NeatClubs.COM stores all of its documents in a MySQL database. Documents include items such as Web Pages, Newsletters and Reports.
While the system allows documents and web pages to be created and edited on-line, it also provides the ability to upload other types of content including Word Documents, PDF files into the document library. Uploaded files are handled a little differently. Rather than being stored in the database, uploaded documents are stored in an “uploads” directory, and the database contains a reference to the name of the uploaded file.
The procedure for creating a new document (such as a web-page or newsletter) is described below. We will look at how to upload external files to the document library shortly.
First, while logged in as an administrator, select “Document Library” -- > “Create a Web Page” from the side panel menu.
Web Page / Document Name:
Enter a short name to describe the document. The name that you enter will appear in the document listing.
Description / Abstract:
This is a short paragraph describing the contents of the document. You must enter at least a short description for any document that you create. In order to ensure there us usable content for this field, as you type a name for the document, the information you enter will be automatically copied into the document description / abstract.
Contributor:
The system will record the name of the person who is logged in at the time the document is submitted. You may not change this value.
System Category:
Choose from the list of system categories the one that best fits your document. The System Category is based on document types that you define when the system is initially setup - see Categories & Definitions . “SYSTEM” documents are used by NeatClubs.COM internally, so you should avoid creating documents of this type. Choices are typically “Web Pages” or “Newsletters” as System Categories, but your site may also include specialized system level Document Categories such as Monthly Reports or Attendance sheets depending on your use of the website. “Newsletters” have a special meaning to the system. It is assumed that Newsletters are documents that can be e-mailed to others. It is also assumed that Newsletters can have their own header graphic that may appear in a formatted e-mail message. If you wish to create newsletters, but do not wish to send them via e-mail, they can still be of type Newsletter (even if you intend to use them as web pages as well). As we’ll see later, documents in PDF format may be uploaded and assigned to the “Newsletters” system category as well.
User Category:
You may group documents into arbitrary categories. You can force the User Category field to be filled with one of the previous user-defined categories for documents by selecting a User Category from the pick list above this field. If a suitable category does not exist, enter a new User Category.
Include in Document Listings:
Similar to the way that photo galleries are displayed, the system provides a “simple view” of the Document Library for visitors to your site. Set this value to “Yes” to include this document in the Simple View of the Document Listing. By default, newly created documents are not included in these simple Document Listings. More information about formats for document listings are included in the Document Properties .
Searchable in Google™:
One of the potential problems with Google and other search engines is that they index content indiscriminately. This means there is the potential for confidential information to find its way to the internet when Google spiders crawl a site. NeatClubs.COM attempts to preserve confidential documents by allowing Google to index only selected documents. This is done using Google’s new XML based sitemap technology. Support for Google sitemaps is built into NeatClubs.COM so that you don't need to worry about configuring your own sitemaps – NeatClubs.COM looks after this for you. If the pages are publicly “exposed” however by being linked in such a way that the Google Crawler can find the pages, the crawler may find the file regardless of how this parameter is set. It is a good idea to assume that nothing posted on a web-site is truly confidential although NeatClubs.COM will make an effort to to share the content where this value is set to "No".
Show as Featured Document:
NeatClubs.COM can “feature” documents in a side panel area in such a way that site visitors can click on them to jump quickly to the document. To feature this document, set the “Show as Featured Document” property (above) to yes. When viewing the “Detailed View” of the document library, the Featured status of documents can be enabled or disabled by clicking on the bell icon (
) to toggle the setting.
Groups allowed to view this document or file?:
You can allow or deny access to particular groups of users by checking the user groups allowed to access the document or file. Note that if you make a document accessible to a member of the public, by default it will accessible to all member types regardless of whether those fields are explicitly checked.
URL for Custom E-Mail Header:
In the System Setup, under “System Setup” / "Preferences" / Mail", there is an option to define an E-Mail Banner Graphic or Header graphic that will be associated with all outgoing mail from the web-site. You may over-ride this value on a per-document basis by providing a path to an alternate header graphic for this Newsletter only. Although you can associate a header graphic with any document, this parameter only has meaning for files set to the system type “Newsletter”.
Associate side panel graphics group:
If set, whenever this document is viewed, a random selection of photos from a user-defined photo collection will be displayed on either the right or left-hand panel depending on how the photo gallery is configured in the system setup.
Pre-populate a document with a Photo Gallery:
Sometimes an organization would like to build their own photo galleries without going through the tedious process of selecting and laying out photos in HTML. This feature will create a document already populated with the necessary HTML to render a photo gallery containing all photos in the image library associated with a particular user-defined photo collection. You can then edit this document after the fact using the built in document editor.
Once you submit the form above, a screen confirming that the new document has been created will appear. Note that when you initially create a new document, the document will be empty.
The next step is to “Edit Contents” by selecting “Edit Contents of this Document or Web Page” (
).
