How to log on:    Go to www.gulfalliance.org.  Click on enter.  (Note: the front artwork will vary each time you enter.)  From here you can access the calendar and many other areas of the website.  However, if you wish to submit an event, an article, or update your record, you need to log in.  Note:  Only current members of GALA have log-in privileges and you must have an email address to log-in.  Click on Log In (on the bottom of the left hand menu) and enter your email address and your individually-assigned pass code.  Click on continue.  If you do not know or have forgotten your pass code, enter your email address in the appropriate field, and click the email my password to me button. An email containing your password will be sent to you.   You will know when you are logged in because there will be a message at the top of the page that states Welcome <your name>. If this is not you, please click here.   When you are done, simply click the Logout link.  Note: If you are not active on the web for 30 minutes, you will be automatically logged off.

How to enter into the board section:  On the menu to your left, you will see Board because your pass code is set up for board access.  Click on Board.  On the Board Information Page, you will have access to:
• Board Responsibilities
• Financial Spreadsheet (pending)
• List of potential members
• List of potential fundraiser invitees
• List of potential sponsors
• Membership Status Report (click on “all” for a complete list)
   Note: We are leaving expired as members for a month to see if renew

All of the lists and the Membership Status Report are updated any time there are changes to the database.
 
How to generate mailing labels:
Go to the Board Information page.  Click on the appropriate list (for instance, List of potential fundraiser invitees).  Highlight all names and addresses, click on copy and paste into an Excel spreadsheet.  Save it and close.  Go to Word and under Tools, you will find MailMerge.  Select labels, browse My Documents for your Excel file you just saved and finalize the mail merge.   

How to do an email blast:
To email to the general community, go to the User List.  Select General Community.  Select My Information.  Go to bottom of form and write message, select recipients and send.

To email to the members only, go to the User List.  Select Members.  Select My Information.  Go to bottom of form and write message, select recipients and send.

To email to the board only, go to the User List.  Select Board.  Select My Information.  Go to bottom of form and write message, select recipients and send.

Instructions for GALA Treasurer
PayPal will send you a message when someone has renewed or submitted an application form.   Please notify the Membership Chair to have that individual’s record updated or if new, to have an email sent with his/her password.

Instructions for Calendar Editor
Any member can submit an event.  Once approved by the administrator, it will be posted.   Managing a calendar page involves the following steps: 
1) Set default view: When you select the calendar template you are presented with options for the default calendar display. Select Grid to display the calendar in a grid format. Select List to display the calendar in a list format. Regardless of the default selection, your site visitors have the option to change the display format if they wish. 
2) Select event type(s): The calendar tool allows Administrators and Editors to create any number of different event types (e.g., meetings, holidays, anniversaries, etc). The live calendar allows the visitor to filter specific event types to view on the calendar grid or list. All event types currently associated with our site calendar are displayed below Calendar display options. To create individual calendar pages that pull specific information (event types) from the calendar database, select the events you want to display on the calendar and then click Select event type(s). If no event types are selected, the calendar automatically displays all event types. Our site visitors will still have the option of selecting different events for viewing on the live calendar. 
3) Omit calendar type options: Our web site is set up to limit the calendar items to only the event types selected in the Page editor. This removes the option to view other event types on the live calendar. This might be useful if, for example, you want a calendar for nonmembers and a calendar for members that contains more information.  
4) Preview calendar page: You can preview our live calendar page by clicking on the Preview calendar link either below the calendar options or at the top of the page. 
5) Post/Unpost calendar: After selecting the calendar template, the Status will indicate that the calendar is Not posted. You must post the calendar before it is displayed on the live site. To post the calendar, click the Post button. The Status will update accordingly and the cell containing the calendar options is shaded to give a quick visual representation that the calendar has been posted. To unpost the calendar, click the Unpost button. The Status will update accordingly and the cell shading will be removed
 
