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Workflow Moderation User Guide

1. Manage tasks Figure 33 Rejecting task page If the resource returns to the original contributor its status is rejected and it must be redrafted and resubmitted for moderation or removed from the system to clear the rejected notification If the task is approved the resource moves to the Editorial Review task which is similar to the Content Review task in this example If this task was not required it moves to the Create PDF task Create PDF task Select the Moderation progress link for EQUELLA Workflow User Guide to view the moderation progress in a diagrammatic format An example is shown in Figure 34 EQUELLA 6 0 Workflow Moderation User Guide 30 Page PEARSON ALWAYS LEARNING Moderation progress Total time in moderation about 3 hours Tasks awaiting moderation Create PDF Only one of the following users is required to accept this task 16 minutes Content Reviewer Document Editor Documentation User Fitzgerald Document Administrator Progress Contribute Documentation Workflow required Review decisions ontent Review required Content Review Editorial review required E Editorial Review O indicates a completed task indicates the current task for moderation Figure 34 Moderation progress diagram with Create PDF as current task To complete the Create PDF task 1 Follow steps 1 to 4 in the Content review task section on page 28 If the task is approved an
2. P a g e PEARSON ALWAYS LEARNING NOTE Selecting this option also sends an email to the user when a new moderation task is added Uncheck this option to switch off email notifications except moderation overdue messages Notifications page The Notifications results page displays details of notifications An example is shown in Figure 41 r J http localhost cat access notifications do Notifications EQUELLA S EQUELLA PEARSON KA Dashboard x Favourites a Search Res u lis Filter by notification reason E My resources lt ALL gt EQUELLA Summary Contribute Summary of EQUELLA features Status Moderating Last updated 28 days ago i Filter by collection Moderating since 23 days ago Ji3 Brows resources by Reason Moderation overdue All resources AAA id comments Add to favourites 2 Research repository Filter by owner resources EQUELLA Information brochure BB EQUELLA documents Contains brief overview of EQUELLA features Status Live Last updated 28 days ago Filter by date modified Reason Watched resource became LIVE BB Teaching Resources 1111111 comments Add to favourites Administration Console EQUELLA Presentation 2011 3 Google Analytics Presentation of EQEULLA features Status Live Last updated 28 days ago Reason Owmer notified you A My tasks 2 RRNA comments Add to favourites e Notifications EQUELLA
3. PEARSON ALWAYS LEARNING EQUELLA Workflow Moderation User Guide Version 6 0 PEARSON ALWAYS LEARNING Document History Document Reviewed Published No 17 10 2012 EEE 17 10 2012 EEE 17 10 2012 EEE October 2012 edition Information in this document may change without notice EQUELLA and its accompanying documentation are furnished under a non disclosure evaluation agreement or licence agreement Copying storing transmitting or otherwise reproducing the software or this document in any form without written permission from Pearson is strictly forbidden All products other than EQUELLA named in this document are the property of their respective owners Property of Pearson Level 1 11 Elizabeth Street Hobart Australia 7000 Copyright O 2012 Pearson Contact documentation equella com for matters relating to documentation EQUELLA 6 0 Workflow Moderation User Guide 2 Page PEARSON ALWAYS LEARNING Table of Contents Workflow moderation OVerVIeW MMhL kb b llllkk kk kk kk kk kk kk kk kk kaka kaka aka aka kak kak kaka aka kk aka kak kk kk aka kak kk kak kk kk a 4 TNS W TK lOW IDO CSS Sumatra wal n n n da EW wej a lb Wer ERA Ca wa a l n A Ar tee 4 Contribute a resource for MOCELAatlON ccc cece cece cece cece eee cnn nr kaka kak kk kak kaka aka kk kak kk kak kk kk a 5 Moderation progress kk kk kk kk kk kk aka kak kaka aka kak kk kk kk kk kk kak kak kk kk kk kk kak
4. _ ENE comm ance cdas TERI gies Figure 1 Contribute menu item The Contribute page displays An example is shown in Figure 2 EQUELLA 6 0 Workflow Moderation User Guide 5 Page PEARSON ALWAYS LEARNING INT DEMOSYSADMIN PROFILE LOG OUT i i EQUELLA Contribute ET v mi Dashboard What type of resource are you contributing Favourites Search My resources Books Records for eReserve book holdings Contribute a Books Libraries Australia a Journals Libraries Australia Browse resources by R rch repository eReserve i B resources Journal articles and book chapters copied under educational use provisions of the Copyright Act EQUELLA documents Journals Records for eReserve journal holdings Teaching Resources Learning resources 2 gt General learning resources Administration Console MERLOT Google Analytics tasks ws E Special resources a Teaching Resources General learning resources Figure 2 Contribute page 4 Select the required collection from the list e g Documentation The contribution wizard displays for the selected collection An example is shown in Figure 3 ES i http localhost cat access runwizard do wizid 669e3c50 52a1 4a3a afc7 b450a8c28616 amp pages pg Documentation EQUELLA X INT DEMOSYSADMIN PROFILE LOG OUT i F EQUELLA Documentation About Title EQUELLA Workflow User Guide Description A guide to the use of workflows within th
5. 1 Unassigned tasks 1 Must moderate 2 J All notifications 0 Resources which the owner notified you of going LIVE 0 Resources that were rejected 0 Resources that contain bad URLs 0 Resources which went LIVE 0 Resources thal are overdue to be moderated 0 Figure 14 Tasks portlet EQUELLA 6 0 Workflow Moderation User Guide 14 Page PEARSON ALWAYS LEARNING Each item on the Tasks portlet is a link In the tasks section of the portlet selecting any link takes the user to the My tasks page with the relevant tasks displayed The Tasks portlet includes notifications See Notifications on page 32 for more information Selecting the following task links opens the My tasks page and displays e All tasks all tasks waiting for moderation where the logged in user is set as a moderator e Tasks assigned to me tasks waiting for moderation where the task has been assigned to the logged in user See Assigning tasks on page 20 for more information e Tasks assigned to others tasks where the logged in user is set as one of a number of possible moderators and another moderator has assigned themselves those tasks This allows the logged in user access to the task for review purposes even though it has been assigned to another moderator e Unassigned tasks tasks waiting for moderation where the currently logged in user is set as a moderator but the tasks haven t yet been assigned e Must moderate tasks waiting
6. EQUELLA Documentation Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a reviewer Finally select whether this document requires an editorial review Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Unassigned D comments Contribute gt Documentation Workflow details Is this a pre existing new or updated versions of an existing document Updated or new document C Pre existing document Review Decisions Is a content review required C Required Not required Content Reviewer Select the user who will complete the content review Document Administrator int docsadmin Select a user Is an Editorial Review required Required Not required Figure 30 Edited Workflow details page 9 Click Qs 10 Click ov The Approving task page displays Enter a message if required then click E The My tasks page is displayed The resource then moves on to the next task in the workflow Content review task In this case because the next task was allocated to the Document Administrator which is the logged in user in this example the EQUELLA Workflow User Guide appears on the My tasks page with a Task name of Content Review Select the Moderation progress link for EQUELLA Workflow User Guide to view the moderatio
7. Search This guide explains the processes of workflows My resources Links to resources Contribute EQUELLA Workflow User Guide docx 63 Full screen zg Administration Console Add a comment Rate this resource O A yy vy yy r A 29 Google Analytics A My tasks O Notifications 7 Add comment anonymously e Manage tasks amp 8 Settings alhost cat access tasklist do Figure 18 Resource summary page with task moderation section To change to the contribution wizard page if required click the Sep View metadata button where the task moderation section is also displayed To moderate from the contribution wizard page 1 From the My tasks results page click WZ The contribution wizard page opens with the task moderation section displayed at the top An example is shown in Figure 19 EQUELLA 6 0 Workflow Moderation User Guide 18 Page PEARSON ALWAYS LEARNING e W http localhost cat access runwizard do wizid 30d2df4b 1d87 4a5a bc6f 787 cbcaefdfc amp pages pg 1 amp _taskState 1 P 8 d X Th 2 lo Documentation EQUELLA F EQUELLA Documentation Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a x Reject Approve O reviewer Finally select whether this dicoment requires an editorial review i a v NEXT gt Submitted by Internal EQUELLA Demonstration
