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| admin_tools [2025/04/30 14:52] – [Uploading Board Meeting Minutes and Summaries] wikiadmin | admin_tools [2025/08/14 19:39] (current) – wikiadmin |
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| =====Admin Tools access control===== | =====Admin Tools access control===== |
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| For the tools that require login, use your fsgw.org email address and password. Login uses the OAuth 2.0 protocol, so the actual login page is on fsgw.org, while the admin tools run on fsgw2.org. If login does not respond (the page stays empty) within 30 seconds after you click the 'Log in' button, the problem is probably that the login page had been displayed too long and so aged out. Back up to the login page (it has Email and Password fields) then reload it, such as by clicking your browser's circular arrow button (often near the top left), then try to login again. | For the tools that require login, use your fsgw.org email address and password. Login uses the OAuth 2.0 protocol, so the actual login page is on fsgw.org, while the admin tools run on fsgw2.org. If login does not respond (the page stays empty) within 20 seconds after you click the 'Log in' button, the problem is probably that the login page had been displayed too long and so aged out. Back up to the login page (it has Email and Password fields) then reload it, such as by clicking your browser's circular arrow button (often near the top left), then try to login again. |
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| Access to use the tools is given by setting "Group participation" on a Contact's "Membership" tab in Wild Apricot (WA) "Admin view". The discussion below refers to Group names. | Access to use the tools is given by setting "Group participation" on a Contact's "Membership" tab in Wild Apricot (WA) "Admin view". There is a somewhat long list of groups, where you check off the ones a member should be in. The discussion below refers to Group names. |
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| Because WA only supports groups for members yet we have needed to give tools access to non-members, we added the "Access Group" contact field, which can contain one or more group names, pipe separated, each capitalized correctly (example: "Photos|eventtools"). As of 6/7/2024, "Access Group" is supported in the Event Counts and Income helper, Event Registration List helper, Apply a contact's credit to pay for an invoice, Find contacts and examine them, including looking for duplicates, ECD Schedule View Helper, and E-Blast Helper tools. | Because WA only supports groups for members and we have needed to give tools access to non-members, we added the "Access Group" contact field, which is in "Internal use" under "Contact details". It can contain one or more group names, pipe separated, each capitalized correctly (example: "Photos|eventtools"). The pipe character: "|", is shift-backslash on many keyboards. |
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| eventtools, eventadmin, and eventdev are the 3 levels of access supported in the tools that require login, especially in eventcount ([[https://fsgw2.org/eventcount.php]], Event Counts and Income helper) and find_contacts ([[https://fsgw2.org/find_contacts.php]], Find contacts and examine them). | As of 6/7/2024, "Access Group" is supported in the Event Counts and Income helper, Event Registration List helper, Apply a contact's credit to pay for an invoice, Find contacts and examine them, including looking for duplicates, ECD Schedule View Helper, and E-Blast Helper tools. |
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| | eventtools, eventadmin, and eventdev are the 3 levels of access supported in the tools that require login, especially in [[https://fsgw2.org/eventcount.php|eventcount]] (Event Counts and Income helper) and [[https://fsgw2.org/find_contacts.php|find_contacts]] (Find contacts and examine them). |
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| * eventtools or Staff or Board Member groups allow one to use the tool and do basic things in it. | * eventtools or Staff or Board Member groups allow one to use the tool and do basic things in it. |
| * eventadmin group allows seeing and doing some additional things that we think need a higher level of understanding/care. For example, in eventcount, anything that actually changes data in WA requires eventadmin or eventdev. The buttons to make changes are not even displayed unless the login has enough access. | * eventadmin group allows seeing and doing some additional things that we think need a higher level of understanding or care. For example, in eventcount, anything that actually changes data in WA requires eventadmin or eventdev. The buttons to make changes are not even displayed unless the login has enough access. |
| * eventdev group also allows seeing and doing a few things that we think only a tool developer (Will for now) should or would want to see. | * eventdev group also allows seeing and doing a few things that we think only a tool developer (Will for now) should or would want to see. |
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| There is no access control on our Admin Tools index page, anyone can view it: [[https://fsgw2.org/tools.html]] | There is no access control on our Admin Tools index page, anyone can view it: [[https://fsgw2.org/tools.html]] |
