Web View User Training - Colorado State University



Web View User Training

Introduction

Web View is a Web Application supplied with Vista Plus. Web View supports different web browsers which you can use to logon. In this document we will be using Internet Explorer for our examples.

This training covers many of the most widely used features of Web View that users will commonly use, not every possible feature. The Help menus can be used for additional information we do not cover in this training or included in the Training

Sign in to Vista Plus.

From the Administrative Applications and Resources (AAR) webpage, on the right side of the screen you will find the link for Vista Plus.

The first time you logon to Vista you might need to supply the Host and Port number.

The User Name and Password must always be supplied.

If you delete your browser cookies, the values will need to be typed in again.

We will be using Internet Explorer for our examples.

Since we are talking about Sign in, let’s briefly mention something important about Sign Out. To properly Sign Out of Web View, use the Sign Out option. If you exit Web View by using the X icon in the upper right corner of the screen, Vista will not release the user license. After 30 minutes the license gets freed up. We will mention this again at the end of this document.

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If you are prompted with this screen, you will need to change your password before you can login to Vista. First time Vista users and existing users that have their password reset by an Administrator, this screen will appear.

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Some basic terms we will be using before we get started.

Each user defined to Vista Plus belongs to a primary group which has a folder that reports are linked to or sub folder. Folders and can linked under other folders.

Each user will be defined to a primary group and can be part of other groups.

A user can switch to another group to see that groups reports as we will see later on.

Different groups can have different Access Permissions to a report. What you can do to the report.

Page Level Security is used at times to limit what pages of a report a user can see.

Reports have generations which are different runs of the report that can be viewed.

In our examples, user training1 has a primary group of training1, but he is also part of group training2. User training1 then has the option of switching over to group training2 if he wants to.

Once he has switched over to group training2, then he will see the report files in that group folder.

We will be showing examples of how this works.

The Vista Plus main menu.

This is the screen users will see when they logon.

The My Vista option allows users to access their favorite reports once they have defined them as favorites.

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If you click on My Vista this is the screen you will see.

This user does not currently have any Favorites.

Your favorites are for your user id, so reports for any of your different groups will be listed here. If the specific group you are currently connected to does not have access to a report, it will not be listed. But will be listed when you are connected to that group.

We will be talking a little about each of the options on the main menu.

From here select the Browse option.

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This user has a folder named training1.

He has access to 5 different reports. Notice the report names and Generation counts.

Clicking on a report opens the most recent generation.

Click on Generations option next to the training_inventory report to list all of the generations of the report which you can then select from.

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From here you can click on one of the generations to view the report.

Notice where is says Online:1 | Offline 0.

There is only 1 generation of the report in our example. Notice the 1 next to Online and the 0 next to Offline.

Online reports are not archived and can be selected to be viewed.

Offline reports are archived and must be restored by an IS Scheduling Administrator before they can be viewed.

The report generation is viewable for 7 days, where it then rolls off and must be restored once again to be viewed for another 7 days.

This report does not have any generations which are archived.

Click on Offline to view the report generations if there were any to list.

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Notice the number of Pages and Permission.

This user has View/Distribute authority to this report. Zoom is set to 100%.

Notice you only see 1 page at a time.

Use the arrow options at the bottom right of the screen to move through the pages.

The slide bar to the right just moves you through the current page.

Notice the report does not all fit on the page with the zoom set to 100%.

You can the zoom to less than 100% or use the Fit to Page Width option.

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Notice how using the Fit to Page Width option fits the report to the page.

You can also change the zoom from 100% to a lesser number.

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For this document we will be going through some of the more likely used options.

We will not be covering every possible option of this product.

The Help option has a very extensive amount of information which you can use with Web View.

We will first go through some of the options available when in a report then we will get out and show you some additional information that might be useful.

Download Report can be used to download the report in different formats to your PC.

We will be saving the training_inventory report as a PDF document.

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We want to save this text report as a PDF document. Use the Save As Type pull down menu to select PDF format.

The File name extension will change to PDF.

Select OK.

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Adobe Reader opens the report.

From here you can print the report or use the Adobe options to save it to your hard drive.

X out of the Adobe Reader screen to exit.

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Download Report as PDF is used to download the report in PDF format.

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Select OK to have Vista present the report to you in PDF format.

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Adobe Reader opens the report.

From here you can print the report or use the Adobe options to save it to your hard drive.

X out of the Adobe Reader screen to exit.

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The print option allows you to print to your local printer. Vista does not recommend you print locally using your browser, since it would only print the current page and all the other information on the screen, including the toolbar and the controls at the bottom of the report page. An example would be right clicking within the report and selecting Print. This is not the proper way to print to your local printer.

You need to use the print icon to print the report or part of the report.

The Print option is the default. We do not want to use Remote Print.

Printing locally is a two step process. The report is opened in Adobe Acrobat and the Adobe Acrobat print option is used to print the report.

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For our example we will be printing only the first few pages.

Select OK.

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The report opens up in Adobe Acrobat.

From here you can print the report to your local printer or save the report to your hard drive.

X out of the report.

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The Email Shortcut option allows a user to send an email with a link to this report.

If your email client has not been customized on your PC, this will need to be down before this will work.