8. An example is shown in Figure 47 Search Within All workflows Document Review Results Showing 1 to 1 of 1 results Priority v TT Reverse order of results EQUELLA Summary Summary of EQUELLA features Status Moderating Last updsted 28 minutes ago Moderating since 22 minutes ago Workflow Document Review Task Edit Document Expires in about 24 hours Time at this task 22 minutes View item summary 1 remaining moderator 1 moderation comment Filter by moderator Priority Norma SELECT USER Figure 47 Manage tasks Within drop down list NOTE If a workflow is selected from the Within drop down box an extra filter displays in the Filter box See Sort and filter on page 45 for more information Each task on the Manage tasks results page displays the following elements EQUELLA 6 0 Workflow Moderation User Guide 43 Page PEARSON ALWAYS LEARNING e Title the title of the resource in moderation Select this link to open the Moderation progress page e Description the resource description e Status the current status of the resource usually moderating or rejected e Last updated time since the resource was last updated e Moderating since time since the resource entered the workflow e Workflow the name of the associated moderation workflow e Task the name of the current workflow task e Time at this task time since resource arrived at this workflow task e Pri
9. Moderation User Guide 11 Pa g e PEARSON ALWAYS LEARNING amp 8 http localhost cat access myresources do type modqueue My resources EQUELLA F EQUELLA PEARSON HELP y SCREEN OPTIONS My resources Published Drafts Scrapboo All resources Showing 11 to 20 of 21 results Last action EQUELLA Features Guide EQUELLA Documentation List EQUELLA Workflow Configuration Guide ago ago All resources v ago HHHH Test URL 20 days ago EQUELLA Workflow User i 20 days Fal aloe Guide ago ago All statuses v EQUELLA Workflow User Moderating 21 days ago T Only show items in moderation EQUELLA Workflow User Rejected Show comment 27 days Guide ago Filter by date modified EQUELLA Overview Moderating 27 days ago EQUELLA Features Guide Moderating about a month ago EQUELLA Overview Rejected Show comment 2 months ago prev 1 2 3 next Figure 11 My resources Moderation queue The Moderation queue results page elements include e Title the resource title Select the link to go to the resource summary page e Status the resource status on this page with always be either Moderating Review or Rejected If the status is Rejected a Show comment link displays Select this link to view the rejection comment e Scheduled the time in days since the resource entered moderation Hover the mouse over this value to see the exact time and date An example is shown in Figure 12 EQUELLA
10. Select the cancel assignment link to change the status back to unassigned Posting comments Comments can be added to a task which can be read by other moderators This is a great way to share information EQUELLA 6 0 Workflow Moderation User Guide 20 Page PEARSON ALWAYS LEARNING To post a comment 1 Select the Post a comment link in the task moderation section The Task comments screen displays An example is shown in Figure 23 NN AI E F EQUELLA Task comments Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a reviewer Finally select whether this dicoment requires an editorial review Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Unassigned Task comments Enter your comment Not sure the screen shots show the correct version a indicates mandatory fields My resources Contribute ai Administration Console 1 moderation comment Google Analytics 2 Document Administrator 5 minutes ago Task Review decisions e Manage tasks Settings Figure 23 Task comments page post a comment 2 Type the required text in the Enter your comment text box then click EZA 3 Click the button to return to the task moderation section Viewing comments Select the x comments link to view existing comments The task com
11. These resources have a reason of Bad URL on the notifications results page e Resources which went LI VE resources that have recently become available Live that belong in a collection where notifications have been set up via the Profile function See Notifications set up via the Profile function on page 35 for more information These resources have a reason of Watched resource became LIVE on the notifications results page e Resources that are overdue to be moderated resources that have passed their completed by date These resources have a reason of Moderation overdue on the notifications results page EQUELLA 6 0 Workflow Moderation User Guide 33 Page PEARSON ALWAYS LEARNING Notifications set up via the Profile function Notifications can be configured via the Profile function accessible from any EQUELLA page Collections are selected and a notification is sent to the user when resources belonging to those collections become available Live To set up Profile notifications 1 Select the PROFILE link on the top right hand side of the any EQUELLA page An example is shown in Figure 37 Sr http localhost cat access home do Dashboard EQUELLA x NT DEMOSYSADM I PROFILE OUT xi S JEQUELLA Dashboard er EEE EDETE EDENE APS eee _ v screen OPTIONS E oP Select the SCREEN OPTIONS button to Te EQUELLA web sile display a list of other portlets that can be gc
12. displayed beside the My tasks navigation menu item An example is shown in Figure 13 EQUELLA 6 0 Workflow Moderation User Guide 13 Page PEARSON ALWAYS LEARNING a http localhost cat access home do Dashboard EQUELLA INT DOCSADMIN PROFILE LOG OUT ig TJ EQUELLA eT Dashboard HELP y SCREEN OPTIONS Y Select the SCREEN OPTIONS button to display a list of other portlets that can be added to your Dashboard Select the HELP button to show or hide online help All Tasks 3 h al Tasks assigned to me 0 ii a Tasks assigned to others 0 a Unassigned tasks 3 _ Must moderate 3 All notifications 0 pen Resources which the owner notified you of going LIVE 0 l i E dll Resources that were rejected 0 al Resources that contain bad URLs 0 al Resources which went LIVE 0 a Resources that are overdue to be moderated 0 Figure 13 My tasks menu item with pending tasks Clicking on My tasks displays the My tasks page with all pending tasks displayed See My tasks page on page 15 for more information NOTE Notification of new tasks can be configured to be sent by email to the relevant users See Notification emails on page 35 for more information Tasks portlet The Tasks portlet on the Dashboard page also shows the user the number of pending tasks An example is shown in Figure 14 1 All Tasks 3 Tasks assigned to me 1 Tasks assigned to others
13. has been selected as the single moderator for the Review Decisions task This task requires the moderator to select whether the resource requires a content review and an editorial review Ifa content review is required a reviewer must be assigned The example resource is EQUELLA Workflow User Guide which displays in the Document Administrator s My tasks page It will also appear in the Must moderate count in the Tasks portlet To complete the review decisions task 1 Log in as the Document Administrator 2 Click the My task navigation menu item 3 Click the EQUELLA Workflow User Guide button The contribution wizard page displays with the task moderation section 4 Goto the Workflow details page of the wizard NOTE The Workflow details page Is specific to this example not a standard part of the moderation process Some wizards would not have a Workflow page and saving the resource would automatically enter it into the associated moderation workflow An example is shown in Figure 29 EQUELLA 6 0 Workflow Moderation User Guide 26 Page PEARSON ALWAYS LEARNING e saf http localhost cat access runwizard do wizid bfa2f7df 9a97 4d5f 8e48 ea3bf0778001 amp nav currentTab 1 amp pages pg 0 amp _taskState 1 Documentation EQUELLA gt F EQUELLA Documentation Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a
14. not have to be assigned to a moderator to be approved or rejected but assigning tasks shows who has taken ownership of that task 3 Review the attachments and resource metadata editing if required 4 Either s Click row to move the resource to the next moderation task in this case Editorial review The Approving task page displays Enter a message if required EQUELLA 6 0 Workflow Moderation User Guide 29 Page PEARSON ALWAYS LEARNING then click EJJA OR Click i to display the Rejecting task page and return the resource to a previous moderation task An explanatory comment must be entered before the rejection can be submitted If the resource is rejected at this point the task it returns to can be selected from a drop down list An example is shown in Figure 33 Task Review to ensure the content is accurate and the structure of the document provides a logical flow Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Content Reviewer Document Editor Documentation User Fitzgerald Assigned to Document Editor gt Dashboard Rejecting task Favourites Search Enter your rejection message References need correcting My resources Reject back to Contribute Administration Console Google Analytics 1 moderation comment 2 Document Administrator 3 days ago P Task Content Review Check references Notifications
