Document Management Procedures

For comprehensive site instructions, see the site help manual.

Common Tasks

• How do I create/update meeting minutes?
• How do I create/update a meeting?
• How do I add to/update the list of members of the association?
• How do I create/update a newsletter?
• How do I create/update an event on the site/committee calendar?

How do I create/update meeting minutes?

1. Login
2. Create meeting minutes
   
   1. Choose minutes folder by committee
   2. Create a subfolder for the meeting within the committee minutes folder
   3. Upload the Word file of the minutes to the subfolder
   4. Upload a PDF file of the Word document in the subfolder
   5. Designate the PDF file as the default view of the subfolder
   6. Publish the subfolder
3. Update meeting minutes
   
   1. Choose minutes folder by subcommittee
   2. Replace the Word file of the minutes
   3. Replace the PDF file of the minutes

How do I create/update a meeting?

1. Login
2. Create a meeting
   
   1. Go to the Meeting Materials folder of the group having the meeting
   2. Create a new folder
   3. Create a new page within the folder
   4. Copy and paste agenda into the new page, using WYSIWYG editor
   5. Upload the Word file of the agenda to the meeting folder; name it agenda.doc
   6. Link to agenda.doc from the Agenda page.
   7. Create a PDF file of the agenda, upload to the meeting folder; name it agenda.pdf
   8. Link to agenda.pdf from the Agenda page.
   9. Set the Agenda page as the default view of the Meeting folder.
3. Update a meeting
   
   1. Go to the meeting you wish to update
   2. Click the "edit" tab
   3. Edit the agenda
   4. Click "save" when finished
   5. Go to agenda.doc, click the "edit" tab
   6. Replace the document with the updated Word file
   7. Go to agenda.pdf, click the "edit" tab
   8. Replace the document with the updated PDF file

How do I add to/update the list of members of the association?

1. Login
2. Add a new member
   
   1. Go to the member list
   2. Go to "Add new..." and select the file type "ramember"
   3. Fill in the member's information
   4. Click "save"
   5. Click on the "contents" tab of the folder
   6. Find the member item that was just added and click on it
   7. Change the state from "public draft" to "published"
3. Update the member list
   
   1. Go to the member list
   2. Click on the member item you wish to edit
   3. Click the edit tab
   4. Update the information
   5. Click "save"

How do I create/update a newsletter?

1. Login
2. Create a newsletter
   
   1. Make a copy of the newsletter template
   2. Rename the folder "current"; change the title to Month/Year (i.e., "September 2008")
   3. Modify the relevant articles, article titles, links and anchors; do NOT change "spotlight", "regional", "national", "subregional", or "next issue".
   4. Go to the previous newsletter and rename the folder from "current" to "Month-Year"
   5. Place the new newsletter in /documents/newsletters
   6. Email Chris so he can create a special PDF version with the logo and headline
3. Update a newsletter
   
   1. Go to the newsletter you wish to update
   2. Click the "edit" tab
   3. Modify the information you wish to change
   4. Click "save"

How do I create/update an event on the site/committee calendar?

1. Login
2. Create an event
   
   1. Go to the calendar folder of the group having the event
   2. Click "Add New Event"
   3. Fill in the relevant information
   4. If it's a meeting, link to the meeting minutes
   5. Click "save"
   6. Change the state of the even from "Public Draft" to "Published"
3. Update an event
   
   1. Go to the event to be updated
   2. Click the "edit" tab
   3. Update the information
   4. Click "save"