Greenlighting opens circulation to a Project and allows institutions to plan, gather, and manage events and course related assignments all in WebCheckout. With its own interface to oversee Project details, Checkout Centers can allow or require Project to be included on every reservation, and Patron Portal will provide a list of assigned Projects when creating a reservation. Institutions can track and report on academic equipment usage with Greenlighting.

Greenlighting allows for one or many designated Patrons to book to the Project, and provides finer usage control as equipment usage among the designated Patrons can accumulate and apply towards to the Project’s usage limits, or Policy Class.

Project details are managed in the Greenlighting App, but can also be imported through the Import Data App. See Project Data Imports for details.

The following apps can be used with Greenlighting:

  • WebCheckout: Admin settings for Greenlighting App including those that directly relate to circulation.
  • Greenlighting: Manager interface to create, assign, and manage Projects and Templates.
  • Patron Portal: Patrons view and select their assigned Projects when making reservations.
  • Import Data: Create, assign, and manage Projects and Templates en mass.

Greenlighting App Admin Settings

Admin settings for the Greenlighting App including managing Operator access to the app and that directly relate to circulation are located in WebCheckout. The following settings are managed in WebCheckout and most require attention  prior to creating Projects in the Greenlighting App.

Operator Access

To access the Greenlighting App, Operator must have Manage Projects and/or Manage Project Templates capabilities. Manage Projects allows Operator to create and oversee Project details. Manage Project Templates allows Operator to create and manage Project Templates which can be used to quickly create Projects that share similar properties.

In WebCheckout, click the App menu and select . The Greenlighting App is only available to Operators with the required capabilities.

Checkout Center Setting

Checkout Centers can make optional or require a Project on every checkout and reservation. In the Checkout Center’s Allocation tab, Allocation Property Project Requirement can be set to Yes, Optional, or No. When Project Requirement is set to:

  • Yes: Project is required on all checkouts and reservation. Patron must be assigned to a Project in order to checkout or reserve resources.
    • Patron Portal: Patron must select their assigned Project from the Review Your Reservation screen to submit reservation.
    • WebCheckout: Operator must select Patron’s assigned Project from the left panel of the allocation to submit checkout or reservation.
  • Optional: Project is available but not required.
  • No: Project is not available.

Notes:

  • If implementing Greenlighting while Patrons are actively making checkouts and reservations, this setting should be enabled after Projects have been created and assigned to Patrons.
  • It is recommended Project Requirement is only enabled, and Group Requirement is set to No. If the Checkout Center makes optional or requires Group selection, in addition to Project when creating checkouts and reservations, a Group must be assigned to the Project and Patron must select the Project’s assigned Group.

Policy Class

Projects can have its own set of usage rules with a Policy Class. Policy Class is created and managed in the Organization’s Policy Class tab. When a Project has a Policy Class, those usage rules are enforced and the following cross-allocation rules are applied to the Project. Cross-allocation activities are calculated for all Patrons who circulate to the Project, and usage must be within the designated policies.

Cross-allocation Policies:

  • Allocation Policy: Per Patron [Project] Max Allocation
    • Limits the number of checkouts and reservations that can be made to the Project.
  • Allocation Policy: Reservation Waiting Period
    • Designates a length of time Patrons of a Project must wait before their next Reservation Pickup with the same Resource Type.
  • Resource Types Policy: Resource Type Limit

    • Maximum number of Resources of a single Resource Type which can be allocated within the same time frame.
  • Resource Types Policies: Usage and Reserve Limits per day/week/term
    • Usage limit: Restricts usage of Resources of a Resource Type can be used. Usage includes Completed Checkouts, current Checkouts, and Reservations.
    • Reserve limit: Restricts reservations of Resources of a Resource Type can be reserved. Picked up Reservations become Checkouts and not counted towards this Policy.
    • Note: When scheduling Repeat Reservations, WebCheckout does not enforce the Usage Limits or Reserve Limits. It is possible the Repeat Reservations may exceed these policies.

To create Policy Classes, refer to the Manage Policy Class document.

Once Policy Classes are created and policies assigned, Policy Class can be assiged to the Project from the Greenlighting App or via import.