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| =====About the FSGW Publicity Photo Collection and Uploader===== | =====Using eventcount to create Events History reports===== |
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| Back in 2021 Will Strang developed the FSGW Publicity Photo Collection and a Photo Uploader, at several board members' request. The goal of the Uploader is to make it easy for performers to upload publicity photos, and the goal of the Collection is to make it easy for FSGW people to then find and use the photos. They were used up through April 2023, mainly by Concerts. Early in 2024, there were 90 photos in the collection, although a few were random photos added for testing. | [[https://fsgw2.org/eventcount.php|eventcount]] (Event Counts and Income helper) can create "Events History" reports showing the registration counts and fees for multiple events in a table, in HTML or CSV format. However, this doesn't have a separate button like other eventcount capabilities. Instead, it works through options on the "Go Back to Event List" button at the bottom (NOT the top) of each eventcount page. The "eventadmin" rights group is required to do this, otherwise the needed options are not displayed. |
| | *How to get just the events you need in a report: |
| The Collection could just as well be used for dance caller and band photos. It could also be used for uploading attendees photos of events, although not at full camera resolution due to the file size limit of 50 MB imposed to prevent disk-filling attacks, and not in large numbers because upload is 1 at a time. | -Check "Events for +/- 4 yrs" (or "Events for +/- 1 year" if you're sure that's all you need). |
| | -Set "Match this text in event names" so that ONLY the type of events you want are displayed.\\ This is 'dumb' search, it matches exactly what you type, not the individual words. |
| The "FSGW Publicity Photo Uploader" is here: [[https://fsgw2.org/pubphoto.php]]\\ | -In the list of events displayed, identify the group of events you want in your report. Set "# to skip at top" to the number of events displayed above the group you want. Set "# events to get" to the number of events in your group. |
| No login is needed. It allows uploading jpg, jpeg, png, gif, or pdf files, 1 at a time. (Any pdf file must contain an image.) Maximum file size is 50 MB, to prevent disk-filling attacks. It asks for some descriptive information about each file before upload. | -Check "Brief events history" and click the "Go Back to Event List" button. The "Event List" page will re-display, with your report at the bottom. See if the report has exactly the events you want. If not, adjust your options, check "Brief events history" and click the button. |
| | -Once the report has exactly the events you want, then if you want the long report with fees, check "Long events history" and click the button. The long report can take much longer to generate than the brief report. |
| The "FSGW Publicity Photo Collection" is here: [[https://fsgw2.org/photo.php]]\\ | -You can download a report, either in HTML for viewing, or in CSV format (Comma Separated Values) to load into a spreadsheet. To email a report for viewing, it is better to attach the HTML file, rather than copy-pasting from the web page into an email. The HTML file will preserve the format and readability of the report much better than copy-pasting. |
| It requires logging in with your fsgw.org website login, and having the "Photo", "Staff", or "Board Members" group set for you. It initially shows you preview images of the 30 most recently added photos, with descriptive information about each. It allows searching for photos, and editing to correct or add descriptive information. It can display the original file for any photo, for download. | -For an HTML file, click the "Prepare HTML download" button above the report and then click the "Download HTML File" link that appears below the button. Modify the file name as you think useful then click to Save the file. |
| | -For a CSV file, click the "Prepare CSV download" button above the report and then click the "Download CSV File" link that appears below the button. Modify the file name as you think useful then click to Save the file. |
| For the "FSGW Publicity Photo collection" ([[https://fsgw2.org/photo.php]] ), the groups giving access to it are Photos or Staff or Board Members. | *Example options settings, to report 1 year of Silver Spring Contra Dances:\\ This was used in August 2025 to report the events from July 2024 to June 2025 |
| | -Events for +/- 4 yrs: checked |
| There are a number of capabilities that could be added to this Photo Collection software, if someone felt a need and asked. I will not add on my own, someone would need to ask. I do test it occasionally, and have fixed a few minor bugs. Some examples: | -Match this text in event names: Silver Spring |
| * Larger photo files could be supported. | -# events to get: 12 |
| * Scaling a photo to a specified size for use could be supported. | -# to skip at top: 2 |
| * Bulk uploading groups of photos could be supported, with adding descriptive information later. | -Brief events history: checked to show just Registered and Checked-in totals per event, OR |
| * Filing photos into groups could be supported. This would be needed for bulk uploading. | -Long events history: checked to show Registered, Checked-in, and fees broken out by Ticket Types |
| * Backing up the photos into Google Photos could be supported, with at least some of the descriptive information, possibly all. | |
