Adding And Modifying Your Own Documents

While you can always send the e-Reserves staff any new document requests or changes you would like to make to your course pages, you do have the capability to manage your own course page if you so choose.

In this section we will cover:

Organizing your course page

Adding a new document to your course page

Modifying an existing document

Organizing Your Course Page

If you are going to have more than 5-10 documents on your course page, your students will have an easier time locating the right document if you have your page organized in a way that makes sense for your class.

Adding Folders

Folders are an excellent way to arrange your reserve documents for easy retrieval. It helps to go ahead and create the folders first, before you add any new documents to your page because each time you add a document you have to select which folder to put it in at that point. You can go back to change this afterwards, but why do double work if you don't have to?

Examples of document arrangements are:

By week (Week 1 readings, Week 2 readings, etc.)

By due date (Aug 30, Sept 6, Oct 4, etc.)

By test (Test 1 readings, Test 2 readings, etc.)

By topic (executive branch, judicial branch, legislative branch, etc.)

By document type (articles, book chapters, links, hard copy reserves, etc.)

Choose Alphabetical Order or Custom Order

In your Page Management tab of your course page, you can set your page to automatically put all your documents in alphabetical order by selecting that option on the "Course Reserves Page Settings" screen. Here you have two choices, Custom or Alphabetic. If you want to be able to re-order the documents and folders on your page as described below though, be sure to set this choice to "Custom."

Re-Ordering Your Documents and Folders

The default setting is to add new documents to the bottom of your course page. This is rarely helpful. But you can easily rearrange your documents using the "Re-order Documents on Course Reserves Page" link on your Page Management tab. When you click this link, it will open a new window that shows the current order of all your documents and folders. To move a document or folder, simply change the number next to that document or folder name. You can only change one number at a time, then the page will reload, showing the change you just made.

Adding A New Document To Your Course Page

A key step in learning about Document Management is how to add a Document to the system. The steps below outline exactly how to add a new document to your course page. You must already have an existing course page to add a document. See the "How To Get Started" page of this Instructor Guide for information on how to request a course page.

1. Make your document accessible to the server:

Your document must be available on your computer's hard drive, disk, memory stick, etc. OR already available online. If you have physical papers that are not already available online you can scan your document into a pdf file and save it on your hard drive or a disk. OR you can fax the pages to the Docufax server by faxing them to the number you received when your course page was created. (If you do not have the Docufax number, contact us with your course information and we can give it to you over the phone.) Please note that it takes up to 30 minutes sometimes for a faxed document to be converted to a pdf available on our server.

2. Login to ERes as an Instructor:

Go to http://eres.uflib.ufl.edu. Once you are at the ERes Homepage, click on Admin Login (top right in the orange bar). Enter your Username and password that was emailed to you when you created your first course page. (Contact us if you do not have your username and password.) This will take you to your main menu. Your Main Menu will allow you to access all of your course pages, all of your documents from all of your course pages and your account information.

3. Add document information to ERes:

Choose the course you want to add the document to by clicking the course name from your main menu.

If you are presented with the copyright statement, click "Accept" to proceed. This will take you to the Page Management tab for this particular course page.

Click on "Documents & Copyright," then click "Add Document" at the top of the page.

Click "Add a new document."

Step 1: Document Info tab

Title: This is the name that will be displayed on the Course Reserves Page. Use the title of the book chapter, excerpt, journal article, etc. (not necessarily the book's title or journal title).

# pages: This is the total number of pages in the document if it is a scanned pdf (if not a scanned document, enter nothing here).

Description: Leave blank (E-Reserves staff uses this for internal notes)

Step 2: Provide Optional Information: (Click each heading to show the fields for data entry)

Bibliographic Information: This is mandatory information.

Primary title- Book or article title. For professor or student generated materials you leave this blank.

Secondary Title-  Chapter title, or excerpt title. For a journal article, leave blank.

Primary Author- First author in the bibliographic citation. Format: Last, First Initial. Second initial (e.g. Wells, O.S.)

Secondary Authors- Any other authors in the bibliographic citation. Use the same format (e.g. Mott, A.K., Royster, M., Braddock, Y.)

Publisher- Leave this field blank. E-Reserves staff will check this field.

Copyright Status- Leave to read "Not Specified." E-Reserves staff will check this field.

Call number- If this book/article is in the UF collection, add the UF call number here.

ISBN/ISSN- Add the ISBN or ISSN number here.

Journal- If this is a journal/periodical article, enter the name here. If this is a book, leave this field blank.

Volume- Journal/periodical volume number. If this is a book, leave it blank.  (If a book has a volume number, include that with the primary title.)

Issue- Journal/periodical issue number/month.

Page Range/Chapter- If this is an entire chapter, enter both the page range and then chapter number (e.g. 55-75/chapter 3). If this is an excerpt or article, just use the page numbers (e.g. 236-240). If multiple excerpts from a book, use commas to separate ranges (e.g. 45-46, 78-80, 120-126).

Date Published- If this is a book, use the year of most recent publication. If this is a journal/periodical use the date of publication for that particular issue.

Web Link: This field will only be used for web links.

Enter the persistent URL for the link. It must begin with http:// and contain no leading or ending spaces. You can check the link by clicking on the green checkmark.

If you are not sure if a link is persistent, you can call or email the e-Reserves department for help at (352)273-2523 or eres@uflib.ufl.edu.

Hard Copy Information: Leave this field blank.

Quick Text: This is an optional field.

Use this field to give your students additional instructions (e.g. specific search parameters to find an article in LexisNexis, due dates for the reading assignment, test dates, instructions).

Step 3: Course Specific Settings

Password- You may set a password for this particular document by putting it here.

Place in folder- If you have folders set up for this course page, you can select in which folder to place this document.

Start and End Visibility Dates- You can make this particular document only visible to your students for a certain period of time by entering a date range here.

Check this box- By checking this box, this document will be completely removed when the visibility dates have passed. At this point neither you nor the students will be able to see the document.

Step 4: Save or Cancel:

Click SAVE! This will take you to the screen for attaching the file. If you hit cancel or close this window all your data will be lost.

4. Attaching Files:

You will need to attach a file for everything except web links to online materials. You can attach as many files to the Document as needed.

If the document is saved to your hard drive or computer disk:

Click on "Transfer files to server." Browse to your file and hit "Upload."

The file is now showing in your private staging area, but it is not yet attached to your document. Click the paperclip icon to attach the file you need to this document.

Your file has now moved over to the left side of the screen and is now attached to this document.

Click the "Done" button or close the window.

If the document was faxed to the Docufax server:

Look in the shared staging area for the document (right side of the screen). You can preview the files there by clicking on the file name. When you have located your file, click the paperclip icon to attach the file.

Your file has now moved over to the left side of the screen and is now attached to the document.

Click the "Done" button or close the window.

If you should ever accidentally attach the wrong file, please hit the "Return" icon and NOT the "Delete" icon. That file is needed by someone else!

Modifying An Existing Document

You can change nearly every aspect of a document once it has been added. To do this, login to ERes as an administrator using your username and password.

Once on your main menu, select the course page you would like to work with.

Once you are on the Page Management tab of the correct course page, click on "Documents." This will give you a list of all the documents associated with this course page.

Find the document you would like to change and select the box next to the document title. Then click the "Modify" icon at the top of the list. This will open the Document Info tab for this document.

You can change most any field for this document. Make sure to hit the "Save" button if you make any changes here BEFORE you move to another tab or close the window. Otherwise your changes will be lost.

If you need to modify the attached file, click on the Attached Files tab. Here you can upload a new file, remove the attached file and replace it with your newly uploaded file.