
In This Chapter
This chapter helps you learn how to use UI with Colleague. It includes an
overview for accomplishing various tasks, such as using Query Builder,
Importing and Exporting records, Batch Processing, and using the Multi-line
text editor.
These utilities are wIntegrate products. For detailed instructions for using
these utilities, please refer to wIntegrate documentation or online help.
Note: Query Builder, Import File, and Export File are available only to
clients using UniData. Clients using SQL Server or Oracle can use the
utilities provided with those products.
Query Builder
Query Builder is a UniData utility that Datatel makes available with
Colleague. It provides a front end to the query language on your host system.
Note: Because access to Query Builder is governed by Envision
security classes, you may need to consult your system administrator
to obtain the necessary permissions.
To access Query Builder, select Query Builder from the Options menu. The
Query Builder dialog box is displayed, as shown in Figure 75.
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Figure 75: Query Builder Dialog Box
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Importing and Exporting Files
Importing and Exporting Files
Import File and Export File are UniData utilities that Datatel makes available
with Colleague. Import File and Export File allow you to transfer data to and
from your host PC.
Note: Because access to Import File and Export File is governed by
Envision security classes, you may need to consult your system
administrator to obtain the necessary permissions.
To import or export files from the host PC, select Import File or Export File
from the Options menu. The Import File From Host dialog box is shown in
Figure 76, and the Export File to Host dialog box is shown in Figure 77.
Figure 76: mport File From Host Dialog Box
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Figure 77: Export File to Host Dialog Box
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Batch and Report Processes
Batch and Report Processes
When you run batch and report processes, the progress bar graph displays the
progress of each process.
As each process completes, UI displays a Finish prompt. Click Finish to start
the next process and view its progress. Continue clicking Finish as each
prompt appears.
To view all of the processes consecutively (without having to click Finish for
each process), select Close automatically when complete.
There are four types of progress bar graphs.
Message Bar Graph
This type of graph displays the messages of a process, without the progress
bar.
Figure 78: Message Bar Graph
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Single-Process Bar Graph
This type of graph displays a single process in a bar graph.
Figure 79: Single-Process Bar Graph
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Batch and Report Processes
Multiple-Process Bar Graph
This type of graph displays more than one process in multiple bar graphs.
Figure 80: Multiple-Process Bar Graph
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Terminal Window Bar Graph
This type of graph displays the Process Generator (GEN) and Screen Painter
(Painter) processes. Your system administrator can optionally choose to
display all of your bar graphs in a Terminal Window. The administrator can
also choose to display specific processes in the terminal window bar graph.
Figure 81: Terminal Window Bar Graph
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Browsing Reports
Browsing Reports
The Report Browser allows you to view reports easily in a Windows
environment. During viewing, the browser imports the document one page at
a time as requested, to avoid lengthy download times.
Note: Because the Report Browser delivers the report to the client
one page at a time, there is a momentary delay between clicking a
page selection button and seeing the page appear on the form.
Procedure for Browsing a Report
To use the Report Browser, perform the following steps:
Step 1. Select the desired report from the treemenu.
Step 2. Enter the desired report parameters, and update from the form.
Figure 82 shows an example of the report parameters.
Figure 82: Example of Report Parameters
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Step 3. On the Peripheral Defaults form, select H Hold/Browse File Output in the
Output Device field, as shown in Figure 83.
Figure 83: Output Device Field: Peripheral Defaults Form
Step 4. Continue to complete the forms until a bar graph displays. (See “Batch and
Report Processes” on page 139.)
Note: Depending on the type of report, Envision displays various
forms that you continue to update. For example, many processes
generate an error report in addition to the output report. Envision
opens a Peripheral Defaults form for each report. Also, Envision often
opens the Process Handler form that allows you to set processing
parameters.
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Browsing Reports
Step 5. When all records are processed, you are prompted to browse the HOLD files.
The Report Browser is displayed. Figure 84 shows a typical report page in the
Report Browser.
Figure 84: Report Browser
Title Bar
Tool Bar
Scroll Bars
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Using the Report Browser Toolbar
Use the toolbar buttons, shown in Figure 85, to navigate through the report,
print the report, or save a copy.
Figure 85: Report Browser Toolbar Detail
Current Page/ Total Pages/Change Page
Next Page
Import
Last Page
Print Remote
Exit Browser
First Page
Previous Page
Print Local
The Report Browser Toolbar buttons are described in Table 9.
