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Introduction

The eNotices System provides a consolidated channel to disseminate information to all staff/students. Notices are classified into three types, Urgent Notices, Administrative and Services Notices and General Notices and are placed in a centralized location – Notices for Staff/Students in the My Page tab of HKU Portal. In addition, Urgent Notices can be sent to staff and students via SMS, bulk email and/or to all smart phone user installed HKU App via HKU App notification in a timely manner. Staff and students can easily search the notices through the searching functions provided by the system.

Submitter Services provide functions for submitters to submit and manage notices.

  • Submit new notices for approval;
  • Search notices;
  • Edit notices;
  • View notices;
  • Hide notices;
  • Repost hidden notices.

This user guide aims at providing a step by step procedure to submitters to submit and manage notices in eNotices System.

Type of notices

There are 3 types of notices –

TypesDescriptionSubmittersDissemination channels
Urgent NoticeImportant notices that should be disseminated urgently
  • President’s Office
  • Registrar
  • CPAO sending on behalf ofabove
  • MyPage of HKU Portal
  • SMS
  • Bulk email
  • HKU App
Administrative and Services NoticeGeneral notices from administrative offices and service operation notices from service departments
  • Faculty Offices
  • Administrative & service departments
  • MyPage of HKU Portal
General NoticeGeneral notices from all departments
  • All departments
  • MyPage of HKU Portal

Legend

Notice type

Urgent Notice

Administrative and Services Notice

General Notice

Urgent Notice

Administrative and Services Notice

General Notice

Notice status

Status

Icon

Large Icon

Draft

draft

draft

Pending for approval

Pending for approval small icon

Pending for approval large icon

Approved

Approved small icon

Approved large icon

Rejected

Rejected small icon

Rejected large icon

Being posted

being posted small icon

Being posted large icon

After posted

after posted small icon

After posted large icon

Hidden

hidden small icon

hidden large icon

Notice category

Icon

Category

Admission Talk / Career Talk / Information Session / Open Day

Admission Talk / Career Talk / Information Session / Open Day

Ceremony / Press Conference / Media Event

Ceremony / Press Conference / Media Event

Continuing Professional Development Short Course

Continuing Professional Development Short Course

Exhibition

Exhibition

Other Event / Function

Others

Performance Arts (music, dance, drama etc.)

Performance Arts (music, dance, drama etc.)

Public Lecture / Forum / Seminar / Workshop / Conference / Symposium

Public Lecture / Forum / Seminar / Workshop / Conference / Symposium

How to do?

Case 1: Access Submitter Services

  1. Login HKU Portal (https://hkuportal.hku.hk).

    4c1a

  2. Go to “Campus Information Service” > “Central IT Services” > “eNotices (Submitter Services)”.
  3. Submitter Services will be shown in a new window.

    4c1c

Case 2: View the online help

  1. Click the “?“ link at the top right hand corner.
  2. Help popup will be shown in the page.4c2b

Case 3: Log out

  1. Click the “Log Out” link at the top right hand corner.
  2. 4c3a

  3. You have logged out of eNotices System.
  4. 4c3b

Case 4: Search notices

  1. Press on “Search Notices” button.
  2. 4c4a
  3. Enter the search criteria in the fields provided.
  4. Click “Search” button
  5. 4c4c
  6. Search result will be shown.
  7. 4c4d

Case 5: Show Submitters and Approvers

  1. Press on “Show Submitters and Approvers” button.

    4c5a

  2. Lists of submitters and approvers will be shown.

    4c5b

Case 6: Submit Administrative and Services Notice / General Notice

  1. Press on “Submit Notice” button.

    4c6a

  2. If you can submit more than one type of notice, choose Administrative and Services Notice / General Notice from the pop up menu.

    4c6b

  3. Fill in the required fields of information.
  4. Apart from posting under MyPage of HKU Portal, all eNotices will also be posted on HKU eNotices App from 13 Feb 2017. If they are targeted for HKU staff and/or students, login with HKU Portal PIN will be required for viewing under the app.

