Upload Road Captain Documents

General notes, terminology and policies

• There are two environments in which you can work;
  • The sandbox environment is where you can test and try things out to familiarize yourself with the steps you will be going through. The sandbox environment starts with dev. Our sandbox environment is https://dev.raleighhog.com
  • The production environment is the site that all members see. This is where you make the changes that chapter members see. Our production environment is https://www.raleighhog.com
• Please note that prior to doing anything in the production environment you can test in the sandbox environment first. This environment is used for testing and is not seen by members.
  • Your login credentials are the same for both environments
  • Your webmaster will help with any questions you may have.

1. Please use caution when in the directories. You have the ability to delete files. This should never be done.
2. Files being uploaded should include a datestamp. This is how we distinguish the latest file to be used.
   • For instance, titleOfYourFile_YYYYMMDD.pdf where YYYY is the four digit year, MM is the two digit month and DD is the two digit day. This is a good filename as it allows the files to easily be ordered by name and date.
3. Only files with the following extensions are allowed, pdf doc txt gif png jpg jpeg gpx
4. Note that there is a directory under root → users. The directory name starts with a 'u'. This is a directory that only you can see. You can upload files here but they cannot be shared with others. This directory will not be addressed in this tutorial. Additional information about it can be found by talking with your local webmaster.
   • By default, this is the directory selected when you first log in. Be sure and follow the instructions below to upload into the correct, working directory.

• This tutorial covers creating a new subdirectory, uploading a document and updating the road capt'n forms, docs and procedure links. You can click the respective link to jump to a specific section;
  • Create a New Subdirectory
  • Upload a Document
  • Update Road Captain Forms, Documents & Procedure Links

Create a New Subdirectory

Steps in this section only need to be done at the start of the calendar year

Once the subdirectory for the current year has been created, files will be added by following the steps in the Upload a Document section.

1. Login to your account on raleighhog.com
2. Referencing the image below, click the My account link in the navbar.
3. Referencing the image below, on your account page, click the File browser tab.
4. The following window opens. This shows all the directories the Road Captains have access to. Road Captains will only use the road_captains directory for this tutorial.
   1. Click the road_captains directory highlighted in the above image to expand it and show the subdirectories it contains. Reference the image below
   2. If the current calendar year subdirectory for rc_docs_202x does not show, use the following steps to create the subdirectory. Otherwise, go to the Upload a Document section to continue.
      1. This tutorial assumes that a subdirectory for rc_docs_2023 needs to be added. The steps following show how to add it. Follow these steps to create the yearly subdirectory for your current situation.
   3. Ensure that the road_captains directory is highlighted. Click it to ensure it is.
   4. Referencing the image below, in the toolbar, click Directory and there will be a dropdown.
   5. Referencing the image below, fill in the name for the new subdirectory (rc_docs_2024 for this tutorial) then click the Add button.
   6. Referencing the image below, the new subdirectory shows in the list. Click the x in the upper right corner of the dropdown to close it.
5. Follow the steps starting with step 4.2 in the next section, Upload a Document, to populate the new subdirectory

Upload a Document

1. Login to your account on raleighhog.com
2. Referencing the image below, click the My account link in the navbar.
3. Referencing the image below, on your account page, click the File browser tab.
4. The following window opens. This shows all the directories the Road Captains have access to. Road Captains will only use the road_captains directory for this tutorial.
   1. Click the road_captains directory highlighted in the above image to expand it and it will expand as shown in the image below. As years go by there will be additional subdirectories added. For this tutorial we will be using the rc_docs_2022 subdirectory.
   2. Click on the current calendar year to expand the subdirectory. You will see a list of files that have been uploaded. For this tutorial we will use the rc_docs_2022 subdirectory. The expanded subdirectory will look similar to the image below. (The directory will be empty if you've just created a new subdirectory for the calendar year.)
   3. Referencing the image below, to upload a new file into the subdirectory, ensure the subdirectory is selected by clicking it and then click Upload in the toolbar.
   4. Referencing the image below, in the pop-up that opens click the Choose File button, then select the file on your local machine that you wish to upload. Only files with the following extensions are allowed, pdf doc txt gif png jpg jpeg gpx
   5. Click the Upload button in the pop-up to load the file onto the server. Reference the image below
   6. You will see the file you just uploaded in the list of files. If you need to upload another file continue by repeating the steps from step 4.4.
5. Referencing the image below, when you are done uploading your file(s), click the x to close the pop-up window.
6. Logout when you have finished.
7. Raleigh's website has pointers to files in this subdirectory. If you've uploaded new files, continue to the next section, Update Road Captain Forms, Documents & Procedure Links, to update the links so they point to new files you just uploaded.
   1. If you need help or have any questions, please contact your webmaster.

Update Road Captain Forms, Documents & Procedures Links

1. This section assumes you are currently logged in and have just completed uploading one or more Road Captain documents and you now need to update the links to point to the new document.
   1. Login to your account if you are not currently logged in.
2. Referencing the image below, navigate to the RC Forms & Documents page by hovering over the Chapter Rides link in the navbar. When it expands, hover over the Road Captains link and when it expands click the RC Forms & Documents link.
3. Referencing the image below, the RC Forms & Documents page opens. Click the Edit tab.
4. Referencing the image below, for this tutorial we will assume the Raleigh HOG Road Captains list has been updated and the title link needs to point to the new document. Steps to update other title links will follow these same steps. Note, we only edit the links for Raleigh NC Chapter. The links for HOG Legal point to HOG National and are kept current by them. DO NOT edit these links.
5. The following steps will unlink the currently linked document so you can link to the new one
   1. Referencing the images below, highlight the entire title link by doing one of the following; Move the mouse pointer to the beginning of the title link, right click and drag it across the entire length of the link to highlight it OR right click three (3) times on the link in quick succession.
   2. If the pop-up appears as shown, click the Cancel button to close it.
   3. Then click the Unlink icon.
   4. Referencing the image below, you can see it was successful by the unlink icon being grayed out and the title to the document is no longer underlined, meaning it is no longer a link.
6. The following steps will link the new document (pdf) you just uploaded
   1. Referencing the image below, leaving the title highlighted, click the Link icon. In the pop-up that appears click the Browse server button.
   2. Referencing the image below, click the subdirectory name to ensure you are in the current year subdirectory within the road_captains directory. (For this tutorial rc_docs_2022 is the current year). Note: Clicking File name will order the list of files from high to low, or low to high.
   3. Referencing the image below, double click the file you are linking. You can tell the latest file by the filename, FileName_YYYYMMDD where FileName has no spaces, YYYY is the calendar year, MM is the two digit month and DD is the two digit day.
   4. Referencing the image below, you are brought back to the pop-up window. Note that the URL is now populated for you. Click the Target tab.
   5. Referencing the image below, click not set to expand the dropdown then click New Window (_blank) to select it. The dropdown will close and New Window (_blank) will show in the target window. Click the OK button to finish.
   6. Referencing the image below, the pop-up window goes away and you can see that the title is now a link again.
   7. If necessary, update any additional links by repeating the steps starting with step 5 in this section.
7. Final steps
   1. Referencing the image below, scroll to the bottom of the page. Optionally fill in the Revision log message. Something as simple as "update Raleigh HOG Road Captains link" is sufficient to let others know what was done.
   2. Click the Save button to finish. Note, do not click the 'Ask a question!' button. It will send an email to the Admin and will not be seen. If you have any questions, please contact your webmaster.
8. That's it! You have successfully linked to an updated document.