Table 9: Report Browser Toolbar Buttons
Button
146
Name
Description
Exit Browser
Close the Report Browser and return to the application workspace.
Import
Save a copy of the report to your network or local hard drive. You are
prompted to specify a name and path for the saved report.
First Page
Jump to the first page of the report.
Previous Page
Move to the previous page of the report.
Current Page/Total
Pages/Change Page
Shows the number of the currently displayed page and the total
number of pages in the report. You can also jump directly to any page
by typing the page number in this field and then pressing Enter.
Next Page
Move to the next page of the report.
Last Page
Jump to the last page of the report.
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Browsing Reports
Table 9: Report Browser Toolbar Buttons (cont’d)
Button
Name
Print Local
Description
Print the report to a local printer (such as a printer that is accessible
from Windows). This option downloads the report to your PC and
uses Windows to print the report. When you select Print Local, a
Printer Setup dialog box is displayed.
For best results with the Print Local option, you must choose an
appropriate font size and page orientation. If the font is too large, the
report may not page properly or may be truncated short of the right
margin.
For reports that are up to 80 characters wide, click the Use Font
check box on the printer setup dialog and choose Courier New, 10.
Click the radio button for Portrait orientation.
For reports that are from 81 to 132 characters wide, click the Use Font
check box on the printer setup dialog and choose Courier New, 8.
Click the radio button for Landscape orientation.
In all cases, make sure that the Use character mapping check box is
checked.
Print Remote
Print the report to a printer that is accessible from the host. This
option uses the operating system on the host to print the report,
without downloading it to your PC.
Setting Report Browser Preferences
You can resize the browser window to fit any selected report. If the entire
report does not fit on the form, vertical and horizontal scroll bars enable you
to view any part of it, as shown in Figure 84 on page 145. To customize the
font, background color, and text color, choose Font or Change Colors from the
Options menu. See “The Multi-Line Text Editor” beginning on page 150 for
information on setting report browser colors and fonts.
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Adding an Environment
When you initially install UI on your PC, you have access to only one
environment. Before you can access additional environments, you or your
administrator must add them. Adding an environment connects you to the
Colleague environment that you need to access.
Use this procedure if you are adding an environment from the Options menu
in UI Desktop. System Administrators can also add an environment from the
Datatel User Setup program. For instructions for doing so, refer to the User
Interface Installation and Administration manual.
Procedure for Adding an Environment
Step 1. From the Options menu in UI, select Add/Remove Environments.1 The
Add/Remove Environments window displays, as shown in Figure 86.
Figure 86: Add/Remove Environments Window
Click to add an
environment
Step 2. Select the available environments (listed in the Available Environments list)
that you want to be able to access through User Interface. Move each of those
environments to the Installed Environments list by selecting the environment
and then clicking the single left arrow button.
1. If the “Add/Remove Databases” option does not appear on the Options menu, it may have been disabled for
you. Contact your system administrator.
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Adding an Environment
Step 3. Click OK to save your changes.
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The Multi-Line Text Editor
UI gives you the option to use either a single-line text editor or the multi-line
text editor on the many Envision forms that let you edit text. This multi-line
text editor automatically “wraps” the text when you come to the end of a line.
This function lets you enter text without having to use a “hard carriage return”
when you get to the end of line, similar to most desktop publishing software.
The multi-line text editor lets you select multiple lines of text or all lines of
text and perform a “copy and paste.” See “Copy and Paste Text” on page 155.
Note: There are some limitations that you and your system
administrator need to consider before implementing the multi-line text
editor. For a discussion on these limitations, see User Interface
Desktop or Web Installation and Administration.
Single-Line Text Editor vs. Multi-Line Text Editor
The fundamental difference between a single-line text editor and a multi-line
text editor is the automatic “text wrapping” capability. With a single-line text
editor, you must manually start another line when entering text. This can be
cumbersome when you have a large amount of text to enter. An example of a
single-line text editor form is shown in Figure 87 on page 151.
The multi-line text editor form lets you enter free-form text without entering
hard returns. The text wraps automatically as you type. An example of the
multi-line text editor is shown in Figure 88 on page 151.
