Power User Guide - McGill...

CAPTIVA CAPTURE

& WEBTOP

Power User Guide

Power User Guide for Captiva Capture & Webtop December 8, 2017

McGill University – IT Communications & Training Page 2 of 23

Table of Contents Add a member to an AD group (Webtop, Captiva Capture) ......................................................................... 3

Remove a member from an AD group .......................................................................................................... 3

Change the values to a dropdown list .......................................................................................................... 4

Correct a file indexed to the wrong values ................................................................................................... 4

Delete a batch in Captiva Administrator ....................................................................................................... 5

Appendix A - Group Name, Description & Document Access for eStudent ................................................. 7

Appendix B - Group Name, Description & Document Access for uApply ................................................... 12

Appendix C – Group Names, Description & Document Access for Financial Services ................................ 13

Appendix D – eStudent - Change values in Document Type Category & Document Type dropdown lists 13

Appendix D - Search for the Document Type Category .......................................................................... 13

Appendix D - To rename the categories in the Document Type Category ............................................. 14

Appendix D - To rename/add/remove types from the Document Type dropdown:.............................. 15

Appendix E .................................................................................................................................................. 16

Appendix E - eStudent - Correct Index Values ........................................................................................ 16

Appendix E - Financial Services - Correct Index Values .......................................................................... 18

Appendix F – Add members to an AD group .............................................................................................. 19

Appendix G – Remove members from an AD group ................................................................................... 19

Appendix H – Assign permissions to Webtop (for eStudent and uApply groups) ...................................... 19

Appendix H - Grant Webtop access to a member .................................................................................. 19

Appendix H - Remove Webtop access from a member .......................................................................... 22



Add a member to an AD group (Webtop, Captiva Capture) To give a person access to Webtop or Captiva Capture, he/she must first be added to the CMS Users group. All McGill staff is automatically given access to this group. These are the AD groups for the different projects using Webtop and Captiva:

Project System Role AD Group

eStudent Webtop N.A. (assigned in Webtop) CMS Users

eStudent Captiva/Webtop End user CCS Captiva group

eStudent Captiva Power User CCS Captiva group-Power users

Financial Services Webtop Auditor 346-FINS CMS Viewers

Financial Services Captiva/Webtop End user 346-FINS CMS Users

Financial Services Captiva/Webtop Power user 346-FINS CMS Power users

If you are the AD Group manager, use Group Manager to add the person to the appropriate AD group. The instructions are in Appendix F. If you are unable to do this, contact the IT Service Desk.

Details about the permissions of the different roles for: eStudent and uApply : see Appendix A and Appendix B. Financial Services: see Appendix C.

Note for Captiva: if a person is added to more than one AD group, he/she will only get the permissions of the AD group with the least permissions (e.g. if you add a person to CCS Captiva group and CCS Captiva group- Power users, they will only get the permissions of the CCS Captiva group). If you want the person to be a power user, add them to the power user group; this will automatically give them the permissions of the other group.

For Captiva software, send an email to [email protected] to have Captiva installed on the person’s workstation.

Remove a member from an AD group If you are the AD Group manager, use Group Manager to remove the person from the AD group. The instructions are in Appendix G. If you are unable to do this, contact the IT Service Desk.

Note for eStudent:

To assign permissions to Webtop for the users within the AD group CCS Captiva group – Power Users,

follow the steps in Appendix H to add them to the b_es_document_center_superuser group.

This extra step is not required for the other AD groups.

http://kb.mcgill.ca/kb/?ArticleId=1797&source=article&c=12&cid=2#tab:homeTab:crumb:8:artId:1797:src:article

mailto:[email protected]




Change the values to a dropdown list Once a dropdown list is created, the values that are created display when a user clicks on the dropdown

arrow. You can add or remove values to the dropdown list. This does not apply to Financial Services

because the only index value is document number.