To Submit an event:
1) Click Calendar entries in the Site manager navigation bar to add events to the online calendar. This takes you to a page that displays one month of a calendar. To change the month, use the buttons surrounding the month's name. The "<<" button will take you to the beginning of that year, while the ">>" button will take you to the end. The "<" and ">" buttons move you one month backward or forward, respectively. Click on a date to display the event submission page. Here, there are a number of items for you to complete. Some items, marked with red, are required. Others are not. However, site viewers will click on events to get more information about them, so it's a good idea to include as much information as you can.
2) Event date: By default, this field will be the date corresponding to the date you clicked in the calendar grid. However, you can change the event date by updating this field with another date. The date format may be numeric (7/23/03) or text (July 23, 2003). If using the text format, you need only enter the first three letters of the month.
3) Event begins, Event ends: Use these pull-down menus to select the starting and ending times for the event. The site visitors will see this information when they click the event name to display more detail. If the event has no starting or ending time, click the box entitled "Entire day." If the event has a starting time but no predetermined end time, click the box entitled No end time. Can set an expiration date for a one time event.  Note:  you can archive all items, for instance, Plein Air goes into Archives on 5/22/06.  You have an option between the Post date, Expiration date, and Archive date.  If want to take something off for a while, just unpost.
4) Event type: You may want a certain page to display a calendar with only one type of event, or you may want to give site visitors the option to turn off types of events that don't interest them so the calendar is easier to read. For these reasons, you should classify all your events by event type. You will see boxes for any event types that already exist for your site calendar, as well as a field to enter a new event type. One event can be classified as any number of types, so click whatever categories apply, and if you wish to make a new category, type the new event type name into the field. The new category will be created when you save the event and will be included in the event type list when entering additional events.
5) Public/private: Public events are displayed on the 'live site' calendar. Private events are viewable only by those logged into the administrative tools (Submitters, Editors, and Administrators). You may wish to use this option for scheduling Web team meetings or article submission deadlines.
6) Event Title: The event title is displayed on the calendar grid or in the list. The title is displayed as a link, so when viewers click on it they can read more information about the event itself. The title can be the actual name of an event, like "First Friday," or it can be a piece of information, such as "Center closed for repairs."
7) Event Location: This information, like the starting and ending times, will be visible to the site visitors when they click on the event link for more details.
8) Description: This information will also be included in the event detail when the event link is clicked. This is where you can include event particulars not included in the other fields. It's also an opportunity to explain why people might want to attend or participate in the event.
9) Approved: This field is used to approve events that have been added by Submitters. An Editor or Administrator must check this option before the event displays on the live calendar.
10) Delete a calendar event: To delete a calendar event, click the event name in the administrative calendar grid. Click Delete event underneath Update event. Warning: The CMT does not display a confirmation dialog when deleting events. 
Note: If anything is imported from Word, ALWAYS CLEAN IT UP (see clipboard with Word logo).  From Word, copy info to Notepad (which strips out all of the Word extraneous) and the copy the Notepad info to the website.

NOTE:  If you use Adobe Acrobat Professional, you can set up the calendar to print monthly events to Adobe, include the GALA logo and mail out.

Instructions for Membership Chair: 
To add or edit a record:
1) Choose from User list: Member or General Community 
2) Enter name and contact information.  Note: Every record must have an email address (which cannot be repeated on another record).  If an individual does not have one, make one up and place a check mark in ”Bad Email address” (so one won’t be automatically generated) and the individual will still be able to access info.
3) Disable broadcast email (only a board member can do a broadcast)
4) Receive email (keep open, i.e., unchecked)
5) Make sure you complete “membership expiration date”.  Each month, the files will reviewed for a monthly mailout as a member’s anniversary date is approaching.  That individual can then go to Paypal to remain a current GALA member. 
6) In the bottom chart, check “Submit” under Registered User, Member (if he or she is one; otherwise “No Access”) and Artist (if he or she is one; otherwise “No Access).
7) Click Save.

Paypal notification:  Upon receiving a notice from Paypal of a renewal or new membership, go to the specific record.
1)  If it is a renewal, look under Members.  Designate the membership category, update the Membership Expired date, unhide them, and send thank you email in the bottom _______________box and click Update.
2) If it is a new membership, go to General Community?, and look up record.  Designate the membership category, update the Membership Expired date, unhide them, Change to Member (edit) in the data box  near the bottom, click on Send passcode box, write thank you in bottom box and click Update. 

*Note:  An administrator will also be able to note a new member because an asterisk will appear next to his/her name in the roster. 

To send monthly reminder of membership renewal:
Go into the query, update the expiration month, and send the email.


