Welcome to the Resource Library Getting Started Guide

We are very excited to have you join our community in The Cloud. This document provides a self-guided tour of the National RTAP in the Cloud Resource Library web application for your organization’s staff that will be performing the duties of Cloud Administrator, Resource Administrator and Resource Assistant.

The Resource Library web application includes several features that will help your organization manage, track and report online resources. With this web application installed on your website, customers will be able to search, download and place orders for free resources.

First Things First:

1. How-to Videos: Go to the Support Center by opening any web browser and typing: http://forums.nationalrtap.org. Scroll down the page until you see “Resource Library – How-to Videos.”
2. Checklist: Download the “Resource Library Checklist.”  This document will help you track your progress.
3. Organization Account: Be sure that your organization has created its Cloud account in the National RTAP in the Cloud system. If your agency has not set up an account, please visit http://forums.nationalrtap.org and watch the “Create Your Organization Account in the Cloud” video tutorial.

Cloud Admin Account: The person who set up the Cloud account (step 3 above) is the Cloud Admin. This user has access to all the National RTAP web applications and features (highest security role). This user has the ability to assign other users (within their Cloud account) “User Roles.”

Note: The Support Center is where you will go to watch how-to videos, download documents, connect with others and ask your questions. You can access the Support Center using any browser (Internet Explorer, Safari, Chrome or Firefox) by typing the following web address: http://forums.nationalrtap.org or you can access it through your Cloud Account.

Overview Videos/Webinars

Before you begin the process of inputting your resources into the Resource Library, we recommend you watch the following videos:

• A High-level Overview of the Resource Library
• Rural Transit Partners Webinar: Overview
• Basic Webinar: Manage Your Resource Library

 

How-to Videos for the Resource Admin

This series of videos will help the administrator of the Resource Library manage all aspects of this powerful online tool. You can watch these videos by going to http://forums.nationalrtap.org or you can use the step-by-step instructions below.

• Add Resource
• Edit Resource
• Place Orders
• Manage Orders
• Simple Search Code
• Advanced Search Code
• Featured Resource Code
• Catalog Cover Sheet
• Thumbnail
• Resource Created By

Step-By-Step

This section will walk you through step-by-step how to perform the various administrative tasks within the Resource Library. You must log in to your Cloud Account as an administrator to complete any of the tasks below.

Security Roles 

You often need to protect certain web applications (Resource Library, Website Builder, ProcurementPRO, etc.) and features within the application from certain users. Security Roles allow you to do just that. We have created the following Security Roles for the Resource Library:

Cloud Administrator 

This is the person who created the Cloud account for an organization. The Cloud Admin has access to all the web applications and all features, and the ability to assign a user into the various security roles.

Resource Administrator

This person has full access to all the Resource Library features, such as add, edit, place and manage orders. The Resource Admin can also set up the search pages, designate featured resources, upload a catalog cover sheet, upload a default thumbnail image and add to the “Resource By” section.

Resource Assistant

This person has the ability to add, edit, place and manage orders.

Before the Cloud Admin can assign a security role to a user; the user must FIRST create an account in the organization’s Cloud account. Below are the steps that each user must follow in order to create a user Cloud account:

1. Go to www.NationalRTAP.org
2. Click the “Cloud Sign Up” link in the upper right section of the website. 
3. Enter the name of your organization in the "Search Box."
4. Click the "Search" button.
5. Locate your organization in the list results.
6. Click the "Go" button to the right of your organization.
7. Complete the registration (personal and organization information forms).
8. That's it! You have registered in your organization’s National RTAP in the Cloud account.

Here is how you assign a new Security Role for a user of your Cloud Account. .

1. Click the “Members” button located on the left side under Web Apps, second from the bottom.
2. Click “User Roles.”
3. Click the check box next to the person(s) you would like to assign a Security Role.
4. Click the drop-down labeled “Select Role” at the bottom left of the list of users.
5. Select the Security Role type you would like to assign this person(s) and click the “Action” button; this will save the role type for the designated user(s).
6. This person(s) will now have access to the web application and features based on the new Security Role.