For the eStudent project, refer to Appendix D to:

Rename categories in the Document Type Category dropdown list

Add/remove/rename types from the Document Type dropdown list

Correct a file indexed to the wrong values When a file is indexed to the wrong values, the document’s properties must be adjusted to use the right

values. The document will then automatically be moved to the right folder. To change the document’s

properties, locate the document in Webtop, right-click on the document, and click Properties.

For the eStudent project, refer to Appendix E to correct the index values for a document.

For Financial Services, the only value that you can change is the document number. Refer to Appendix E

to correct the index values for a financial document.



Delete a batch in Captiva Administrator

1. Login to Captiva Administrator.

Server = pcapture User = CAMPUS\Short Username (e.g. jsmith) Password = your McGill password

2. Click Login

3. By default you should be on the “Batch Traffic” page. If you are not, click on “Batch Traffic”



4. Click on the batch you would like to delete and click on the Delete button.

5. The Delete Batch List window displays. Click on the Delete button.

6. When you are finished, close Completion.



Appendix A - Group Name, Description & Document Access for eStudent

GROUP HIERARCHY DESCRIPTION dm_owner

dm_world

p_estudentadmin

b_es_document_center_superuser

o_00035_enrolmentservices

b_es_document_center

b_es_document_center_superuser

b_es_records

b_es_service_point

b_es_admissions

b_es_records

b_ad_d_all

b_saoadvisorall

b_ad_d_all

b_ad_d_ag

b_ad_d_ar

b_ad_d_as

b_ad_d_ce

b_ad_d_de

b_ad_d_dp

b_ad_d_ed

b_ad_d_en

b_ad_d_gm

b_ad_d_gr

b_ad_d_lw

b_ad_d_md

b_ad_d_mg

b_ad_d_mp

b_ad_d_mu

b_ad_d_nu

b_ad_d_pd

b_ad_d_po

Document owner

All Webtop users

eStudent project administrators

ES Document Center Superuser (power users)

Enrolment Services

ES Document Center

ES Document Center Superuser (power users)

