Data Contracts SharePoint list

Tags SharePoint

Summary

This article discusees how to use the Data Contracts SharePoint list. It is a simple system that pushes out email notifications related to expiration of data contracts. It will send out an email to the specified Admin Contact, PI, Student (if applicable), and IT Contact (default for Technology Services is to create a ticket in their IT service desk system). This was created as a companion app to eResearch, since that system currently does have this notification feature.

Environment

LSA SharePoint, eResearch Data Contracts.

Directions

The base URL to the list is https://sharepoint.umich.edu/lsa/ehts/Lists/Data%20Contract%20Notification, and adding the 4 character department abbreviation at the end of the URL will take you to your department specific list - for example, https://sharepoint.umich.edu/lsa/ehts/Lists/Data%20Contract%20Notification/Econ.aspx for the Economics list. Other departments currently listed are Psychology and Statistics.

Adding a record to the list (to get notified)

  1. Go to the URL mentioned above, which corresponds to your department.
  2. Click Add New Item (at bottom of list):
    1. "Project Title" should match the UFA Title in eResearch (it will be shown in the email notification).
    2. "IT Contact" defaults to lsait@umich.edu, which will create a ticket in the LSA Technology Services IT service desk - this should not be changed unless you have talked directly to your local IT support team about it.
    3. The "Student" field is optional and only applies to contracts obtained by students.
  3. Fill out the form.
  4. Click Save at the top left of the form.
  5. Email notifications will go out 6 weeks before the specified expiration date - the Admin email will contain a direct link to the item.

Updating a record (contract extended, for example)

  1. Go to the URL mentioned above, which corresponds to your department.
  2. Click on the Project Title.
  3. Click Edit Item.
  4. Make edits (this will likely be a change in expiration date, if contract was extended for example, or contact information).

Please note: If you are changing the expiration date, you should also make sure that the "notified" field is cleared (this field retains a record of the notification date, and the system will not send notifications twice, unless that field is cleared).

  1. Click Save.
  2. Optionally, record the relevant information about this UFA in the eResearch system.

Deleting a record (for example, contract has expired and is no longer in effect)

  1. Go to the URL mentioned above, which corresponds to your department.
  2. Click on the Project Title.
  3. Click Delete Item.
  4. Confirm deletion (note that the item goes to the recycle bin, and can be recovered from there if need be).

Notes

This system is open to any LSA department that wishes to use it - it contains no sensitive information. Departments wishing to use this system should send an access request to LSATechnologyServices@umich.edu.

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