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The Multi-Line Text Editor
Figure 87: Example of a Single-Line Text Editor Form
Figure 88: Example of the Multi-Line Text Editor Form
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When using the multi-line text editor, loading a large amount of text may take
more time than a single-line editor. With a single-line text editor, the form
“loads” the text one form, or fifteen lines, at a time. With the multi-line text
editor, the entire block of text is loaded at once.
Using the Multi-Line Text Editor
When you want to use the multi-line text editor to enter a block of text, detail
on a field that has UTEDIT capability, such as a Comments field or
Description field.2 If there is existing text in the field from which you are
detailing, and that text exceeds the text limits of the multi-line text editor, you
will receive an alert message indicating the condition as shown in Figure 89.
Figure 89: ext Exceeding Maximum Line Length Alert Message
If you click Y on the Alert dialog box, the text will wrap on the multi-line text
editor form. You can then edit the text as needed. (If you decide not to keep
the modified text and want the original text, select Cancel.)
If you click N on the Alert dialog box, the text will wrap on the multi-line text
editor form, but you cannot edit the text. (The editor form displays in inquiryonly mode when you click N on the Alert dialog box.)
Figure 90 shows an example of text that exceeds the maximum line length. In
this particular field, you can scroll through the field to read the text. When
you detail from the field, you’ll receive the Alert dialog box.
2. Not all fields with UTEDIT capability will have the multi-line text editor feature.
Some forms and fields are not coded to use the editor feature, but most are coded to
take advantage of the multi-line text editor.
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The Multi-Line Text Editor
Figure 90: Example of Text Exceeding Maximum Line Length
Row 1
Row 2
Row 3
If you use the multi-line text editor and want to keep text as it is, click N on
the Alert dialog box. Although the text will display wrapped on the text editor
(in inquiry-only mode) as shown in Figure 91, the actual format will not be
altered.
Figure 91: Multi-Line Text Editor in Inquiry-Only Mode
Although the text displays in inquiry mode in the multi-line text editor, you
can still use a line editor (if you have access) to modify the text. (The text is
inquiry-only on the multi-line text editor.) To use a line editor, detail from the
multi-line text editor to access your line editor of choice. An example is
shown in Figure 92.
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Figure 92: Detailing from the Multi-Line Text Editor in Inquiry-Only Mode
Detail to access a line
editor
However, if you click Y on the Alert dialog box, the text reformats in the text
editor. You can make changes, but if you save the information (without
cancelling), the text retains the new format. An example of the multi-line text
editor in edit mode is shown in Figure 88.
Note: When the text is wrapped, each line of the text is placed in its
own line within the record. In the example above, the one, long line of
text is wrapped, so the one sentence is split into four separate lines
within the record after reformatting.
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The Multi-Line Text Editor
Copy and Paste Text
The multi-line text editor lets you copy text from a source document and paste
the text into the multi-line text editor. For example, you may have text from
an e-mail or other document that you want to copy into a Comments field or a
Description field. You can use standard copy and paste procedures between a
source document and the multi-line text editor.
Note: The multi-line text editor does not support graphics, so you
cannot cut and paste any graphic images into the editor. However, you
can copy text from the multi-line text editor when in inquiry-only mode.
Loading Existing Records
If you want to load an existing record into the multi-line text editor, you can
detail from the multi-line text editor (in edit mode or in inquiry-only mode) to
a line editor, then perform that editor’s standard load command. An example
is shown in Figure 93.
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Figure 93: Detailing from the Multi-Line Text Editor to a Line Editor
Detail to access
a line editor
If the text you load exceeds the length of the maximum line length, the Alert
message displays (as shown in Figure 89 on page 152). Click Y to reformat
the loaded text, or click N to ignore any changes.
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The Multi-Line Text Editor
Date and Time Stamp
With the single-line text editor, you can use the pound key symbol (#) to date
and time stamp your text. You can use the Date/Time/Login option from the
Edit menu as shown in Figure 94.
Figure 94: Example of the Date/Time/Login Option
Note: You can use the Date/Time/Login option on many fields, not just
Comment fields and Description fields.
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UI Desktop and UI Web
94
94
Customizing UI Desktop and UI
Web
In This Chapter
This chapter helps you learn how to customize the look and feel of UI with
Colleague. It includes instructions for defining user preferences and field
customization.
