Idea Elan - California Institute of Technologybif/Public/Idea Elan User Guide.pdf · Idea Elan 2017 User Quick Guide Comprehensive Online Solution for Lab and Core Facility Management

Idea Elan

2017

User Quick Guide

Comprehensive Online Solution for

Lab and Core Facility Management

13800 Coppermine Rd,

Herndon, VA 20171

Phone: 1-800-506-5905

Email: [email protected]

13800 Coppermine Rd, Herndon, VA 20171 Page 2

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Contents New User Registration Process ...................................................................................................................... 3

The User ........................................................................................................................................................ 7

User Functions .......................................................................................................................................... 7

My HomePage ....................................................................................................................................... 8

Publications ........................................................................................................................................... 9

Instruments ........................................................................................................................................... 9

Request Services ................................................................................................................................. 12

Supplies ............................................................................................................................................... 14

Accessing Facilities ...................................................................................................................................... 16

Accessing Labs ............................................................................................................................................. 17

Accessing the Help Portal …………………………………………………………………………………………………………………..…18


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Quick Startup Guide

New User Registration Process

Users can register by going to the institution/ facility link provided by Idea Elan.

1. Enter First Name, Last Name, Email ID, Password, CAPTCHA then click “Join Now.”

2. A confirmation message will appear on the screen. Click the verification link sent to the email provided.

Enter the user ID here

Enter the password here

Click on Join Now

Button


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3. After verifying the email, the page will be redirected to a wizard to help with the registration

process.

a. Click on the start button to go through the registration process.

b. Select access to labs by clicking on “Request Access.”


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c. Select a default lab and click “Next.”

d. Select access to facilities the click “Next.” i. If a facility access form is provided, fill out during the access request process.

ii. The facility admin will approve or reject your access request.

e. Request access to applicable instruments within a facility. i. Fill out instrument access request form if applicable.

ii. This may be automatic depending on facility settings.


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f. After adding basic information and requesting access, quick links to edit the user profile, reserve instruments, and/ or submit a sample forms and a search bar are provided to help the user navigate through the software.

g. Click on “Continue” to exit the wizard.

i. The new user registration process is now complete.


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The User Once logged into the software as a user, a toolbar with tabs specific to the role will be provided.

User Functions

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1. This is the Quick Link tab to access other facilities and make requests. This is the Quick Link tab for feedback as well to other user functions. 2. Make the current page the first page seen when logging in. 3. View a homepage that has specified favorite instruments and sample submissions,

reservations, submitted samples, issues, service requests, and user profile. 4. Request instruments in a facility and make reservations. 5. Submit sample forms/ service requests. 6. Place orders for supplies 7 . Use the facility dropdown box to navigate through accessed facilities. 8. My Items List: with quick links to Homepage icons, My Favorite Instruments,

Favorite Requests, etc.


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My HomePage

1. My Favorite Instruments: Displays Instruments set as favorite with a calendar to aid in making quick reservations.

2. My Favorite Requests: Displays all sample submission forms and service requests set a favorite by the user.

3. My Reservations: View instrument reservations made by the user. 4. My Requests: View sample submissions or service requests made by the user. 5. My Supplies: View submitted supply order made by the user. 6. My Projects: Create and view all assigned projects. 7. MyReports: Generate reports based on usage across various facilities, instruments,

and sample submissions. 8. My Profile: Displays user profile; labs and facilities affiliations of the user.

9. Dashboard: Displays personal reports and statistics.

10. Publications: For reviewing and accepting publications made by the user

11. My Files: A Place to store and upload files to the cloud.

12. My Agenda: A calendar showing daily appointments and tasks.

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Publications

Users can keep track of their publications using Idea Elan. The feature allows for users to sort through and view their previous works. Also, facility admin have the ability to request that a users publication is present under their facility to accreditate the core. Users have the option to select yes or no.

Instruments

The instruments tab displays all the instruments listed a facility(s).

1. View the description and select options of an instruments by hovering over the image.

• To mark an instrument “Favorite,” click the star. Selecting this will display the instrument under “My Favorite Instruments” on the user HomePage.

• Report an issue to the admin by clicking “Report an Issue.” Fill in a brief description and a ticket will be created for the admin.

• Request access to the instrument by clicking “Request Access” next to permission status. Status


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will show as “Allowed” when the access request has been accepted.

• View any instrument messages by clicking “Message from the Instrument.”

• Click “Full Description” to view more details.

2. Click a timeslot on the calendar to reserve the instrument.

a. In the calendar, select the start time. For example, to use the instrument between 9:00 am and 10:30 am, click on the box below (9:00 am). A page loads which to select an end time and session type.


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b. To make the reservation, it is mandatory to select an account code or purpose code from the dropdown list. You can select one account code or purpose code to completely (100%) fund a reservation, or use multiple codes, and distribute the cost of usage.


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3. Waitlist appointments can be created by selecting the timeslot that another user has

reserved. Click the tab “Add to Waitlist” and there will be a notification if the time becomes available.

Request Services

Sample submission forms are available for users under the “Request Services” tab.

1. Forms can be favorited for quicker access.

Click to set as favorite


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2. Click the form name to begin submitting a form.

3. Fill in all data including sample and service information.

4. After filling out the sample submission form, select the lab. This can be set to default for the lab used most often. Select the account code or purpose code. Codes can also be split for multiple charges as well as defaulted for quicker access.


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5. Once the form is ready, click on “Submit.” The form cannot be modified once submitted.

Supplies

Some facilities provide supplies that are essential for the instrument use or analysis.

1. Under the “Supplies” tab click “Order Supplies” to next to the facility.

2. Select the specific products by clicking on the check box near the item name. Then specify the

quantity. 3. The lab name and code need to be added while ordering supplies, or a default lab and account

code can be set for a user then click “Create an Order”.


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Check to select

item

Specify quantity

Cost


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Accessing Facilities

1. To request access to other facilities, select the menu icon ( 9 white squares) then select the Facilities

icon.

2. All list of facilities will be available.

3. Click “Request Access” next to the facility to request access.

a. The facility admin will accept or reject your request.


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Accessing Labs

1. Under the My HomePage, My Profile, find the labs section. Click “Select your Lab.”

2. Search or scroll to find the lab and request access.


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Accessing the Help Portal To access the help portal select the mneu icon on the right side of the screen. Then select the “Help”

icon.

Make sure pop up are enabled because the icon opens a new window into the Help Portal. Here at

the help portal you can find various kinds of resources to get you started.

Documents

Idea Elan - California Institute of Technologybif/Public/Idea Elan User Guide.pdf · Idea Elan 2017 User Quick Guide Comprehensive Online Solution for Lab and Core Facility Management