Guide to Using the FLB Web Book Order System

Overview

This document illustrates how to use the book order system, by walking you through the operations you will need to perform.

Software Requirements

It is critical that you use at least version 4.08 of Netscape Communicator, or version 4.01 of Internet Explorer. (We will no longer provide technical support for Netscape 3.x browsers.)

Log-in Procedures

Prerequisites

Before you can successfully log into the book ordering system, the following must be true:

1. You are a UIUC faculty/staff member who has been assigned a network ID and corresponding password. Please refer to this documentation for information about the network id account and password:

http://www.uiuc.edu/ccso/pubs/connect/netaccess.html

The key thing to know is that IF your hiring unit hasn’t already set you up with the network ID password, you will need to go over to the CCSO Accounting desk in the Resource Center in Room 1420, Digital Computer Lab. You will need to bring identification with you, including proof of appointment (e.g., your identifcation card, or appointment papers).

YOU MUST HAVE YOUR NETWORK ID PASSWORD BEFORE YOU WILL BE ABLE TO SET YOUR “AD” PASSWORD.

2. You have an “AD” account (formerly called a UIUC NT domain account). These accounts are now created automatically for new hires. The only delay might be processing time (generally only a few days).

3. Your network ID has been given to CCSO-DUS accounts staff so they can add you to the group of people who have access privileges to the FLB book order system web pages. Department heads and staff with special privileges must also be added to a special database. FLB administrative staff provide this information as needed to CCSO personnel.

4. You know what your “AD” account password is. New “AD” accounts are created by an automatic process. As part of this process, each new account is given a randomly-generated password. NOBODY knows this password. So, you need to visit the following web site and set up a password that you will know.

http://accounts.ad.uiuc.edu/

When you click the button “Reset AD password….”, you will be branched to a secure, bluestem login page. Click the ‘Login’ button.

Type your network id and click the ENTER button.

Type your NETWORK ID password (see item 1 above). Click the Enter button.

Assuming that you have entered your correct Network ID and password, you will now see the Password reset for Active Directory page (see below).

You can now enter a password that you will know. You will have to type it in twice and click the SUBMIT button.

UNLOCKING AN ACCOUNT

If you try to log into a system using your AD account and incorrectly enter the password three times, your AD account will be locked. This is a security feature intended to prevent people from cracking passwords with multiple tries. ONLY YOU can unlock your AD account. To do so, you must be able to get to the reset page shown below – meaning that you have to know your network ID and password.

If you still know and want to continue using your existing password, just click the Unlock Account checkbox, but do NOT enter any passwords. Click the submit button.

You can enter/confirm a new password and unlock your account in a single operation.

Be sure to terminate your Bluestem session by either clicking the log off Bluestem link, or by exiting your web browser.

Ready to Log into the Book Order System

Once you have successfully created an AD account password that you know, you can log into the book order web site:

http://flb-books.lang.uiuc.edu/

You will be asked to enter your username and password. This refers to the AD account username and the AD password. Notice that you need to include the uiuc\ identifer before your username.

The opening page of the web site (see below) explains the purpose of the web site and provides you with a number of options. The screen capture has been edited to highlight the standard options (Add Class, Add Book, Submit/View/Edit Classes/Books, Departmental book List) and the special options (Department Head Options, Administrator Options). All users will have access to the standard options, but only those who have been specifically granted additional permissions will see the special options.

Getting Started – Your First Class and Book

Submit/View/Edit Classes/Books

As a new user of the book order system, you have no classes or books entered. If you click the Submit/View/Edit Classes/Books option, the display will resemble the image below (most likely without the special options showing).

Add a Class

So, to get started, you need to first add a class, then add books to the class.

When you click the Add Class option, you will branch to a page that resembles the image below. Provide the requested information:

• Rubric, Course Number, Section -- How the course is identified (ex: FR 999 A)
• Semester, Year – When the course is offered
• Enrollment – Your best estimate. This figure is used by the book store to decide how many copies of books to order.
• Is this a sequence class? The assumption is that if it is a sequence class, fewer copies need to be ordered, because students will already have them.
• Will students have books from a previous class? If you answer yes, you need to indicate the Rubric and Course Number of the previous class. (Same situation as with the sequence class, indicating yes tells the bookstore to order fewer copies.)