Instructions for Article Editors:
To create an article, first you must create a page:
Go to the Page Bank and click on Create a new page link. 
• Page Title:  Enter the page title in the Page title field.      
• Description:  This content reminder will be displayed in the page bank list.    
• Keywords: Keywords, separated with a comma, are used by some search engines to find your Web page.
• Members only option: This limits access to Members only.
• Email link: Allows the visitor to email the page to a colleague. 
• Page expiration:  You can put a date expiration on a whole page or just a section.  You can also add a note for instance after an annual event i.e., “Thank you for your support.  The 2006 Plein Air Paint-Out is now over.  Please join us next year……”
• Templates: Use the Template pull-down menu to choose the general layout of articles on the page or one of the specialized page templates. Once selected, the thumbnail representation of the page will update to display the new template selected. Click Update to change the template. You can change the page template at any time by selecting a different template from the pull-down menu, and clicking Update.
• Additional Page editor features: After submitting a new page, additional options will be displayed under the Site management navigation bar next to the large words "Page editor." These allow you to preview the page, edit popup options, and create a new page without having to return to the page bank.
• Preview the page: To preview the page, click Preview page.
• Edit popup options: Each page in the page bank can also be used as a Popup Window (a new browser window with specified width, height, and features). This is useful if you have, for example, thumbnail images for which you want to display additional information when clicked, or if you want to display a form in a popup window. 
• Page links: You can create a single line page link for any available position on the page. These links can either be links to other pages chosen from the page bank, a link to a popup window, or even a link to a page that does not reside on your site.
1) Choose a page from the page bank: To assign a link to a page in the site page bank to a position on the page, click the Link to another page pull-down menu, select a page (alphabetical list of current pages in the bank), then click the Choose button. After choosing a page link, the Page editor displays a link you can click to edit the linked page. You will also see link options for the page link as described in the following Page link attributes section. To change the page link, select a new page link from the pull-down again and click the Choose button; the new page link selected will replace the previous page link. To remove the page link, click the Remove button.
2) Link to an off-site page: To assign a link to a page not in the site Page bank to a position on the page, click Choose beside the Link to another page pull-down menu without making a menu selection. If you have already assigned a link to a page from the page bank, click Remove before clicking Choose. Along with the standard Page link options described below, an edit field is displayed to enter in the URL link (be sure to include "http://" before the URL).
3) Link to a popup window: Follow the steps outlined above for creating an off-site link. Instead of typing a URL in the Linked page edit field, paste the code generated by the page popup options. TIP: Open the page you want to link as a popup in a new Page editor window. You can then edit the popup options on the page, copy the code, and quickly switch back to the page where you’re adding the link to paste the code.
4) Page link attributes:
 Linked page - This option is displayed when you have selected a link to a page that does not reside in your site. Type the URL in the Linked page edit field.
 Link text - Type the text you want displayed as the link on the page in the Link text edit field. This text does not have to be the same as the page or site name.
 Open the page in a new window - To have the linked page open in a new browser window, select the Open in new window option.
5) When you have finished setting the page link options, or any time you modify the options, click Update display to save the changes.
• Save by hitting update.

