SGA web site administration user guide Revision 1.3 Wednesday, July 11, 2007

Transcription

1 SGA web site administration user guide Revision 1.3 Wednesday, July 11, 2007

2 SGA web site administration user guide SGA web site administration user guide General Typo3 backend administration Text documentation Videos Elections (st_election) Main Menu The election list Adding a new election Deleting an election Editing an existing election Adding a new position for a given election Deleting a position Adding a new candidate for a given position Deleting a candidate Election results and security Audit Membership (st_membership) Member information Send members their account information Edit a member s payment history Edit a member s information: Periods and Fees Adding a new period of payment Edit an existing period of payment Delete an existing period of payment Port members Import members Export members Generating an XML file from a MS Access database Newsletters Direct Mail Recipient Lists Quick Mail Sending a page to a mailing list Preparing the mailing Sending the mailing to your recipients list...23

3 1. General Typo3 backend administration As any good open-source community project, TYPO3 relies on a solid documentation base. Since there is no need to re-invent what already exists, we will present what documentation is available on the typo3.org website Text documentation For the conventional mind, there is a good written documentation base at: A special interest should be given to the Getting Started guide as this is where you ll find over 90% of the information you will need to manage your TYPO3 website 1.2. Videos If you prefer a more interactive approach, the TYPO3 team also offers most of its documentation in video format. From editing page content to user management, the list of covered subjects is diversified and complete. Just hit the following link to get a glimpse of what is available: For Microsoft Windows users, the videos are available in WMV format. For each WMV video, you can choose from 3 audio tracks: English, German or Danish. The WMV videos are available by visiting the following link: In all cases, how to download and play those videos is well explained, as well as how to select the desired language in Microsoft Windows Media Player. Topics of interests are: Getting started: o General principles o Edit and create pages and content o Backend module o The list module and clipboard o User management (Administrator) The How-To Collection: o Set Page Permissions (Administrator) o Mount a File Folder (Administrator) o Anything that picks up your curiosity 3

4 2. Elections (st_election) The extension Elections is composed of two parts: The back-end administration module and the front-end content. This tutorial will describe the back-end module. To access the module, left-click on the Elections icon located in the modules toolbar, under Tools as highlighted on Screenshot 1. Clicking on this icon will bring up the main election list. Screenshot Main Menu The election list The election list is the module s entry point. It details a handful of information for each election registered, a list of possible operations for a given election and the possibility to create a new election. Screenshot 2 Let s take the time to have an overview of all the information presented. For a given election, 6 fields of information are presented: Name Name given to the election at creation time. Freeform text. Description Description given to the election at creation time. Freeform text. Start Date Date at which the election will first appear in the front-end and give SGA members the possibility to place their votes. End Date Last date possible for SGA members to register their votes. After this date, the election will disappear from the front-end and the results will be instantly available in the back-end. 4

5 Disable Publish Results Edit election Delete election Results and audit If disabled, the election will appear as non-existent / deleted in the front-end but will remain available from the back-end module. Any election can be disabled at any time without any constraints. LEGACY. Used to publish results in front-end. Since no results are ever published, this field is presently useless. The pencil icon (Screenshot 2 2). Edit election details, as well as positions and candidates associated to this election. More details in sections 2.4 thru The trashcan icon (Screenshot 2 3). Delete given election if it has no current positions and it s not yet started. More details in section 2.3 The bar graph icon (Screenshot 2 4). Consult results and/or perform a security audit. More details in section 2.5 Also available, but not directly in the list, is the new election icon (Screenshot 2 1), used to create a new election. The process of creating a new election is presented in section Adding a new election Once you have left-clicked on the new election icon in the main election list, you are presented a form similar to the one shown in Screenshot 3. Screenshot 3 There are 6 fields to fill out before you can create your new election: Election name Name given to identify the election. Freeform text. Description Description given to detail the election. Freeform text. Start date Date at which the election will first appear in front-end. SGA members will (dd-mm-yyyy) not be able to place their vote for this election before its start date. End date Last date possible for SGA members to register their votes. After this date, (dd-mm-yy) the election will disappear from front-end and the results will be instantly 5

