Department
Attach A&P Form to A&P Record
When the H&S Dean's Office creates an A&P record, the department will receive a notification in their Handson Inbox that a record has been created. At this point the H&S Department will need to upload an A&P Form to the A&P record. Clicking on the link in the notification will bring you to the record.
Users with the DFO or DeptFacultyAffairs roles will receive notifications for A&P records created for faculty in their department.
You can also search for and open A&P records that you have access to via:
- Simple Search on the A&P Home Page (search by last name and/or first name)
- Advanced Search (using the advanced search link, you can search for any record by selecting the Search button, or enter search criteria)
To upload an A&P Form, from the General tab:
Click on Attachments.
Click Add Attachment
Click in the Attachment Type field and select A&P Form.
To upload a file, click Browse... and select the file you wish to upload.
While not required, you may wish to add a description for the A&P Form.
Each A&P Form you upload will be tagged with a version: "V.1", "V.2", etc.
Once you've selected your file, click Save in order to add the attachment to the A&P record.
Click Save Changes to save the A&P record.
Click OK to acknowledge the saved changes notification.
Please note: after a department uploads an A&P form, you'll see the review status marked as With HSDO. The review status should always indicate who currently needs to review the file - HSDO or Department.
At this point you will have a saved A&P record with the first version of the A&P form attached. A system generated comment will be added to the record noting who uploaded the file, the file version, and instructions to post replies to the comment.
For the comments function, the intention is to keep a reply thread associated with each A&P form version (in this example "V.1"). In this way a comment thread can be associated with each version of the file over the various iterations.
To add a reply to an existing comment click on Reply on the comment. Please see the instructions for Review and Reply to Feedback via Comments for a step-by-step guide to this process.
Review Feedback on A&P Form from HSDO
Some H&S Dean's Office Staff Associates may choose to simply provide feedback via the comments function, and some may mark-up your last version of the A&P Form and upload it.
When an A&P Form is attached to an A&P record, a system generated comment will be added to the record noting who uploaded the file, the file version, and instructions to post replies to the comment.
You will receive an email and Inbox notification when the H&S Dean's Office Faculty Affairs team uploads a new version of the A&P Form, and/or if they tag you for notification in a comment.
You can access the A&P record directly from an Inbox notification, by using the Simple Search function on the A&P Home Page, or by using the Advanced Search page.
Review and Reply to Feedback via Comments
1. Click on the Attachments tab to view comments associated with an A&P Form.
2. To reply to an existing comment, click on Reply on the Comment.
3. This will open the comment thread (Conversation with Replies) on the righ-hand side of the screen.To notify another user of the system, click in the Notify User(s) field and select a name or begin typing to filter the list of names to choose from.Click on the name of the user you wish to notify.
4. Type the text of your comment in the Reply Text field.
5. Click Post Reply to post your reply to the comment thread.
6. You will see your reply in the thread above.
7. To close the Conversation with Replies section, click on the X in the top right-hand corner of the pane.
Download A&P Form to Review Comments Made Directly on A&P Form
1. Click on the Attachments tab to view and download the A&P Form the HSDO has uploaded..
2. Click on the attachment file name to download the A&P Form attachment.
Review the feedback/markup that may be made directly on the version of the A&P Form the HSDO has uploaded. Once you have made any necessary changes, upload a new version of the A&P Form.
To upload a new version of the A&P Form:
Click Add Attachment
Click into the Attachment Type field and select A&P Form.
Click Browse... to select the file you wish to upload.
You may wish to add a Description to the file you are uploading. Type your description text, then select Save.
Each time an attachment with an Attachment Type of A&P Form is uploaded, the previous version of the form will be removed and the new version will be incremented with a new version number ("V.1", "V.2", etc.). The A&P record will only contain the most recent version of the uploaded form. You will receive a confirmation message that the new attachment will remove the existing A&P Form.
Click Yes, proceed if you wish to remove the old version and save the new version to the record.
After uploading a new version of the A&P Form, you will see that a new comment thread (Conversation) has been created, tagged with the latest version number.
Click Save Changes.
Click OK to complete the upload.