15. required Figure 4 Documentation collection wizard Workflow details page 7 Select Updated or new document The Review Decisions section establishes the structure of the workflow and includes a user selector wizard control to determine who will conduct the content review This section will be completed as the first step of the example workflow 8 Click Qs The Save dialog displays as shown in Figure 5 Do you want to submit this item for moderation now or save as a draft Optional message for moderators SUBMIT FOR MODERATION SAVE DRAFT CANCEL Figure 5 Save dialog 9 Enter a message if required then click to enter the resource into the documentation workflow Saving as a draft will save the resource but will not enter it into the workflow nor make it live The Resource summary page displays An example is shown in Figure 6 EQUELLA 6 0 Workflow Moderation User Guide 7 Page PEARSON ALWAYS LEARNING t gt http localhost cat items ae6b1555 fc0c 44af 95f1 c7c2bbf3109c 1 Resource EQUELLA J EQUELLA PEARSON HELP C Aad to favourites gc Favourites share with others EQUELLA Workflow User Guide A AAA a Dashboard Y 3 amp Search i Description My resources j 2 This guide explains the processes of workflows Contribute a 4 Links to resources Browse resources by EQUELLA Workflow User Guide docx format an CL 53 Full screen Research reposi
16. step to the next The content administrator designates users groups or roles to a moderation task to create workflow task moderators Workflow task moderators can be allocated to multiple moderation tasks with moderator options determined by the workflow creator that can include rejection modification acceptance by one group member or acceptance by all group members Once the moderators have completed their review the next workflow step is determined by the moderator responses The workflow history displays the resource s workflow progress and can be used to view all review events and moderators Resources can enter moderation when they are e Contributed the contributor chooses to submit the resource for moderation and the resource enters the workflow associated with the contributed collection e Versioned a new version enters the workflow and on completion archives all other live versions or e Reviewed a resource that has been live for a designated period is checked for currency using its associated workflow This process can be triggered manually by the resource owner or automatically by the collection definition The resource remains discoverable during this review The example Documentation Workflow used in this guide is a simple workflow intended to be used for reviewing documents Information on creating workflows is provided in EQUELLA Workflow Configuration Guide EQUELLA 6 0 Workflow Moderation User G
17. x Reject Approve Y reviewer Finally select whether this document requires an editorial review NEXT gt Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Unassigned ay D comments Contribute gt Documentation 3 Edit resource Workflow details View summary Is this a pre existing new or updated versions of an existing document Updated or new document Pre existing document About Review Decisions D Workflow details Is a content review required Required Not required Content Reviewer Select the user who will complete the content review Is an Editorial Review required Required Not required Figure 29 Workflow details wizard page 5 Click Li Estresource to enable the wizard fields Select Required in the Is a content review required field Select the Select a user link to choose the user to moderate the content review In this example the Document Administrator will be selected 8 Select Required in the Is an Editorial Review required field An example is shown in Figure 30 EQUELLA 6 0 Workflow Moderation User Guide 27 Page PEARSON ALWAYS LEARNING e J http localhost cat access runwizard do wizid bfa2f7df 9a97 4d5f 8e48 ea3bf0778001 amp nav currentTab 1 amp pages pg 1 amp _taskState 1 Documentation EQUELLA X INT DOCSADMIN PROFILE LOG OUT mm SQ
18. 50 Sort results by Priority Priority a Expiry date Figure 50 Manage tasks sort box The sort options are e Priority the priority of the resource s current workflow task HIGH NORMAL or LOW e Expiry date the date set as the last day that the task should be performed by e Time waiting in task time since resource arrived at current workflow task e Tithe name of the resource An example of the Filter box is shown in Figure 51 Filter by moderator SELECT USER Figure 51 Manage tasks filter box From the Manage tasks results pages the following filter option is available e Filter by moderator click to display the Choose moderator to filter by and search for and select the required user If a workflow has been selected from the Within drop down an additional filter Filter by workflow tasks displays An example is shown in Figure 52 EQUELLA 6 0 Workflow Moderation User Guide 45 Page PEARSON ALWAYS LEARNING Filter by workflow tasks Enea di All tasks Check PDF Content Review Create PDF Editorial review Review decisions Figure 52 Filter box when workflow selected in Within drop down e Filter by workflow tasks displays the tasks belonging to the selected workflow Select the required task from the drop down list Task statistics portlet A Tasks statistics portlet can be added to an administrator s Dashboard to display basic information relating to t
19. 6 0 Workflow Moderation User Guide 12 Page PEARSON ALWAYS LEARNING Results Showing 11 to 20 of 21 results EQUELLA Features Guide oderatinc 3 da Bi 797 18 January 2012 3 20 PM EQUELLA Documentation List EQUELLA Workflow Moderating 18 days 18 days Configuration Guide ago ago Test URL Moderating 20 days 18 days ago ago EQUELLA Workflow User Moderating 20 days 18 days Guide ago ago EQUELLA Workflow User Moderating 21 days 18 days Guide ago ago EQUELLA Workflow User Rejected Show comment 27 days 24 days Guide ago ago EQUELLA Overview Moderating 27 days 18 days ago ago EQUELLA Features Guide Moderating about a 18 days month ago ago EQUELLA Overview Rejected Show comment 2 months 2 months ago ago prev 1 2 3 next Figure 12 Date displayed when mouse hovered over Submitted value e Last action the time in days since the last moderation task was performed on the resource Hover the mouse over this value to see the exact time and date e Page controls click the prev x or next links to move through the pages See EQUELLA My Resources User Guide for further information Tasks After a resource has been submitted for moderation users allocated to the first moderation task will have the task added to their My tasks page As the resource moves through the workflow steps the relevant users will receive their tasks The user is notified of pending tasks by the red number number of waiting tasks
20. EQUELLA 6 0 Workflow Moderation User Guide 39 Page PEARSON ALWAYS LEARNING EQUELLA Workflow User Guide Description This guide illustrates the features and functionality of the workflow process Links to resources ua EQUELLA Workflow User Guide docx 2 Full screen Add a comment Figure 43 Resource summary page Redraft this version The Editing page displays 2 Edit the resource then click Us The Save dialog displays An example IS shown in Figure 44 Do you want to submit this fem for moderation now or save as a draft Optional message for moderators Have edited references and now all up to date SAWE DRAFT SUBMIT FOR MODERATION Figure 44 Save dialog with message 3 Enter a message if relevant then click MXN The resource re enters the workflow at the appropriate moderation task EQUELLA 6 0 Workflow Moderation User Guide 40 Page PEARSON ALWAYS LEARNING Manage tasks There may be many resources at various stages of a workflow at any one time within the EQUELLA system and the Manage tasks function and Task statistics portlet allow administrators to view the progress of these resources through the workflow Information such as moderator details length of time at a particular task and at what point in the workflow resources are getting held up can be easily detected using these functions Manage tasks privilege The privilege associated with access to the Manage
21. EQUELLA Promotional Video added to your Dashboard Select the HELP button to show or hide online oc Search results for EQUELLA Resources elp Search results for Pre Dec 2011 The Overland Track summary All Tasks 2 http localhost cat access hierarchy do topic a2aff37c bf36 432d b61e 266506 Figure 37 Profile link from EQUELLA page The Edit user page displays An example is shown in Figure 38 EQUELLA 6 0 Workflow Moderation User Guide 34 Page PEARSON ALWAYS LEARNING 4 7 gt 8 http localhost cat access user do 2 BCX D Uy 2 Edit user EQUELLA INT DEMOSYSADMIN PROFILE LOG OUT S EQUELLA PEARSON Lei Dashboard Jg Favourites Username int demosysadmin 3 N Search First name Family name Internal EQUELLA Demonstration System Administrator Email E My resources Contribute a Browse resources by format Research repository resources Login notice BB EQUELLA documents 7 Hide login notice BB Teaching Resources otifications Administration Console eu Notifications can be sent to you via email alternatively you may prefer to use an RSS feed a a i n YY Google Analytics Send notifications to email A My tasks a Select item types that you want to watch o Notifications Item types available Item types selected e Manage tasks Books Learning resources Documentation Teaching Resources eReserve articles to M