ES Records

ES Service Point

ES Admissions

ES Records

ALL Associate Deans and Directors

ALL Student Affairs Office Advisors

ALL Associate Deans and Directors

AG Associate Dean and Director

AR Associate Dean and Director

AS Associate Dean and Director

CE Associate Dean and Director

DE Associate Dean and Director

DP Associate Dean and Director

ED Associate Dean and Director

EN Associate Dean and Director

GM Associate Dean and Director

GR Associate Dean and Director

LW Associate Dean and Director

MD Associate Dean and Director

MG Associate Dean and Director

MP Associate Dean and Director

MU Associate Dean and Director

NU Associate Dean and Director

PD Associate Dean and Director

PO Associate Dean and Director



b_ad_d_rs

b_ad_d_sc

b_ad_d_ya

b_ad_d_yc

b_ad_d_yd

b_ad_d_ye

b_ad_d_yg

b_ad_d_yi

b_ad_d_yl

b_ad_d_ym

b_ad_d_yn

b_ad_d_yo

b_ad_d_yp

b_ad_d_yr

b_ad_d_ys

b_ad_d_yt

b_ad_d_yu

b_saoadvisorall

b_saoadvisor_ag

b_saoadvisor_ar

b_saoadvisor_as

b_saoadvisor_ce

b_saoadvisor_de

b_saoadvisor_dp

b_saoadvisor_ed

b_saoadvisor_en

b_saoadvisor_gm

b_saoadvisor_gr

b_saoadvisor_lw

b_saoadvisor_md

b_saoadvisor_mg

b_saoadvisor_mp

b_saoadvisor_mu

b_saoadvisor_nu

b_saoadvisor_pd

b_saoadvisor_po

b_saoadvisor_rs

b_saoadvisor_sc

b_saoadvisor_ya

b_saoadvisor_yc

RS Associate Dean and Director

SC Associate Dean and Director

YA Associate Dean and Director

YC Associate Dean and Director

YD Associate Dean and Director

YE Associate Dean and Director

YG Associate Dean and Director

YI Associate Dean and Director

YL Associate Dean and Director

YM Associate Dean and Director

YN Associate Dean and Director

YO Associate Dean and Director

YP Associate Dean and Director

YR Associate Dean and Director

YS Associate Dean and Director

YT Associate Dean and Director

YU Associate Dean and Director

ALL Student Affairs Office Advisors

AG Student Affairs Office Advisor

AR Student Affairs Office Advisor

AS Student Affairs Office Advisor

CE Student Affairs Office Advisor

DE Student Affairs Office Advisor

DP Student Affairs Office Advisor

ED Student Affairs Office Advisor

EN Student Affairs Office Advisor

GM Student Affairs Office Advisor

GR Student Affairs Office Advisor

LW Student Affairs Office Advisor

MD Student Affairs Office Advisor

MG Student Affairs Office Advisor

MP Student Affairs Office Advisor

MU Student Affairs Office Advisor

NU Student Affairs Office Advisor

PD Student Affairs Office Advisor

PO Student Affairs Office Advisor

RS Student Affairs Office Advisor

SC Student Affairs Office Advisor

YA Student Affairs Office Advisor

YC Student Affairs Office Advisor



b_saoadvisor_yd

b_saoadvisor_ye

b_saoadvisor_yg

b_saoadvisor_yi

b_saoadvisor_yl

b_saoadvisor_ym

b_saoadvisor_yn

b_saoadvisor_yo

b_saoadvisor_yp

b_saoadvisor_yr

b_saoadvisor_ys

b_saoadvisor_yt

b_saoadvisor_yu

YD Student Affairs Office Advisor

YE Student Affairs Office Advisor

YG Student Affairs Office Advisor

YI Student Affairs Office Advisor

YL Student Affairs Office Advisor

YM Student Affairs Office Advisor

YN Student Affairs Office Advisor

YO Student Affairs Office Advisor

YP Student Affairs Office Advisor

YR Student Affairs Office Advisor

YS Student Affairs Office Advisor

YT Student Affairs Office Advisor

YU Student Affairs Office Advisor

GROUP DOCUMENT ACCESS Student Student Student Student Admission