Defining Your Preferences
UI provides you with a way to personalize the look and feel of how the forms
appear on your PC. You can define your preferences for the following:
„ Font
„ Colors
„ Favorites
UI supports multiple user settings on one PC. If a PC is shared by more than
one user, UI maintains individual color settings, font sizes, and favorites
menus for each user ID.
Note that UI Web does not support custom fonts or colors.
Defining Fonts
You can use the Fonts dialog box to change the text fonts that are used in
forms, reports, resolution forms, and the multi-line text editor.
Note: For best results, we recommend that you configure your
Windows display to use small fonts. With lower resolutions, such as
800x600, some forms and resolution forms may not display correctly
using large fonts.
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Procedure for Defining Font Preference
Follow these steps to define your font preferences:
Step 1. From the Options menu, select Font. The Font dialog box is displayed, as
shown in Figure 95.
Figure 95: Font Dialog Box
Step 2. Use the drop-down lists to set the font styles and sizes individually for forms,
reports, and resolution forms. Click OK to save the settings. The new settings
will take effect the next time you start UI.
Note: If you want to use a font that is available on your PC but not
included in a drop-down list, type the font name into the edit field. If the
font is available, the sample text below the edit field adjusts to the new
setting. If the sample text does not change, the font is not valid.
UI supports proportional fonts; however, resolution forms and the
Report Browser require the use of fixed fonts because of the precise
formatting of their output. For these fonts, you are restricted to the
values supplied in the drop-down list.
The font you set for the resolution form is the same font that will be
used by the multi-line text editor. For information about the multi-line
text editor, see “The Multi-Line Text Editor” on page 150.
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Defining Colors
You can use the Color options to change the colors of a variety of form
attributes. Follow these steps to define your color preferences:
Step 1. From the Options menu, select Change Colors. The Visual Attributes
dialog box displays, as shown in Figure 96.
Figure 96: Visual Attributes Dialog Box
Step 2. The Visual Attributes dialog box allows you to change any foreground or
background color setting. Click Font Color or Background to the right of
the Example Text for the color you want to change. A Color palette displays,
as shown in Figure 97.
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Figure 97: Color Palette
Step 3. Select the color you want, and click OK to save the setting and return to the
Visual Attributes dialog box.
Step 4. When all color selections are complete, click OK in the Visual Attributes
dialog box to save the settings.
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Defining Favorites
You can use the Favorites menu to store and organize a list of shortcuts to
forms and functions that you frequently use.
Procedure for Adding Favorites
Perform the following steps to add a form shortcut to your Favorites list.
Step 1. Select the form that you want to add to your list of favorites.
Step 2. Select Add to Favorites from the Favorites menu.
Step 3. Click the Add to Favorites pop-up. The Add Favorite dialog box displays,
as shown in Figure 98.
Figure 98: Add Favorite Dialog Box
Step 4. Enter the mnemonic of the favorite form.
Step 5. If you use folders to organize your Favorites, you can click Create in to
select an existing folder or create a new folder for the shortcut, as shown in
Figure 99.
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Figure 99: Selecting a Folder for a Favorite
Step 6. Click OK to add the form to your customized Favorites list.
The shortcut is added to your Favorites menu, as shown in Figure 100.
Figure 100: Favorites Drop-Down Menu
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Note: To display the Add Favorite dialog box and add a shortcut to
Favorites without first selecting the form from the tree menu, select
Add to Favorites from the Favorites menu and enter the mnemonic
of the desired form.
If you have a form open and want to add it to your Favorites list, select
Add Current Form to Favorites from the Edit menu. The Add
Favorite dialog box is displayed with the current form mnemonic filled
in, as shown in Figure 98 on page 163.
Organizing Favorites
Select Organize Favorites from the Favorites menu to manage your list of
shortcuts. You can create new folders, rename folders, delete unwanted
folders, remove forms from Favorites, and move items from one folder to
another.
Note: A form cannot be renamed. However, you can create a folder
with a descriptive name that will help you remember the form’s
function, and then store the form shortcut in the folder. Folders can be
used to classify forms by function, workflow, or any other property.
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Procedure for Creating a New Folder
Perform the following steps to create a new folder.
Step 1. Select Organize Favorites from the Favorites menu. The Organize
Favorites window is displayed, as shown in Figure 101.
Figure 101: Organize Favorites Window
Step 2. Click Create Folder to display the Create Folder dialog box, as shown in
Figure 102.
