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UofM Survey Tool

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The Office of Information Technology has implemented a survey tool for use by all UofM faculty and staff. This tool is meant to be a replacement for external survey tools like Survey Monkey as it ensures that UofM data stays within the data repositories of the UofM, rather than on systems over which the UofM has not control.

A benefit is that it offers a standard UofM template built in.

To access UM Survey: UM Survey

The Map allows you to launch FileMaker databases from a single location. It eliminates having to hunt down files among the many listed in the "Open Remote..." dialog box. The new map (renamed "Home") is completely customizable. You control what files are listed, the order in which they appear, and what image is associated with it. Home can also store links to web pages like the IT Knowledge Base and Support Tickets.


Launch Home

Locate "Database_Map" in your Dock and click it. Log in using your server credentials. It's okay to use the default Account Name which is probably your full name. Just be consistent each time you launch Home as this is how it knows what files to display.


The first time you launch Home it will prompt you for your unit in order to load a starting set of files.


To open a database, click it's name in the list. Home stays open in the background so you can get back to it by closing other files or clicking the Home button in the database you're working in.


Add Files

Click the "Edit" button in the upper left to enter edit mode. To add a file, click the plus sign (+) in the upper right. A new record is created at the bottom of the list showing a drop-down list of all the possible files or web addresses.


Remove Files

In edit mode, click the red delete button to the left of an entry to remove it.


Change Name

In edit mode, click on the text to edit it.


Change Image

In edit mode, right-click on the image and select "Insert Picture..." from the drop-down menu. Select any image on your computer or the network. Small jpegs work best.


Re-Order List

In edit mode, click on an entry you'd like to move up the list. Select "Move Up" from the Scripts menu.

Open the LCTL database.

On the Courses Tab, switch to list view by clicking the List button in the formatting bar.

Find for "Yes" in either the "Revision?" or "Delete?" fields.

Here's how to mark books as "damaged" or "missing" and take them out of circulation without having to delete the entire asset's record in the system.

Select the appropriate value from the Condition value list.


Click the green button adjacent to the status field to toggle whether the asset is out of circulation. Taking a book out of circulation removes it from search results in the online catalog.


VPN is generally no more secure than a direct wired connection (made at the VPN server's building). It does nothing to stop viruses nor does it make insecure protocols secure. If you can connect to UofM secure, it will be almost exactly as secure as VPN (similar limitations), and it will be slightly more robust and have lower latency (and maybe even higher bandwidth).

The VPN setup could be a good backup solution if once can normally connect to UofM Secure via an iPhone/iPod Touch, but temporarily are unable to do so due to system problems.

Process Online Request

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Follow these instructions to process requests submitted through the Confucius Institute Resource Center. Orders submitted via the web land in the Confucius Institute Resource Center database and appear on the Requests tab.

  1. Match the borrower. Users submit orders using their email address. If their email address matches an email address in the borrower table, the user's name and address automatically fill. If the email address does not match an email address in the borrower table, they may still be a valid borrower but used a different email address on the online form. Use the Borrower ID drop-down list to match the request with a valid borrower. If the user is a new borrower, follow the guidelines for setting up new borrowers.
  2. Print Fulfillment List and gather materials. The Fulfillment List shows all the items and their shelf location. Use this list to gather the materials. Many items have multiple copies so take care to match the ID on the list with the ID on the item.

  3. Turn the request into a loan. Click the button to turn the request into a loan. The database creates a new loan and inserts the borrow information. Notice the loan references the online request number so you can always tell what loans originated as online requests.

  4. Add the materials to the loan. Add the materials to the loan as you normally do by scanning the item's bar code label. The database will alert you if you add an item that is not on the request.
  5. Print the receipt.

  6. Print a borrower label.

  7. Assemble and stage for shipping. Package the materials and receipt in a shipping envelope. Affix the borrower label.
  8. Ship item.
  9. Complete the shipping information. Record the courier and tracking number in the database. This will be used for tracking the package and will be sent in the confirmation email.

  10. Mark the request as shipped. Click the the button to mark the request as shipped will update the status and insert the current date in the shipped date field.

  11. Send email confirmation. Click the button to prepare a confirmation email.


This was written by a user for users.