Confidential Advisor Notes

Correspondence Transcript All

b_ad_d_ag WRITE WRITE WRITE WRITE -

b_ad_d_all - - - WRITE -

b_ad_d_ar WRITE WRITE WRITE WRITE -

b_ad_d_as WRITE WRITE WRITE WRITE -

b_ad_d_ce WRITE WRITE WRITE WRITE -

b_ad_d_de WRITE WRITE WRITE WRITE -

b_ad_d_dp WRITE WRITE WRITE WRITE -

b_ad_d_ed WRITE WRITE WRITE WRITE -

b_ad_d_en WRITE WRITE WRITE WRITE -

b_ad_d_gm WRITE WRITE WRITE WRITE -

b_ad_d_gr WRITE WRITE WRITE WRITE -

b_ad_d_lw WRITE WRITE WRITE WRITE -

b_ad_d_md WRITE WRITE WRITE WRITE -

b_ad_d_mg WRITE WRITE WRITE WRITE -

b_ad_d_mp WRITE WRITE WRITE WRITE -

b_ad_d_mu WRITE WRITE WRITE WRITE -

b_ad_d_nu WRITE WRITE WRITE WRITE -

b_ad_d_pd WRITE WRITE WRITE WRITE -

b_ad_d_po WRITE WRITE WRITE WRITE -

b_ad_d_rs WRITE WRITE WRITE WRITE -

b_ad_d_sc WRITE WRITE WRITE WRITE -



b_ad_d_ya WRITE WRITE WRITE WRITE -

b_ad_d_yc WRITE WRITE WRITE WRITE -

b_ad_d_yd WRITE WRITE WRITE WRITE -

b_ad_d_ye WRITE WRITE WRITE WRITE -

b_ad_d_yg WRITE WRITE WRITE WRITE -

b_ad_d_yi WRITE WRITE WRITE WRITE -

b_ad_d_yl WRITE WRITE WRITE WRITE -

b_ad_d_ym WRITE WRITE WRITE WRITE -

b_ad_d_yn WRITE WRITE WRITE WRITE -

b_ad_d_yo WRITE WRITE WRITE WRITE -

b_ad_d_yp WRITE WRITE WRITE WRITE -

b_ad_d_yr WRITE WRITE WRITE WRITE -

b_ad_d_ys WRITE WRITE WRITE WRITE -

b_ad_d_yt WRITE WRITE WRITE WRITE -

b_ad_d_yu WRITE WRITE WRITE WRITE -

b_es_admissions - - - DELETE DELETE

b_es_document_center WRITE - WRITE DELETE DELETE

b_es_document_center_superuser DELETE DELETE DELETE DELETE DELETE

b_es_records WRITE - WRITE DELETE DELETE

b_es_service_point WRITE - WRITE DELETE DELETE

b_saoadvisor_ag WRITE WRITE WRITE WRITE -

b_saoadvisor_ar WRITE WRITE WRITE WRITE -

b_saoadvisor_as WRITE WRITE WRITE WRITE -

b_saoadvisor_ce WRITE WRITE WRITE WRITE -

b_saoadvisor_de WRITE WRITE WRITE WRITE -

b_saoadvisor_dp WRITE WRITE WRITE WRITE -

b_saoadvisor_ed WRITE WRITE WRITE WRITE -

b_saoadvisor_en WRITE WRITE WRITE WRITE -

b_saoadvisor_gm WRITE WRITE WRITE WRITE -

b_saoadvisor_gr WRITE WRITE WRITE WRITE -

b_saoadvisor_lw WRITE WRITE WRITE WRITE -

b_saoadvisor_md WRITE WRITE WRITE WRITE -

b_saoadvisor_mg WRITE WRITE WRITE WRITE -

b_saoadvisor_mp WRITE WRITE WRITE WRITE -

b_saoadvisor_mu WRITE WRITE WRITE WRITE -

b_saoadvisor_nu WRITE WRITE WRITE WRITE -

b_saoadvisor_pd WRITE WRITE WRITE WRITE -

b_saoadvisor_po WRITE WRITE WRITE WRITE -

b_saoadvisor_rs WRITE WRITE WRITE WRITE -



b_saoadvisor_sc WRITE WRITE WRITE WRITE -

b_saoadvisor_ya WRITE WRITE WRITE WRITE -

b_saoadvisor_yc WRITE WRITE WRITE WRITE -

b_saoadvisor_yd WRITE WRITE WRITE WRITE -

b_saoadvisor_ye WRITE WRITE WRITE WRITE -

b_saoadvisor_yg WRITE WRITE WRITE WRITE -

b_saoadvisor_yi WRITE WRITE WRITE WRITE -

b_saoadvisor_yl WRITE WRITE WRITE WRITE -

b_saoadvisor_ym WRITE WRITE WRITE WRITE -

b_saoadvisor_yn WRITE WRITE WRITE WRITE -

b_saoadvisor_yo WRITE WRITE WRITE WRITE -

b_saoadvisor_yp WRITE WRITE WRITE WRITE -

b_saoadvisor_yr WRITE WRITE WRITE WRITE -

b_saoadvisor_ys WRITE WRITE WRITE WRITE -

b_saoadvisor_yt WRITE WRITE WRITE WRITE -

b_saoadvisor_yu WRITE WRITE WRITE WRITE -

b_saoadvisorall - - - WRITE -

dm_owner DELETE DELETE DELETE DELETE DELETE

dm_world - - - - -

o_00035_enrolmentservices WRITE - WRITE - -

p_estudentadmin - - - - -

Role

Group Name

Captiva Capture

(Scanning and Indexing Batches)