22. My tasks EQUELLA INT DOCSADMIN PROFILE LOG OUT F EQUELLA Results Showing 1 to 2 of 2 results Contribute Filter by assignment A lt ALL gt EQUELLA Features Guide ig Administration Console Status Moderating Last updated 2 days ago Only show tasks that I must Moderating since 6 days ago moderate a Workflow Documentation workflow 4 Google Analytics Task Content Review Expired about 22 hours ago Time at this task 2 days Filter by collection Search Priority Normal AA NN DT KK A My tasks All resources Moderation progress 1 moderation comment O notifications wen i i i y owne i EQUELLA Overview eS Manage tasks An high level overview of the EQUELLA system Status Moderating Last updated 10 minutes ago Moderating since 3 days ago Filter by date modified Workflow Documentstion workflow Task Create PDF Expires in a day After Time at this task ess than a minute Priority Norms Moderation progress 1 moderation comment Figure 28 My tasks with approval receipt EQUELLA 6 0 Workflow Moderation User Guide 25 Page PEARSON ALWAYS LEARNING Workflow example The following example is based on the example Documentation Workflow created in the EQUELLA Workflow Configuration Guide It is intended to demonstrate how a resource moves through a simple moderation process Review Decisions task In the example moderation process the Document Administrator
23. NING Workflow moderation overview An EQUELLA workflow is a process whereby a new resource must pass through one or more Stages of review or moderation before becoming fully available The process automatically notifies users when they must moderate the resource A workflow is associated with a collection and can be a simple one step review or complex multi step editorial and technical review comprising multiple publication paths An EQUELLA workflow provides a structure for an institution s quality assurance processes Workflows are used to record the outcomes of each moderation task review and move resources through the review process based on these outcomes Workflows are typically created by the Content Administrator who designates reviewers moderators and determines the structure of the workflow The purpose of this guide is to explain the moderation and review process and demonstrate to users how to perform workflow moderation tasks Information on workflow creation for administrators is provided in the EQUELLA Workflow Configuration Guide Please note that this guide has been developed to best reflect the full capabilities of EQUELLA and as such may differ from your own installation Contact the system administrator for access to extra features or to reconfigure your installation The workflow process A workflow is typically created by a content administrator as an ordered process that has rules for passing a resource from one
24. Overview o Manage tasks High level overview of the function of EQUELLA Status Rejected Last updated 29 days ago to Manage resources Reason Rejected E W fr r comments Add to favourites o Manage activations EQUELLA Contribution User Guide es 8 This resource documents the process of the contribution y El gt o nQ D y o w T w n n la lt cu 3 lt aj e o J a o o Figure 41 Notifications page The notifications results page elements are e Resource title click the resource title to open the Resource summary page See EQUELLA My Resources User Guide for more information on the Resource summary page e Resource description e Status live moderating rejected e Moderating since time since resource entered the workflow Only displays for resources with a status of moderating e Reason brief explanation of the reason for the notification Reasons can be Moderation overdue the date for the current task to be moderated by has been passed These notifications are automatically cleared once the overdue task Is moderated EQUELLA 6 0 Workflow Moderation User Guide 37 Pa g e PEARSON ALWAYS LEARNING Watched resource became LI VE a resource belonging to a collection selected for notifications has become available Live See Notifications set up via the Profile function on page 35 These notifications are cleared manually by clicking farce Bad URL a r
25. S LEARNING e Resource title click on the resource title to open the Resource summary screen with the Task moderation section displayed at the top of the page e Status will always be moderating e Last updated time since the resourced was last updated edited e Moderating since time since resource entered the workflow e Task the name of the current workflow task e Expires Expired in number of days before or since task expiry date e Time at this task time since resource arrived at this workflow task e Priority the priority of the task can be LOW NORMAL or HIGH e Moderation progress select this link to see a diagrammatic representation of the workflow See Moderation progress on page 8 for more information e Moderation comments select this link to view any existing moderation comments e click to open the resource in the contribution wizard view with the Task moderation section displayed at the top of the page e OS click to view and change the number of results per page The default Is 10 but 50 or 100 can be selected e essres clickto display the RSS Feeds dialog and choose to subscribe to an RSS Feed or Atom Feed to track tasks Sort and filter The Sort and Filter boxes on the My tasks results page display options relevant to tasks An example of the Sort box is shown in Figure 16 Sort results by Priority Priority Expiry date Time waiting in task Title Fig
26. S LEARNING Moderation progress Total time in moderation 4 days Tasks awaiting moderation Content Review Only one of the following users is required to accept this task about 22 hours Content Reviewer Document Editor Documentation User Fitzgerald Document Administrator Progress Contribute Documentation Workflow required Editorial review required Editorial review Create PDF Check PDF O indicates a completed task indicates the current task for moderation Figure 7 Moderation progress page Moderation history The Moderation history link can be found in the Details section of the Resource summary page Select this link to display the Moderation history page A resource s Moderation history page provides details on any submission status change and moderation events pertaining to this resource An example is shown in Figure 8 EQUELLA 6 0 Workflow Moderation User Guide 9 Page PEARSON Moderation history Commented on at task Siart Show comment Redratted Accepted for task Review decisions Submitted for moderation F Show edits Show all details Internal EQUELLA Demonstration System Administrator Administrator Internal EQUELLA Demonstration System Administrator Document Administrator Internal EQUELLA Demonstration System Administrator Figure 8 Moderation history page The Moderation history page has the following elements Figure 9 Moderation history with Show all det
27. System Administrator for moderation by Document Administrator Assigned to Unassigned 0 comments Contribute gt Documentation 3 Edit resource About D View summary Title z Description About Workflow details Attachments EQUELLA Workflow User Guide docx Resource Type Select type of resource Tutorial Reading Exam Quiz Figure 19 Contribution wizard page with task moderation section If required click u to edit the contribution wizard fields Click S9 vew summan to display the resource summary screen with the task moderation section displayed at the top Task moderation section The task moderation section enables the user to approve or reject the task It also allows users to assign tasks to themselves cancel assignments post comments and move between tasks An example is shown in Figure 20 Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a x Reject Approve Y reviewer Finally select whether this document requires an editorial review NEXT gt Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Unassigned Figure 20 Task moderation section The task moderation section is made up of the following elements e Task name and description e Submitted by the owner of th
28. The user is alerted to existing notifications from the red number number of notifications displayed beside the Notifications navigation menu item An example is shown in Figure 22 o S keza http localhost cat access home do 2 BOX qv t3 Dashboard EQUELLA S EQUELLA Dashboard Select the SCREEN OPTIONS button to eS de list la all lic that can be Jy EQUELLA Promotional Video Search O your Vas ra gt Select the HELP button to show or hide online AAA eee help x Search results for Pre Dec 2011 m format My EQUELLA documents al Tasks assigned to me 0 n E aci n a Tasks assigned to others 0 Administration Console J Unassigned tasks 1 a Must moderate 1 23 Google Analytics J Alt notifications 7 2 Research repository resources n Resources which the owner notified you of going LIVE 1 i Resources that were rejected 2 O Notifications Resources that contain bad URLs 0 la Resources which went LIVE 3 EN n Resources that are overdue to be moderated 1 Figure 35 Notifications navigation menu item Selecting Notifications displays the Notifications page with all notifications displayed See Notifications page on page 37 for more information EQUELLA 6 0 Workflow Moderation User Guide 32 Pa g e PEARSON ALWAYS LEARNING Tasks portlet The Tasks portlet on the Dashboard page also shows the user the number of notifications broken down by type An example
