Creating a View Overview

A view is a unique document made up of a collection of entries that are organized by a template.

Creating a view

To create a customized view there a four steps to complete.

1. Select a template.
2. Title the view and select entries.
3. Select optional reflections.
4. Re-order the entries and reflections.

Step 1 - Selecting a template

1. Click the Views link in the Navigational Panel.
2. Use the drop-down Action Box to select one of the five templates.
   • Annual Review (Faculty)
   • Objectives and Goals (Faculty)
   • Objectives and Goals (Staff)
   • Performance Review (Staff)
   • Reappointment, Promotion & Tenure

Step 2 - Selecting entries for a view

1. Create a title for the view. (i.e. – Joe Professor Annual Review 2007-2008)
2. Select the entries to be included in the view by clicking the check box by each entry.
3. Entries may be sorted by dragging and dropping the column headers from left to right. The far left column is the primary sort column. Filters may also be used to identify subsets of information on the screen. See Section II - Filters.
4. At the top of the screen there is a Select All or None option which will select all items or deselect all items.
5. If reflections are not to be included, click the Order button. If reflections are to be included, click the Reflections button at the top of the screen.
6. Check the boxes next to the reflections to be included.

Important Note: Ordering of entries is immaterial at this stage.

Step 3 - Selecting reflections for a view

1. On the Select Reflections screen each entry that contains a reflection will display the reflection(s) on the right side of the screen. Place a check mark in the box next to each reflection to be included in the view.
2. When finished click the Order button at the top of the screen to arrange the entries in the correct order.

Step 4 - Re-ordering entries and reflections

1. The Order Entries screen automatically groups selected entries by Area in the order of Teaching, Research/Creative Activity, and Service.
2. Use the numbering boxes on the far left of the screen to finalize entry order. Whole numbers plus decimals can be used to re-order entries.
3. Clicking the Update button displays the new order of the entries, giving you the ability to check the order of the entries before saving the view.
4. When entries are in the correct order, press the Save button. This step saves the view for future revisions, sharing, and also displays the view.

Displaying a view

Once the view is created and displayed, it can be edited, deleted, shared, copied or printed by using the buttons at the top of the page. The RTF button in the bottom right corner may be used to download the view as a rich text document.

Important Note Related to Deleting an Entry in a View:
Once an entry is part of a view it cannot be deleted. To delete an entry:

• Delete the view
• Or, edit the view and remove the entry to be deleted.

Editing a view

To make additions, deletions or re-order a view, follow these steps.

1. Click Views in the Navigational Panel.
2. Click the title of the view needing updates.
3. Click the Edit button.
4. Add or remove entries by checking or unchecking the box. Entries may be sorted by dragging and dropping the column headers from left to right. The far left column is the primary sort column. Filters may also be used to identify subsets of information on the screen. See Section II - Filters.
5. Click the Reflections or Order button to continue.
6. All newly added entries are placed at the top of the view. Re-order the entries and click Update.
7. Click Save.

Deleting a view

1. Click Views in the Navigational Panel.
2. Select the view to be deleted, and click the Delete button.
3. A message is displayed asking if you are sure you want to delete the view.
4. Click Delete to delete the view or click Cancel to stop this activity.

Important Note: Deleting a view will not delete individual entries; it will delete only the view.

Copying a View

This feature is used when a revised version of a current view is needed. Instead of re-creating the whole view, make a copy of an existing view and change the entries within it.

1. From the Views screen, click the title of the view to display it.
2. Click the Copy button.
3. The Views screen displays the title of the view that was copied plus a new view with the same title and the word (copy) added to the end of the title.
4. Click the Edit button by the title of the view with the word (copy) at the end.
5. Proceed with editing the title and entries as explained in the “Editing a View” section of the handbook.