Add a Resource

Resources are added to the Resource Library by the Resource Admin. The resources can be downloaded, ordered or even watched by the customer on your agency’s public website. As the Resource Admin, you can upload a resource or provide a link to a resource that is located on another website.  Before adding a resource, please check to see that the resource does not already exist in the library.  You can do this by following the directions in the Edit Resource section listed below.

1. If you are not in the Resource Library section, click Resources, and then click the “Add Resource” link.
2. Complete the fields that apply to the resource you are adding to the Resource Library.
3. Click “Save” at the bottom of the page.

Field Name Definitions (for Adding a Resource):

Title: Name of the document, photograph or film/video.

Keyword(s): Single word or set of words that describe the content of the resource that people will use to search and retrieve information (e.g. training, procurement, etc.).

File: If you are uploading a resource from your server, choose the file by clicking “Browse” and selecting the file.  Leave blank if you are not uploading a resource.

Format Type: Choose the type of resource, whether it is a toolkit, video, report, etc.

Rating: Give your resource a rating, five stars being the highest quality rating.

Subject: Choose the subject matter of the resource using the drop-down menu.

Date Published: This can be an approximate date.

Website Link: If you choose not to upload your resource, you can enable the customer to access the resource from a website

Abstract: Provide a brief summary of your resource.

Related Items: To help the customer with research, you may select other items in the resource center that are similar to your resource.

User: The person uploading the resource.

Resource By: The organization or person who holds the copyright, prepared the research, or took the photograph of the resource.

Online: Check the box if you want this resource to be seen online.

Global: Check the box if you want this resource to be included in all of the organizations who use the National RTAP Resource Library on their website.

Featured: Check the box if you want this resource featured on the front page of your website.

Is Active: Check the box if you want to make this item searchable.

Printed Catalog: Check the box if you want this resource to be included in your printed catalog.

Thumbnail: If you want a thumbnail/image for this resource, click “Browse” and select the file.  If left blank, your organization’s default thumbnail image will be used. The image should be a jpg image 100px by 80px.

Edit a Resource

Every Resource that has been “Added” to the Resource Library can be edited or deleted by the Resource Admin. This section will show you how to access the “edit” portion of the Resource Library.

1. Click the “Edit Resource” link.
2. Please use the following fields to search for and edit the desired resource -  Keyword(s), Title, Abstract, Format Type or Subject.
3. Click the “Search” button
4. From the results list, select “Edit” to change or update the resource or click “Delete” to remove the item from the Resource Library.
5. Click “Save” and then “Okay.”

Place Orders

There are times when your customers are not able to go to your website and place an order. This section allows the Resource Admin to place orders for the customer.

1. Click the “Place Orders” link on the Resource Library dashboard.
2. You are now on the Advanced Search page.
3. Enter search criteria for the resource(s) based on your customer’s request and then click “Search” or click “View all Resources.”
4. You are now on the "Search Results" page. You will need to select the resource(s) (based on your search) and add them to the "Cart." You have three ways in which you can add items to the cart:
   1. Click the "Select All Resources" checkbox. This will select all the primary resources based on your search. Then click the "Add to Cart" button at the top of the page.
   2. Click the "Select All Resources and Related Resources" checkbox. This will select all resources and related resources based on your search. Then click the "Add to Cart" button at the top of the page.
   3. Click the "Add to Cart" button next to each resource you would like to order.
5. Click “View Cart” when all of the requested resources have been added to the cart.
6. Select “Sort by Availability” and then choose “Online Order” in the drop-down list. If you do not see the resource(s) you added to your cart in this drop-down list, it's because the resource(s) CANNOT be ordered. They must be downloaded. (Tip:  If a resource can be downloaded, that resource can be emailed by the Resource Admin to the customer through the “email to friends” feature.)
7. Enter the quantities for each item your customer is requesting.
8. Ask the customer if he/she has an existing Cloud account or has ordered a resource in the past.  If not, click “New Account” and complete all the required fields using the customer’s information (name, shipping address, phone and e-mail.  You must also create a username and password for the new customer to process the order).  Click “Submit This Order.” 
9. If the customer already has an account, client “Existing Account.”  Enter the customer’s First Name or Last Name in the appropriate box and click “Search.”  Find the customer’s name in the list and click “Select.”
10. Verify the customer’s shipping information and click “Submit This Order.” 

