•  Remove all hot links.  Highlight word and select "Unlink"
•  Review for accuracy
•  Update images as needed

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Document Management in Vireo

Vireo has several options for managing the primary and supplementary files associated with the ETD record. There are two primary locations where files can me be managed within an ETD record.

At the top left of the View tab for an ETD record is the Active Document box. This box includes a link for downloading the primary ETD document, as well as a couple of options for looking at and adding new files.

All of the files associated with the ETD record are listed at the bottom of the View tab, below the Action Log. This ALL FILES section lists every file uploaded to the record, including the initial primary document, supplementary documents, notes or correction documents uploaded by admin administrative staff, and replacement documents for the primary ETD and supplementary files.

Opening Files

Admin Administrative users can look at files associated with an ETD record in two ways:

• To open the primary ETD document, click on the DOWNLOAD link in the Active Document box.
• Alternately, click VIEW ALL FILES in the Active Document box (or scroll down to the ALL FILES section) and click on any of the file names listed.

Adding or replacing files

To upload a new primary document, supplementary file, or notes file, click on UPLOAD NEW FILE in the Active Document box. New files can also be added by clicking ADD FILE at the bottom of the ALL FILES list.

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• New primary document
• Supplementary document
• License
• Archived document (old version of the primary document)
• Feedback document
• Administrative document
• Source file
• Unknown document type
  
• Non-PDF Primary File

To upload a document, select the radio button that describes the type of document to be added.

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Each new file will be labeled according to type (Primary document, supplementary file, etc.). If uploading a replacement primary file, the old primary file will remain in the file list, but will take on the label “Archived.”

Sending Email

When uploading a new/replacement file from this screen, a user may also choose to notify the student (and possibly copy the faculty advisor) via email.

For instance, an institutional workflow might call for the admin administrative user to upload a document detailing necessary corrections to the initial ETD submission. When the admin administrative user uploads that document, s/he can simultaneously email the student to notify him/her that corrections are required. That email (possibly from an email template) might direct the student to a URL that will take him/her into the student submission interface, where he/she could view the corrections document in the Action Log.

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Type in the roles (such as STUDENT SUBMITTER or COMMITTEE CHAIR) or the individual email addresses in the TO and/or CC fields, then lick on the  plus sign ( + ) icon to add. 

Compose a message in the textbox, or choose an email template from the dropdown list.

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