Getting Started in DocuLib / ERes

This document explains how to

· Set up your Eres Account at Santa Clara University

· Have Documents Scanned into Your Course Web Site

· Add new documents of various kinds to a course Web site

· Change the customization of a course Web site

Setting up Your Account

To get an ERes account all you need is to contact David Armstrong (1863). David can then issue you a Username and Password for the ERes system at Santa Clara University. David’s e-mail is darmstrong@scu.edu.

Please note that if you are faculty in the law School you will be using ClaraNet at: http://claranet.scu.edu/. This is ERes under a deferent name and will function with the same set of instructions. However the system is under deferent management. Your contact person for accounts and help is accessible via e-mail at heaferes@lawmail.scu.edu.

Have Documents Scanned into Your ERes Class

Media Services can take you text, images and other document and scan them into the Adobe pdf document format. Depending on your needs media services can then send them to your e-mail for placement into Eres, or they can “upload” them to your course web page. For scanning and/or media conversion to digital formats, contact media services at X4520

Scanning and reserver services for documents that are to plced into SCU's Eres system can also be optained fro the Libary Reserve desk. For libary information regarding these services please call the desk at X5240.

Who to call if things go wrong

· If it appears that the system is not functioning (i.e. Server is not responding), please call the library reserve at X5240.

If you are have questions regarding the use and implementation of Eres for your classes, please call David Armstrong at X1863. (Media services offer classes in Eres every quarter. These classes can be found on line at http://codesign.scu.edu/training.
If you are having trouble with your account please call David Armstrong at X1863.

How to Create a New Course Web Site

Start the create course Web site sequence from the main ERes screen, by clicking "Create a Course Page" in the right side navigation bar. You will be stepped through three short input screens on which you customize the setup of the course Web site. Note that you will have the opportunity to change any inputs or settings before completing the process, and also that any input or setting can be changed at any time after the Web site has been created.

Create a Course Web Site, Screen 1:

This screen enables you to select the number of instructors to be associated with the course. If there are more than one, choose the second option and enter the number of instructors.

Create a Course Web Site, Screen 2:

This screen establishes the fields by which the course Web site will be listed in the ERes index.

Use the drop-down box to select the department. Enter the course number, not including the department abbreviation, and the course name. The term, year, and instructor values are set by selecting from the drop-down box. A separate drop-down appears for each instructor to be entered.

Create a Course Web Site, Screen 3:

The third screen provides further customization of the course Web site. Each input on this screen is optional, and any choices you make can be changed after the course Web site has been created.

Text you enter for “Course Information” is displayed at the top of the main screen of the course Web site. HTML tags can be used in this field if desired.

Create a Course Web Site, confirmation screen:

The confirmation screen lists all entries made in the create course Web site sequence. If any errors were made, you can simply use the “back” feature in your browser to return to a previous screen to make corrections. (But you won’t have to re-enter values that are correct.) In addition, you can always change any of these values after the course Web site has been created.

The main page of the course Web site created in the example above initially looks like this:

Note that the “Course Information” field reflects the entry made during the create process. Also, because “Discussion boards” and “Chat Room” were enabled, a link to each of these features appears under “Course Page Links” in the right side navigation bar. Other links in the navigation bar are customized according to specifications provided by your institution.

How to Add a Document to the Course Web Site

DocuLib / ERes accepts documents in any electronic format. If you have a paper copy, you can scan it, to one of a variety of image formats or to Adobe’s pdf format. You can put word processor (e.g. Word), spreadsheet (e.g. Excel), and presentation (e.g. PowerPoint) files directly into the system. And as is convenient or necessary, you can also add plain text, HTML, audio, and video files.

Once you have created the document’s file (or files), start the add document process by bringing up the administration screen associated with your course Web site. Click the “Page Management” link in the right-side navigation bar on the main course Web page, and enter the account and password assigned to you by your local ERes Manager.

Page Management:

All features that allow administration of the course Web site are available hierarchically from the “Page Management” screen. To add a document, select “Add a document or link” from the “Course Page Documents” menu.

Documents already posted to the site can be manipulated using the “Delete,” “Modify,” and “Change Order” features. Modify allows both files and on-screen information to be changed.

Choose the type of document to add:

The most common choices are “Add a document not protected by copyright,” which you can use for all documents you create yourself, and “Create a document On-The-Fly,” which allows you to create either a plain text or an HTML document directly from the DocuLib / ERes interface. Note that special privileges must be associated with your account in order to associate a copyright-protected document with a course Web site.

Choose among these options:

Add a document not protected by copyright - any electronic document

Add a Link (URL) - a link to another Web site

Associate a Copyright-Protected document - copyright-protected document

Create a reference to Hard Copy reserves - creates a notice for material on hard-copy (short loan) reserve

Create a document On-The-Fly - creates a document directly from the DocuLib / ERes interface

Link to a document from another ERes course page - allows documents in the system to be shared

Select “Add a document not protected by copyright” and continue:

All document files must reside on the DocuLib / ERes Web server. You can use an FTP application to transfer the file(s) or you can use the transfer mechanism built into the system.