Figure 102: Create Folder Dialog Box
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Step 3. Enter a name for the new folder, such as “Reports,” and click OK. The new
folder appears in the Organize Favorites window, as shown in Figure 103.
Figure 103: Organize Favorites Window
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Procedure for Moving a Shortcut to a Folder
Perform the following steps to move a shortcut to a folder.
Step 1. In the Organize Favorites window, select the shortcut you want to move by
clicking on it.
Step 2. Click Move to Folder. The Browse for Folder window is displayed.
Step 3. Click on the desired folder to select it, as shown in Figure 104.
Figure 104: Browse for Folder Window
Step 4. Click OK. The shortcut is moved to the folder.
Note: In addition to moving shortcuts, you can move folders into other
folders to create a hierarchical structure.
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Procedure for Renaming a Folder
Perform the following steps to rename a folder.
Step 1. In the Organize Favorites window, select the folder you want to rename by
clicking on it. Click Rename. The folder name is now editable.
Step 2. Enter the new folder name and click Close to close the Organize Favorites
window and save the change.
Procedure for Deleting a Shortcut or a Folder
Perform the following steps to delete a shortcut or a folder.
Step 1. In the Organize Favorites window, select the shortcut or folder you want to
delete by clicking on it.
Note: You cannot delete a folder unless it is empty. To delete a folder,
first move or delete all of its contents.
Step 2. Click Delete. The shortcut or folder is removed from the Organize Favorites
window and from the Favorites menu.
Note: When you delete the shortcut to a form from Favorites, the
form is still accessible through the menus, the address bar, and the
Run dialog box. You have deleted only the shortcut in the Favorites
menu.
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Field Customization
The behavior for each field on each form is originally defined by Datatel. The
system administrator at your institution can use the Envision Tool Kit to
further define field behavior. A third level of field customization allows you,
the end-user, to modify certain field behaviors for the forms that you access.
Note: Before you can customize fields for a form, your system
administrator must first enable field customization for you and set up
your field customization preferences.
You can specify field behavior for a form from within the form itself.
Selecting Customize Field Properties from the Tools menu of the form you
want to customize allows you to specify field sequence and field access for
that form.
„ Field Sequence. Specify which field the cursor appears in when a user first
accesses the form, and the path followed through the form each time a user
presses the TAB key.
„ Field Access. Indicate which fields on the form are required. You can also
indicate whether a field is Inquiry Only or No Access.
Field Customization Limitations
You cannot take away behavior that either Datatel or your system
administrator has already defined in the Tool Kit. For example, if a field is set
in the Tool Kit as Required, it is always required.
See Figure for an example of the Customize Field Properties dialog box.
The example shows customization of the NAE form, but any Envision form
can be customized.
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Figure 105: Customize Field Properties Dialog
Customizati
on already
applied
Process
field
Tab
sequence
Technical Tip: When you access the Customize Field Properties
dialog box from a form, you can view existing customizations for that
form. A series of tool tips indicates the process number of each field,
as well as the tab sequence of each field. Tool tips are the numbered
boxes that display when this option is enabled.
A tool tip field that is red indicates that customization is already applied
to that field.
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Customizing Field Sequence
You can use field customization to determine the tab sequence of fields on a
form. Customizing your field sequence can help you move through a form
more quickly than you would if you had to tab through each field on the form.
You can specify the field you want to start in first and the order in which to
visit each subsequent field. Each time you press the TAB key, you move to the
next field in the specified tab sequence (skipping any fields not in the tab
sequence). If you specify a last field, the form updates when you tab from the
last field in your customized tab sequence.
If tab sequencing is not specified, the default sequence is used.
Customizing Field Access
You can use the Field Access feature to select a security control for fields on a
form. If field access is not specified, the default User Interface form behavior
occurs.
You can select one of the following options:
„ Required. A field on a form is required. Users cannot finish from the form
without entering data into the required fields.
„ Inquiry Only. Users may only view the data; they cannot update or delete
data.
„ No Access. Users cannot view, add, change, or delete data. If a field is
already specified as Denied Access through security classes as defined on
the Field Security Definition (SCDF) form, it is always Denied Access
(Denied Access performs the same functionality as No Access).
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Field Customization Restrictions
The behavior for each field on each form is originally defined by Datatel.