29. ails selected about 17 hours ago about 17 hours ago about 17 hours ago about 21 hours ago about 22 hours ago ALWAYS LEARNING Event Submitted for moderation Went live etc displays a descriptive name of the event User lists the user who performed the event Date shows how much time has passed since this event was performed approximate Show edits checkbox switches on and off the display of Edit events in the history Show all details switches on and off Edit and Workflow reset events An example of the Moderation history page with the Show all details checkbox selected is shown in Figure 9 Moderation history Event Commented on at task Siart Show comment Workflow reset Submitted for moderation Edited Redrafied Accepted for task Review decisions Edited Workflow reset Submitted for moderation Edited F Show edits Show all details Internal EQUELLA Demonstration System Administrator Internal EQUELLA Demonstration System Administrator Internal EQUELLA Demonstration System Administrator Internal EQUELLA Demonstration System Administrator Internal EQUELLA Demonstration System Administrator Document Administrator Document Administrator Internal EQUELLA Demonstration System Administrator Internal EQUELLA Demonstration System Administrator Internal EQUELLA Demonstration System Administrator EQUELLA 6 0 Workflow Moderation User Guide about 17 hours a
30. alendar field or icon to display a calendar control Moderating a task Accessing task moderation Tasks can be moderated from the resource summary page or the contribution wizard page Moderating from the contribution wizard page enables the moderator to access all the metadata stored during contribution depending on workflow configuration To moderate from the resource summary page 1 From the My tasks results page click on the relevant resource link The resource Summary page opens with the black task moderation section displayed at the top An example is shown in Figure 18 EQUELLA 6 0 Workflow Moderation User Guide 17 Page PEARSON ALWAYS LEARNING r e J http localhost cat items ae6b1555 fc0c 44af 95f1 c7c2bbf3109c 14261be5 20a7 46cb b12a 605a0ab8bf4a 1 _taskState 1 P ROX A er Resource EQUELLA s A INT DOCSADMIN PROFILE LOG OUT J EQUELLA Resource Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a x Reject Approve O reviewer Finally select whether this dicoment requires an editorial review j NEXT gt Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Unassigned 0 comments Documentation gt EQUELLA Workflow User Guide 4 E EQUELLA Workflow User Guide x Favourites Description
31. anage resources Journals Special resources L Manage activations W Reports K3 ame Preferred display language Note this language setting will override the language selection in your browser Also your chosen Figure 38 Edit user page 2 In the Notifications section use the arrows to select the required collection or collections Use to select all collections to select the highlighted collection to deselect the highlighted collection to deselect all collections 3 Click Ds A notification is sent whenever a resource belonging to the selected collection or collections becomes available Live Notification emails Users can configure their profiles so emails are sent to alert the user to new notifications To set up email notifications 1 Select the PROFILE link on the top right hand side of the any EQUELLA page An example is shown in Figure 39 EQUELLA 6 0 Workflow Moderation User Guide 35 Page PEARSON ALWAYS LEARNING http localhost cat access home do P BOX f 03 Dashboard EQUELLA GEQUELLA PEARSON Select the SCREEN OPTIONS button to Je EQUELLA web site display a list of other portlets that can be gc EQUELLA Promotional Video to your Dashboard Select the HELP button to show or hide online o Search results for EQUELLA Resources oy Search results for Pre Dec 2011 Jg The Overland Track summary If All Tasks 2 http localhost cat access hierarchy d
32. asks with rejection confirmation receipt Approve a task A task is approved once the required moderator or moderators have reviewed the resource and decide it is ready to move to the next stage of the moderation workflow TO approve a task 1 Click vo from the task moderation section The Approving task page displays An example is shown in Figure 27 EQUELLA 6 0 Workflow Moderation User Guide 24 Page PEARSON ALWAYS LEARNING Approving task EQUELLA gt a Welcome EQUELLA do O EQUELLA Approving task Task On the resource s Workflow details tab select whether this document needs a content review If a review is required select a reviewer Finally select whether this document requires an editorial review Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Me j avourites message y indicates mandatory fields Administration Console 1 moderation comment 3 Google Analytics amp Document Administrator about 2 nours ago Task Review decisions A Mi Gele Check screen shots e Notifications e Manage tasks Figure 27 Approving task page 2 If relevant type a message in the Enter an optional approval message text box then click EZ The My tasks page displays with a confirmation receipt at the top of the screen An example is shown in Figure 28 http localhost cat access tasklist do
33. ate 1 Allworfiows Weekly Monthly A My tasks All notifications 8 O Notifications e Manage tasks Google Analytics Resources which the owner notified you of going LIVE 1 Resources that were rejected 3 Resources that contain bad URLs 0 Manage resources Resources which went LIVE 4 ations Resources that are overdue to be moderated 0 http google com i Figure 55 Dashboard with Task statistics portlet The tasks statistics portlet lists tasks where there are current resources waiting to be moderated An example is shown in Figure 56 Task Waiting Trend Check PDF 4 4 Content Review 2 1 Create PDF Edit Document All workflows Weekly Monthly Figure 56 Task statistics portlet This portlet displays the top five tasks with waiting items ordered by number of waiting items In the example above there are only four tasks with waiting resources hence it only shows four rows The Task statistics portlet elements include EQUELLA 6 0 Workflow Moderation User Guide 48 Page PEARSON ALWAYS LEARNING e Task the name of the workflow task Select the links to open the Manage tasks page with filters set to display the results at the selected workflow task in the appropriate workflow e Waiting the number of resources currently awaiting moderation at that task e Trend the number of resources that were awaiting moderation at this task at the same time the pre
34. d the pdf created the resource moves to the Check PDF task Check PDF task In the example workflow the Document Administrator and the rest of the Document Administration group are selected for the Check PDF moderation task This task requires the moderator to ensure the PDF is viewable on all supported platforms and no conversion artefacts have been added To complete the Check PDF moderation task 1 Follow steps 1 to 4 in the Content review task section on page 28 If the task is approved the workflow is complete and the resource becomes live EQUELLA 6 0 Workflow Moderation User Guide 31 Pa g e PEARSON ALWAYS LEARNING Notifications Notifications are messages used to notify users of an event These messages are related to a moderation workflow for example when a moderation task becomes overdue or is rejected Notifications can also be sent when a resource becomes Live which lets the user know that the resource is now available for use Rejection notifications are immediate and can be viewed within minutes of the resource being rejected whereas other types of notifications are processed as a timed event for example overnight so will not display until after that timed event has run There are a number of ways that users can choose to be alerted to notifications Emails can be sent RSS and ATOM feeds can be set up as well as the Notifications menu item on the EQUELLA navigation bar Notifications menu item
35. e EQUELLA system Attachments EQUELLA Workflow User Guide docx Edit Replace Delete Add a resource Resource Type Select type of resource Tutorial Li O O O O En a maa Figure 3 Documentation collection wizard page 5 Enter the relevant metadata to complete the About page of the wizard Add required attachments See EQUELLA Contribution User Guide for more information EQUELLA 6 0 Workflow Moderation User Guide 6 Page PEARSON ALWAYS LEARNING 6 Click to display the Workflow details page NOTE The Workflow details page Is specific to this example not a standard part of the moderation process Some wizards would not have a Workflow page and saving the resource would automatically enter it into the associated moderation workflow An example is shown in Figure 4 Sex gt http localhost cat access runwizard do wizid 1ab34e6d b7e6 437c a852 862083835e0d amp nav current Tab 1 amp pages pg 0 2 BAX 1 77 lo Documentation EQUELLA X INT DEMOSYSADMIN PROFILE LOG OUT fig F EQUELLA Documentation Workflow details Is this a pre existing new or updated versions of an existing document Updated or new document C Pre existing document Review Decisions Is a content review required C Required Not required Content Reviewer Select the user who will complete the content review Select a user Is an Editorial Review required C Required Not
36. e resource e Assigned to see Assigning tasks on page 20 EQUELLA 6 0 Workflow Moderation User Guide 19 Page PEARSON ALWAYS LEARNING e x comments Post a comment see Posting comments on page 20 Qro see Reject a task on page 22 e Approve _ see Approve a task on page 24 e CRES use the lt PREV and NEXT gt links to move through tasks or click x of y TASKS link to return to the task list Assigning tasks If there is a group of moderators selected for a task of which only one is required to complete the task a moderator would assign themselves the task Assigning the task informs the other moderators that someone has already taken ownership of the task To assign a task 1 Click the assign to me link in the task moderation section An example is shown in Figure 21 Task On the resource s Workflow details tab select whether this reviewer Finally select whether this dicoment requires an ec submitted by Internal EQUELLA Demonstration System Adn Assigned to Unassigned j D comments Figure 21 Assign to me link The Assigned to field changes to Me and the link changed to cancel assignment An example is shown in Figure 22 Task On the resource s Workflow details tab select whether this reviewer Finally select whether this dicoment requires an ec submitted by Internal EQUELLA Demonstration System Adn Assigned to Me 0 comments Figure 22 Assigned task