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| =====How eventcount handles the "volunteer", "performer", "open band" Ticket Types, etc===== | =====How eventcount handles the "volunteer", "performer", "open band" Ticket Types, etc===== |
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| <text>The path to Ticket Type happiness in the Event Counts and Income helper (eventcount), is to always use "volunteer" and "performer" Ticket Types, not some combination or alternative. And use "open band" for Open Band members. If you need to have multiple distinct Ticket Types for volunteers or performers, make sure that each Type starts with "volunteer" or "performer", followed by whatever words make each Ticket Type more specific. | <<text>The path to Ticket Type happiness in the Event Counts and Income helper (eventcount), is to always use "volunteer" and "performer" Ticket Types for $0 fee admissions, not some combination or alternative. And use "open band" for Open Band members. If you need to have multiple distinct Ticket Types for $0 fee volunteers or performers, make sure that each Type starts with "volunteer" or "performer", followed by whatever words make each Ticket Type more specific. If a Ticket Type has a non-0 fee, then all this is ignored even if it contains "volunteer" or "performer". |
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| All these string comparisons are case independent, so "volunteer", "VOLUNTEER", "volunteers", "VOLUNTEERS", "volunteerS", and "VOLUNTEERs" all match, etc. | All these string comparisons are case independent, so "volunteer", "VOLUNTEER", "volunteers", "VOLUNTEERS", "volunteerS", and "VOLUNTEERs" all match, etc. |
| - Go to https://fsgw2.org/minutes/upload.php | - Go to https://fsgw2.org/minutes/upload.php |
| - Login with your fsgw.org login and password. | - Login with your fsgw.org login and password. |
| - Only those with the "Board Members" or "Staff" group may use this tool. | - Only those with the "Board Members" or "Staff" group assigned may use this tool. |
| - Enter the Year, Month, and Day of the board meeting. | - Enter the Year, Month, and Day of the board meeting. |
| - If it was a Special Board Meeting, check the Special Board Meeting checkbox. | - If it was a Special Board Meeting, check the Special Board Meeting checkbox. |
| - On success, the Upload web page will re-display, and the newly uploaded file should now be visible in the list at the bottom. | - On success, the Upload web page will re-display, and the newly uploaded file should now be visible in the list at the bottom. |
| - If an error is displayed and you cannot figure out what to do about it, then contact a FSGW webmaster. | - If an error is displayed and you cannot figure out what to do about it, then contact a FSGW webmaster. |
| | |
| | =====About the FSGW Publicity Photo Collection and Uploader===== |
| | |
| | Back in 2021 Will Strang developed the FSGW Publicity Photo Collection and a Photo Uploader, at several board members' request. The goal of the Uploader is to make it easy for performers to upload publicity photos, and the goal of the Collection is to make it easy for FSGW people to then find and use the photos. They were used up through April 2023, mainly by Concerts. Early in 2024, there were 90 photos in the collection, although a few were random photos added for testing. |
| | |
| | The Collection could just as well be used for dance caller and band photos. It could also be used for uploading attendees photos of events, although not at full camera resolution due to the file size limit of 50 MB imposed to prevent disk-filling attacks, and not in large numbers because upload is 1 at a time. |
| | |
| | The "FSGW Publicity Photo Uploader" is here: [[https://fsgw2.org/pubphoto.php]]\\ |
| | No login is needed. It allows uploading jpg, jpeg, png, gif, or pdf files, 1 at a time. (Any pdf file must contain an image, not just text.) Maximum file size is 50 MB, to prevent disk-filling attacks. It asks for some descriptive information about each file before upload. |
| | |
| | The "FSGW Publicity Photo Collection" is here: [[https://fsgw2.org/photo.php]]\\ |
| | It requires logging in with your fsgw.org website login, and having the "Photo", "Staff", or "Board Members" group set for you. It initially shows you preview images of the 30 most recently added photos, with descriptive information about each. It allows searching for photos, and editing to correct or add descriptive information. It can display the original file for any photo, for download. |
| | |
| | For the "FSGW Publicity Photo collection" ([[https://fsgw2.org/photo.php]] ), the groups giving access to it are Photos or Staff or Board Members. |
| | |
| | There are a number of capabilities that could be added to this Photo Collection software, if someone felt a need and asked. I will not add on my own, someone would need to ask. I do test it occasionally, and have fixed a few minor bugs. Some examples: |
| | * Larger photo files could be supported. |
| | * Scaling a photo to a specified size for use could be supported. |
| | * Bulk uploading groups of photos could be supported, with adding descriptive information later. |
| | * Filing photos into groups could be supported. This would be needed for bulk uploading. |
| | * Backing up the photos into Google Photos could be supported, with at least some of the descriptive information, possibly all. |
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