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Sharepoint FAQ

angsg edited this page Mar 2, 2018 · 2 revisions

HOW DO I TELL WHAT PACKAGES ARE AWAITING MY REVIEW?

Look in the far right column. If the name of the person who last modified the document is Sotos (me) or Walton (my predecessor) then the package does NOT await your review. Everything else does.

GIVEN A PACKAGE I NEED TO REVIEW, WHAT DO I DO?

First you want to review the supporting documentation. To do this, left-click on the name of the member (second column). The supporting documentation will appear in the browser.

Second, download the unsigned 422 to your hard disk. Now you can use Adobe Acrobat (or Acrobat Reader) to annotate the 422.

If you are going to reject the package, type "Rejected" in the large space on the 422, and type your explanation.

If you are going to sign the package, you can do that by pasting an image of your signature or, if you have the full version of Acrobat, you can do a digital signature. Oh, of course you'll want to add phrasing like "Medically cleared for AGR tour."

Then you'll need to save the signed file to your hard disk, if Acrobat doesn't do that for you automatically. There is a naming convention here, too. Depending on the action you took, add "-signed" or "-rejected" to the tail end of the 422's file name (but before the .pdf).

AFTER I'VE PUT MY JUDGMENT ON THE 422, WHAT DO I DO WITH IT?

You'll upload it to the Sharepoint. To do that, notice the button in the upper left corner of the browser window, with the label "Upload Document."

Click on the "Upload Document" button. A dialog box will pop up. Select the "-signed" or "-rejected" document from the disk, and then click the button that does the upload.

The file that you uploaded will appear last in the list of all the files on the Sharepoint. As a later question notes, that's important (and helpful).

AFTER I UPLOAD THE 422, AM I DONE WITH THAT PACKAGE?

No. For reasons answered in the next question, you need to rename the two files that the medical group uploaded (the 422 and the supporting documentation).

To do the renaming, hover your mouse over one of the file names on the Sharepoint. You'll see a little down-pointing arrow appear to the right of the filename. Clicking on that arrow pops up a menu. On the menu, choose EDIT PROPERTIES.

Then rename the file by adding "-done" to the end of the filename (but before the ".pdf").

When you do that to both files, then you are done with the package.

WHY DO I HAVE TO RENAME THE FILES?

It really really helps everyone keep track of what's been signed, and what is still pending.

By renaming a file in the way described above, two other things happen: (1) The name in the rightmost column of the Sharepoint ("last modified by") is changed to your name, and (2) The file is put at the end of all the files on the Sharepoint.

The first effect is that all three files for this member now appear next to each other on the Sharepoint, at the tail end of the file list. That makes things very handy if there are questions later, and the member's information needs to be accessed again.

The second effect is that it becomes very easy to tell packages that still need your attention. As noted in the answer to the first question, if the name in the "Last modified by" column is any name but yours, then that file needs your attention.

WHY ARE THERE SO MANY FILES ON THE SHAREPOINT?

I could delete signed packages after a couple weeks or a month, but I like to leave them on the Sharepoint for months and months, because, if questions arise later (especially packages that have been rejected) it is very easy to find them and refresh my memory.

April 2016

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