General note: For access to the Private View* of the Roster, and for editing the Roster, a login user name and password are required. These are provided to members and editors separately from these guides. *The Private View is not yet active.
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Layouts of the Roster: Public and Private views are similar, except that only a few fields - name and photo - will ever be presented in the Public view. Each member's data is in a record which is arranged horizontally into fields. Member records are arranged vertically, with columns for each field type. The title for each column is in a blue bar at the top, e.g. Last Name. The records are sorted according to the contents of one or more columns. When the data is first presented, it is sorted by Last Name, then First name. There is a maximum of 200 records on a page. Both the sort criteria and the page lengthever are viewer-adjustable, as will be described below.
Sorting
To change the sort criteria, hover the mouse on the title of the column in the blue bar on which you want to sort, then click the down arrow that appears. Options such as Sort will appear. Click on Sort and the sort criteria will appear, e.g. ascending, descending. Choose and click the one you want. The sort will occur, resulting in all member records sorted according to the criteria you set. You can sort again, but the earlier sort criterion will remain in effect as a higher level sort order. This allows compound sorting, e.g. Last name, then First Name. To remove the earlier sort criterion, click on Sort in that column again, then click Remove Sorting. Then choose the new criteria.
It is simple to find a subset of the roster by performing a search. In the left above the blue bar, click on the word Search. Each column will now have a field into which you can put search criteria, e.g. name, number, etc., and qualifiers for its use, e.g. Contains, Greater than, etc. Enter any desired criteria and click Search. All the records that meet the search criteria will be displayed, and no others. When you are through searching, click Cancel. NOTE: Searching is not possible in the "Summary" view.
As mentioned above, a page can display up to 200 records. In the left above the blue bar, near Search, are controls for paging forward and back to view all the records. The limit can also be changed. Above the blue bar is a drop down list for changing the number of records per page.
Member data can be edited using the Roster - Edit View, which is accessible only to authorized database editors (contact the Executive Committee regarding authorization). The Roster - Edit View is laid out just like the Public and Private views (see viewing instructions), but has some additional commands - Add, Duplicate, Delete and Edit. The first three of these appear above the blue bar, at the left end. The Edit command appears to the left of each member record.
To add a member record, click Add. The screen will now show an Add Record box. It contains a field for each element of member data, e.g. Last Name. Fill in each field. Note that three of the fields are marked by a red asterisk (*). These are required fields. The others are all optional, but there is usually no reason to leave them blank. Also note that, although it is not indicated, the Number field entry must be numeric, and the Email entry (not currently implemented) must be in valid email format. There is a dummy entry in each field to show the expected format. When all fields are as you want them, click Submit. If you want to add a photo at this time, before clicking Submit follow the instructions for Add photo given below.
To edit a member record, click Edit at the left of his record. The screen will now show an Edit Record box. It is preloaded with current values in each field. Make any desired changes. Note that three of the fields are marked by a red asterisk (*). These are required fields. The others are all optional, but there is usually no reason to leave them blank. Also note that, although it is not indicated, the Number (SIR #) field entry must be numeric, and the Email entry (not currently implemented) must be in valid email format. When all fields are as you want them, click Update. If you want to add a photo at this time, before clicking Update follow the instructions for Add photo given below.
Photos to be entered in to this database must meet the following constraints: square, 100x100 pixels, jpeg, medium quality, file size < 20kB. The photo, meeting these constraints, must be on your PC before it can be uploaded to the database. To upload it, from either the Add Record or Edit Record screen, in the field labeled "Upload member photo" click the Choose File button. This will bring up a search box. Find the file and select it. Click the Update or Submit button. You may need to click the button again. The roster should appear with the photo in its place.
To duplicate an existing record, click Duplicate. A dialog will confirm that you want to do so, then the new record will appear below the original.
To delete an existing record, click Delete. A dialog will confirm that you want to do so, and the record will be deleted.
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