37. esource that contains a URL attachment that has an invalid web address These notifications are automatically cleared once all bad URL attachments for a resource have been corrected Owner notified you a resource that has become available Live where the owner of the resource selected the logged in user to be notified using the Share with others function These notifications are cleared manually by clicking GES Rejected a resource that has been rejected during a moderation step The resource is usually updated by the relevant user then the Redraft this version action is used to enter it back into the workflow These notifications are automatically cleared once the associated resources have been redrafted e x comments select this link to display the Resource summary page where existing comments and ratings can be viewed or new ones added e Add to favourites select this link to add resource to the Favourites list See EQUELLA My Resources User Guide for more information e dick to remove the notification from the Nofications results page Typically this would be done once the user has noted the reason and viewed the resource o PRSS Feeds click to subscribe to an RSS or Atom Feed for notifications Filter The Filter box on the Notifications results page displays options relevant to notifications An example of the Filter box is shown in Figure 42Figure 17 EQUELLA 6 0 Workflow Moderation User Guide 38 Pa
38. for moderation where the currently logged in user is set as the only moderator My tasks page The My tasks results page displays the tasks waiting to be moderated An example is shown in Figure 15 fr y a http localhost cat access tasklist do al My tasks EQUELLA x Welcome EQUELLA mu F EQUELLA SCREEN OPTIONS v KA Dashboard Z2 m RSS Feeds sra ec f a gt Results Showing 1 to 2 of 2 results 3 EQUELLA Features Guide _ Contribute Filter by assignment Status Modersting Last updsted 2 days ago ee Moderating since 6 days ago lt ALL gt Y Workflow Documentation workflow ig Administration Console Task Content Review Expired about 22 hours ago Only show tasks that must Time at this task 2 days moderate Priority Norms Google Analytics sii Moderation progress 1 moderation comment Filter by collection A My tasks All resources EQUELLA Overview O Notifications An high level overview of the EQUELLA system EEE Status Moderating Last updsted less than a minute ago 3 Moderating since 3 days ago SELECTUSER e Manage tasks Workflow Documentation workflow Task Review decisions Expires in 3 days ote 3 Time at this task 3 days i ified EOR Filter by date mod 7 Settings Priority Normal 2 Moderation progress 1 moderation comment Figure 15 My tasks page The My tasks page elements are EQUELLA 6 0 Workflow Moderation User Guide 15 Page PEARSON ALWAY
39. ge PEARSON ALWAYS LEARNING Filter by notification reason lt All L gt Filter by collection All resources Filter by owner SELECT USER Filter by date modified After Figure 42 Notifications filter box From the notifications results pages the following filter options are available e Filter by notification reason select a value from the drop down list Available options are lt ALL gt Moderation overdue Contains bad URL Was rejected Notified of resource becoming LIVE and Watched resource became LIVE See EQUELLA Workflow Configuration Guide for more information e Filter by collection select the required collection from the drop down list to see only resources belonging to that collection e Filter by owner click to display the Select owner to filter by dialog and search for and select the required owner e Filter by date modified select a qualifier from the drop down list After Before Between or On then click the calendar field or icon to display a calendar control Redrafting This action is intended for resources that require redrafting editing usually after being rejected and prior to moderation workflow completion Selecting this operation allows the resource to be edited and re submitted for moderation or saved as a draft To access the Redraft this version function 1 From the Actions section of Resource summary page select Redraft this version An example is shown in Figure 43
40. go about 17 hours ago about 17 hours ago about 17 hours ago about 17 hours ago about 22 hours ago about 22 hours ago about 22 hours ago about 22 hours ago about 22 hours ago 10 Page PEARSON ALWAYS LEARNING Moderation queue The Moderation queue enables the logged in user to view all their resources currently waiting for moderation within a workflow The Moderation queue link is accessed from the My resources page To view the Moderation queue page 1 Select My resources from the navigation menu An example is shown in Figure 10 gt ae 2 86 X 7 o http localhost cat access home do ia Dashboard EQUELLA x lin EQUELLA Select the SCREEN OPTIONS button to Soja display a list of other portlets that can be Jy EQUELLA Promotional Video added to your Dashboard Search results for EQUELLA Resources 7 ect the HELP button to show or hide online x The Overland Track summary y All Tasks 10 _ Tasks assigned to me 0 A Tasks assigned to others 0 al Unassigned tasks 10 Figure 10 My resources menu item The My resources page displays The default on first entering My resources is Published resources 2 Click the Moderation queue link at the top of the page The results display all resources belonging to the logged in user that is currently in a moderation workflow An example is shown in Figure 11 EQUELLA 6 0 Workflow
41. he number of tasks in a workflow over a weekly or monthly time period To create a Task statistics portlet 1 From the Dashboard page click Rai The screen options display at the top of the screen 2 Click the Tasks statistics link An example is shown in Figure 53 EQUELLA 6 0 Workflow Moderation User Guide 46 Page PEARSON ALWAYS LEARNING http localhost cat access home do sf Dashboard EQUELLA F EQUELLA displays topics that can be browsed for content displays favourite resources and searches displays configured text display ks to personal content displays a search box for searching EQUELLA displays the latest entries for the configured feeds displays recent contributions for the configured collections a custom display controlled by advanced scripting cs displays an overview of most congested tasks Uispiays a Mot Ui lash Wiel 1EYUNE yuu aeiu displays a mini browser with configured content Select the SCREEN OPTIONS button to Ae EQUELLA web site pF a Est of other portlets that can be Jy EQUELLA Promotional Video added to your Dashboard tech the HELP button to show or hide online Ty Search resule for EQUELLA Resourcer p Xx Search results for Pre Dec 2011 The Overland Track summary Figure 53 Screen options Task statistics The Create portlet page displays as shown in Figure 54 gt http localhost cat access home do pcn t tasksta
42. is shown in Figure 36 All Tasks 1 Tasks assigned to me 0 Tasks assigned to others 0 Unassigned tasks 1 Must moderate 1 1 All notifications 7 Resources which the owner notified you of going LIVE 1 Resources that were rejected 2 Resources that contain bad URLs 0 Resources which went LIVE 3 Resources that are overdue to be moderated 1 Figure 36 Tasks portlet notifications Each item in the notifications portlet is a link In the notifications section of the portlet selecting any link takes the user to the Notifications page with the relevant tasks displayed See Notifications page on page 37 for more information Selecting the following notification links opens the Notifications page and displays e All notifications all notifications e Resources which the owner notified you of going LI VE all resources where the owner has used the Share with others function to set a notification to alert the logged in user when the resource becomes available Live See EQUELLA My Resources User Guide for more information on this function These resources have a reason of Watched resource became LIVE on the notifications results page e Resources that were rejected resources that have been rejected during moderation These resources have a reason of Rejected on the notifications results page e Resources that contain bad URLs resources that contain a URL that is not valid
