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Help 7.2 Upload New/Replacement Documents

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Introduction: Once you have created the database entries (See Help document "7.1 Adding, Updating or Removal of a Webpage Document"), it is now time to upload the files for display on the club website. You first need to checkout the document so other members can't edit the document at the same time. The master document is created or updated using Microsoft Word. Once you have finished the document, create a PDF copy using CutePDF (See software section in Members area to install the CutePDF printer so it can be printed from Microsoft Word) then upload and checkin both the PDF and Word documents so others can make changes to the document.


Checking out a document for editing


This step marks your membership number against a document for updating. This will prevent other members from making changes to this document and uploading it until you check it back in therefore preventing loss of your changes to the document.


1) Logon to the members area of the website then select the administration TAB.


2) Select the Documents Maintenance program from the administration page.


Figure 1 - Selecting a document entry for uploading a file to the server


3) Select a document entry to upload replacement files to the server. In figure 1, "Safety, 02_Ride_Signals_Calls" is selected by clicking on the circle to the left of this document. Press the Checkout button.


4) You can see from figure 2, there is a word document and a PDF already uploaded to the server. In that case download the files by clicking on the Download File button then press the Checkout for Editing button to mark the documents out to yourself for editing. This prevents any other member from uploading replacement document until you upload and check these documents back in.


Note: If the Checkout for Editing button does not exist on the screen, it is more than likely another member has already checked out the document for editing. Next to Name and Contact details (See above in figure 2) you should see the name and contact details of the member who has currently got the document out for editing. Contact the member and ask them to check it back in and let you know when this is done. You will then have to return to the panel in figure 2 to download the files again (As it contains the last members changes) before you can checkout and start to make your own changes to these files.


Sunshine Coast Bicycle Touring Club - Help - 7.2 Upload New/Replacement Documents

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Help 7.1 Adding, editing, removing website documents

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Figure 2 - Checkout Panel for documents



5) Now make changes to the Microsoft Word document you have just downloaded. If you haven't already done so, install the CUTEPDF ZIP package on your windows computer. When you have completed making your changes in Microsoft Word, use File then Print from the Microsoft Word menus to send a copy of the document to the PDF distiller by selecting CUTEPDF as the printer. CutePDF will ask you for a filename and location to save the final PDF for the document. 


Uploading and Checking in a Document


6) Select the document for updating the server files (See figure 1) then press the Checkin button.



Figure 3 - Checkin Documents Panel


7) Use the Browse button to select the word document and PDF respectively (See figure 3)


8) Press the Checkin and Upload button to upload the selected files to the server and unmark the files from yourself for editing. These files will then be available for the next person to edit. Alternatively you can use the Upload and leave Checked Out if you want to test the download of the file from the server and check the contents before you release yourself as having sole possession to edit the document.