<< Click to Display Table of Contents >> Navigation:  Resources > Publications

What can you do on this screen?

On the Publications screen, you can create and manage the publications that are used in initiatives. Publications includes all information sources that are not purely media based (like videos), e.g., books, articles, journals, magazines, manuals, instructions, newspapers, as well as online information sources, like specific articles on websites or even entire websites (if appropriate).

 

On the Publications screen, you can:

•Add a publication to the existing list by clicking on + New.

•Preview the All Resources spreadsheet listing all publication entries with all the details in LEAD for each entry, or the Unused Resources spreadsheet listing all publications that are not cited anywhere in LEAD.

•View and manage all unused publications on the Unused Resource Management screen.

•View the different versions of a publication by clicking on the arrow in the first column.

•Select a publication and then:

oCreate a New Version of an approved publication, which will automatically flag all initiatives and places within those initiatives where the selected publication is cited or used.

oPreview the:

▪Related Materials Report that lists every initiative and place within each initiative where the selected publication is cited or used.

▪Impact Report that lists every initiative and place within each initiative where any previous version of the selected publication is cited or used.

▪All Resources spreadsheet listing all publication entries with all the details in LEAD for each entry.

▪Unused Resources spreadsheet listing all publications that are not cited anywhere in LEAD.

oReplace one publication with another publication in the list.
Note: This will replace the publication everywhere it is used, including in approved initiatives! Hence, you will only see Replace , when you have the Replace privilege as part of your role.

oView the publication information.

oTo approve the publication, select View and review the information, then select Approve.
Note: Publications are automatically approved when the initiative that cites/uses the Publications is approved.

oEdit the publication information, as long as it has not been approved.

oShow History to review the changes made to the publication, including the user name and date/time of saved changes, and revert to an earlier saved revision.

oDelete the publication, if has not been cited in any initiative. Once you've selected OK to the confirmation message, the Data Item Deletion screen displays. Enter the title of the publication to confirm the deletion.
Note: You can copy and paste the title from the screen into the field to make it easier on yourself. If you only enter a partial title, the item will not be deleted, and the Data Item Deletion screen stays open, ready for you to try again.

Finding Publications

If you can't find the publication you're looking for, enter a search term in the Find: field and select Search. The table will list all publications that contain your search term on the screen.

Alternatively, you can use the Filter drop-down to limit the list of publications to a specific sub-category, as set up on Customizations screens.

You can click on the column headers of each table to sort the publications by that column. Clicking on a column header again will reverse the sort. Clicking on the column header a third time will remove the sort. Small arrows in the column header let you know which way the data is currently sorted.

Viewing Versions of Publications

Select the arrow at the start of the listed publications to show the previous versions of the publication.

Details on the Resources > Publications Table

No

The number (No) column provides a sequential count of the entries, which is not attached to the entries themselves.

Title

The Title or name of the resource. Resources are used or cited extensively in initiatives, specifically, on the following screens:

•Analysis - in the Training Needs Analysis and the Task Analysis.

•Design - in the Training Management Document.

•Develop - in the initiative contents: pages and paragraphs, sheets, and test items.

Author

The Author field contains the author, editor, or organization (if no author is named) of the publication. Typically:

•Single author or editor: Last Name, followed by initials, e.g., Doe, J.

•Multiple authors or editors: last names and initials; commas separate author names, last author is preceded by an ampersand, e.g., Doe J., & Joe, D.

•Organization: Full name of the organization.

Version

The Version number of the resource. All resources start with version 1. Once a resource has been approved, changes can no longer be made, unless a new version of the resource is created. Then changes can be made as needed in the new version.

When viewing the resource item, you can view a previous version by selecting it from the Version drop-down.

Status

The current Status of the resource. Once the initiative that uses the resource is approved, then the resource is also approved. You can also approve a resource manually by viewing the resource on the Resources tab and then selecting Approve on the screen. You cannot approve a resource from the Edit screen.