Manage Orders

There are a number of reasons that you will want to manage orders so that your records are up-to-date for tracking and reporting purposes.  When an order comes in it will be open, pending or sent.  Once the order has been sent you will need to input the way that it was shipped and the tracking number.   You may also want to make notes about the order (e.g. you may receive orders of two different products within the same order.  One product is in stock and you can send it and the other may not be available to send.  This information can be written in the notes section.  You may choose to mark the order as cancelled, as well.

To manage orders please take the following steps:

1. Click the “Manage Orders” link.
2. Enter your search criteria by Order Number, First Name, Last Name, Organization, Resource, Date Ordered, Date Sent, Order Status and/or Order Source.
3. Click the “Search” button
4. Locate the order you would like to manage from the results page, and then select the Order Status, Shipment, Enter the Tracking Number and/or make any comments.
5. Click “Save.”  The system will send the customer an email with the updated changes. (The system will NOT send your Resource Admin Notes).

Simple Search Code

The Simple Search Code is a line of code that you will need to place within the <body></body> tags on your public website for your customers to be able to search for resources. Your customers can type in keywords and when they click “Search” they will be taken to the results page.  The customer can also click the “Advanced Search” link (to the right of the “Search” button) to further refine their search criteria. You will need to set up the “Advanced Search Code,” as well.

If you need more assistance with inserting the resource search code on your website, it’s recommended to copy the code and email it to your webmaster to have him/her place it on the desired page on your website. Below are the steps to generate the line of code for your website.

1. Create a webpage on your public website called “results.aspx”.  The web address will look something like this: http://www.yourdomainname.com/results.aspx.
2. Create another webpage on your public website called “advancedsearch.aspx”.  The web address will look something like this: http://www.yourdomainname.com/adavancedsearch.aspx.
3. In the portal, click the “Simple Search Code” link.
4. Place the entire webpage address (from step 1) for this new page in the box labeled "Results Website Page Address.”
5. Place the entire webpage address (from step 2) for this new page in the box labeled "Advanced Search Website Page Address.”
6. Click the "Generate Code" button.
7. Copy the code that the system generated under the "Simple Search Code" (right mouse click in the box and then click “copy”).
8. Paste this code on the homepage of your public website. This will create the “Search Box” that the customers will use to search for resources.
9. Next, in the portal, copy the code labeled “Search Results Code” (right mouse click in the box and then click “copy”).
10. 10.  Paste this code on the “Results.aspx” (from step 1) on your public website. This will create a landing page for the customer after they have searched for an item.

Note: As you add and edit your resource items, your customers will have access to these resources from this search box. Be sure to hide (not give out) the link to this page until you are ready for your website visitors to start using your online Resource Library.

Advanced Search Code

The Advanced Search Code is a line of code that you will need to place within the <body></body> tags on your public website. This code is what creates the "Advanced Search" page for your customers on your website. This page allows your customer to refine or expand their search by Keyword, Title, Organization, Format, Abstract, Published Date and/or Subject Type. 

If this is too complicated, copy the code and email it to your webmaster to place on the desired page of your website. Below are the steps needed to set up the "Advanced Search Code":

1. Click the “Advanced Search Code” link.
2. On the right side of the page, you will see the “Advanced Search Website Page Code” in the box.
3. Copy the code (right mouse click in the box and then click “copy”).
4. Paste this code on the “advancedsearch.aspx” (from step 2 in “Simple Search Code”) on your public website. This will create the Advanced Search Page for your customers.

