Prepared by Todd Taylor, John Ware and Kathryn Wymer

FACET TUTORIAL REVIEWS

Prepared by Todd Taylor, John Ware and Kathryn Wymer

FACET tutorial reviews are arranged by lesson. Each review begins by covering the essential facts presented in the lesson and ends by identifying significant actions and the steps in which they are discussed.

LESSON ONE: INTRODUCTION

ESSENTIAL FACTS

1.AFACET stands for "File and Commentary Exchange Tool."

1.BFACET is an internet utility that enables you to share and organize many types of files and comments or responses to those files.

1.COn some occasions, when you launch FACET, a dialog box appears and informs you that your version is being updated. FACET checks for updates every time that you run it.

1.DFACET has five primary interfaces, each with a different color and function: messages (red), documents (blue), participants (purple), groups (green), preferences (orange).

1.EIf you’re using the standard CCI preload, you probably won’t need to mess with preferences. Otherwise you may need to tell FACET where applications, like your word processor, are located.

1.FThe two main windows in the documents interface are, on the left, your Personal Document Collection and, on the right, the Online Document Collection for your group or subgroup. These two windows are the heart and soul of FACET. Your personal document collection exists on your hard drive, on your personal computer, in a folder labeled FACET, and it consists of documents that you create in FACET or retrieve from the online collection. The online document collection consists of all the documents that have been submitted to FACET's online space by members of your group or subgroup.

1.GYou can work with FACET and files within FACET offline (when you are not connected to the Internet), but you cannot exchange files while you are working offline.

ACTIONS

1.2 TO RUN FACET, double-click the colorful FACET icon on your desktop, or choose FACET from your programs menu.

1.3TO LOG ON, click Log on to FACET, enter your logon i.d. (typically your UNC onyen), tab or click to the next slot, enter your password, and hit enter or select Click to log on.

1.5TO WORK OFFLINE, click Work offline and select your group from the pull-down window.

LESSON TWO: DOCUMENTS INTERFACE

ESSENTIAL FACTS

2.AThe document collections are arranged in outlines of folders and files grouped by project and by participant.

2.BYou draft, revise, and review documents in your personal document collection. The online repository facilitates the sharing and retrieving of documents that have been submitted online.

2.CFACET creates a separate folder for each original document; these folders contain the original draft and any comments on that draft.

2.DFACET organizes and arranges files by assigning tracking numbers that differ from the names we give them and see in the documents interface.

2.EDO NOT USE THE "SAVE AS" FUNCTION WHEN WORKING WITH FACET FILES.

2.FFACET and the applications you use to edit and read files (like MS Word) are different applications: use FACET to create, revise, organize, and share files; use applications (like MS Word) to work with content within files.

ACTIONS

2.3TO MAKE A NEW DOCUMENT, FILE, OR DRAFT, open the appropriate project folder (open folders by single-clicking the toggle or double-clicking the folder icon), select your participant folder (select folders or files by single-clicking on the folder or file's icon or name), select the make a new draft button, choose the type of file that you want to create from the pull-down window (FACET lets you create all sorts of files: doc, ppt, html, gif, etc.), and name your document in the dialogue box.

2.4ATO OPEN A DOCUMENT, FILE, OR DRAFT SO THAT YOU CAN EDIT OR READ IT, either double-click the file's icon or select the file and click the Open button.

2.4BTO SAVE A DRAFT FILE IN MSWORD, save it (but don't "save as"), and quit MS Word.

2.4CTO REVISE A DRAFT FILE, simply open it as you did before, unless you have already submitted it online. After you submit it, changes should be made in revised versions (see lesson 6).

2.5TO IMPORT A DRAFT INTO FACET, select your participant folder within the appropriate project folder in your personal document collection, choose the Import button, direct FACET to the proper location of the file you wish to import, select theappropriate document, and click Import.

2.6TO RENAME A DRAFT, select the document, click on the title, use the cursor to delete the former title, rename your document without a file extension, and then press enter. Keep in mind that you cannot rename documents once they have been submitted to the online repository; instead, you must create a revised version and rename it.

LESSON THREE: SUBMITTING

ESSENTIAL FACTS

3.ABecause the online collection is a space shared by every member of your group, you see a personal folder for each member. In contrast, your personal document collection exists on the hard drive of your personal computer and is not accessible to every member of the group; therefore, in your personal collection, you see only your own personal folder and folders for those group members whose drafts you have retrieved from the online collection.

3.BThere are three general types of files in FACET: Draft files, Comment files, and Shared Comment files.

3.CA "draft" file is a file created by an original author.

