Below are common questions regarding the yearly eCalendar review and its associated softwares (i.e. Webtop, which is the online Content Management System, and XMAX, which is the in-browser .xml editing software that is installed by ICS and can be accessed via Internet Explorer).
I finished editing a topic and forwarded it. How can I go back to see my changes when it is no longer in my inbox?
Follow the instructions in this document to see every version of any topic.
In my Inbox, why does it say “I am currently unavailable”?
The "available" feature is not currently being used in Webtop since the workflows are predetermined to go to specific performers. However you can change your status by:
- Clicking on the message “I am currently unavailable”
- De-selecting the checkbox that says "I am currently unavailable..."
- Clicking OK (at the bottom of the screen)
You should be returned to your Inbox and it should now say "I am available."
When I try to edit the topic, there is a long pause, and then I get an error message: “ucf session wait time out.”
Follow the instructions on Knowledge Base article 1478 to correct the issue.
If this doesn't work, you will need to open a ticket with ICS (itsupport [at] mcgill.ca) to resolve this error. For best results, indicate in the ticket that you are working with Webtop, and include the title of the topic as well as a screenshot of the error message.
I received an email notification about a topic and I opened Webtop. Where do I find the topic?
In the left-hand pane in Webtop, click on “Inbox” and all topics assigned to you will appear in the main window.
I am supposed to have many topics to edit, but I only see ten in my inbox. Where are the rest of the topics?
In the top-right of the page, click the number beside “Items per page” and set to 100.
Up to 100 topics should now appear. If your inbox contains more than 100 topics, a set of page navigation arrows will appear at the top of the list of topics that will allow you to move between pages.
I have opened a topic but when I try to make edits, it says that the document is “read-only.”
When opening the topic for editing, you must right-click the topic and select “Edit” (not double-clicking, which opens the topic in "Read Only" mode). You will know that it has opened properly for editing when you can add/delete text, and can see your changes underlined/crossed out.
I have been designated as an eCalendar reviewer by my department. Where can I find out how to use the software?
There are several resources available, including reference material and guidelines at www.mcgill.ca/es/ecalendar-project/ecalendar-procedures.
In-person training sessions are also provided to help users become familiar with the Webtop system and XMAX software. The schedule and registration information for these lab sessions can be found at www.mcgill.ca/es/ecalendar-project/training-and-support/lab-sessions.
A lock icon appears beside the filename and it says “locked by another user” when I try to edit it.
Either you or someone else has edited the topic on a different workstation. You can see who has the topic locked by hovering your mouse cursor over the lock icon. The person/workstation who has locked the topic will see a key icon rather than a lock, and can either "Check in" the topic to save their changes in the system, or "Cancel Checkout" if they don't mind losing any changes since the last time it was checked in.
Every time you edit a topic, you should "Check in" when you're done. The lock on a topic is specific to the computer you were working on, so if you have changed computers without "Checking in" the topic, the topic will be locked. If it was last edited by you, return to the workstation where you initially checked out the topic and check it back in (this will save any changes you made). Until this is done, the topic will remain locked and cannot be accessed by another workstation. For this reason, we recommend checking in your topic every time any changes are made, no matter how minor.
I have already edited a topic and forwarded. Why am I receiving this topic again?
The topic may have been rejected back to you from a reviewer after you in the workflow. This may be due to missing information that needs to be supplied or questions that need to be answered. These requests are often accompanied by an explanatory email or comments within the topic itself.
Check your emails or open the topic to see if there are any unresolved questions set in comment tags. If none appear, please contact ecalendarsupport.es [at] mcgill.ca for assistance.
I had technical issues and submitted a ticket to ICS, but in the meantime, I still want review my topics. How can I do this?
There is a remote desktop set up with XMAX installed that users can access at any time. This is useful for users who want to access XMAX from a different workstation from the one on which they have XMAX installed, or from a non-Windows workstation (i.e. Mac or Linux).
Full instructions for accessing the remote desktop are available in Knowledge Base article 1455.
To submit a question, contact ecalendarsupport.es [at] mcgill.ca