6 Password & repeat password available in the back-end. Secret password used to run a security audit on the election. This password must be kept confidential. If you loose this password, there is no way to restore it as it is not kept anywhere in the system. A lost password means that it will be impossible to run a security audit on this election. Repeat the password to ensure it was typed correctly. Once all fields are filled, you can hit the Submit button to proceed with election creation. At anytime, you can hit the Back to main election list button to cancel the operation and return to the main menu Deleting an election As explained in section 2.1, clicking the trashcan icon (Screenshot 2 3) will delete an election. This action must be confirmed. As soon as the trashcan is clicked, a confirmation notice will pop up. Clicking cancel will cancel the operation. Clicking yes will proceed with the removal of election. There are 2 conditions that need to be verified in order for an election to be deleted: It must have no current positions associated to it; It must not have been started, meaning the start date must not have been reached already. In both cases, an error message will be returned to the administrator to inform him of what condition(s) failed Editing an existing election Once you click on the pencil icon (Screenshot 2 2) in the main election list, you are presented with a form similar to the one presented in Screenshot 4. Screenshot 4 Four (4) fields can be edited here: 6

7 Election name Already described in 2.1 and 2.2 Description Already described in 2.1 and 2.2 Disable Yes/No field. Already described in 2.1. Check this field to disable instantly the election in front-end. It will remain available from the administration module. Any election can be disabled at any time without any constraints whatsoever. Show Results LEGACY. Presently useless as results are never published in front-end. It is also from this form that positions will be managed (and their associated candidates). The bottom part of the form gives us information about the current positions associated to the election. As in 2.1 for the elections, you can use the pencil icon (Screenshot 4 3) or the trashcan icon (Screenshot 4 2) to edit or delete a position respectively. There is also the add position icon (Screenshot 4 1) similar to the one presented in Adding a new position for a given election Once you click on the add position icon (Screenshot 4 1), you are presented a simple form with a single text field: the position name. Once filled, you can hit the Submit button to proceed with position creation. You can also click the Back to election details to return to the previous form or Back to main election list to go back to main menu Deleting a position This task is similar to deleting an election (see 2.3). As soon as the trashcan icon (Screenshot 4 2) is clicked, a confirmation notice will pop up. Clicking cancel will cancel the operation. Clicking yes will proceed with the removal of position. There are 2 conditions that need to be verified in order for a position to be deleted: It must have no current candidates associated to it; The associated election must not have been started, meaning the start date must not have been reached already. In both cases, an error message will be returned to the administrator to inform him of what condition failed Adding a new candidate for a given position If you click the pencil icon (Screenshot 4 3), you will be presented a new form giving details about existing candidates for the given position. From there, you can click the add candidate icon (similar to the add election or add position icons). You ll then have to fill a text field with the name of the candidate and hit the Submit button. 7

8 Deleting a candidate If you click the pencil icon (Screenshot 4 3), you will be presented a new form giving details about existing candidates for the given position. From there, you can click the trashcan icon associated with the candidate you want to delete. As in the case of elections (see 2.3) or positions (see 2.4.2), you ll have to confirm this operation before it is processed Election results and security Audit From the main election list (see 2.1), you can click the bar graph icon (Screenshot 2 4) to reach the election results (see Screenshot 5). This is also where you will be able to perform a security audit on the election. Screenshot 5 8

9 Screenshot 5 shows a typical election results scenario for a finished election (one with a reached end-date). If an election is not over yet, the results will be partial and the administrator will clearly be noticed that the election is still running. To run a security audit, click on the magnifying glass (Screenshot 5 1). You ll then be asked your secret password as entered when you created the election (see 2.2). If the password is correct, the audit will be performed. A typical audit result looks like Screenshot 6. Screenshot 6 9

10 If something went wrong, if the election was cheated or if the database is corrupted, administrator will be noticed accordingly. IMPORTANT NOTICE: entering the wrong password will also give a notice of corrupted data. What happens is that the encrypted data cannot be correctly decrypted and thus is considered corrupt by the system. This is another good opportunity to state that the password associated with an election should be kept secure and not be forgotten! 10

11 3. Membership (st_membership) The extension Membership is composed of two parts: The back-end administration module and the front-end content. This tutorial will describe the back-end module. To access the module, left-click on the Membership icon located in the modules toolbar, under Tools as highlighted on Screenshot 7. Clicking on this icon will bring up the membership module. Screenshot 7 In TYPO3, there is a common practice for backend modules to have a dropdown menu for the different parts of an extension. The Membership module adopted this practice and has 3 subsections available in its menu, as illustrated in Screenshot 8. Screenshot 8 This is an overview of those 3 sub-sections before we go any further: Member Information Periods and Fees Port Members This is where you can have basic member information as well as a payment history. It is also here that all annual membership payment will be recorded. See section 3.1 for more details. Add/Edit/Delete periods of payment. Editing a period of payment let you modify the grace period, the fees for each group of members and the link used to refer to the saferpay online payment system. See section 3.2 for more details. Importation and Exportation of all members information. See section 3.3 for more details. 11