3.DA “comment” file is a file created by a reviewer that comments on or responds to the draft written by someone else.

3.EFACET uses two types of comment files: “generic” comment files, each of which is authored and submitted by a single reviewer; and “shared” comment files, in which a single file collects feedback from a number of people.

3.FDraft Files have a D-icon; Generic Comment files have a blank icon (or a C-icon); Shared Comment files have an S-icon.

3.GTool tips provide information about items on the screen when you pause your pointer over top of them without clicking your mouse. Every folder, file, and button has a tool tip.

ACTIONS

3.2TO SUBMIT A FILE ONLINE, open the appropriate project folder within your personal document collection, open the appropriate personal folder, open the particular document folder, select the document that you want to submit, and select the submit button.

LESSON FOUR: RETREIVING

ESSENTIAL FACTS

4.AWhenever you retrieve a draft file, it appears as a Generic Comment file in your personal document collection.

4.BFACET organizes files according to the author of the original draft; thus, comment files are grouped in the personal folder of the author of the original draft, not in the personal folder of the person who wrote the comments. The original author "owns" the comments, not the person who wrote the comments.

4.CShared Comment files can only be retrieved by one person at a time.

4.DBecause shared files can only be retrieved or checked out by one reviewer at a time, you need to find out if the file is available before you try to retrieve it. To do that, rest the pointer on the shared file icon. A tool tip will appear and inform you if the file is either "available" or "checked out."

ACTIONS

4.2TO RETRIEVE A FILE, open the appropriate project folder from the online document collection, open the appropriate participant folder, select the file you want to retrieve, and click the retrieve button.

LESSON FIVE: COMMENTING

ESSENTIAL FACTS

5.AFACET facilitates the exchange of draft files and comment files, but it has nothing to do with what takes place within files--that is handled by applications like your word processor. Therefore, while FACET designates certain documents as comment files and organizes those files in relation to the drafts they comment upon, it has nothing to do with how we actually comment on drafts.

5.BIf you use the MSWord "insert comment" function, save the file after composing each comment because the application sometimes freezes.

ACTIONS

5.2YOU CAN USE THE CAPS LOCK to insert comments directly into a text using your word processor.

5.3TO USE MS WORD'S COMMENT FUCNTION to insert comments, open the View menu, open the Toolbars menu, and select Reviewing (if it does not already have a checkmark next to it), insert your cursor where you would like your comment to appear, and select the "insert comment" icon on the toolbar, a window will open below the original document, type your comments in that window.

5.4TO CREATE OR IMPORT A BLANK COMMENT FILE, retrieve the appropriate draft, select the appropriate draft/comments folder within the appropriate participant folder in your local document collection, and select either Make New Comments or Import.

LESSON 6: REVISING

ESSENTIAL FACTS

6.ATo revise a draft, you have two basic options in FACET: you can revise your original draft file or you can turn a comment file into a revised version of your original draft. In each case, FACET creates a new file.

6.BIf a copy of the original draft file already exists in the online collection, FACET will not let you resubmit that file even if you have changed the text in it. You must create a revised version and submit it.

ACTIONS

6.2TO CREATE A REVISED VERSION OF A DRAFT FILE, select the appropriate draft file from within the appropriate draft/comments folder in your local document collection, and then select Revise this draft. FACET creates a new draft/comments folder and a new draft file (with "_rev" in the file name) that contains a duplicate of the original draft; both folder and file share the same title. To make changes to the new file, select it, and open it.

6.3TO BASE A REVISED DRAFT ON A COMMENT FILE, retrieve the comment file to your personal document collection, select the comment file, and click the Make this into a draft button. FACET creates a new draft/comments folder and a new draft file (with "_rev" in the file name) that contains a duplicate of the comment file; both folder and file share the same title. To make changes to the new file, select it, and open it.

LESSON SEVEN: Resubmitting

ESSENTIAL FACTS

7.A"Resubmitting" means the act of returning a file to the online collection that was previously submitted online.

7.BFACET will not allow you to resubmit a Draft or Generic Comment file that already exists in the online collection. You must create revised versions of these files to resubmit them.

7.CFACET will allow you to resubmit a Shared Comment file, as long as the file is currently checked out to you.

ACTIONS

7.2TO RESUBMIT A DRAFT FILE, you must first create a revised version of it, since FACET will not accept a file that already exists in the online collection. To revise a draft file, select the file from your personal document collection, and then choose the Revise this draft button. To submit the revised draft file, select it, and then choose Submit.

7.3TO RESUBMIT A COMMENT FILE, select it, and click the Submit button.