To get to the Incidents Abroad database: Go into student database, click on "Incidents" (lower right), and then on "My Cases" (lower bar). That will give you a list of all the existing incident records to which you have access.

To view or modify an existing case: After clicking on "My Cases," select the one you wish to get into.

To instead create a new record: Click on "New Incident" in the bar at the bottom.

To categorize a new incident: Select one of the options offered by the "What?" dropdown menu. If that menu does not offer an appropriate option, select none of them and instead write in. In addition, select one of the two options offered in the "Type" field. The purpose of this field is to distinguish cases where the student is a victim from those in which s/he is a perpetrator. If the latter, select "Disciplinary Case"; otherwise select "Non-Disciplinary Case."

To fill in the "When?" field: Calendar pops up; click on date.

To identify the student: In the "Participant" field, click on the little sun next to "Name," then log in. That will give you access to the student database. Now type in the name of the student.

To complete the "Participant" field when the incident is not student-specific: If for example, the record is to document how LAC is dealing with an overall program issue such as a flood or a political crisis, simply skip the "Participant" field. You will still be able to establish the incident record.

To elaborate as needed on what is in the "Summary" field: Use the "Details" field. Click below the tab heading in order to create the box in which to write. Fill in the "Relationship To This Incident" field

To add a person to the "Contacts" list: Click on the little sun at the top. You cam add someone outside LAC/OIP just to show who is involved, even if that person cannot get access to the database. An addition can even be from outside the U of M; no x500 is required. The hope eventually is to allow overseas staff to get access. Stacey, Jodi, Sheila, Martha, and Meredith will appear in this field automatically for any new incident.

To establish or change "Access" level of a contact: Highlight the person, then click on the lock in the pertinent line in the column, "Access To This Record." You cannot change the full access rights that Stacey, Jodi, Sheila, Martha, and Meredith automatically received when the record was created.

To delete a person from the contacts list: Click on the red X. You cannot delete or change the access level of Stacey, Jodi, Sheila, Martha, or Meredith; they all automatically appear on each case with "Full Access" rights.

To tell people that you have created an incident record: Click on "Email" in the bottom bar. That will automatically create an email to the other authorized record viewers informing them that the record has been created. (You will be asked whether Meredith is to be included; respond "No" in most cases; she should receive the email only in fairly dire incidents). Do not add details to the email; we want to leave all incident information secure in the Incidents Abroad database rather than only semi-secure in an email.

To assign a task: Click on the "Tasks" tab, then on the pencil next to "Action." Describe the task, then click on the pencil below "Assigned To." To send the responsible person notification that s/he has been assigned the task, click on his/her name, which will create an email message.

To note problems or nuances in trying to complete the task: Click on the "Action" pencil again and write in the box.

To update progress (or lack thereof) on a task: Click on "Status" and select the appropriate option. For example, to show you are working on a task, click on the "Status" pencil and select "In Progress." When task is complete, change this same field to "Complete." You will also need to click on the "End" pencil and write in the date, as neither of these actions (writing in date under "End" and selecting "Complete" under "Status") automatically triggers the other.

To document new developments: Click on the "Log" tab, then on the sun that will appear at the top; that will give you a box in which to write.

To add an image, Word document, PDF, etc., to the record: Click on the "Documents" tab. Select the appropriate box from the column at the right. (Use "Other" for PDFs, Word documents, etc.). Then proceed as you would for attaching a document to an email message. Each document that has been added to the record will now have a separate line in the "Documents" field.

To add an email to the record: If the document you wish to attach is an email message you have received, click on the "Documents" tab. Then switch to your Mail program, select the email you wish to add to the record, and click "Forward" but do not actually send it anywhere. Instead, highlight and copy the to-be-forwarded email, including its heading (date, to/from whom, etc.). Return to Incidents Abroad database and click the "Clipboard Text" button in the right column. Then delete the draft of the email to be forwarded and also the original email. Go to the Mailbox pull-down menu and select "Erase Deleted Messages." Now the email is safe because the only record of it is in the secure Incidents Abroad database.

To view an existing document: Select the "Documents" tab. Click on the line corresponding to the document you wish to view. Now click on the little binoculars near the right of that line and the document will appear.


  1. Pull down the Scripts menu to "Set Confucius Institute Hours..."
  2. Edit the text in the Hours window and click Save.

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