12 3.1. Member information Once the Member information option has been selected from the Membership module s dropdown menu, you are presented with a table similar to the one presented in Screenshot 9. Screenshot 9 You have a list of all registered members in the system. You can then send members their account information (Screenshot 9 1 and 3, see section 3.1.1) or edit a member s personal data and payment history (Screenshot 9 2, see section 3.1.2). Note that you can also re-order the list by the options given in the box, then by clicking the Show fields button (Screenshot 9 4). The page will reload and re-order the list of members Send members their account information The membership module gives an administrator the possibility to send login information to users by . The concerned user will receive an containing his account username and password in order to access the restricted area of the SGA website. There are two possible ways to do this: All members at once Specific user Clicking the Send all members their account information by link (Screenshot 9 1 ) will pop up a confirmation window. If confirmed, a mail will be sent to each SGA member. Clicking on the envelope icon (Screenshot 9-3) will pop up a confirmation window. If confirmed, a mail will be sent to the selected SGA member. 12

13 Edit a member s payment history Clicking the pencil icon from the main form (Screenshot 9-2) will bring up another form, similar to the one presented in Screenshot 10, presenting the different periods of payment registered in the system and the user s current payment status for each period. Screenshot 10 Periods which are unpaid will be clearly identified with an Unpaid notice in the Paid on? column and will have a pencil icon (Screenshot 10-1) visible, giving the administrator the possibility to add a payment for the concerned period. Clicking this pencil icon will bring a form similar the one presented in Screenshot 11: 13

14 Screenshot 11 After you have verified the year, the user and the amount of given payment, you can fill in the date at which payment was made and click the submit button to add the new payment to the system. The date of payment field has a default value set to the current date. As always, you can click the Back to Members listing link to cancel the operation and go back to main form Edit a member s information: To edit a current member s information, you need to click on the pencil icon from the main Member information page (Screenshot 9 2). You will then click on the Edit Member Information (Screenshot 10-2). You will then be sent to a page similar to Screenshot 12: 14

15 Screenshot 12 This page is used to modify the member s informations. After you are done modifying the member s informations, you must click on the Submit button (Screenshot 12, 1), to save member s informations. 15

16 3.2. Periods and Fees Once the Periods and Fees option has been selected from the Membership module s dropdown menu, you are presented with a table similar to the one presented in Screenshot 13Screenshot 9. Screenshot 13 From here, you have an overview of registered Periods of payment. You can then either add a new period of payment (Screenshot 13 1, see section ), edit a period (Screenshot 13 2, see section 3.2.2) or delete a period (Screenshot 13 3, see section 3.2.3Erreur! Source du renvoi introuvable.) Adding a new period of payment Clicking the add new period icon (Screenshot 13 1) will automatically add a new period to the list. The period will be disabled by default, meaning it will not be visible in front-end, thus, not yet available for members to place their payment. To enable the period and/or to modify the grace period, fees and saferpay url for the different member groups, you ll have to edit the period of payment (see section 3.2.2) Edit an existing period of payment Once the pencil icon (Screenshot 13 2) is clicked, you ll be presented with a screen similar to Screenshot 14. From there, you can edit all details related to a given period: Is the period disabled? A disabled period is not available in front-end and invisible to SGA members. What is the Grace period (in days)? In other words, how long will members keep access to restricted area of the website after then period s end date if they have not paid their membership fee? For each member group : o What is the yearly fee in euros? o What is the URL used to link to the saferpay online payment system for this group? Different group have different fees and thus different URLs. 16

17 Screenshot 14 One all information has been filled, click on the Submit button to record the new data. 17

18 Delete an existing period of payment Clicking the trashcan icon (Screenshot 13 3) will pop up a confirmation notice and, if confirmed, will delete given period and all associated member payments (if any are recorded) Port members Once the Port Members option has been selected from the Membership module s dropdown menu, you are presented with a table similar to the one presented in Screenshot 15. Screenshot 15 From there, you have 2 options, either you import members from an XML file (see 3.3.1) or you export members to a CSV file (see 3.3.2) Import members The process of importing member data is straightforward once you have the XML file ready. For a procedure of how to generate the XML file from an Access database, see section Click on the Browse button (Screenshot 15 2). In the file-selector window that pops up, select the XML file to import from. One your file is selected and you can see its path in the address bar (Screenshot 15 1), click the Send File button (Screenshot 15 4) to launch importation. You should then see a report of what members were imported Export members Simply click on the Export SGA members to CSV file link (Screenshot 15 3). A Save File dialog will ask you whether you want to open the generated CSV file or save it to disk Generating an XML file from a MS Access database In Microsoft Access, use the export function. Click File->Export. You will then be taken to a window similar to the one presented in Screenshot 16 (our sample screenshots are in French but the English version should be identical). 18