Groups and Sections

Projects can also include a Group. A Group can indicate the course assigning the Project, and it can also enforce usage rules to the individual Patron if the Group has a Policy Class and the Project does not. Group Policy Class and its usage rules apply to the individual Patron and supersedes the person’s Patron Class policies. There are no cross-allocation usage policies with Groups.

To create and manage Groups, refer to the Groups document.

Once Groups are created with Sections, the Section can be designated to the Project from the Greenlighting App or via import.

Note: It is recommended Project Requirement is only enabled, and Group Requirement is set to No. If the Checkout Center makes optional or requires Group in addition to Project when creating checkouts and reservations, a Group must be designated to the Project and the Patron must select this Group or will receive an error to update the Group or Project.

Manage Projects

Greenlighting App allows Operators to create, view, and manage Project details.

The left panel Projects icon  navigates to the Find Projects screen, displaying all Active Projects. This is the default view when logging into the app.

The left panel Templates icon  navigates to the Find Templates screen, displaying all Active Project Templates. Use the middle Search panel to find specific Project Templates when in this view.

The middle panel allows for action such as Search for specific Projects and Templates and Add Roles to Projects and Templates. The + New panel allows for creating Projects, Project Templates, and Projects from Templates from any screen.

Project Settings/Project Types

Project Types help to identify the kind of the Project and are unique to the Organization. Project Types should be designated before creating Projects, but can be created and added to the Project at anytime.

Project Types can be created from the Settings screen within the Greenlighting App. To create Project Types,

  1. Log into Greenlighting and select from the left menu.
  2. From the middle panel, select Add Project Type.
  3. Enter Project Type fields.
  4. Click Submit or Submit and Create Another.

Project Types can also be imported. See Project Data Imports for details.

Unique ID Generators

As of the August 2022 Release, Unique ID presets can be generated in project settings. The first column defines the column’s prefix; the second determines the sequence’s digit number.

Time values are available by placing time parameters within brace keys {}. For example {YYYY} will display year of creation, such as 2022.

Including [parent] adds the parent unique id as a prefix.

Create Project

Projects can be created from any screen within the Greenlighting App. Operator must have the Manage Projects capability.

To create a Project,

  1. Select Blank Project from the + New panel to open New Project modal.
  2. Enter required and necessary properties.
    • Project Name: Required. Text field. Visible in Patron Portal and tracked on the allocation.
    • Unique ID: Required. Text field. Must be unique.
    • Owner: Required. Auto-complete. Patron who is assigned to the Project. The owner can book equipment to this Project and select it in Patron Portal.
    • Project Type: Customized constraint list.Visible in Patron Portal and used to classify the type of Project. See Project Settings/Project Types above.
    • Active: Boolean. Only Active Projects are available for selection.
    • Start Date: Date and time. Initiates Project Active status.
    • End Dates: Date and time. Project becomes inactive
    • Section: Auto-complete. Visible in Patron Portal. Associate Section and Group to the Project.
      • Hit Return to open the Find Section modal.
    • Policy Class: Auto-complete. Assign usage rules to the Project. See Policy Class section above for details.
    • Description: Text box. Information about the Project.
    • Sponsor: Auto-complete. Active Person who may oversee the Project.
  3. Click Submit or Submit and Create Another.
    • If on the Find Projects screen, be sure to refresh your screen.
  4. Click Projects icon to view list of Active Projects.

Add Roles

Projects can include one or many people who have a Role, or a part in the Project. Roles can designate Patrons who can circulate to the Project, giving these Patrons access to select the Project when making their reservation, and tracking equipment usage to the specific Project.

Greenlighting opens circulations to the Project, and Projects can include a Policy Class. When a Project includes a Policy Class, usage activity among all those who circulate to the Project will accumulate and count towards cross-allocation usage rules.

Project can include as many Roles as required. The Project must first be created.

To add a Role to a Project:

  1. Click the Projects icon to find the Project, then click the Project to open details.
  2. Select Add Roles from the middle panel to open New Role modal.
  3. Enter required and necessary properties.
    • Role Name: Required. Name of the Role.
    • Unique ID: Required. Unique to the Role.
    • Description: Text field. Only visible in Greenlighting.
    • Can Edit: Boolean. For future version of Greenlighting, designating people who can view and add Project information from Patron Portal.
    • Can Circulate: Boolean. Designate Patrons who can view and select Project in Patron Portal when making a reservation.
    • Person: Auto-complete. Active person.
  4. Click Submit or Submit and Create Another.
  5. Roles are visible in the Project.
  6. Click pencil icon  to edit Role.
  7. Click trash icon to delete Role.