System administrators can use the Envision Tool Kit to further define field
behavior for an institution. You cannot take away behavior that is defined in
the Tool Kit. The following rules apply to Customize Field Properties fields:
Precedence
„ Tab sequence precedence is exclusive. If one user creates a tab sequence
and applies it to all users, subsequent users may still create a tab sequence
for themselves, and that tab sequence will apply only to their own sessions.
„ Field access precedence is inclusive. If one user restricts field access from a
field for all users, and a second user restricts field access from a second
field for himself, the second user will not be able to access either field. If
the same field has access restrictions for both all users and a specific user,
the most restrictive access is always used.
First Field
„ A form can have only one First Field. Once a First Field is designated, you
cannot make any other field the First Field unless you remove the existing
designation.
Last Field
„ Fields that contain a Next Field Override cannot be designated as the form’s
last field.
Next Field Override
„ Fields that are specified as Last fields cannot have a Next Field Override.
„ Other fields that cannot have a Next Field Override include: fields
contained in the header block and window fields that are not window
controllers (unless the current Process Field is a member of the same
window).
Field Access
„ Fields appearing in the form’s header block can only have No Access
restrictions applied to them.
„ When you apply a field access restriction (required, inquiry only, no access)
to a field, you cannot apply any other field access restrictions.
„ If a field is specified as required by Envision, you cannot modify any of the
access options.
„ If a field is specified as no access by Envision security, you cannot modify
any of the access options.
„ If a field is specified as inquiry-only by Envision, you only have the option
to make the field no access.
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Procedure for Customizing Fields on a Form
You might not have access to all of the options provided in this procedure.
The options that you are presented with correspond with the level of access
granted to you by your system administrator. This procedure describes the
process as if you have access to all of the customization options.
Step 1. Access the form you wish to customize.
Step 2. From the Tools menu, select Customize Field Properties to display the
Customize Field Properties dialog box.
Figure 106: Customize Field Properties Dialog
Step 3. Indicate if you want to modify the field properties for all users or a specific
user:
„ Selecting Modify All Users applies the customization to all users in the
database.
„ Selecting Modify Specific Users provides you with a dialog to enter the
login ID of a specific user you would like to apply the customization to.
„ Do nothing if you want to modify the field properties only for yourself.
Step 4. In the Process Field drop-down list, select the number of the field you want to
modify.
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Step 5. Indicate the field sequence you want to apply to the field.
„ Select First Field if you want to indicate that the selected field is the first
field in the tab sequence.
„ Select Last Field if you want to indicate that the selected field is the last
field in the tab sequence.
„ Select the next field in the tab sequence from the Next Field Override list.
Step 6. Indicate the level of field access you want to apply to the selected field.
„ Selecting Required prevents users from finishing from the form without
populating it.
„ Selecting Inquiry Only allows users to only view the data; they cannot
update or delete data.
„ Selecting No Access prevents users from viewing, adding, changing or
deleting data.
Step 7. Repeat steps 3-6 for each field you wish to customize.
Note: You do not need to click OK after customizing each field. You
can click OK after making customizations to all of the fields on a form
to apply all of the customizations.
Clicking Clear Field removes customizations for the currently selected
Process Field. All other customizations are left unchanged.
Clicking Clear All removes all customizations for the current form, for
the user you are editing.
Step 8. Click OK.
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Procedure for Disabling Field Sequence
After you set up custom field sequencing, you can indicate whether you want
to activate the customizations by using the Enable/Disable Field
Customization feature.
Step 1. Access the form you customized.
Step 2. From the Tools menu, do one of the following:
„ Select Disable Custom Field Sequence to disable the custom field
sequencing. A check displays next to this option when field sequencing is
disabled.
„ Clear Disable Custom Field Sequence to enable the custom field
sequencing.
Note: When you disable custom field sequencing, it is disabled only
for the current session. When you log out of the form and return, field
sequencing will be enabled again.
Procedure for Showing Field Sequence
You can optionally display the current field sequence of a form. If you
customized a field sequence, your customization displays. If you did not
customize a field sequence, the default field sequence displays.
Step 1. Access the form you customized.
Step 2. From the Tools menu, do one of the following:
„ Select Show Field Sequence to view the field sequence.
„ Clear Show Field Sequence to view the form without displaying the field
sequence.
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