19 Screenshot 16 As in the Screenshot, select XML from the File type dropdown menu. Give a name to your file and select in which directory you want to save it. Then click the Export button. A new window, similar to Screenshot 17 (again, sample screenshot is in French). Check the first checkbox: Data (XML) only. Leave the two other blank, then click OK. Screenshot 17 The XML file is then generated and should be placed in the directory where you chose to save it. 19

20 4 Newsletters Adding a newsletter is nothing more than adding a page under the SGA News branch in the page tree (Screenshot 18 2). You then need to edit the page s properties: enable the hide in menu option; set the start time field, which will become the publication date; uncheck the hide field to unhide the newsletter in frontend; Optionally set the page type to external url` if you want the newsletter to redirect automatically to a static web page or a media file (pdf, word, etc.); The added page will be the container for the new newsletter, ready for use as any standard page under TYPO3. The caches Screenshot 18 will be cleared automatically upon creation or modification of any pages under the SGA News node. Changes will automatically be reflected in the frontend. If you do not want a newsletter to show up in frontend, it should be hidden in the page properties. 5 Direct Mail Direct mail is a TYPO3 extension generally used to manage mailing lists. It also feature a quick mail system which we ll cover here. The official documentation can be found on the TYPO3 website (typo3.org) under the extension section although it covers the installation and management rather than the functionalities. Once you have clicked on the Direct Mail module icon (Web->Direct Mail), the main content area will list the available direct mail folders. In our case, there should be only one, entitled Direct Mail Module. Clicking on Direct Mail Module brings us to the main Direct Mail interface. As usual with all modules in typo3, you have an option menu, located at the upper right of the screen. This menu gives 7 options: Newsletters Direct Mails Recipient Lists Mail Engine Status Quick Mail Categories Conversion Module Configuration 20

21 Only the Recipient Lists and Quick Mail options are of interest to us. Recipient Lists (section 4.1), as the name implies, will help us manage mailing lists. Quick Mail (section 4.2) will be used to actually send mails. 5.1 Recipient Lists Once you select Recipient Lists in the option menu, the module will print all the lists currently available. Screenshot 19 From here you can create a new recipient list (Screenshot 19 3), edit an existing list type, title and description (Screenshot 19 1) or edit the members signed to a given list (Screenshot 19 2). You should look at how the all members list is made in order to understand how to create new lists. 5.2 Quick Mail Selecting QuickMail in the option menu brings you to a usual mail form. 21

22 Screenshot 20 The only important point here is to use the Many mails, one for each recipient option. Otherwise, the mail could be considered as spam by many mail clients since we are using mailing lists of over 100 addresses (over 800 addresses for the all members list at time of writing this document). Once you are ready, click Send message to all recipients of list immediately to send the . A confirmation message will be printed, listing all the addresses that will receive the Sending a page to a mailing list To start sending a mailing to a list of recipients, you first need to modify the page that you want to send Preparing the mailing To do this, you need to click the Page module, in the top left menu. Then, select html_mailing, under DirectMail Module, in the page tree. 22

23 You will then be sent to a page that looks like this: You can then edit the page s content as you would add/edit any TYPO3 content Sending the mailing to your recipients list To send your mailing list to a list of recipients, you first need to select the Direct Mail module in the module list. Then, select html_mailing, under Direct Mail Module folder in the page tree. 23

24 You will then be sent to a page that looks like this: You will then select the html_mailing link shown on the image above. This will send you to this page: You will then select, in the top right listbox, the Fetch and compile mail content. This will send you to this page: 24

25 You will then click on the Fetch and compile content button. This will send you to this page: You will then select the Mass-send mail option, in the top right listbox. This will send you to this page: 25

26 On this page, you need to select your recipient list, then click on the Send to all subscribers in recipient list button. This will prepare a mailing in the engine. This will send you to this page: To send the mailing right now, you need to select the Mailer Engine Status option, in the upperright listbox. 26

27 This will send you to this page: You will then have to click on the Invoke Mailer Engine, and the engine will send your mailing right away. 27