The internal transfer mechanism brings up a second, small screen that allows you to browse your local drive for the right file(s), as seen in the following screens.

The internal file transfer mechanism uses a small pop-up window to facilitate selecting and then transferring the file(s) from your local machine to the DocuLib / ERes system:

The “Browse” button brings up a dialogue box particular to the computer (and operating system) on which you work.

This is a example of a Windows 95/98/NT dialogue box. You may need to change the selection for “Files of type:” in order to find the file you need.

Double click a file or click it and then press “Open” to select it.

Selecting a file in the dialogue box causes the file name to be copied to the file transfer pop-up screen. Click “Transfer file” to upload it to the system.

The file transfer is confirmed; you can either transfer another, or continue with the rest of the document add process. Be sure to click “File transfer is complete…” after your last file transfer.

All files are initially uploaded to your private “staging” directory on the Web server. Because you can use an FTP application to move many files at once to DocuLib / ERes, the next (and next-to-last) screen in the Add Document process allows you to choose which files in the staging area should be associated with the document you are adding.

Initially, all files that have been moved to the staging area are displayed on the left side of this screen, under “Available File(s).” Select one or more files and click the arrow which points from left to right, or click “Add all” to associate all files in the staging area with the current document.

When the file or files which are to be associated with the current document are correctly listed under "Document File(s)," click the "Continue" button.

If you decide that one or more of the files you've moved to "Document File(s)" should not be associated with the current document, you can change the selection by clicking on one or more file names and then pressing the left-pointing arrow.

Once the file transfer is complete, that is, once the file or files have been moved to the DocuLib / ERes web server and you have made the proper association between files and document, complete the add process by creating a screen entry for it:

Enter whatever title is appropriate for the document. This title will be displayed on your course Web site as the link to the document.

At your option, the document can be separately password protected by entering a password on this screen. You can also provide the number of pages in the document if that is appropriate.

Any of these entries can be changed later using “Modify document” on the page management screen.

The document has been added to the course Web site. Clicking on the link formed from the document title on the previous screen causes the Web browser to display the document.

How to Create a Document Directly from the DocuLib / ERes interface

You can create a document directly from the DocuLib / ERes interface. This is particularly useful for short documents that don’t require complex formatting – documents created directly in the system are plain text documents, with HTML tags allowed for simple formatting.

Start the create-document process by bringing up the administration screen associated with your course Web site. Click the “Page Management” link in the right-side navigation bar on the main course Web page, and enter the account and password assigned to you by your local ERes Manager.

Page Management:

All features that allow administration of the course Web site are available hierarchically from the “Page Management” screen. To create a document, select “Add a document or link” from the “Course Page Documents” menu.

Documents already posted to the site can be manipulated using the “Delete,” “Modify,” and “Change Order” features. Modify allows both files and on-screen information to be changed.

Because the document to be created will be added to the course Web site in the same way as documents not protected by copyright, select “Add a Document or Link” on the Page Management screen.

On the “Add a Document or Link” screen, choose “Create a document On-The-Fly” and hit the “Continue” button:

Other options on this screen are:

Add a document not protected by copyright - any electronic document

Add a Link (URL) - a link to another Web site

Associate a Copyright-Protected document - copyright-protected document

Create a reference to Hard Copy reserves - creates a notice for material on hard-copy (short loan) reserve

Link to a document from another ERes course page - allows documents in the system to be shared

Enter the document:

The title you enter will be displayed on your course Web site as the link to the document. At your option, the document can be separately password protected by entering a password on this screen.

Enter the text of the document in the box provided. HTML tags can be used as necessary.

Any of these entries can be changed later using “Modify document” on the page management screen.

The document has been added to the course Web site. Clicking on the link formed from the document title on the previous screen causes the Web browser to display the document.

How to Change the Customization of a Course Web Site

Any choice made during the customization of your DocuLib / ERes course Web site can be changed at any time after the site has been created. For example, you can change the course information displayed on the main course page, you can add or remove instructors or teaching assistants, and you can even change the course name and number. You can also add, remove, or change the optional course Web site password.

To change one or more aspects of the customization of your course Web site, start by bringing up the administration screen. Click the “Page Management” link in the right-side navigation bar on the main course Web page, and enter the account and password assigned to you by your local ERes Manager.

Page Management:

Documents already posted to the site can be manipulated using the “Delete,” “Modify,” and “Change Order” features. Modify allows both files and on-screen information to be changed.

Click on "Modify course page info," which starts a sequence of screens identical to the ones presented during course Web site creation. Each input field will be set to your current customization choices – change only those you want to modify and leave the rest as they are on the screen.