Manage Templates

Project Templates serve as a model for Projects that share similar properties and Roles, and allows for ease of creating many Projects. A Template can include the following Project properties:

  • Active Status
  • Project Type
  • Description
  • Sponsor
  • Policy Class

Templates can also include Project Roles, again for ease of creating many Projects with many Roles. Once the Template is created and Roles added, create a Project from the Template and assign Project Name, Owner, people to Roles, and manage all Project details.

Create Template

Projects can be created from any screen within the Greenlighting App. Operator must have the Manage Project Template capability.  

To create a Template,

  1. Select Project Template from the + New panel to open New Template modal.
  2. Enter required and necessary properties.
    • Template Name: Required. Text field. Visible in Patron Portal and tracked on the allocation.
    • Unique ID: Required. Text field. Must be unique.
    • Project Type: Customized constraint list. Classify the type of Project. See Project Settings/Project Types above.
    • Active: Boolean. Only Active Projects are available for selection.
    • Start Date: Date and time. Initiates Project Active status.
    • End Dates: Date and time. Project becomes inactive
    • Policy Class: Auto-complete. Assign usage rules to the Project. See Policy Class section above for details.
    • Description: Text box. Information about the Project.
    • Sponsor: Auto-complete. Active Person who may oversee the Project.
  3. Click Submit or Submit and Create Another.
    • If on the Find Projects screen, be sure to refresh your screen.
  4. Click Templates icon to view list of Active Templates.
  5. Select Add Roles from the middle panel to open New Role modal. See step 3 of Add Roles section below. Patrons are assigned to Roles once Project is created from the Template.

Add Roles

Templates can include as many Roles as required. The Person is assigned to the Role onece the Project is created from the Template.

The Template must be created first. To add a Role to a Template:

  1. Click the Templates icon to find the Template, then click the template to open Template details. Or when in the Template details,
  2. Select Add Roles from the middle panel to open New Role modal.
  3. Enter required and necessary properties.
    • Role Name: Required. Name of the Role.
    • Unique ID: Required. Unique to the Role.
    • Description: Text field. Only visible in Greenlighting.
    • Can Edit: Boolean. For future version of Greenlighting, designating people who can view and add Project information from Patron Portal.
    • Can Circulate: Boolean. Designate Patrons who can view and select Project in Patron Portal when making a reservation.
  4. Click Submit or Submit and Create Another.

Create Project from Template

Once Project Templates are created, simply create Projects from these Templates. To create a Project from Template:

  1. Select Project from Template from the + New panel to open New Project from Template modal.
  2. Enter required and necessary properties.
    • Project Name: Required. Text field. Visible in Patron Portal and tracked on the allocation.
    • Unique ID: Required. Text field. Must be unique.
    • Owner: Required. Auto-complete. Patron who is assigned to the Project. The owner can book equipment to this Project and select it in Patron Portal.
    • Project Template: Required. Constraint list of Template Names.
    • Section: Auto-complete. Associate Section and Group to the Project.
      • Hit Return to open the Find Section modal.
    • Active: Boolean. Only Active Projects are available for selection.
    • Start Date: Date and time. Informational for project start date.
    • End Dates: Date and time. Informational for project end date.
  3. Click Submit or Submit and Create Another.
    • If on the Find Projects screen, be sure to refresh your screen.
  4. Click Projects icon to view list of Active Projects.

Add Roles

If the Template includes Role, when the Project is created, click the pencil icon to assign a person to the Role. See above Add Roles to review how to add Roles to Project or Template.

Allocations and Reporting

Projects that have checkouts and reservations will include the CK-ID and the allocation state in the Project details Allocation section.

In WebCheckout,  all checkouts, reservations, and related reports will include Project name. Projects can be searched and report results exported from WebCheckout.

Note: Once a checkout is saved or reservation picked up, the Project cannot be added, removed, or changed. Project field is only editable when the allocation is a reservation.

Importable Fields

All Project and Template properties can be imported. Please visit Project Data Import for more information.

See Also

March 2022 Release Notes