Scan Index Delete

CCS Captiva group YES YES NO

CCS Captiva group-Power users YES YES YES



Appendix B - Group Name, Description & Document Access for uApply

GROUP HIERARCHY DESCRIPTION

b_es_admissions ES Admissions

b_es_document_center ES Document Center

b_es_document_center_superuser ES Document Center Superuser (Power Users)

b_es_records ES Records

b_es_service_point ES Service Point

b_ad_d_all ALL Associate Deans and Directors

b_saoadvisorall ALL Student Affairs Office Advisors

dm_owner Document owner

dm_world All Webtop users

GROUP DOCUMENT ACCESS

Student Student Student Student Admission

Confidential Advisor Notes

Correspondence Transcript All

b_es_admissions - - - DELETE DELETE

b_es_document_center WRITE - WRITE DELETE DELETE

b_es_document_center_superuser DELETE DELETE DELETE DELETE DELETE

b_es_records WRITE - WRITE DELETE DELETE

b_es_service_point WRITE - WRITE DELETE DELETE

b_ad_d_all - - - WRITE -

b_saoadvisorall - - - WRITE -

dm_owner DELETE

DELETE

DELETE

DELETE

DELETE

dm_world - - - - -

Role

Group Name

Captiva Capture

(Scanning and Indexing Batches)

Scan Index Delete

CCS Captiva group YES YES NO

CCS Captiva group-Power users YES YES YES



Appendix C – Group Names, Description & Document Access for Financial

Services

Role

Group Name

Captiva Capture

(Scanning and Indexing

Batches)

WebTop

(Viewing Documents)

Scan Index Delete View Edit Delete

Re-

index

346-FINS CMS Viewers (Auditor) NO NO NO YES NO NO NO

346-FINS CMS Users (End user) YES YES NO YES YES NO NO

346-FINS CMS Power users (Power user) YES YES YES YES YES NO YES

Appendix D – eStudent - Change values in Document Type Category &

Document Type dropdown lists

Note: This has an effect on security. Changes should not take place without

consulting the CCS group in IT.

Login to Webtop: https://cms.mcgill.ca/webtop

Appendix D - Search for the Document Type Category

a. Click Saved Searches from the tree pane. b. Select the Saved Searches tab c. Select All Saved Searches from the pick list on the top-right of the screen d. Double click on the saved search called eStudent Dropdown Config Objects

Note: If this does not work for you, contact [email protected]

https://cms.mcgill.ca/webtop

mailto:[email protected]



The Document Type Categories display:

Appendix D - To rename the categories in the Document Type Category

a. Right-click the appropriate Category (Other, Forms, Confidential)

b. Click Properties c. Edit the Name field – change the name of the category

d. Click OK



Appendix D - To rename/add/remove types from the Document Type dropdown:

1. Right-click the appropriate Category (Other, Forms, Confidential)

2. Click Properties 3. Click on the Config tab 4. Click the Edit link

5. Use the Add, Edit and Remove buttons to manage the list in Type of Document.

These changes only affect values in the dropdown list. To do a massive change to multiple documents, such as updating historical documents, contact the CMS developers group by contacting the IT Service Desk.




Appendix E

Appendix E - eStudent - Correct Index Values For eStudent, if a file indexed to the wrong values, the document properties that are incorrect can be

corrected are:

ID

First Name

Last name

Primary Faculty

Document Type

Document Category

If the document was previously indexed to the wrong ID, the document will also automatically be moved

to the folder corresponding to the right ID once it is corrected.

Steps:

1. Login to Webtop: https://cms.mcgill.ca/webtop 2. Click Saved Searches from the tree pane 3. Select the Search Templates tab 4. Select All Search Templates from the pick list on the right 5. Double click on the saved search called “Get Student Document by McGill ID”

6. The Search Template : Get Student Document by McGill ID displays:




7. Enter the McGill Student ID number a. If the document is indexed with the wrong ID, enter this wrong ID in this field in order to

find the document 8. Click Search 9. Right-click on the document that is incorrectly indexed and click Properties

10. Make appropriate changes to the property fields that are incorrect (e.g. Name, Document Type Category, Document Type, McGill Student ID)

11. Click OK. The property fields will be updated. If the McGill Student ID was also updated, the document will be automatically moved to the right ID folder.