It can only be used by a report opened in the Vista Viewer, not PDF documents.

It is a link to the report, not the whole report.

The user you send it too still needs to Sign in to Vista Plus and needs to be part of a group that has access to the report to see it.

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Vista creates a link to the report and opens up your default email client.

From here you can email this link to another user who has the permissions to logon to Vista and view the report.

Notice the Host and Port is supplied in the link, but not the User and Password information.

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The Search option allows you to search for various text within the report.

This includes Search Previous, Search and Search Next.

The Ctrl/F browser function is not the same as using the tool bar search option which is the binoculars. Ctrl/F brings up the Browsers find box which will only search the current page.

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Expand the Search Options and select Forward Search. Deselect Show Match List for now. We are searching on the value COMMODITY in our examples.

Select Search.

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Notice it only searches 1 page at a time. Use the Search Next Page icon to find the next occurrence.

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But what if you want to create a sort of index of all the places it finds the

word COMMODITY? This is where you use the Show Match List option.

Let’s perform the search again this time selecting Show Match List.

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Notice this time we get a list of all the occurrences which we can select from.

Select More to get all the occurrences.

From here you can select different pages to view.

Close out of the find.

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To exit a report, you can X out of the report in the upper right hand corner of the report.

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Now you are back at the screen which lists the different generations of the Inventory report. There is only 1 generation in our example.

From here, use the back arrow to get to the screen which lists all of the reports this user is allowed to see.

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Show Report Info.

Notice the i icon which is located to the left of the reports.

This can be used to perform various functions to a report.

Click the i next to the training_inventory report.

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There are various options which can be performed to each of the reports. I will only be discussing Edit Favorite Status.

By making a report a Favorite, it adds the report to your My Vista Favorites.

Click on Edit Favorite Status.

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Notice the options List on My Vista or Notify me via e-mail.

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For this example we want to select List on My Vista and deselect Notify me via e-mail if it is already selected.

Select OK.

Also create a favorite for the training_training1_only report which is created on the next page.

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Here we are creating a favorite for the training_training1_only report.

Select OK.

We will discuss the Notify me via e-mail option next.

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Select the My Vista option at the top of the screen.

Notice the most recent generation of the report was added. You can tell by looking at the Last Modified time which will match the Created Time of the most recent report generation of the report.

From here you can click on the report to open it.

The X next to a report allows you to remove it from My Vista.

We will not be removing any of the favorites.

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Select the X next to the training_inventory report to see the message that comes up.

Select No to cancel the request.

From here let’s go back to Browse.

Now let’s take a look at the Notify me via e-mail option.

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The Notify me via e-mail option allows you to be notified when a new generation of a report is created. It does not work for PDF documents only text and postscript reports. For this demonstration I will not be capturing any new generations of the report, but I will show you a screen print of what the e-mail looks like which you will receive.

It is a link, not the whole report.

You still need to logon to Vista Plus to access the report. The link passes your id.

Once again, for the training_inventory report, select the i icon next to the report name.

Select Edit Favorite Status and check the Notify me via e-mail option.

Select OK.

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Notice the subject Subject line which tells you the name of the report.

Also notice the Host, Port and User information is passed in the link. The password is not supplied and you are still required to Sign in to access the report.

Notice the Host name which says Kebler instead of vplusprod.is.colostate.edu.

This is ok, since Kebler and vplusprod.is.colostate.edu get you to the same location.

Clicking on the link gets you to a Sign in screen.

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This is an example of what you get when you click on the email link.

It needs a password.

If you were to Sign in, it would present you with the report.

Let’s Sign in and see what happens.

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Notice how it brought me right into the report.

If you click on the VistaPlus Report Viewer icon, it brings up the Vista Plus main menu which you can use to access other reports your group has access to.

X out of the report when you are done viewing it. Vista Plus logs you off.

You need to Sign in again.

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Notice how it changed the Host name. This is ok, since Kebler and vplusprod.is.colostate.edu get you to the same location.

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Select Options.

The Browser Preferences allow you to define which screen you want to enter when you logon to Web View. The default is the Welcome page, but each user can change it to one of the other start screens if you want too.

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The Change Group option is where you can change to another group.

This will probably be the most widely used option you will use.

I am currently logged on to the training1 id.

Notice this user is also part of the training2 group.

Click on the training2 group and select Save.

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Notice I am now in the training2 group folder. I am still logged on as training1, but I switched to another group which has its own folder. It just happens to be this group receives some of the same reports.

Things kind of look the same, but there are differences.

Notice the folder name is now Training2 Folder and the training_training2_only report

replaced the training_training1_only report.

Since the training2 group does not have access to the training1 report it is not listed.

Select My Vista menu.

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Notice the training_training1_only report is not listed as a Favorite, but the training_inventory report is.

Since both groups have access to the training_inventory report, it shows up in My Vista.

Now let’s go back to the Options menu.

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From here you can change your Vista password. Don’t forget to select Save.

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To properly logout of Web View, use the Sign Out option. If you exit Web View by using the X icon in the upper right corner of the screen, Vista will not release the user license. After 30 minutes the license gets freed up.

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This is what you will see when you successfully Sign Out of Vista.

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