Capstone Project Wiki

This page provides help on adding stages and reviews to the website.

Occasionally, a team may be denied approval for a stage, which requires a re-review. This is the process to follow when this is necessary.

1. Inform the Capstone Director of the need. If no other team has needed a re-review, the Director will create a new Stage named “Repeat of <Stage Name>”. We only need one repeat stage per review, so the instructor should not create this stage. See Adding Stages for the instructions.
2. Once the Stage has been created, add a new Review for the team. Use the Repeat stage created above as the stage. Follow the procedure found at Manually Adding a Single Review to do so.
3. The team will then submit their documents for the Repeat stage, and the coaches will submit their evaluations for the Repeat stage
4. Ensure that the team will pass the Repeat review by reviewing their materials before they submit them, if necessary. There should never be a Repeat Repeat review.

A new set of stages needs to be created for every school year. The process to do this is as follows.

1. Make sure the new school year has been added. See Add a New School Year
2. For each stage, do the following steps
   1. Go to https://byucapstone.byu.edu/node/add/stage
   2. Enter the name of the stage. It can be a duplicate of the previous year's name. It should not end in the word “Review”, as the word “Review” will be added when design reviews show up in the capstone website.
   3. Enter the short name of the stage. The short name will be used as an abbreviation in submissions and evaluations. Currently, we use the first letter of each primary word in the stage name (e.g. OD for Opportunity Development)
   4. Enter a URL for the Stage Reference (usually a wiki page in the Design Review Reference section)
   5. Enter the text to be displayed for the link to the stage reference
   6. Enter a URL for the Scoresheet (usually a link to a box file)
   7. Enter the text to be displayed for the link to the scoresheet template
   8. Check the checkbox if there is an initial submission (and clear it if there is not, e.g Concept and Winter Planning)
      1. Select the date type for the initial submission. It can be a fixed date, or a number of days before the review
      2. If it's a fixed date, enter the date
      3. Enter the time the submission is due. It's usually 10:00 AM.
      4. Select the date type for the initial submission evaluation (by the grading coaches). It's usually 2 days after the submission
      5. Enter the time for the evaluation to be due (it's generally 8:00 AM).
   9. Check the checkbox if there is a final submission (currently only at the end of each semester)
      1. Select the date type (currently Fixed Date) and, if necessary, the dates for the submission and the evaluation
      2. Select the times for the final submission and evaluation (generally 11:59:59 PM)
   10. Type the school year into the School Year Box. When the proper school year shows up in the popup list, select it
   11. Click the Save button

-Note: you need to save the node_id of the stages in the .csv file used for doing bulk review updates for the particular year. see the Review Scheduling Workbook instructions at bottom of page.

You can manually add reviews one at a time, or you can upload a CSV file containing the information needed to automatically create a set of reviews.

To manually create a single review, go to https://byucapstone.byu.edu/node/add/review. The window shown below will appear.

1. Type in the name of the stage, and when the stage appears in the drop down list, select the appropriate stage. If there are multiple entries with the same name, select the last one on the list.
2. Repeat with the team. If the team number is less than 10, start it with 0 (e.g. 03).
3. Enter the Date and time of the review.
4. Enter the duration of the review (45 minutes is the default)
5. Enter the location of the review. Note: Do not use colons in the location, as they will cause the location to be incorrectly displayed in the scheduling email.
6. Click Save.

The review will be created, along with the appropriate submissions and evaluations. The due dates will be automatically calculated. An email will be sent to the Instructor, Team (including Coach), and Grading Coaches informing them about the review being scheduled.

Get to the review content. The easiest way to do this is probably from your Dashboard, where all the reviews from your pod are listed. If the review doesn’t show up because it’s too far in the future, click the link “See All Instructor Reviews”.

Once you are on the review page, change the Approval Status entry to Awaiting Rescheduling and click on the Update Workflow button.

Next, click on the Edit tab. Change the Review date, time, or location as needed. If you wish to set special due dates for the submission or evaluation, you may do so on this page. Otherwise, they will be automatically recalculated when you hit Save.

You will get a confirmation that you wish to change the subission and evaluation due dates.

