Xythos 7.0 Instructions

1. Log into http://hawkdrive.ku.edu/
2. To be taken to the list of your main folders, click on the folder icon located in the upper-left corner of the screen, just below the University of Kansas logo.
3. Double-click on the policies folder to be taken to its subfolders.
4. Double-click on your departmental folder to be taken to your department’s policies.

There are two modes of upload, Basic and Advanced. Basic upload allows you to browse one file at a time, until you have compiled a list of files to upload. For more information on Advanced upload, click here.

1. Navigate to the folder to which you wish to upload files.
2. Click the Upload button.
3. Browse to the file you wish to upload.
4. If you wish to upload more files, click Add Files and Browse to the file. Repeat this step for as many files as you wish to upload.
5. Fill in your policy’s classification information in the fields that appear below the Upload box.
6. Click Start Upload.

Advanced upload allows you to drag-and-drop files or folders onto the Advanced upload screen.

*Note: Advanced Upload mode requires version 1.5 or higher of the Java plug-in available from www.java.com. If you have the Java plug-in installed but it is not version 1.5 or higher, you will experience problems when attempting to use the Advanced Mode. If you do not wish to download and install the Java plug-in, use Basic Upload.

1. Navigate to the folder to which you wish to upload files.
2. Click the Upload button.
3. If in basic mode, click on the Advanced Upload link.
4. You may either drag and drop files and folders onto the drag-n-drop area or you may click Add Files and select files from your local machine.
5. Click Start Upload.
6. Should the upload stop or receive an error, click Done to exit the upload page.

NOTE: Renaming a file to anything different than its original name will cause its link to break wherever it appears. When naming your files for the first time, be sure to name your file something that will last (i.e. make sure the file name does not contain a date in it) so that you can avoid having to rename it later.

PLEASE NOTE: When determining a document file name, be sure not to include spaces. Use underscores ( _ ) instead if you need to create separation between the words. Including spaces in the document file name causes the URL created by Hawk Drive to contain extraneous punctuation marks, like %20.

1. In Hawk Drive, navigate to the file or folder you would like to rename.
2. Right-click on the file or folder and select the Rename option.
3. Enter in the name you would like in the Rename field.
4. Click Ok to complete the Rename, or click Cancel if you would not like to rename the file or folder.

OR:

1. Navigate to and select the file or folder which you wish to rename.
2. Click the Rename button.
3. Enter in the name you would like in the Rename field.
4. Click Ok to complete the Rename, or click Cancel if you would not like to rename the file or folder.

There are two methods for modifying files that have already been uploaded: Overwriting and Editing.

Overwriting:
*This method is helpful if you have made extensive changes to a document and want to easily replace the previous document with an entirely new one.

1. Log in to http://hawkdrive.ku.edu/
2. Navigate to and select the file or folder which you wish to overwrite.
3. Click the Manage button to open up the Manage menu, then select Versioning.
4. From the Versioning screen, click the Overwrite button.
5. Browse to select the file you will use to overwrite the existing file. It is important to make sure that the new file name matches the file name of the file you are attempting to overwrite. Non-matching file names will cause your policy document’s link to break.

   *Note: When overwriting a document in Hawk Drive, the file extensions must be the same. If you attempt to overwrite a file with a non-matching extension type (Example: trying to overwrite a .pdf file with a Microsoft Word .docx file), the overwritten file will appear as strange coding, and your policy document will be illegible. If you do happen to accidentally overwrite a file with a non-matching extension type, your previous version of the file will not be lost. As in the older version of Hawk Drive/Xythos, all previous versions of your files will be saved in the Versioning tab of each file’s Manage page. To revert back to your original file, simply go to the Manage page, select the “mismatched”/newest version, and delete it. Your policy will return to the original version.

6. Select Start Upload. Your new version will automatically appear within the Policy Library.

The editing method of modifying a file is most helpful if you have a minor change to make to an existing document. This method makes use of Web Folders, a valuable tool for editing your files in their native applications.

This method only works using Internet Explorer 5.0 or higher (not Firefox). In order to run Web folders correctly, you need to have your "security cookie" set.

To edit an existing policy:

1. Log in to http://hawkdrive.ku.edu/
2. Browse to the policy’s folder.
3. Click on the Launch Web Folder icon to see a listing of all files that can be edited/updated.
4. Right-click on the file name you wish to edit, and select Edit.
5. Make necessary edits within your policy document.
6. Be sure to File → Save As → “Web Page, Filtered (*.htm, *html).” Failure to save as “Web Page, Filtered” will result in undesired changes to your policy’s formatting.
7. When saving a document that you have edited within your Hawk Drive policy folder, make sure to double check that the page title, located just below the “Save As Type” line, has been entered correctly. Click File » Save As, and then click on “Change Title”. After “KU Policy |” enter the Policy Title as it appears within the text of your document (e.g. “KU Policy| Animals in Buildings”).
8. Your changes will be reflected immediately within the KU Policy Library.

1. Check the box next to the file or folder you wish to share.
2. Click the Share button to be taken to the Share Wizard.
3. To select users, click on Search for Users.
4. Search using user’s name or e-mail address. Select OK once you have located the user, and then select Next to continue.
5. Select the permissions you would like to grant the user (Viewer, Contributor, Full Access), and select either Next to send the user a notification e-mail summarizing their addition as a shared user, or Finish.