Appendix E - Financial Services - Correct Index Values For Financial Services, the only value that you can change is the document number. To do this:

1. Login to Webtop https://cms.mcgill.ca/webtop

2. Go to the Finance cabinet and select the appropriate folder (H or J)

3. Select the appropriate Fiscal year

4. Right click on the document and select Properties.

5. Update the Document Number. The other index values (Fiscal Period, Fiscal Year) will be

automatically updated.

6. Click OK




Appendix F – Add members to an AD group

Use the Windows-based AD Group Manager tool to manage email distribution group membership. The instructions to download and install the Group Manager, as well as the instructions to add members to a group are in the following KB article: http://kb.mcgill.ca/it/easylink/article.html?id=6151

Appendix G – Remove members from an AD group Use the Windows-based AD Group Manager tool to manage email distribution group membership. The instructions to download and install the Group Manager, as well as the instructions to remove members from a group are in the following KB article: http://kb.mcgill.ca/it/easylink/article.html?id=6151

Appendix H – Assign permissions to Webtop (for eStudent and uApply groups)

Appendix H - Grant Webtop access to a member

Follow the steps in the section Add a member to an AD group (Webtop, Captiva Capture) of this document to add the member to the group (e.g. CCS Captiva group). If IT Service Desk is adding the member, they will send you an email confirming that they have added the member to the group.

1. Synchronization occurs every 4 hours (8 AM, Noon, 4PM, 8 PM, midnight). Once synchronization has taken place, go to step 2. Please note that adding users may sometimes take more time to take effect.

2. Login to Webtop https://cms.mcgill.ca/webtop

3. From the tree pane on the left:

Click on Administration

Click on User Management

Click on Groups

http://kb.mcgill.ca/it/easylink/article.html?id=6151

http://kb.mcgill.ca/it/easylink/article.html?id=6151




4. The Name of the groups display. Refer to Appendix A and Appendix B for group names and

descriptions.

The Starts With field allow you to filter the groups.

The Page … of navigation arrows allows for scrolling through the pages.

You can change the Items per page field.

A scrollbar displays when the list exceeds the window size.

5. Double-click on the group Name you would like to give the member access to.

The names of the current members display.

6. Click on the File menu and click Add Member(s).

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7. The Choose a user/group window displays.

Search for the person you would like to add to the group by entering the name in the Starts with field.

Click the next to this field.

The person’s name displays. Click on the person’s name and use the arrow in the center of the screen to add this person to the group.

8. Continue adding users to the group by following step 7 above. 9. When you have added all the users, click OK from the bottom-right. All users added to the list on

the right will be added to the group.



Appendix H - Remove Webtop access from a member

1. Login to Webtop: https://cms.mcgill.ca/webtop

2. From the tree pane on the left: a. Click on Administration b. Click on User Management c. Click on Users

3. Enter the User’s name in the User Name field and click Search.

4. From the result list at the bottom, click on the user you want to change group membership for; the row will become blue. Click the View menu and then click View Current User Memberships.

5. A list of the Name of the groups that this user is a member of displays. Locate the group Name(s) that needs to be removed. Refer to Appendix A or Appendix B for group names and descriptions.




6. From the tree pane on the left, locate the group: a. Click on Administration b. Click on User Management c. Click on Groups

The Starts With field allow you to filter the groups.

The Page … of navigation arrows allows for scrolling through the pages.

You can change the Items per page field.

A scrollbar displays when the list exceeds the window size.

7. Double-click on the group you would like to remove the member from. The names of the current members display.

8. Select the member that should be removed from the group. Click on the File menu and click Remove Member(s).

9. Repeat steps 6 to 9 for every group that the user should be removed from. A user may remain a member of other groups used for other business functions.

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