43. kak kk kk kk kak kak kk kk kk ka 8 Moderation M ke amasar rakzXxX im ep ep ai aera 9 Moderato Quel a a te he et eT he a Te hee ee he a ee eer 11 T e PPPPPROO q E E NAO 13 D nya ola espada dia 14 MW FASS 10d 0S r e o e o e r r io abia 15 Modera cline Tasa o A E aM2xRPpPxp pan 17 ACCESSING task MoOderatiON cccccccccccccccnnnncnnnncnnnn kk kk kk kk kk kk kak kaka aka kk kaka kk kk aka kak kk kak kk kak kk ka 17 Task Modera ton Seco Oia 19 Re ect a tasar ev 22 Awe eken a Tarta EEN ia 24 VOT TOV exa DIS tarado 26 Review DECISIONS TASK sesarcrir dana 26 Content review LaS Kervin iaa 28 EFSALO POETAS 30 CHECK POF TASK caos 31 NO CAOS omar a ana at Pana ni 32 Notifications Ment MSM asada 32 sn ES o vanes Secdeececscsansessosarsiasuratsoseciee 33 Notilicaci n e allison Na iso 35 Notifications page sica atada ra os kak ka aka kak kak A kk kk kaka kk aka kak kk aka kak ka kk kk ka 37 A dwo npno2222222DBggggmggzzmnmnnmmnmmmmm 39 Mana de tasks nur l e J__mm__ nm agggogxgxx2an 41 Manage tasks privilege cocococcccccccccccccncnnccnnnnnnnnnn nr rr 41 Manage TOSK SS ow mm ___ _ eo og 41 019 4108 1 ww w w gt gt gt gt gt gt p gt p gt pp gt y vy ry oo h sBzgznz zJ en pppJeemm 45 Task Statlsties DOT ron ll mme 46 Contact GIMME SUDDO Estrato cria taa NA 49 EQUELLA 6 0 Workflow Moderation User Guide 3 Page PEARSON ALWAYS LEAR
44. ments page displays An example is shown in Figure 24 EQUELLA 6 0 Workflow Moderation User Guide 21 Pa g e PEARSON ALWAYS LEARNING Task comments EQUELLA X gt INT DOCSADMIN PROFILE LOG OUT El a a s EQUELLA 38 Task comments Task Finalise document metedata then create a PDF Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Content Reviewer Document Editor Documentation User Fitzgerald Assigned to Me amp Task comments x Favourites 2 moderation comments Search 2 Document Administrator 2 days ago Task Review decisions Contribute Check screen shots A Administration Console 2 Document Administrator 2 days ago Task Review decisions Google Analytics All looks good My resources A My tasks O Notifications Manage tasks Figure 24 Task comments page Click to return to the task moderation section Reject a task A task is rejected when the moderator decides changes need to be made before the resource moves on to the next step of the moderation workflow When a task is rejected the moderator enters a moderation comment outlining the reasons for rejection the resource goes back to the rejection point set in the workflow and a rejection notification is sent to the appropriate users The user would then edit and redraft the resource to re enter it into the workfl
45. n progress in a diagrammatic format An example is shown in Figure 31 EQUELLA 6 0 Workflow Moderation User Guide 28 P a g e PEARSON ALWAYS LEARNING Moderation progress Total time in moderation about 2 hours Tasks awaiting moderation Content Review Only one of the following users is required to accept this task about 2 hours Content Reviewer Document Editor Documentation User Fitzgerald Document Administrator Progress Contribute Documentation Workflow required Review decisions ontent Review required reten oT O O indicates a completed task E indicates the current task for moderation Figure 31 Moderation progress page with Content Review as current task To complete the content review task 1 Click the EQUELLA Workflow User Guide button The contribution wizard page displays with the task moderation section 2 In the task moderation section select the assign to me link to assign to task to the Document Administrator logged in user An example is shown in Figure 32 Task Review to ensure the content is accurate and the structure of the document provides a logical flow x Reject Approve O Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Content Reviewer Document Editor Documentation User Fitzgerald Assigned to Me NEXT gt 0 comments Figure 32 Assigned task NOTE The task does
46. nter your rejection message edit box then click FE NOTE this field is mandatory The My tasks page displays with a confirmation receipt at the top of the screen An example is shown in Figure 26 EQUELLA 6 0 Workflow Moderation User Guide 23 Page PEARSON ALWAYS LEARNING es D http localhost cat access tasklist do P BAX Ko o ii My tasks EQUELLA INT DOCSADMIN PROFILE LOG OUT O EQUELLA I My tasks SCREEN OPTIONS F E osos Favomiies ae o TAZE TI D T A Search v E My resources Results Showing 1 to 2 of 2 results Contribute Filter by assignment EQUELLA Features Guide pa Administration Console Status Moderating Last updsted 2 days ago Only show tasks that must Moderating since days ago moderate 5 Workflow Documentation workflow y Google Analytics Task Content Review Expired about 22 hours ago Time at this task 2 days Filter by collection Priority Norma A My tasks 2 All resources v Moderation progress 1 moderation comment O notifications Filter by owne i y r EQUELLA Overview eS Manage tasks Status Moderating Last updated 2 days ago Moderating since 2 days ago Workflow Documentation workflow jat 2 Task Review decisions Expires in 3 days kar a anar Time at this task 3 days Priority Norma After Moderation progress 1 moderation comment O MODERATE a X ot Settings Figure 26 My t
47. o topic a2aff37 c bf36 432d b61e 26650e Figure 39 Profile link from EQUELLA page The Edit user page displays An example is shown in Figure 40 e 2 BCX D Ze y gt http localhost cat access user do Edit user EQUELLA INT DEMOSYSADMIN PROFILE LOG OUT a S EQUELLA i PEARSON Edit user G Dashboard Favourites Username int demosysadmin E N Search First name Family name Internal EQUELLA Demonstration System Administrator My resources Contribute a by A Research repository resources Login notice BB EQUELLA documents J7 Hide login notice BB Teaching Resources ete Notifications ig Administration Console Notifications can be sent to you via email alternatively you may prefer to use an RSS feed YY Google Analytics A My tasks Select item types that you want to watch a JE Item types available Item types selected e2 Manage tasks Books Learning resources y Documentation Teaching Resources eReserve articles to Manage resources Journals Special resources 0 Manage activations Settings E Preferred display language Note this language setting will override the language selection in your browser Also your chosen cio Figure 40 Edit user Email notification option 2 Select Send notifications to email EQUELLA 6 0 Workflow Moderation User Guide 36
48. ority the priority of the task can be LOW NORMAL or HIGH Each task can also have the following links e View item summary select to display the Resource summary page e x remaining moderators select to open the Moderators dialog which lists moderators who have not yet completed the current task An example is shown in Figure 48 Moderators remaining Content Reviewer Document Editor Documentation User Fitzgerald Document Administrator Figure 48 Moderators dialog NOTE If multiple moderators are selected for a task but only one needs to complete it all the potential moderators display in the Moderators dialog even if the task has been assigned to one of them e x moderation comment s select to open the Moderation comments dialog which displays any existing moderation comments An example is shown in Figure 49 2 moderation comments 2 Internal EQUELLA Demonstration System Administrator about a minute ago Task Edit Document References are not formatted correctly al end of document 2 Internal EQUELLA Demonstration System Administrator about a minute ago Task Edit Document References now corrected Figure 49 Moderation comments dialog EQUELLA 6 0 Workflow Moderation User Guide 44 Page PEARSON ALWAYS LEARNING Sort and filter The Sort and Filter boxes on the Manage tasks results page displays options relevant to managing tasks An example of the Sort box is shown in Figure
49. ow See Redrafting on page 39 for more information To reject a task 1 Click 2 ___ from the task moderation section The Rejecting task page displays An example is shown in Figure 25 EQUELLA 6 0 Workflow Moderation User Guide 22 Page PEARSON ALWAYS LEARNING e http localhost cat access runwizard do wizid 94323761 956f 4d8a ac6a 1e050cc3f88a8lpages pg 08L taskState 18L_ tasksc commentType REJECT BS x ind Ls go Rejecting task EQUELLA x Welcome EQUELLA INT DOCSADMIN PROFILE LOG OUT TU EQUELLA Rejecting task Task On the resource s Workflow details tab select whether this document needs a content review lf a review is required select a reviewer Finally select whether this document requires an editorial review Submitted by Internal EQUELLA Demonstration System Administrator for moderation by Document Administrator Assigned to Unassigned Rejecting task indicates mandatory fields My resources Contribute Administration Console 2 moderation comments 23 Google Analytics 2 Document Administrator about 2 hours ago Task Review decisions A My tasks test O notifications 2 Document Administrator about 2 hours ago ES Manage tasks Task Review decisions Not sure the screen shots show the correct version Figure 25 Rejecting task page 2 Type the reason for rejection in the E
50. remaining moderator Teaching R MA EQUELLA Features Guide Outlines the major features of EQUELLA Status Moderating Last updated about an hour ago Moderating since sbout an hour ago Workflow Documentation workflow Task Content Review Expires in a day Time at this task about an hour Priority Norms zg Administration Console Google Analytics A My tasks View item summary 4 remaining moderators Notifications EQUELLA Workflow Configuration Guide Manage tasks A guide on how to set up workflows in EQUELLA a Status Moderating Last updated about an hour ago Moderating since about an hour ago Workflow Documentation workflow Task Create PDF Expires in a day Time at this task about an hour Priority Normal Manage resources o Manage activations E g 2 i eo ku Reports View item summary 4 remaining moderators 1 moderation comment Figure 46 Manage tasks page Results Showing 1 to 8 of 8 results NN screen OPTIONS gt al Sort results by Priority v TT Reverse order of results Filter by moderator SELECT USER The Manage tasks page has the Search box at the top where criteria are selected and the results list displayed below The search box has a search text box to enter keyword searches and a Within drop down list Searching can be refined by selecting All workflows or a specific workflow e g Document Review from the Within drop down list