The workflow state should automatically change back to Awaiting Review and an email should be sent. If no email is sent, you may wish to visit either the View tab or the Workflow tab to change the state to Awaiting Review, which will send the email.

The website provides functionality for importing a set of reviews. Unfortunately, it’s not quite painless yet. Be sure the following note is completed.

To upload a set of reviews, first create an Excel file with the columns shown below:

Note that Date and Time has both the date and time shown in a single column. If your data has them in separate columns, you can combine them into a single column by summing the two columns together and choosing the appropriate format for sum column (under Time formats).

You need to have the stage name exactly match the stage names listed on the “Stages” worksheet of the Review Scheduling Workbook. It's best to copy the name of the stage from that worksheet.

Next, copy this data into the “Review Schedule” sheet of the Review Scheduling Workbook found on Box under Instructor Materials for the current year. If the Review Scheduling workbook is not available, you will need to create it. See Review Scheduling Workbook for instructions.

Note the highest used row number on the Review Schedule sheet.

Now you will need to prepare the Sheet for Export contents.

1. Go to the Sheet for Export sheet.
2. If the highest used row number on the Review Schedule sheet is greater than 18, you’ll need to copy the formulas in row 18 of the Sheet for Export sheet down to the last used row on Review Schedule.
3. If the highest used row number is less than 18, delete the extra rows on the Sheet for Export Sheet.
4. This will give you a list of data formatted properly for import, similar to the image below.

Now it is time to copy the Sheet for Export to a new workbook and save it.

1. Click on the upper left corner of the Sheet for Export worksheet to select the entire worksheet.
2. Open a new Excel workbook.
3. Click in the upper left corner of the sheet in the new workbook and Paste the data from the Sheet for Export sheet.
4. While the data is still selected in the new workbook, copy the data, and Paste Special, pasting only Values.
5. Save the new workbook as a Comma Separated Values(.csv) workbook. Note: DO NOT save it as a CSV-UTF-8 (comma delimited) file! This is the file you will use to import.
6. NOTE: If you copy extra blank rows, you will get errors on the import. Only copy the rows having the data you want to import.

Now, go to https://byucapstone.byu.edu/admin/config or you can just go to https://byucapstone.byu.edu and click on the Configuration button in the Management menu bar.

Select the Import Content button highlighted above.

On the Import Content window, select the following (see the highlights on the image below):

• Select Review as the content type to import
• Add two content links
  • Click Add Another Item, select Stage, type in a field name of field_stage, and select a search method of Node id
  • Click Add Another Item, select Team, type in a field name of field_team, and select a search method of Node id

Click the Import button

All of the reviews will now be created, along with the appropriate submissions and evaluations. All the submissions and evaluations will have the correct dates. And emails will be sent to all the teams, coaches, instructors, and grading coaches.

The Review Scheduling excel workbook must be updated each year for the new stages and teams. The stages and teams are identified by a Drupal node number, rather than by a name, which allows us to have the same names for stages and teams in different years.

The Review Scheduling workbook is stored in the current year's Box Instructor Materials folder.

Once the teams and stages are created for the year, the Review Scheduling workbook is updated by the following process:

1. Check to see if there is a Review Scheduling Workbook on the current year's Box Instructor Materials folder. If it exists, you shouldn't need to update it, so you can skip the rest of these steps.
2. Copy the Review Scheduling workbook from the previous year's Box Instructor Materials folder to the current year's Box Instructor Materials folder.
3. The Teams sheet of the workbook needs a list of team numbers matched with team node numbers from Drupal.
   1. This list is obtained by going to https://byucapstone.byu.edu/teams/team-ids.csv, which will download a csv file.
   2. Clear the contents of the list on the Teams sheet (save the headings).
   3. Copy the information from the downloaded csv to the Teams sheet of the Review Scheduling Workbook.
4. The Stages sheet of the workbook needs a list of stage titles matched with stage node numbers from Drupal
   1. This list is obtained by going to https://byucapstone.byu.edu/stage-ids.csv, which will download a csv file.
   2. Clear the contents of the list on the Stages sheet (save the headings).
   3. Copy the information from the downloaded csv to the Stages sheet of the Review Scheduling Workbook.

That completes the setup of the new Review Scheduling Workbook.