When you have entered all of the required information, click the ‘Submit Class’ button.

Class Added Confirmation

After a few moments, you should see the following confirmation:

Add Books

Now that you have a class created, you can add books to it. (You can create multiple classes first, if you like. When you add a book, you have the opportunity to indicate which class you’re adding it to.) Click the drop down menu to select the class (see below).

After you have indicated the class, complete the requested information and click the Submit button. Here’s an example, with all fields entered:

Book Added Confirmation

For each book that you add, you will see a confirmation screen:

Marking a Class ‘Done’, Deleting Books and Classes

After you have entered all of the books for your class(es), you need to mark the Class ‘Done’. This will make the book list available for approval by your department head. Once the book list has been approved, FLB staff can transmit it to the book store.

These features are available through the ‘Submit/View/Edit classes/books’ option. The image below shows a listing of one class, one book, with options highlighted.

Click When Done

Once you set a class list as being ‘done,’ the message displayed changes and an ‘Undo’ button is displayed.

If you realize that your class book list isn’t ready for approval, click the Undo button. This will remove it from the list of book lists your department head can approve.

NOTE: The system is set up to automatically mark a list as not ‘Done’ if you add/delete a book, or edit either class or book information. You will have to return to the Submit/View/Edit classes/books option and mark the class as ‘Done’ again.

Delete

Each row in the table has its own ‘Delete’ button. Clicking the ‘Delete’ button for a class list will remove the class and ALL books entered for that class from the database. The ‘Delete’ button for individual books affects only the single book.

Edit

The ‘Edit’ button for the class row branches you to a screen where you can edit class information. The ‘Edit’ button for each book takes you to the book edit screen.

Departmental Book List Option

Selecting the Departmental Book List Option branches you to a page where you will indicate the department, semester, and year for which you wish to see the departmental book list. For demonstration purposes, we have been entering classes and books for the Spring of 2008, for the Department of French. Once you have selected the appropriate information, click the ‘Show Departmental Book List’ button.

The screen below shows that the book list for FR 999 has been marked as completed, but since there is a plus (+) sign to the left of the course, we know that the department head (EO) has not yet approved the book list.

Note: All classes for the selected department, semester, and year will appear on the book list, including those that have not been marked ‘done.’ Marking a book ‘done’ makes it available to the department head for approval (see later).

Department Head Options

Remember, most users will not have access to these options.

Clicking ‘Department Head Options’ branches you to a selection screen. Most department heads can access only a single department. In rare instances, a single person is in charge of more than one department. Certain CCSO staff have access to all system data (to troubleshoot and correct problems).

The department head would select the desired department, semester, and year and click the ‘Approve Class Lists/Print Book Orders’ button.

Approve Class Lists / Printing Options

Only classes marked as ‘done’ appear on the list. The department head can see at a glance the course, instructor, projected enrollment, book title and ISBN number. To approve the class book list, the department head clicks the ‘Click to Approve’ button. (Note: if an instructor takes action that results in a class being changed to not ‘done’ and subsequently marks the class done later, the class will appear again on the department head’s list to approve.)

Disapprove and Print Order Options

Once a department head has approved a class list, it is shown with a ‘Disapprove’ button, allowing the department head to change the approval status of the class list. Notice that there is now a ‘Print Order’ button available. (This print option can be turned off via the Administrator Options.)

Print Order

Clicking this button causes the program to prepare a formatted listing of the information needed to be sent to the book store, for this class. This page can then be printed from the browser. (Then, click the Back browser button to return to the previous page.)

Administrator Options

There are two options available: (1) View completed/uncompleted book lists and (2) Change EO printing ability. Note: Option 2 is not in use at this time.

View completed/uncompleted book lists

This option allows administrative staff the ability to check completion across all departments. After selected completed or not completed, the semester, and the year, click the ‘Show Book List’ button.

Sample Completed List

This list also indicates if the class has been approved by the department head (EO).