51. task function is MANAGE WORKFLOW Granting this privilege to a user group or role will display the Manage tasks menu item in the left hand navigation bar Manage tasks page The Manage tasks page displays all workflow tasks Content and system administrators would typically be granted privileges to access this function to view moderation progress To open the Manage tasks page 1 Log in to EQUELLA as an administrator The EQUELLA Dashboard page displays 2 Select Manage tasks from the left hand navigation menu An example is shown in Figure 45 EQUELLA 6 0 Workflow Moderation User Guide 41 Page PEARSON Dashboard EQUELLA GEQUELLA PEARSON CIN iil iii a lol JE a Manage tasks elo al on al Select the SCREEN OPTIONS button to display a list of other portlets that can be added to your Dashboard Bene the HELP button to show or hide online p All Tasks 1 Tasks assigned to me 0 l Tasks assigned to others 0 a Unassigned tasks 1 ual Must moderate 1 All notifications 7 Resources which the owner notified you of going LIVE 1 l Resources that were rejected 3 Resources that contain bad URLs 0 Resources which went LIVE 3 u Resources that are overdue to be moderated 0 Figure 45 Manage tasks menu item ALWAYS INT DEMOSYSADMIN PROFILE LOG OUT LA SCREEN OPTIONS Jy EQUELLA web site Jy EQUELLA Promotional Video Jg Search res
52. tistics amp tspe s 7 2ed890d 1391 4a2c 8a50 dbe814471b33 Create portlet EQUELLA INT DEMOSYSADMIN PROFILE LOG OUT O EQUELLA PEARSON E ER Zeasaboure gt Ani ereya kay m Create a new Task statistics portlet Favourites a we Research repository resources BB EQUELLA documents Figure 54 Create portlet page 3 Enter a Title defaults to Task statistics 4 Select a Weekly or Monthly Default trend then click The new portlet displays on the Dashboard page An example is shown in Figure 55 EQUELLA 6 0 Workflow Moderation User Guide 47 Page PEARSON ALWAYS LEARNING pi k http localhost cat access home do 2 BCX 03 a p Dashboard EQUELLA INT DEMOSYSADMIN PROFILE LOG OUT O EQUELLA PEARSON Dashboa rd E ver y SCREEN OPTIONS y Ha n Dashboard J Fevourites Select the SCREEN OPTIONS button to ER display a list of other portlets that can be Jy EQUELLA Promotional Video e Search added to your Dashboard Select the HELP button to show or hide online ii help My resources Search results for Pre Dec 2011 Contribute vy The Overland Track summary 2 ee by Research repository resources Task BB EQUELLA documents A All Tasks 1 Check PDF 4 E Teaching Resources Tasks assigned to me 0 Content Review 1 om Tasks assigned to others 0 Create PDF 1 ig Administration Console Unassigned tasks 1 Edit Document 0 Must moder
53. tory X resources Add a comment Rate this resource OA vy vy y vy BB EQUELLA documents BB Teaching Resources ig Administration Console Add comment anonymously i Google Analytics A My tasks a i e Notifications http localhost cat access notifications do i wuna Figure 6 Resource summary page The Resource summary page Details section shows the following links relevant to the workflow e Status Moderating the resource has just entered the workflow and is at the first moderation point e Moderation progress select this link to display the Moderation progress page and see a diagrammatic representation of the workflow See Moderation progress on page 8 for more information e Moderation history select this link to open the Moderation history page See Moderation history on page 9 for more information Moderation progress The Moderation progress link can be found in the Details section of the Resource summary page and at the bottom of each result on the My tasks results page see My tasks page on page 15 Select this link to display the Moderation progress page and see a diagrammatic representation of the workflow The current step is highlighted in yellow completed tasks are highlighted in green and a Tasks awaiting moderation list displays at the top of the flow chart with moderator details An example is shown in Figure 7 EQUELLA 6 0 Workflow Moderation User Guide 8 Page PEARSON ALWAY
54. uide 4 Page PEARSON ALWAYS LEARNING Contribute a resource for moderation Resources can only be submitted for moderation using a collection that has an associated workflow Below is an example resource contribution using the Documentation collection which has an associated Documentation Workflow workflow See EQUELLA Contribution User Guide and EQUELLA Workflow Configuration Guide for more information To contribute a resource for moderation 1 Open a browser and enter your EQUELLA URL e g http equella myinstitution edu 2 Log in to EQUELLA 3 Select Contribute from the navigation menu An example is shown in Figure 1 Se int VS to A lt 2 gt http localhost cat access home do Dashboard EQUELLA INT DEMOSYSADMIN PROFILE LOG OUT ig EQUELLA Dashboard MA Dashboard X EQUELLA web site Jg Favourites i Jy EQUELLA Promotional Video Search results for EQUELLA Resources UD a Select the SCREEN OPTIONS button to f display a list of other portlets that can be added to your Dashboard oS Select the HELP button to show or hide online help Research repository X resources g EQUELLA documents gt Browse resources by format Resources cataloged by the type of resource including Audio Teaching R rces Video Images Documents j Research repository resources 0 Research resources available in the EQEULLA repository Administration Console gt EQUELLA documents 5
55. ults for EQUELLA Resources de Search results for Pre Dec 2011 Ae The Overland Track summary SHOW ALL gt EQUELLA Workflow Configuration Guide Wednesday 18 January 2012 A guide on how to set up workflows in EQUELLA EQUELLA Features Guide Wednesday 18 January 2012 Outlines the major features of EQUELLA EQUELLA Documentation List Wednesday 18 January 2012 A list of documentation available in EQUELLA Test URL Tuesday 17 January 2012 EQUELLA Workflow User Guide Monday 18 January 2012 This guide illustrates the features and functionality of the workflow process The Manage tasks page displays An example is shown in Figure 46 EQUELLA 6 0 Workflow Moderation User Guide LEARNING 42 Page PEARSON p a http localhost cat access managetasks do Manage tasks EQUELLA O EQUELLA PEARSON ALWAYS LEARNING 2 2 Xx l ve amp INT DEMOSYSADMIN PROFILE LOG OUT Manage tasks ve Favourites Within All workflows A Search E My resources Contribute EQUELLA Documentation List A list of documentation available in EQUELLA Status Moderating Last updated about an hour ago Moderating since sbout an hour ago Workflow Document Review Task Edit Document Expires in about 23 hours Time at this task about an hour Priority Norma Browse resources by format a Research repository resources BB EQUELLA documents View item summary 1
56. ure 16 My tasks sort box The sort options are e Priority the priority of the resource s current workflow task e Expiry date the date set as the last day that the task can be performed e Time waiting in task time since resource arrived at current workflow task e Title name of the resource e Reverse order of results check to reverse the order in which the results display An example of the Filter box is shown in Figure 17 EQUELLA 6 0 Workflow Moderation User Guide 16 Page PEARSON ALWAYS LEARNING Filter by assignment ALL gt r Only show tasks that must moderate Filter by collection All resources Filter by owner SELECT USER Filter by date modified After Figure 17 My tasks filter box From the My tasks results pages the following filter options are available e Filter by assignment select a value from the drop down list Available options are lt All gt Assigned to me Assigned to others and Unassigned e Filter by collection select the required collection from the drop down list to see only resources belonging to that collection Once a collection is selected a Filter by workflow tasks drop down displays A specific workflow task can then be selected e Filter by owner click to display the Select owner to filter by dialog and search for and select the required owner e Filter by date modified select a qualifier from the drop down list After Before Between or On then click the c
57. vious week or month which is valuable for comparisons e Workflow drop down select a specific workflow from the drop down list to limit the results When a workflow is selected a Total resources in workflow link displays An example is shown in Figure 57 Task Waiting Trend Check PDF 4 4 Content Review 2 1 Create PDF 1 Total resources in workflow T Documentation workilow Y Weekly Monthly Figure 57 Task statistics with selected workflow Select this link to display the Manage resource page with the relevant resources listed as results e Weekly Monthly select the links to change the trend between weekly and monthly NOTE Users will need the MANAGE WORKFLOW privilege granted to them to see any of the information in the Tasks Statistics portlet Contact Client Support We are always happy to help If your organisation has a support agreement with EQUELLA then help is available at http support equella com EQUELLA 6 0 Workflow Moderation User Guide 49 Page

Workflow Moderation User Guide

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