Create an article.  Once you have created a page, go to the Article Bank and click on Create An Article.
• Headline: enter name of article
• Author/Submitter: Change only if want a byline
• Abstract: Only if want an intro to article
• Body: This is where you will enter your text. Remember, no hard returns.  Allow the text to wrap itself.  If anything is imported from Word, always clean it up (copy info to Notepad, which strips out all of the Word extraneous detail, and then copy the Notepad info to the website.
• Creating links within your articles: You can include three types of links in your articles.
1) Anchor tags: Anchor tags are links that jump to a different section on the same page or to a specified section of another page. To create anchor links, you need two tags:
2) Hyperlink Reference: 'the link text' is the hotlink that will jump to the anchor name when your visitor clicks the text. The pound sign tells the browser that this is a link to an anchor, not a different page.
3) Name Tag: Put this tag at the desired location you wish to jump to. The name must match the hyperlink tag exactly, excluding the pound sign.
4) The anchor tag can also be used to go to a designated location on another page. The anchor tag would be placed on the page at the desired location. To link to that page and location the code would be: <a href="index.cfm/pageId/12#anchor_name">the link text</a> See below for more information about setting up Internal links.
5) External links: You can include links to pages outside your site by surrounding the desired link text with the proper html tags. For example, if you want the phrase "Click here" in the sentence "Click here to see google," to send the viewer to google.com, write the text like this: <a href="http://www.google.com">Click here</a> to see google. Make sure you reference the entire URL including the http:// portion when creating offsite links. The tag can be slightly altered to open the link in a new window. To make the "Click here" in the sentence open google.com in a new window, simply write the sentence like this: <a href="http://www.google.com" target="_blank">Click here</a> to see google.
6) Internal links: You can also include links to pages in your site's Page Bank or to specific menu items. To link to a page, First, find the page ID number of the page you want to display when the viewer click the link. In the Page bank, there is a column indicating the page ID number of each page. If you want the phrase "Go here" to open the page with the page ID number of 7, create a link in the article with this code: <a href="index.cfm/pageId/7">Go here</a> TIP: Open the Page bank in a new window so you can view the page IDs while creating links in the article. There may be instances when you want to indicate a specific menu item to be highlighted when the page is displayed. For example, if you have a newsletter section, you can set a page to highlight the newsletter menu item without actually including it in the site navigation structure. You'll need to get the menu ID number of the desired menu. You can do so by going to the Menu editor window and passing your mouse over the menu item. The number will appear in the bottom left of your browser window. If you want the menu with the ID number of 1 to be highlighted when you follow the above link, just enter it as this: <a href="index.cfm/m/1/pageID/7">Go here.</a> TIP: Open the Menu editor in a new window so you can view the menu IDs while creating links in the article. Linking to files in your site extras directory: You can create hotlinks in your articles that link to a downloadable pdf files, word or excel documents, or any other file that can reside on a Web server. While you can link to any file stored on any Web server (if you know the file path), typically, you will upload these pdf files to your site 'extras' or 'docs' directory. See the section below about FTP upload to this directory.  You will use the link element to set up the hotlink. Note that the spelling in the link element MUST be exactly the same as the file name. Also, since spaces are not allowed in link elements file reference, you must either replace any spaces in the file name with an underscore or, in the link element, replace spaces with '%20' . 
• Images:  See photo description under Artist Directory.
• Save by hitting update.
• Attach your article to the page you just created. Click on Return to Last Page, which should be the one you just created.  If not, go to the Page Bank and click on the appropriate one.  To assign an article to a position on the page, click the Assign article pull-down menu in the page content display area, select an article from the Article Bank, and then click the Choose button. After choosing an article, the Page editor displays a link you can click to edit the article. To change the article, select the desired article from the pull-down again and click the Choose button - the new article selected will replace the previous article. To remove the article, click the Remove button.  NOTE: Articles that have been submitted must be approved by an editor or administrator before they appear in the article pull-down menu. 
• Post/Unpost an article: After assigning an article, the Status on your Page will indicate that the article is Not posted (or can’t be seen by web visitors). You must post the article before it is displayed on the live site. To post an article, click the Post button. The Status will update accordingly and the cell containing the article options is shaded to give a quick visual representation of which articles have been posted. To unpost an article, click the Unpost button. The Status will update accordingly and the cell shading will be removed. NOTE: Be careful when you're changing a posted article assignment or attributes or editing the article. When you click Choose, Save or Update the article will be immediately modified on the live site. To prevent the changes from being visible on the live site until ready for viewing, you may want to click the Unpost button before selecting a new article, changing attributes, or editing the current article.  The Post/Unpost option is handy when you have a seasonal article that you want to resurrect periodically.  Rather than rewriting it each time, simply unpost it when not in use.
• Save by clicking on update.
• Attach to menu by going to the Menu.  Click on the section in which it will appear.  Go to Page pull-down box and select the appropriate page.

To Edit An Article:
• Go to the Article Bank which lets you see and access the articles you have created for our Web site. You can access it by clicking the Article bank link in the Site manager navigation bar. The main Article bank page lists articles in three groups as follow:
1) Assigned articles are already associated with one or more pages, whereas unassigned articles are not.
2) Submitted articles are those that have been submitted by an individual designated with Submitter access and can’t be posted on a page until they’ve been approved by an editor or administrator.
3) Draft articles (submitters only) which contains articles in progress that haven’t yet been submitted for editor approval.
You can sort any of the lists by clicking on the heading for the trait you want to sort by: date of last update, headline, page, status, or submitter. Note that the date of last update is the date the article content was last saved. To preview an article, click the article’s headline. To edit an article, simply click edit next to the article’s status on the Page Bank main page. To create a new article, click Create a new article near the top of the screen. This will take you to the article editor.
• Click the Edit article link to open the article in the Article Editor.  Make changes and click Update to save.
• To modify an image: Go to body.  Click on mountain w/ sun logo.  Reduce resolution (check Wizard so small enough to publish to web) and size (45 kb) and put into a .jif format. When saving images, make sure there are no spaces in file name.

Note:  You can reuse the same article on different pages.