Usage
From PDF Directory Wiki
If you are a Local User, which means you will only be entering Member data and creating and assigning Teams, you may skip to the section User Access.
| Table of contents |
|
|
Getting Started
Once you have the system up and running(see Requirements and Installation), the next important decision is to decide how it will be managed. This product supports multiple organizations. One is created by default. If this is all you plan to use then you may skip this section. If not, you will have to decide if you want this to be open to the public or controlled privately.
If you decide to open this application up to the public on your site, you can modify the $CFG_FREEORG parameter in the includes/config.php file to true. Anyone coming to your site can click a link to create their workspace.
If you want to have control over who can work on this site you can do this with the default admin user account only. Other administrators can not access this. The admin user can navigate to the file neworg.php which is found at the root(http://yourURL/neworg.php). Here new organizations can be created. The administrator would have to inform their users of their logon so they can start to work in their workspace.
An example of how this would be implemented would be a sports recreation center. Let’s say they have a soccer league, a baseball league and a basketball league. Although the term “organization” is used in this application, it really refers to one directory. In this example, the one organization, the recreation center has 3 leagues, each of which will publish their own directory. To implement this situation, the administrator would create 3 “organizations”, one for each league.
Administration
Once you have your organizations setup, the next step would be for the admin user of the organization to configure Users, Titles and Groups. If you wish to restrict users, it would be a good idea to start with Groups then Users because this will be required to have something to which you can restrict the Users. Before continuing, you may want to refer to the Document Creation Sequence chart.
Users
These are the people who will be entering data into the system. Currently they fall into 4 categories; Admin, Global, Local and as of version 0.2.11 View Only.
The Admin user has access to all configuration for their organization. The primary function of the Admin user is to assign users.
A Global user can perform all tasks except user administration.
A Local user will be restricted to a specific group. For example, you could have a Local user who would be assigned to the Under 10 soccer league. They would have access to only entering data for Under 10. They would have no access to Under 8 or Under 12 etc.
A View Only user can only view member info, but can not edit.
User Assignment
To assign a user, select Users from the menu, enter a username and password and select one of the types described above. Then click the Add New User link. The user should now appear in the table of users. You will then have the options of Update | Delete. Note that there must be at least one Admin account so if there is only one, the Delete option will not be shown.
User Restrictions
If you wish to create a user of type Local, it would be a good idea to jump ahead to Group Assignment and create the Groups first. Once Groups are assigned and a Local user is created, that user will have additional options to select and add Groups to the user. Select a Group from the drop down list an click the Add link. You can add as many Groups as you like for a user. Adding a Group gives the user access to everything in that group and below. For example if you have a user assigned to U-10 which has two Division s, A and B, by Assigning the user to U-10, they would also have access to Division s A and B. If you then try to assign Division A, nothing will happen because they already have access. Now if you did it the other way around, and assigned a user to Division A, the later added U-10, you would see Division A removed from the list and replaced by U-10 which includes Division A.
Configuration
This can be done by Admin or Global users. The following fields are provided from the Configuration link:
Name: This is the name of the organization. It will appear on the top of each page of the user interface.
Language: All text(once language files are complete and updated) will appear in the user interface in the selected language.
Orientation: You currently can only choose Portrait.
Units: This applies to settings such as width, height and margins.
- point: This represents 72 points per inch.
- inch: Settings expressed in inches.
- millimeter: Settings expressed in millimeters.
- centimeter: Settings expressed in centimeters.
Height, Width, Margins and Gutter: These settings are entered in the Units selected above. Gutter is the term for the gap between the opposing pages where they would be bound. Print on the left side pages will be shifted left and on right side pages will be shifted right by this amount to accommodate the binding.
Phone Format: This is for localization. The n represents numeric digits. All else will be stored as shown in this field. If it does not match this format, it will be stored exactly as entered. For example with a format of (nnn) nnn-nnnn you entered a number of 1112223333 it would be stored as (111) 222-3333.
Template: This gives some flexibility as to how the member data will be formatted on a page. The templates are currently PHP code but some time in the future this could be upgraded to something more user friendly.
Team Break: If set to true, if a Team does not fit on a page of the PDF document, a new page will be added automatically. If you have very large Teams, you may want to set this to false to allow a Team to be split across pages.
TOC Page: This is where the table of contents is to be inserted. A value of 1 would mean that the TOC would appear on the front cover(usually not desirable), 2 would mean the inside of the front cover etc.