    The notice requires no HKU Portal login to read via HKU Daily Notices by default. Departments can select to add the login requirement for protected reading of an eNotice by HKU members only (please check the box for this addition).

    4c6d

  5. In step 2, choose the compose method for the notice content.
  6. Press “Next” button to go to the next step.

    4c6f

  7. Option 1: Compose the content in webpage (HTML) format.
    1. Compose the notice content in the editor provided. You may copy and paste the content from Word Document.
    2. Upload the supporting files, such as images, using the file manager provided.
    3. Insert images to the body using the tools provided by the editor.
    4. Press “Next” button to go to the next step.

      4c6g

    Option 2: Upload a webpage (HTML) and related files.

    1. Upload the HTML file created and the supporting files, such as images, for the notice content using the file manager provided.
    2. Select the HTML file for the notice content from the drop down list after the file successfully uploaded to eNotices System.
    3. Press “Next” button to go to the next step.

      4c6g2

    Option 3: Link to a webpage.

    1. Enter the URL of the webpage.
    2. Press “Next” button to go to the next step.

      4c6g3

  8. In step 4, review the information and press “Confirm” button to submit the notice. By default, the first 100 characters of the notice content will be shown in the “Abstract” field. You can change it by pressing the “Change” button.

    4c6h

  9. Press “CONFIRM” button in popup to confirm the submission.

    4c6i

Case 7: View / Edit notice

  1. Click on the title of the notice to view the notice details / edit the draft of the notice.
  2. 4c7a

Case 8: Hide notice

  1. Click on the title of the notice which has been approved / being posted / removed from being posted.

    4c8a

  2. Press the “Hide” button.

    4c8b

  3. Press “CONFIRM” button in popup to confirm hiding the notice.

    4c8c

  4. The notice has been hidden.

    4c8d

Case 9: Repost notice

  1. Click on the title of the notice which has been hidden.

    4c9a

  2. Press the “Edit” button to edit the notice.

    4c9b

  3. You may update the notice information in step 1, step 2 and step 3.
  4. In step 4, review the information and press “Confirm” button to submit the notice for the approver to approve.
    4c9d
  5. Press “CONFIRM” button in popup to confirm the submission.

    4c9e

Case 10: Create the “Mark your e-calendar” button to mark the event on the e-calendar

  1. To create the “Mark your e-calendar” button to let eNotice reader to mark the event on the e-calendar, you should choose the option to compose the content in webpage (HTML) format to create the eNotice.

    4c10a

  2. Move your cursor to the position where you would like to insert the button.

    4c10b

  3. Click on the Insert/edit calendar event button on the tools bar.

    4c10c

  4. The Insert/edit calendar event dialog box will be shown.

    By default, the title of the eNotice has been filled in as the title of the calendar event.

    4c10d

  5. Fill in the information required for creating the link and click the “OK” button to create the button.

    4c10e

  6. The “Mark your e-calender” button has been created.

    4c10f

Case 11: Submit eNotice from HKUEMS

  1. Create an event in HKUEMS.
  2. In the Manager tab of HKUEMS, click “Manage active events” and find the “eNotice” button.4c11b
  3. Click on the “eNotice” button to export the event information to eNotices System.
  4. 4c11c

  5. Review the event information in HKUEMS Interface.4c11d
  6. Click on the corresponding create notice button to create eNotice according to your submitter privilege and the nature of the event.
  7. When creating the eNotice, the event information will be mapped to the corresponding field of the eNotice.4c11f
  8. After the notice is created, you can amend the notice details.Click the “Next” button to continue.4c11g
  9. By default, the “Link to a webpage” option has been chosen and the event details page has been linked as the content of the notice.Click the “Next” button to continue.4c11h
  10. By default, the webpage address (URL) of the event details page has been filled as the content of the notice.Click the “Next” button to continue.4c11i
  11. Finally, click on the “Confirm” button to submit the eNotice to the approver for the approval of the notice after reviewing the details of the notice.4c11j
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