Note: As you add and edit your resource items, your customers will have access to these resources from this search box. Be sure to hide (not give out) the link to this page until you are ready for your website visitors to start using your online Resource Library.

Featured Resource Code

The Featured Resource Search Code is a line of code that you will need to place within the <body></body> tags on your public website. This code will display the resources that have been tagged "Featured Resource" by the Resource Admin. You can place this code on any website page you desire. If you need more assistance with inserting the featured resource code on your website, it is recommended to copy the code and email it to your webmaster and have the webmaster place it on the desired website page. Listed below are the steps you need to set up the "Featured Resource Code":

1. Click the “Featured Resource Code” link.
2. On the upper left you will see a field labeled "Detail Page Web Address." You will need to go to your website and create a webpage called "Detail.aspx or Detail.html". This is the page you will be placing some of the code generated below.
3. Place the entire webpage address for this new page in the box labeled "Detail Page Web Address:". The address you put in this section will look something like this: http://yourdomainname.org/Detail.aspx
4. Click the "Generate Code" button.
5. Copy the code that the system generated in the "Detail Page Code" box.
6. Paste this code on the "Detail.aspx" page on your website that you created in Step 2.
7. Copy the code in the "Featured Page Code” box.
8. Go to your website and paste the "Featured Page Code" code onto the page you would like to display the featured resources.

Note: Do not modify this code.

Catalog Cover Sheet

This feature allows you to upload a cover sheet that will be printed when your customers “Download Your Catalog” from the Search Results page. When the Resource Admin uploads a new resource they can add it to the "Online Catalog." You will need to design the cover sheet as a Word Document and then save as a .pdf file before you can upload.

1. Click the “Catalog Cover Sheet” link.
2. Click the “Select” button.
3. Locate the document (cover sheet) on your local computer and click the Open button.
4. Once the document is uploaded, it will appear as the cover sheet on your organization’s Resource Catalog. You can change your cover sheet whenever you wish.
5. Click “Save” to save your selection.

Thumbnail

This feature allows you to upload a 100px by 80px default thumbnail image that will appear next to any resource you upload to the library that does not have a thumbnail. (gif, .png or .jpg image are accepted). You will need to create this default thumbnail image using photo editing software. If you have other thumbnail images you would like to use (when you want to give credit to the organization that created/owns the resource) you can upload that thumbnail when adding a new resource.

1. Click the “Thumbnail” link.
2. Click the “Browse” button.
3. Locate the thumbnail image on your local computer and click the select button.
4. Once the image is uploaded, it will appear in any resource that does not have a specific thumbnail.

Resource Created By:

This feature allows you to add source detail for the organization that created or published the resource. 

1. In the “Field Box” next to “Organization” type in the name of the organization that published the resource.
2. Click the “Add Organization” button
3. The organization will be added to the main list of organizations.

Report Dashboard

The report dashboard gives you reporting capabilities (e.g. you can determine number of orders, downloads, order status and number of resources in your system).  The reports can be exported to Microsoft Excel. This feature is only accessible by the Resource Admin for your organization and is located within the ‘Admin’ function at the bottom left on the main dashboard.

1. Click the “Admin” button (located at the bottom of all web apps).
2. Click “Report Dashboard.”
3. You have two types of reports you can run:
   1.  Resource Tracking Report – This report allows you to search by Keyword, Filter Date, Title, Abstract, Format Type, Subject, Is Active and Order Type. From the results of your search you can export to Microsoft Excel, .csv or .pdf.
   2. Monthly Resource Report - This report gives you all the details of every resource that was ordered or downloaded. This report allows you to filter by date range.
4. Locate the report type (Resource Tracking Report or Monthly Resource Report) and click the “Create New Report” button.
5. Enter your Search Criteria and click “Search.”
6. From the results, you can select the “Action” drop-down arrow (bottom of page).
7. Select the export method you desire for this report and click the “Action” button.
8. To save this report, click on the drop-down list and select “Save to Dashboard.”