Map: (Versions 1.0+) This gives you the option to link to Mapquest (http://www.mapquest.com/) from the Member Management section of the application. This service is available from Mapquest for US and Candada addresses only. The default value is None. If you wish to use, choose US or Canada from the Confiuration section.
Titles
Titles are grouped together for a type of team. ex. Board of Directors(Chairman, Secretary, Treasurer). They will need to be assigned before creating teams. The Titles will appear in the final publication for the team members.
To Enter Titles select Titles from the menu. Once in the Titles section you can begin by assigning a Title Type which is merely a name for a group of Titles. Do so by typing in a name that you wish to assign to this Type and select New Title Type ".
Titles can be assigned to each Type by filling in the box and selecting New Title under the appropriate Type. To update a Title once created, make changes in the box and choose Update. If a Title is not already assigned to a team member, an option will appear to delete it. Also, Titles have a priority. Once more than one Title is inserted, they can be re-ordered by moving upward by selecting the ^ link. All Title Types will be created with an empty selection to allow for untitled team members.
Groups
You can start by adding a Group at the root level by going to the Groups section, filling in the box and selecting Add Root Level Group. An example of this would be our U-10 in our previous soccer league example. Once a group is created, sub groups can be created in a similar manner by filling in the box and clicking Add Group in Groupname. In our soccer example, the Division A is a Group that belongs to U-10. All Groups can be updated or deleted(if nothing assigned to it) as with the Titles.
Pages
Pages can be inserted into the document at the desired location. Only offline created, uploaded PDF files are supported at this time. The first step would be to create a page in your favorite word processor. It would be desirable to configure the pages in the word processor to the same configuration as the "Directory" that you are creating online.
Once you have a Page created and exported to PDF, you can upload it by going to the Pages section and using the Browse Button to select the file, fill in a description which will help you identify the page for placement in the document, and pressing the Upload button. Once uploaded, a list of available Pages appears. You have Select Delete View options for a Page.
To add the Page to the document, select the page from the list, then choose a location in the tree where you wish to insert it. The insertion is always before the selected location. Insertion before a Team(indicated by 
icon) is automatic when selecting a Team from the tree. When selecting a Group(indicated by 
icon) from the tree, you will have an additional option of weather that Group will have a page break. All Groups will have a page break by default. It can be useful to disable the page break to prevent a small Group, or one with no Teams at the Group level(i.e. only Teams at sub-groups), from leaving a large blank space on a page.
Once Pages are inserted(indicated by 
icon), you will have the option of removing it from the document or inserting another Page before it. When selected from the tree, a popup of options will be displayed. If you remove a Page it will now be available for re-insertion at another location or deleted from the system.
For Windows users, you can get PDFCreator from: http://sourceforge.net/projects/pdfcreator/ which is a print driver that will output PDF.
Cross platform PDF creation is available from Open Office at: http://www.openoffice.org/
Note that unless you are using software that creates and reads PDF documents directly you will need to keep your original Word Processor document in it’s own format.
User Access
This section refers to the tasks that will be performed by users of the type Local User.
Members
As a Local User you will be entering and maintaining Member information. To do so, go to the Members section in fill in the blanks and hit the Enter Button. Once Members are entered they can be modified by searching by last name (partial ok) and selecting Edit from the list of results. To search all members use the % symbol. If a Member is not assigned to a Team, the Delete option will be presented. Your Members will be protected from deletion once they are assigned to a Team.
Teams
You may add a Team in the Teams section by filling in the name and selecting the Titles created earlier by an Admin or a Global user. This will appear in the first row and at the very right it will tell you where you are adding the team. If you wish to add to another Group, they should now appear at the bottom. Select the desired Group and create teams.
Once Teams are created, you can now add Members. First search for a Member by last name. For all Members enter the % symbol. All matches will appear in a drop-down selection. Also a selection will appear with the list of all Teams in the Group. Select a Team and you will have the appropriate selection of Titles for that Team. Select the appropriate Title for the Member and choose "add".
Viewing Documents
PDF Documents can be generated in one of 2 formats which can be viewed by all users at any time.
- The standard PDF format would require that there be an even number of pages before printing (front and back of each sheet).
- The other format is the "Booklet" format. This is for printing two opposing pages per sheet on each side. This requires the number of pages divisible by 4. You can easily tell if you need to insert or delete one or more pages before printing by looking at the standard PDF format document.
